Grants and Loan Management Software

The Vendor is required to provide grants and loan management software for a software solution (solution) to support the city's grant management of the community development block grant (CDBG) program administered by the department.
- Solution also be capable of managing other housing programs that involve grants and loan administration from sources other than department.
- The city is looking for a new, configurable, user-friendly software solution to manage the full lifecycle of CDBG activities, including application intake, grant and loan administration, sub-recipient monitoring, expenditure tracking, and reporting.
- Solution requirements
•    The solution shall be fully cloud hosted, with all data stored within the country. 
•    The solution must be browser-agnostic, and must operate efficiently on currently supported browsers, including, but not limited to, Microsoft edge, apple safari, and google chrome at a minimum. 
•    The solution shall have the ability to integrate with Microsoft ENTRA id for single sign on (SSO), enabling city users to utilize their existing city credentials. 
•    Solution must meet the data and security requirements as provided in the exemplar
•    All data must be encrypted, both in transit and at rest. 
•    The solution shall increase resource efficiency for the city and minimize manual processes required for compliance with department reporting requirements. 
•    The solution should include a production environment, with preference for additional testing and training environments. 
•    Comply with industry standards as well as applicable federal, state, and local laws and regulations with respect to the protection of personally identifiable information that is collected, processed, or used while providing the products and services as specified herein. 
•    The solution shall enhance functionality and provide an integrated system that reduces redundancies. 
•    The solution is expected to replace, automate, or integrate with current supporting applications, including but not limited to excel, word, OneDrive, network shared folders, and dropbox. 
•    The city anticipates the same user count specified; however, the selected solution must allow for open registration, which may result in a higher total user count.
•    The city prefers a simple licensing model that accommodates both city staff and external sub-recipient users without requiring individual licenses for each user.
- Reporting and visualization
•    The solution shall have the ability to enter, store, display, and summarize CDBG information. 
•    The solution shall generate or display information such as funds expended, clients served, race, demographics, income levels, funding categories, and matrix codes among others in both visual graphics and downloadable content such as excel worksheets. 
•    The solution shall provide dashboards and analytics based on data entered into the system for city use. 
•    The solution shall provide progress summary reports, annual summary reports, and compliance summary reports.
- Sub-recipient portal
•    The solution shall provide setup of sub-recipient information in the solution. 
•    The solution shall allow contracted sub-recipients to enter progress reports and requests for reimbursements through the portal. 
•    The solution should allow for messaging and notification capabilities between the city and sub-recipients. 
•    The solution shall allow the city to collect department-required data that includes but is not limited to clients served, race, demographics, and income levels. 
•    The solution shall enable sub-recipients to track grant funding according to approved budget line items. 
•    Sub-recipients will enter these line items, which city staff must approve at the start of each program year. 
•    The solution will also allow sub-recipients to submit budget revision sheets for modifications which city staff will review and approve. 
•    The solution will allow for seamless tracking of program goals and accomplishments. 
•    The solution will allow for uploads to be made to the system. 
•    Areas that require uploads include but are not limited to progress reports and requests for reimbursements.
•    The solution must notify both sub-recipients and city staff when reports are due and upon report submission. 
•    The solution shall integrate department -required data seamlessly to integrated disbursement and information system (IDIS).