The vendor is required to provide a comprehensive grants lifecycle management system (GLMS) that enhances the efficiency, transparency, and effectiveness of grant administration processes.
- The entire grant lifecycle—from research and application to reporting and compliance—the software will streamline application and review processes, facilitate effective tracking and reporting, and ensure compliance with regulations.
- Service requirements:
• A dedicated project manager who will be the main point of contact for the city during the implementation and post-implementation phases.
• Comprehensive training sessions for city staff on using the grants lifecycle management system covering system functionalities, workflows, and best practices for grant management.
• The training sessions should be conducted remotely and accommodate varying levels of user proficiency.
• Ongoing technical support and maintenance services, including bug fixes, system enhancements, and updates.
• The support should be based in the country and be available during regular business hours and provide timely responses to any issues or inquiries.
• Assistance with the migration of existing grants and data from the city's current systems to the new grants lifecycle management system on a flow process as departments are onboarded.
• The migration process should ensure data integrity and accuracy.
• A thorough testing and quality assurance process to ensure the stability and functionality of the system.
• The system should undergo rigorous testing for performance, security, and compatibility with the city's infrastructure.
- Functional requirements
• Grant application management: online application forms, customizable workflows, and submission tracking.
• Grant budget management: capabilities for budget creation, review, modification, and tracking.
• Award management: tools for tracking awarded grants, including disbursement schedules and reporting requirements.
• Document management: tools for managing and storing grant-related documents, including submitted reports and reimbursements.
• Compliance monitoring: features to ensure adherence to grant regulations and requirements
• Reporting tools: customizable reporting options for internal and external stakeholders, including dashboards for real-time insights.
• User management: role-based access controls for different stakeholders, including administrators, applicants, and reviewers.
- Technical requirements
• Integration: compatibility with existing systems (e.g., financial management software (oracle e-business suite), task management software, staff base, outlook (reminders, calendar)).
• SAML 2.0 federation: support for SAML 2.0 federation, and specifically permit Delimitated SSO and SAML.
• Azure support: support for azure for LDAP sign-on for user accounts.
• Cloud-based solution: hosted on a secure cloud platform for easy access and scalability.
• Mobile accessibility: support for mobile devices for users on the go.
• Data security: compliance with industry standards for data protection and privacy.
• User-friendly interface: intuitive design for ease of use by all stakeholders.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: May 13, 2025