Grant Dispersal Management System

The Vendor is required to provide a software solution to support the application lifecycle of its stop the violence community investment grant program.
- The ideal solution will enable the below non-exhaustive list of functions:
• Potential grantees to submit applications,
• Evaluators to objectively score and rank applications,
• Successful grantees to submit reports detailing their accomplishments,
• Regular communications between grant administrators and receiving organizations,
• Archival of grant documentation.
- Online submission platform with customizable application forms that allows non-for-profits, businesses, homeowners, developers, and other community stakeholders to submit applications for funding online.
- Has customized online application forms.
- Include file uploads, drop-downs, checkboxes, and text fields in application fields.
- Allows applicants to login, save their application, and return. Multiple persons for an applicant agency may login and work on one or more applications.
- Allows applicants view their status online.
- Provides fields that will automatically calculate certain items (like “Total” of expenses).
- Allows staff to update and create new online applications without additional charges.
- Generates alerts to staff when key documents are uploaded or completed.
- Supports multiple application stages, including a Letter of Intent stage, a more detailed proposal stage and as many other stages as needed. Automatically pulls data from online applications into the core grants management system, with no additional download or upload of data files required.
- Carries over some data for an organization or grant from one application form to another (for example, a narrative entered in a Letter of Intent doesn’t have to be re-entered in a proposal).
- Both applicant and grant maker can quickly and easily reset lost credentials. Applicants can reset lost credentials online through email or security questions.
- Allows a customized confirmation message to be sent upon submission of an application.
- Will automatically generate warnings based on grant criteria (such as no more than X% can be spent on salaries, HUD Income Limits, etc.).
- Automatically saves data intermittently throughout a web session in case of system crash, or at a minimum prompts user to save data regularly.
- Provides character counter in size limited fields, so that the end user is aware of how much space is left in the field.
- Provide a method for electronic signature or certification of submitted documents.
- Allow for multiple, sizeable attachments to be uploaded by the applicant to a grant application as a PDF (such as annual agency audit reports & bylaws).
- Once submitted, the system must be able to prevent further modifications to an application or other submission, unless approved by an administrator (date/time stamps for revisions would be ideal).
- Track and manage multiple grant cycles simultaneously.
- Tools for reviewers to score and comment on applications.
- Calculation of scores and ranking of applications.
- Assign applications to multiple reviewers with controlled access.
- Permit multiple reviewers to each numerically rate an application on a number of different factors, and add comments.
- Supports different information or scoring schemes for different programs.
- Supports online viewing and reviewing of applications, letting reviewers see each other’s comments and grades.
- Provides spell-check for reviewers.
- Permits reviewers to view numeric review scores and report them as summary statistics (for example, average score).
- Proposal owner and management staff can be automatically notified when reviews are completed.
- Allows the City to define automatic steps and rules, or “workflow,” for the grants review process.
- Enables reviewers to easily print grant summaries.
- Provides a stripped down “portal” interface to allow reviewers to see and review grant applications without navigating the full grants management interface.
- Supports checklist functionality to define what information or documents you require from prospective grantees.
- Allow reopening online applications once they’ve been submitted if more information is required from the applicant.
- Communication
• Integrated communication tools for direct interaction with internal staff, external stakeholders.
• All communication and interactions of a grant or grant round should be stored for future monitoring and audit purposes in the software.
• Collaboration features for internal teams and work groups.
• Cloud-based file storage and synchronization service to store files, documents, images, and other data with the ability to access stored information from various devices (e.g., computer, mobile, tablet).
• Sub-recipients should only be able to see and interact with their applications and awards.
• Provides onsite and in-person training at project startup for all City Staff (approximately 5-10 persons).
- Contract Period/Term: 3 years
- Pre-Proposal Meeting (Non-Mandatory) Date: April 30, 2025
- Questions/Inquires Deadline: May 7, 2025