The Vendor is required to provide information regarding a potential solution for a grants management system.
- The City will review proposed solutions and pricing for fit and feasibility, then determine the next steps that are in the best interest of the City.
- The City is seeking to formalize consistent grants management processes, increase communication and transparency between staff across departments, and omit duplicative data entry.
- The grants management system would be a new, more centralized source for tracking and managing entire lifecycles of all City grant funding.
- The City expects that programmatic staff, fiscal staff and City leadership will utilize the new Grants Management system.
- The City disburses grant funds through various procurement and contracting methods for many purposes including but not limited to the construction, acquisition and rehabilitation of community assets, community health and human services, economic development programing, homelessness prevention, housing development and repair.
- Provide project management for the implementation of a grants management software system including design, delivery, installation, services and maintenance
- Objectives
• Management wishes to operate a centralized grants management system which is efficient, user-friendly and integrates with the city’s Microsoft financial management system (d365).
• The new system will assist city staff in analyzing compliance and fiscal risks of funds granted to and by the city
• The new grants management portal will have the ability to manage notices of funding opportunities, receive, review, and score funding applications, make notices of awards, publish agreements, monitor sub recipients’ reporting and documentation from preaward to post award as well as communicate with external partners.
• The new grants management system should provide customizable reporting, data elements and workflow capabilities.
• Use of the new system will ensure consistent retention of documentation and records management.
• The new system will track budgets, expenditures and milestones from pre-award and application through post-award.
• Data analytic features will allow the system to create user friendly reports and dashboards.
- Provide a software system for grants management that improves communication and collaboration between stakeholders including City staff and external agencies.
- The system will implement tools to improve the City’s grants management as both a grantor and grantee.
- The system should provide an efficient means for City staff to manage grants’ budgets, grant applications, proposal scoring, sub recipient agreements as well as the tracking of program outcomes and expenditures and other compliance monitoring including eligibility documentation records.
- The system should be capable of organizing documents and reports as well as maintaining files for future auditing.
- Questions/Inquires Deadline: January 15, 2026
