Comprehensive Grant Management System

The Vendor is required to provide for the procurement, implementation, and ongoing support of a comprehensive Grant Management System (GMS) for the agency.
- This fragmentation creates significant inefficiencies in application processing, scoring, financial tracking, reporting, and compliance monitoring.
- This system will streamline grant lifecycle management, enhance compliance, improve reporting, and support secure collaboration among internal users, public school units (PSUs), external reviewers, and other stakeholders.
- The GMS must support both grantor and grantee functionalities, accommodating multi-year, multi-category grants while ensuring integration with state systems, robust security, and user-friendly interfaces.
- Key challenges include:
•    Managing multi-year received grants with varying federal, state, and local compliance requirements
•    Supporting role-based access for diverse user groups: internal staff (5 agency users for scoring/administration/reporting), PSUs, and temporary external reviewers
•    Ensuring audit readiness and data security compliance (Institute standards)
•    Managing sub recipients, conducting risk assessments, and maintaining real-time financial tracking
•    Meeting reporting requirements for multiple funding sources with different templates and deadlines
•    Tracking match requirements and multiple funding sources per project
•    Maintaining document version control and secure collaboration across stakeholders
- A cloud-based SaaS GMS supporting multi-year grant tracking, customizable workflows, and compliance checklists.
- Implementation Services: Full deployment within 12-18 months including data migration from spreadsheets/legacy databases (e.g., Excel, Access) with mapping, validation, and risk mitigation for data integrity (no loss tolerance).