Grant Management and Maintenance Tracking System

The vendor required to provide commercial off-the-shelf (COTS) software with minimal configuration, as necessary, for grant submission, trail maintenance reporting, multi-level approval system across state snowmobile trail program, geographic information systems (GIS) management, and land geofencing.
- Snowmobile database and trail maintenance management system
1. Core functional components
•    System fundamentals – secure login, role-based permissions, and responsive web-based user interface (UI) 
•    User role management
o    Trail maintenance entry (TME) members
o    TME managers
o    Association representatives
o    Local sponsors
o    State administrators (provided “superuser” roles with the ability to add and update user roles independently)
•    Expense reporting tools
o    Grooming activity
o    Labor hours
o    Equipment usage
o    Administrative expenses
•    Approval routing
o    TME → association → local sponsor → state (i.e., the final approver)
•    Dashboards and reports
o    (KPI) cumulative monthly expenses against award maximum
o    (report) TME expenses per category (grooming, labor, materials, etc.) 
o    (report) comprehensive list of TMEs and association snowmobile clubs statewide, sortable by local sponsor jurisdiction. 
o    (report) grooming data and metadata uploaded from GPS units installed on groomers (date, time, location and trail points, speed, groomer operator name, etc.) 
o    (report) comprehensive list of TME grooming equipment info. (Model, serial number, etc.)
- Grant application module and expanded program management
1. Grant applications module
•    Development of a comprehensive annual grant application workflow for state snowmobile clubs and counties.
•    Counties will review and sign off on:
o    Approved trail mileage (carried forward from phase 1 inputs)
o    Groomer and equipment inventory lists
o    Approved club trail mileage
o    Annual budget projections
o    Anticipated capital projects submitted through TMEs
2. Club and county collaboration tools
•    System interfaces that allow clubs to draft applications which are then reviewed, revised, and approved by the respective county.
•    County-level dashboards for reviewing club applications, mileage, and budget summaries before submission to the state.
3. Administrative tools for agency
•    Review and approval tools for submitted applications and budgets.
•    Tracking of capital project requests and equipment plans.
•    System-generated summary views to support internal budgeting and grant award decisions.
4. Historical archiving
•    Storage of prior-year application data for reference and year-over-year comparison.
•    Ability to duplicate or modify past applications to streamline future submissions.
5. Integrated user guidance
•    Contextual instructions and validation logic to guide users through the application process.
•    Help text, tooltips, and system prompts to ensure completeness and accuracy of submissions.
- Geographic information systems (GIS) management and land geofencing
1. GIS and mapping
•    Ensure role-based controls and reporting capabilities to support program oversight and compliance requirements.
•    Provide and manage a hosted, secure GIS trail layer service of the program managed snowmobile trails.
•    Maintain GIS linked trail metadata.
•    Define and manage geofence boundaries for operational control compliance and reporting.
•    Integrate state-provided GIS sources and manage ongoing synchronization, updates and change tracking of GIS layers.
2. Transferring and receiving GPS data
•    Support ingestion of GPS and telematics data via protocols and API based data platforms.
•    Accept GPS tracking messages via transmission control protocol (TCP) and user datagram protocol (UDP), representational state transfer application programming interface (rest API), and message queuing telemetry transport (MQTT) streaming for near real-time updates. 
•    Support delayed message reconciliation. 
•    Secure message ingestion using token-based API authentication with server-side validation and device identity controls. 
•    Process raw telematics payloads in binary and ascii formats and normalized json payloads via API aggregators. 
•    Support time normalization and conversion. 
•    Perform automated QA checks to prevent erroneous reporting (e.g., duplicate points, invalid coordinates, time gaps, device anomalies) with error logging. 
•    Support two-way GPS data message acknowledgement and integrity checks to minimize packet loss risk and ensure reporting completeness.
3. Interpretation and calculation of data
•    Convert GPS breadcrumbs into work-performed entries using configurable rules.
•    Normalize decoded GPS and telematics data into standardized internal objects.
•    Utilize GIS based map association to link GPS points to trail corridors and jurisdictional segments for TME level reporting.
•    Generate and calculate standardized operational metrics and values from GPS telemetry data to support configurable program rules.