Grants Management System

Vendors to provide a grant and asset management system for the management of federal, state, and local funds as well as department assets, including the full grant, project, underwriting, compliance, and long-term asset management life cycle.
- System include the following.
• Replace manual, spreadsheet- and email-based tracking with a single, auditable system of record for all grant and loan activity, from application through closeout through long-term monitoring of affordability and repayment obligations, with different levels of user permission based on roles and a process for controlling changes.
• Improve compliance monitoring and reduce risk of HUD findings by automating compliance verification and required reporting deadlines.
• Reduce staff administrative burden through workflow automation and self-service applicant/subrecipient portals whenever possible.
• Automate tracking of loan underwriting and servicing events throughout the life of a loan commitment, including but not limited to loan closing dates, completion of construction, permanent conversion, maturity dates, payment due dates, residual receipt repayments, annual monitoring fees payments etc.
• Ensure financial accuracy and reconciliation between award commitments, loan commitments, disbursements, loan repayment and other program income, and the HCD Fiscal Team’s systems.
• Support compliance monitoring and reporting required under HUD program regulations, including data elements needed for IDIS reporting and the Consolidated Annual Performance and Evaluation Report (CAPER), monitoring and reporting required under state HCD reporting of program grants awarded to DOH for lending to qualified projects, and monitoring and reporting required for the lending of Measure K sales tax proceeds and other local sources to qualified projects.
• Support the automated update of real-time, portfolio-level dashboards (for example, the AHF dashboard currently maintained on the DOH website) and other outcome-based reporting for the benefit of HCD staff and leadership.
• Integrate and streamline data exchange with HUD’s Integrated Disbursement and Information System (IDIS), which serves as the online software tool for managing, disbursing, and reporting on federal grants.
• Integrate and streamline established systems among HCD division’s staff including administrative, program, and fiscal teams including but not limited to the use of DocuSign or similar approval and routing tracking systems.
• Ensure maintenance, tracking, privacy and security of real estate transactions and public services programs that may include retaining documentation for up to 50+ years; evaluate existing and/or integrate existing documentation from County's Laserfiche, Network, and SharePoint repositories.
• The solution shall be secure, accessible, and sustainable to meet the County's long-term needs, with minimal dependence on custom-developed code.
• Provide training, training tools, FAQs, and other support tools for staff and subrecipients or borrowers.
• Enable a single application and set of reporting tools for San Mateo County and one or more of the CDBG entitlement cities in the County.
• The proposed solution must support multi-factor authentication (MFA) for all user logins, with the ability for the County to enforce MFA policies across all user roles.