Grant Compliance Monitoring Services

The vendor is required to provide grant compliance monitoring services to assess the potential value of contracting with a qualified vendor to augment existing staff capacity.
1. Reimbursement review and processing
•    Examine reimbursement submissions from fire departments for accuracy, completeness, and compliance with program rules.
•    Cross-reference submissions with award documentation.
•    Identify missing or incorrect documents and communicate with fire departments to request corrections.
•    Ensure all documentation is ready for audit and meets agency financial standards.
2. Communication and customer interaction
•    Respond to emails and phone calls from fire departments in a professional and timely manner.
•    Maintain accurate records of communication and document status in agency systems or shared platforms.
•    communicate issues clearly, applying knowledge of agency procedures and guidelines.
3. Data entry and workflow support
•    Accurately enter data from reimbursement files into spreadsheets or internal systems as directed.
•    Track progress of reimbursement files through completion, flagging delayed or problematic cases.
4. Training and familiarization
•    Participate in agency-led onboarding and training on the department program, grant categories, required documentation, and workflow.
•    Receive initial training and maintain working awareness of the following additional agency programs, as contractor personnel will be expected to answer basic questions and refer inquiries appropriately:
o    Federal excess personal property “department”
o    DoD firefighter property “agency”
o    Helping hands program
o    Department motor vehicle self-insurance program
o    Rural department insurance program
5. Fire connect end user support
•    Provide general support to fire departments using the fire connect web portal.
•    Assist users with navigation, login issues, basic troubleshooting, and understanding system workflows related to the department.
6. Additional duties
•    Prepare summaries or reports of work completed, as requested.
•    Participate in virtual check-in meetings and briefings as directed by agency.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 19, 2025