Grants Management System, RFQ 540782

Description: The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia (County) to obtain fixed price proposals from firms specializing in providing a web-based and cloud-based Grants Management System (“System”) for the Department of Finance and Budget. The System shall be a fully operational turnkey Commercial Off the Shelf (COTS) system. The vendor shall provide customizations, training, user documentation, and conversion services.The System shall support the following general activities:A. Program Management and Planning. The System shall feature a centralized program management and planning capability. This capability shall include:1. Creation of grant seeking and grantmaking programs;2. Maintenance of embedded workflows and online applications;3. Creation and Maintenance of various System data-input forms pertinent to the grant seeking and grantmaking process.B. Search and Prospecting. The System shall facilitate the search for external grant

opportunities and would incorporate searches into a prospecting clearinghouse accessible by all system users. These searches should take advantage of system-to-system web-based utilities such as that offered by Grants.gov. Ideally, the system should link the search function to the grants approval process and eventually the grants application and award process.C. Grant Seeking. The System shall facilitate management of the grant seeking process. The System shall at a minimum, offer features that streamline and track activities associated with:1. Applying for grants;2. Supplying documentation and other materials to grantors;3. Award notification;4. Invoicing for awarded funds. System features shall also include, where possible, system-to system integration, such as that offered by https://www.grants.gov, with external grantor systems.D. Integration with Internal County Systems. The System shall feature system-to-system integration with internal County system platforms whenever possible. Integrations would include to the County’s Oracle Projects and Grants, General Ledger (GL), and Accounts Payable (AP) modules. Another integration shall involve existing Laserfiche repositories containing previously submitted applications, documents and correspondence.E. Grantmaking. The System shall support the full grantmaking lifecycle, including:1. Creation of a secure Grants Portal;2. Publishing and accepting applications from external entities;3. Internal review and scoring of applications;4. Management and notification of awards;5. Creation and publishing Memorandum of Understanding (MOUs) and contracts;6. Performance reporting and evaluation.F. Reporting. The System shall produce reports submitted by grantee users to their grants sources. The System shall also support the creation of financial and performance reports submitted to internal stakeholders.G. Repository. The current grants environment utilizes the County’s Laserfiche application to store applications and other documentation associated with the grantmaking activity. The System will replace Laserfiche for certain grantmaking activities and feature a repository, available to all System users, that offers access to historical and current grants documentation.Please see Attachment I, Grants Management System Operational Overview, for a detailed graphical and narrative description the full operational scope of the System.Offering firms shall meet the minimum qualifications contained in Section 4.0. Failure to meet the minimum qualifications will cause to reject the proposal as non-responsive.Addenda:Addendum #1 Changes and/or Additions issued on September 21, 2022.Addendum #2 Changes and/or Additions issued on September 22, 2022.Addendum #2 Acceptance date changed to October 6, 2022 issued on September 27, 2022. Publication Date/Time: 8/22/2022 9:00 AM Publication Information: Request For Proposal Closing Date/Time: 10/6/2022 4:00 PM Addendum Date/Time: Addendum #3 issued on September 27, 2022. Contact Person: Diane Smith, CPPB, CPP-NIGP Please see the attached document RFQ 540782 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Miscellaneous: Addendum #2 Acceptance date changed to October 6, 2022 issued on September 27, 2022. Related Documents: