GRANT MANAGEMENT SOFTWARE

Agency: City of Charlottesville
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Dec 19, 2023
Due Date: Jan 23, 2024
Solicitation No: 24-78
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: 24-78
Bid Title: GRANT MANAGEMENT SOFTWARE
Category: REQUEST FOR PROPOSALS
Status: Open

Description:

The City of Charlottesville is seeking a Software-as-a-Service (SaaS) solution to manage multiple complex community development programs, including but not limited to: multiple grants-funded programs across several funding streams; economic development; affordable housing development and redevelopment; housing vouchers and tenant-based rental assistance programs; housing programs compliance; terms of compliance for a wide range of legally-binding agreements, contracts and Promissory Notes; as well as complex data analysis and external reporting in formats acceptable to multiple sources, including the U.S. Department of Housing and Urban Development (HUD). The system must be customizable to meet future needs and provide our subrecipients and clients with a secure city-branded online portal through which they can manage all of their city-funded programs, regardless of funding source, including submission of reports and invoices as well as to respond to tasks assigned by city staff.

Publication Date/Time:
12/19/2023 11:47 AM
Closing Date/Time:
1/23/2024 2:00 AM
Submittal Information:
See solicitation
Bid Opening Information:
See solicitation
Contact Person:
Tameka Anderson, purchasing@charlottesville.gov
Related Documents:

Attachment Preview

REQUEST FOR PROPOSAL
(RFP)
Issue Date: December 19, 2023
RFP# 24-78
Title: GRANT MANAGEMENT SOFTWARE
Issuing Agency: City of Charlottesville
Department and/or Location Where Work Will Be Performed: City of Charlottesville, Office of Community Solutions
& Other Departments
Period Of Contract: For one-year beginning date of ratified contract with the option to renew under the terms of the original
agreement for up to four (4) one-year terms if agreed upon in writing by both parties.
Sealed Proposals Will Be Received Until 2:00 p.m. local prevailing time on January 23, 2024. Proposals received after the
announced time and date for receipt will not be considered. No telephoned, faxed, or emailed proposals will be
considered.
All Inquiries For Information Should Submitted in Writing and Be Directed To: Tameka Anderson, Procurement Supervisor,
at purchasing@charlottsville.gov or by Fax: 434-970-3069.
The face of the envelope or shipping container should be clearly marked in the lower left hand corner as follows:
RFP# 24-48
TITLE: GRANT MANAGEMENT SOFTWARE
PROPOSALS DUE: January 23, 2024
IF PROPOSALS ARE HAND DELIVERED OR MAILED SEND DIRECTLY TO ADDRESS SHOWN BELOW:
City of Charlottesville
Procurement
325 4th Street NW
Charlottesville, Virginia 22903
OFFERORS HAND DELIVERING PROPOSALS CAN OBTAIN A MAP SHOWING THE CITY VISITOR PARKING
LOCATION, ON THE CITY’S WEBSITE AT: WWW.CHARLOTTESVILLE.GOV/PURCHASING, (CLICK ON CITY
YARD MAP (PDF) TO OBTAIN A MAP).
TO RECEIVE A COMPLETE PROPOSAL PACKAGE,
PLEASE VISIT OUR WEBPAGE AT
WWW.CHARLOTTESVILLE.GOV/PURCHASING
AND CLICK ON BIDS AND PROPOSALS.
This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1
or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited
by state law relating to discrimination in employment.
TABLE OF CONTENTS FOR RFP# 24-48 GRANT MANAGEMENT SOFTWARE
I. PURPOSE
II. MINORITY BUSINESS PROGRAM
III. BACKGROUND
IV. STATEMENT OF NEEDS
V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
VI. EVALUATION AND AWARD CRITERIA
VII. REPORTING AND DELIVERY INSTRUCTIONS
VIII. PREPROPOSAL CONFERENCE
IX. GENERAL TERMS AND CONDITIONS
X. SPECIAL TERMS AND CONDITIONS
XI. ATTACHMENTS
PAGE
3
3
3
3
3-6
6
6
6
6-14
14-16
17-29
Be advised that some of the content in the associated pages may not be posted in an accessible format for screen readers due to
the length, complexity and technical nature; however, accommodations will be made upon request by calling 434-970-3860 or
submitting an email request to purchasing@charlottesville.gov.
RFP# 24-78 GRANT MANAGEMENT SOFTWARE
Page 2 of 29
PURPOSE: The City of Charlottesville is seeking a Software-as-a-Service (SaaS) solution to manage multiple
complex community development programs, including but not limited to: multiple grants-funded programs across
several funding streams; economic development; affordable housing development and redevelopment; housing
vouchers and tenant-based rental assistance programs; housing programs compliance; terms of compliance for a
wide range of legally-binding agreements, contracts and Promissory Notes; as well as complex data analysis and
external reporting in formats acceptable to multiple sources, including the U.S. Department of Housing and Urban
Development (HUD). The system must be customizable to meet future needs and provide our subrecipients and
clients with a secure city-branded online portal through which they can manage all of their city-funded programs,
regardless of funding source, including submission of reports and invoices as well as to respond to tasks assigned by
city staff.
II. MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City of
Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses (SWaM-
O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O businesses, City
Council and staff have taken steps to push forward policy changes and initiatives to help reduce barriers to doing
business with the City. To find out more about the current City of Charlottesville initiatives and programs please visit
the Minority Business Program website at https://www.charlottesville.gov/718/Minority-Business-Program.
III. BACKGROUND: The City of Charlottesville provides a number of community development programs, including
grant awards programs and affordable housing development and compliance programs. Our subrecipients may
participate in multiple city-funded programs which are funded by multiple funding streams which require them to
communicate with and report program data to multiple city offices and departments. Successful management of these
programs on behalf of the residents of Charlottesville requires that city staff can not only oversee multiple funded
programs but can also monitor a large array of data and implementation timelines and that staff can efficiently analyze
this body of data and report it out to multiple oversight agencies and funding partners, notably the City Council, the
Commonwealth of Virginia and the U.S. Department of Housing & Urban development (HUD), to name just a few.
In addition, recipients of city funds operate under multiple regulatory and compliance requirements, often across
multiple funded programs and over multiple program years. The City seeks a robust and secure software solution that,
at a minimum, can handle these challenges.
IV. STATEMENT OF NEEDS: The contractor shall comply with all applicable federal, state and local laws, rules and
regulations applicable to the provision and performance by the contractor of the work and services that are the subject
of the contract.
A. REQUIRED SOFTWARE REQUIREMENTS:
1.
Software should be cloud-based as a Software-as-a-Service (SaaS), no on-premise installation
requirements.
2.
Management and reporting of federal grants program (e.g., CDBG & HOME).
3.
Management and reporting for non-federal grants programs across all city departments and offices.
4.
Receipt and evaluation of requests for funding from external applicants (i.e., nonprofit organizations &
service providers).
5.
Management and reporting for a variety of city-supported housing programs (e.g., CAHF, HOPS,
CSRAP, Section 8 Voucher Programs, etc.).
6.
Coordination of housing programs compliance and monitoring activities.
7.
Provision of a unique external-user portal for each funded subrecipient through which city staff can
assign required tasks (e.g., submitting required reports) and subrecipients can submit documents (e.g.,
invoices & supporting documentation)
8.
Capability to analyze and report data for individual programs, subrecipients and/or all programs in
customizable formats for a variety of audiences (e.g., City Council, HUD, etc.)
9.
Prompt & responsive troubleshooting support as needed.
B. SERVICES: The contractor shall furnish all labor, supervision, equipment, tools, parts and materials, as necessary,
to maintain the software-as-a-service listed in accordance with manufacturer’s service manuals (or other). Included
services will be direct support from trained staff on the setup of customized solutions for each covered city program
(e.g., CDBG, HOME, CAHF, HOPS, etc.).
C. SUPPORT: City staff utilizing the provided SaaS solution will have prompt access to trained support staff as
specified in the agreed upon contract and especially during the initial implementation year.
V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:
A. GENERAL INSTRUCTIONS:
RFP# 24-78 GRANT MANAGEMENT SOFTWARE
Page 3 of 29
1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this
RFP (“Proposal”).
a. One (1) printed version original marked “Original” and three (3) copies of each Proposal shall be
transmitted to the City, along with an electronic copy of the proposal on CD. The City will accept
flash drives or USB sticks. The proposal should be formatted either in Microsoft Word or PDF.
b. In addition, should the proposal contain proprietary information, submit one (1) redacted printed
version with proprietary portions removed or blacked out marked “Redacted Copy” along with an
electronic copy on CD either in Microsoft Word or PDF format of same. The City will accept flash
drives or USB sticks.
These items must be submitted to the City as a complete sealed proposal. No other distribution of the
proposal shall be made by the Offeror.
Proposals must be submitted by the date and time stated in the solicitation. Proposals will be date and time
stamped upon receipt and retained unopened in a secure location until proposal opening. No consideration
will be given to date of postmark or error in delivery to incorrect address. It is the responsibility of the
Offeror to ensure timely and correct delivery of proposal.
2. Proposal Preparation:
a. Proposals shall be signed by an authorized representative of the offeror.
b. Each Proposal must be and remain valid for a period of at least sixty (60) days from the date set by this
RFP for receipt of proposals.
c. All information requested or required by this RFP must be submitted. Failure to submit all information
requested may affect the overall rating of the Offeror’s proposal
d. Proposals should be prepared simply, providing a clear, straightforward, concise description of the
Offeror’s qualifications and suitability to provide the required services, and of the Offeror’s
capabilities, in all respects, to perform fully the requirements of this RFP, and the Offeror’s integrity
and reliability that will assure good faith performance of the Project requirements.
e. Proposals should be organized in the order in which the requirements are presented in the RFP. All
pages of the proposal should be numbered. Each paragraph in the proposal should reference the
paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph
number, sub-paragraph, and repeat the text of the requirement as it appears in the RFP. If a response
covers more than one page, the paragraph number and sub-paragraph number should be repeated at
the top of the next page. The proposal should contain a table of contents which cross-references the
RFP requirements. Information which the Offeror desires to present that does not fall within any of
the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the
proposal and designated as additional material. Proposals not organized in this manner may receive
a lower score if evaluators are unable to find where the proposal specifically addresses the RFP
requirements.
f. As used in this RFP, the terms "must", “will” and "shall" identify mandatory requirements. Items
labeled as "should" or “may” are highly desirable, and are preferred. Depending on the overall quality
and completeness of a Proposal, inability of an Offeror to satisfy a "must", “will” or "shall"
requirement may not automatically remove that Offeror from consideration; however, it may affect
the overall rating of the Offerors’ proposal.
g. Each copy of the Proposal should be bound or contained in a single volume where practical. All
documentation submitted with the proposal should be contained in that single volume.
h. All proceedings, records, contracts and other records relating to this procurement transaction shall be
open to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets
or proprietary information submitted by an offeror shall not be subject to public disclosure under the
RFP# 24-78 GRANT MANAGEMENT SOFTWARE
Page 4 of 29
Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F
of the Code of Virginia, in writing, either before or at the time the data or other material is submitted.
The written notice must specifically identify the data or materials to be protected and state the reasons
why protection is necessary. The proprietary or trade secret material submitted must be identified by
some distinct method such as highlighting or underlining and must indicate only the specific words,
figures, or paragraphs that constitute trade secret or proprietary information. The classification of an
entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets
is not acceptable. Offerors, upon request, shall be afforded the opportunity to inspect proposal records
within a reasonable time after the evaluation and negotiations of proposals are completed, but prior to
award, except in the event that the City decides not to accept any of the proposals and to reopen the
contract. Otherwise, proposal records shall be open to public inspection only after award of a contract
by the City.
i. All costs of proposal preparation and presentation shall be borne by each offeror. The City is not
liable for any cost incurred by the offeror prior to issuance of a contract.
3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral
presentation of their proposal to the City. This provides an opportunity for the offeror to clarify or elaborate
on the proposal. This is a fact finding and explanation session only and does not include negotiation. The
City will schedule the time and location of these presentations. Oral presentations are an option of the City
and may or may not be conducted.
B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that the
City may properly evaluate your capabilities to provide the required goods/services. Offerors are required to
submit the following items as a complete proposal:
1. Section 1 – Software Characteristics: The contractor shall provide a detailed description of the proposed
solution(s), as well as technical aspects and how they will meet the requirements of this RFP. This section
must address, at a minimum, the following items:
Provide a description of design, functionality, capabilities, reporting and management of the
proposed program specifically addressing each item addressed in the scope of work and any other
functionality not listed.
Develop a comprehensive timeline addressing what, when, and how the services will be
performed from pre- to post-implementation. Include training and technical support.
Describe any plan to utilize small businesses and businesses owned by women and minorities and
service disabled veterans to encourage their participation in the City's procurement activities.
2. Section 2 – Qualifications and Experience: A written narrative statement to include:
Experience in providing the services described herein.
Staffing: Provide the names, qualifications, degrees, certifications, experience and licenses of key
employees, consultants, and sub-consultants to be assigned to the project. Provide the length (time
and number of projects) of relationship the offeror has with the proposed employees, consultants,
and sub-consultants.
References: Provide at least, but not limited to, four (4) references for which work of a similar
nature to that described herein was performed within the past three (3) years. The reference
should include the name, title, address, phone number, and email for the person on the owner’s
team most intimate with the details of project being referenced. See Attachment D - Offeror Data
Sheet to provide reference information.
Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or
authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required
to include in its bid or proposal the identification number issued to it by the State Corporation
Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business
in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise
required by law is required to include in its bid or proposal a statement describing why the bidder
or offeror is not required to be so authorized.
3. Section 3 – Proposed Price and Payment Terms: Submit a detailed price proposal that includes any and
all associated costs with providing the service.
Proposal should clearly state payment terms desired, such as Net 30 days. Such terms as proposed
RFP# 24-78 GRANT MANAGEMENT SOFTWARE
Page 5 of 29

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