Request for Proposals, Grant Management Software as a Service

Background
The City of Buffalo, through the Mayor’s Office of Strategic Planning, is seeking proposals for a comprehensive Grants Management Software as a Service (SaaS) solution. This initiative aims to enhance community development and improve the efficiency, transparency, and accountability of grant management processes. The software will facilitate the management of over $65 million in grant funds from State and Federal sources for various user groups including grantors, pass-through organizations, and grantees.

Work Details
The selected contractor will provide a fully operational Grant Management System (GMS) that meets the following minimum software requirements:

1. Cloud-based SaaS; Centralized Online Platform.
2. Application Management with dynamic intake forms.
3. Accept input from external users (grant recipients, applicants).
4. Automation of workflow processes with notifications and reminders.
5. Document Management for secure storage.
6. Comprehensive reporting tools for real-time tracking and performance evaluation.
7. Integration capabilities with existing systems such as Microsoft Outlook and HUD's IDIS system.
8. Loan portfolio functionalities including tracking loans by funding source and producing payment statements.
9. Security measures for PII data and identity management.
10. Full lifecycle tracking of grants including advances and document association with applicant profiles.

Period of Performance
The contract will commence upon execution and will last for one year, with two optional one-year renewals at the City's discretion.

Place of Performance
The services will be performed at the City of Buffalo, specifically through the Mayor’s Office of Strategic Planning located at 65 Niagara Square, Room 920 City Hall, Buffalo, New York.