Request for Proposals, Grant Management Software as a Service
| Location: | New York |
|---|---|
| Posted: | Mar 18, 2025 |
| Due: | Apr 7, 2025 |
| Agency: | City of Buffalo |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Proposals, Grant Management Software as a Service
|
| Category: | Office of Strategic Planning |
| Status: | Open |
|
Attachment Preview
APPROVED AS TO FORM ONLY
Assistant Corporation Counsel
03/14/2025
REQUEST FOR PROPOSALS
Grant Management Software as a Service
FOR THE
City OF BUFFALO
ISSUED DATE: March 18, 2025
QUESTIONS DUE: March 26, 2025, 4:00 PM
SUBMISSION DEADLINE: April 7, 2025, 4:00 PM
Contact:
City of Buffalo, Mayor’s Office of Strategic Planning
65 Niagara Square, Room 920 City Hall
Buffalo, New York 14202
Email: mgodfrey@buffalony.gov
TABLE OF CONTENTS
SECTION 1 ‐ INSTRUCTIONS TO OFFERORS........................................................................................................................3
1.1 General Invitation and Overview......................................................................................................................3
1.2 Schedule ...........................................................................................................................................................4
1.3 RFP Review, Additional Information and Questions .......................................................................................4
1.4 Addenda and Modifications..............................................................................................................................5
1.5 Proposal Format................................................................................................................................................5
SECTION 2 ‐ SECTION 2 ‐ REQUIRED CONTENT .................................................................................................................6
2.1 Cover Letter.....................................................................................................................................................6
2.2 Company Profile..............................................................................................................................................6
2.3 References ........................................................................................................................................................7
SECTION 3 ‐ PURPOSE AND SCOPE OF PROPOSAL............................................................................................................8
3.1 Scope of Proposal .............................................................................................................................................8
3.2 Project Timeline .............................................................................................................................................13
3.3 Fee Proposal ...................................................................................................................................................13
SECTION 4 ‐ EVALUATION AND SELECTION PROCESS .................................................................................................. 13
4.1 Evaluating Proposals ....................................................................................................................................13
4.2 Evaluation Criteria........................................................................................................................................14
4.3 City’s Reservation of Rights .........................................................................................................................15
SECTION 5 ‐ CONTRACT AWARD ......................................................................................................................................... 17
SECTION 6 ‐ INDEMNIFICATION/HOLD HARMLESS ...................................................................................................... 17
SECTION 7 ‐ INSURANCE COVERAGE REQUIREMENTS ................................................................................................. 17
7.1 Workers’ Compensation Insurance and Disability Insurance: ..................................................................18
7.2 Commercial General Liability Insurance.....................................................................................................18
7.3 Commercial Automobile Liability Insurance ..............................................................................................18
7.4 Professional Liability Insurance .....................................................................................................................18
7.5 Cyber Liability Insurance ...............................................................................................................................18
7.6 Acceptability of Insurers ..............................................................................................................................19
7.7 Aggregate Limits ...........................................................................................................................................19
7.8 Waiver of Governmental Immunity..............................................................................................................19
7.9 “Tail” Coverage..............................................................................................................................................19
7.10 Subcontractors ................................................................................................................................................20
7.11 Notice of Cancellation or Nonrenewal.........................................................................................................20
7.12 Certificates of Insurance...............................................................................................................................20
SECTION 8 ‐ SECTION 8 – GENERAL REQUIREMENTS ................................................................................................... 20
8.1 Non-Discrimination ......................................................................................................................................20
8.2 Americans with Disabilities Act Compliance Provisions ...........................................................................21
8.4 General Compliance ......................................................................................................................................22
8.5 Performance Monitoring ..............................................................................................................................22
8.6 Independent Contractor ...............................................................................................................................22
8.7 Accounting Standards...................................................................................................................................23
8.8 Inspection of Records ...................................................................................................................................23
8.9 Living Wage Policy & Minority/Women Business Enterprise Goal ..........................................................23
8.10 Applicable Law..............................................................................................................................................23
8.11 Conflict and Priority......................................................................................................................................24
8.12 Ownership of Materials ................................................................................................................................24
8.13 Termination...................................................................................................................................................24
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8.14 Disclaimer ......................................................................................................................................................24
8.15 Publicity..........................................................................................................................................................25
8.16 Offerors Restricted .........................................................................................................................................25
8.17 New York State Executory Clause .................................................................................................................25
8.18 Copyright and Patent Rights...........................................................................................................................25
8.20 Freedom of Information Law .........................................................................................................................26
8.21 Assignment.....................................................................................................................................................26
8.22 Statement of Compliance and Conflict of Interests ........................................................................................28
LIVING WAGE COMMISSION APPLICATION FOR CONTRACT WITH THE City OF BUFFALO .............................. 29
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SECTION 1 - INSTRUCTIONS TO OFFERORS
1.1 General Invitation and Overview
The City, through the Mayor’s Office of Strategic Planning, requests proposals from
qualified individuals and entities authorized to do business in the State of New York for
the products and services described herein. The Office of Strategic Planning is committed
to fostering community development and supporting projects that enhance the quality of
life for our residents. As a part of our efforts to streamline and enhance our grant
management processes, we are seeking proposals for comprehensive Grants Management
Software as a Service (SaaS) solution. The aim is to improve efficiency, transparency and
accountability in managing grant programs while ensuring accurate tracking and reporting
of grant-specific data.
The City seeks a modernized Software as a Service Grant Management Solution to digitize
current workflows and create efficiencies. Solutions must be able to process and manage
over $65 Million in grant funds, both State and Federal for three user groups: grantors, pass
through organizations, and grantees, be cloud based, easy to use, and secure.
Offerors shall submit their proposal no later than 4:00 pm, April 7, 2025 to the address
below:
City of Buffalo
Mayor’s Office of Strategic Planning
Attn: Michael Godfrey, Deputy Director of Planning & Zoning
65 Niagara Square, Room 920 City Hall
Buffalo, New York 14202
Proposals received after 4:00 pm on April 7, 2025 will not be considered. Whether
the proposal is delivered by hand or mail or commercial express service, the Offeror
shall be solely responsible for actual timely delivery of the proposal to the City.
The City’s timeclock at the above location shall govern. Expenses incurred in the
preparation and/or submission of proposals shall be borne by the Offeror with the express
understanding that the Offeror shall not have the right to apply to the City for
reimbursement for those expenses. Proposals received after the deadline will not be
considered. All proposals become the property of the City.
Proposals are solicited in accordance with the terms, conditions and instructions set forth
in this RFP. Proposals must be completed in accordance with the requirements of this RFP.
No amendments or changes to proposals will be accepted after the proposal submission
deadline. The City reserves the right to reject any or all proposals, and the right to waive
any informalities or irregularities. Additionally, the City reserves the right to seek
additional information from proposal-submitting organizations as necessary to make
funding decisions. All funding decisions related to this RFP are subject to all applicable
federal, state, and local laws and regulations, and the policies and procedures of the City
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and the U.S. Department of Housing and Urban Development, as the primary funding
sources. The City reserves the right to establish spending guidelines for all projects.
Any material misrepresentation made by a party may void their proposal and eliminate the
party from further consideration. Any proposal that is based upon a violation of federal,
state or local law, or deemed to be non-responsive will be eliminated from consideration.
We would appreciate the courtesy of promptly advising us if you do not intend to respond
to this solicitation so that we may properly maintain our records of those individuals/firms
that expressly did not wish to be considered.
1.2 Schedule
Listed below is the anticipated schedule for all actions related to this RFP. In the event
that there is any change or deviation from this schedule, such change will be posted on the
City’s website at (www.buffalony.gov/bids ).
EVENT
Issuance of RFP
Written Questions from Offerors due
Responses to Questions posted on City website
Proposals Due
DATE
March 18, 2025
March 26, 2025 by 4:00 pm
March 28, 2025 by 5:00 pm
April 7, 2025 by 4:00 pm
1.3 RFP Review, Additional Information and Questions
Each Offeror is responsible for carefully examining all RFP documents and thoroughly
familiarizing themselves with each of the City’s requirements prior to their submission of
a proposal to ensure that their responses are in compliance with this RFP.
Each Offeror is responsible for conducting its own investigations and any examinations
necessary to ascertain conditions and requirements affecting the requirements of this RFP.
Failure to perform such investigations and examinations shall not relieve the Offeror from
its obligation to comply, in every detail, with all of the provisions and requirements
contained in this RFP.
Questions regarding this RFP shall be directed to the City’s designee only. Any
impermissible contact with any other City officer or employee regarding this RFP during
the procurement period shall result in the rejection of any such Offeror’s proposal. Offerors
shall communicate in writing only. No other communications with the City’s designee
regarding this RFP are permitted during the procurement period. All questions, requests
for clarification or additional information must be sent by email to
mgodfrey@buffalony.gov and must be received no later than 4:00 PM, March 26, 2025.
Offerors shall not communicate with the City’s designee regarding this RFP via any other
method or outside of the time period set forth herein.
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