6100018088 Grants Management Database

Location:	Texas
Posted:	Apr 15, 2025
Due:	May 15, 2025
Agency:	City of San Antonio
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Publication URL:	To access bid details, please log in.

The City of San Antonio seeks proposals from qualified parties to provide an online grants management platform for the facilitation and management of key services and functions carried out by the Department of Arts & Culture (the “Department”). These services include, but are not limited to, the management of applications, all facets of grantee management (renewals, reporting, contracting), panel evaluations and program reporting. Staff request trial access for 2-3 weeks during the evaluation period for key user roles: administrator, applicant, grantee and panelist. The top scoring Respondents are requested to provide free administrative access to the platform (Free Trial Subscription) for seven (7) users, so that the City may complete final evaluation and selection. City’s use of Free Trial Subscriptions for this purpose shall not constitute City’s acceptance of any terms and conditions that might be included on the Free Trial Subscription registration page nor acceptance of any click-through terms.

Date Issued: April 15, 2025

Due Date & Time: May 15, 2025, at 11:00 a.m., Central Time

Pre-Submittal Conference will be held at 10:00 a.m., Central Time, on April 22, 2025, via WebEx. Attendance at the Pre-Submittal Conference is optional, but highly encouraged.
Respondents may call the toll-free number listed here and enter access code to participate the day of the conference. Toll-Free Number: 1-415-655-0001, Access Code: 2867 733 2390, Meeting Password: COSA

To view this solicitation, go to the SAePS portal; https://supplierservice.sanantonio.gov/irj/portal. If you have not completed the City’s SAePS Vendor Registration, you must do so in order to view the solicitation and submit a response. For registration, visit http://www.sanantonio.gov/purchasing/SAePS.aspx. For assistance with registration or viewing the solicitation via the SAePS portal, call the SAePS hotline at 210-207-0118 or email vendors@sanantonio.gov.

Document	Type	Size
Solicitation and Committee Information	pdf	131.33 KB

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ADVERTISEMENT INFORMATION ONLY

Solicitation Type and Name: Request for Competitive Sealed Proposals – Grants Management

Database

Solicitation Number: RFCSP 24-119; RFx 6100018088

Description: The City of San Antonio seeks proposals from qualified parties to provide an online grants

management platform for the facilitation and management of key services and functions carried out by

the Department of Arts & Culture (the “Department”). These services include, but are not limited to, the

management of applications, all facets of grantee management (renewals, reporting, contracting),

panel evaluations and program reporting. The Department annually manages 150+ active grants,

facilitates applications across a dozen unique programs and manages a roster of 125+ panelists.

The Department of Arts & Culture has four key divisions: Grants Management, Public Art, Cultural

Events & Exhibits, and Marketing, Film, & Music. The online platform will serve as a primary tool for the

Department’s management of applications, grantees and review panels.

Given the duration of the contract and its critical role with the Department’s management of grants, staff

request trial access for 2-3 weeks during the evaluation period for key user roles: administrator,

applicant, grantee and panelist. This trial will enable department staff to navigate the functionalities of

the system and ensure user experience is compatible with the needs of the department. The top scoring

Respondents are requested to provide free administrative access to the platform (Free Trial

Subscription) for seven (7) users, so that the City may complete final evaluation and selection. City’s

use of Free Trial Subscriptions for this purpose shall not constitute City’s acceptance of any terms and

conditions that might be included on the Free Trial Subscription registration page nor acceptance of

any click-through terms.

Applicable Product Categories: 20811 – Application Software, (Not Otherwise Classified),

Microcomputer

Date Issued: April 15, 2025

Due Date & Time: May 15, 2025, 11:00 a.m. Central Time

Pre-Submittal Conference: Pre-Submittal Conference will be held at 10:00 a.m., Central Time, on

April 22, 2025, via WebEx. Attendance at the Pre-Submittal Conference is optional, but highly

encouraged.

Respondents may call the toll-free number listed below and enter access code to participate the day of

the conference.

Dial-In Number: 1-415-655-0001 | Access Code: 2867 733 2390 | Meeting Password: COSA

Join from the meeting link:

https://sanantonio.webex.com/sanantonio/j.php?MTID=meb1b3b2773a8eb30647e6d866e7165ac

Staff Contact Person: Victor R. Costilla, Procurement Specialist III, victor.costilla@sanantonio.gov

Evaluation Committee Voting Members:

Diana Hidalgo, Assistant Director, Department of Arts & Culture

Jordyn Patrias, Lead Public Art Project Manager, Department of Arts & Culture

Karen Dlugosz, Grant Manager, Department of Arts & Culture

Victoria Garcia, Senior Management Analyst, Department of Arts & Culture

Jennifer Chowning, Administrator, Department of Arts & Culture

Kevin Goodwin, Chief Technology Officer, Information Technology Services Department

Olga Bennett, Senior IT Manager, Information Technology Services Department

Pursuant to Section 003 – Restrictions on Communications and in accordance with and as

authorized by Section 2-61 of the City Code, the following restrictions on communications apply

to this solicitation: Respondents are prohibited from contacting 1) City officials, as defined by

§2-62 of the City Code of the City of San Antonio, regarding the RFCSP or proposal from the

time the RFCSP has been released until the contract is posted for consideration as an agenda

item during a meeting designated as an A session; and 2) City employees from the time the

RFCSP has been released until the contract is approved at a City Council “A” session.

Exceptions to the Restrictions on Communications:

Respondents may submit written questions concerning this RFCSP to the Staff Contact Person listed

below until 4:00 p.m., Central Time, on April 25, 2025.

Questions received after the stated deadline will not be answered. All questions shall be sent by e-

mail.

Victor R. Costilla, Procurement Specialist III

City of San Antonio, Finance Department – Procurement Division

Victor.costilla@sanantonio.gov

Questions submitted and the City’s responses will be posted with this solicitation.

All proposals must be submitted electronically through the portal. ONLY ELECTRONIC

SUBMISSIONS WILL BE ACCEPTED.

To view this solicitation, go to the SAePS portal; https://supplierservice.sanantonio.gov/irj/portal. If

you have not completed the City’s SAePS Vendor Registration, you must do so in order to view the

solicitation and submit a response. Once you have logged on to the SAePS portal, click on “My Bids”

(first), if not viewable then click “Other Bids” (to view all already published competitive bids). Vendor

Guides & Support can be accessed from this link:

https://www.sa.gov/Directory/Departments/Finance/About/Divisions/Procurement/Resources/Guides-

Support

TO REGISTER: You will need to complete the vendor registration by accessing the SAePS Vendor

Registration at

https://www.sa.gov/Directory/Departments/Finance/About/Divisions/Procurement/Become-a-Vendor.

Questions regarding registration may be submitted to Vendor Support at (210) 207-0118 or by email

at vendors@sanantonio.gov with “SAePS Portal” on the subject line so this can be expedited.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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6100018088 Grants Management Database

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