GRANT MANAGEMENT SOFTWARE

Agency:	City of Charlottesville
State:	Virginia
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Posted:	Dec 19, 2023
Due:	Jan 23, 2024
Solicitation No:	24-78
Publication URL:	To access bid details, please log in.

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

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

3-6

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:

Software should be cloud-based as a Software-as-a-Service (SaaS), no on-premise installation

requirements.

Management and reporting of federal grants program (e.g., CDBG & HOME).

Management and reporting for non-federal grants programs across all city departments and offices.

Receipt and evaluation of requests for funding from external applicants (i.e., nonprofit organizations &

service providers).

Management and reporting for a variety of city-supported housing programs (e.g., CAHF, HOPS,

CSRAP, Section 8 Voucher Programs, etc.).

Coordination of housing programs compliance and monitoring activities.

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)

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.)

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

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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

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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

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GRANT MANAGEMENT SOFTWARE

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See also