{"Introduction":"The State of Oregon’s Department of Land Conservation and Development (“DLCD”) is requesting information on available grants management systems and their pricing models. \nDLCD is responsible for the management of federal and state grant funds. DLCD has seven grant programs and does roughly ~$14 million dollars in grant business biennially. Stakeholders involved in DLCD’s grants are internal staff, external reviewers, and applicants. Specifically, most of our grantees are composed of municipalities in Oregon. DLCD’s integration needs include REST (or similar) APIs that allow for data integration between any two systems.","Scope of Work":"DLCD wishes to modernize and standardize the agency’s grant administration processes using a grant management system that will enhance consistency, transparency, and efficiency across all programs.","Minimum Qualifications":"DLCD is interested in responses from firms, organizations, and individuals that have an established solution with demonstrative success which meets or exceeds the desired capabilities described in the section to follow.","User Base":"~95 State staff. At the peak, we would expect ~150 concurrent users. We would estimate ~50 applicants, ~95 reviewers.\nGrantee/Recipient users will need access to the GMS: ~350","Go-Live/Launch Timeline":"The target date for the live system is July 1st, 2027. We should have a clearer idea of budget and overall project timeline by May 2026","Hosting":"Cloud-based or web-hosted solution","Warranty":"NA","Data Migration":"The current format is varied across program. For historic purposes, that migration will likely be needed. Whether the migration will be manual or part of a conversion process is unknown.","Integration":"No integration is required. Just the ability to access the data via export or API.","Maintenance Support":"NA","Reporting":"• Exportable reports (CSV, Excel, PDF) \n• Application and review data export \n• KPI dashboards","Initial Contract Term":"NA","Estimated Budget by State":"One of the purposes of this RFI is to find out how much we will need to budget for the solution.","Offshore resource":"NA","Training":"NA","Pricing":"• Licensing model (e.g., per user, per grant, flat fee) \n• Implementation costs (setup, configuration, training) \n• Annual maintenance, technical support (hours of availability, SLAs), and support fees \n• Optional modules or add-on features and their functions and costs \n• Estimated total cost of ownership over 5 years","Legacy System":"We currently do not have a grants management system, so there is no incumbent.","OPTIONAL/VALUE-ADDED SERVICES":"Additional features not anticipated in this RFI","Mobile app development":"Mobile accessibility"}
Assumptions
- The Cardinality SaaS license is provided for up to 100 internal named users and up to 350 external named users.
- The solution will be hosted on AWS GovCloud for the production instance
- AWS Hosting includes one production and four non-production instances - Development, SIT, UAT and staging
- As part of the annual SaaS license, two yearly upgrades and hot fixes will be provided
- Yearly upgrades include new features, security, and improved use of AWS cloud capabilities. Hot fixes include security patches, API, and documentation updates. The fixes will be tested and applied in production based on agency review and approval.
- Cardinality will leverage the eSignature licenses of the Agency
- Cardinality will provide Level-2 and Level-3 support. Level-1 support will be provided by the Agency.