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TO: Mayor Richard C. Irvin
FROM: Viviana Ramirez, Chief Community Services Officer
Mike Pegues, Chief Information Officer
Jeff Anderson, Deputy Chief Information Officer
DATE: March 14, 2024
SUBJECT:
A Resolution authorizing the Director of Purchasing to purchase a 5-year subscription for grants management software to Dulles Technology Partners, Inc., of Leesburg, VA, for $102,800.00.
PURPOSE:
The Community Services Department seeks a comprehensive, cloud-based software tool that provides comprehensive Grant Management capabilities. Beyond administering outbound city-funded and federal grants, stakeholders seek the capability to apply for, track, and manage inbound grant awards.
BACKGROUND:
Aurora's Community Services Department first acquired a digital solution to process outbound grants at the end of 2019. Project leaders have used this tool to administer the application, evaluation, and post-award management of grants that Aurora funds directly or distributes on behalf of the federal government.
This current vendor only provided outbound grant administration and cannot support inbound grant management including managing applications, tracking, and reporting.
At this point, Community Services requires a broader tool that can support tracking applications submitted to external funders and the management of grant projects awarded to the City by external funding sources.
DISCUSSION:
The city engaged Marketplace.city to find a Grants Management software provider.
Process Overview:
-- Created Market Landscape with 40 potential companies.
-- Drafted RFQ document based on needs of Community Development, Community Services, and IT Departments.
-- Based on the market landscape and City Stakeholder review, Marketplace.city publicly posted and distributed the Opportunity and Scope Document for vendors to complete in order to be included in the reporting and selection process.
-- It was posted and distributed on 11/28/22 and closed...
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