New State Contract for Grants Management System

Friday, October 25, 2019 - 2:00pm

The State Procurement Office has a new state contract for a Grants Management System (#091).

STATE CONTRACT #091 OVERVIEW

WebGrants is a comprehensive full-lifecycle grant management system for grant giving organizations. At a high-level, all grant management projects are similar; they all have the core grant management lifecycle, which is opportunity creation and announcement, application preparation and submission, application evaluation, grant award, project implementation and reporting, and finally project closeout. WebGrants has evolved over the years with many features and functions at each stage of the process.  Not only does WebGrants support the grant management lifecycle at a high-level, but also features numerous specific capabilities within each module.

In additional to all the great functionality “out of the box”, WebGrants is also almost completely user definable.  Clients can create their own forms for almost any aspect of the system including announcements, applications, reviews, grants, status reports, claims, site visits, contacts, contracts and more. 

See the “WebGrants Overview” attachment for a high-level overview of each WebGrants module. 

SCOPE OF WORK

WebGrants is a comprehensive full-lifecycle grant management system for grant giving organizations. At a high-level, all grant management projects are similar; they all have the core grant management lifecycle, which is opportunity creation and announcement, application preparation and submission, application evaluation, grant award, project implementation and reporting, and finally project closeout. WebGrants has evolved over the years with many features and functions at each stage of the process.  Not only does WebGrants support the grant management lifecycle at a high-level, but also features numerous specific capabilities within each module.

In additional to all the great functionality “out of the box”, WebGrants is also almost completely user definable.  Clients can create their own forms for almost any aspect of the system including announcements, applications, reviews, grants, status reports, claims, site visits, contacts, contracts and more. 

See the “WebGrants Overview” for a high-level overview of each WebGrants module. 

COOPERATIVE PURCHASING CONTRACT

This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code Section 54-44.4-13.  This contract is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C. § 39-04.2, and the International Peace Garden. 

PARTICIPATING ADDENDUM

  1. STATE OF ND AGENCIES - A Participating Addendum is NOT needed for other state of ND agencies to participate in this contract.  State of ND agencies that are interested in participating in this contract must contact the Contract Administrator and work with the State Information Technology Department.
  2. NON-STATE OF ND AGENCIES - A Participating Addendum will be executed by each participating entity outside of state of ND agencies (i.e. cities, counties, and Higher Education entities).  The Participating Addendum is the contract between the Contractor and the participating entity.  The Participating Addendum is subject to the terms and conditions of the State Contract, and it may also contain terms and conditions specific to that participating entity.  The participating entity is solely responsible to the Contractor for payment of any services rendered.  A copy of the executed Participating Addendum (PA) must be sent to the State Procurement Office Contract Administrator.  The Contract Administrator will verify that the government entity is eligible for cooperative purchasing.

CONTRACT PRICING ~ ITD FEES:  SOFTWARE, MAINTENANCE, HOSTING & SUPPORT

  1. STATE OF ND AGENCIES - Each agency will have a one-time charge of $2,500 to ITD.  This is at least a 50% reduction from deploying WebGrants by an individual agency.  This money will be used to “buy down” the annual support bill from Dulles.  There is no additional Dulles cost for an agency to join the State Enterprise instance.  The annual support/maintenance cost for the State of ND is currently $13,200.00.  This will be divided among the users of WebGrants and charged back to each agency by ITD on the agency’s data processing bill.  Here is an example:
  • On April 1st, 2019, ITD pays Dulles $13,200 for a year of support.  Currently, this is split between Industrial Commission and Attorney General.
  • In June 2019, two additional agencies begin utilizing WebGrants.  ITD collects $2,500 from each agency.
  • On April 1st, 2020, ITD pays Dulles $13,200 for the next year of support.  ITD will apply the $5,000 collected from the two new agencies to this charge and then divide the remaining $8,200 between the four agencies now utilizing the application.
  • Any agency that wants to enlist assistance from Dulles to configure a grant program, would be provided with a cost estimate from Dulles after reviewing the program’s forms and getting a brief overview of the program workflow.  The rate quoted to the State is $125/hour up to $10,000 per program

       2. NON-STATE OF ND AGENCIES - Non-state agencies will work with ITD to determine pricing and if the agency is able to be a part of the State Enterprise instance.

For questions, contact Amy Cannon, State Procurement Officer, at 701.328.2690.