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1 CITY OF SANTA ANA <br /> EXHIBIT 1 <br /> SCOPE OF SERVICES <br /> Contractor/Consultant shall perform services as set forth below. <br /> The City is seeking proposals from qualified Offerors to contract for the services detailed in <br /> this RFP, including but not limited to the tasks and deliverables described below. For the <br /> purposes of the proposal submitted, please include and expand on the tasks and deliverables <br /> discussed herein. The successful Offeror will be knowledgeable and experienced in applying <br /> for and receiving grants through State, Federal, or other channels. <br /> Any contract entered into pursuant to the issuance of this RFP is subject to the terms of any <br /> third party-funders and is contingent upon available funding. The successful Offeror will be <br /> the prime contractor for this project. <br /> The City administers multiple different grant programs that issue both Local,State, and Federal <br /> funds to a myriad of grant recipients. Currently, the City is using an Excel and Access software <br /> to manage grant recipient data. This software does not allow for direct applicant input, <br /> eligibility determination, payment record keeping, or management of awarded grants. <br /> This software currently lacks several critical capabilities required for a fully functional grants <br /> management process. Specifically, it does not support: Direct Applicant Input, Eligibility <br /> Determination, Payment Record Keeping, nor Management of Awarded Grants. <br /> The City requires a fully operational Grant Management System (GMS) capable of duplicating <br /> all the current functionalities found within its existing system, while also adding additional <br /> features that will enhance workflows, create online applications, and integrate direct <br /> payments. A qualifying GMS shall have the following items: <br /> Functional Requirements: <br /> 1. Direct Applicant Input <br /> The system should include a portal or interface that allows applicants to submit their <br /> information, upload required documentation, or track the status of their applications. As a <br /> result, this would prevent all applicant data from being entered manually by staff, which <br /> would reduce workload and the risk of data-entry errors. <br /> 2. Eligibility Determination <br /> The platform should automatically assess applicant eligibility based on defined program <br /> rules, criteria, or thresholds. This should alleviate staff from performing all eligibility <br /> reviews outside the system, which would reduce efficiency and and make it difficult to <br /> maintain consistent, repeatable evaluation workflows. <br /> 3. Payment Record Keeping <br /> There should be built-in functionality for recording, tracking, or reconciling <br /> disbursements. Payment histories, outstanding balances, and financial reporting should <br /> not be managed through external tools or manual processes, as that would limit <br /> transparency and increase the potential for inconsistencies. <br /> 4. Management of Awarded Grants <br /> Once a grant is awarded, the software should be able to support ongoing grant <br /> administration. It should have features for monitoring grant progress, tracking <br /> milestones, managing compliance requirements, or storing post-award documentation. <br /> City of Santa Ana RFP No.25-137A Page 17 of 46 <br />