The National Endowment for Democracy (NED) is soliciting proposals from vendors that are qualified to provide software, implementation services, and ongoing support for a Grants Management System (GMS).  NED seeks a replacement for its current GMS, and welcomes interested vendors to respond to the following Request for Proposal (RFP).

The National Endowment for Democracy (NED) is a private, nonprofit organization founded in 1983 and dedicated to the growth and strengthening of democratic institutions around the world.  Based in Washington, DC, NED makes approximately 1,600 grants annually to support the projects of non-governmental groups abroad who are working for democratic goals in more than 90 countries.    Being federally-funded, NED is subject to multiple layers of oversight by the US Congress the US Department of State and OIG, and is subject to an independent financial and federal compliance audit. Compliance and due diligence are an important part of NED’s processes and working style in order to maintain a high standard of accountability.

When it comes to grantees, NED puts particular emphasis on a highly secure environment, communicating with grantees in their own language, and supporting all levels of organization capacity.  NED seeks a replacement GMS with capabilities as described in the following scope of work.

Scope of Work Overview:

  • Design and configuration of the system to implement NED’s grants management processes including workflows, fields/forms, controls, alerts/notifications, document templates and user dashboards.
  • Application & Grantee Portal – design and configuration of the portal including the different grantee touch-points with NED: grant application forms/workflow, payment requests, reporting and monitoring including narrative reports, financial reports, assessments and audits.
  • Carry out the migration of historical data including template preparation, field mapping, exports/imports of data, validation support.
  • Integration with watchlist(s), MS Office (on Office 365) including logging emails to records within the GMS, and NED’s accounting system.
  • Reporting support, as needed, with standard and ad-hoc reporting capabilities.
  • Security – design and configuration of the system’s security model supporting access controls and staff roles.
  • System testing – support, as needed, for NED staff testing efforts.
  • Training regarding system capabilities to ensure successful staff knowledge transfer and system usage.
  • Overall management of the implementation, to ensure the successful migration and operation of the new system.

 

Due to the sensitive nature of NED’s grantmaking process and the security of its grantees, interested vendors are requested to provide a Letter of Intent (LOI) and complete a Non-Disclosure Agreement (NDA) before receiving the complete RFP and proposal requirements.

Participants will have the opportunity to make written inquiries before submitting a proposal. NED will collect questions submitted by all participants by September 23, 2019.  RFP responses are due by 5:00pm EST, October 3, 2019.  Please see the below timeline for scheduling expectations and important dates.

 

Timeline & Important Dates

EVENT

DATE

RFP Announcement

September 9, 2019

Vendor Questions Deadline

September 23, 2019

NED Responses to Questions

September 26, 2019

Vendor Deadline to Submit Proposals

October 3, 2019

Shortlisted vendors selected

October 11 – 16, 2019

Vendor demonstrations*

October 28 – November 1, 2019

Vendor follow-ups

November 11 – 22, 2019

Finalist recommendation, checking vendor references and begin negotiation / contract award

December, 2019

Implementation

2020

(targeting early fall 2020 for launch)

 

*Shortlisted vendors will be asked to prepare a 1.5 hour demo based on a script provided in advance by Grantbook. The demonstrations will allow NED to observe the proposed software capabilities in action and permit discussions between NED and vendor staff about how the proposed software meets NED’s business requirements.

Please contact the National Endowment for Democracy (NED) at Procurement@ned.org expressing your interest in the GMS RFP to receive further information.