Requests for Proposal

Body: 

Thank you for your interest. All open requests for proposal will be listed here. 

 

     Grants Management System - Submission Deadline: 7/17/2020

 

Vendor Questions

Why have you decided to engage in this procurement process right now? Why are you looking to leave WizeHive?

The American Osteopathic Foundation (AOF) began using Zengine’s WizeHive Select platform in 2015 which upgraded the Foundation’s grants program from a paper application process to a digital one. In 2019, Zengine confirmed support for the Wizehive Select platform will be discontinued at the end of 2020. Also, this year the AOF has begun to expand its suite of grant programs in preparation for continued expansion moving forward. These changes provide the AOF an opportunity to conduct an RFP process to understand the landscape of grants managements tools on the market today, and to identify the system that best fits our current and future needs.

 

Please describe the different workflows associated with a nominator-initiated application, and an applicant-initiated application. How do the required tasks or steps within the application differ?

The chief difference between the two processes is who creates an account and completes the application process. For nominator-initiated applications, the nominator is responsible for creating an account, completing the application, securing, and uploading all required documentation on behalf of the nominee. Conversely, applicant-initiated applications require the applicant to directly manage their account, application and supporting documentation. Additional details below further define the sequence of these processes:

Nominator-initiated application process for Scholarships, Grants and Awards

  1. Nominator creates account and profile
  2. Nominator completes the application form for the award they are submitting a nomination and uploads all required supporting documentation for the nominee directly into the application portal
  3. Once submitted, the Administrator logs into the backend and reviews applications for completeness
  4. All completed applications for an award that meet minimum AOF review standards are assigned to a team of reviewers specific to that award
  5. Reviewers log into the review portal, can view the applications that are assigned to them and complete the review process for each application
  6. After reviews have been submitted, the Administrator compiles review scores to export data for AOF Committee meeting review and discussion
  7. Following Committee and Board approval of awardee, the Administrator logs into the backend to move the winner from the ‘submitted’ folder to the ‘winners’ folder
  8. All post-award administration is completed outside of the grants management system (e.g. winner notification, W-9 and receipt of forms, payment requests, disbursement tracking, grantee reporting, etc.) but is it preferred to complete these processes within the grants management system

 

Applicant-initiated applications for Scholarships, Grants and Awards

  1. Applicant creates account and profile
  2. Applicant completes the application form and uploads all required supporting documentation directly into the application portal
  3. To submit letters of recommendation, the applicant accesses a separate recommenders form, enters in the contact information of their recommender, and sends a request for the letter of recommendation. This portal sends the recommendation request directly to the recommender with a unique URL to submit their Letter of Recommendation which uploads directly to the applicant’s award profile
  4. Once submitted, the Administrator logs into the backend and reviews applications for completeness
  5. All completed applications for an award that meet minimum AOF review standards are assigned to a team of reviewers specific to that award
  6. Reviewers log into the review portal, can view the applications that are assigned to them and submit a review score for each application
  7. After the reviews have been submitted, the Administrator compiles review scores to export data for AOF Committee meeting review and discussion
  8. Following Committee and Board approval of awardee, the Administrator logs into the backend to move the winner from the ‘submitted’ folder to the ‘winners’ folder
  9. All post-award administration is completed outside of the grants management system (e.g. winner notification, W-9 and receipt of forms, payment requests, disbursement tracking, grantee reporting, etc.) but is it preferred to complete these processes within the grants management system

 

Applicant-initiated proposals for Strategic Initiatives

Each year the AOF Board of Directors receives several requests for proposal and determines which initiatives to fund based on review of strategic alignment and available funding. This year the AOF is transitioning this process to an online format which will parallel the applicant-initiated process above but with a few variations.

  1. Applicant creates account and profile
  2. Applicant completes the application form and submits a letter of intent
  3. Once submitted, the Administrator logs into the backend and reviews LOIs for completeness. Those which meet all program requirements are invited to submit a full request for proposal
  4. Applicant completes RFP and uploads all required supporting documentation directly into the application portal
  5. Once submitted, the Administrator logs into the backend and reviews RFPs for completeness
  6. All completed RFPs that meet minimum AOF review standards are assigned to Committee for review
  7. Reviewers log into the review portal, can view the RFPs assigned to them and submit a review score for each
  8. After the reviews have been submitted, the Administrator compiles review scores to export data for AOF Committee meeting discussion
  9. Following Board approval, the Administrator logs into the backend to move the selected RFPs from the ‘submitted’ folder to the ‘winners’ folder
  10. All post-award administration is completed outside of the grants management system (e.g. notifications, W-9 and receipt of forms, payment requests, disbursement tracking, grantee reporting, etc.) but is it preferred to complete these processes within the grants management system