Vancouver Cultural Access Program Grant Software

The City of Vancouver is seeking proposals from qualified firms or individuals to develop and implement a comprehensive grantmaking software platform for its Cultural Access Program. The software must support the entire grant lifecycle—from application submission and review to award management and reporting—and serve as a communication portal between applicants and grant administrators. The project emphasizes accessibility, requiring WCAG 2.1 Level AA compliance, and data security, mandating adherence to specific security standards outlined in an exhibit, including annual SOC 2 Type 2 reporting and breach notification protocols. The contract is structured as a five-year initial term with options for up to five additional years, with the possibility of extension not exceeding ten years total. Deliverables include a user-friendly, secure, and accessible platform, technical documentation, training, and ongoing support, with performance monitored through service level agreements. The procurement process evaluates proposals based on technical capabilities, project approach, proposer qualifications, cost, and references, with a weighted scoring system totaling 100 points. The contract will be awarded to the highest-scoring, most advantageous proposal following negotiations. Payment terms specify invoicing via email, with payments made within 30 days of receipt of undisputed invoices, and include provisions for reimbursing preapproved travel expenses. The agreement incorporates standard clauses on termination, confidentiality, indemnification, insurance, audit rights, and assignment, governed by City of Vancouver policies and Washington State law, with no federal FAR clauses incorporated. The contract emphasizes transparency, requiring proposers to submit a concise proposal not exceeding 30 pages, including a mandatory General Information Form, through the Bonfire electronic portal by December 10, 2025. Questions regarding the solicitation must be submitted by November 26, 2025, with all communications and updates posted on the City’s procurement platform.