The State of New York is seeking a vendor to provide a commercial off-the-shelf, cloud-hosted system for managing snowmobile trail grants and tracking maintenance activities. The desired solution will facilitate grant submissions, trail maintenance reporting, and incorporate a multi-level approval process for the entire state snowmobile trail program. Key features include GIS integration for trail management and land geofencing, as well as a secure, responsive web-based user interface with role-based permissions.

The system will streamline the digital submission, review, and approval process for grant applications and reimbursement requests, improving operational visibility for both grantees and administrators. It should include role-based dashboards with Key Performance Indicators (KPIs), dynamic entry forms with automated calculations, and robust ad-hoc reporting tools, enabling data exports in formats such as CSV and PDF. A cloud-hosted database will underpin all core components, with unified entry forms and automated approval workflows to support iterative system enhancement and easy transition to live operations and support.

Additionally, the solution must support a comprehensive annual grant application workflow, allowing snowmobile clubs to draft applications, which are then reviewed and approved at the county level. The system will also manage and host secure GIS trail layers, synchronize with State-provided GIS data sources, and track ongoing updates and changes. Secure message ingestion via token-based API authentication and device identity controls is required to ensure data integrity and security.