A pair of glasses on top of a notebook with a proposal written.

Request for proposals on IT Grant Management System maintenance

By the present procurement procedure, the EIT KIC Urban Mobility S.L. hereby being referred to as “the EIT UM” or as “EIT UM” is aiming to procure maintenance for an IT Grant Management system, currently Plaza in place, that would cover all aspects of a grant cycle (see below for more specific details), including the module related to the grant management of EIT Urban Mobility’s “Academy”.


The management of the yearly grant cycle is arguably the most important and complex process in EIT Urban Mobility. It consists of the following interlinked sub processes:

  1. Idea generation and matchmaking
  2. Activity proposal (form creation) and submission
  3. Activity proposal evaluation
  4. Activity portfolio definition
  5. Business Plan creation
  6. Execution of Activities (with first payment)
  7. Operational monitoring of Activities
  8. Amendment of activities (with second payment)
  9. Reporting of Activities
  10. Grant distribution (final payment)

The Academy module contains a similar process:

  1. Account registration, creation / account processing.
  2. Submission of applications by applicants for the master school and future other
  3. education activities (doctoral, summer)
  4. Portal with options for future accepted students to maintain their data, update bank
  5. account details and other personal details, access their current status and their profile
  6. (study progress)
  7. Assessment of application eligibility (e.g. English proficiency, uploaded documents,
  8. application content)
  9. 5. Application assessment in the IT tool by evaluators
  10. 6. Ranking of applications, selection of students for education activities
  11. 7. Execution of Activities (with first payment)
  12. 8. Reporting of Activities
  13. 9. Follow-up

The system put in place allows partners as well as EIT Urban Mobility staff to enter the required information in a structured form, manage that pool of Activity descriptions, and to export data in a format, which is required for the submission of the Business Plan to the EIT headquarter organisation in Budapest. Allowing also additional functionalities such as custom exports for data analysis.

You can fund the full requests for proposals here.

Deadline for submissions: 30 December 2023, 16:00hs (CET)