May 26, 2017
RFP for a Grant Writer
SCOPE OF SERVICES
The Village of Dolton is seeking to retain a Consultant to assist the Village in researching and identifying potential grants and providing general grant writing services associated with the completion and submission of grant applications, program administration and delivery.
SERVICE PERIOD AND TERMS
Contract will be for one (1) year from date of award. Agreement Cancellation: The contract may be terminated by agreement or upon thirty (30) days notice in writing given by either party. If the Village exercises this right to terminate, the services allowed to be performed by second party during the remaining thirty (30) days shall be approved by the Village Administrator. If the second party exercises this right to terminate, the consultant must attempt to complete as many projects pending as requested by the Village Administrator.
PROPOSAL CONDITIONS & INFORMATION
Proposals will be received by Village of Dolton until 5:00 p.m. on Monday July 31, 2017. All proposals must be submitted in a sealed envelope and have original signature and date. One (1) original proposal must be submitted to: Village Administrator Village of Dolton 14122 Chicago Road Dolton, IL. 60419. Please mark on lower left hand comer of envelope: “RFP-Grant Writing Services” Questions regarding this proposal must be submitted in writing to the Village Administrator at surban@vodolt on.org
All responses to this proposal for services shall be submitted on your form.
I .Information to be Provided by the Contractor
Provide an outline of your experience providing grant writing services, to include at a minimum the following:
Number of year’s firm has been in existence.
Provide information on successful grant writing efforts including benefiting party, source, year of award, and dollar amount of grant
Provide a minimum of three (3) references from municipalities or other governmental entities for which you have provided grant writing Include the name of the Request for Proposals
Grant Writing Services 2 organization, brief description of the project, name of contact person and daytime telephone
Certificate of existing insurance detailing the extent of professional errors and omissions and commercial general liability, automobile, and workers compensation coverage. Indicate from where grant related services will be conducted.
Identify individuals who will be assigned to work with the Village of Dolton. Provide their background, directly related experiences and past
Provide a detailed description of how your organization will perform the following grant writing services:
Funding needs analysis;
Identification of appropriate grant resources;
Grant preparation process;
Grant review and approval process; and
Detailed time frame of whole process (a through d)
Detail the basis of compensation for
Fee basis should be an all inclusive, e.g. a base stipend and percentage or grant compensation(% of grant share for administration) upon successful award. You must provide a detailed price breakdown including fees itemized for the following staff: A) Senior staff; B) Professional staff; C) Clerical staff; and D) overhead.
Evaluation Criteria Proposals will be evaluated on the following criteria:
Demonstrated knowledge of sources of grant funds available to municipal government;
Demonstrated proficiency in obtaining funds;
Demonstrated capability of grant management and completion;
Consultant’s qualifications and experience;
Consultant’s staff qualifications;
Plan provided by Consultant for services;
Adequacy of insurance coverage;
Interviews may be scheduled with selected prospective consultants as soon as possible after the proposal opening, to permit further evaluation and to allow the Village to inquire further into the Consultant’s experience on similar projects, willingness to work closely with Village staff, through understanding of the various aspects of the project, ability to maintain a tight schedule and complete the project on time, within budget and other pertinent matters.
Grant Writing Services 3 Award will be made to the Consultant that best meets Village of Dolton needs and requirements. All aspects of evaluation will be taken into consideration in awarding this contract. Cost of services will not be the final determination of most qualified, but will be considered as an element of the evaluation.
SERVICES REQUESTED /CONSULTANT’S RESPONSIBILITIES
The following are typical services and/or items that successful Consultant will be required to provide to Village of Dolton, if it is awarded the Contract, and should be addressed in each Consultant’s proposal.
Funding Needs Analysis – Work with Village staff to facilitate meetings with Village departments to assess the validity of current funding priority area, identify changes in funding priority areas, and identify new priority areas for
Grant Funding Research- Conduct research to identify grant resources including, but not limited to federal, state, foundation, agencies and organizations that support the Village’s funding needs and priorities in the following general areas by way of illustration but not limitation:
Criminal Justice technology and equipment;
Fire/emergency medical services technology and equipment;
Public Safety manpower cost supplement;
Housing Rehabilitation Programs; including purchase of foreclosed properties;
Infrastructure construction and maintenance including water, sanitary sewer, transportation related projects;
Other government technology; and
On a regular basis, not less than monthly provide Village Board with summaries of potential funding opportunities. Summaries should include, but not limited to, name of agency, due dates for applications, eligibility, a brief program summary, and the level of funding available.
On-call Grant Research – In addition to the areas defined above, other areas may also be identified by the Village Board throughout the duration of the contract. The scope of work includes researching grant opportunities identified by the
Grant Proposal Development – Provide general grant proposal writing services associated with the completion of grant applications on the behalf of Village of Dolton, including the preparation of funding abstracts, production and submittal of applications to funding A copy of each grant application package submitted for funding, in its entirety, is to be provided to Village of Dolton. Grant applications are generally approved by the Village Board of Dolton. The Board meets in regular session on the first and third Monday of each month. If Village Board approval is required, application materials shall be provided to the Village Administrator’s office not later than the Monday before the meeting.
Program and Administration Delivery – Contractor will be required to provide grant Request for Proposals – Grant Writing Services 4 administrative services; including accounting, filing update reports, and recommending payments of grant proceeds to the
Monthly Reports – the successful Consultant shall submit monthly reports to the Village Board summarizing the activities undertaken during the previous
The Village will reimburse the successful Consultant for expenses incurred on behalf of the Village pursuant to the agreed upon compensation
Unless the consultant has alternate accommodations, the Village will furnish office space, office furniture and equipment, and office supplies for use by the
NON-COLLUSION BIDDING CERTIFICATE
By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party there to certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:
The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;
Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and
No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit, a bid for the purpose of restricting
In compliance with this invitation for bids, and subject to the conditions thereof, the under- signed offers and agrees, if this bid is accepted within forty-five (45) days from the date of opening, to furnish any and all of the items upon which prices are submitted.