City of Fairfield



Request for Proposals

         For

Grant Writing Services




   City of Fairfield
 1000 Webster St...
Introductions:
City of Fairfield’s Community Services Department’s vision is to be a highly valued
community investment th...
variety public and grants from all sources. The city is requiring that successful firms
have a proven record of obtaining ...
•   Ability to work independently.

     •   Ability to become a City Contractor

     •   Experience in gathering and coo...
2.   Table of Contents
     The company shall insert a comprehensive table of contents denoting sections
     three throug...
3.      Success rate of grant attainment
               4.      Level of City staff involvement in compiling information a...
6. FindRFP Service-website for Grant writers for notification services

7. Online Bid Process-www.onvia.com/agency/default...
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City of Fairfield Request for Proposals For Grant Writing ...

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City of Fairfield Request for Proposals For Grant Writing ...

  1. 1. City of Fairfield Request for Proposals For Grant Writing Services City of Fairfield 1000 Webster Street Fairfield, CA 94533 Proposals Due by November 15, 2007
  2. 2. Introductions: City of Fairfield’s Community Services Department’s vision is to be a highly valued community investment that provides strong leadership in positioning Fairfield for the future. The department works diligently to resolve community issues and stimulate economic growth through effective planning, design, and delivery of parks, facilities, services and programs that maximize the community’s resources, builds community pride, and makes Fairfield an exceptional and inviting community in which to live and visit. Through people, parks and programs, we are able to strengthen our community image and sense of place, strengthen safety and security, promote health and wellness, foster human development, increase cultural unity, protect environmental resources, and provide recreational experiences. Given our strengths in these areas and past history we have been very successful at receiving a wide variety of grants including, federal, and state, local and foundation grants. In order to keep up with changing needs of our community we are seeking assistance from professional grant writers that can help us continue with our vision and purpose. The City of Fairfield is accepting proposals from qualified contractors for grant writing services in accordance with the included specification, terms, and conditions shown in this Request for Proposals (RFP). Prospective respondents are advised to read this information over carefully prior to submitting a proposal. One signed original and two (2) copies of the proposals should be submitted to the City by November 15, 2007. Proposals shall be submitted in a sealed envelope clearly marked, Grant Writing Services, and addressed to: City of Fairfield C/O Jill Bragg 1000 Webster Street Fairfield, CA 94598 Questions regarding this RFP are to be directed by e-mail to: Jill Bragg, City of Fairfield, Assistant Director, Community Services, at jbragg@ci.fairfield.ca.us . Such contact shall be for clarification purposes only. Material changes, if any, to the scope of services or proposals procedures will only be transmitted by written addendum. Proposals will not be accepted by fax or electronically. SCOPE OF WORK Background: This project involves identifying for future hire a firm (or multiple firms) to provide a myriad of grant writing services. The City is interested in contracting with firms that provide a full range of grant services including, but not limited to: researching grants, compiling research and data required for grant submittals, and filing applications for a
  3. 3. variety public and grants from all sources. The city is requiring that successful firms have a proven record of obtaining grant funds. Objectives: The intent of the following scope is to assist the City in the selection process by providing standards to better compare proposals. The Firm’s proposal will outline the essential elements of grant writing services in the Methodology portion of the proposal. The items outlined below are deemed essential components to any plan submitted. The City expects the firm to supplement the items outlined below. The plan will encompass two primary areas: -Completion of necessary grant specific research required for complete grant submittal packet -Submittal of grant to appropriate agency for consideration. Grant Specific Research: Goal: provide the city with extensive analysis and research necessary for compilation of comprehensive grant application. This may include: • Identification of strengths, weaknesses, opportunities, and challenges to implementing and administering a specific grant. • Compiling demographic, financial, employment, and other relevant data required for grant submittal. • Identify potential partnerships (fiscal agents, public/private partnerships, or non- profits) to leverage resources and grant funds throughout the community. • Minimize impact on staff resources within City during grant research process by working independently as much as possible, yet thoroughly. Submittal of Grants: Goal: Company(s) awarded contracts(s) will draft and submit completed grant application on behalf of the City to appropriate agencies. The City requires that final grant applications be submitted for consideration in a format consistent with rules and regulation set forth in procedural guides for a particular grant. • Thorough understanding and adherence to timelines and conditions necessary for grant application. • Writing of grant application, with City review, prior to forwarding to awarding agency. • Conducting briefings, telephone conferences, or meetings with City only as necessary prior to preparing grant. • Monitoring and follow through of application during agency review process. Qualifications: The contractor(s) should possess the following preferred qualifications: • Grant writing: a proven record of developing winning grant proposals for funding from public agencies and private foundations.
  4. 4. • Ability to work independently. • Ability to become a City Contractor • Experience in gathering and coordinating information and other resources. • Excellent verbal and written communication skills. Guidelines for Proposal These guidelines are provided for standardizing the preparation and submission of proposals. The intent of the guidelines is to assist grant firms in their preparation and is to simplify the review process for the City. Proposals shall be printed single sided. Proposals shall be submitted on 8 ½ X 11 paper in 12 point font, and shall not exceed 12 pages in length, including the introductory letter. One signed original and 2 copies of the proposals should be submitted to the City by 2:00 on November 15, 2007. Proposal shall be submitted in sealed envelope clearly marked Grant Writing Services and addressed to: City of Fairfield C/O Jill Bragg Community Services Department 1000 Webster Street Fairfield, CA 94533 Proposals shall contain the following information in the order listed: 1. Introductory letter The introductory letter should be addressed to: Jill Bragg Community Services Department City of Fairfield 1000 Webster Street Fairfield, CA 94533 The letter should state the company’s name, their mailing address, telephone number, and contact person. The letter shall address the company’s understanding of the RFP and what the City is looking for. An explanation of the Companies background and experience, and success in garnering grants, amounts of grants, from what sources, for what purposes and for what clients ect. The company should also include a statement that the insurance requirements and sample contract agreement have been reviewed and are acceptable. (See Attached).
  5. 5. 2. Table of Contents The company shall insert a comprehensive table of contents denoting sections three through seven of the proposal as indicated below. 3. Qualifications and Experience Describe the company’s capability for actually undertaking and performing the work. List types of grants and amount of grants or similar work performed by the company in the last five (5) years that best characterizes the quality and past performance based on our interests. Include names and current phone numbers for contract on work quality and performance. 4. Methodology Please identify the methodology and/or procedures for researching applicable grants and preparing grant applications. This should be simple, easy to read and follow, and addresses and satisfies the scope of work and services listed in this RFP. This should clearly demonstrate the degree and impact of staff involvement in preparation of grants, and other items of work should be listed if the Company deems it appropriate for the success of the project. 5. Conflict of Interest Statement The company shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract. 6. Supportive Information/References This section may include graphs, charts, photos, resumes, references, etc in support of the company’s qualifications. The company should demonstrate its success rate in obtaining grants for municipalities. 7. Fee Proposal This section should include the cost for performing the requested services, the basis for the fee and a proposed schedule and/or methodology of payments. If proposing a monthly fee be certain to specify any proposed additional costs to the City such as for copying, mailing, and other associated charges for grant writing services. EVALUATION CRITERIA 1. Written Proposal Responsiveness to RFP – (25%) 2. Experience in Obtaining Grants and Qualifications– (45%) 1. Experience of the company on similar projects 2. Qualification and experience to perform this project
  6. 6. 3. Success rate of grant attainment 4. Level of City staff involvement in compiling information and research for specific grant submissions. 5. Feasibility 3. Work Hours and Fee Estimate - (15%) 1. Thoroughness of schedule and timelines 2. Reasonableness of fee estimate to meet scope of work 3. Adequacy of proposed staff 4. Supportive Information /References – (15%) 1. Company’s record of performance on similar projects Contacts For Proposals The following lists organizations and websites that grant writers frequent for the latest listings of RFP, contracts and bids from local municipalities. 1. California Society of Municipal Finance Officers 2. California Association of Public Purchasing Officers 3. Urban Planning and Development Network 4. American Planning Association 5. Federal and Local Government Contracts
  7. 7. 6. FindRFP Service-website for Grant writers for notification services 7. Online Bid Process-www.onvia.com/agency/default.asp 8. Association of Bay Area Governments-ABAG Contracts Exchange, which posts the current lists of RFP, bids and contract opportunities. 9. CAPPO-lists current bidding and contraction opportunities for local governments 10. Planetizen-an urban planning and development network website 11. GOVCB.com-a website that searches for all active government bids and RFP’s 12. BidContract-a website that posts all government RFP’s, bids, and contracts 13. The Grantsmanship Center

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