Step 3: Designing a Request for Proposals (RFP)

Once you know the types of contractors, the scope of services that are needed, and you are familiar with State and Federal laws, the next step is to develop your RFP. Bid packages can be constructed to include one or multiple services needed in the grant program. First create a diverse (e.g., race, gender, experience level) committee to develop the RFP. Committee members who have a potential conflict of interest with prospective bidders should not participate in the process. Your goal is to attract as many qualified vendors as possible to bid on the services you need. This can be accomplished by clearly defining the scope of work required. No consultant or agency that will bid on the services should be allowed to assist in constructing the bid package to avoid a real or perceived conflict of interest. Click on the links below to access sample RFPs.

  1. Request for Bids for Grant Evaluators
    This comprehensive solicitation for independent evaluators was designed for use by school districts, non-profits, and coalitions. However, all organizations seeking evaluators will find it useful. Specifications in this competitive bid were used by school districts throughout the Southeast.
  2. Request for Bids for Technical, Program, Management, and Professional Development Consultants
    Many grantees use independent contractors to provide grant management services as external expertise is needed to provide consultation on federal regulations, budget management, and sustainability planning. Although evaluators primarily report program progress, evaluators are often inappropriately asked to go outside their realm of responsibilities to provide technical assistance to help direct grants. Components in this competitive procurement bid have been used by school districts throughout the Southeast.