RFP Technical Assistance

Thank you for selecting Council on Agings RFP Technical Assistance! Hello! I m Nate, your narrator. I will guide you through this presentation. Click on the guide arrows to advance or backup. Introductions …

What is the Purpose of this presentation? To provide technical assistance for responding to a Request for Proposal (RFP)

What is the first thing that you should do when you receive the Request for Proposal (RFP)? READ Read the proposal cover to cover.

READ Carefully review the proposal to ensure that you understand all requirements requested.

Read the instructions 3 times! Read once for an overview. Read once for an overview. Read a second time and flag or highlight all items/forms/reports required. Read a second time and flag or highlight all items/forms/reports required. Flag sections for delegation to appropriate administrative staff member(s). Flag sections for delegation to appropriate administrative staff member(s). Highlight items that require time to gather (offsite documents.) Highlight items that require time to gather (offsite documents.) Read a third time as you complete the requirements to ensure that you are successfully fulfilling what is being asked. Read a third time as you complete the requirements to ensure that you are successfully fulfilling what is being asked.

Perplexed after reading the RFP? ASK QUESTIONS Then ask questions.

Ask Questions Put questions in writing. Put questions in writing. Use established guidelines to ask questions. Use established guidelines to ask questions. (Typically, submit questions through the grantor s website.)

You have asked your questions, and you have received guidance. RESEARCH Now it is time to research.

The internet is an excellent resource for Federal and State regulatory guidelines! Try the grantor s website! Research: Do you need a copy of the regulations?

Ask your accountant Ask your controller Ask your CFO For help with questions on Financial Reporting, State & Federal regulations:

Draft a timeline that is aligned with the RFP established deadlines. Draft a timeline that is aligned with the RFP established deadlines. Outline responsibilities. Outline responsibilities. Assign a point person. Assign a point person. Plan

What is the purpose of narrative questions? To showcase your abilities as an agency To evaluate your agencys preparedness to serve the target population To allow for individuality of responses Answer the RFP

What should be included when answering narrative questions? Use the grantor s requested criteria as an outline for your narrative answers.

Answer the RFP When answering RFP questions… Do not over think – there are no tricks. Do not over think – there are no tricks. Answer questions to the best of your knowledge. Answer questions to the best of your knowledge. Be clear and concise. Be clear and concise. Brevity is a virtue. Brevity is a virtue.

Review and Edit DRAFT Got r done? Hold on! You might want to Review and Edit! RFP FINAL

Review and Edit RFP draft Allow time for a thorough review. Allow time for a thorough review. Answer all applicable questions. Answer all applicable questions. Be consistent. Be consistent. Utilize a second reviewer. Utilize a second reviewer. Utilize provided RFP checklists. Utilize provided RFP checklists.

Review your work. Review your math. Check for calculation errors, number transpositions, and incorrect numbers! Review your math. Check for calculation errors, number transpositions, and incorrect numbers! Revenue $250,000 Expenses $2,500,000 Surplus/deficit $0

Review your work. Review for signatures. Be sure that documents requiring signatures have been signed by the authorized individual. Review for signatures. Be sure that documents requiring signatures have been signed by the authorized individual.

DO S and DON TS Here are a few dos and a few donts! RFP FINAL

DO Begin immediately Begin immediately Read Read Ask & Research Ask & Research Plan Plan Review Review

DO: The 3 R s DO: The 3 R s Relax - take your time Relax - take your time Read - carefully Read - carefully Review - drafts/critiques Review - drafts/critiques

DO Explain, identify, or list answers. Explain, identify, or list answers. Label attachments properly. Label attachments properly. Make copies of both sides of your two-sided documents. Make copies of both sides of your two-sided documents. Include current documents, e.g.: (valid Bureau of Workers Compensation Certificate, Insurance Certificates, Financial Statements, etc.) Include current documents, e.g.: (valid Bureau of Workers Compensation Certificate, Insurance Certificates, Financial Statements, etc.) Include a narrative in any sections marked comments. Include a narrative in any sections marked comments.

DO Include specific references to the goals and objectives provided in the RFP.

DO Use interactive forms! Interactive forms may prompt you to include all items requested in the document. RFP 2012 Applicant:

DO Use interactive forms to avoid mathematical errors! Forms that calculate have been tested by the RFP author(s), and will accurately calculate necessary rate and balance submissions! 9 x 2 = = 5

DON T Dont send information that does not relate to the services you are applying to provide. Dont send information that does not relate to the services you are applying to provide. Examples: Examples: DD processes DD processes Medicare processes Medicare processes Dont send entire policy and procedure manuals! Dont send entire policy and procedure manuals! Dont use ditto marks ( ), same, or see above. Dont use ditto marks ( ), same, or see above.

DON T If your agency uses the services of a grant writer, then dont forget to check the proposal for content. If your agency uses the services of a grant writer, then dont forget to check the proposal for content. Dont make promises that your agency is unable to keep. Dont make promises that your agency is unable to keep.

DON T Dont submit your checkbook register instead of requested financial statements! Dont submit your checkbook register instead of requested financial statements! Dont submit an RFP without all of the required elements with hopes that omitted items will be accepted at a later date! Dont submit an RFP without all of the required elements with hopes that omitted items will be accepted at a later date!

DON T Dont forget to adhere to the RFP timeline. Dont forget to adhere to the RFP timeline. Due dates and times for submitting questions Due dates and times for submitting questions Due dates and times for submitting your proposal Due dates and times for submitting your proposal Dont forget to include any special requirements. Dont forget to include any special requirements.

DON T FORGET TO … READ the entire RFP at least three times. READ your responses to assure they meet what is requested. Check the list of needed items you created to assure you included all needed documentation. READ your response again to assure completeness. ASK questions if you dont understand!

Do you have questions for Nate? Do you have questions for Nate? If you have questions about this presentation, then please send me an Ill respond to your questions weekly by posting questions and answers on

Winning proposals dont happen by accident. They are the result of planning and hard work. FINALLY ….