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RFP Technical Assistance. Introductions …. Hello! I ’ m Nate, your narrator. Thank you for selecting Council on Aging’s RFP Technical Assistance!. I will guide you through this presentation. Click on the guide arrows to advance or backup. What is the Purpose of this presentation?.
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Introductions… Hello! I’m Nate, your narrator. Thank you for selecting Council on Aging’s RFP Technical Assistance! I will guide you through this presentation. Click on the guide arrows to advance or backup.
What is the Purpose of this presentation? To provide technical assistance for responding to a Request for Proposal (RFP)
READ What is the first thing that you should do when you receive the Request for Proposal (RFP)? 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 a second time and flag or highlight all items/forms/reports required. • Flag sections for delegation to appropriate administrative staff member(s). • 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.
ASK QUESTIONS Perplexed after reading the RFP? Then ask questions.
Ask Questions • Put questions in writing. • Use established guidelines to ask questions. • (Typically, submit questions through the grantor’s website.)
RESEARCH You have asked your questions, and you have received guidance. Now it is time to research.
Research: Do you need a copy of the regulations? The internet is an excellent resource for Federal and State regulatory guidelines! Try the grantor’s website!
For help with questions on Financial Reporting, State & Federal regulations: • Ask your accountant • Ask your controller • Ask your CFO
Plan • Draft a timeline that is aligned with the RFP established deadlines. • Outline responsibilities. • Assign a point person.
Answer the RFP • What is the purpose of narrative questions? • To showcase your abilities as an agency • To evaluate your agency’s 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. • Answer questions to the best of your knowledge. • Be clear and concise. • Brevity is a virtue.
Got r done? Review and Edit Hold on! You might want to Review and Edit! RFP FINAL DRAFT
Review and Edit RFP draft • Allow time for a thorough review. • Answer all applicable questions. • Be consistent. • Utilize a second reviewer. • Utilize provided RFP checklists.
Review your work. • 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 authorizedindividual.
DO’S and DON’TS Here are a few do’s and a few don’ts! RFP FINAL
DO • Begin immediately • Read • Ask & Research • Plan • Review
DO: “The 3 R’s” • Relax - take your time • Read - carefully • Review - drafts/critiques
DO • Explain, identify, or list answers. • Label attachments properly. • Make copies of both sides of your two-sided documents. • Include current documents, e.g.: (valid Bureau of Worker’s Compensation Certificate, Insurance Certificates, Financial Statements, etc.) • 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! RFP 2012 Interactive forms may prompt you to include all items requested in the document. Applicant:
DO 9 x 2 = 19 X 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! X 2 + 2 = 5
DON’T • Don’t send information that does not relate to the services you are applying to provide. • Examples: • DD processes • Medicare processes • Don’t send entire policy and procedure manuals! • Don’t use ditto marks (“ “), “same”, or “see above”.
DON’T • If your agency uses the services of a grant writer, then don’t forget to check the proposal for content. • Don’t make promises that your agency is unable to keep.
DON’T • Don’t submit your checkbook register instead of requested financial statements! • Don’t submit an RFP without all of the required elements with hopes that omitted items will be accepted at a later date!
DON’T • Don’t forget to adhere to the RFP timeline. • Due dates and times for submitting questions • Due dates and times for submitting your proposal • Don’t 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 don’t understand!
Do you have questions for Nate? If you have questions about this presentation, then please send me an e-mail: RFP_Nate@help4seniors.org. I’ll respond to your questions weekly by posting questions and answers on www.help4seniors.org.
FINALLY…. Winning proposals don’t happen by accident. They are the result of planning and hard work.