From RFP to Award Navigating the GLRI Maze

1. From RFP to Award Navigating the GLRI Maze • Identifying opportunities • Developing a strategy • Structuring a successful proposal • Securing the award 2010 Healing Our Waters Conference September 23-24, 2010 – Buffalo, New York

2. DU mission: Conserve, restore and manage wetlands and associated habitats for North America’s waterfowl. These habitats also benefit other wildlife and people. • Established 1937 • World’s largest non-profit wetland conservation organization • Grassroots organization with paid conservation staff • Total Membership: 773,360 • NHQ in Memphis; 4 regional offices; gov’t affairs in DC • Not a hunting or advocacy group • Total Acreage Conserved: 12,248,956 • Partners, partners, partners • Restoration • Engineering • Project delivery and administration • Land Protection • Public Policy • Research • GIS

3. Great Lakes/Atlantic Regional Office

4. DU in NY • Three GLRI grants in NY…so far • NOAA St. Lawrence Valley Fisheries Habitat Enhancement • EPA Lake Ontario Invasive Species Control and Habitat Enhancement (subrecipient to TNC) • USFWS Joint Ventures Indian River Lakes Wetland Protection

5. Identifying GLRI opportunities • Be proactive, not reactive • Have projects “on the shelf” • Have due diligence, project components clear before RFP hits • Consult with agency staff developing the RFP before the RFP is issued • Identify the scientific basis for the need for the project • past studies, baseline • opportunity to partner with universities, other researchers • Get partners in one room and hammer out responsibilities, roles, obstacles

6. Identifying GLRI opportunities Identify the goals for the project, realizing there may be multiple goals the project can address • Invasive species, fisheries habitat, endangered species, water quality Set realistic goals • Don’t sell yourself short • Don’t overpromise

7. Develop a Strategy • Geography • Are there multiple small projects that have a common need? • Develop larger, regionally based projects. • Which partners? • Why are they are partner? • Who is applicant? Sub-recipient? Subcontractor?

8. Develop a Strategy • Choose an RFP that fits strategically with the project and the likelihood of getting funded • Which RFP? Shotgun or selective? • What match (and why?) • Is match required? Does it make your proposal more competitive? • Is the match better used elsewhere? • Can match be generated via collaboration? • Funding level • Are you submitting several proposals?

9. Structure the Proposal GOAL: Make it as easy as possible for the agency to award you the grant. • Understand Rank Defend Administer

10. Structure the Proposal • Go through RFP with fine tooth comb • (Consult with agency staff developing the RFP before the RFP is issued) • Discern the intent – read between the lines • Understand the agency and the people • Develop a checklist of hot buttons • Make project relevant to the RFP and the agency • What are their goals? • How do they measure outcomes? How do you measure outcomes? • Will they buy into your system for measuring success and achieving goals?

11. Structure the Proposal • Arrange the proposal in a logical format that either • Follows the guidance of the RFP specifically, or • Follows the order and logic of the RFP as closely as possible • Try to anticipate how the black box works (peek inside if you can) • Make the proposal fit the process • Realize that you may have several people reviewing all or parts of your proposal • Each section must stand on its own merit and provide the reviewer with all the information they need to make a judgment • Don’t assume the reviewer has read other sections or knows anything more about the project

12. Structure the Proposal • Don’t assume your reviewer will know anything about your project, location, organization, or ability to deliver • Avoid jargon or criteria that are unique to your organization • Develop a timeline that is realistic and meets the RFP • Develop a plan for how steps of the project will be achieved • Identify staff or partners who will have ownership of these step • Adopt RFP language to use in proposal • Identify opportunities to use the project to: • Promote the GLRI and partnerships between the agency and the grantee • Utilize the project for outreach, education and celebration • Pay attention to the points

13. Securing the grant • Make sure you have all the required components to allow the agency to award you the grant • DUNS number http://www.dnb.com • Support letters • partners, stakeholders, legislators • SF-424, lobbying disclosure, and other federal forms • Resumes or statements of qualification for all personnel who will be involved (applicant and partners) • highlight experience administering or delivering past grants or projects similar in scope and size to proposal

14. Securing the Grant • Prepare for Grant Award • Internal ability to satisfy A-133 or other audit • audit ready files • QAPP • Safety Plans • Invasive species plans • Subrecipient agreements • Internal policies on contracting, invoicing, accounting, procurement,

15. Securing the Grant • Review by someone outside the proposal process • Submit it as instructed by RFP • format, use of attachments, supporting materials, GIS data • Register with grants.gov, or submit via email, mail • Plan ahead to avoid the rush, avoid potential pitfalls, verify receipt

16. Questions? Doug Gorby Regional Biologist – New York 585.683.6764 dgorby@ducks.org