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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. DU mission:
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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
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
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
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
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
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?
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?
Structure the Proposal GOAL: Make it as easy as possible for the agency to award you the grant. • Understand Rank Defend Administer
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?
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
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
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
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,
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
Questions? Doug Gorby Regional Biologist – New York 585.683.6764 dgorby@ducks.org