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How to Release a RFP/RFQ AT FIRST 5 LA

How to Release a RFP/RFQ AT FIRST 5 LA. February 2, 2010. Step One: Getting Started. Receive Director level approval for RFP/Q and prepare content Request Legal Compliance Review Alert Karen lead regarding posting timeline and target release date A five business day lead time is requested.

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How to Release a RFP/RFQ AT FIRST 5 LA

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  1. How to Release a RFP/RFQAT FIRST 5 LA February 2, 2010

  2. Step One: Getting Started • Receive Director level approval for RFP/Q and prepare content • Request Legal Compliance Review • Alert Karen lead regarding posting timeline and target release date • A five business day lead time is requested

  3. Step Two: What’s Required • Review the RFP/Q template page • http://www.first5la.org/RFQ_RFP_template • Consult RFQ lead with any customization requests • Prepare support documents to accompany RFP/Q: • Review Tools • Board Approval for Release of Funds • First 5 LA Legal Compliance documents must accompany RFP/Q: • Signature Authorization Form • Agency Involvement in Litigation and/or Contract Compliance Difficulties • Sample Contract

  4. RFP/Q Template

  5. Step Three: Preparing for Release • Prepare copy for: • PLEASE REFER TO EXAMPLES AVAILABLE FROM THE RFP/Q TEMPLATE PAGE • RFP/Q webpage • Funding Center • Call-for-Reviewers

  6. Step Four: Online Application • Review the Online Application templates: • Grantees: https://www.GrantRequest.com/SID_725?SA=SNA&FID=35029 • Contractors: https://www.GrantRequest.com/SID_725?SA=SNA&FID=35032 • Print application and edit • Submit edits to Karen lead

  7. Grant Application Template

  8. Contractor Application Template

  9. Step Five: Refine • Customize attachments for RFP/Q: • Proposal Package Checklist • Scope of Work • Budget Request Forms • Schedule Information Session • Request MMR mention

  10. Step Six: Deploy • Review and approve: • RFP/Q webpage • Call-for-Reviewers webpage • Online application • Funding Center • Deployment: • Daniel will review and text online application • Raoul will review and correct budget documents • Erika will conduct final Legal Compliance Review • Ben will link to Funding Center • Save and print: • Legal Compliance approval • Proof of posting

  11. Step Seven: Monitor • Request updates to webpage as necessary: • Prepare FAQs following the Information Session • Share support documents to provide context for applications (i.e. logic model, pathway) • Extend deadline, as necessary • Request changes or additions to online application form • Notify Karen R.F. if applicants have questions

  12. Step Eight: Submissions • On day of deadline Karen R.F. lead will: • Deactivate link to application • Download grant applications • Link applications to GIFTS • Send applications to requesting staff and identifies N drive folders • Notifies department AA of the location of files to be upload into ECM

  13. Step Nine: Review Process • Internal Review • Staff evaluates applications for minimal requirements • External Review • Conducts objective and anonymous review • Lead staff to tabulate and average scores • Consensus Meeting • Internal and external reviewers make funding recommendation • Lead staff to prepare Board Memo • Notification: • Legal Compliance will process contracts • Requesting staff to record into ECM • Declination letters • Original review tools

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