How to Release a RFP/RFQ AT FIRST 5 LA

February 2, 2010

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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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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

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RFP/Q Template

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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

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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

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Grant Application Template

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Contractor Application Template

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Step Five: Refine

• Customize attachments for RFP/Q:• Proposal Package Checklist• Scope of Work • Budget Request Forms

• Schedule Information Session

• Request MMR mention

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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

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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

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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

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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