rfp technical assistance. thank you for selecting council on agings rfp technical assistance! hello!...

RFP Technical Assistance

Thank you for selecting Council on Aging’s

RFP Technical Assistance!

Hello! I’m Nate, your narrator.

I will guide you through this presentation.

Click on the guide arrows to advance or backup.

Introductions…

What is the Purpose of this presentation?

To provide technical assistance for

responding to a Request for

Proposal (RFP)

What is the first thing that you should do when you receive the Request for Proposal (RFP)?

READ

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.

Perplexed after reading the RFP?

ASK QUESTIONS

Then ask questions.

Ask Questions

Put questions in writing. Use established

guidelines to ask questions.

(Typically, submit questions through the grantor’s website.)

You have asked your questions, and you have received guidance.

RESEARCH

Now it is time to research.

The internet is an excellent resource for Federal and State regulatory guidelines!

Try the grantor’s website!

Research: Do you need a copy of the regulations?

Ask your accountant

Ask your controller

Ask your CFO

For help with questions on Financial Reporting, State & Federal regulations:

Draft a timeline that is aligned with the RFP established deadlines.

Outline responsibilities. Assign a point person.

Plan

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?

Answer the RFP

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.

Review and Edit

DRAFT

Got r done?

Hold on! You might want to Review and

Edit!RFP FINAL

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 authorized individual.

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!

Interactive forms may prompt you

to include all items

requested in the

document.

RFP 2012

Applicant:

DO

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!

9 x 2 = 19

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.or

g.I’ll respond to your questions weekly by

posting questions and answers on

www.help4seniors.org.

Winning proposals don’t happen by

accident. They are the result of

planning and hard work.

FINALLY….