rfp technical assistance. thank you for selecting council on agings rfp technical assistance! hello!...
TRANSCRIPT
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:[email protected]
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….