Original Opportunity #: RFP-25-2021
Issued by: Multnomah County
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s Due Date: Nov 9, 2020 4:00PM (Pacific Daylight Time) add to calendar
Status: closed
Posted: Oct 10, 2020

Description

PRE-PROPOSAL CONFERENCE: There will not be a pre-proposal conference for this sourcing event.SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATIONPURPOSE AND OVERVIEWMultnomah County is one of three counties that make up the Portland, Oregon, metropolitan area. Multnomah County provides services in six (6) general program areas: Health services (including health clinics, public health, behavioral health and regulatory health): Social services (including safety-net/anti-poverty services for seniors, juveniles, families, homeless individuals and families, and other populations with special needs); Justice services (including juvenile and adult correctional facilities, prevention services, community corrections and law enforcement); Library services; Community Services (including public works, animal welfare and elections); and   Administrative support services. The County is soliciting for Grant Development and Consultation Services to assist in the preparation of various funding opportunities identified by County departments. Proposals responsive to this Request for Proposal (RFP) will demonstrate expertise in grant writing projects that fall within the county services outlined above. Other categories related to the County service areas may be introduced as applicable.INTRODUCTION AND PROGRAM HISTORYMultnomah County services are funded through a blended mix of local, federal, state and foundation funding streams. While departments have deep expertise in program implementation, the county does not maintain the in-house expertise necessary to effectively respond to all grant opportunities relevant to the mix of services provided. As such, the County seeks to contract with grant professionals with experience in every aspect of the grant development process to assist County departments with planning and writing competitive grant applications for government and foundation funding opportunities. Respondents should have experience in one or more of the County’s primary service areas.GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONSMultnomah County seeks proposers with demonstrated experience working to expand services consistent with Multnomah County’s values, which include: Social Justice: Promote equity in the community, including people who have not been included in the past, help those who need help. Health: Support a healthy community from birth through adulthood. Public Safety: Maintain safe neighborhoods through prevention, intervention and enforcement. Integrity: Be honest and trustworthy, creating transparency and harmony between what we think, say and do. Put the County’s mission above personal goals. Stewardship: Demonstrate tangible, cost effective results from our work; decisions are clear, evidence-based, and fair. Creativity and Innovation: Think in new ways, value new opinions and recognize ingenuity and resourcefulness. Sustainability: Focus on the long-term environmental and economic well-being of the community. TARGET POPULATION SERVEDGrants developed under this procurement will expand or enhance services delivered by Multnomah County and/or its partners to Multnomah County residents.FUNDING.                                                                                                                 The County will be purchasing preparatory, facilitative and collaborative grant writing services to complete funding projects as they arise.  In that respect, the value of services purchased is contingent on the number and complexity of grant writing projects the County elects to pursue. Equally important is the availability of internal County staff that can be deployed to support specific projects, and other variables that will be identified throughout the assignment of individual projects. The County anticipates the largest volume of grant writing activity will occur between January and May and less activity will be required throughout the rest of the year.These are times of very limited funding. The expectation is that Proposers will be innovative in maximizing every available efficiency and be mindful of the County’s moderate budget availability when proposals are submitted. Services purchased under any contracts resulting from this solicitation are not expected to exceed $150,000 in a five year period. The County does not guarantee that any minimum amount of services will be purchased.SCOPE OF WORK Contracted grant writing activities may include any or all of the following: Write and edit specific narrative sections and/or entire funding proposals as identified by Multnomah County; Participate in grant application planning and strategy sessions with County staff and stakeholders; Conduct research to identify need and/or strategies for planned proposal and write relevant sections to be aligned with research; Design evaluation plan to address county and funder needs and write relevant narrative sections; Develop program budgets; Develop logic models; Adapt proposals and Letters of Intent (LOI) to the unique specifications of the funders, as described in the funder's guidelines; Assemble proposals and LOIs for electronic and/or hard copy submission, including photocopies, cover letters and budgets; and/or Other associated consultation or functions that may be required to complete grant submission projects. The timing and quantity of grant writing services to be obtained under this RFP will be dependent on the types of grant opportunities available and individual departmental needs. The County is seeking proposers with extensive experience in developing essential components of a grant proposal who can be engaged in projects under short notice and tight deadlines.  It is not expected that each proposer will have experience in each of the areas of expertise outlined. Proposer are expected to:    Have three or more years’ experience as contracted grant writer/project manager in one or more of the subject areas defined in this RFP; Have experience working collaboratively, in person and remotely, using a variety of technologies to maximize communication, efficiency and collaboration;  Have proficiency in using Google suite and Microsoft Office products. FISCAL REQUIREMENTS AND REPORTINGSpecific fiscal reporting requirements will be adjusted to meet the needs of each grant assignment, and may include, but are not be limited to: weekly updates on hours worked by the type of effort included, e.g. planning, meetings, drafts, coordination, editing, etc.PERFORMANCE CONTRACTINGSpecific performance measures will be established for each grant assignment, and may include measures such as: ability to estimate and adhere to established time frames, commitment to transparent communication, ability to accurately assess and describe departmental intent in effective grant language, overall quality of final grant package.CONTRACT NEGOTIATIONThe County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.CONTRACT AWARDThrough this RFP process, one or more providers will be selected to provide Grant Development and Consultation Services for the County.  The resulting contract(s), if any, will be awarded to the highest scoring Proposer(s). The County reserves the right to select a proposal(s) scoring fewer points than a higher-scoring proposal based on the Proposer’s ability to best meet the County’s programmatic needs.  If a Proposer scoring fewer points is recommended for selection, the Board of County Commissioners must approve the award.Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERMThis contract will be for one year, with four one year options for renewal. Solely at its option, the County reserves the right to exercise any or all of the annual options by amendment to the original contract.INSURANCE REQUIREMENTSThe insurance requirements are set forth in Exhibit 2 of the Services Contract. Please review these requirements carefully. The Proposer awarded a Contract as a result of this RFP and the follow on allocation process will be required to provide the insurance described in Exhibit 2 of the attached Multnomah County Services Contract.JOINT PROPOSALSThe County will consider joint proposals from new and existing suppliers. Joint proposals may take the form of partnerships, general contractor/subcontractor arrangements or entities formed by new and existing suppliers. If any such arrangement is proposed, a written memorandum of understanding between the parties must be submitted with the Proposal setting forth the business and service delivery agreements between the parties. MULTIPLE OR ALTERNATE PROPOSALSMultiple or alternate proposals shall not be accepted unless specifically provided for in this section. In the event alternate proposals are not accepted and a proposer submits alternate proposals, but clearly indicates a primary proposal, it shall be considered for award as though it were the only proposal submitted by the proposer.MINIMUM REQUIREMENTSAt the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite page of the Sourcing Event. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in a determination of non-responsiveness and may result in award to the next highest proposer.Example of Mandatory Minimum Requirement at the time of Contracting: Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met. Proposers must have a completed Pre-Award Risk Assessment if federal funds are used for this Sourcing Event. (See Procedural Instructions in the Buyer Attachments page of this Sourcing Event)

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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About Multnomah County

We partner with COBID (Certification Office for Business Inclusion & Diversity) to ensure that supplier diversity is practiced and is a priority in our purchasing and contracting. Supplier Diversity means we are proactive in encouraging or mandating the use of COBID Certified Firms for contracts or subcontracts with the County.


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