How to Release a RFP/RFQ AT FIRST 5 LA

February 2, 2010

Step One: Getting StartedReceive Director level approval for RFP/Q and prepare content

Request Legal Compliance Review

Alert Karen lead regarding posting timeline and target release dateA five business day lead time is requested

Step Two: Whats RequiredReview the RFP/Q template pagehttp://www.first5la.org/RFQ_RFP_templateConsult RFQ lead with any customization requests

Prepare support documents to accompany RFP/Q:Review ToolsBoard Approval for Release of Funds

First 5 LA Legal Compliance documents must accompany RFP/Q: Signature Authorization FormAgency Involvement in Litigation and/or Contract Compliance Difficulties Sample Contract

RFP/Q Template

Step Three: Preparing for ReleasePrepare copy for:PLEASE REFER TO EXAMPLES AVAILABLE FROM THE RFP/Q TEMPLATE PAGE

RFP/Q webpage

Funding Center

Call-for-Reviewers

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

Grant Application Template

Contractor Application Template

Step Five: RefineCustomize attachments for RFP/Q:Proposal Package ChecklistScope of Work Budget Request Forms

Schedule Information Session

Request MMR mention

Step Six: DeployReview and approve:RFP/Q webpageCall-for-Reviewers webpageOnline applicationFunding Center Deployment:Daniel will review and text online applicationRaoul will review and correct budget documentsErika will conduct final Legal Compliance ReviewBen will link to Funding CenterSave and print:Legal Compliance approvalProof of posting

Step Seven: MonitorRequest updates to webpage as necessary:Prepare FAQs following the Information SessionShare support documents to provide context for applications (i.e. logic model, pathway) Extend deadline, as necessary

Request changes or additions to online application formNotify Karen R.F. if applicants have questions

Step Eight: SubmissionsOn day of deadline Karen R.F. lead will:Deactivate link to applicationDownload grant applicationsLink applications to GIFTSSend applications to requesting staff and identifies N drive folders Notifies department AA of the location of files to be upload into ECM

Step Nine: Review ProcessInternal ReviewStaff evaluates applications for minimal requirementsExternal ReviewConducts objective and anonymous reviewLead staff to tabulate and average scoresConsensus MeetingInternal and external reviewers make funding recommendationLead staff to prepare Board MemoNotification:Legal Compliance will process contractsRequesting staff to record into ECMDeclination lettersOriginal review tools