Transcript Council on Aging of Southwestern Ohio

RFP
Technical
Assistance
Introductions…
Hello! I’m Nate, your narrator.
Thank you for selecting
Council on Aging’s
RFP Technical Assistance!
I will guide you through this
presentation.
Click on the guide arrows to
advance or backup.
What is the Purpose of
this presentation?
To provide technical
assistance for
responding to a
Request for Proposal
(RFP)
READ
What is the first thing that you should
do when you receive the Request
for Proposal (RFP)?
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.


ASK QUESTIONS
Perplexed after
reading the RFP?
Then ask questions.
Ask Questions


Put questions in writing.
Use established guidelines
to ask questions.
(Typically, submit questions through the
grantor’s website.)
RESEARCH
You have asked your
questions, and you have
received guidance.
Now it is time to
research.
Research: Do you need a copy of the
regulations?
The internet is an excellent
resource for Federal and
State regulatory guidelines!
Try the grantor’s website!
For help with questions on Financial
Reporting, State & Federal regulations:

Ask your accountant

Ask your controller

Ask your CFO
Plan

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
Draft a timeline that is aligned with
the RFP established deadlines.
Outline responsibilities.
Assign a point person.
Answer the RFP
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?
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.
Got r done?
Review
and Edit
Hold on! You
might want to
Review and Edit!
RFP FINAL
DRAFT
Review and Edit
RFP
draft

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

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



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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!
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…

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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].
I’ll respond to your questions
weekly by posting
questions and answers on
www.help4seniors.org.
FINALLY….
Winning proposals don’t happen
by accident. They are the result
of planning and hard work.