Request for Proposal Grant Evaluation
REQUEST FOR PROPOSAL
Grant Evaluation
Begins Fiscal Year February 19, 2010 - June 30, 2010
Three Year Annual Renewal
South Pointe Elementary School
The Leona Group
7878 N. 16th St.
Phoenix, Arizona 85020
REQUEST FOR PROPOSAL - Grants evaluator
South Pointe Elementary School (SPES) invites proposals from qualified individuals and firms to provide grants evaluation services.
Purpose
1. SPES is requesting proposals from qualified individuals or firms for the 2010-2011 school year. The functions to be performed will ensure that timely, complete grants evaluations are performed in an accurate and complete manner. These must be in accordance with laws, regulations, grants requirements, and SPES policy.
2. If SPES is satisfied with the performance of the firm or individual after the completion of the first term, there will be an option to renew this agreement for up to three years.
3. The RFP is not a low-bid competition. Instead, proposals will be evaluated in accordance with the Evaluation Criteria stated in this RFP. An evaluation committee will first score the written proposals in accordance with the Evaluation Criteria. The evaluation committee may request additional information or clarifications from firms and/ or individuals, or to allow corrections of errors or omissions. At the discretion of SPES, firms/qualified individuals submitting proposals may be asked to make oral presentations as part of the evaluation process.
Proposal Submissions
The following are general requirements to which applicants must adhere in response to the RFP:
1. The Request for Proposal (RFP) is available at
The Leona Group, LLC, Attn. Mrs. Sally Moore, Director of Federal Programs, 7878 N. 16th St., Suite 500, Phoenix, AZ 85202
or can be downloaded from the "News & Events" section of the South Pointe Elementary Schools website at
http://leonagroup.com/southpointeelem.
2. Proposals may be mailed or hand delivered to the following address:
South Pointe Elementary School
c/o The Leona Group
7878 N. 16th St.
Phoenix, AZ 85020
Attn: Mrs. Sally Moore, Director of Federal Programs
RFP PROPOSAL - Grant Evaluation
Or emailed to sally.moore@leonagroup.com.
RFP's must be received on or before 1:00 p.m. on February 16, 2010.
3. There is no expressed or implied obligation of SPES to reimburse responding individuals, firms, or agencies for any expenses incurred in preparing quotations or interview(s) in responding to this request. Proposals submitted after the stated time and date will not be considered and will be returned unopened.
Scope of Services
The grants evaluator shall have:
• Ability to conduct required needs assessment necessary to develop informed evaluation
• Ability to meet deadlines
• Ability to coordinate an evaluation process involving all key stakeholders
• Ability to follow evaluation guidelines designed in application and ensure that evaluation is complete
• Ability to use technology to complete on-line evaluations
• Ability to evaluate grant outcomes
• Ability to communicate with SPES staff in the grants evaluation process
• Ability to work cooperatively with The Leona Group, management company for SPES.
Requirements for Submittal of a Proposal
The minimum criteria for all proposals include two parts. Part I must consist of responses to the management and qualifications items. Part II must consist of the complete contract cost and pricing information. Incomplete submissions will not be considered for award. Proposals should not be excessively long and should be submitted in a format that permits copying for review. Only two copies of each proposal should be submitted. Each page of the proposal should be numbered and indicate the name of the firm submitting the RFP. SPES reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless any and all such exceptions are clearly and specifically noted in the proposal submitted and confirmed by SPES.
TIMELINE
Release of RFP Specifications February 1, 2010
RFP Proposal Due February 16. 2010
Oral Presentation (Interview) February 18, 2010
Anticipated Notification of Award February 18, 2010
Anticipated Effective Date of Award February 19, 2010
PART I - Management and Qualifications
In setting forth its qualifications, each individual, firm, or agency submitting a proposal shall include the following minimum criteria:
• Provide evidence of an individual's credentials and qualifications in the area of grants evaluation.
• Describe the individual's, firm's, other agency's experience and expertise.
(Including computer capability, writing, and communication skills)
• State the name(s) of the officer(s) and associate(s) in the firm.
• State the names and credentials of all partners, associates, and other staff that might be assigned to this engagement and provide their resumes.
• Identify the nature of any potential conflict of interest the individual, firm, or agency might have in providing these services to SPES.
• Provide sample of writing and presentation skills.
• Provide any other information that might be beneficial to SPES.
PART II - Cost
State the estimated range for the completion of grants evaluations.
State which partner(s) and/or staff is expected to perform the services.
Evaluation Criteria
The evaluation committee will evaluate proposals based upon the minimum comparative criteria as described above. Any proposals that do not meet all the minimum criteria will be judged as non-responsive and not reviewed further. If a firm scores a zero (0) on any of the following comparative criteria, the evaluation committee will consider the proposal to be non-responsive and will not review the proposal any further.
1. The evaluation committee will consider the following comparative criteria and award each based on the point schedule below:
• Highly Advantageous (5-4 points) proposal exceeds the specific criteria
• Advantageous (3-2 points) proposal meets evaluation standard for the criterion
• Not Advantageous (1 point) proposal does not fully meet the evaluation criterion or leaves a questions or issue not fully addressed
• Does Not Meet (0 points) proposal does not meet the element
2. The evaluation committee will assess the experience each firm has had in evaluating grants based upon the size and scope of the grant.
• Highly Advantageous (5-4 points) firms have evaluated four (4) or more grants of one million dollars or more in the last five (5) years.
• Advantageous (3-2 points) firms have evaluated at least three (3) grants of one million dollars or more in the last five (5) years..
• Not Advantageous (1 point) firms merely have an understanding of the RFP
• Does Not Meet (0 points) firms with no clear understanding of the RFP or make no attempt to provide project experience will not meet this criterion
3. The evaluation committee will assess the ability of the firm to provide ongoing customer support and services.
• Highly Advantageous (5-4 points) firms that demonstrate experience in excellent customer support and the ability to provide on-going consultation to the core management team and react to the changing needs of customers
• Advantageous (3-2 points) firms the demonstrate the ability to provide excellent customer support, but do not have the ability to provide on-going consultation
• Not Advantageous (1 point) firms that demonstrate a limited ability to provide service and customer support
• Does Not Meet (0 points) firms the do not show excellence in service and customer support
Oral Presentations
SPES reserves the right to require all applicants, under final consideration, to make oral presentations regarding their RFP.
Contract Award
The successful proposal will be expected to contract with SPES and approve the services for 2010-2011 school year. It is anticipated that the contract award will be effective February 17, 2010.
Termination of Contract
Any contract agreed to under this Request for Proposal is subject to termination by either party within thirty (30) days written notice. In the event of termination of the contract, it is SPES's responsibility to pay for unpaid services performed and authorized costs incurred by the Auditor.
