2026_RFP_024 Grant Administration and Managem.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/forestparkga

REQUEST FOR PROPOSAL

2026-RFP-024

Grant Administration and

Management Services

Friday, March 13, 2026

Table Of Contents

For

Project ID: 2026-RFP-024

1. Information to Proponents

2. Scope of Work

3. Contents of Proposal/Required Submittals

4. Evaluation of Proposals

5. Evaluation Criteria

6. Price Proposal

7. Proposal Submittal

Information to Proponents

1. Services Being Procured

This Request for Proposals (“RFP”) from qualified proponents (“Proponent” or “Proponents”) by the City of

Forest Park (the “City”), seeks to procure Grant Administration and Management Services as detailed in the

Scope of Services.

The City of Forest Park is seeking an experienced, qualified, professional individual, or firm to provide grant administration and management services to assist in identifying, applying for, and securing funding opportunities for various municipal projects and initiatives. The selected grant administrator will provide expertise in grant writing, administration, and management, with the objective of enhancing the City’s financial resources and program capabilities. The services will be aimed at both governmental and private funding sources, ensuring we maximize our potential to secure grants that support our community development goals.

2. Timeline

Release Project Date: March 13, 2026

Question Submission Deadline: March 30, 2026, 5:00pm

Response Submission Deadline: April 13, 2026, 2:00pm

Microsoft Teams link:

https://teams.microsoft.com/meet/28408

014208094?p=aZ96FEuRPmtLRKbUhd

3. Method of Source Selection

This procurement is being conducted in accordance with all applicable provisions of the City’s Code of

Ordinances, including its Procurement Code, and the particular method of source selection for the services sought in this RFP is Code Section 3-1-16; Competitive Sealed Proposals.

By submitting a Proposal concerning this procurement, a Proponent acknowledges that it is familiar with all laws applicable to this procurement, including, but not limited to, the City’s Code of

Ordinances and Charter, which laws are incorporated into this RFP by reference. Each Proponent also agrees to participate in and abide by all requested information and abide by all City Programs.

4. Minimum Qualifications

The Proponent shall have a minimum of five (5) years of experience in grant writing, administration, and management, specifically in the public sector and demonstrated success in securing funding from governmental and philanthropic sources. Grant Professional Certified (GPC) or similar credentials are preferred.

5. No Offer by City; Firm Offer by Proponent https://teams.microsoft.com/meet/28408014208094?p=aZ96FEuRPmtLRKbUhd https://teams.microsoft.com/meet/28408014208094?p=aZ96FEuRPmtLRKbUhd

This procurement does not constitute an offer by City to enter into an agreement and cannot be accepted by any Proponent to form an agreement. This procurement is only an invitation for offers from interested

Proponents and no offer shall bind City. A Proponent’s offer is a firm offer and may not be withdrawn except under the rules specified in City’s Code of Ordinances and other applicable law.

6. Proposal Deadline

Your response to this RFP must be received by the Procurement Division via the City's e-Procurement

Portal, located at https://procurement.opengov.com/portal/forestparkga., no later than 2:00 pm on Monday, April 13, 2026. Any Proposal received after this time will not be considered and will not be accepted by the

City. Proposals will be opened and the names of the proponents will be read aloud publicly via Microsoft

Teams link:

https://teams.microsoft.com/meet/28408014208094?p=aZ96FEuRPmtLRKbUhd

7. Procurement Questions; Prohibited Contacts

Proponents shall submit all inquiries regarding this solicitation via the City's e-Procurement Portal, located at https://procurement.opengov.com/portal/forestparkga. Please note the deadline for submitting inquiries is

Monday, March 30, 2026 at 5:00 pm. All answers to inquiries will be posted on the City's e-Procurement

Portal. Proponent may also click “Follow” to receive an email notification when answers are posted. It is the responsibility of the Proponent to check the website for answers to inquiries.

It is the responsibility of each Proponent to obtain a copy of any addendum issued for this procurement by monitoring the City’s e-Procurement Portal. No Proponent may rely on any verbal response to any question submitted concerning this RFP. All Proponents and representatives of any Proponent are strictly prohibited from contacting any other City employees or any third-party representatives of City on any matter having to do with this RFP. All communications by any Proponent concerning this RFP must be made to the City’s contact person, or any other City representatives designated by the Procurement Manager in writing.

8. Addendums

The City reserves the right to issue an addendum to the RFP at any time for any reason. If any addenda are issued, such addenda shall be issued by the City prior to the time that proposals are received and shall be considered part of the RFP. Proponents are required to register for an account via the City's e-Procurement

Portal hosted by OpenGov. Once the Proponent has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each Proponent to periodically check the site for any addenda at https://procurement.opengov.com/portal/forestparkga.

9. Ownership of Proposals

Each Proposal submitted for this RFP will become the property of the City, without compensation to a

Proponent, for the City’s use, in its discretion. Responses may be reviewed by any person after the final award has been made. The City reserves the right to use any or all ideas presented in reply RFP. Dis-qualification of a Proponent does not eliminate this right.

10. Errors in Proposals

The City shall not be liable for any errors in the Proponent's proposal. No modifications to the proposal shall be accepted from the Proponent after the submittal date and time. The Proponent is responsible for https://procurement.opengov.com/portal/forestparkga https://teams.microsoft.com/meet/28408014208094?p=aZ96FEuRPmtLRKbUhd careful review of its entire proposal to ensure that all information is correct and complete. Proponents are responsible for all errors or omissions contained in their proposals.

11. Withdrawing Proposals

Proponents may withdraw their proposal at any time prior to the submittal deadline by clicking the

"Unsubmit Response" button in their Vendor Portal. The Proponent may submit another proposal at any time prior to the submittal deadline. No proposal may be withdrawn after the submittal date and time without approval by the City. Such approval shall be based on the Proponent’s submittal, in writing of reason acceptable to the city in its sole discretion.

12. Georgia Open Records Act

Information provided to the City is subject to disclosure under the Georgia Open Records Act (“GORA”).

Pursuant to O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]” (Form 13)

13. Insurance Requirements

The Vendor/Contractor/Subcontractor shall purchase and maintain insurance of the following types of coverage and limits of liability:

A. Commercial General Liability (CGL) with limits of Insurance of not less than $1,000,000 each occurrence and $2,000,000 Annual Aggregate.

1. If the CGL coverage contains a General Aggregate Limit, such General Aggregate shall apply separately to each project.

2. CGL coverage shall be written on ISO Occurrence form CG 00 01 0413 or a substitute form providing equivalent coverage and shall cover liability arising from premises, operations, independent contractors, products-completed operations, and personal and advertising injury.

3. CGL coverage shall be issued on an "Occurrence" basis. "Claims Made" coverage is not acceptable.

4. Defense costs shall be outside of policy limits. Eroding limits coverage is not acceptable.

5. The CGL coverage shall not be limited by excluding coverage for work performed by subcontractors

(CG 22 94, CG 22 95 or equivalent).

6. Owner and all other parties as required by Owner, shall be included as insureds on the CGL, using combination of ISO Additional Insured Endorsements CG 20 10 04 13 and CG 20 37 04 13, or an endorsement approved by the Owner providing equivalent or broader coverage to the additional insureds. This insurance for the additional insureds shall be as broad as the coverage provided for the named insured subcontractor. It shall apply as Primary and Non-Contributing Insurance before any other insurance or self-insurance, including any deductible, maintained by, or provided to, the additional insured. Therefore, coverage provided the additional insureds shall not require or contemplate contribution by any other policy or policies obtained by, or available to, and additional insured; any other such coverage shall be excess over the coverage to be provided by the subcontractor. The limits of coverage provided to the additional insureds shall be the same as the limits available to the Vendor/Contractor/Subcontractor. Thus, in the event that the coverage obtained by Vendor/Contractor/Subcontractor contains greater limits than the minimum limits required above, the additional insureds shall be entitled to such greater limits, and this Agreement shall be deemed to require such greater limits.

7. Vendor/Contractor/Subcontractor shall maintain CGL coverage for itself and all additional insureds for the duration of the project and maintain Completed Operations coverage for itself and each additional insured for at least three (3) years after completion of the work.

8. The CGL coverage shall not contain any deductible that exceeds $10,000.00. If the CGL contains a deductible, the Vendor/Contractor/Subcontractor shall be responsible for the deductible amount for any paid claim. However, Owner, at its option, can choose to pay the deductible and recoup such payment from the Subcontractor.

B. Automobile Liability

1. Business Auto Liability with limits of at least $1,000,000 combined single limit.

2. Business Auto coverage must include coverage for liability arising out of all owned, leased, hired and non-owned automobiles.

3. Owner, and all other parties required by the Owner, shall be included as insureds on the Business

Auto policy. The Business Auto policy shall be primary and non-contributory to any applicable coverage acquired by the Owner, and all required parties.

C. Commercial Umbrella

1. Umbrella limits must be at least $5,000,000 with such coverage to include Employers' Liability, General Liability and Automobile Liability, as underlying policies.

2. Umbrella coverage must include as additional insureds all entities that are additional insureds on the

CGL.

3. Umbrella coverage for each additional insureds shall apply as primary and noncontributory basis before any other insurance or self-insurance, including any deductible, maintained by, or provided to, the additional insured other than the Employers Liability coverages maintained by the

Vendor/Contractor/Subcontractor.

D. Workers Compensation and Employers Liability

1. Workers' Compensation Insurance Coverage for all of Vendor/Contractor/Subcontractor's employees at the site of the Project, with statutory required limits.

2. Employers Liability Insurance limits of at least $500,000 each accident for bodily injury by accident and $500,000 each employee for injury by disease and $500,000 bodily injury by disease policy limit.

Additional Requirements:

A. Vendor/Contractor/Subcontractor and Vendor/Contractor/Subcontractor's insurers waived all rights against Owner and Architect and their agents, officers, directors, and employees for recovery of damages to the extent these damages are covered by any commercial general liability, commercial umbrella liability, business auto liability or workers compensation, employers liability insurance.

B. Attached to each certificate of insurance shall be copy of Additional Insured Endorsements that are part of the Vendor/Contractor/Subcontractor’s Commercial General Liability, Auto Liability and Umbrella

Policy.

C. These certificates and the insurance policies required by this Exhibit shall contain a provision that coverage afforded under the policies will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the Owner.

D. Acceptance of said certificate will not be deemed to be a waiver of the requirements of this Agreement.

E. All policies will be written by companies licensed to do business in the state where property is located, and which have a rating by Best's Key Rating Guide not less than "A-/VIII".

F. The foregoing provisions relative to insurance shall in no way limit or fix the liability of

Vendor/Contractor/ Subcontractor to Owner, or any other person or entity in respect of any act or omission of Vendor/Contractor/Subcontractor or any breach by Vendor/Contractor/Subcontractor of any obligations or duties owing under this Agreement or otherwise imposed by law.

G. Additional Insureds under this Agreement shall be listed as Safeway Group, Inc. and The City of Forest

Park (Owner).

14. Special Rules Applicable to Evaluation of Proposals

A Proponent may submit subcontractors/subconsultants or equipment manufacturers with their proposal they plan to use. The City reserves the right to disapprove any proposed subcontractors whose technical or financial ability, resources or experience are deemed inadequate.

15. Examination of Proposal Documents

A. Each Proponent is responsible for examining, with appropriate care, the complete RFP and all Addenda and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Proponent, who is deemed to have included all costs for performance of the Services in its Proposal

B. Each Proponent shall promptly notify the City in writing should the Proponent find discrepancies, errors, ambiguities or omissions in the Proposal Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be issued simultaneously to all potential Proponents who have obtained the RFP from City.

C. The City may, in accordance with applicable law, by addendum, modify any provision or part of the

RFP at any time prior to the Proposal due date and time. The Proponent shall not rely on oral clarifications to the RFP unless they are confirmed in writing by the City in an issued addendum.

16. Oral Presentations and Demonstrations

All responsive Proponents may be required to make an oral presentation of their proposed solution to the

City’s Evaluation Committee. The Key Personnel (or some group thereof) as identified in the Proponent’s proposal must be active participants in the oral presentation. The Proponent’s presentation should focus on an understanding of the capabilities of the proposed solution. The City will notify responsive proponents of the date, time and location for the presentation, and will supply an agenda or topics for discussion.

17. Cancellation of Solicitation

This solicitation may be cancelled in accordance with the City’s Code of Ordinances.

18. Responsiveness and Responsibility

The responsiveness of a Proponent is determined by the following:

A. A timely and effective delivery of all services, materials, documents, and/or other information required by the City;

B. The completeness of all material, documents and/or information required by the City; and

C. The notification of the City of methods, services, supplies and/or equipment that could reduce cost or increase quality.

The responsibility of a Proponent is determined by the following:

A. The ability, capacity and skill of the Proponent to perform the Agreement or provide the Work required.

B. The capability of the Proponent to perform the Agreement or provide the Work promptly, or within the time specified without delay or interference.

C. The character, integrity, reputation, judgment, experience and efficiency of the Proponent.

D. The quality of performance of previous contracts or work;

E. The previous existing compliance by the Proponent with laws and ordinances relating to the Agreement or Work.

F. The sufficiency of the financial resources and ability of the Proponent to perform the Agreement or provide the Work; and

G. The quality, availability and adaptability of the supplies or contractual Work to the particular use required.

19. Disqualification of Proponents

Any of the following may be considered as sufficient for disqualification of a Proponent and the rejection of the Proposal:

A. Submission of more than one Proposal for the same work by an individual, firm, partnership or

Corporation under the same or different name(s);

B. Evidence of collusion among Proponents;

C. Previous participation in collusive bidding on Work for the City;

D. Submission of an unbalanced Proposal, in which the prices quoted for same items are out of proportion to the prices for other items;

E. Lack of competency of Proponent (the Agreement will be awarded only to a Proponent(s) rated as capable of performing the Work; the City may declare any Proponent ineligible at any time during the process of receiving Proposals or awarding the Agreement where developments arise which, in the opinion of the City, adversely affect the Proponent’s responsibility;

F. Lack of responsibility as shown by past Work judged from the standpoint of workmanship and progress;

financial irresponsibility, including but not limited to, leaving retainage in City account;

G. Uncompleted Work for which the Proponent is committed by Agreement, which in the judgment of the

City, might hinder or prevent the prompt completion of Work under this Agreement if awarded to such

Proponent; and

H. Being in arrears on any existing or prior contracts with the City or in litigation with the City thereon or having defaulted on a previous contract with the City.

20. Award of Agreement; Execution

If the City awards an Agreement pursuant to this procurement, the City will prepare and forward to the successful Proponent an Agreement for execution substantially in the form included in this RFP.

21. Illegal Immigration Reform and Enforcement Act

This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (“IIREA” or “the

Act”). IIREA was formerly known as the Georgia Security and Immigration Compliance Act or GSCIA.

Pursuant to the Act, the Proponent must provide with its Proposal proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of

Homeland Security. A completed Contractor Affidavit (Form 2), set forth in Part 4; Illegal Immigration

Reform and Enforcement Act Forms, must be submitted with the Proposal. Under state law, the City cannot consider any Proposal which does not include completed forms. Where the business structure of a Proponent is such that Proponent is required to obtain an Employer Identification Number (EIN) from the Internal

Revenue Service, Proponent must complete the Contractor Affidavit (Form 2) on behalf of and provide a

Federal Work Authorization User ID Number issued to, the Proponent itself. Where the business structure of a Proponent does not require it to obtain an EIN, each entity comprising Proponent must submit a separate Contractor Affidavit (Form 2). It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Proponents intending to do business with the City are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on City procurements and their participation in those procurements. For additional information on the

E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll. Additional information on completing and submitting the Contractor Affidavit (Form 2) precedes the Affidavit.

22. Multiple Awards

The City reserves, at its sole discretion, the option to award to multiple Proponents. Multiple awards may be made on the total Scope of Services or components of the Scope of Services.

https://e-verify.uscis.gov/enroll

23. Electronic Proposal Documents

This RFP is being made available to all Proponents by electronic means. By responding to this RFP, Proponent acknowledges and accepts full responsibility to ensure that it is responding to the correct form of

RFP, including any addenda issued by the City's Department of Procurement. Proponent acknowledges and agrees that in the event of a conflict between the RFP in the Proponent's possession and the version maintained by the Procurement Division, the version maintained by the City's Department of Procurement shall govern. The RFP document is available for download at the City’s e-Procurement portal located at https://procurement.opengov.com/portal/forestparkga.

24. Title VI Solicitation Notice

The City of Forest Park, in accordance with the provisions of and the Regulations, hereby notifies all

Proponents or offerors that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

25. Contract Period

It is anticipated that a contract, if awarded, will be for a base period of one (1) year, beginning upon receipt of a Notice of Award and followed by two (2) additional, one (1) year renewal option. The City will inform the successful Proposer, in writing, of its intent to execute any further extensions thirty (30) days prior to the end of any contract period then in existence. Notwithstanding the aforementioned, an awarded contract will not be extended beyond the three potential years outlined without being subject to re-bidding.

Scope of Work

26. Scope of Services for Grant Administration and Management Services

The selected grant administrator will provide expertise in grant writing, administration, and management, with the objective of enhancing the City’s financial resources and program capabilities. The services will be aimed at both governmental and private funding sources, ensuring we maximize our potential to secure grants that support our community development goals. The selected grant administrator will be expected to deliver professional services that meet the following detailed specifications:

A. Research and Identification of Funding Opportunities:

o Conduct comprehensive research to identify appropriate grants from federal, state, and private grant opportunities aligned with organizational goals.

o Analyze the City’s needs and align them with suitable funding opportunities.

o Write, edit, and submit grant proposals, letters of inquiry, and funding applications.

o Gather data, narratives, budgets, and supporting documentation required for grant submissions.

o Ensure compliance with grant guidelines, deadlines, and reporting requirements.

o Maintain a calendar of grant deadlines and submission schedules.

o Track grant awards, rejections, and reporting requirements in an effort to maintain audit ready records.

o Collaborate with internal staff of collect program outcomes and performance data.

o Manage full process of reporting and all post award functions.

o Manage post-award reporting and grant renewals.

B. Grant Proposal Development:

o Develop well-structured and compelling grant proposals in accordance with the guidelines provided by funding agencies.

o Ensure all proposals adhere to industry standards, including but not limited to the following elements:

▪ Statement of need

▪ Project description and methodology

▪ Goals and objectives

▪ Budget and justification

▪ Evaluation plan

▪ Organizational information o Incorporate feedback from pertinent City staff and other stakeholders in proposal drafts.

C. Grant Application Submission:

o Prepare and submit complete grant applications by the established deadlines.

o Confirm receipt of submitted applications and follow up with funding agencies as needed.

27. Job Deliverables:

The selected grant administrator will adhere to the following delivery requirements:

A. Proposal Submission Timeline:

o A detailed work plan must be developed within two (2) weeks of the contract award, outlining key milestones and proposed due dates for initial grant proposals.

o All grant proposals must be drafted, reviewed, and finalized for submission five (5) days prior to the application deadline.

B. Documentation:

o All grant proposals must be submitted in an electronic format consistent with the requirements set by each funding agency (e.g., PDF, Word documents).

o Provide the Finance Director, an electronic archive for all submitted grant proposals, supporting documents, and correspondence along with corresponding invoice.

C. Grant Management and Reporting Requirements o The selected grant administrator will be responsible for the comprehensive "post award" management of all successfully secured funds to ensure the City remains in long term good standing with all grantor agencies. This includes, but is not limited to, the proactive monitoring of grant-funded project timelines, the coordination of mandatory financial and programmatic reporting, and the direct facilitation of all necessary follow-up communications with federal, state, or private funding officers.

o The grant administrator is expected to act as the primary administrative liaison, ensuring that every string attached to a grant award is identified, tracked, and satisfied in strict accordance with the grantor's compliance framework.

o The grant administrator must maintain a well-detailed, audit-ready electronic archive for every grant, capturing all correspondence, performance data, and outcome metrics required for final closeout. Beyond initial submission, the grant administrator's performance will be measured by their ability to assist City staff, specifically, the Finance Director's delegate, in documenting program successes and ensuring all milestones, whether monthly, quarterly or annually, are met at least five

(5) days prior to the grantor's deadline. This holistic approach is intended to maximize the City's capacity not only to win funding but to successfully retain and leverage it for long term community development.

D. Invoicing and Payment:

o Invoices should be submitted monthly, detailing the hours worked and a breakdown of specific tasks performed.

o Payments will be processed within thirty (30) days upon receipt of invoice and acceptance of deliverables.

28. Service Requirements:

The grant administrator will be required to meet the following service requirements:

A. Qualifications:

o Minimum of five (5) years of experience in grant writing, administration, and management, specifically in the public sector.

o Demonstrated success in securing funding from governmental and philanthropic sources.

o Grant Professional Certified (GPC) or similar credentials are preferred.

o Knowledge of advanced computer operations (Microsoft Office Word, Access, PowerPoint, Excel and Publisher) and ability to learn company grant software.

o Proficiency in grant management software and federal portals, e.g., Grants. gov, SAM.gov, etc.

o Must have excellent organizational skills and be able to produce a quality work product within tight time constraints.

o Must have excellent written and oral communications skills.

o Must be team-oriented, with excellent interpersonal skills.

B. Availability:

o Must be available for regular consultations and meetings as needed, either in-person or virtually.

o Provide timely responses to grant writing requests and feedback.

C. Monthly Reporting:

o Provide monthly status updates detailing progress toward grant submissions and any upcoming opportunities.

o Document and submit all activities related to grant applications and submission.

Contents of Proposal/Required Submittals

A Proponent must submit a complete Proposal in response to this Request for Proposal (“RFP”). The information drafted must include each of the following parts as outlined below.

29. Letter of Interest

Include a one-page signed cover letter expressing the Proponent's interest in being considered for the project. Include a statement regarding the consultant’s availability to dedicate time, personnel, and resources to this effort. The letter of interest must include a commitment to the availability of the

Proponent, all key project staff, and sub-consultants to provide specified services.

30. Title Page

The title page must identify the lead Person acting on behalf of the Proponent, including, but limited to, their name, address, email address and phone number.

31. Executive Summary

Provide an Executive Summary detailing the Proponent's qualifications to accomplish the requirements listed in the Scope of Work. At a minimum, the Executive Summary shall contain, but is not limited to the following:

A. Complete legal name of the Proponent and the name of the legal entities that comprise the Proponent.

The Proponent must provide the domicile where each entity comprising it is organized, including entity name, brief history of the entity, contact name, address, phone number, and facsimile number, as well as the legal structure of the entity and a listing of major satellite offices.

B. Describe the nature of the Proponent’s business; include a description of experience, competencies, and overall organizational capabilities.

C. Description of how the Proponent meets any Minimum Requirements listed within the RFP.

D. A declarative statement as to whether the Proponent or any member of the Proponent team has an open dispute with the City or is involved in any litigation associated with work in progress or completed in both the private and public sector during the past five (5) years.

32. Organizational Structure/Key Personnel and Resumes

The Proponent’s Organizational Structure Section should introduce the proposed Proponent team by:

A. Provide the Proponent’s Management Organizational Chart

B. Provide a description of how the organizational structure will facilitate managing the requirements of this RFP and how an efficient flow of information will be realized from the organizational structure.

C. Provide resumes for the Key Personnel the Proponent intends to assign to this project.

Resumes should be organized as follows:

1. Name and Title

2. Professional Background

3. Current and Past Relevant Employment

4. Education

5. Certifications

33. References: Experience and Past Performance

Describe the Proponent's and any subcontractor's experience as it pertains to the requirements described in the RFP's Scope of Work. Provide three (3) recent, successfully obtained grant administration and management projects from within the past three (3) years of similar size and scope, including, but not limited to:

A. Grantor / Funding Agency Name

B. Grant Type / Purpose (federal, state, foundation)

C. Amount Requested

D. Amount Received (Submitted, Awarded, Pending)

E. Project Completion Date (Timeframe)

F. Reference Contact Name

G. Reference Contact Phone Number

H. Reference Contact Email address

34. Management and Staffing Plan

Describe how the project will be organized and managed, ensuring that staffing needs are met to meet the requirements set forth within this RFP and its Scope of Work. Clearly outline the estimated staffing needed to complete the project. The Management and Staffing should include, but is not limited to:

A. Estimated Staffing needed.

B. Description of Proponent's process, procedures and methodology for monitoring the required outcomes and services set forth within this RFP and its Scope of Work.

C. Description of Proponent's reporting process and capabilities and provide sample reports for this project, i.e., performance measures, quality of work, and deliverables.

35. Cost Proposal

Each Proponent must submit an Electronic Cost Proposal using the form provided online at the City's e-

Procurement portal for this RFP located at https://procurement.opengov.com/portal/forestparkga/projects/241468. The Cost Proposal must support the

Scope of Services contained in the RFP and fully encompass all activities in the Proponent’s Proposal.

36. Required Documents and Forms

In addition, the contents required within the proposal, the following forms must be completed and returned with each proposal to be deemed responsive:

A. Proposal Submittal Letter Form

B. Illegal Immigration Reform and Enforcement Act Form(s)

C. Proponent's Statement of Legal Status and Financial Capability

D. Acknowledgement of Insurance

E. Proponent's Contact Directory

F. References: List of Clients

G. Non-Collusion Affidavit

H. Certification Regarding Debarment, Suspension, and Other Matters

I. State of Georgia Certificate of Existence

J. W-9

Evaluation of Proposals

37. Method of Evaluation

The City of Forest Park will review and evaluate all proposals submitted in response to this RFP. The City will conduct a preliminary evaluation of all proposals on the basis of the information provided as well as compliance with the minimum qualifications set forth in the RFP. Failure to comply with any mandatory requirement may disqualify a proposal.

38. Responsiveness and Responsibility

The City will carefully review and evaluate all proposals submitted in response to this RFP for the responsiveness and responsibility of each Proponent.

The responsiveness of a Proponent is determined by the following:

https://procurement.opengov.com/portal/forestparkga/projects/241468

A. A timely and effective delivery of all services, materials, documents, and/or other information required by the City;

B. The completeness of all material, documents and/or information required by the City; and

C. The notification of the City of methods, services, supplies and/or equipment that could reduce cost or increase quality.

The responsibility of a Proponent is determined by the following:

A. The ability, capacity and skill of the Proponent to perform the Agreement or provide the Work required.

B. The capability of the Proponent to perform the Agreement or provide the Work promptly, or within the time specified without delay or interference.

C. The character, integrity, reputation, judgment, experience and efficiency of the Proponent.

D. The quality of performance of previous contracts or work;

E. The previous existing compliance by the Proponent with laws and ordinances relating to the Agreement or Work.

F. The sufficiency of the financial resources and ability of the Proponent to perform the Agreement or provide the Work; and

G. The quality, availability and adaptability of the supplies or contractual Work to the particular use required.

39. Criteria for Evaluation

The City of Forest Park will consider the following criteria in evaluating proposals submitted:

A. Experience and Qualifications: Demonstrated success in writing and securing grants, especially in the public or non-profit sector; familiarity with relevant grant programs (e.g., federal, state, foundation). The qualifications and experience of the Proponent's Key Personnel assigned to the Project.

B. References: Positive feedback from prior clients; ability to deliver high-quality, timely grant applications and successful award outcomes.

C. Approach and Availability: Clear understanding of project needs, proposed methodology for identifying and writing grants, and availability to meet deadlines.

D. Cost: Competitive pricing for grant administration and management services (hourly rate, flat fee per grant, or project-based percentage / fee as applicable).

E. Compliance – Adherence to all RFP submission requirements, insurance, licensing, etc.

The city reserves the right to add/delete/modify criteria or times, via an addendum, if it is in the city’s best interest, as determined by the city in its sole discretion. Following the review of proposals, the City reserves the right to request additional information, seek clarification from Proponents, negotiate and request revised fee schedules and to schedule interviews for presentations.

The city reserves the right to reject any or all proposals, to waive informalities, and to award in whole or in part, whichever is deemed in the best interest of the City.

40. Interviews/Presentations

The City reserves the right to interview any number of qualifying firms as part of the evaluation and selection process and further reserves the right to award a contract without an interview, as determined in the best interest of the City.

Any Proponent who submits a proposal may be required to make an oral presentation of its capability to perform as described in its proposal to the City. The Key Personnel, or some group thereof, as identified in the Proponent’s proposal must be active participants in the oral presentation. The Proponent’s presentation should focus on an understanding of the capabilities of the proposed solution. The City will notify responsive proponents of the date, time and location for the presentation, and will supply an agenda or topics for discussion.

Such a presentation will be at the Proponent’s expense.

41. Award Criteria

Issuance of this RFP does not compel the city to award a contract. The City reserves the right to reject any or all proposals wholly or in part and to waive any technicalities, informalities, or irregularities in any proposal at its sole option and discretion. The City reserves the right to request clarification or additional information. The City reserves the right to award a contract, to re-solicit proposals, or to temporarily, or permanently abandon the procurement.

The Proponent selected for an award will not necessarily be the lowest bidder. Rather, the selection will be based upon the proposal that is responsive, responsible, and the most advantageous to the City, as determined by the City in its sole discretion. The City intends to award a contract, subject to the terms of this RFP, to the best overall valued firm. Proposals will be prioritized based on the criteria as outlined in this document.

Evaluation Criteria

All Proposals will be evaluated in accordance with the City's Code of Ordinances and the criteria specified on the Percentage Evaluation Form and considering the information required to be submitted in each

Proposal. An Evaluation Committee will review the Proposals in accordance with this RFP.

No. Evaluation Criteria Scoring

Method Weight

(Points)

1. Executive Summary and Methodology

Provide an Executive Summary detailing the Proponent's qualifications to accomplish the requirements listed in the Scope of

Work. At a minimum, the Executive Summary shall contain, but is not limited to the following:

A. Complete legal name of the Proponent and the name of the legal entities that comprise the Proponent. The Proponent must provide the domicile where each entity comprising it is organized, including entity name, brief history of the entity, contact name, address, phone number, and facsimile number, as well as the legal structure of the entity and a listing of major satellite offices.

B. Describe the nature of the Proponent’s business; include a description of experience, competencies, and overall organizational capabilities to include financial stability.

C. Description of how the Proponent meets any Minimum

Qualifications, Requirements and Methodology listed within the RFP.

D. A declarative statement as to whether the Proponent or any member of the Proponent team has an open dispute with the City or is involved in any litigation associated with work in progress or completed in both the private and public sector during the past five (5) years.

Points Based 25 (25% of

Total)

2. Organizational Structure / Key Personnel and Resumes

The Proponent’s Organizational Structure Section should introduce the proposed Proponent team by:

A. Provide the Proponent’s Management Organizational Chart B. Provide a description of how the organizational structure will facilitate managing the requirements of this RFP and how an efficient flow of information will be realized from the organizational structure.

C. Provide resumes for the Key Personnel the Proponent intends to assign to this project. Resumes should be organized as follows:

1. Name, Title, and Role

2. Professional Background

3. Current and Past Relevant Employment

4. Education

5. Certifications

Points Based 15 (15% of

Total)

3. Management and Staffing Plan

Describe how the project will be organized and managed, ensuring that staffing needs are met to meet the requirements set forth within this RFP and its Scope of Work. Clearly outline the estimated staffing needed to complete the project. The Management and Staffing should include, but is not limited to:

A. Estimated Staffing needed.

B. Description of Proponent's process, procedures and methodology for monitoring the required outcomes and services set forth within this

RFP and its Scope of Work.

C. Provide at a minimum two (2) samples of successful grant proposals.

D. Description of Proponent's reporting process and capabilities and provide sample reports for this project, i.e., performance measures, quality of work, and deliverables.

E. Provide a list of resources used to accomplish the delivery of Grant

Administration and Management Services.

Points Based 25 (25% of

Total)

4. References: Experience with Projects of Similar Size and Scope

Describe the Proponent's and any subcontractor's experience as it pertains to the requirements described in the RFP's Scope of Work.

Provide three (3) recent, successfully obtained grant administration and management projects from within the past three (3) years of similar size and scope, including, but not limited to:

A. Grantor / Funding Agency Name

B. Grant Type / Purpose (federal, state, foundation)

C. Amount Requested

D. Amount Received (Submitted, Awarded, Pending)

E. Project Completion Date (Timeframe)

F. Reference Contact Name

G. Reference Contact Phone Number

H. Reference Contact Email address

Points Based 25 (25% of

Total)

5. Cost Proposal

DO NOT INCLUDE COST IN TECHNICIAL PROPOSAL.

Each Proponent must submit an Electronic Cost Proposal at the City's e-Procurement portal for this RFP located at https://procurement.opengov.com/portal/forestparkga/projects/128927.

The Cost Proposal must support the Scope of Services contained in the RFP and fully encompass all activities in the Proponent’s

Proposal. Competitive pricing for grant writing services (hourly rate, flat fee per grant, or project-based fee as applicable).

Points Based 10 (10% of

Total)

Price Proposal

Contingency-based Success Fee: Proposers may include a contingency-based success fee for grant acquisition services. However, the proposed success fee shall not exceed 5% of the total grant award amount. The City reserves the right to negotiate a lower fee based on the complexity of the grant application. The success fee shall apply only to grants that are successfully awarded and accepted by the City. Fees will not be paid for unsuccessful applications. Payment of the success fee shall occur only after official notification of grant award and acceptance by the City. Contingency-based success fees must comply with all federal, state, and local procurement regulations applicable to the funding source. For grants funded through federal programs, contingency-based compensation may be restricted and the City reserves the right to convert services to hourly or fixed fee compensation if required by funding regulations.

Grant Administration and Management Services: Grant administration, reporting, compliance monitoring, reimbursement preparation, and closeout services shall be provided on an hourly basis as outlined in the proposer’s cost proposal. Hourly rates shall include all labor, overhead, and administrative costs necessary to perform the services.

CONTINGENCY-BASED SUCCESS FEE

https://procurement.opengov.com/portal/forestparkga/projects/128927

Line Item Description Unit of

Measure Percentage

1 Contingency-based Success Fee for securing grant funding Percentage

GRANT ADMINISTRATION AND MANAGEMENT SERVICES

Line Item Description Unit of

Measure Unit Cost

2 Hourly rate for administration and management services after grant award Hourly Rate

Proposal Submittal

The following items are proposal Submission Requirements and must be submitted as part of a Proponent’s proposal response.

42. Proposal Submittal Letter Form *

Proponent certifies that by submitting this proposal to furnish all services, labor, materials, or equipment for

RFP 2026-RFP-024, Proponent acknowledges and agrees that Proponent's proposal shall be binding.

Furthermore, Proponent understand that if the City of Forest Park, Georgia, awards a contract to Proponent, the Proponent's proposal will constitute a legal, valid, and binding contract between the Proponent and the

City of Forest Park, Georgia. Proponent agrees that the Contract created will incorporate the terms and conditions of the RFP, including but not limited to, the Scope of Work, solicitation instructions and conditions, the contract provisions, and Proponent's proposal.

☐ Please confirm

*Response required

43. Proponent's Technical Proposal*

Upload a copy of your response including your responses to the items identified in the Section Titled

Contents of Proposal/Required Submittals.

Do not include any Pricing Information in the Technical Proposal. The City of Forest Park may disqualify any proposal if Pricing Information is included in the the Technical Proposal.

*Response required

44. Illegal Immigration Reform and Enforcement Act*

Please download the below documents, complete, and upload.

• Illegal_Immigration_Reform_...

*Response required

45. Contractor’s Statement of Legal Status and Financial Capability* https://government-project.s3.us-west-2.amazonaws.com/83712/4f777862-7b66-4d57-93ea-6ece0c338ea3_Illegal_Immigration_Reform_and_Enforcement_Act_Forms.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4DJZLM4MQ%2F20260305%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260305T212514Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEAwaCXVzLXdlc3QtMiJIMEYCIQDbZRrRzX2sHNiM4u9HMJ2FLUfVq%2BuMTB2YCaVVok8pmwIhANKPCbrrIXet4gyZRAHAjRRaFn4I3o%2B4M38CoVBQAIyLKo4FCNX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgzMZnT7%2BopSVsObUwgq4gRE%2FeILkjFBLMFQWk%2FOH7mhSukxaltevGmSau0w%2Ba4yKBrYX3PMBYF%2BvsuBFPPJ%2FINN8ZAOtNXD4of8EWN1DbrsDq8MiB8SprMJWOGenJVbYe%2Bn2OxO7oacUHwC5HAXzwUp94mIu%2BTsUW%2BlWpLNZ8rodrtEKGiyLJy0fszLaKgvqCc5z71c05lLd%2FnL0koSy%2FRDxxidVb2WX23YscrDkBh2A1WjbGP5kf5atxaGZiYLeB51GDWoMNvYI74f5ECR5d7gHfFg1pOiHUUS3rv5sWgfs4GoucYuCbqfTbsJ9w2jn8jNukZd4tWeP1Bl73tmtlNHbKqsbVKsueRQORlMjwQjV%2F457l%2Bj0bcQz4O6bSHDT1J1bhbU08pAiI1paGHHPcoH5ssdxPvNleR0rtfNIFnNk%2B5pP5Fn4fPQbIeAoidnx5fjG4Zn1LxWDCZBfVI18LXftfn1mw8Kh%2BJnffcG%2Fhkb0djK7UZey9QoqwlYPPA3BLy0iSPwlPrwvYG07v5ZQlgGCSUhApFwZQeMdKc2KPIkfGhNrfTw0JWyE5ApuHT55kX90ENNkywTDyAHySZvkLk5RaKRPZBtoWMSHIGmLYPdLWWzvmC4vHvrYM00ZHveXodINrGFomzBdAOtzWWCDM5IZTtctzYLSmdz32iOyhbzKapaN0ez1sSC34ENOIJwpfkfsY2pfEnfUv0cAhpHzN0wS2tCkojQr%2BwpzeoCgJdSQrPAjj%2F0V9AeuNRxDxwEEhHVvrG%2Br%2BhTk9KVgHmbDr4KMp3Q5cEk2svBDkek18FGS20%2F6FHbcqsWQK%2F3tOrRrzs1MJC6p80GOpgBjv6fAXP4MdyxESd%2FmLPVPOVintlHgSfQZxZ6SZfIP%2B%2FFNzY2TfO69HOMJRIZ3XB1mcin%2BePW0G33KtyHmwjTq8zmJS%2B7go5iq2RIJfrPfJf7DYKghreWKOzwUyrbE2TCD%2FuvoAQ0YIXZ07CG1xJ6LZh5rGhxp6AwAL3Q6IQQwmD6%2Frn5LiyzDBxq599S6qrSjZTtsSwCnIM%3D&X-Amz-Signature=d8ccc8ca9c095b35ab11e7054ae0168120410c113771ba537f031944692a8d53&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Illegal_Immigration_Reform_and_Enforcement_Act_Forms.docx%22&x-id=GetObject

Please download the below documents, complete, and upload.

• Contractor's_Statement_of_L...

*Response required

46. Acknowledgement of Insurance*

Proponent certifies that:

If selected as the successful Proponent for Grant Administration and Management Services, 2026-RFP-024, Proponent shall comply with all insurance requirements for the project listed above and any other attachments to the RFP which pertain to insurance.

Proponent understands that it is expected to share these requirements with potential sureties and insurance brokers, agents, underwriters, etc. prior to the award of a contract and to take all necessary steps to ensure compliance with the applicable requirements without delay.

The Proponent understands, acknowledges and agrees that any failure to fully comply with the insurance requirements within 10 days of the date the Proponent receives a final contract. By executing this

Acknowledgement of Insurance, the Proponent understands and agrees to comply unconditionally with all requirements. Proponent represents that they are authorized to make the representation contained herein on behalf of the Proponent.

☐ Please confirm

*Response required

47. Proponent's Contact Directory*

Please download the below documents, complete, and upload.

• Contact_Directory.pdf

*Response required

48. List of Clients*

Please download the below documents, complete, and upload.

• Reference_List.docx

*Response required

49. Non-Collusion Affidavit*

Proponent hereby certifies that the Proponent has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by them, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to include anyone to refrain from bidding, and that this bid is made…