BCPS_RFP_Grant_Writing_Services_.pdf

BATTLE CREEK PUBLIC SCHOOLS | REQUEST FOR PROPOSALS

BATTLE CREEK PUBLIC SCHOOLS

REQUEST FOR PROPOSALS

Grant Writing Services

Before- and After-School Programming

RFP No. BCPS-2026-27-GW-01 | Draft for District Review

Release Date

Proposal Due

Anticipated Contract Start

Procurement Contact Dr. Jeff Lodholtz, Executive Director of Business and Finance

Email jlodhltz@battle-creek.k12.mi.us

Battle Creek Public Schools | 3 West Van Buren Street | Battle Creek, Michigan 49017

BCPS-2026-27-GW-01 | Page 1

1. Invitation to Respond

Battle Creek Public Schools (BCPS) invites qualified individuals and firms to submit proposals for professional grant writing services to expand and sustain high-quality before- and after-school programming. The selected contractor will help BCPS identify competitive public and private funding opportunities; develop clear, compelling, and compliant applications; coordinate proposal budgets and required attachments; and strengthen the District's long-term grant readiness.

This solicitation is for grant development services. It is not a request for a contractor to operate before- or after-school programming.

Procurement intent: BCPS seeks the best overall value, considering demonstrated results, quality of approach, capacity, responsiveness, and cost. The District is not required to select the lowest-priced proposal.

2. District Background

Battle Creek Public Schools serves a diverse community in Battle Creek, Michigan. The District is committed to ensuring that every student experiences high-quality learning, strong relationships, meaningful enrichment, and equitable access to the opportunities and support needed to thrive in school and beyond.

BCPS views before- and after-school programming as an essential extension of the school day. Expanded learning time can reinforce grade-level learning, improve attendance and engagement, support social-emotional development, provide safe and enriching care for families, and connect students to physical wellness, arts, culture, leadership, college, career, and community experiences.

3. Purpose and Funding Priorities

The purpose of this RFP is to establish a results-oriented partnership with a grant writer who can increase the

District's access to sustainable funding for before- and after-school programs. Potential funding sources may include federal and state grants, foundations, corporations, community benefit programs, and other allowable public or philanthropic opportunities.

The selected contractor will pursue funding aligned to one or more of the following priorities:

● Academic enrichment and acceleration in literacy, mathematics, science, and other core content.

● Creative and culturally relevant enrichment, including visual and performing arts, STEM, technology, and project-based learning.

● Youth development, leadership, mentoring, social-emotional learning, and student voice.

● Physical wellness, recreation, nutrition, and healthy development.

● Attendance improvement, school engagement, and positive school experiences in which students feel safe, seen, heard, and supported.

● College, career, and community readiness, including career exploration and community-connected learning.

● Family engagement, wraparound support, and accessible before- and after-school care.

● Program staffing, professional learning, transportation, materials, meals or snacks, evaluation, data systems, and other allowable supports.

BCPS-2026-27-GW-01 | Page 2

4. Scope of Services

The contractor will work collaboratively with the Assistant Superintendent, designated program leaders, Finance, Human Resources, school leaders, evaluation partners, and other District representatives. The final work plan will be approved by BCPS at contract initiation.

4.1 Grant Readiness and Discovery

● Conduct a kickoff session to confirm program priorities, current assets, funding gaps, decision-making roles, and submission protocols.

● Review available program descriptions, needs data, outcomes, budgets, partnership information, prior proposals, and relevant District plans.

● Identify missing information, documentation, approvals, and evidence needed to compete successfully.

● Develop a concise data and document request list with owners and due dates.

4.2 Funding Prospect Research and Strategy

● Research federal, state, foundation, corporate, and local funding opportunities aligned to BCPS priorities.

● Screen prospects for eligibility, competitiveness, award size, allowable uses, match requirements, sustainability, reporting burden, and deadline feasibility.

● Maintain a funding opportunity matrix and rolling 12-month grant calendar.

● Recommend which opportunities BCPS should pursue, monitor, or decline, supported by a clear go/no-go rationale.

4.3 Proposal Development

● Lead proposal planning, including outline development, workback schedules, contributor assignments, and internal review milestones.

● Draft and revise letters of inquiry, concept papers, full proposals, narratives, executive summaries, logic models, sustainability plans, evaluation sections, and other required content.

● Translate District priorities and program designs into funder-aligned narratives without overstating evidence, readiness, partnerships, or expected outcomes.

● Coordinate the collection and integration of required attachments, assurances, letters of commitment, resumes, organizational documents, and partner information.

● Prepare applications in the funder's required format and support entry into online submission portals when authorized by BCPS.

4.4 Budget and Compliance Coordination

● Work with BCPS Finance and program leaders to develop accurate, allowable, and internally consistent proposal budgets and budget narratives.

● Confirm alignment among narrative activities, staffing, timeline, performance measures, and proposed costs.

● Maintain a compliance checklist for each submission, including page limits, attachments, certifications, match requirements, signatures, and due dates.

● Flag risks, unresolved assumptions, conflicts, or missing approvals early enough for District action.

4.5 Submission, Handoff, and Grant Infrastructure

● Provide a submission-ready package for final District review and written authorization.

BCPS-2026-27-GW-01 | Page 3

● Support timely submission and retain a complete final copy of each application and confirmation of submission.

● When awards are received, prepare a concise handoff brief summarizing commitments, outcomes, budget conditions, reporting dates, and key implementation requirements.

● When an application is not funded and reviewer feedback is available, analyze the feedback and recommend improvements.

● Build and organize a reusable grant library containing approved language, data sources, program descriptions, outcomes, partner information, and commonly required attachments.

5. Anticipated Deliverables and Service Levels

BCPS anticipates an initial one-year engagement. Respondents may recommend refinements to the quantities below, but must clearly identify any assumptions, limits, or unit pricing.

Deliverable Timing Minimum Expectation

Kickoff and readiness plan Within 10 business days of contract start

Work plan, roles, data/document request, approval path

Funding opportunity scan Within 30 calendar days At least 12 qualified prospects with fit and feasibility analysis

Prioritized grant calendar Initial calendar within 30 days; monthly updates

Deadlines, amounts, eligibility, match, lead time, go/no-go status

Letters/concept papers As opportunities are approved

Up to four during the initial term

Full grant applications As opportunities are approved

Up to four during the initial term

Status report Monthly Pipeline, progress, decisions, risks, support needed, next milestones

Reusable grant library Established within 60 days;

updated continuously

Current approved narratives, data references, attachments, and templates

Award/non-award handoff Within 10 business days of notice

Commitments or feedback summary and recommended next actions

The contractor must meet all external deadlines and internal deadlines mutually established in the approved work plan. BCPS will not hold the contractor responsible for delays caused solely by late District inputs when the contractor documented the risk promptly and proposed a reasonable recovery plan.

6. District Responsibilities

● Designate a primary District lead and relevant content, finance, data, human resources, communications, and program contacts.

● Provide available program information, approved data, budgets, policies, prior applications, and required organizational documents.

● Make timely decisions about whether to pursue identified opportunities.

● Review drafts and provide consolidated feedback according to agreed-upon deadlines.

BCPS-2026-27-GW-01 | Page 4

● Approve all commitments, representations, budgets, partnerships, and submissions before they are finalized.

● Provide portal access or submit applications directly when required by District policy.

7. Contract Structure and Conditions

Anticipated term: October 1, 2026 through September 30, 2027

Renewal options: Up to two additional one-year terms, subject to satisfactory performance, continued need, available funding, mutually acceptable pricing, and required approvals

Contract type: Fixed fee, monthly retainer, or clearly defined deliverable-based structure

Compensation restriction: BCPS will not pay compensation calculated as a percentage of grant funds requested or awarded

Place of performance: Primarily remote, with virtual and/or in-person meetings as requested

Award: Any award is contingent upon successful contract negotiation, required District approvals, and Board of Education approval

The selected contractor will serve as an independent contractor and will be responsible for all staffing, supervision, insurance, taxes, equipment, and other business obligations required to perform the work. Any subcontractor must be identified in the proposal and approved by BCPS before beginning work.

8. Minimum Qualifications

● At least five years of professional grant writing or institutional advancement experience, or an equivalent record of successful performance.

● Demonstrated experience developing competitive public and/or private grant applications.

● Experience with K-12 education, expanded learning, out-of-school-time, youth development, community schools, or closely related work.

● Demonstrated ability to manage multiple contributors, budgets, attachments, approvals, and firm deadlines.

● Strong writing, editing, research, project management, and client communication skills.

● Ability to protect student, staff, program, financial, and other confidential information.

● No organizational conflict of interest that would impair objective service to BCPS.

9. Proposal Requirements

Proposals must be clear, concise, and organized in the order below. The technical proposal may not exceed 25 double-spaced pages in Arial or Calibri, 11- or 12-point font, excluding the cover page, table of contents, resumes, references, required forms, and cost proposal.

No. Required Section Content

1 Signed cover letter Legal name, address, primary contact, email, phone, business structure, and authorized signature.

2 Executive summary Brief statement of understanding, proposed value, and reasons the respondent is well suited to the work.

Understanding and approach

Proposed methodology for discovery, prospect research, go/no-go decisions, proposal development, review, submission, and handoff.

BCPS-2026-27-GW-01 | Page 5

No. Required Section Content

Work plan and service model

Timeline, meeting cadence, workflow, response times, quality controls, and management of concurrent deadlines.

Relevant experience and results

At least three comparable engagements; types and amounts of grants pursued and awarded; respondent's specific role; and evidence of timely, compliant work.

6 Team and capacity Names, roles, resumes or biographies, workload capacity, availability, and any subcontractors.

Equity and community alignment

How the respondent will develop accurate, asset-based narratives that respect students, families, schools, and community partners.

8 References Three recent clients, preferably including a K-12 district or youth-serving organization.

9 Work samples Two relevant writing samples with confidential information removed, and a brief explanation of the respondent's role.

10 Cost proposal Separate itemized pricing using the structure in Section 10 and Appendix B.

Assumptions and exceptions

Any requested changes, exclusions, data dependencies, volume limits, travel assumptions, or contract exceptions.

12 Required certifications Completed signature page and all District-required disclosures and certifications.

10. Cost Proposal

Submit a separate cost proposal that is complete enough for BCPS to understand the total anticipated cost and compare pricing across respondents. All rates must remain firm for the initial contract term. Clearly identify any reimbursable expenses, travel costs, portal or software fees, or other charges.

● Annual or monthly retainer and the specific services and volume included.

● Unit price for a letter of inquiry or concept paper beyond the included amount.

● Unit price for a full grant application beyond the included amount.

● Hourly rates by role for approved out-of-scope work.

● Optional pricing for grant reporting, funder stewardship, training, or additional grant infrastructure support.

● Pricing for each optional renewal year and any proposed annual escalation.

● Any in-kind contribution, discount, or value-added service.

Important: A grant award is not guaranteed. Pricing may not be contingent upon, or calculated as a percentage of, funds requested or awarded.

11. Proposed Procurement Schedule

Activity Date

RFP released Monday, August 3, 2026

BCPS-2026-27-GW-01 | Page 6

Activity Date

Intent to respond due Monday, August 17, 2026, by 4:00 p.m. ET

Written questions due Wednesday, August 19, 2026, by 4:00 p.m. ET

District responses/addenda issued Friday, August 21, 2026

Proposals due Monday, August 31, 2026, by 4:00 p.m. ET

Evaluation and shortlisting September 1-8, 2026

Interviews, if conducted September 10-11, 2026

Notice of intent to award Wednesday, September 16, 2026

Board consideration To be confirmed based on the Board calendar

Anticipated contract start October 1, 2026, subject to approvals

BCPS may revise this schedule by written addendum. Respondents are responsible for monitoring communications associated with this RFP.

12. Questions, Addenda, and Equal Information

All questions must be submitted in writing to Dr. Anita B. Harvey at aharvey@battlecreekpublicschools.org by the deadline in Section 11. Use the subject line: "BCPS Grant Writing Services RFP - Question."

BCPS will distribute material questions, answers, clarifications, and addenda to all respondents who submit a timely intent to respond. No oral explanation or instruction from a District employee will modify the RFP.

Respondents must acknowledge all issued addenda in their proposals.

13. Submission Instructions

Email one searchable PDF copy of the technical proposal and one separate searchable PDF copy of the cost proposal to aharvey@battlecreekpublicschools.org no later than 4:00 p.m. Eastern Time on Monday, August

31, 2026.

Email subject: BCPS-2026-27-GW-01 - Grant Writing Services Proposal - [Respondent Name]

File 1: [Respondent Name] - Technical Proposal.pdf

File 2: [Respondent Name] - Cost Proposal.pdf

Proposals received after the deadline may be rejected. It is the respondent's responsibility to confirm successful delivery. Proprietary information must be clearly identified; however, respondents should understand that proposals may be subject to applicable public-records requirements.

14. Evaluation and Selection

A District review team will evaluate responsive proposals. BCPS may request written clarifications, verify references and results, conduct interviews, invite presentations, or negotiate with one or more respondents.

A proposal may be rejected without scoring if it has a material conflict, is unsigned, omits the cost proposal, or fails to meet mandatory requirements.

BCPS-2026-27-GW-01 | Page 7

Criterion What BCPS Will Consider Points

Understanding and technical approach

Clarity, feasibility, rigor, grant lifecycle, quality controls, and alignment to scope

Relevant experience and demonstrated results

Comparable grants, K-12 or youth-serving experience, evidence of quality and successful awards

Team qualifications and capacity Assigned personnel, availability, workload capacity, and ability to meet deadlines

Project management and collaboration

Workflow, communication, risk management, responsiveness, and coordination with District teams

Equity and community alignment Asset-based writing, cultural responsiveness, and alignment to student and family priorities

Cost and overall value Reasonableness, transparency, cost efficiency, included volume, and value-added services

Maximum score: 100 points.

For cost scoring, BCPS may consider total evaluated cost, included service volume, hourly and unit rates, renewal pricing, and overall value. The lowest cost will not automatically receive the award.

15. District Rights and General Conditions

● Accept or reject any or all proposals, in whole or in part.

● Waive minor informalities or irregularities when permitted.

● Amend, cancel, postpone, or reissue this RFP.

● Request clarifications, additional information, interviews, presentations, or best-and-final offers.

● Investigate qualifications, references, past performance, financial responsibility, and any information relevant to the respondent's ability to perform.

● Negotiate scope, deliverables, schedule, staffing, price, and contract terms with the highest-ranked respondent; if an agreement is not reached, discontinue negotiations and proceed to the next-ranked respondent.

● Award all, part, or none of the services described in this RFP.

● Select the proposal determined to be in the best interest of BCPS, rather than the lowest-priced proposal.

All costs of preparing and submitting a proposal are the respondent's responsibility. Submission of a proposal does not create a contract or obligation. The successful respondent may not begin work until a written agreement is fully executed and all required approvals are complete.

The final agreement will include appropriate terms regarding confidentiality, data security, insurance, indemnification, termination, records, compliance with law, nondiscrimination, and other District requirements. BCPS may require a familial relationship disclosure, Iran Economic Sanctions Act certification, conflict-of-interest disclosure, W-9, evidence of insurance, and other current procurement forms.

16. Confidentiality, Data Use, and Accuracy

● Use District information only for authorized work under the contract.

● Protect confidential, proprietary, student, personnel, financial, and partner information.

BCPS-2026-27-GW-01 | Page 8

● Do not place protected information into unapproved systems or generative artificial intelligence tools.

● Use only District-approved data, claims, partnerships, outcomes, and commitments in external applications.

● Promptly notify BCPS of any suspected privacy, security, accuracy, or compliance concern.

● Return or securely destroy District information at the conclusion of the engagement, as directed.

17. Ownership and Use of Work Product

Upon payment, BCPS will own final grant narratives, budgets, templates, research matrices, calendars, and other deliverables created specifically for the District, subject to any pre-existing tools or materials clearly identified in the proposal and addressed in the final agreement. The contractor may not publicly identify

BCPS, disclose proposal content, or use District work as a sample without prior written permission.

BCPS-2026-27-GW-01 | Page 9

Appendix A - Proposal Submission Checklist

● ☐ Signed cover letter

● ☐ Executive summary

● ☐ Understanding and approach

● ☐ Work plan and service model

● ☐ Relevant experience and results

● ☐ Team qualifications, capacity, resumes, and subcontractors

● ☐ Equity and community alignment response

● ☐ Three references

● ☐ Two relevant work samples

● ☐ Separate cost proposal

● ☐ Assumptions, exceptions, and requested contract changes

● ☐ Acknowledgment of all addenda

● ☐ Required certifications and authorized signature

Appendix B - Cost Proposal Form

Service or Cost Element Pricing Basis Proposed Cost

Initial discovery and readiness assessment Fixed fee

Funding scan and 12-month grant calendar Fixed fee

Monthly retainer Per month

Included letters/concept papers Quantity included

Additional letter/concept paper Each

Included full applications Quantity included

Additional full application Each

Senior grant writer Hourly rate

Other staff role: __________ Hourly rate

Optional grant reporting support Describe/unit

Travel or reimbursable expenses Not-to-exceed

Total evaluated cost - initial term Total

Optional renewal year 1 Total

Optional renewal year 2 Total

Attach a brief narrative identifying all pricing assumptions, exclusions, included service limits, reimbursable expenses, and optional services.

BCPS-2026-27-GW-01 | Page 10

Appendix C - Reference Form

Reference 1

Field Response

Organization

Contact name and title

Email and phone

Dates of service

Scope and respondent's role

Grant types and results

Reference 2

Field Response

Organization

Contact name and title

Email and phone

Dates of service

BCPS-2026-27-GW-01 | Page 11

Reference 3

Field Response

Organization

Contact name and title

Email and phone

Dates of service

Appendix D - Respondent Certification and Signature

The undersigned certifies that the information in this proposal is true and complete; the respondent is authorized to submit the proposal; the pricing is valid for at least 90 days after the proposal deadline; the respondent has disclosed all known conflicts, exceptions, subcontractors, and material assumptions; and the respondent agrees to comply with the RFP requirements unless a specific exception is clearly stated in the proposal.

Field Response

Legal name of respondent

Authorized representative

Title

Signature

Date

Email

Phone

District review note: Before public release, BCPS should confirm the RFP number, dates, Board calendar, procurement contact, current required disclosure forms, insurance requirements, and any budget ceiling.

BCPS-2026-27-GW-01 | Page 12

Appendix D - Respondent Certification and Signature