344_State+Contract+Summary-+Update+05-07-2024.docx

ND STATE CONTRACT INFORMATION

CONTRACT INTRODUCTION

This contract is a vendor services for grant writing services.

CONTRACTOR INFORMATION

Check the State contract website for the contractor and contract administrator information.

COOPERATIVE PURCHASING

The contract resulting from this solicitation is a cooperative purchasing contract established pursuant to North Dakota Century Code (NDCC) sections 54-44.4-13. The contract is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C. chapter 39-04.2, and the International Peace Garden. Participation by other governmental entities is not mandated or guaranteed; therefore, the estimated volume of this contract is not known.

STEPS TO USE THIS CONTRACT

Step 1: Verify your needs match the services offered Step 2: Complete the Task Order Request Form by detailing what work needs to be completed along with other information that will help the vendors develop their response Step 3: Evaluate the response or responses if issued to multiple vendors Step 4: Notice of Award and Protest Period Step 5: Execute

Step 1: Verify Services Below are the services offered by the vendors within this pool:

1. Preplanning and development strategy for the grant proposal response. The strategy includes, but is not limited to:

a. Identifying the objectives of the grant including, but not limited to:

i. Reviewing the grant application guidelines with the Participating Entity.

ii. Determining whether it is a new grant, what the grant intends to achieve or support, and finding out who the grant is available to.

iii. Discussion of issues and participation in meetings to advise on the project and grant application development.

iv. Preparing a list of issues and concerns in relation to the specific grant application to be resolved.

v. Determining how much funding is available for the grant and whether it is a one-time or ongoing grant opportunity.

vi. Whether the Participating Entity has the staff to support the grant and what ongoing maintenance is necessary for the grant.

vii. Requesting any information from the Participating Entity regarding any items requiring action.

viii. Provision of consultation, planning, and strategizing with the Participating Entity throughout the grant process.

ix. Assistance with data gathering, grant application preparation, signature retrieval, and scheduling.

x. Working closely with the Participating Entity regarding components to include in the grant application.

xi. Structuring workflow and executing a work plan for the grant application.

xii. Collaboration with Participating Entity to obtain signatures, data, forms, etc.

xiii. Locating, identifying, researching, collecting, and analyzing data as set forth in the grant application guidelines. Then providing the research to Participating Entity for review.

xiv. Developing language for both the grant application narratives and data including, if necessary, charts, tables, and diagrams to illustrate data.

xv. Preparing supplemental documents required for grant application completion.

xvi. Preparing grant application with all required documents including budget considerations and Participating Entity requirements.

b. Determining the goals the Participating Entity plans to achieve through the grant including, but not limited to:

i. The measurable means by which the Participating Entity determines the grant opportunity a success.

c. Development of a vision for the grant including, but not limited to:

i. Determining how the Participating Entity sees the process working.

ii. Deciding what processes or requirements are necessary for each phase of the grant opportunity.

iii. Determining who will implement each part of the process.

iv. Deciding whether reports, site visits, close-out requirements, etc. are necessary.

v. Establishing who will be responsible for communication.

vi. Identifying any necessary forms required.

d. Identifying timelines for the grant including, but not limited to:

i. Provide a clear process, develop timelines and a schedule to be followed to ensure timely submission of the application.

ii. Whether there are any performance periods are required.

iii. The dates it will be posted and closed for applications. Time-specific requirements for claims or reporting.

iv. Following grant guidelines precisely, as outlined in the NOFO or grant opportunity notice, and ensure the final approved grant application package is complete and ready for the Authorized Organizational Representative (AOR) to submit prior to the deadline for receipt of grant applications..

e. Establishing ways for monitoring including, but not limited to:

i. What monitoring requirements are necessary for the Participating Entity to account for in the grant proposal response including, but not limited to: desk audits, site visits, or status reports.

ii. Identifying the audit requirements necessary for the Participating Entity for the grant.

iii. Identifying all of the statutes or rules that will apply to the grant.

iv. Performing a risk evaluation for the grant.

v. Development of an ongoing plan for monitoring requirements including whether claims will be required to be filed at specific intervals and what happens if status reports, or claims are not completed on time.

f. Identifying the details around the funding available including, but not limited to:

i. Approval by the management team.

ii. Any applicable sources.

iii. What the allowable uses are for the funding available.

g. Providing recommendations regarding various aspects of Participating Entity grant acquisition program to help improve the process.

2. Planning and development of a communication plan for the grant including, but not limited to:

a. Establishing a communication strategy with each Participating Entity’s Grant Manager.

b. Training for the field; specifically, how the program team trains grantees on applications, reporting, claiming funds, and program specific requirements.

c. Updates, articles for newsletters or other mediums for public notification, video tutorials.

3. Grant setup and form building including, but not limited to:

a. Grant opportunity details including disclosure of all requirements, allowability, review process, and scoring rubrics.

b. Forms required by determining the assigned project managers in a number adequate to provide coordinated, responsive, and efficient service throughout the life of the task order request.

c. Project managers will meet periodically, as requested, for ongoing grant writing services.

d. Development and setup of a non-searchable grant website for grant applications.

e. Login access to Grants.gov prior to being selected for any work under this contract will be required for NDDOT grant applications. Access may be acquired after contract award.

4. Grant application process. A typical grant application process will follow the schedule below:

a. The timeline to write the grant application will depend upon the deadline dates contained in the NOFO or notice of grant funding opportunity.

b. Due to the narrow window of time between the release of information for the grant application and due date for submission of proposals, the contractor will be required to guarantee completion of the proposal set by the Participating Entity.

c. All narrative drafts must be provided electronically in WORD format.

d. Draft grant applications will be due back to the Participating Entity for review no later than three (3) weeks before deadline for submission to the grant issuing entity.

e. Upon receipt of the draft grant application, Participating Entities will provide comments back to the contractor within one (1) week. The intent is to keep working while the Participating Entity reviews the working-draft and incorporate the comments into the final draft.

f. Contractor will make corrections/changes to the draft grant application per Participating Entity request.

g. Contractor will complete the writing of the final grant application and submit to Participating Entity five (5) days or more before the deadline for submission.

h. Prepare the submittal package (grant application, forms, and other supporting materials) and instructions for the respective Participating Entity to submit the grant application.

i. Often times, the grant submittal process is done through federal systems such as Grants.gov and must be done by an Authorized Organizational Representative (AOR) that has the credentials in place far in advance of application submittal.

j. If a post award debrief is arranged by the Participating Entity with USDOT or other grant issuing entity, the Contractor will be available for attendance and participation. (Whether or not the submitted application received funding.)

Step 2: Task Order Process When an entity requires grant writing services, they will prepare a Task Order Request describing the work needed. The Task Order is available by clicking on the icon below and as a template that can be downloaded from the Contract 344 web page.

Step 3: Evaluation of Vendor Responses When completing the Task Order process, you must identify the evaluation criteria that will be used to evaluate the vendor response. A scoring work sheet is available to assist with vendor response evaluations, and must be sent to the vendors with the Task Order. An evaluation worksheet is available by clicking on the icon below and as a template that can be downloaded from the Contract 344 web page.

Step 4: Approval Process/Award Notice After selecting the most advantageous response, you will send out a notice of award to all vendors that responded to the Task Order Request. An award notice letter is available by clicking on the icon below and as a template that can be downloaded from the Contract 038 web page.

Step 5: Execution After the protest period has passed with no responses (contact the State Procurement Office if you do receive a protest of the award), the contracts can be signed by the board or commission and the vendor and sent to the State Procurement Office.

Changes - Amendments An amendment will be used to manage changes during the life of an executed participating addendum. An amendment must be in writing to document the change. The change will be reviewed and, if acceptable to the board or commission, the vendor will submit an estimate of the cost charges and any anticipated changes in the delivery schedule that will result from the proposed change in the scope of work. An amendment must be approved and signed by all parties prior to implementation of the change. A sample amendment is available by clicking on the icon below and as a template that can be downloaded from the Contract 038 web page.

VENDOR POOL

VENDOR PRICING INFORMATION

HDR Pricing

SRF Pricing

WSB Pricing These rates are effective for the life of the 2025 executed contract.

2025 Cost Table

PURCHASING CARDS

STATE may make a payment using a government credit card. CONTRACTOR will accept a government credit card without passing the processing fees for the government credit card back to STATE.

TAXES

The STATE is not responsible for and will not pay itemized local, state, or federal taxes. Purchases of tangible personal property made by a state government agency is exempt from sales tax. The state sales tax exemption number is E-2001, and certificates will be furnished upon requested by the purchasing agency. The contractor must provide a valid Vendor Tax Identification Number as a provision of the contract.

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Vendor Response Evaluation Worksheet.docx

VENDOR RESPONSE EVALUATION WORKSHEET

INSTRUCTIONS: REVISE EVALUATION CRITERIA AND POINTS TO MATCH #10 OF THE PARTICIPATING ADDENDUM

DELETE ALL INSTRUCTIONS BEFORE PRINTING.

THE EVALUATION SUMMARY MUST BE SENT ALONG WITH THE PARTICIPATING ADDENDUM SO VENDORS HAVE THE SAME INFORMATION THAT WILL BE USED TO SCORE THEIR RESPONSES

INSTRUCTIONS FOR EVALUATORS

When preparing a participating addendum, the association must develop evaluation criteria that will be used to evaluate the vendor responses. Assign each evaluation criterion, including cost, a specific number of points totaling 100. The questions under each evaluated area help you measure the quality of the offeror’s response. All items in blue can be edited to meet association needs. Do not assign points to individual questions; instead, award a total score for each evaluation criterion.

RATING SCALE FOR ASSESSING VENDOR RESPONSES

Rating scales are intended to establish guidelines for awarding points within an evaluation criterion. You may assign any value for a given criteria from 0 to the maximum number of points. A zero value typically constitutes no response or an inability of the vendor to meet the criterion. In contrast, the maximum value should constitute a high standard of meeting the criterion.

If a specific criterion would only yield a yes or no response (e.g., offeror can submit an electronic report in required format by noon Friday), the evaluator should award either the maximum points or a zero. For Example: “Vendor Solution” is an evaluation criteria receiving a weighting of 30% of the total possible points. The rating scale would be:

* Be sure the evaluation criteria and associated point values on the evaluation worksheet correspond with item 10 of the Participating Addendum Request

Rating Scale (30 POINT Maximum)

Point Value

Explanation

0-5

None. Not addressed or no applicability.

5-10

Poor. Minimal applicability.

11-15

Fair. Limited applicability

16-20

Good. Some applicability

21-25

Very Good. Substantial applicability

25-30

Excellent. Total applicability

ASSISTANCE

Contact the State Procurement Office at 701-328-2773 for assistance in developing evaluation criteria and evaluating proposals.

AWARD NOTICE

After selecting the most advantageous proposal, send out a notice of award to all vendors that responded to the Participating Addendum. Association and vendor must wait for seven (7) days before executing the Participating Addendum

State Contract 344 Grant Writer Services Pool

Proposal Evaluation Worksheet

Association Name:

Evaluator Name:

Date:

Vendor:

Technical Evaluation Criteria

Maximum Possible Points

Score of Vendor Proposal

Comments on Vendor Proposal

1. Vendor Solution

Consider:

What is the quality of the proposed solution?

How well does the proposed solution meet the requirements stated in the scope of work?

2. Qualifications and Availability of Vendor Staff

Consider:

What is the availability of vendor staff?

What are the qualifications of the vendor staff based upon vendor staff resumes and reference checks?

Cost Evaluation

Price of Lowest Cost Proposal

Price of Proposal Being Rated X Points Assigned to Cost = Awarded Points

3. Cost

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Notice of Grant Writing Services Award.docx

NOTICE OF GRANT WRITING SERVICES POOL AWARD

INSTRUCTIONS: REVISE OR DELETE AS NEEDED.

AFTER SELECTING THE MOST ADVANTAGEOUS SOLUTION, SEND THIS NOTICE TO ALL VENDORS THAT RESPONDEED TO THE PARTICIPATING ADDENDUM REQUEST.

THIS NOTICE CAN BE MAILED, FAXED, OR E-MAILED TO VENDORS.

DELETE ALL INSTRUCTIONS BEFORE PRINTING.

STATE OF NORTH DAKOTA

ASSOCIATION NAME

ADDRESS

CITY, STATE, ZIP

TELEPHONE NUMBER

DATE

NOTICE OF AWARD

A Participating Addendum Request was issued by the ASSOCIATION on DATE REQUEST WAS ISSUED.

The following vendors submitted proposals in response to the request:

· LIST NAMES OF VENDORS THAT SUBMITTED PROPOSALS

The proposals were evaluated to select the most advantageous proposal. We announce our intent to award a contract to:

· NAME OF SUCCESSFUL VENDOR.

The successful vendor is instructed not to begin work, purchase materials, or enter into subcontracts relating to the project until the Vendor, ASSOCIATION, and the State Procurement Office sign the Participating Addendum.

An interested party may protest this Notice of Award by submitting a written protest to the State Procurement Office within seven (7) calendar days after the date of this notice.

STATE PROCUREMENT OFFICE

14TH Floor Capitol Tower

600 E. Boulevard Ave Dept. 012

Bismarck, ND 58505-0310

On behalf of ASSOCIATION, thank you for your efforts in preparing a response to the Participating Addendum request. We appreciate your interest in doing business with the State of North Dakota.

If you have any questions, please feel free to contact me.

Sincerely, NAME

PHONE: INSERT

FAX: INSERT

E-MAIL: INSERT

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Change Order Form.docx

CONTRACT #344 - GRANT WRITING SERVICES POOL

Grant Name:

Date of Request:

Task Order Number:

Change Order Number:

Requested By:

Request Description:

Reasons/Goals for Change:

Recommendations: (Include recommendations by the party that is bringing the change request forward. There is a potential for multiple recommendations for solutions based on analysis.)

Impacts on Cost, Scope, Schedule, Quality: (For each recommendation, a narrative of the impacts to CSSQ should be included.)

Solution: (Define the most appropriate solution to attain the desired objective. This is determined by the approving authority.)

Approval Signature(s) and Date(s). The grant manager will identify the appropriate approval body and forward for final approval.

Signature:

Date:

Signature:

Date:

Signature:

Date:

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Task Order Request Form.docx

TASK ORDER REQUEST FORM INSTRUCTIONS

CONTRACT #344 - GRANT WRITING SERVICES POOL

Instructions

Complete the Participating Entity contact information at the top of the form.

· Suggested format for Task Order Request Number is Participating Entity department # - two-digit year – two-digit sequence number for the task order, for example 112-05-01.

· Issue date is the date you are sending the Task Order Request to the contractor(s).

· Participating Entity contact is who the contractor(s) will respond with their project offers.

1. Scope of Work – Include information that tells the contractor what is to be done including the desired outcome. Be as specific and comprehensive as possible. Do not assume the contractor will know something or do something if you do not include it in the Scope of Work. You may choose to attach the Statement of Work as an attachment.

1. Agreement Type – Specify if this Task Order is to be based on time or fixed bid. For projects where the vendor is totally responsible for providing a final product, it is recommended that the agreement type be fixed bid with clearly defined deliverables (see #5). Time and materials may be a suitable option when a Participating Entity bears primary responsibility for project deliverables, but has a need to augment staff in order to complete the project.

1. Project Start Date – Specify the date when work is to start. Consider the time you are allowing for contractors to return their project offers in response to the task order request when setting the project start date.

1. Project End Date – Specify the date when the project as defined in scope of work (#1) is to be completed.

1. Schedule of Deliverables – The product(s) of the contract must be clearly identified as the contract deliverables and/or milestones and should include the dates such products are to be delivered or completed. The deliverables provide the means and tools to determine the stages of the contract and contract status.

Examples of deliverables:

· A work plan outlining the tasks

· Corrective action plans.

· Documentation of communications.

· Final project assessment reports

1. Participating Entity Grant Manager – Identify the person from your agency who will act as grant manager for this project. This person will be the primary contact and liaison between your Participating Entity and the contractor.

1. Time and Status Reporting – Select all applicable reporting and accountability options. Add additional reporting requirements and detail as necessary.

1. Contractor Project Proposal Due Date – Indicate the date that vendors must have a project proposal returned to your Participating Entity in response to this task order request. The STATE has agreed to provide no less than five (5) business days for vendors to respond to a task order request, although you may allow more time. Consider the size and complexity of your project and allow adequate time for contractors to provide good project proposal responses.

1. Evaluation Criteria (for Competitive Task Orders) – When preparing a Competitive Task Order, the Participating Entity must identify the evaluation criteria that will be used to evaluate the contractor project proposals. Fill in the appropriate points assigned for the technical evaluation and the points assigned to cost evaluation. The point values must add up to 100.

Options for Issuing Task Orders

Participating Entities will have two options for issuing task orders:

a. Direct Assignment - A Participating Entity may issue a task order request directly to any of the awarded contractors in the pool.

1. Competitive - A Participating Entity may elect to conduct a competitive process by requesting project proposals from two or more contractors. The Participating Entity will select the contractor project proposal that best meets the SOW requirements based upon the selection criteria stated in the task order request.

Contractor Project Proposal Requirements

The Task Order will specify a proposal due date for the contractor to respond to non-emergent requests. This time frame will be no less than five (5) business days, but it may be more at the Participating Entity’s discretion. The contractor must respond to the Participating Entity that issued the Task Order Request, either affirming or denying its ability to provide the personnel in the required project time frame. During this response period, if necessary, the contractor may seek clarifications of the work involved.

If the contractor is unable to provide the personnel requested, it must state the reason in the appropriate section on the Task Order Request form, sign and return the form to the requesting Participating Entity by the proposal due date. If the contractor is capable of fulfilling the task order, it will complete and attach a “Project Proposal” to the Task Order Request form, sign and return the form to the requesting Participating Entity by the proposal due date.

Evaluation of Contractor Project Proposals

The Participating Entity will evaluate the contractor project proposal to ensure that the proposal meets the requirements stated in the Task Order and that the staff proposed have the proper qualifications. The Participating Entity may require interviews with proposed contractor staff prior to accepting the contractor staff.

For competitive task order requests, the Participating Entity will evaluate each contractor project proposal based on the evaluation criteria stated in the task order request and select the proposal that best meets the requirements stated in the task order request.

Execution

8. When your Participating Entity has received an acceptable project offer from a contractor, the project offer is to be attached to the task order request form.

8. Fill in the agreed upon contractual amount.

8. Both parties must sign and date using the signature blocks in the Execution section of the task order form.

TASK ORDER REQUEST FORM

CONTRACT #344 - GRANT WRITING SERVICES POOL

PARTICIPATING ENTITY NAME

TASK ORDER REQUEST NUMBER

ISSUE DATE

PARTICIPATING ENTITY CONTACT

E-MAIL ADDRESS

TELEPHONE NUMBER

FAX NUMBER

ADDRESS

CITY

STATE

ZIP

In accordance with the terms and conditions of the State Term Contract #307 Grant Writing Services Pool master agreement between State and Contractor, this Task Order Request authorizes delivery of the Deliverables described in accordance with the Scope of Work, Schedule, and Terms specified below.

1. Scope of Work (attach extra sheets if necessary)

a. Description of Services:

b. Budget Available (if applicable):

2. Staffing Requirement

Job Class/Skill Set:

Number of Staff

3. Agreement Type:

|_|Hourly |_|Fixed Bid Project

4. Grant Start Date:

5. Grant End Date:

6. Schedule of Deliverables:

Deliverable:

Start Date:

Completion Date:

a.

b.

c.

d.

e.

7. Location of Work:

8. Participating Entity Grant Manager:

9. Time and Status Reporting Systems to be utilized by the Contractor (Mark all that apply):

|_|Daily Accountability |_|Weekly Status Reports |_|Monthly Reports |_| Other (Describe below)

10. Contractor Grant Proposal Due Date:

11. Evaluation Criteria (For Competitive Task Orders) The criteria below will be used to select the most advantageous proposal.

Points

(100 total)

Contractor Grant Proposal Solution

Qualifications and Availability of Contractor Staff

Cost

Contractor Grant Proposal: Contractor shall attach its proposal to this Task Order Request when responding. The Contractor Grant Proposal will include, at a minimum, the following items:

1. Contractor Grant Proposal – Contractors must describe their strategy for accomplishing the work. Provide customer references for similar grants successfully awarded, if available.

2. Qualifications and Availability of Contractor Staff –Provide the names and availability of staff who will work on the project. Provide the following documentation with the first task order for a Participating Entity. Provide updated documentation for subsequent task orders, if requested:

a. Resume(s) for Contractor staff.

b. Reference checks for Contractor staff. Include the results of two reference checks that the Contractor has performed on the proposed individual, including the names and telephone numbers of the references. At least one reference must be from a previous employer or from a customer for which the Contractor staff performed similar contract services.

c. Background checks for Contractor staff, if requested by issuing Participating Entity.

3. Cost

a. Hourly – Propose a Service Rate per hour for each proposed Contractor staff. If the Project dates span more than one year of the Contract term, provide rates for each effective year. Service rates may not exceed the rates originally proposed in response to this RFP; however, the rates may be less.

b. Fixed Bid Proposals - Provide a fixed price to accomplish the Statement of Work.

Execution: The parties through their authorized agents have executed this Task Order Request and attached Contractor Grant Proposal under terms of the Grant Management Services Consultant Contract Pool master agreement, subject to amendments in this Task Order, for the project price and on the dates set out below.

The total dollar contractual amount specified below for this Task Order and attached Grant Proposal shall not be exceeded unless a written Change Order is appended to this Task Order, duly executed by the authorized representative of both parties.

Total Dollar Contractual Amount:

SIGNATURE:

PRINTED NAME:

TITLE:

DATE:

SIGNATURE:

PRINTED NAME:

TITLE:

DATE:

STATE OF NORTH DAKOTA – Participating Entity CONTRACTOR

If contractor is unable to bid this task order, please return the task order to requesting Participating Entity and provide the reason.

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