Grant Writing Services

The vendor is required to provide grant writing services for include:
1. Grant funding needs assessment and strategy
•    Participate in an initial introductory and all hand meeting with city executives and staff, and annually thereafter, to develop an overall strategy for identifying and securing grant funding.
•    Meet with city staff on a quarterly basis to identify grant funding needs and priorities and discuss current and potential grant opportunities.
2. Grant monitoring and research
•    Identify appropriate grantors and grant programs including, but not limited to, federal, state, and regional government organizations and private foundations and businesses to support the city's funding needs and priorities.
•    Research and analyze potential funding opportunities to determine its suitability to the city's needs and project eligibility requirements.
•    Based on grant funding research, recommend grantors and grant programs to which the city should submit applications.
•    Inform staff of the details of identified grants and provide key information including funding program name and agency, available funding, key dates and deadlines, funding type (grant, loan or incentive), required match, and cost share required.
3. Grant writing
•    The consultant shall write and apply for all grants approved by city staff.
•    Prepare a strategic work plan for each grant application including key dates, responsibilities of consultant and staff for producing grant application content, key tasks, and specific deliverables.
•    Provide grant proposal writing services associated with the completion of grant applications on behalf of the city, including the preparation of letters of intent, funding abstracts, production and submittal of applications.
•    Ensure that all required components of each proposal are included in submission; ensuring adherence to grant evaluation criteria, and ensuring each entire grant package is timely and correctly prepared in accordance with the requirements and restrictions of its respective funder's portal and technical submission requirements.
•    Work with designated city staff to edit grant applications for consistency of messaging, ensuring integration of grant requirements and succinctness prior to city final review and submittal to funder.
•    Forganize facts, data, statistics and narrative collected and written as a part of assigned projects, developing tabular or graphic data displays as appropriate, and make those items available to the city for future use.
4. Grant management and administration
•    Prepare a schedule for the submission of required documents, including project milestones, progress and final reports and invoices to funding agencies, including key dates and responsibilities of consultant and staff for producing drafts and final deliverables.
•    Ensure that all reporting components of the awarded grant are correctly prepared and submitted to meet the deadlines in accordance with funding agency requirements.
•    Work with designated staff on all grant compliance components including all standard environmental, procurement, and compliance regulations, and also provide guidance on grant eligible costs and advise staff of analysis and strategic actions to fully utilize existing grant money and ensuring 100% compliance.
•    Review status and progress of grant with city staff on a monthly basis and with funding agencies as needed.
•    Ensure project and grant reporting are "audit ready" upon completion by developing and maintaining an audit file with all documentation, including, but not limited to: all compliance documents, financial documents, reports, reimbursement requests, and any other documentation relevant to the project's grant funding.
5. Ongoing communication
•    Communicate with designated city staff regarding the work undertaken and upcoming grant opportunities.
•    Submit monthly reports to the city summarizing the amount of time expended and describe activities undertaken during the previous month.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: October 16, 2025