Beth Goldowitz, who’s been managing nonprofit organizations for the previous 20 years, says that when “managed appropriately, grants can maintain organizations afloat. They’re secure and predictable, a income stream that the group can rely on throughout a contract.”
However are you aware how lengthy it takes to put in writing a single grant software?
Over 30 hours, and contemplating that grant writers often receives a commission between $25 and $100 per hour, relying on their expertise, it’s a big price. That’s why it’s so necessary for nonprofits to determine which grants to select.
Your group could make it a lot simpler for candidates to evaluate in the event that they’re the suitable match on your undertaking. All of it comes right down to getting your RFP for grants proper, together with including the suitable sections and asking the suitable questions.
Earlier than I dive deeper into the topic, let’s reply the query: what’s an RFP for grants?
The Challenges of Writing an RFP for Grants
The Anatomy of an RFP for Grants
The best way to Write an RFP for Grants
Finest Practices for Writing an RFP for Grants
What’s an RFP for grants?
An RFP for grants, or Request for Proposals, is a doc issued by grantors equivalent to foundations and authorities businesses encouraging nonprofit organizations to submit proposals for funding.
Basically, RFPs provide nonprofits an alternative to safe funding for varied initiatives, no matter whether or not they relate to schooling, healthcare, or environmental causes.
Every RFP is tailor-made to attain a selected purpose, so submitted proposals have to be in step with the aims outlined within the RFP.
The Challenges of Writing an RFP for Grants
I’ve spoken to a couple folks working at nonprofits to seek out out what challenges they got here throughout, both whereas creating their very own RFPs or getting ready RFP proposals. Listed below are the commonest obstacles.
Lack of Adequate Data In regards to the Procurement Course of
The standard of your procurement course of will affect the standard of the purposes you obtain. If you happen to don’t share sufficient details about it, just like the timeline, finances, choice standards, and so on., then two issues may occur:
- You’ll obtain purposes that aren’t the suitable match for the undertaking.
- Lots of candidates who’re the suitable match received’t participate within the course of as they’ll really feel discouraged by the dearth of readability.
The extra detailed and logical your procurement course of is, the upper the probabilities of receiving high-quality proposals.
RFP Grants Failing to Talk the Imaginative and prescient Clearly
That is an RFP grant problem that has come up essentially the most steadily.
Gauri Manglik, CEO and co-founder of Instrumentl, says that “many organizations wrestle to articulate what particular points they’re attempting to handle and the way the grant they provide will drive affect.”
What typically occurs is that RFP grant writers take a scattered method as an alternative of getting a cohesive strategic framework. Consequently, it’s exhausting for founders who give out grants to judge the proposal’s function and potential.
Manglik provides that “the best RFPs have a sharply outlined focus outlining the objectives, goal inhabitants, and principle of change for proposed actions.”
Not Understanding the Authorized Implications of the Grant
Grants typically include phrases and circumstances that have to be adopted to remain compliant. Failing to take action may lead to penalties and even in grants being revoked.
These phrases and circumstances must be clear and straightforward to grasp to reduce the chance of breaching them.
Jonathan Feniak, common counsel at LLC Lawyer, says, “When writing RFP grant proposals, it’s essential to grasp the authorized implications of the grant and issue any liabilities into your plan.
If any IP is developed with grant funding, you could specify possession rights to keep away from potential conflicts with donors later.”
Feniak additionally notes that proposals ought to clearly define your expectations, and you could agree on whether or not the charity or the investor owns its rights.
“Typically, it’s greatest to seek the advice of your authorized workforce all through the RFP writing course of to handle the dangers and clearly define IP possession,” provides Feniak.
Guaranteeing readability and specificity within the language used.
It’s important to make use of a language that’s not solely clear but additionally particular so it’s simpler for potential bidders to grasp what’s anticipated of them. This is applicable to the necessities, aims, and expectations of the undertaking.
Kimberly Wall, co-founder of BibleKeeper, says, “The problem lies in articulating the undertaking’s objectives, aims, and anticipated outcomes clearly utilizing phrases that aren’t actually overwhelming the potential candidates with pointless particulars.”
Utilizing the suitable language will remove confusion amongst nonprofits and make it possible for their proposals precisely correspond to the wants of the RFP issuer.
The Anatomy of an RFP for Grants
RFPs for grants are available two varieties: concise, quick tables, the place data is stuffed out in bullet factors, and longer ones, which cowl every part intimately.
The previous goals to offer a high-level overview, whereas the latter is the place candidates take a deep dive into their proposal.
So, there isn’t such a factor as an “very best” size for an RFP. All these paperwork can take up a number of pages and often operate as downloadable PDFs.
If you happen to’re questioning what parts grantors ought to embrace, then right here’s an RFP construction we suggest at HubSpot.
RFP: [Project Name]
Proposal Due By: [Date]
[Organization Name]
Along with the title, this part may additionally function a brief overview of your mission. Don’t embrace an extended historical past of your group. As an alternative, use this area to supply a little bit of context on what it does and its goal market.
Mission Overview
A short introduction to the undertaking itself to let nonprofits know straight away if it’s one thing value bidding on — now not than 1-2 paragraphs.
Mission Targets
This part identifies what you hope to perform by means of assigning funds to related organizations. Specify what you’ll see as a “win” so everyone seems to be on the identical web page.
Scope of Work
An outline of the undertaking and a scope of labor — both detailed, if it’s an extended RFP, or bullet factors if it’s quick.
Present Roadblocks and Limitations to Success
On this part, point out any potential constraints that might both disqualify sure candidates or improve the operational complexity of assembly objectives.
Analysis Metrics and Standards
Right here, you define the way you’re going to decide on grantees. There are completely different approaches — some firms use easy “sure” or “no” evaluations to verify if a proposal meets the undertaking aims.
Different organizations use percentages to attain extra necessary standards greater than others.
Submission Necessities
Precise tips bidders should adhere to.
Mission Due By
If there’s a particular undertaking supply date, point out it within the RFP. It will allow you to filter out candidates who can’t assure finishing it inside the required timeline.
Finances
Right here, you must embrace the goal finances. Specify if this finances can be distributed amongst a number of organizations or assigned to a single grantee.
Basic Circumstances of Contract
This might embrace data like:
- Applicant’s authorized standing.
- Your stance on subcontracting.
- Indemnification, insurance coverage, and liabilities.
Some templates additionally recommend asking questions that you just anticipate bidders to reply — these can function a solution to additional verify their alignment along with your mission.
The best way to Write an RFP for Grants
So, now that what goes into an RFP, let’s discover ways to write them. Beneath, I’ll describe the steps you must take when tackling this paperwork.
In every part, I’ll work by means of the steps, as I construct a mock RFP for sustainability nonprofits.
My pattern group, Earthly Companions, is seeking to fund sustainability tasks based mostly within the Southwestern United States. Let’s get began.
1. Determine the aims.
On this step, I need to record all the important thing data, like objectives, timeline, finances, and applicant profile.
As you collect these, you’ll probably come throughout some informational gaps or issues that require professional data, like authorized issues and grantor/grantee obligations.
This is a vital preliminary stage, which ought to finish with a whole record of data you’ll want to judge bidders.
Testing It Out
So, what does my group, Earthly Companions, need to accomplish? We need to give attention to combating local weather change within the South West, notably by means of drought reduction and group advocacy.
We’re capable of present grants of as much as $50,000 to every nonprofit.
2. Write an introduction.
Now, I need to present a little bit of details about the group and the world we give attention to. I may embrace my group’s values, present challenges, and the issues we want to handle.
Testing It Out
Right here is an instance of an intro to Earthly Companions’ RFP. Right here, we spotlight the mission that we give attention to and just a little bit about our mock group’s historical past.
Earthly Companions is happy to announce the supply of grant funding to assist tasks that align with our mission of environmental conservation and advocacy.
Established in 2010, Earthly Companions has been devoted to selling eco-friendly practices, water conservation, and group empowerment.
We acknowledge the significance of fostering progressive options and collaborations inside our group, and thru this grant alternative, we goal to assist tasks that show creativity, sustainability, and vital affect.
We’re most concerned about tasks centered on group advocacy for local weather insurance policies and drought reduction.
3. Present a undertaking description.
This part ought to function a high-level overview. Potential candidates will have a look at it to rapidly assess whether or not they can suggest a related undertaking inside the required timeline and out there finances.
Testing It Out
Right here’s my undertaking description for my mock sustainability nonprofit:
Grant Goal: The aim of this Request for Proposals (RFP) is to solicit proposals for tasks that handle environmental conservation, local weather change mitigation, or sustainable growth.
We search proposals that supply progressive approaches, foster group engagement, and contribute to the long-term sustainability and resilience of ecosystems and communities.
Grant Particulars:
- Complete Funding Obtainable: $50,000
- Grant Period: 12 months
- Grant Quantity: Grants might vary from $2,500 to $10,000
- Eligibility: Nonprofit organizations and group teams working inside the Better Metropolitan Space are eligible to use.
- Software Deadline: July 31, 2024.
4. Record clear necessities.
Right here, I can specify what precisely I must know in regards to the proposal. That features asking the candidates for the undertaking description and the way it will assist fulfill the objectives of your grant.
Testing It Out
Persevering with with the sustainability grant undertaking from above, this part may seem like the next:
Proposal Pointers:
Candidates are invited to submit proposals that handle the next key parts.
- Mission Description: Present an in depth description of the proposed undertaking, together with its aims, actions, goal inhabitants, and anticipated outcomes.
- Mission Influence: Clearly articulate the potential affect of the undertaking on the setting or the area people. Describe how the undertaking will contribute to optimistic change and handle recognized environmental or social wants.
- Innovation and Creativity: Spotlight any progressive approaches or methods proposed to handle the recognized environmental or social problem. We encourage candidates to assume creatively and suggest options that could be exterior conventional approaches.
- Sustainability: Show the undertaking’s sustainability past the grant interval. Describe plans for ongoing funding, partnerships, and stakeholder engagement to make sure the long-term success of the undertaking.
- Roadblocks to Success: Determine potential challenges or roadblocks that the undertaking might face and describe methods to beat them. Take into account elements equivalent to regulatory hurdles, group resistance, funding constraints, or technical limitations.
- Finances and Timeline: Present an in depth finances that outlines how grant funds can be used. Embrace a undertaking timeline with key milestones and deliverables.
5. Embrace a submission deadline.
Right here, I need to name out the deadline for submissions and clarify my most well-liked method of submitting proposals.
Testing It Out
For Earthly Companions, I need to have proposals by the top of July. I name that out, together with my most well-liked submission format, beneath.
Submission Directions:
Please submit your proposal electronically to [email address] no later than July 31, 2024. Proposals must be submitted in PDF format and embrace the group’s title, contact data, and the title of the proposed undertaking within the topic line.
6. Be clear on the analysis elements.
It’s necessary to clarify all the weather your group will take note of whereas evaluating purposes.
Candidates who don’t meet your standards will probably withdraw from submitting their proposal in the event that they don’t see they’re a superb match. This, in flip, will allow you to pre-qualify organizations and shorten the choice course of.
Testing It Out
For Earthly Companions, I need to clarify how we plan to judge candidates and provides an summary of subsequent steps. This enables me to clarify what tasks are more likely to obtain funding and the timeline for these evaluations.
Analysis Course of:
Proposals can be evaluated based mostly on the next standards:
- Alignment with Earthly Companion’s mission and grant aims.
- Readability and feasibility of the undertaking proposal.
- Potential affect and sustainability of the undertaking.
- Innovation and creativity of proposed approaches.
- Finances justification and cost-effectiveness.
Notification:
Candidates can be notified of funding choices by August 31, 2024. Profitable candidates will obtain additional directions concerning grant agreements, reporting necessities, and funding disbursement.
7. Proofread and edit the doc.
I exploit the modifying course of to make it possible for all the required parts are included in my RFP and that the directions are straightforward to observe.
Failing to make use of easy-to-understand language may lead to low-quality submissions. It’s a good suggestion to ask just a few of your colleagues for suggestions to make sure you’ve not missed any necessary particulars.
Finest Practices for Writing an RFP for Grants
Listed below are just a few issues to take into consideration whereas getting ready your RFP.
Dedicate time to deciding on the suitable eligibility and software standards.
That is, arguably, the only most necessary part of your RFP — maybe much more necessary than “finances,” as NGOs will need to rapidly assess their eligibility.
Esther Strauss, co-founder of Step by Step Enterprise, agrees:
“Given the variety of causes we assist, from schooling to environmental conservation, discovering a grant that gives the required funding and in addition aligns with our objectives could be like looking for a needle in a haystack.”
Strauss says that, every time making use of for a grant herself, she must know if her group can genuinely meet the grantor’s necessities whereas staying true to the group’s aims and values.
The necessity to get the applying “proper” may prolong to deciding on the suitable software format or technique. “The stress to get it proper is immense, as these grants can considerably affect our potential to serve our group,” she provides.
So, how are you going to make it simpler for candidates to evaluate in the event that they’re the suitable match and keep away from software errors?
Embrace clear data like:
- Solely bidders who meet a minimum of X out of Y standards can be thought-about.
- Proposals have to be despatched in [FORMAT] by [DEADLINE]. Purposes despatched in by means of different channels is not going to be thought-about.
- Software wants to incorporate a proposed schedule.
- Proposals have to be shorter than [NUMBER] pages. Failure to adjust to this guideline will lead to an automated rejection.
For a real-life instance, you can even have a look at this RFP proposal from the U.N., which retains the requirement descriptions clear and concise.
As you may see, the standard of the proposals and group match lies largely in your palms.
Simplify negotiations by together with key contract phrases.
Earlier, I’ve talked about that many RFP grant writers wrestle with translating authorized necessities within the RFP.
Wayne Tung of Sendero wrote an awesome piece on this topic, encouraging RFP publishers to offer it the identical degree of consideration as necessities and scope.
“Many individuals don’t embrace contract time period necessities, equivalent to authorized and business phrases, in RFPs. This ends in extended negotiations,” and even failed grants, he says.
That includes the primary contract phrases within the RFP reveals respect for each events — you because the undertaking operator and the organizations looking for funding.
Generally, fewer questions are higher.
I spent fairly a while going by means of Reddit threads widespread among the many RFP group, and probably the most attention-grabbing factors I’ve seen was about question-fit.
One Redditor, roger_the_virus, blatantly says grantors ought to keep away from “ineffective questions that received’t present useful solutions. I do my greatest to ensure we’re not asking for a bunch of data we don’t want and received’t do something with.”
That mentioned, in terms of questions, don’t routinely discredit candidates who can’t reply all of them. Supply organizations which have pitched a becoming undertaking and finances the chance to ask follow-up questions.
It will stop them from submitting solutions with low informational worth, i.e., responses which are obscure or unrelated to your question.
Talking of supplementary questions, this results in the following level.
Present clear contact data.
The bigger your group, the much less probably it’s that there’ll solely be one individual answerable for proposal reception and answering questions from candidates.
Nevertheless, even when it’s a whole workplace, you must present contact data with the related communication technique — both walk-ins between a selected time, like Monday to Friday, e mail handle, or telephone quantity.
Keep in mind that many nonprofits apply to RFPs ongoingly and can solely accomplish that in the event that they see that the grantor can assist with applicant requests. Right here’s an opinion on Reddit from an RFP proposal author, which garnered a number of upvotes:
“I received’t reply to an RFP until they decide to giving me their time for detailed discovery and an opportunity for them to learn me the RFP necessities line by line and why they’re necessary.”
Disclose any potential blockers.
Lastly, be clear about any potential roadblocks profitable bidders may come throughout.
When making use of for grants, NGOs must know if they’ve the means to finish the undertaking and if there are some other points, like battle of curiosity.
For instance, say your group needs to assign funds to spice up literacy charges in distant rural areas. One of many stipulations might be having established relationships inside goal communities.
Such an method will assist preselect candidates, notably those that don’t have the operational capability to navigate round any potential constraints.
RFP for Grants Assets
Listed below are three sources that may turn out to be useful whereas drafting an RFP for grants.
1. Candid’s Basis Listing
Candid’s Basis Listing shares important data that will help you make sensible and strategic funding requests. These sources and instruments provide you with entry to funding alternatives that transcend RFPs.
It features a record of foundations, together with their profiles, funding priorities, software procedures, and get in touch with data.
RFP writers can undergo the proposals which have been revealed already and use them as inspiration to create their very own.
2. Free RFP Templates From HubSpot
HubSpot’s Free RFP templates are an awesome starter equipment and can allow you to draft your request very quickly.
This useful resource offers you two RFP variations — a shorter one and an extended one. Each paperwork are totally customizable, permitting you to simply add your organization title and brand.
You possibly can obtain them in PDF or flip them right into a Microsoft Phrase or Google Docs file.
These templates embrace all of the essential parts of an RFP, equivalent to:
- Firm title and background.
- Mission objectives.
- Anticipated undertaking timeline.
- Submission necessities.
- Analysis standards.
- Potential roadblocks.
Every part comes with a fast explainer that will help you get the contents proper.
Obtain HubSpot’s RFP Templates for Free
3. Reddit – RFP Subreddits
Unsurprisingly, Reddit is among the greatest locations to be taught from RFP consultants in addition to perceive the applicant’s perspective.
I particularly suggest following the RFP subreddit and navigating into extra intricate conversations and subjects from there.
Whereas most of the discussions cowl not solely grants but additionally business tasks, the recommendation is common.
It additionally goes with out saying that you just shouldn’t simply lurk across the nook — if there’s a problem you’ve come throughout whereas drafting your RFP, that is the group you must ask for recommendation.
Getting Your RFP for Grants Proper
Writing the RFP is the primary — and arguably — most necessary step in the complete grant course of. How so? It’s as much as you because the grantor to pick out the suitable questions and standards and clarify the aim of the undertaking.
Keep in mind, the extra data you present potential candidates, the better it is going to be for them to evaluate in the event that they match the grant aims. And this, in flip, will result in a better high quality of proposals.
Whereas there isn’t a one-size-fits-all template for every undertaking, there are particular must-have sections to incorporate. So, confer with this text to get a head begin subsequent time you’ll want to create an RFP for grants.
Good luck!
