Beth Goldowitz, who’s been managing nonprofit organizations for the previous 20 years, says that when “managed appropriately, grants can hold organizations afloat. They’re secure and predictable, a income stream that the group can rely on throughout a contract.”
However have you learnt how lengthy it takes to jot down a single grant utility?
Over 30 hours, and contemplating that grant writers normally receives a commission between $25 and $100 per hour, relying on their expertise, it’s a major price. That’s why it’s so essential 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 best match in your venture. All of it comes all the way down to getting your RFP for grants proper, together with including the best sections and asking the best 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
Find out how 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 reminiscent of foundations and authorities businesses encouraging nonprofit organizations to submit proposals for funding.
Basically, RFPs provide nonprofits an alternative to safe funding for varied initiatives, regardless of whether or not they relate to schooling, healthcare, or environmental causes.
Every RFP is tailor-made to realize a particular aim, so submitted proposals should be according to the goals outlined within the RFP.
The Challenges of Writing an RFP for Grants
I’ve spoken to some 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 Ample Info Concerning the Procurement Course of
The standard of your procurement course of will affect the standard of the purposes you obtain. Should you don’t share sufficient details about it, just like the timeline, price range, choice standards, and many others., then two issues may occur:
- You’ll obtain purposes that aren’t the best match for the venture.
- A variety of candidates who’re the best match gained’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 often.
Gauri Manglik, CEO and co-founder of Instrumentl, says that “many organizations wrestle to articulate what particular points they’re making an attempt to handle and the way the grant they provide will drive affect.”
What typically occurs is that RFP grant writers take a scattered strategy as an alternative of getting a cohesive strategic framework. Because of this, it’s laborious for founders who give out grants to guage the proposal’s function and potential.
Manglik provides that “the simplest 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 situations that should be adopted to remain compliant. Failing to take action may end in penalties and even in grants being revoked.
These phrases and situations must be clear and straightforward to know to reduce the danger of breaching them.
Jonathan Feniak, basic counsel at LLC Lawyer, says, “When writing RFP grant proposals, it’s essential to know the authorized implications of the grant and issue any liabilities into your plan.
If any IP is developed with grant funding, you will need to 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 will need to 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 know what’s anticipated of them. This is applicable to the necessities, goals, and expectations of the venture.
Kimberly Wall, co-founder of BibleKeeper, says, “The problem lies in articulating the venture’s objectives, goals, and anticipated outcomes clearly utilizing phrases that aren’t actually overwhelming the potential candidates with pointless particulars.”
Utilizing the best language will remove confusion amongst nonprofits and be sure that 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, brief tables, the place info is crammed out in bullet factors, and longer ones, which cowl every part intimately.
The previous goals to present 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. A lot of these paperwork can take up a number of pages and normally operate as downloadable PDFs.
Should you’re questioning what components grantors ought to embrace, then right here’s an RFP construction we advocate at HubSpot.
RFP: [Project Name]
Proposal Due By: [Date]
[Organization Name]
Along with the identify, this part might 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 offer a little bit of context on what it does and its goal market.
Venture Overview
A short introduction to the venture itself to let nonprofits know straight away if it’s one thing price bidding on — now not than 1-2 paragraphs.
Venture Targets
This part identifies what you hope to perform by way 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 venture and a scope of labor — both detailed, if it’s an extended RFP, or bullet factors if it’s brief.
Present Roadblocks and Boundaries to Success
On this part, point out any potential constraints that would both disqualify sure candidates or enhance 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 totally different approaches — some firms use easy “sure” or “no” evaluations to test if a proposal meets the venture goals.
Different organizations use percentages to attain extra essential standards greater than others.
Submission Necessities
Precise pointers bidders should adhere to.
Venture Due By
If there’s a particular venture supply date, point out it within the RFP. This can enable you filter out candidates who can’t assure finishing it inside the required timeline.
Price range
Right here, it is best to embrace the goal price range. Specify if this price range will likely be distributed amongst a number of organizations or assigned to a single grantee.
Normal Situations of Contract
This might embrace info like:
- Applicant’s authorized standing.
- Your stance on subcontracting.
- Indemnification, insurance coverage, and liabilities.
Some templates additionally counsel asking questions that you just anticipate bidders to reply — these can function a technique to additional test their alignment along with your mission.
Find out how to Write an RFP for Grants
So, now that what goes into an RFP, let’s learn to write them. Beneath, I’ll describe the steps it is best to take when tackling this paperwork.
In every part, I’ll work by way of the steps, as I construct a mock RFP for sustainability nonprofits.
My pattern group, Earthly Companions, is trying to fund sustainability tasks primarily based within the Southwestern United States. Let’s get began.
1. Establish the goals.
On this step, I need to checklist all the important thing info, like objectives, timeline, price range, and applicant profile.
As you collect these, you’ll doubtless come throughout some informational gaps or issues that require skilled data, like authorized issues and grantor/grantee obligations.
This is a vital preliminary stage, which ought to finish with an entire checklist of knowledge you’ll want to guage 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 way of drought aid and group advocacy.
We’re in a position to 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 realm we give attention to. I may additionally embrace my group’s values, present challenges, and the issues we wish to deal with.
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 slightly bit about our mock group’s historical past.
Earthly Companions is happy to announce the supply of grant funding to help 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 revolutionary options and collaborations inside our group, and thru this grant alternative, we intention to help tasks that reveal creativity, sustainability, and important affect.
We’re most serious about tasks targeted on group advocacy for local weather insurance policies and drought aid.
3. Present a venture 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 venture inside the required timeline and accessible price range.
Testing It Out
Right here’s my venture description for my mock sustainability nonprofit:
Grant Goal: The aim of this Request for Proposals (RFP) is to solicit proposals for tasks that deal with environmental conservation, local weather change mitigation, or sustainable improvement.
We search proposals that provide revolutionary approaches, foster group engagement, and contribute to the long-term sustainability and resilience of ecosystems and communities.
Grant Particulars:
- Complete Funding Accessible: $50,000
- Grant Length: 12 months
- Grant Quantity: Grants could 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 venture description and the way it will assist fulfill the objectives of your grant.
Testing It Out
Persevering with with the sustainability grant venture from above, this part might appear like the next:
Proposal Tips:
Candidates are invited to submit proposals that deal with the next key parts.
- Venture Description: Present an in depth description of the proposed venture, together with its goals, actions, goal inhabitants, and anticipated outcomes.
- Venture Influence: Clearly articulate the potential affect of the venture on the setting or the local people. Describe how the venture will contribute to optimistic change and deal with recognized environmental or social wants.
- Innovation and Creativity: Spotlight any revolutionary approaches or methods proposed to handle the recognized environmental or social problem. We encourage candidates to suppose creatively and suggest options which may be exterior conventional approaches.
- Sustainability: Exhibit the venture’s sustainability past the grant interval. Describe plans for ongoing funding, partnerships, and stakeholder engagement to make sure the long-term success of the venture.
- Roadblocks to Success: Establish potential challenges or roadblocks that the venture could face and describe methods to beat them. Contemplate elements reminiscent of regulatory hurdles, group resistance, funding constraints, or technical limitations.
- Price range and Timeline: Present an in depth price range that outlines how grant funds will likely be used. Embrace a venture 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 popular method of submitting proposals.
Testing It Out
For Earthly Companions, I need to have proposals by the tip of July. I name that out, together with my most popular submission format, under.
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 identify, contact info, and the title of the proposed venture within the topic line.
6. Be clear on the analysis elements.
It’s essential to elucidate all the weather your group will take note of whereas evaluating purposes.
Candidates who don’t meet your standards will doubtless withdraw from submitting their proposal in the event that they don’t see they’re match. This, in flip, will enable you pre-qualify organizations and shorten the choice course of.
Testing It Out
For Earthly Companions, I need to clarify how we plan to guage candidates and provides an outline of subsequent steps. This enables me to elucidate what tasks are more likely to obtain funding and the timeline for these evaluations.
Analysis Course of:
Proposals will likely be evaluated primarily based on the next standards:
- Alignment with Earthly Accomplice’s mission and grant goals.
- Readability and feasibility of the venture proposal.
- Potential affect and sustainability of the venture.
- Innovation and creativity of proposed approaches.
- Price range justification and cost-effectiveness.
Notification:
Candidates will likely be notified of funding selections 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 be sure that all the required components are included in my RFP and that the directions are straightforward to comply with.
Failing to make use of easy-to-understand language may end in low-quality submissions. It’s a good suggestion to ask a number of of your colleagues for suggestions to make sure you’ve not missed any essential particulars.
Finest Practices for Writing an RFP for Grants
Listed below are a number of issues to consider whereas getting ready your RFP.
Dedicate time to deciding on the best eligibility and utility standards.
That is, arguably, the only most essential part of your RFP — maybe much more essential than “price range,” as NGOs will need to rapidly assess their eligibility.
Esther Strauss, co-founder of Step by Step Enterprise, agrees:
“Given the range of causes we help, from schooling to environmental conservation, discovering a grant that gives the required funding and in addition aligns with our objectives might be like trying to find 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 goals and values.
The necessity to get the applying “proper” may prolong to deciding on the best utility format or methodology. “The strain to get it proper is immense, as these grants can considerably affect our skill 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 best match and keep away from utility errors?
Embrace clear info like:
- Solely bidders who meet at the least X out of Y standards will likely be thought of.
- Proposals should be despatched in [FORMAT] by [DEADLINE]. Purposes despatched in by way of different channels won’t be thought of.
- Software wants to incorporate a proposed schedule.
- Proposals should be shorter than [NUMBER] pages. Failure to adjust to this guideline will end in an automated rejection.
For a real-life instance, you too can 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 arms.
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 excellent piece on this topic, encouraging RFP publishers to present it the identical degree of consideration as necessities and scope.
“Many individuals don’t embrace contract time period necessities, reminiscent of 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 exhibits respect for each events — you because the venture operator and the organizations searching for funding.
Typically, fewer questions are higher.
I spent fairly a while going by way of Reddit threads common among the many RFP group, and probably the most fascinating factors I’ve seen was about question-fit.
One Redditor, roger_the_virus, blatantly says grantors ought to keep away from “ineffective questions that gained’t present useful solutions. I do my greatest to ensure we’re not asking for a bunch of knowledge we don’t want and gained’t do something with.”
That mentioned, in relation to questions, don’t robotically discredit candidates who can’t reply all of them. Provide organizations which have pitched a becoming venture and price range the chance to ask follow-up questions.
This can stop them from submitting solutions with low informational worth, i.e., responses which are imprecise or unrelated to your question.
Talking of supplementary questions, this results in the subsequent level.
Present clear contact info.
The bigger your group, the much less doubtless it’s that there’ll solely be one particular person chargeable for proposal reception and answering questions from candidates.
Nevertheless, even when it’s a whole workplace, it is best to present contact info with the related communication methodology — both walk-ins between a particular time, like Monday to Friday, e mail deal with, or cellphone 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 gained’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 essential.”
Disclose any potential blockers.
Lastly, be clear about any potential roadblocks successful bidders may come throughout.
When making use of for grants, NGOs must know if they’ve the means to finish the venture 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 may very well be having established relationships inside goal communities.
Such an strategy will assist preselect candidates, notably those that don’t have the operational capability to navigate round any potential constraints.
RFP for Grants Sources
Listed below are three assets which may come in useful whereas drafting an RFP for grants.
1. Candid’s Basis Listing
Candid’s Basis Listing shares important info that will help you make sensible and strategic funding requests. These assets and instruments provide you with entry to funding alternatives that transcend RFPs.
It features a checklist of foundations, together with their profiles, funding priorities, utility procedures, and make contact with info.
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 excellent starter equipment and can enable you draft your request very quickly.
This useful resource provides you two RFP variations — a shorter one and an extended one. Each paperwork are totally customizable, permitting you to simply add your organization identify and brand.
You’ll be able to obtain them in PDF or flip them right into a Microsoft Phrase or Google Docs file.
These templates embrace all of the essential components of an RFP, reminiscent of:
- Firm identify and background.
- Venture objectives.
- Anticipated venture 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 advocate following the RFP subreddit and navigating into extra intricate conversations and matters from there.
Whereas lots 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 it is best to ask for recommendation.
Getting Your RFP for Grants Proper
Writing the RFP is the primary — and arguably — most essential step in all the grant course of. How so? It’s as much as you because the grantor to pick out the best questions and standards and clarify the aim of the venture.
Keep in mind, the extra info you present potential candidates, the better it is going to be for them to evaluate in the event that they match the grant goals. 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 venture, there are particular must-have sections to incorporate. So, check with this text to get a head begin subsequent time it’s essential create an RFP for grants.
Good luck!
