Understanding and Interpreting Agency Guidelines
Once an appropriate funding source has been identified for the proposed project, the first step is to obtain the Request for Proposals (RFP), program guidelines, or application packet. The next step is to read the document carefully and thoroughly using a marker to highlight key information. The next step is to read it again! The first section that should be read is eligibility requirements.
There is no need to go further if the institution is ineligible to apply directly and receive funds from the particular funding source! Limitations by geographic area, organization type (e.g., state, county, 501 (c) (3), designation (enterprise zone, enterprise community), and service area should be checked. Also, requirements and specifications such as page and font size, line spacing, etc, should not be overlooked. Most RFPs will contain a "fatal flaws checklist", which should be used to verify that the proposal meets the basic requirements prior to submission to the agency.
Common information found in all RFPs/guidelines, which may serve as a checklist, includes:
- Program purpose/priorities
- Definitions of terms used throughout RFP
- Eligibility requirements
- Amount of funds available
- Estimated size of each award
- Estimated number of awards to be made
- Deadline for submission of proposal
- Number of copies required
- Funding preferences
- Cost share, matching requirements
- Allowable/unallowable costs
- Indirect cost limitations, if any
- Certifications/assurances required
- Review/evaluation criteria and process
The RFP, guidelines, or application packet will often include announcements of technical assistance workshops (also known aspre bid conferences) with deadline dates for registration to participate. It is important to note that in some cases, attendance to these workshops is mandatory if an applicant is interested in submitting an application. Frequently, questions must be submitted in advance. These workshops can be particularly enlightening and should be attended by someone directly involved in proposal development and preparation and, in some cases, by an OGC staff member.
