Request for Proposals (RFP)
Grants Management Consultant Services
- Introduction
The City of Ellsworth is inviting proposals from qualified consultants or firms to deliver comprehensive grants management services. This could include identifying, applying for, administering, and reporting on local, state, federal, and private grant opportunities. The aim is to enhance the City’s capacity to secure and manage external funding to support the strategic priorities outlined in the 2024 Comprehensive Plan, Housing Task Force Plan, Business Attraction Plan, and the forthcoming Capital Improvement Plan.
- Background and Purpose
Ellsworth is proactively addressing community needs through capital investments, economic development, and housing initiatives. A grants management consultant will be instrumental in aligning projects with funding opportunities while ensuring compliance and accurate reporting. This contract aims to decrease administrative burdens on departments, enhance coordination, and maximize external funding, thereby reducing reliance on local tax revenues.
III. Scope of Services
The chosen consultant will be expected to:
- Identify Grant Opportunities
- Research and maintain a database of relevant grant programs
- Monitor deadlines and eligibility criteria
- Grant Application Support
- Collaborate with City staff to develop and submit grant applications
- Prepare necessary supporting documentation
- Grant Administration and Compliance
- Assist with tracking expenditures, deadlines, and deliverables
- Ensure adherence to all reporting and audit requirements
- Assist the City with communication with funding agencies
- Strategic Planning
- Create a grant funding strategy that aligns with City plans
- Prioritize grant applications according to citywide objectives
- Training and Capacity-Building
- Provide staff training or guidance on grant-related topics as needed
- Proposal Requirements
Respondents must include the following information:
- Cover letter summarizing qualifications and interest
- Description of the firm or consultant’s experience with municipal grant management
- Proposed approach to fulfilling the scope of work
- Samples of recent relevant work or projects
- Cost proposal, detailing hourly rates or a fixed-fee structure
- References from at least two recent municipal clients
- Evaluation Criteria
Proposals will be assessed based on:
- Relevant experience and qualifications (30%)
- Proposed methodology and approach (30%)
- Cost and value of services (20%).
- Submission Details
- Deadline for submission: June 30, 2025
- Submit proposals electronically in PDF format to: sdevlin@ellsworthmaine.gov
- Subject Line: “Grants Management Consultant Proposal – [Your Firm Name]”
- Inquiries may be directed to: Sara Devlin sdevlin@ellsworthmaine.gov
VII. Timeline
- RFP Release: June 17, 2025
- Proposal Deadline: June 30, 2025
