Serving State & Local Governments Since 1974

Procure a Grant Administrator 2017-2018

How to procure a Grant Administrator – TX Community Block Grant

*Please Note – The steps below pertain to the procurement of a grant administrator that will be paid using grant funds.  If you intend to pay the administrator with local funds and not count those as match then  you may follow your own local procurement process.

ADVERTISING/SOLICITATION PHASE

Download and fill out the documents in Steps 1, 3, and 4, also just download the documents in Steps 5 and 9 to place in the Procurement Packet.

STEP 1 –  DOWNLOAD and complete the suggested newspaper advertisement publicizing the REQUEST FOR PROPOSALS.

View Completed Example of the Newspaper Ad

STEP 2 – PUBLISH AD IN YOUR LOCAL NEWSPAPER – DATE OF PUBLICATION MUST BE AT LEAST 10 DAYS BEFORE PROPOSAL DUE DATE

STEP 3 – Email a copy of the ad to the TDA at MWBE@texasagriculture.gov.

STEP 4 –  DOWNLOAD and complete the suggested Solicitation Letter.

View Completed Example of the Cover Letter

STEP 5 – DOWNLOAD and complete the suggested REQUEST FOR PROPOSALS.

View Completed Example of the RFP

STEP 6 –  DOWNLOAD and print the Sample Contract for Management/Administrative Services. DO NOT FILL OUT THIS SAMPLE CONTRACT.

STEP 7 – PICK names of five (5) firms from  the TDA Adminstrator List.

STEP 8 – SEND by US MAIL, EMAIL, or FAX  the following items to the five (5) firms you picked from list in STEP 6.

  1. SOLICITATION LETTER
  2. REQUEST FOR PROPOSALS
  3. SAMPLE CONTRACT for Management/Administrative Services

RECEIVING/RATING/APPROVAL PHASE

STEP 9 – Receive/Open the proposals on the due date.

STEP 10 – DOWNLOAD the RATING SHEET.

STEP 11 – Rate the responding firms using the RATING SHEET from STEP 9.

STEP 12 – Contact the highest scoring firm and request a signed contract.

STEP 13 – Have your local governing body approve the contract.

STEP 14 – Execute the contract.


For more information see the links below :

Training Admin Procurement Presentation video provided by TDA

Procurement Prior to Preparing an Application slideshow provided by TDA

The Complete Procurement Procedures provided in the TxCDBG Implementation Manual

A Sample Administration Services RFP Packet