AOOPA SEEKS PROPOSALS FOR FEDERAL GRANT MANAGEMENT SERVICES

REQUEST FOR PROPOSALS (RFP)
Federal Grant Management Services

Issue Date: March 25, 2025

Proposal Due Date: April 4, 2025
Contact: Kimberly Houlding, President and CEO Organization: American Olive Oil Producers Association
Email: khoulding@aoopa.org
Phone: 559-940-6878

I. Introduction

The American Olive Oil Producers Association is seeking proposals from qualified consultants or firms to provide federal grant management services for a period of up to three years. The selected contractor will oversee compliance, reporting, and administration of funding provided to the organization through a potential three-year federal grant agreement, ensuring adherence to all applicable regulations.

II. Scope of Work

The selected contractor will be responsible for:

1. Grant Administration & Compliance: Managing all requests for reimbursement and payment by contractors and subaward recipients. Ensuring grant activities and reimbursement requests comply with all federal regulations.

2. Reporting & Documentation: Managing monthly, quarterly, and annual financial and programmatic reporting to the respective federal agency. Provide quarterly reports that can be shared with AOOPA management and Board.

3. Budget Management, Monitoring & Tracking: Ensuring funds are spent appropriately and in accordance with grant terms.

4. Audit Preparation & Recordkeeping: Maintaining detailed records for any potential federal audits of the specific grant award and any potential monitoring visits.

5. Technical Assistance: Providing guidance to staff on the oversight and implementation of programmatic and financial policies and procedures.

III. Proposal Requirements

Interested applicants must submit a proposal including:

1. Cover Letter summarizing relevant experience.

2. Relevant Experience

o Demonstration of a minimum five years of grant administration experience managing state and federal grants.

o Strong knowledge of federal regulations (2 CFR 200, Uniform Guidance, etc.).

o Experience in food and agriculture sector preferred.

3. Qualifications

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o Relevant background and credentials of consultant/firm providing service.

4. Work Plan & Approach

o Outline of how the consultant will perform grant management tasks.

o Proposed timeline for deliverables.

5. Cost Proposal with a breakdown of fees.

IV. Evaluation Criteria & Scoring

Proposals will be evaluated based on the following criteria (total 100 points):

Evaluation Criteria

Maximum Points

Grant Administration Experience

40 points

Work Plan & Approach

20 points

Qualifications of Team Performing Services

20 points

Proposed Cost

10 points

Experience In Food and/or Agriculture

10 points

V. Proposal Submission Instructions

Deadline: April 4, 2025 (Late proposals will not be considered).

Submission Format: Email a single PDF to khoulding@aoopa.org

Subject Line: "Proposal – Federal Grant Management Services"

VI. Terms & Conditions

The contract award is contingent upon funding availability.

The selected contractor must comply with all federal, state, and local regulations.