Project Information

Bid Title

RFP FOR GRANT WRITING AND MANAGEMENT SERVICES

Issuing Agency

Philadelphia Gas Works (PGW)

Location

Pennsylvania

Published Date

Mar 17, 2025

Closing Date

Apr 14, 2025

Government Level

State & Local

Status

Closed

Ref. #

35608

Original Source

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Bid Documents

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Project Description

Number

35608

Title

RFP FOR GRANT WRITING AND MANAGEMENT SERVICES

Available Date

3/17/2025 2:30 PM

Clarification Deadline

3/24/2025 11:00 AM

Due Date

4/14/2025 2:30 PM

Contact Information

NAJEY MCDUFFIE AT NAJEY.MCDUFFIE@PGWORKS.COM

Bid Type

RFP

Bill To

Appoinvoices@pgworks.com,
800 W. Montgomery Ave - Attn: Accounting,
Philadelphia , Philadelphia PA 19122 US

Ship To

VARIOUS,
PHILADELPHIA, PA US

Description

1 The Solicitation – Notice to Proposers

Notice is hereby given that Philadelphia Gas Works (“PGW”) will receive sealed proposals on or before April 14, 20252:30 p.m. Eastern Time, via pgw.procureware.com, for a vendor to provide services relating to grant writing, management and compliance on behalf of PGW.

This document outlines PGW’s objectives, describes the general characteristics of the services to be provided, and (without being exhaustive) outlines the principal obligations of PGW and the selected Proposer.

Questions concerning this Request for Proposals shall be directed in writing to PGW via pgw.procureware.com. Proposers may not contact PGW personnel regarding this RFP other than through pgw.procureware.com.

1.1 Schedule of Events

The projectedschedule of events for this Request for Proposals is as follows:

Issue Date of the RFP .................................................................. March 17, 2025

Questions and requests for clarification or information
must be received, via pgw.procureware.com, by 11 a.m. ............ March 24, 2025

Mandatory Telephone Conference , 10:30 a.m. ................................. March 31, 2025

Procureware registration deadline ................................................ Not later than 3 business

days before Proposal

Proposal Submission Due Date - Proposal
must be received, via pgw.procureware.com

as required by Section 3.1.2,

by 2:30 p.m. .................................................................................. April 14, 2025

Notification Date ............................................................................ As soon as possible

Contract Start Date ....................................................................... As soon as possible

following contract execution

The Mandatory Telephone Conference is scheduled for 10:30 a.m. on March 31, 2025 to answer questions and requests for clarification. Proposers must dial as follows: +1 267-857-3813,176206135#

These dates are estimates only and PGW reserves the right to alter this schedule as it deems necessary or appropriate.

1.2 Proposal Requirements

Proposals shall be accepted only from respondents (“Proposers”) who have:

1.2.1 Obtained from PGW a complete set of Proposal Documents and any addenda thereto issued by PGW (sometimes referred to as the “RFP”), consisting of the following five (5) sections and four (4) attachments:

Sections:

1 The Solicitation – Notice to Proposers

2 Project Definition and Requirements

3 Instructions to Proposers

4 Proposer Information

5 Proposal Evaluation, Negotiation and Contract Award

Attachments:

A Electronic Invoicing and Payment Requirements

D Disclosure Form

I Demographic Survey

J PGW’s Best and Good Faith Efforts Solicitation for Participation and Commitment Form

1.2.2 Attended the Mandatory Telephone Conference ; and 1.2.3 Submitted a proposal pursuant to the instructions in this RFP as set forth in Section 3.

In evaluating the proposals, PGW will consider the demonstrated experience and ability of the Proposer to deliver the proposed services, the scope and value of the proposed services, and the financial proposal of each Proposer as described in this RFP.

As noted in Section 5.2.4, Proposer expressly agrees and acknowledges that any response to this RFP, including written documents and verbal communication, regardless of how marked by the Proposer, is not confidential and may be subject to public disclosure by PGW, or any authorized agent of PGW, including but not limited to disclosure under the Pennsylvania Right to Know Law. Any materials submitted or ideas elicited in response to this RFP shall be the sole and absolute property of PGW, with PGW having title. By responding to this RFP, Proposer expressly waives any right to designate its response or parts thereof confidential, proprietary, a trade secret, or otherwise exempt from disclosure under any circumstance.

PGW hereby solicits proposals in accordance with these Proposal Documents.

1.1 Services to be Provided; Scope of Work

PGW is seeking proposals from consultant(s) to perform some or all of the tasks summarized below. Each scope, listed below as A through C, should be responded to individually in the proposal.

1. GRANTS IDENTIFICATION, TRAINING AND TOOLS to design and implement a corporate grants function according to industry best practices, tailored to the size and nature of our organization. Potential services may include evaluation of existing grant processes and the provision of trainings and tools to track external funding opportunities from identification through application and award. PGW also seeks services for the research and identification of external funding opportunities:
   1. Identify targeted funding opportunities announcements matched to PGW business interests.
   2. Quickly assess PGW’s eligibility, and the application requirements and submission guidelines for funding opportunities.
   3. Summarizes the data required for a complete application and the level of effort involved for PGW to apply.
   4. Development of standard PGW profile information, data and documents as determined to standardize application processes, where possible.
   5. Identify partnership opportunities with outside agencies.
   6. Establish framework for internal evaluation and decision-making on pursuing grant opportunities, considering criteria such as level of funding, award likelihood, availability of requisite application information, level of effort, strategic fit, and available resources and capacity.

2. GRANTS APPLICATION services, as requested, including application writing and submission for external funding opportunities. The selected Proposer will initially likely be requested to provide support for PGW’s RISE PA application for decarbonization projects at PGW’s facilities. All activities to be performed in close coordination with PGW and will likely include:
   1. Reviewing Application Criteria: Understanding and interpreting the specific requirements outlined in the grant application.
   2. Providing Guidance: Offering clear instructions and guidance on the application process, including eligibility criteria and submission guidelines.
   3. Draft Project Narratives: With input from PGW, gather, write and organize documentation and information required for the application.
   4. Develop and Analyze Technical Data: When required, compile and review any necessary data required for a complete application.
   5. Reviewing Drafts: Offering feedback and reviewing draft applications to ensure completeness, accuracy, and alignment with grant objectives.
   6. Ensuring Compliance: Verifying that the application complies with all relevant regulations, guidelines, and legal requirements.
   7. Deadline Management: Managing timelines and deadlines for application submission, ensuring timely completion and submission of all required materials.
   8. General: Providing recommendations based on lessons learned from prior client experiences. The PGW business units you can expect to work with are Legal, Risk, Corporate Communications/External Affairs, Finance and Corporate Planning.
   9. Grant Submission Support: Assistance to help prepare, organize, and submit a grant proposal to the funding agency.

3. ONGOING GRANT MANAGEMENT services, as requested, providing post-award support to ensure all grant requirements are addressed. Activities could include advising and supporting PGW on establishing front-end protocols and ongoing compliance management, monitoring, and reporting of grant funding; preparation of financial statements; and provision of accounting services in compliance with grant requirements. One potential example could be supporting PGW’s compliance requirements per its participation as a MACH2 sub-recipient in the DOE H2 Hubs grant program. Compliance for this example program would include the terms of the Award from Department of Energy, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 C.F.R 200) and the Federal Acquisition Regulation (“FAR”) (48 C.F.R. 31.2), and Build America, Buy America Act (“BABA”) requirements, among others. The selected Proposer will oversee compliance with all applicable cost principles and ensure timely submission of required documentation.
   1. Provide PGW with a schedule and a plan for all reporting, and any other administrative support as identified post-award.
   2. Ensuring overall proper controls and compliance. Requires thorough understanding and interpretation of requirements and regulations such as, but not limited to, in-depth understanding of FAR, CFR 200, and BABA.
   3. Setting up documentation and reporting systems to track documentation, support audits, and ensure compliance with grant reporting requirements.
   4. Ensuring completion of all required steps for grant reimbursement, including preparing reports, tracking all documentation to support audits, and proactively monitoring and managing grant progress to ensure PGW’s compliance.
   5. Providing financial management and budget oversight, including coordination with PGW accounting. Proactively monitor post-award administration/grants disbursements and manage grant progress.
   6. Providing training, technical assistance on identified topics related to grants management as needed.
   7. Reaching out to external stakeholders, such as vendors/manufacturers, as needed, to confirm compliance.

ANY QUESTIONS REGARDING THIS OPPORTUNITY MUST BE SUBMITTED NO LATER THAN

3/24/2025 11:00 AM

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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