Project Information

Bid Title

Grant Writing and Grant Management Services

Issuing Agency

City of Tulsa

Location

Oklahoma

Published Date

Jan 23, 2026

Closing Date

Feb 18, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-910

Original Source

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Bid Documents

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Project Description

Bid ID:	RFP 26-910
Addendum:	0
Bid Due Date:	2/18/2026
Description:	Grant Writing and Grant Management Services
Bid Document:	RFP 26-910 Grant Writing and Grant Mangement Services.pdf
Attachments:

Attachment Preview

City of Tulsa

Finance Department

Request for Proposal

26-910

Professional Services for:

Grant Writing and Grant Management Services

Department: Department of Resilience and Equity

NIGP Commodity Code(s): 918-58, 945-52, 946-52

RFP Schedule

EVENT

RFP Issue Date

DATE

1/23/2026

Pre-Proposal Conference

Virtual Teams Meeting – email buyer for invitation

Deadline for Questions

Submit to assigned buyer via email.

Proposal Due Date

Mail or deliver to City Clerk address. Proposals are open

the day after the due date.

Tuesday, February 3rd, 2026,

2:00 pm – 2:30 pm

2/09/2025

10 Days prior to RFP due date

02/18/2026

If You have any questions or need additional information, contact the Assigned

Buyer:

Donny Tiemann | dtiemann@cityoftulsa.org

All questions should be emailed with RFP 26-910 in the subject line.

Submit proposals (sealed) to:

Office of the City Clerk

City of Tulsa

175 E. 2ND St.

Suite 260

Tulsa, OK 74103

RFP 26-910 | Grant Writing and Grant Management Services | Issue Date: 1/23/26

I.

OVERVIEW AND GOALS:

With this Request for Proposal (RFP), the City is soliciting proposals to secure

professional services for grant writing and grant management services to support

City of Tulsa departments in meeting fundraising goals and ensuring that all grant

proposals, letters of inquiry, grant reports, etc. are submitted in a timely manner.

We enthusiastically look forward to receiving Your proposal.

II. BACKGROUND:

The City currently lacks a centralized, citywide grant writing function. At present,

individual departments independently research, draft, and submit grant

applications. This decentralized approach has led to missed opportunities for

large scale or national funding, a lack of consistency in applications, and an

uneven distribution of successful awards across department. To maximize and

diversify fiscal resources to meet citywide goals, the City is seeking a

professional consultant to provide a unified, strategic approach to identifying,

writing, and submitting competitive grant proposals that align with overarching

municipal goals.

The consultant should have five to ten years of direct grant writing and grant

management experience, including strong written communication skills and

demonstrated ability to produce technical writing in a number of complex topics,

particularly those related to citywide priorities. This experience should include

knowledge of federal grant regulations and grant submission systems.

For information on current citywide priorities please visit:

https://www.cityoftulsa.org/mayor/

III. TIMELINE:

The schedule below provides estimated dates for the RFP and contracting

process. The City of Tulsa may adjust this schedule as needed.

EVENT

RFP Issue Date

Pre-Proposal Conference

Deadline for Questions

PROPOSAL DUE DATE

Begin proposal evaluations

Interviews with Respondents (anticipated)

DATE

1/22/2026

2/3/2026

2/09/2026

2/18/2026

2/20/2026

3/02/2026

2

RFP 26-910 | Grant Writing and Grant Management Services | Issue Date: 1/23/26

Award Recommendation presented at

SSA Committee meeting

Negotiations with apparent successful

Respondent begin (anticipated)

Execute contract (anticipated)

Begin service delivery (anticipated)

3/11/2026

3/12/2026

3/18/2026

3/23/2026

IV. SCOPE OF WORK:

The selected consultant or firm (“Seller”) shall provide the following services:

1. Strategy & Process Improvement

• Process Recommendations: Advise the City on implementing a cross

departmental grant- seeking and grant management system.

• Materials and training: Creates materials such as guides or templates for

department staff to customize related to project design, development of

measurable goals, and objectives. Identify ways to increase departmental

readiness, including staffing, training, technical skills, and storytelling

support.

• Departmental Engagement: Consult with City leadership to align grant

pursuits with priorities such as housing, public safety, infrastructure and

economic development.

2. Research & Identification

• Ongoing Research: Proactively identify federal, state, and private funding

opportunities that match City goals.

• Opportunity Tracking: Maintain a comprehensive log of upcoming

deadlines and specific funding requirements.

• Monthly Reporting: Provide City leadership with a monthly summary of

new and relevant funding opportunities.

3. Feasibility & Pre-Award Coordination

• Eligibility Evaluation: Assess the City’s eligibility and internal capacity to

meet requirements for high-priority grants before applying. Advise staff on

specific grant regulations to ensure project alignment with funder

expectations.

• Cross-Departmental Coordination: Facilitate Information sharing

between departments to identify project synergies and gather necessary

data.

4. Proposal Development & Submission

• Content Creation: Draft compelling narratives, project descriptions, and

detailed budget justifications.

• Technical Documentation: Collaborate with relevant departments to

collect technical data and necessary documents.

• Submission Management: Lead the full grant submission process via

portals (e.g., Grants.gov), ensuring all formatting and deadline

requirements are met.

3

RFP 26-910 | Grant Writing and Grant Management Services | Issue Date: 1/23/26

5. Grant Administration & Reporting

▪ Lifecycle Management: Track and communicate grant requirements,

reporting deliverables, and milestones.

▪ Post-Award Reporting: Manage the submission of progress reports and

required financial information to funders.

▪ Funder Relationships: Build relationships with foundations and help

coach department staff to build these relationships.

V. DELIVERABLES:

The products, reports, and plans to be delivered to the City will include:

1. Completed and submitted grant proposals.

2. Monthly written report that includes funding prospects and grant applications.

3. Regular check-in meetings or calls with department staff.

4. Guides, best practices and templates.

5. Inventory of grants for the City to use in the future.

6. Recommendations on how the City could implement a grant seeking and

management process across departments.

7. An evaluation of departmental infrastructure-readiness for obtaining grants

(staffing, narrative/storytelling supports, technical skills, etc.).

VI. PERFORMANCE METRICS AND CONTRACT MANAGEMENT:

Performance Metrics

The City will develop performance metrics with the awarded Respondent. These

performance metrics will highlight key priorities that will be analyzed with the

awarded Respondent collaboratively during the life of the contract. The City looks

forward to working with the awarded Respondent to define these important

performance metrics during contract negotiations.

The final set of performance metrics and frequency of collection will be

negotiated by the City and the awarded Respondent prior to the finalization of an

agreement between parties and may be adjusted over time as needed.

Performance

Metric

Data Source Data Collection

Frequency

Data Collection

Responsibility

4

RFP 26-910 | Grant Writing and Grant Management Services | Issue Date: 1/23/26

Contract Performance Monitoring

As part of the City of Tulsa’s commitment to becoming more outcomes-oriented,

we seek to actively and regularly collaborate with awarded Respondents to

enhance contract management, improve results, and adjust service delivery

based on learning what works. Reliable and relevant data is necessary to drive

service improvements, ensure compliance, inform trends to be monitored, and

evaluate results and performance. During the regular meetings that occur

throughout the term of the contract, it is anticipated that the following topics will

be regularly discussed:

• Current status of performance metrics

• Topics of interest or concern to the Respondent

• Discussion and troubleshooting of challenges

• Review of activities on the horizon

• Review of budget and spending this year-to-date

VII. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:

A.

Proposals must be received by 5:00 p.m. on

Wednesday, February 18, 2026, Central Daylight Time.

Please place proposals in a sealed envelope or box

clearly labeled “RFP 26-910, Professional Services for

Grant Writing and Grant Management Services”.

Proposals received late will be returned unopened.

B.

Interested Respondents should submit:

One (1) unbound original and three (3) bound copies of

the proposal plus one (1) digital copy (compact disc or

USB drive).

C.

Proposals shall be delivered and sealed to:

Deputy City Clerk

City of Tulsa

175 E. 2nd St.

Suite 260

Tulsa, OK 74103

D. All interested Respondents (Sellers) are required to register with the

Buyer in order to receive updates, addenda or any additional information

required. You can learn more about the registration process on the

following website:

https://www.cityoftulsa.org/government/departments/finance/selling-to-

the-city/register-as-a-vendor/.

The City is not responsible for any failure to register.

5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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