Project Information

Bid Title

Grant Writing and Grant Management Services

Issuing Agency

City of Tulsa

Location

Oklahoma

Published Date

Feb 13, 2026

Closing Date

Feb 25, 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:	1
Bid Due Date:	2/25/2026
Description:	Grant Writing and Grant Management Services
Bid Document:	RFP 26-910 +Addendum 1 Grant Writing and Grant Mangement Services.pdf
Attachments:

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City of Tulsa

Finance Department

February 13, 2026

Request For Proposal 26-910

Addendum #1

Please note the following changes which have been made for clarification to this Request for Proposal.

This addendum must be listed as Addendum #1 on the ACKNOWLEDGMENT OF RECEIPT OF

ADDENDA/AMENDMENTS of the bid package as verification that you have received and are aware of

the information contained herein.

QUESTIONS/CLARIFICATION/CHANGES:

QUESTIONS:

1. Please confirm the total number of City departments involved in the grant seeking

process (is it 19?).

- We have 19 departments, so we would say up to that number. There are some

departments that do not seek as many grants as others.

2. Please confirm the average number of grant applications submitted annually across all

departments – and whether this includes Public Safety.

- We have averaged around 60 applications across all departments for the last 5 years.

Approximately 35-40% are for Public Safety.

3. Can you provide a breakdown of grantor types for the most recent grant applications

submitted (2025)? i.e., how many were submitted from:

- Foundations/Other: 20

- County:0

- State? 10

- Federal? 43

4. Below we have assumptions about level of effort for different grant types. Please

confirm that these are consistent with the City’s experience with grant types:

- I would say this is accurate based on our experience.

▪ Foundation applications and awards are considered to have a low complexity, e.g.,:

• Shorter applications and narrative-driven scoring

• Limited compliance and reporting requirements

• Fewer procurement, labor, or audit constraints

• More flexibility in program design and budgeting

▪ County & state applications & awards are considered to have medium complexity,

e.g.,:

• More structured applications and scoring criteria

• Defined eligibility and program rules

• Moderate reporting, monitoring, and documentation

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

• Some compliance overlays (state procurement, audits, possible federal

pass-through rules)

▪ Federal applications and awards are considered to have a high complexity, e.g.,:

• Uniform Guidance (2 CFR 200) compliance

• Procurement, subrecipient monitoring, audit, and record-retention

requirements

• Environmental, labor, and cross-cutting federal statutes (NEPA, Davis-

Bacon, BABA, etc.)

• Multi-year reporting, monitoring, and closeout obligations

Will writing and submitting grants for the City of Tulsa preclude the firm from winning

subsequent work from the grant award (e.g. planning, design)?

No, writing the grant does not preclude them, but we may need to take this case by case

depending on the grant and funding source.

CHANGES:

Proposal Due Date Was: 2/18/26

Proposal Due Date Changed to: 2/25/26

Timeline changes to Correspond with New Proposal Due Date.

2

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

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

02/25/2026

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

3

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

2/25/2026

2/27/2026

3/09/2026

4

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)

3/18/2026

3/19/2026

3/25/2026

3/30/2026

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.

5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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