From RFP to Award Navigating the GLRI Maze  Identifying opportunities  Developing a strategy  Structuring a successful proposal  Securing the award 2010 Healing Our Waters Conference September 23-24, 2010 – Buffalo, New York

DU mission: Conserve, restore and manage wetlands and associated habitats for North America’s waterfowl. These habitats also benefit other wildlife and people.  Established 1937  World’s largest non-profit wetland conservation organization  Grassroots organization with paid conservation staff  Total Membership: 773,360  NHQ in Memphis; 4 regional offices; gov’t affairs in DC  Not a hunting or advocacy group  Total Acreage Conserved: 12,248,956  Partners, partners, partners  Restoration  Engineering  Project delivery and administration  Land Protection  Public Policy  Research  GIS

Great Lakes/Atlantic Regional Office

DU in NY Three GLRI grants in NY…so far  NOAA St. Lawrence Valley Fisheries Habitat Enhancement  EPA Lake Ontario Invasive Species Control and Habitat Enhancement (subrecipient to TNC)  USFWS Joint Ventures Indian River Lakes Wetland Protection

Identifying GLRI opportunities  Be proactive, not reactive  Have projects “on the shelf”  Have due diligence, project components clear before RFP hits  Consult with agency staff developing the RFP before the RFP is issued  Identify the scientific basis for the need for the project  past studies, baseline  opportunity to partner with universities, other researchers  Get partners in one room and hammer out responsibilities, roles, obstacles

Identifying GLRI opportunities Identify the goals for the project, realizing there may be multiple goals the project can address  Invasive species, fisheries habitat, endangered species, water quality Set realistic goals  Don’t sell yourself short  Don’t overpromise

Develop a Strategy  Geography  Are there multiple small projects that have a common need?  Develop larger, regionally based projects.  Which partners?  Why are they are partner?  Who is applicant? Sub-recipient? Subcontractor?

Develop a Strategy  Choose an RFP that fits strategically with the project and the likelihood of getting funded  Which RFP? Shotgun or selective?  What match (and why?)  Is match required? Does it make your proposal more competitive?  Is the match better used elsewhere?  Can match be generated via collaboration?  Funding level  Are you submitting several proposals?

Structure the Proposal GOAL: Make it as easy as possible for the agency to award you the grant. Understand Rank Defend Administer

Structure the Proposal  Go through RFP with fine tooth comb  (Consult with agency staff developing the RFP before the RFP is issued)  Discern the intent – read between the lines  Understand the agency and the people  Develop a checklist of hot buttons  Make project relevant to the RFP and the agency  What are their goals?  How do they measure outcomes? How do you measure outcomes?  Will they buy into your system for measuring success and achieving goals?

 Arrange the proposal in a logical format that either  Follows the guidance of the RFP specifically, or  Follows the order and logic of the RFP as closely as possible  Try to anticipate how the black box works (peek inside if you can)  Make the proposal fit the process  Realize that you may have several people reviewing all or parts of your proposal  Each section must stand on its own merit and provide the reviewer with all the information they need to make a judgment  Don’t assume the reviewer has read other sections or knows anything more about the project Structure the Proposal

 Don’t assume your reviewer will know anything about your project, location, organization, or ability to deliver  Avoid jargon or criteria that are unique to your organization  Develop a timeline that is realistic and meets the RFP  Develop a plan for how steps of the project will be achieved  Identify staff or partners who will have ownership of these step  Adopt RFP language to use in proposal  Identify opportunities to use the project to:  Promote the GLRI and partnerships between the agency and the grantee  Utilize the project for outreach, education and celebration  Pay attention to the points

Securing the grant  Make sure you have all the required components to allow the agency to award you the grant  DUNS number  Support letters  partners, stakeholders, legislators  SF-424, lobbying disclosure, and other federal forms  Resumes or statements of qualification for all personnel who will be involved (applicant and partners)  highlight experience administering or delivering past grants or projects similar in scope and size to proposal

Securing the Grant  Prepare for Grant Award  Internal ability to satisfy A-133 or other audit  audit ready files  QAPP  Safety Plans  Invasive species plans  Subrecipient agreements  Internal policies on contracting, invoicing, accounting, procurement,

Securing the Grant  Review by someone outside the proposal process  Submit it as instructed by RFP  format, use of attachments, supporting materials, GIS data  Register with grants.gov, or submit via , mail  Plan ahead to avoid the rush, avoid potential pitfalls, verify receipt

Questions? Doug Gorby Regional Biologist – New York