RFP 26-127 Grant Writing and Grant Management Services

The City of Banning (“City”) is seeking a qualified entity or individual (“Company”) to provide the services listed in the Scope of Work.

The City anticipates selecting up to three firms to perform the services.

Proposals are requested from Companies that have a demonstrated ability to perform the tasks identified in this Request for Proposal (“RFP”).

Background

The City of Banning is strategically located astride Interstate 10 between the Inland Empire and the Coachella Valley in the San Gorgonio Pass. The City, incorporated in 1913, has a rich and colorful history.

Initially Banning served as a stagecoach and railroad stop between the Arizona territories and Los Angeles. This history has contributed to the present-day spirit of pioneer resourcefulness and "can do" attitude that is so prevalent in the community.

Banning is a friendly and wholesome place to work and raise a family. Desirable executive housing is available, as well as moderate and lower income housing. Clean air, ample water supplies and the memorable and inspiring scenic vistas of both Mt. San Gorgonio and Mt. San Jacinto, the 2 tallest peaks in Southern California, are additional amenities which make the City of Banning a logical choice as a development opportunity in the Southern California area.

Project Details

• Reference ID: RFP-26-127
• Department: Purchasing Division
• Department Head: Barbara Mason (Purchasing Manager)

Important Dates

• Questions Due: 2026-04-09T23:00:00.000Z

Addenda

• Addendum #1 (released 2026-04-15T23:18:49.081Z) —

  To clarify how many agreements the city may award.

  Under Overview, Summary, it mentions the city anticipates selecting one firm to perform the service.

  This is incorrect, the city may award up to three agreements or three firms as mention under section 3.6 Contract Award section.

• Addendum #2 (released 2026-04-22T14:47:41.981Z) —

  Here is the New Vendor Packet file for anyone having issues. If anyone is having any issues with the site, please go to the Visit Help Center link from the bidding site https://procurement.opengov.com/portal/banning-ca. If you are still having issues, please reach out to the Purchasing Manager.

  Also, please do not submit the business license form to HDL, we only require the form to be filled out.

• Addendum #3 (released 2026-04-22T23:46:39.411Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Qualifications (20 pts)
• Pricing (20 pts)
• Experience (Projects of similar size and scope) (20 pts)
• Professional References (15 pts)
• Approach and Methodology (20 pts)
• Overall Proposal and Presentation (5 pts)

Submission Requirements

• Cover Letter (required) —

  The cover letter shall include a brief general statement of intent to perform the services and confirm that all elements of the RFP have been reviewed and understood. The letter shall include a brief summary of Company’s qualifications and Company’s willingness to enter into a contract under the terms and conditions prescribed by this RFP and in the Sample Agreement. The letter must identify a single person for contact during the RFP review process.

• Proposal (required) —

   

  1. Statement of Understanding and Approach
     • This section must demonstrate an understanding of the Services. It should describe the general approach, organization and staffing required for the Services requested. If necessary, preliminary investigations, due diligence, and research shall be discussed in this section.
     • This section should include the following:
       • An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.
       • Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.
       • Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.
       • Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work.
       • Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for the services desired.
       • Proposers are also requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City, if applicable.
  2. Company Information
     • This section shall include contact person information, address and telephone number of the company main office and branch offices. Each Company shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that Company believes may be pertinent to the selection process may be provided.
     • The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years. If the Services require a license or certification, the Proposal shall include any claims or disciplinary action taken against Company or any of Company’s key personnel within the past five years.
  3. Company Personnel
     • This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services. Members of the Company’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the Company shall identify how long the Company has worked with the subcontractor.
     • An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.
  4. Disclosure
     • Please disclose any and all past or current business and personal relationships with any current Banning elected official, appointed official, City employee, or family member of any current Banning elected official, appointed official, or City employee. Any past or current business relationship may not disqualify the firm from consideration.
  5. Experience and References
     • The Proposal must demonstrate that the Company, or its key personnel, meets the minimum experience requirement in #Prerequisites with a legally registered business name, that provides services of a similar type and scope as described in the Scope of Services. A Company shall not have filed for bankruptcy under any business name over the past five (5) years.
     • Company shall provide at least 3 references, within the past 5 years, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include client names, addresses, telephone numbers and e-mail addresses of the clients for whom prior work was performed and include an explanation of the services provided along with project start and end dates.
• Price Proposal (required) —

  All proposals submitted shall have a stated dollar bid amount for providing the services outlined in the Scope of Services. The total shall be an all-inclusive maximum price and to contain all direct and indirect costs including all out-of-pocket expenses with a full and complete breakdown of all said costs, and proposed fees including but not limited to hourly rates, reimbursable expenses and/or rates, mileage and/or travel cost, miscellaneous fees, etc., for the first year's audit engagement.

  In addition, a statement must be included in this section that if the proposer is charging travel costs, the proposer's charges invoiced to the City for travel, lodging and subsistence shall not exceed the current IRS rates.

• Value Added Services —

  Please describe any value-added services your company offers that may be of use to the City

• Evidence of Insurance (required) —

  In addition, the Company shall provide evidence of possession of insurance in the coverage and amounts listed in the Sample Agreement.

  City requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance on file with the City for the issuance of a permit or contract. Within ten (10) consecutive calendar days of award of contract, successful Proposer must furnish the City with the Certificates of Insurance proving coverage as specified in contract sample.

• Vendor Forms —

  Please download the below documents, complete, and upload.

• Type of Business (required)
• Type your Legal Company Name Here (required) —

  State your Company's Name Here. This will be verified against the California Secretary of State's Website.

• EX PARTE COMMUNICATIONS CERTIFICATION (required) —

  I certify that Bidder and Bidder’s representatives have not had any communication with a City Councilmember concerning this IFB at any time after the date and time that this IFB was publicly advertised.

• EX PARTE COMMUNICATIONS CERTIFICATION CONTINUED (required) —

  If stated "Yes" above, please explain the circumstances in the following space, or state "None."

• DEBARRED, SUSPENDED, DISQUALIFIED QUESTIONNAIRE (required) —

  Has the Company, any officer of the Company, or any employee of the Company who has proprietary interest in the Company, ever been debarred, suspended, disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation?

• DEBARRED SUSPENDED DISQUALIFIED QUESTIONNAIRE CONTINUED (required) —

  If stated "Yes" above, please explain the circumstances in the following space, or state "None."

• DISCLOSURE OF GOVERNMENT POSITIONS (required) —

  Each Bidder shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None."

• CERTIFICATION COMPLIANCE (required) —

  Please download the below documents, complete, and upload.

• Value Added Service (required) —

  Do you want the vendors to include any information about value-added services for this RFP?

• Pre-Proposal Meeting (required) —

  Select the appropriate one

• Electronic Pricing Table (required) —

  Do you want to include the ProcureNow e-Pricing Table in this RFP?

Questions & Answers