Grant Writing Services

The objective of St. Johns County is to hire a consultant to provide comprehensive grant writing services to include research of Federal and State grant opportunities, strategizing with County staff regarding pursuit of grant opportunities, grant writing, and pre-grant agreement tasks and activities, in support of the goals of the St. Johns County Board of County Commissioners.
B. SCOPE OF SERVICES The awarded Consultant shall be responsible for providing any and all labor, materials, equipment, expertise, and support necessary to complete the following tasks:
Task 1: Grant Research Expectations: The Consultant will research and identify grant opportunities relevant to the goals of St. Johns County. Meeting(s): The Consultant will meet with designated staff, at a minimum of once per month, to discuss the current list of grant opportunities, or when requested by the County. Virtual meetings are acceptable for this purpose. Deliverables: a) Conduct thorough research to identify relevant grant opportunities in the areas of transportation, environmental initiatives, economic development, parks and recreation, public safety, and other local governmental infrastructure projects. b) Remain current with available funding sources, government programs, private foundations, and other potential grant sources. c) Analyze each identified grant opportunity to determine its suitability, including the type of grant, funding availability, required match, timelines, potential impacts to the community and other relevant requirements or conditions. d) Develop a calendar of grant opportunities that are typically offered on an annual basis, with notifications of significant dates related to those grants, such as deadlines for submitting Letters of Intent or pre-proposal meetings.
Task 2: Grant Analysis and Assessment Expectations: The Consultant will perform an analysis and provide an assessment of each potential grant opportunity in relation to identified County projects. The analysis will include a grant matrix as detailed below and shall be updated regularly as new opportunities and projects are identified. Meeting(s): Meeting to discuss project analysis and grant matrix. Deliverables: a) Provide detailed analyses for each potential grant opportunity, including a comprehensive overview of the grant requirements, eligibility criteria, and competitiveness. b) Identify options and potential flexibilities within grant programs that may align with the County’s goals and objectives. c) Develop a grant matrix matching County projects with identified grant opportunities. The matrix shall include scoring on the level of competitiveness of the project in relation to each grant merit criteria. d) Develop a two-year timeline of grant applications in coordination with County staff. The timeline should include the project, the corresponding grant for which the project would be competitive, and a timeline of all activities that will be required to position the project and the grant application in the most competitive state.
Task 3: Coordination and Collaboration Expectations: The Consultant shall coordinate and collaborate with assigned County staff prior to writing and applying for any grants. Meeting(s): On monthly basis, the Consultant shall meet with the assigned County staff to review grant opportunities. Deliverables: a) Collaborate with appropriate County staff and departments to ensure seamless coordination and integration of pre-grant application related activities. b) Engage in regular communication and consultation with relevant stakeholders to gather necessary information and ensure alignment with the community's needs and the goals of the St. Johns County Board of County Commissioners.
Task 4: Grant Writing Expectations: The contractor shall write and apply for all grants approved by County staff. Meeting(s): Each grant application will require biweekly meetings (at a minimum) with the County Project Manager for the respective grant. Deliverables: a) Write and apply for all grants approved by County staff including completion of narratives and all application forms. b) Maintain a master list of all grants applied for and the application status.
Task 5: Pre-Grant Agreement Task and Activities Expectations: If the County is notified of an award, the Consultant will assist with producing all pre-agreement documents as required by the grantor. Meeting(s): To be scheduled as needed. Deliverables: a) Be accountable for the development of grant agreements upon notification of a grant award; ensuring compliance with all necessary regulations, guidelines, and documentation requirements. b) Facilitate the grant agreement process with grant providers and County staff to submit for approval by the St. Johns County Board of County Commissioners.
Task 6: Project Management Expectations: Consultant shall prepare and submit to the County for approval a project management plan for each grant for which the Consultant will be providing services. The project management plan shall include: a schedule of work, details of the roles and responsibilities of Consultant and sub-consultants, and establish project milestones. Consultant will participate in meetings at least twice per month with the County’s Project Manager and meetings with specific County Departments, key stakeholders, and outside agencies, as necessary. Consultant will prepare meeting agendas and keep meeting notes. Consultant will promptly respond to County requests (both routine and emergency).
County Oversight A designated Project Manager will be responsible for the management of a contract awarded to the Consultant. The County will provide reasonable assistance to the Consultant in the scheduling of meetings, interpretation of policy and procedural requirements, research relating to internal documents, coordination with outside agencies and County staff. The Project Manager, in coordination with the Consultant, will establish project timelines and budgets for each project and monitor the Consultant’s compliance with the agreed upon timelines and budgets.