Grant Identification, Authoring and Submission Services - Town of Pownal

Start Date: February 11, 2025
End Date: March 17, 2025
Type: Requests for Proposals (RFP)
Phone: 2076884611
Email: [email protected]

1. Proposal Requested - The Town of Pownal, hereinafter the “Town”, is requesting statements of interest and qualifications as well as a cost proposal from consultants with the appropriate experience and qualifications to provide grant location, writing and submission services. The Town has initiated an ambitious project to upgrade town facilities utilized to house and support the Fire & Rescue department and the Public Works department. A comprehensive needs assessment and projected cost has been obtained. With a proposed plan and budget in place, attention is now turned to financing said project. One aspect of financing, needing exploration and assistance, is in the location of, and applying for, any and all suitable grants to help the town complete the acquisition of this new facility.

2. Background - Pownal is a town in Cumberland County located between the towns of North Yarmouth, Freeport, Durham, and New Gloucester. Pownal was settled in 1680 and incorporated on March 3, 1808, from a portion of Freeport. According to the United States 2020 Census, Pownal has a population of 1,549, made up of 562 households within a total area of 22.9 square miles. Pownal utilizes an elected Select Board and town meeting style of town administration.
In 2022 the Select Board created an ad hoc committee to review the current state and future needs of the Public Safety and Public Works facilities. The 2006 and 2021 Comprehensive Plans, as well as the Needs Assessment review completed in 2010, identified the need for a new Public Safety facility, with the 2021 Comprehensive Plan identifying the need for a new or updated Public Works facility.

The final report and recommendations of the Future Facilities Committee were presented to the Select Board and town residents in late 2024. The Select Board then commissioned a new ad hoc committee with the charge to:
Become familiar with the recommendations and findings of the original committee, and in collaboration with the Select Board, the committee will be charged with finalizing the design of a new Fire/Rescue and Public Works facility. This committee will also investigate financing options for the new facility, including but not limited to, Bonding, Grants, TIF funds, and other funding options that may yet to be discovered. There is an amount budgeted to assist in this investigation, and to hire professional assistance as needed. The committee will recommend to the Select Board Contractors, Timelines, and necessary items to make this project “shovel ready” once an affirmative vote has been given by the legislative body of the town.

3. Scope of Work
Task #1 - Search for and identify any Federal, State, County or other grant funding award opportunities that may be appropriate and for which the Town is qualified to receive an

Page | 2 – Town of Pownal Maine, RFP – Grant Identification, Authoring, and Submission Services

award. The successful receipt of said award will be used to finance the acquisition of a new town facility as previously described.
Task #2 - Once an appropriate grant funding opportunity has been located, attention will then be turned to application, needs justification writing, submission of materials for potential award and appropriate and timely follow-up with the awarding entity to include the submission of any further information required for award consideration.

4. Deliverables - Deliverables envisioned as a result of this assessment include, but are not limited to, the following:
• A review of the search conducted indicating a comprehensive review of available grant funding opportunities.
• A detailed analysis, if appropriate, of the available grant opportunities consisting of pros, cons, and implications to the town, if any, should the Town apply for and receive said grant award.
• Financial expenditure born by the Town for any grant funding opportunity identified as appropriate for this project.
• Expert recommendation in choosing the best grant funding opportunity for the town given the parameters described herein and in follow-up discussion with the committee.
• Expert work in grant applications and describing the needs of the Town currently present with justification of why the Town should receive the award applied for.

5. Project Schedule
• RFP submissions will be due March 17, 2025, by the close of business (4:30 p.m.) Eastern Standard Time. Submissions received after this date will not be considered. It is the sole responsibility of the Proposer to ensure timely delivery. Proposals will not be accepted at any other location than the address specified below. Faxed or e-mailed proposals will not be accepted.
Interested individuals and firms shall submit 15 (fifteen) copies of the sealed submission packages and thumb drive containing a PDF copy to:
Town of Pownal
Future Facilities Committee
429 Hallowell Road, Pownal Maine 04069
Labeled: Town of Pownal Maine, Request for Proposal – Grant Identification, Authoring and Submission Services.
• Pre-submitted questions may be sent by e-mail to: [email protected] by end-of-day February 25, 2025. Responses will be posted on Pownal’s town website (www.pownalmaine.org) on or

Page | 3 – Town of Pownal Maine, RFP – Grant Identification, Authoring, and Submission Services

before March 6, 2025. Any questions received after this date will not be considered. Responses to individual e-mails will not be provided.
If it becomes necessary to revise any part of this RFP, an addendum will be posted on the website. It will be the individual respondent’s responsibility to check the website for updates.

6. Proposal Format Requirements - Submittals must include the following components in the order listed below:
Part 1: Cover Letter/Executive Summary/Draft Contract (5 points)
• The names of the key members of the consultant team
• The mailing address, telephone number, and the name of the main point of contact for the consultant team.
• Draft contract
Part 2: Experience and Qualifications of Consultant/Team Members (30 points)
• Provide details relating to the experience and qualifications of the members of the team, including an organizational chart showing all key personnel who will be assigned to this project.
• Submit brief resumes demonstrating the training, experience, and other qualifications of key personnel who will be assigned to this project.
Part 3: Understanding of Project Scope (25 points)
• Each respondent shall demonstrate its capacity to deliver comprehensive and professional grant writing abilities.
Part 4: Commitment to Project Budget & Detailed Work Plan (20 points)
• Consultant shall provide a fee schedule including estimated costs.
Part 5: Delivery Schedule and Timeline (15 points)
• Consultant shall provide a detailed monthly report.
Part 6: Reference Review (5 points) The review team will conduct a background reference review of each respondent. include the following information for three (3) projects that the proposed consultant team worked on together:
1. Name of project/study
2. Location of the project
3. Name, title, and contact information for the client
4. Project budget
5. Date of completion of the project
Total Possible: 100 points

Page | 4 – Town of Pownal Maine, RFP – Grant Identification, Authoring, and Submission Services

Town of Pownal, Maine
Attn: Future Facilities Committee
429 Hallowell Rd, Pownal, ME 04069
Labeled: Town of Pownal Maine Request for Proposal. Grant Identification, Authoring and Submission Services
It is the sole responsibility of the Proposer to ensure timely delivery. Late proposals shall not be considered. Proposals will not be accepted at any other location other than the address specified above. Faxed or emailed proposals will not be accepted.

7. Selection Process - The Town of Pownal will use the Future Facilities Committee to review and score the submissions.
The Town, at its discretion, may interview the top ranked firms. From this process, the Town may select successful individuals and / or firm.

8. Proposal Terms and Conditions - The Town shall not be liable for any direct or indirect costs associated with any firm’s preparation and /or presentation costs in response to this RFP. This RFP does not commit the Town to pay any costs incurred in the submission of the RFP or in making any necessary studies or analysis in preparation for the submission of the RFP.

The Town reserves the right to accept or reject any or all submissions. The Town also reserves the right to waive any informality, technical defect, or clerical error or irregularity in any proposal.

Additionally, the Town may, for any reason, decide not to award a contract pursuant to this RFP and reserves the right to cancel the RFP. Furthermore, it is to be understood by the responding individuals or firms that the Town is not obligated to accept any submissions or to negotiate with any responding individuals or firms and the Town reserves the right to select the firm, which in its sole opinion, will best serve the public’s interest.

The Town shall not be responsible for nor be bound by any oral instructions or interpretations or explanations issued by the Town or any of its employees or representatives. Any contact with Town personnel related to this RFP not in conformance with the request for proposal identified above, is expressly prohibited.