Grant Management Services
| Agency: | Polk County Public Schools Facilities and Operations |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Mar 13, 2026 |
| Due Date: | Apr 13, 2026 |
| Solicitation No: | 2026-008 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
Florida Electric Cooperatives Association
Florida Electric Cooperatives Association
Status
Active
Active
Fiscal Year
2026
2026
Number
2026-008
2026-008
Tertiary Contact
Type
Request for Proposal
Request for Proposal
Department
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
I. General The successful Respondent will provide all necessary services under this RFP to assist one or more Members with the management of all disaster-related grants, including development, submission, and closeout of grant applications, in response to a Federally declared disaster.
It is expected that grant funding will be primarily provided by FEMA, but Respondents should be familiar with all funding sources that may be or become available to maximize reimbursement. Respondents will assist to confirm no duplication between grants is occurring. Respondents will collaborate with any Member staff, representatives, or contractors to complete the scope of work.
Selected Contractor(s) will be required to follow Federal Regulations applicable to procurement and services as amended and updated. This will include working with Federal agencies, State agencies, and various Member representatives. II. Services As a part of the services, Respondent may be asked to perform the following non-exhaustive list of activities:
• Provide disaster claims consulting, including consulting on FEMA and other Federal grant agencies’ programmatic and regulatory requirements related to cost estimation, bid document preparation, and construction and budget oversight.
• Identify available funding sources and ensure avoidance of any duplication of benefit.
• Provide grant management advice related to FEMA and other Federal or State agency pass-through grants. This includes review of a Member’s current record-keeping strategy for documentation and assisting in developing a standard guideline for how reimbursement expenditures are recorded and what type of documentation should be maintained and providing any other associated services that may be directly related to support disaster-related costs and reimbursement from appropriate agencies.
• Prepare and submit all grant applications to the correct governmental authority for reimbursement of eligible costs associated with applicable disasters.
• Meet all stated deadlines applicable to FEMA, any other applicable Federal agency, and the State’s required timelines to recover full reimbursement.
• Meet with representatives of FEMA and the appropriate State agencies as necessary to discuss disaster-related costs and expenditures.
• Review contracts, advise Member on the establishment of contracts for services or supplies related to recovery from the event, and advise on the scope of work development for said contracts.
• Prepare any required supporting documentation to accompany Project Worksheets, including working with Member to gather details related to employee fringe benefits, overtime, etc., for labor rates to provide to FEMA or any other applicable agency.
• Work with Member staff to complete necessary documentation for reimbursement and or grant application, including insurance policies and personnel policies as requested. Research as necessary to complete all forms.
• Assist in completing the documentation required for Federal and State reimbursement, and the submittal of all eligible expenditures to the appropriate agencies, within required deadlines.
• Identify and quantify all eligible expenses for reimbursement.
• Track all documentation submitted and any outstanding expenditure(s) to ensure that all eligible expenditures are credited through submitted reimbursements.
• Ensure that Member understands why certain expenditures were disallowed or deobligated, if any, and ensure that all appeal avenues are utilized.
• Track all expenditures and reimbursements to maintain quality reconciliations of monies expended and submitted for reimbursements versus those received.
• Provide copies of all documentation transacted for reimbursement and offer any coordination ideas that may result in cost savings, efficiencies, or increased reimbursement.
• Compile and provide all necessary backup documentation, e.g., invoices, equipment usage documents, etc. to ensure full reimbursement and/or establish grant eligibility. Submitted documentation must withstand a FEMA, Federal, or State audit, and the successful Respondent will have to support the work for which they are assisting Member.
• Assist the specialized FEMA teams as they become necessary in the process. FEMA teams may be assigned to Member to review the reimbursement in this particular area. The successful Respondent would work with this team as necessary to assist in getting reimbursement for Member.
• Maintain records of all the documentation provided by Member submitted to any outside agency for reimbursement and provide Member with said copies upon request at any point in the process.
• Assist with developing closeout strategies and procedures for Member and assist Member with implementation of those strategies and procedures.
• Assist with responding to any requests for audit information by any source.
• Provide miscellaneous services not otherwise described, but which Member may require, or any other tasks associated with FEMA grant management or documentation reimbursement process as requested by Member.
• Provide periodic reports as directed by Member that summarizes work performed by Contractor as well as Contractor’s budget updates.
• Provide a final report summarizing the total reimbursement requested (by category type and by project size), total expenditures by Project Worksheet, the total number of Project Worksheets, and any special circumstances and relevant data.
I. General The successful Respondent will provide all necessary services under this RFP to assist one or more Members with the management of all disaster-related grants, including development, submission, and closeout of grant applications, in response to a Federally declared disaster.
It is expected that grant funding will be primarily provided by FEMA, but Respondents should be familiar with all funding sources that may be or become available to maximize reimbursement. Respondents will assist to confirm no duplication between grants is occurring. Respondents will collaborate with any Member staff, representatives, or contractors to complete the scope of work.
Selected Contractor(s) will be required to follow Federal Regulations applicable to procurement and services as amended and updated. This will include working with Federal agencies, State agencies, and various Member representatives. II. Services As a part of the services, Respondent may be asked to perform the following non-exhaustive list of activities:
• Provide disaster claims consulting, including consulting on FEMA and other Federal grant agencies’ programmatic and regulatory requirements related to cost estimation, bid document preparation, and construction and budget oversight.
• Identify available funding sources and ensure avoidance of any duplication of benefit.
• Provide grant management advice related to FEMA and other Federal or State agency pass-through grants. This includes review of a Member’s current record-keeping strategy for documentation and assisting in developing a standard guideline for how reimbursement expenditures are recorded and what type of documentation should be maintained and providing any other associated services that may be directly related to support disaster-related costs and reimbursement from appropriate agencies.
• Prepare and submit all grant applications to the correct governmental authority for reimbursement of eligible costs associated with applicable disasters.
• Meet all stated deadlines applicable to FEMA, any other applicable Federal agency, and the State’s required timelines to recover full reimbursement.
• Meet with representatives of FEMA and the appropriate State agencies as necessary to discuss disaster-related costs and expenditures.
• Review contracts, advise Member on the establishment of contracts for services or supplies related to recovery from the event, and advise on the scope of work development for said contracts.
• Prepare any required supporting documentation to accompany Project Worksheets, including working with Member to gather details related to employee fringe benefits, overtime, etc., for labor rates to provide to FEMA or any other applicable agency.
• Work with Member staff to complete necessary documentation for reimbursement and or grant application, including insurance policies and personnel policies as requested. Research as necessary to complete all forms.
• Assist in completing the documentation required for Federal and State reimbursement, and the submittal of all eligible expenditures to the appropriate agencies, within required deadlines.
• Identify and quantify all eligible expenses for reimbursement.
• Track all documentation submitted and any outstanding expenditure(s) to ensure that all eligible expenditures are credited through submitted reimbursements.
• Ensure that Member understands why certain expenditures were disallowed or deobligated, if any, and ensure that all appeal avenues are utilized.
• Track all expenditures and reimbursements to maintain quality reconciliations of monies expended and submitted for reimbursements versus those received.
• Provide copies of all documentation transacted for reimbursement and offer any coordination ideas that may result in cost savings, efficiencies, or increased reimbursement.
• Compile and provide all necessary backup documentation, e.g., invoices, equipment usage documents, etc. to ensure full reimbursement and/or establish grant eligibility. Submitted documentation must withstand a FEMA, Federal, or State audit, and the successful Respondent will have to support the work for which they are assisting Member.
• Assist the specialized FEMA teams as they become necessary in the process. FEMA teams may be assigned to Member to review the reimbursement in this particular area. The successful Respondent would work with this team as necessary to assist in getting reimbursement for Member.
• Maintain records of all the documentation provided by Member submitted to any outside agency for reimbursement and provide Member with said copies upon request at any point in the process.
• Assist with developing closeout strategies and procedures for Member and assist Member with implementation of those strategies and procedures.
• Assist with responding to any requests for audit information by any source.
• Provide miscellaneous services not otherwise described, but which Member may require, or any other tasks associated with FEMA grant management or documentation reimbursement process as requested by Member.
• Provide periodic reports as directed by Member that summarizes work performed by Contractor as well as Contractor’s budget updates.
• Provide a final report summarizing the total reimbursement requested (by category type and by project size), total expenditures by Project Worksheet, the total number of Project Worksheets, and any special circumstances and relevant data.
Dates(All times are listed as
EST
)
Broadcast Date
3/13/2026 4:00 PM EST
3/13/2026 4:00 PM EST
Question End Date
3/30/2026 5:00 PM EST
3/30/2026 5:00 PM EST
Sample Due Date
Due Date
4/13/2026 5:00 PM EST
4/13/2026 5:00 PM EST
Bid Opening Date
Question End Date Reminder Notification
0 Day(s)
0 Day(s)
Sample Due Date Reminder Notification
0 Day(s)
0 Day(s)
Due Date Reminder Notification
0 Day(s)
0 Day(s)
Pre-Bid Meetings
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Shortlist Meeting
Total: 0
(All times are listed as
EST
)
| Date | Time | Location |
Documents
Total: 2
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Commodity Codes
Total: 15
| Code | Description |
| [946-52] | Grant Writing Services |
| [950-40] | Grants, Other Political Subdivisions, IDC |
| [950-41] | Grants, Other Political Subdisions |
| [958-16] | Business Management Services |
| [958-39] | Financial Management Services |
| [958-68] | Support Services, Management |
| [958-74] | Personnel Management Services |
| [958-82] | Records Management Services (Including Document Management Services which also includes Technology Integration) |
| [918-32] | Consulting Services (Not Otherwise Classified) |
| [918-43] | Environmental Consulting |
| [918-49] | Finance/Economics Consulting |
| [918-58] | Governmental Consulting |
| [918-75] | Management Consulting |
| [918-81] | Natural Disasters (Fire, Flood, Wind, Quakes) Consulting |
| [918-97] | Utilities: Gas, Water, Electric Consulting |
Publications
Total: 0
| Publication | Date |
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