WHAT IS A REQUEST FOR PROPOSAL (RFP)? 

THE REQUEST FOR PROPOSAL PROCESS 

The Department of State Health Services (DSHS), through formula allocation, designates funds for the six (6) HSDAs (HIV Service Delivery Area) in The Resource Group’s HASA to provide core medical and care-enabling services for people living with HIV. The competitive cycle is completed every 5 years. As the Administrative Agency, TRG may enter into agreements with subcontractors unless restricted or otherwise prohibited by contract language.

 

(Click Text To View Documents Below)

TRG Grant Funding Process 

TRG RFP Policy

Eastern HASA Map

 

REQUEST FOR PROPOSAL SCHEDULE  

TRG RFP Schedule (I would like the page to look like her doc, not a PDF)- DOCUMENT #5  

• Rural HSDA 

• Eastern HASA HOPWA 

• Houston HSDA 

 

HOW TO DETERMINE YOUR ELIGIBILITY  

Public, private, and nonprofit organizations are eligible for most funding opportunities. We promote competition and encourage any eligible organizations to apply. 

Which organizations are eligible?  

Government Organizations 

• State governments 

• Local governments 

• City or township governments 

• Special district governments 

• Native American tribal governments (both federally- and non-federally recognized) 

Non-Profit Organizations 

• Nonprofits with and without 501(c)(3) status from the IRS, other than institutions of higher education 

 

PREPARING YOUR APPLICATION 

Filling out a grant application can feel daunting. While completing a grant application can be challenging, time-consuming, and sometimes complicated, it’s completely possible to conquer this process and become the recipient of some extremely helpful funding. Here are some things that can help you navigate the process. 

Where should you begin? 

Before you begin, ask yourself the following questions: 

• Have I read the RFP completely and carefully? 

• Do I understand it? 

• Is my organization eligible to apply, based on the eligibility criteria in the RFP? 

• Does my organization have the technical expertise, personnel, and financial capacity to successfully implement the project described in the RFP? 

• Are all my organization’s stakeholders supportive of applying for this grant? 

• Is my organization prepared to successfully implement the project within the budget we're proposing? 

 

Be sure you can answer “yes” to each of these questions. If you can, you’re ready to apply. 

 

Tips on how you can write a strong proposal 

Applications must be within the specified page limit or less. So, be brief, but precise as you describe: 

• Goals and objectives 

• Define them clearly 

• Be specific 

• Need 

• The need for the service or activity that the grant will support 

• Your organization's track record in fulfilling that need 

• Response and impact 

• Show how you plan to achieve the program’s purpose 

•  Include supporting data whenever possible 

• Resources and capabilities 

• Elaborate on your organization’s knowledge, staffing, and fiscal stability 

• Explain how these ensure you can carry out your proposal and meet the goals of the grant program 

• Budget 

• A realistic plan that matches your goals and objectives 

• Include a narrative that justifies the costs (see RFP for exact requirement)  

 

Tips for completing your application 

1. Start preparing the application early 

1. Read and follow the instructions carefully 

1. Be aware of deadlines 

1. Keep your audience in mind 

1. Be brief and clear 

1. Be organized and logical 

1. Show evidence of solid fiscal management 

1. Be careful when you use attachments 

1. Review your application to ensure accuracy and completion 

1. Submit all information at the same time 

 

FOLLOW THE APPLICATION PROCESS 

Once you have submitted your Request of Proposal (RFP), the review process begins. 

What should you do before you submit your RFP? 

Review your proposal thoroughly before you submit it. You can’t make edits after submitting it to us. 

• Ensure correct spelling and calculations. 

• Adhere to page limits, font and file-type requirements 

• Include all required documents in the specified order 

• Address all the criteria against which we will score your proposal 

Do not wait until the last minute to submit. There is no process to accept late proposals! 

 

When should you submit your proposal? 

You must submit your applications before the deadline. We recommend submitting it well in advance of that deadline. 

 

Why should you submit your application well in advance of the deadline? 

We will only consider you for funding if all documents are received via the approved method on or before the deadline date and time. NO EXCEPTIONS. 

 

What happens after you submit your proposal? 

After you submit your proposal, it will go through the following process: 

Proposal Screening 

• We screen your application. 

• It must be complete. 

• It must show your organization is eligible. 

• It must be responsive. 

• We must receive it on time. 

 

Note: If your application is ineligible, incomplete, non-responsive, or late, it will not undergo technical review. And we won't consider it for funding. 

 

Technical Review 

• A panel of independent experts will review your application. 

• Reviewers score your application based on evaluation criteria as outlined in the RFP. 

• The review panel develops consensus statements identifying the strengths and weaknesses of each application. 

 

Award Determination 

• Using input from the technical review, the independent reviewers will determine who will receive awards. 

• Ensure financial viability and compliance with program requirements. 

• We make final decisions on or before the program start date. 

 

What happens once we determine awards? 

We issue a Letter of Award for each application we select for funding. 

The general notice includes: 

• Project and budget period 

• Amount of assistance 

• Award terms and conditions 

 

Additional information will follow the initial letter of award to further explain grant terms.