INTRODUCTION
The Eastern Panhandle Regional Planning & Development Council (hereinafter referred to as Region 9) was created through an act of the West Virginia State Legislature to assist local governments in resolving their common problems, engage in area-wise comprehensive and functional planning, identify, apply for, and administer certain federal and state grants, and to provide a regional focus in regard to multiple programs undertaken on an area-wide basis. Region 9’s member governments include the following counties and their municipalities: Berkeley County, City of Martinsburg, Town of Hedgesville, Morgan County, Town of Bath, Town of Paw Paw, Jefferson County, City of Ranson, City of Charles Town, Corporation of Shepherdstown, Town of Harpers Ferry, and the Town of Bolivar. Region 9 is funded by the Appalachian Regional Commission, the US Economic Development Administration, the West Virginia Department of Economic Development, and its member governments.
SCOPE OF PROJECT
Region 9 is requesting qualification and experience proposals from qualified firms and/or individual to identify, develop, and write State and federal grant applications and seek other resources to assist the region’s member governments to achieve the objectives of its Comprehensive Economic Development Strategy (CEDS) plan. Region 9, through its Executive Director, will direct the work of the selected contractor to ensure it stays focused on the region’s strategic economic and community development priorities. The contractor will be required to be available on an as-needed, on-call basis and able to complete applications in their entirety within short State and federal grant opening windows. This position has been grant-funded through the US Economic Development Administration and the Appalachian Regional Commission.
ESSENTIAL FUNCTIONS/TYPICAL TASKS
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position to support the ongoing needs of the office.
· Draft and finalize update to the region’s current Comprehensive Economic Development Strategy (CEDS)
· Collect and analyze project specific data as well as data relating to regional development
· Identify and apply for potential resiliency, mitigation, and economic recovery projects
· Identify and apply for economic and community development grant-eligible projects with state and federal resources
· Plan, coordinate, facilitate and/or attend pre-proposal meetings
· Develop and maintain good working relationships with State, federal, and local agencies, as well as local media
· Develop and produce correspondence, resolutions and Letters of Support, as needed
· Attend training workshops when pertinent to position
TERM OF CONTRACT
A. The term of the contractual agreement shall begin at the date of the award and will conclude no later than May 1, 2026.
B. HOLD HARMLESS/INDEMNIFICATION: If a contract is awarded, the successful Contractor will be required to indemnify and hold Region 9, its agents and/or employees harmless from and against all liability and expenses, including attorney's fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person arising out of or attributable to the Contractor's performance of the contract awarded. Any property or work to be provided by the Contractor under this contract will remain at the Contractor's risk until written acceptance by Region 9; and the Contractor will replace, at Contractor's expense, all property or work damaged or destroyed by any cause whatsoever.
Termination for Convenience: Region 9 may terminate a contract, in whole or in part, whenever the Council determines that such termination is in the best interest of the Council, without showing cause, upon giving written notice to the Contractor. Region 9 shall pay all reasonable costs incurred by the Contractor up to the date of termination. However, in no event shall the Contractor be paid any amount that exceeds the price proposed for the work performed. The Contractor will not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination.
Termination for Default: When the Contractor has not performed or has unsatisfactorily performed the contract, Region 9 may terminate the contract for default. Upon termination for default, payment may be withheld at the discretion of Region 9. Failure on the part of a Contractor to fulfill the contractual obligations shall be considered just cause for termination of the contract. The Contractor will be paid for work satisfactorily performed prior to termination less any excess costs incurred by Region 9 in re-procuring and completing the work.
The contractual obligation of Region 9 under this contract is contingent upon the availability of appropriated funds from which payment for this contract can be made.
INTERPRETATION
The contract resulting from this proposal shall be construed under the laws of the State of West Virginia.
PROPOSALS
To be considered, include a response to each item listed below. As a minimum, your Proposal shall include the following information. Failure to discuss each item mav deem the submittal non-responsive and mav result in non-consideration of respondent's services.
1. Name, address, telephone number, fax number of firm and parent company, if any, from which the project will be managed;
2. Nature of firm and parent company, if any;
3. All applicable West Virginia professional licenses and certifications;
4. Describe the size of your firm/project office as related to professional staff;
5. Submit the names, titles, and resumes of the "principal" staff member(s) who will be responsible for the service during the performance of the contract;
6. Describe why the firm is interested in working with Region 9 and why it is best-suited to assist the region with its strategic grant writing. Include a statement demonstrating that you understand the work of Region 9 and the objectives of the tri-county region it serves;
7. Please provide the names of a minimum of ten (10) different grant programs the firm has successfully applied for. CDFI program names as indicated on the Notices of Funding Opportunity will satisfy this requirement;
8. Provide a list of up to ten (10) relevant projects firms have successfully applied for over the last five years, including project references for each specified project which includes business name, contact person, address, email, and phone number;
9. Provide a list of no more than five (5) other current municipal/county clients the company has worked with in the past ten (10) years, including a contact person, address, email, and phone number for each;
10. For each governmental client listed above, please summarize the type of grant writing services provided and list any major accomplishments;
11. Please list any clients that you currently represent that may cause a conflict of interest with your responsibilities to Region 9 and its member governments and how you plan to resolve these or any future conflicts of interest;
12. Please describe any technical capabilities of your firm including, but not limited to, GIS subscriptions, advanced digital editing software, grants database subscriptions, project management software, etc.; and,
13. If applicable, attach a copy of the firm’s standard contract containing terms and conditions, subject to negotiation with Region 9.
PRICE PROPOSAL
The firm shall include with its submittal its hourly rate to identify, develop, and write grant applications. Other fees and expenses expected to be incurred by the firm shall be explained under separate heading.
SELECTION
The following factors will be considered when selecting a qualified contractor to provide grant writing services:
1. Responsiveness to the items listed in this RFP;
2. Demonstrated expertise in federal and West Virginia State grant writing;
3. A record of accomplishment and award of grant applications;
4. Experience working with municipal and county government officials to achieve their comprehensive goals;
5. A physical presence of lead individual within the boundaries of Region 9’s jurisdiction; and,
6. Proposed cost for providing grant writing services.
Region 9 reserves the right to interview applicants prior to the award. Region 9 will rank applicants based on qualifications and negotiate terms based on the submitted proposals. Region 9 reserves the right to not select any of the submitted proposals and/or hire other outside consulting service professionals as needed.
SUBMITTAL FORMAT
To be considered, proposals must be received no later than 2PM on February 20, 2025. One original and two copies of the proposal must be received prior to the deadline in a sealed envelope addressed to:
Rachel Snavely, Executive Director
Region 9 Planning & Development Council
226 Pilot Way, Ste. E
Martinsburg, WV 25405
Any questions regarding this Request for Proposals should be addressed to the Executive Director, Rachel Snavely, at rsnavely@region9wv.com.
Region 9 is an equal opportunity employer. Region 9 does not discriminate on the basis of race, color, religion, sex, national origin, politics, marital status, sexual orientation, physical or mental disability, age, membership or non-membership in an employee organization, or any other factor prohibited by law. Region 9 will provide reasonable accommodation to applicants with disabilities.
The Western Potomac Economic Partnership d/b/a The Eastern West Virginia Economic Alliance (EWVEA) is requesting Qualification and Experience Proposals from consultants/professional marketing and design firms to provide design and rebranding assistance to its agency.
EWVEA will be evaluating submissions to this request and select a firm judged to be responsible and responsive to the request. EWVEA reserves the right to interview some or all prospective firms to discuss qualifications and experience. The format for submittals, information regarding the scope of work, and selection criteria used by EWVEA is available from the EWVEA Office, 226 Pilot Way, Martinsburg, WV 25405 or by visiting www.region9wv.com.
One (1) original and five (5) copies of submittals of Qualification & Experience information from consultants must be enclosed in a sealed envelope marked "Q&E Strategic Communications Plan" clearly labeled. Proposals must be submitted and time-stamped into the EWVEA office no later than February 3, 2025 at 2PM. Digital submissions in PDF format will also be accepted by emailing rsnavely@region9wv.com. Digital submissions are subject to the February 3, 2025 2PM receipt deadline. Failure to comply with the above-required information for EWVEA's review may result in disqualification of that firm.
The EWVEA Selection Committee shall evaluate the statements of qualification, technical proposals and other material submitted by interested properly licensed firms. This competitive process is used to objectively select the organization that will provide the highest quality consulting services. Accordingly, technical credentials and experience will be weighed heavily.
EWVEA shall make positive efforts to utilize Disadvantaged Business Enterprises for its supplies and services and shall allow these sources the maximum feasible opportunity to compete for contracts. EWVEA does not discriminate on the basis of race, color, national origin, sex, religion, age and disability in employment or the provision of services.
EWVEA reserves the right to accept or reject any or all proposals, to waive technicalities, and to take whatever action is in the best interest of the EWVEA Council.
RFQ Communications Plan (pdf)
DownloadEastern Panhandle Regional Planning and Development Council
226 Pilot Way, Suite E, Martinsburg, West Virginia 25405, United States
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