RFP Issue Date: 07/03/25

RFP Submission Due Date: 07/18/25

RFP Administrator: Marcel De Los Santos, Agrarian Trust

Please use the subject line: Agrarian Trust Grant Admin Services RFP

Submit proposals via email as a PDF or Word document to:

office [at] agrariantrust.org and CC marcel [at] agrariantrust.org 

Introduction

Agrarian Trust requests proposals from qualified applicants for federal grant administration services. The initial project duration is an estimated 3 to 6 months and entails working with our remote team to administer up to two federal grants. 

About Agrarian Trust: Agrarian Trust is a national 501(c)(3) nonprofit dedicated to expanding community ownership of farmland, developing legal tools, and fundraising to help communities hold land and lease to next-generation farmers on a long term, affordable basis. Learn more about our work at: agrariantrust.org 

Scope of Work 

The selected grant administrator will be responsible for three overlapping areas: 

Grant Administration, Submission Management, and Collaboration with Nonprofit Staff & Board

The grant writer will be expected to:

• Working with our Project Director on gathering and tracking expenses to include in reimbursement and advance requests (est. 2-5 hours a month). 

• Preparing SF270 and GADBET forms on a monthly to bi-monthly basis (est. 1-2 hours month) for the Project Director to submit. 

• Meeting with our staff to garner information needed to prepare programmatic reports to be submitted by the Project Director via the Results Verification System (RVS). (est. 1-2 hours per quarter) 

• Reporting to members of our team and board of directors on any important grant administration activities. (est. 1-2 hours a month at most) 

• Managing deadlines and submission timelines to ensure timely and professional submissions.

• Collaborating with our team to gather and organize necessary data and supporting documents for reimbursement and advance requests.

• Work closely with our Project Director to manage program information, financial data, and outcomes for reports. 

Qualifications

The ideal applicant will demonstrate the following qualifications:

1. Proven Experience in Grant Administration:
   • At least 5 years of experience in successfully managing federal grants for nonprofit organizations. 
2. Knowledge of Federal Grant Systems:
   • Familiarity with federal grant platforms and reporting systems (e.g., Grants.gov, SAM.gov, Results Verification System, etc).
3. Track Record of Success:
   • Demonstrated success in administering grants for nonprofit clients, especially in agriculture, community development, and the environment.
4. Attention to Detail and Compliance:
   • Strong ability to follow specific guidelines and ensure compliance with funder requirements.

Proposal Requirements

Applicants should submit the following in their proposals:

1. Cover Letter:
   • Briefly introduce yourself or your organization, highlighting your qualifications and why you are interested in this project and working with Agrarian Trust.
2. Portfolio of Successful Clients:
   • Provide examples of previous successful grant administration services, particularly in regard to federal agencies. 
3. Project Approach:
   • Briefly describe your approach to grant administration and managing deadlines. Outline how you will collaborate with our team.
4. Fee Structure:
   • Provide a breakdown of your fees (e.g., hourly rates, flat project fees) and any other associated costs.
5. References:
   • Include references from at least two clients for whom you have provided relevant services. 

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

1. Experience and Expertise
   • Proven track record. 
2. Approach and Methodology
   • Clarity and feasibility of the proposed approach. 
3. Budget and Cost Effectiveness
   • Reasonableness of the proposed fee structure relative to the services provided.
4. References and Past Success
   • Feedback from references. 

Confidentiality Clause: 

The information contained in this RFP and any subsequent discussions or materials provided by Agrarian Trust (“Disclosing Party”) to the bidder or consultant (“Receiving Party”) is confidential and proprietary. The Receiving Party agrees to maintain the confidentiality of all such information and not to disclose it to any third party without the prior written consent of the Disclosing Party. This obligation of confidentiality shall survive the expiration or termination of the RFP process. The Receiving Party shall only use the confidential information for the purpose of preparing its proposal in response to this RFP and for no other purpose. 

Conflict of Interest: 

All consultants interested in conducting business with Agrarian Trust must disclose any potential conflicts of interest in the consultant’s proposal in order to be eligible to be awarded a contract. Failure to disclose potential conflicts of interest shall result in disqualification. 

We look forward to receiving your proposals and collaborating!

Agrarian Trust complies with all applicable federal and state laws and regulations regarding nondiscrimination, equal opportunity, and affirmative action. All qualified applicants will receive consideration. Agrarian Trust is committed to a policy of equal opportunity for all people and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, contracting, and activities.