Request for Proposals (RFP)

Grant Writing Services (As-Needed)

Issued by: Warrensburg School District (the “District”)

RFP Issue Date: April 6, 2026

Proposal Due Date and Time: May 8, 2026 at 4:00pm

Point of Contact: Dr. Steve Ritter, Superintendent

Email: sritter@warrensburgr6.org Phone: (660) 747-7823

1. Purpose

The Warrensburg School District is soliciting sealed proposals from qualified and responsible individuals or firms (“Respondents”) to provide professional grant writing services on an as-needed basis with the District. The intent of this RFP is to establish a contractual relationship with the successful Respondent whose qualifications, experience, and pricing are determined to be in the best interest of the District. The District will partner with the successful Respondent to identify needs of the District, search for potential funding sources, and submit grant applications.

2. District Background

The Warrensburg School District is a Missouri public school district serving approximately 3,600 students in Warrensburg, Missouri. The District seeks external funding opportunities to supplement local, state, and federal revenues in support of instructional programming, student services, technology initiatives, facilities improvements, professional development, and other opportunities aligned to District priorities.

3. Scope of Services

Services will be provided on an as-needed basis and may include, but are not limited to:

• Identification and screening of local, state, federal, and private grant opportunities aligned with District priorities

• Consultation with District administrators and staff to develop grant concepts and project scopes

• Research and interpretation of grant requirements, eligibility criteria, and compliance obligations

• Preparation, writing, editing, and submission of grant applications and all required attachments

• Coordination of letters of support, memoranda of understanding (MOUs), and partnership documentation

• Review and refinement of grant materials drafted by District staff

• Limited post-award assistance as requested, including revisions, resubmissions, or guidance on reporting requirements

The District does not guarantee a minimum volume of work or number of grant submissions.

4. Contract Term

The District anticipates approving the contracted service for an initial term of one (1) year from the date of Board approval, with the option to renew annually through a statement of intent for up to two (2) additional one-year terms, subject to satisfactory performance and mutual agreement. 

This agreement may be terminated by either party with a ninety (90) day written notice or upon mutual agreement between the parties.

5. Respondent Qualifications

Respondents must demonstrate:

• Experience providing grant writing services to K–12 public school districts, governmental entities, and/or nonprofit organizations

• Documented success securing grant funding

• Knowledge of federal and Missouri education funding programs (preferred)

• Capacity to meet firm deadlines and manage multiple assignments

• Strong written communication and collaborative skills

6. Proposal Content Requirements

Proposals shall include the following:

1. Cover Letter

   • Signed by an individual authorized to bind the Respondent

2. Background and Qualifications

   • Description of the Respondent’s organization or individual experience and expertise

3. Relevant Experience

   • Summary of similar work performed

   • List and describe up to five (5) examples of grants that were successfully obtained in any industry (in the last five (5) years would be preferred)

4. Approach and Methodology

   • Description of the Respondent’s process for identifying opportunities, developing proposals, and coordinating with District staff

5. Fee Schedule

   • Clear description of all fees (e.g., hourly rates, per-proposal fees)

   • Identification of reimbursable expenses, if any

6. References

   • A minimum of three (3) professional references

7. Optional Work Samples

   • Redacted samples of prior grant applications and/or award notifications

7. Evaluation and Award

Proposals will be evaluated by a committee appointed by the District using the scoring rubric included as Appendix A. The District may request interviews, clarifications, or additional information from Respondents. The award is subject to approval by the Board of Education.

8. Submission Instructions

Proposals must be received by the District no later than the date and time specified above.

All proposals should be emailed to Dr. Steve Ritter, Superintendent of Schools at sritter@warrensburgr6.org

Late, incomplete, or non-responsive proposals may be rejected.

9. General Conditions

• The District reserves the right to reject any or all proposals and to cancel this RFP in whole or in part.

• Any firm may withdraw their proposal at any time prior to the due proposal’s due date. 

• The District may waive minor informalities or irregularities.

• Costs incurred in the preparation of proposals are the sole responsibility of the Respondent.

• All proposals become the property of the District and may be subject to disclosure pursuant to the Missouri Sunshine Law.

• The successful Respondent must comply with all applicable federal and state laws, regulations, and District policies.

10. Non-Discrimination

The District does not discriminate on the basis of race, color, national origin, sex, disability, age, or any other characteristic protected by law.