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									                         FLORIDA DEPARTMENT OF EDUCATION (DOE)

         Instructions: DOE905 Request for Proposal (RFP) Template for
                       Discretionary, Competitive Projects
 This document provides instructions for RFP development and is not intended for
applicants. Submit the completed draft RFP on the DOE905 revised August 2011, along
with a Pre-Approval form (DOE910), to the Office of Grants Management, Room 332.
 With the exception of the Narrative Component Criteria, ALL statements in italics are
instructions for preparing the RFP, using the DOE905 revised August 2011 template.
 Several sections of DOE905 require the preparer to delete required language that does not

Bureau / Office
Identify the Bureau responsible for the program and the office administering the program. If
other than Bureau / Office, i.e. division, section, etc., use the appropriate term for the work
Program Name
State the common name of the Program to be funded.
Specific Funding Authority(ies)
Specify the official title of the Program and Federal and / or State Appropriation corresponding
with the source of funds:
 For Federal programs, cite the Catalog for Federal and Domestic Assistance (CFDA)
   number, Public Law number and Federal Title, Part and Section. Ex. CFDA # 84.027
   P.L.105-17, IDEA, Part B, Section 611.
 For State-funded programs, list the appropriate state authority, i.e. 2007 General
   Appropriation Line Item # 110 and Catalog for State Assistance (CFSA) number.

Funding Purpose / Priorities
Describe, in adequate detail, the purpose the funding will address. Include the necessary
program detail to assist potential applicants in deciding if proposed project(s) align with the
Funding Purpose / Priorities. Briefly describe any other priorities as specified by the funding
authority, including, but not limited to: program-specific requirements, restrictions, special terms,
and / or conditions required of the applicant. RFP developers can include additional detail in the
Narrative Components / Scoring Criteria section of the RFP template.

Target Population(s)
Using the Target Populations list (see page 18), select and insert the population(s) for whom the
program will be designed and delivered. If the target population is not included on the list,

DOE 905 INSTRUCTIONS                     1
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indicate “Other” and specify. Do not include the numerical identifier preceding each Target
Population listed. Do not attach the Target Populations list to the template.
Eligible Applicant(s)
Identify the entities from which applications will be accepted. Include any restrictions or special
eligibility requirements, i.e. collaborating partnerships, etc. NOTE: The Target Populations
document includes a listing of possible applicant identifiers.
Application Due Date
[Insert due date]
Total Funding Amount / Approximate Number of Awards
 Identify the total funding amount for the project.
 If applicable, identify the range and / or an average size award, or the maximum amount a
   grantee can expect to receive. (This figure helps the applicants develop a reasonable
 Include the estimated number of awards.
       Example: $320,000 / range: $50,000 – $75,000 / four (4) to five (5) awards
Matching Requirement
Require the same level of justification for grantee match as required for the granted funds.
 Describe match requirements, if applicable. Otherwise, insert the word NONE.
 Describe the allowable means to provide cash and / or in-kind match.
 If a combination is permissible, specify any ratio requirements.
Budget / Program Performance Period
[Insert date(s)].
Follow instructions on template by deleting a statement if it does not apply.
In addition:
 Identify the beginning (effective) and ending dates of the project. Typically, this will not
    exceed a 12-month period.
 If the performance period is different from the budget period, specify the dates of both
 For multi-year application:
    o The budget information shall describe the proposed budget disbursements for the
        specified budget period (usually one year).
    o A new budget is required annually.
    o Proof of prior year’s performance (approved by the Program Office), adherence to fiscal
        requirements, and availability of future funding are required for continued funding in
        successive years.

Contact Persons
Identify the following two DOE contacts by providing names and contact information for each,
i.e. title, phone, and email:
1) Program Contact: the program office staff assigned to provide information (technical support)
     to eligible applicants.
2) Grants Management Contact: the staff assigned to provide technical support (relating to
     fiscal matters), to eligible applicants.

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Program Contact                                 Grants Management Contact
[Insert Name]                                    [Insert Name]
[Insert Title]                                   [Insert Title]
[Insert Phone #]                                 [Insert Phone #]
[Insert Email]                                   [Insert Email]

To certify the applicant’s intent to adhere to the required General Assurances:
 Use required language on the template for General Assurances.
 Include one or both of the statements that follow the General Assurances required language,
   as applicable to the eligible recipient(s), i.e. School Districts, Community Colleges, and / or
 Delete statements that do not apply.

School Districts, Community Colleges, Universities, and State Agencies
Use language on template. Delete if this does not apply.

Private Colleges, Community-Based Organizations, and Other Agencies
Use language on template. Delete if this does not apply.

Narrative Components / Scoring Criteria: Use the language on the template.
 There are seven (7) required Narrative Component sections. Each of the seven (7) sections
   includes specific instructions to help applicants define each component.
 The standard scoring criteria are based on a 100 point scale, with a minimum score of 70
   points necessary for an application to be considered eligible for funding.
   o The Instructions describe what applicants are required to include in each Narrative
   o Following the Instructions, within each Narrative Component, are Criteria. These are
       the bulleted, italicized statements used by proposal reviewers to assess and score each
       Narrative Component.
   o Do not remove Instructions or Criteria language from the Narrative Component
   o If needed, RFP preparers may expand Instructions with program-specific requirements.
   o As needed, RFP preparers may expand the Scoring Criteria to ensure that added
       program-specific requirements are addressed.

NOTE: The Narrative Components / Scoring Criteria section can be converted to a Proposal
Reviewer Scoring Form. Copy the Narrative Components and Scoring Criteria onto a new
document. Create a space for the reviewer identification code, spaces to record each Narrative
Component’s score and add adequate spaces for the reviewer to note “Strengths” and
“Weakness” comments in support of each of the assigned scores. To complete the Scoring
Form, include a “final score” space and a final “overall comments” section.
Bonus Points
Under unusual circumstances, bonus points may be offered. Bonus points are incentives that
can be awarded for unique, program-specific enhancements and / or to overcome barriers. They
should be considered options and if included, MUST be made available to all eligible entities.
DOE 905 INSTRUCTIONS                   3
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   If bonus points are used, the requirements must be clearly described in a section
    entitled ‘Bonus Points’ and added to the RFP Template as the final Component of the
    Narrative Components / Scoring Criteria section.
   If using Bonus Points, insert the following statement in the Bonus Points section:
If earned, bonus points can only be awarded after a minimum final score of 70 points is

Funding Method(s)
RFP preparer is to delete any of the five (5) funding methods which do not apply.
Fiscal Requirements
Use language on template for all sections of the Fiscal Requirements below.
The project award notification (DOE 200) will indicate: Use language on template.
Allowable Expenses: Program Office may add additional information as appropriate.
Unallowable Expenses: Program Office may add additional information as appropriate.
Administrative Costs including Indirect Costs: Use language on template. If applicable,
insert additional information about caps on administrative costs.
Executive Order 11-02: Use language on template.

Grants Fiscal Management Training Requirement: Use language on template.
Project Performance Accountability and Reporting Requirements Use language on
template. [insert page #s].

Notice of Intent-to-Apply Use language on template. Insert name and date.

Method of Answering Frequently Asked Questions (FAQs) or Providing Changes
Use language on template and insert dates.
Frequently Asked Questions will be answered by: (Insert method which ensures equal access to
FAQs by all interested parties).

Method of Review Use language on template. Insert additional information if needed. Complete
the DOE 910 - Attachment G, Review Committee Selection Process, follow the included
instructions, and attach to the Prioritized Funding List when forwarded for approval.

Conditions for Acceptance / Substantially Approvable Form Use language on template. If
needed, include additional requirements.

DOE 905 INSTRUCTIONS                   4
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Other Requirements

For Federal Programs Use language on template. Delete if not applicable.

      General Education Provisions Act (GEPA) Use language on template.

      Equitable Services for Private School Participation Use language on template.
       Substitute other private school participation requirements or delete if not applicable.

State Programs Use language on template. Delete if not applicable.

Program Office may add requirements specific to the Bureau / Program Office.
Customize the Other Requirements section with any additional requirements necessary
for the application to be approved for review and scoring.

Technical / Formatting and Other Application Submission Requirements
Tailor these requirements to the Program Office preferences. See RFP template for

Application must be submitted to:

Office of Grants Management
Florida Department of Education
325 W. Gaines Street, Room 332
Tallahassee, Florida 32399-0400

DOE 905 INSTRUCTIONS                     5
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Project Performance Accountability Information, Instructions, and Forms

NOTE: The following pages are included in the RFP (DOE 905) template and are to be completed by the applicant.

The Florida Department of Education has a standardized process for preparing proposals/applications for discretionary funds. This
section of the RFP, Project Performance Accountability, is to assure proper accountability and compliance with applicable state and
federal requirements. The Department’s project managers will:
 track each project’s performance based on the information provided and the stated criteria for successful performance
 verify the receipt of required deliverables prior to payment.

For projects funded via Cash Advance, the Department’s project managers will verify that the project activities/deliverables are
progressing in a satisfactory manner, consistent with the Project Narrative and Performance Expectations, on a quarterly basis.

The Project Narrative/Scope of Work must include the specific tasks that the grantee is required to perform. Deliverables must:
 be directly related to the specific tasks
 identify the minimum level of service to be performed
 be quantifiable, measureable, and verifiable.

Deliverables include, but are not limited to:
 documents such as manuals, reports, videos, CD ROMs, training materials, brochures, and any other tangible product to be
   developed by the project.
 training and technical assistance activities whether provided onsite, through distance learning media, conferences, workshops, or
   other delivery strategies.
 measures that are specific to student performance (e.g., test scores, attendance, behavior, award of diplomas, certificates, etc.
   “Students” may include prekindergarten, K-12, and adult learners, as well as parents.
 specific services to target population (e.g., adult literacy services, child find services, student evaluation services, etc.).

The Department of Education’s criteria for the acceptance of the above deliverables includes, but is not limited to, the following:
 documents are compliant with the Americans with Disabilities Act (ADA)
 meet technical specifications, as appropriate
 design, organization, format, and readability levels are appropriate for intended use and audience
 content is accurate and grammatically correct
 copyright and funding information is noted on products
 use of consultants
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   review of follow-up data or participant feedback that indicates level of effectiveness and usefulness of service
   review of state/district/school/student data indicates level of effectiveness of service
   participation rate meets established minimums
   quality of service meets generally accepted guidelines
   quantity of evaluations/assessments meet established minimums
   quantity of service meets established minimums
   referrals are appropriate to identified needs
   specified agencies collaborate
   student evaluations/assessments are administered appropriately
   units of service meet established minimums.

The applicant must complete the information related to the required tasks to be performed and timelines/due dates for the respective
tasks/deliverables consistent with the provided instructions.

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Tasks           Specific activities that are required to be performed to complete the Project Narrative/Scope of Work.
Deliverables    Products and/or services that directly related to a Task specified in the Scope of Work. Deliverables must
                be quantifiable, measurable, and verifiable.
Due Date        Date for completion of tasks.

(Use additional pages, as appropriate.)

                                            Project Performance and Accountability
Scope of Work
 (see Project                       Tasks                                     Deliverables
                                                                                                                  Due Date
   Design –            (see Project Design – Narrative)

                                     Project Performance and Accountability
  Scope of
   Work                                                               Deliverables
(see Project                                                                         Due Date
               (see Project Design – Narrative)
  Design –

Formal Third-Party Evaluation
If a FORMAL THIRD-PARTY EVALUATION is required or proposed for this project the following information must be provided.
(Note: A formal evaluation conducted by a party not employed by the fiscal agent either under contract with the project recipient
or under the auspices of the DOE).

(1) In column (1), specify the scope of the evaluation using one or more of the descriptors provided below. Provide additional
information regarding the nature of the evaluation. For example, if the evaluation will cover only selected elements of the project,
specify the elements to be evaluated.

                                                 (1) Scope of Evaluation and Brief Description
       All Aspects of Project                    Outcome Assessment                        Selected Elements of Project
       Compliance Review                         Process Review                            Summative Evaluation
       Formative Evaluation

(2) In column (2) indicate the type of entity from the following list which will be conducting the third-party evaluation. Provide any
additional information which may be available about the entity to conduct the evaluation such as selection criteria or

                                                 (2) Type of Entity Conducting Evaluation
       Board/Commission/Task Force                Governmental Agency                     Institution of Higher Education
       Consultant Firm                            Independent Entity Selected by Project  Selected Peer Reviewers
       DOE Funded Project                         Individual Consultant                   Other

(3) Provide in Column (3), the date(s) when the evaluation will be conducted including the date for completion of reports.

FORMAL THIRD-PARTY EVALUATION FORM (A formal evaluation conducted by a party not employed by the fiscal
agent either under contract with the project recipient or under the auspices of the DOE.)

                                                                                                                      (3) Date(s) Evaluation
(1) Scope of Evaluation and Brief Description                   (2) Type of Entity Conducting Evaluation              to Be Conducted


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