GRANT WRITING AND GRANT MANAGEMENT SERVICES

SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY
REQUEST FOR PROPOSALS (RFP) 26-1003432
FOR
GRANT WRITING AND GRANT MANAGEMENT SERVICES
KEY RFP DATES
RFP Issue Date: APRIL 1, 2026
Pre-Proposal Conference Date: N/A
Question Submittal Deadline: APRIL 15, 2026 at 4:00 p.m.
Proposal Due Date: APRIL 29, 2026 at 2:00 p.m.
Interview Date: MAY 21, 2026
Contract Award: SEPTEMBER
Notice To Proceed: SEPTEMBER 2026
*ALL DATES ARE TENTATIVE AND SUBJECT TO CHANGE

April 1, 2026
SUBJECT: NOTICE OF REQUEST FOR PROPOSALS (RFP) 26-1003432
"GRANT WRITING AND GRANT MANAGEMENT SERVICES", ("Project")
The San Bernardino County Transportation Authority ("SBCTA") invites proposals from qualified
firms to provide the services identified in this RFP.
Firms intending to submit proposals should note the "Key RFP Dates" on the cover of this RFP. It is
our intention, subject to approval by SBCTA's Awarding Authority, to have the selected firm under
contract by September 2026. Firms submitting proposals will be evaluated based on qualifications,
prior experience with the same or similar type of services identified in the attached Scope of Work,
proposed staffing, the firm's understanding of the needs and requirements of the Project, cost and
price, and overall value to SBCTA as identified in this RFP.
The RFP and all RFP schedule updates and addenda, together with other important information, are
available on the Vendor Portal on SBCTA's website at www.gosbcta.com: click on "Doing
Business", which will take you to the "Bids & RFPs" page. There, click on the tab "Vendor Portal".
The Vendor Portal is the official means of notification to all prospective proposers. Firms are
requested to check the Vendor Portal periodically, and no less frequently than weekly, for RFP
schedule updates, addenda, and other information. All proposers will be held accountable for
compliance with all updates, addenda and other information posted on the website. Please note that
SBCTA will not be responsible for mailing any addenda, schedule updates or other information to
any firm.
Proposals are due on or before 2:00 p.m., Wednesday, April 29, 2026
All questions and/or requests for clarifications regarding this RFP, must be put in writing and
submitted electronically via Planet Bids no later than 4:00 p.m. on April 15, 2026
Questions received after the date and time specified may or may not be responded to, at the sole
discretion of SBCTA. SBCTA's responses to the questions received by the date and time identified
herein, will be posted on the Vendor Portal on SBCTA's website at www.gosbcta.com: click on
"Doing Business", which will take you to the "Bids & RFPs" page. There, click on the tab "Vendor
Portal".
If the contract is awarded, the firm awarded the contract will be required to comply with all applicable
laws and regulations, including but not limited to, equal opportunity laws and regulations.
Firms using subconsultants are encouraged to subcontract with small and disadvantaged businesses
to the maximum extent possible.
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The award of this contract is subject to the availability, appropriation and receipt of federal, State
and/or local funds sufficient to carry out the work identified in this RFP.
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SAN BERNARDINO COUNTY
TRANSPORTATION AUTHORITY
REQUEST FOR PROPOSALS 26-1003432
FOR
"GRANT WRITING AND GRANT MANAGEMENT SERVICES"
I. PROPOSAL INSTRUCTIONS
A. INTRODUCTION
The San Bernardino County Transportation Authority ("SBCTA") is soliciting proposals from
qualified firms ("firms" or "proposers") to assist SBCTA with Grant Writing and Grant
Management ("Project").
B. CONTACT INFORMATION
All inquiries, contacts or questions related to this RFP shall be directed to:
Sandra Castro - Procurement Analyst
SBCTA
1170 W. 3rd Street, 2nd Floor
San Bernardino, CA 92410-1715
(909) 884-8276
scastro@gosbcta.com
Proposers are cautioned not to discuss this RFP with any official, Board Member or employee
of SBCTA, other than the staff identified herein. Neither proposers, nor anyone representing
the proposer, are to discuss this RFP with any consultant or contractor engaged by SBCTA for
assistance in preparing a response to the RFP. Violation of this prohibition may result in
disqualification of the proposer.
C. PRE-PROPOSAL CONFERENCE
Intentionally Omitted
D. WRITTEN QUESTIONS/CLARIFICATIONS
All questions and/or requests for clarifications regarding this RFP must be put in writing and
submitted electronically via Planet Bids no later than 4:00 p.m. on April 15, 2026. Questions
received after the date and time specified may or may not be responded to, at the sole discretion
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of SBCTA. SBCTA's responses to the questions received by the date and time identified herein
will be posted on the Vendor Portal on SBCTA's website at www.gosbcta.com: click on
"Doing Business", which will take you to the "Bids & RFPs" page. There, click on the tab
"Vendor Portal."
E. ADDENDA
Any changes to this RFP will be made by written addendum and posted on SBCTA's website.
SBCTA will not be bound to any modifications to or deviations from the requirements set forth
in this RFP as a result of any oral discussions and/or instructions. Proposers shall acknowledge
any addenda in their proposal.
F. CONTRACT TYPE
A Time and Materials contract will be used for the Project. Any work provided by the selected
firm that is not specifically covered by the contract will not be reimbursed. Please refer to the
form of contract attached to this RFP for more detailed information.
G. INFORMED PROPOSER
Proposers shall review the Scope of Work, (Attachment A), the Price Proposal for Time and
Materials (Attachment B) and the contract (Attachment C), for a complete understanding of
the terms and conditions of this RFP. Proposers are expected to be fully aware of the conditions,
requirements, and Scope of Work before submitting any proposal. Failure to do so will be at
the proposer's own risk. By submitting a proposal, the proposer represents that it is legally
qualified and fully capable of performing quality work to achieve SBCTA's objectives and
comply with all requirements identified in this RFP and any and all schedule updates, addenda
and other information and instructions posted on SBCTA's website or provided in the Pre-
Proposal Conference as set forth above.
H. INSURANCE REQUIREMENTS (See Insurance Requirements in Sample Contract)
Proposer shall review the insurance language and insurance limits in the sample contract.
Proposer shall be fully prepared to secure the necessary insurance coverage and limits as
detailed in the Contract and comply with all insurance requirements or the Proposer must
identify areas of conflict with the insurance requirements and provide a list of concerns in its
response to the RFP as exceptions. Furthermore, submitting the "Certificate of Compliance
with Insurance Requirements" form as part of the proposal certifies the Proposer's
understanding and compliance of the insurance requirements.
I. CONFLICT OF INTEREST
Any person or firm that has assisted SBCTA in preparing any aspect of this RFP or any cost
estimate associated with the Scope of Work related to this RFP is prohibited from submitting
a proposal in response to this RFP. Firms that received assistance from any such person or
entity, or who will use the services of such person or entity in performing the Work, will be
disqualified. A firm who is prohibited from submitting a proposal in response to this RFP will
not be prevented from participating in future projects to the extent that no direct conflict of
interest exists at the time.
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J. PRE-CONTRACTUAL EXPENSES
SBCTA shall not be liable for any pre-contractual expenses incurred by the firm in preparation
or submission of their proposal. The proposer shall not include any such expenses as part of
their price proposal. Prohibited pre-contractual expenses include any and all expenses incurred
by the proposer prior to issuance of the Notice To Proceed by SBCTA.
K. IRAN CONTRACTING ACT OF 2010
Intentionally Omitted
L. PREVAILING WAGES
Intentionally Omitted
M. MATERIALS FURNISHED BY SBCTA
All software, data, reports, surveys, drawings, and other documents furnished to the consultant
by SBCTA for the consultant's use in the performance of Work shall be made available only
for use in performing the assignment and shall remain the sole property of SBCTA. All such
materials shall be returned to SBCTA upon completion of Work, termination of the contract,
or other such time as SBCTA may determine.
N. DISADVANTAGED BUSINESS OPPORTUNITIES
Intentionally Omitted
II. PROPOSAL SUBMITTAL
The procurement will be conducted electronically through SBCTA's Vendor Portal PlanetBids.
SBCTA will not accept paper copies for any part of this procurement, including the proposal
submittal.
Proposals are due at or before 2:00 p.m., on April 29, 2026. Proposals will be submitted
electronically through SBCTA's Vendor Portal PlanetBids. To propose for this project vendors
must be registered with PlanetBids.
A firm must accept the PlanetBids Terms and Conditions in order to proceed. Firms will have a
series of tabs and may save their bid at any time as a Draft. Firms may edit the bid as often as they
need to until the RFP closes. Please note that where two or more firms, persons or entities wish
to submit one proposal in response to this RFP, they should do so on a prime/subconsultant basis
rather than as a joint venture. SBCTA will contract with a single firm, person or entity only and
not with a joint venture.
A. PROPOSAL CONTENT
The proposal is limited to a 30 page cap (8 12" x 11"), in no less than 11-point font. Charts and
schedules may be included in 11" x 17" (each counted as 1 page) format. Each page must be
consecutively numbered. Proposals shall not include any unnecessarily elaborate or promotional
material. Lengthy narrative is discouraged, and presentations should be brief and concise.
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Proposals that do not contain the required information will be deemed non-responsive and will
not be considered. The page limit does not include the following:
Documents not included in page count
Table of Contents
Cover Letter
Memorandums from Subconsultants
SBCTA-provided Forms
Outside Cover
Section Dividers
Appendices
Resumes
If at any time during the RFP process a firm makes any changes to proposed key personnel or
subconsultants, the firm must notify SBCTA in writing of those proposed changes as soon as
they are known. SBCTA reserves the right to accept or reject such proposed changes or to
revise the evaluation scoring to reflect the proposed staffing changes.
All proposals must include the following information:
1. Cover Letter
* Identification of all proposed subconsultants, including description of the work to be
performed by the firm and each subconsultant proposed for the Project and an estimate
of the percentage of work to be performed by each subconsultant.
* Indicate the location of the office from which the work will be performed.
* A memorandum from a principal of each subconsultant indicating the specific portion
of the Work the subconsultant will be performing.
* Acknowledgement of all addenda.
* A signed statement by an officer of the prime firm attesting that all information in the
proposal is true and correct.
* A signature of an authorized person within the prime firm who can bind the firm to
the terms and conditions of the RFP.
* A statement that the proposal shall remain valid for 120 days from the date of
submission.
* A list of all prime contracts (if any) awarded to the proposer by SBCTA for the last
five (5) years. The list shall include a short description of the project, the award date,
completion date, name of assigned Project Manager and contract value.
2. Contract Termination Circumstances
If proposer has ever been terminated from a contract, describe the facts and circumstances
in detail. If the proposer has never been terminated, state that the proposer has never been
terminated.
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3. Technical Information
The technical portion of the proposal shall include the following information:
a. Qualifications, Related Experience, and References
This section of the proposal should establish the ability of the proposed team to
satisfactorily perform the required work by reasons of: experience in performing work of
the same or similar nature; demonstrated experience working with agencies and cities
directly involved in this Project, if applicable; staffing capability; work load; record of
meeting schedules on similar projects; and supportive client references.
Specifically:
* Provide a brief profile of the firm, including the types of services offered; the year
founded; form of the organization (corporation, limited liability company,
partnership, sole proprietorship); number, size and location of offices; number of
employees.
* Provide a general description of the firm's current financial condition; identify any
conditions (e.g., bankruptcy, pending litigation, planned office closures, impending
merger) that may impede ability to complete the Project.
* Describe the firm's experience in performing work of a similar nature to that solicited
in this RFP and the participation in such work by the key personnel proposed for
assignment to this Project. Highlight the firm's and key personnel's experience with
the work or services identified in the Scope of Work.
* Describe experience in working with the various government agencies that may have
jurisdiction over the approval of the work specified in this RFP. Please include
specialized experience and professional competence in areas directly related to this
RFP.
* Provide a list of past joint work by the proposer and each subconsultant, if applicable.
The list should clearly identify the project and provide a summary of the roles and
responsibilities of each party.
* Provide completed reference forms for work of a similar nature to what is in this
RFP. (See 6. References for full details). References may also be supplied from other
work not cited in this section as related experience.
b. Proposed Staffing and Project Organization
This section of the proposal should establish the method that will be used to manage the
Project as well as identify key personnel assigned and their qualifications.
Specifically:
* Provide education, experience and applicable professional credentials of proposed
staff.
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* Identify key personnel proposed to perform the work in the specified tasks and
include major areas of subcontract work. Include the person's name, current location,
proposed position for this Project, current assignment, level of commitment to that
assignment, availability for this assignment, and how long each person has been with
the firm. SBCTA reserves the right to review, approve and/or designate the positions
and functions deemed to be "key" to the Project and request information concerning
key personnel not listed as such by the proposer.
* Furnish brief resumes (not more than two [2] pages each) for the proposed key
personnel.
* Include a Project organization chart that clearly delineates communication and
reporting relationships among the project staff, including subconsultants.
* Include a statement that key personnel will be available to the extent proposed, or
designated by SBCTA, for the duration of the Project, acknowledging that no person
designated as "key" to the Project shall be removed or replaced without the prior
written concurrence of SBCTA.
c. Project Approach/Work Plan
This section of the proposal shall provide a narrative that addresses the Scope of Work
and shows understanding of the Project needs and requirements.
Specifically:
* Describe the approach and work plan for completing the tasks specified in the Scope
of Work. The work plan shall be of such detail to demonstrate the firm's ability to
accomplish the project objectives and to meet the Project schedule.
* Outline sequentially the activities that would be undertaken in completing the tasks
and specify who in the firm would perform the work.
* Furnish a Project schedule for each task and subtask in terms of elapsed weeks from
commencement date.
* Identify methods that will be used to ensure quality control as well as budget and
schedule control for the Project.
* Identify any special issues or problems that are likely to be encountered during this
project and how will they be addressed.
Proposers are encouraged to propose enhancements or procedural or technical
innovations to the Scope of Work that do not materially deviate from the objectives or
required content of the project.
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4. Forms
Proposers are required to complete and submit the following form, which are included in
this RFP, with their proposal:
* Certificate of Compliance with Insurance Requirements
* Disclosure of Campaign Contributions to Board of Directors
* Consultant Questionnaire
5. Price Proposal
Proposers shall complete the pricing documents in this RFP identified as Attachment B,
and submit with their proposal.
6. References
Proposing firm and the Project Manager shall each have a total of three completed
Reference Forms (see Attachment E) submitted directly from current or past clients. It is
the responsibility of the Proposer to ensure timely return of any/all Reference Forms to
scastro@gosbcta.com in accordance with the proposal due date and time established within
this solicitation. Reference Forms will only be accepted if received directly from the client,
forms received directly from the Proposer will NOT be evaluated. Reference Forms must
include the name, title, address, telephone number, and e-mail address of the person(s) at
the client organization who is most knowledgeable about the work performed.
7. Scope of Work and / or Contract Exceptions
SBCTA does not anticipate making substantive changes to its form contract. Proposers are
asked to include in their proposals a written discussion of any and all proposed exceptions
to or deviations from SBCTA's Scope of Work or form of contract presented herein as
Attachment C. Proposers will be deemed to have accepted any and all terms and conditions
not objected to or identified for any exception or deviation in the proposal and no further
negotiations of any such term or condition will occur. SBCTA will not negotiate exceptions
or deviations not presented in the proposal and may reject any exceptions or deviations that
affect terms or conditions that SBCTA considers non-negotiable.
8. Appendices
Information considered pertinent to this RFP or to the evaluation of qualifications of the
proposer, which has not been specifically solicited in any of the aforementioned sections,
may be placed in a separate appendix section. Appendices are not included within the page
limit set forth above. Appendices should be relevant and brief.
9. Confidential Documents
Proposers are advised that any and all documents related to this procurement, upon the
conclusion of this procurement, are considered public records and may be disclosed as
such. Any sensitive or confidential information, including but not limited to financial
statements should be submitted as a separate document, under separate cover, and marked
as "Confidential." Proposers are advised that marking information "Confidential" does not
guarantee it will be exempt from disclosure under the California Public Records Act.
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