RFP Process Overview

The New York State Developmental Disabilities Planning Council (DDPC) typically provides project funding through the use of a formal Request for Proposals (RFP) process. Workgroups supported or established by the DDPC explore the needs of individuals with developmental disabilities and identify projects that have the potential to spur capacity building and/or systems change. The current DDPC State Plan drives all activities. Once a worthwhile project has been identified and loosely designed, the RFP process begins.  The following list outlines the RFP process for choosing the organizations to implement a DDPC funded project.

• The DDPC defines a funding opportunity and set aside sufficient funds to support a targeted initiative consistent with objectives in its State Plan.

• Based on the needs identified by a workgroup, an RFP is authorized by the DDPC and is developed by DDPC Members, staff and key system stakeholders. Stakeholders who might want to apply for such an opportunity are precluded from working on such and RFP.

• The RFP is sent out to a targeted mailing list of agencies that meet the eligibility criteria for the specific RFP. The RFP is also posted in the New York State Register and on the DDPC website to ensure access to the RFP. Key partners are encouraged to disseminate the RFP and provide web-links to such.

• Letters of intent are typically requested from agencies that are interesting in applying for the grant. The number of letters received is an indication of the number of applicants. The number of letters of intent received helps DDPC staff in selecting the appropriate number of reviewers, including council partners and consumer members.
• Proposals are accepted by the DDPC as long as they are received by the deadline and are completed in the format specified within the RFP.

• Proposals are distributed to reviewers. A minimum of three external reviewers with knowledge in the field relevant to the project are selected. Several DDPC staff members will also read and rate each proposal, but the scores of the staff members are usually combined into one composite score for each proposal and are not given undue weight in decision making activities.

• Five sections of the proposal are considered and scored by the reviewer:

1. Plan of Action
2. Project Timelines, Milestones and Products
3. Project Evaluation, Continuation and Sustainability
4. Applicant Capability, Personnel and Resources
5. Proposal Budget and Cost

Reviewers are asked to provide comments about the strengths and weaknesses of each proposal. The points are totaled from all the four sections resulting in a composite score.

• The scores produced by the reviewers for one particular proposal are then averaged. This averaging is done for all proposals received. The DDPC has noted over time that proposals rated below 80 are unlikely to produce the desired results and are unlikely to be funded.

• The strengths and weakness of the higher scoring projects are considered among all the readers until consensus is reached on which proposals are to be recommended to the DDPC for funding.

• The DDPC typically considers geographic and/or cultural diversity and differences in ways of addressing a common problem and/or long term sustainability in making final funding recommendations and awards.

• RFP recommendations are then reviewed and approved by DDPC Standing Committees, Executive Committee and full Council at their quarterly meetings.