HomeMy WebLinkAboutWORKSHOP RFP Thriving Community Small Grants Program JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Josh D. Peters, County Administrator
DATE: September 2,2025
SUBJECT: WORKSHOP and POTENTIAL ACTION re: RFP for Thriving Communities Small
Grants Program
STATEMENT OF ISSUE:
Generally, throughout a given year, the Board of County Commissioners (Board) receives requests from
community groups for financial support to implement various projects of community benefit. Through
discussion, the Board has decided to introduce a small grants program in order to field these types of
requests in a formal manner through a Request for Proposals (RFP)process. For the Thriving Communities
Small Grants Program, an RFP would be issued in the fall in time for the Board to make award
determinations prior to the end of the year for projects to be undertaken in the following year. Attached to
this Agenda Request is a proposed RFP that would be issued in September 2025 to fund 2026 projects.
ANALYSIS:
Heretofore,these types of requests come at any time of the year and generally on an individual basis,
making it challenging for the Board to assess budget implications, compare proposals, and limit awards.
Implementation of an RFP process for small grant awards would add structure to the process, enabling
organizations to submit applications this fall for projects to be undertaken next year. The process would
continue next fall for 2027 projects.
FISCAL IMPACT:
$10,000 has been budgeted for 2026 for implementation of the Thriving Communities Small Grants Program
next year. There are relatively small costs associated with the RFP process this year and staff time needed to
manage the program this year and next. The County Administrator's Office and the county's Grant
Administrator would collaborate on managing the RFP and award process.
RECOMMENDATION:
Review the proposed RFP, including application and award timelines. Provide direction to staff to issue the
Thriving Communities Small Grants Program RFP.
REVIEWED BY:
:1; 3o/ate
Jose. Peters, County Administrator Date
1
44 „oN coG-Z REQUEST FOR PROPOSALS
Thriving Communities Small Grants Program
it T N vc0� Issued By: Jefferson County Board of Commissioners
Proposals Due: October 24, 2025 for 2026 funding
Contact Person: Josh Peters, County Administrator
1. Purpose and Overview
Together, with the help of our active and involved community members, your Jefferson County government
works to provide a safe, secure, and satisfying way of life for everyone. This Request for Proposals (RFP) seeks
grant applications from eligible organizations for implementation of projects that support community-based
organizations that promote a sense of belonging, so that residents and visitors feel welcomed to share in the
many activities, opportunities, and experiences available across Jefferson County.
2. Key Details for Proposal Development
• Funding Amount: Total amount of funding available: $10,000. Awards will range from $500 to $2,000.
• Examples of eligible projects: Event sponsorship, sports teams,and cultural or recreational activities.
• Eligibility: Jefferson County-based nonprofit organizations and community groups.
• Timeline: For 2026 projects, proposals due October 24, 2025. Award decisions made in November.
3. Proposal Requirements. Limited to two pages plus a budget. Must include:
• Project overview: Introducing the proposal and community impact.
• Project Scope Statement: A description of the proposed project, outlining the activities to be
undertaken, including timetable (within calendar year 2026), and milestones.
• Organization Profile: Brief description of the applicant organization and/or event, including history,
mission, and qualifications.
• Project Budget: Budget details outlining the use of grant funds, including any other funding being used
for this purpose, as well as the overall budget of the organization and/or event.
• Evaluation Plan: How the project's success would be measured and evaluated by the applicant.
• References: Provide three references.
4. Evaluation Criteria. Proposals will be evaluated based on the following criteria:
• Project Alignment with Program Goals: How well the proposal addresses the purpose of the grants.
• Feasibility and Capacity: The applicant's ability to successfully implement and manage the project.
• Proposed Activities and Outcomes: Clarity of activity and potential for positive impact.
• Budget and Sustainability: Reasonableness and the plan for sustainability.
• Applicant Experience and Qualifications: Track record and expertise in this area.
• Proposal reviewers will also consider applicant's awareness of:
o Diversity and Inclusion: Encouraging proposals from minority and women-owned firms and
those serving diverse populations.
o ADA Compliance: Offer assistance to individuals with disabilities.
o Language Access: Provide information in Spanish or other languages upon request.
5. Submission Information
Submission Deadline: October 24, 2025, at 4:30 PM
Submit to the County Administrator's Office via email: cao@co.jefferson.wa.us
Questions? Contact County Administrator Josh D. Peters at jdpeters@co.jefferson.wa.us