Based upon your funding source and the purpose of your program, you may have to impose restrictions on the use of your grants. For example, the Federal government has guidelines prohibiting the use of Federal funds for religious purposes. There are also restrictions against using Federal funds for direct fundraising.
You might have other requirements of your subawardees. For example, you may require them to attend monthly training sessions. Perhaps they must participate in your organization’s evaluation of your project by participating in focus groups or completing a survey. Be sure to list these restrictions and requirements in the RFP. Give as much detail as possible, and where you can, estimate the time required to complete the required activity.
For example, New Roots Providence, an HHS-funded intermediary program in Providence, Rhode Island lets applicants know that they can expect to undergo an organizational assessment requiring 10 to 20 hours of agency time. Further, New Roots warns applicants that these mandatory assessments are likely to take place in summer – a busy time for many nonprofits – so that they will plan accordingly.
You will certainly require regular reports from subawardees so that you can monitor progress toward outcomes, as well as the management of their subaward funds. Therefore, you might let applicants know how frequently they will be required to report if selected for a subaward, and give them some idea of the information you will collect.
A written list of restrictions and requirements could be a part of your RFP, with the instruction that the organizational leader sign the document as a condition of applying for the grant. This serves two purposes: 1) it informs the organization of the restrictions and requirements, and 2) a signature helps ensure future compliance from organizations receiving awards.