Request for Proposals (RFP): Government Grants Contractor

Organizational Background

Pangea is a Bay Area, California-based nonprofit organization with an annual operating budget of approximately $2.5–$3.0 million. Pangea manages multiple state and local government–funded grants related to immigration legal services and seeks to engage an independent contractor to provide ongoing post-award grants reporting and compliance support.

This RFP is issued for the purpose of selecting a qualified contractor to provide services on a flat-fee, recurring basis.

Engagement Summary

The selected contractor will provide ongoing reporting, compliance, and administrative support for a defined portfolio of government grants. Services will supplement internal staff capacity and will be performed independently, using the contractor’s own tools, systems, and professional judgment.

Scope of Services

Note: This engagement is limited to state and local government grants and does not include federal grants. Proposals should address experience and approach related to the following service areas:

A. Deliverables Tracking and Grant Reporting

  • Prepare required deliverables-based reports for 3-5 state and local government grants

  • Extract accurate quantitative and qualitative data from Pangea’s client services database (LegalServer) and other systems for use in grant reporting

  • Manage invoicing for 3-5 state and local government contracts

  • Produce financial statements required for 3-5 state and local government contracts

  • Track reporting deadlines and ensure timely submission

B. Compliance & Grant Administration

  • Review grant agreements to identify reporting, documentation, and compliance obligations

  • Monitor compliance with applicable state and local grant requirements and administrative regulations

  • Support documentation standards for reimbursements, invoicing, and funder review

  • Identify and flag potential compliance risks or reporting concerns to organizational leadership

C. Audit & Monitoring Support (As Needed)

  • Support responses to funder monitoring requests related to assigned grants

  • Assist with preparation of grant-related materials for annual audit or other state or local funder reviews, as applicable

Deliverables

  • Completed and submitted grant reports (usually on a monthly basis) 

  • Draft reports provided for internal review

Term of Engagement

  • Anticipated initial term: 9 months, or through the end of the 2026 calendar year

  • Services provided on an ongoing basis

  • The engagement may be renewed by mutual agreement

Proposal Submission Requirements

Proposals should include the following:

  1. Cover Letter summarizing interest and qualifications

  2. Resume detailing relevant experience, including experience with deliverables-based grant reporting, government grant reporting, and knowledge of immigration law field

  3. Description of Approach to providing the services described in this RFP, including availability and communication approach

  4. Fee Proposal (flat monthly fee and assumptions)

  5. Clearly state the proposed monthly flat fee

  6. Describe the assumptions underlying the fee (e.g., number and type of grants, reporting frequency)

  7. Explain how scope changes (e.g., additional grants or materially increased reporting volume) would be addressed

  8. References (at least two)

  9. Writing Sample, either a grant application or report, demonstrating the applicant’s ability to write about immigration or immigration-related issues

Submission Instructions

  • Proposals will be accepted on a rolling basis.  We will start evaluating proposals on Feb. 17, 2026.

  • The start date is flexible, but ideally mid-March 2026.

  • Proposals should be submitted electronically to: jobs@pangealegal.org.

Independent Contractor Status

The successful proposer will perform all services as an independent contractor, not as an employee of Pangea. Nothing in this RFP or any resulting agreement shall be construed to create an employer–employee relationship. The contractor:

  • Retains discretion and control over the manner and means of performing the services 

  • Supplies their own tools, systems, and workspace

  • Carries any legally required business licenses and registrations

  • Is responsible for all applicable taxes, insurance, and business expenses

  • Is not eligible for employee benefits

  • May provide services to other clients during the term of the engagement

Governing Law

This RFP and any resulting contract shall be governed by the laws of the State of California.

This RFP is intended to solicit proposals from independent contractors and does not create an employment relationship. We encourage immigrants and those directly impacted by Pangea’s work to apply. Pangea Legal Services is committed to equal opportunity. We celebrate diversity and are committed to fostering an inclusive environment in all of our professional engagements.