Request for Proposals Single Focus Enrichment Programs for K 12

Transcription

1 Request for Proposals Single Focus Enrichment Programs for K 12 Date of Issue: 7/13/16 Submission Date: 8/12/16, 4:00 p.m. Applicants are required to submit proposals through FUNDINGtrack, Family League s online grants management system accessible through Submissions must be completed by the specified date and time in this RFP and in the FUNDINGtrack application. The deadlines will be strictly enforced. It is the responsibility of the applicant to ensure that the application process is completed by the deadline. Hard copies, ed copies and late submissions will not be accepted. Furthermore, Family League reserves the right, in its sole and absolute discretion, to amend or modify any provision of this RFP, or to withdraw this RFP at any time prior to contract award. Family League shall not be bound by or liable under this RFP and/or any response thereto until a final written contract has been executed by Family League and the grantee incorporating the terms and conditions of the award.

2 TABLE OF CONTENTS BACKGROUND AND PURPOSE OF THIS INVESTMENT.. 1 GRANT DETAILS AND APPLICANT ELIGIBILITY 1 INVESTMENT PRIORITIES. 2 SINGLE FOCUS ENRICHMENT PROGRAMS K 12 PROGRAM DESIGN PARAMETERS. 2 PROGRAM ROLES AND RESPONSIBILITIES.. 3 APPLICATION INFORMATION PROGRAM SUMMARY.. 4 NARRATIVE QUESTIONS 5 BUDGET NARRATIVE.. 5 PRE PROPOSAL MEETINGS. 5 TECHNICAL ASSISTANCE RESOURCES.. 6 SUBMISSION REQUIREMENTS 6 REVIEW AND SELECTION PROCESS 7 TERMS AND CONDITIONS... 8 REFERENCES Baltimore City Map of Community Statistical Areas

3 SINGLE FOCUS ENRICHMENT PROGRAMS FOR K 12 REQUEST FOR PROPOSALS (RFP) APPLICATION GUIDANCE PURPOSE OF THIS INVESTMENT Family League of Baltimore, in partnership with the Mayor and City Council of Baltimore, is committed to supporting students in a collective effort to surround them with opportunities for success, and to remove the barriers that keep them from attending school regularly and from being engaged and supported in school, at home, and in their communities. Together, focusing on the social emotional, academic and community needs of our students we believe we can improve the lives of youth in Baltimore. Far too many children and youth in Baltimore City and across the United States lack access to opportunities and services to help them thrive. And yet, in Baltimore City, there is a wide variety of such programs within our neighborhoods and schools. Despite our efforts to coordinate these services to ensure access to those most in need, we recognize that there is room for improvement. In FY 2017, the Mayor s Office has allocated significant funding with the Family League in order to improve the Better Schools Priority Outcomes. A portion of these funds is being invested in out of school time programs with a singular focus (defined below) serving youth in grades K 12, with a special priority given to underserved/under resourced communities, for example those serving youth in communities not currently served by Community Schools. Out of School Time (OST) programs provide students the opportunity to explore new ideas, build new skills, find new talents, and experience success. With this RFP, Family League and the Mayor s Office are looking to increase the number of OST opportunities for youth in our city. This investment will: Expand OST programming in Baltimore City at both community and school locations Fund single focus enrichment programming, such as STEM, sports leagues, or art focused programs that operate for a limited period of time (12 weeks or less) or within an existing comprehensive program. Grant Details Grant Period: October 1, 2016 June 30, 2017 GRANT DETAILS AND APPLICANT ELIGIBILITY Grant Range: up to $30,000 A suggested program cost model is $1,000 per youth for a single focus enrichment program. These costs are based on the Wallace Foundation OST Calculator. Awards will be announced on or about October 1, 2016 Applicant Eligibility Family League encourages applications from organizations with operating budgets under $1,000, Applicants must:

4 Qualify as a nonprofit corporation with 501c (3) status; a for profit corporation 1 ; a public entity; or an organization partnering with a fiscal sponsor; AND Have a minimum two year track record for supporting children, youth and families, either through: o The delivery of older youth support services (e.g. mentoring, tutoring), out of school time programming; and/or o The provision of direct services to youth and their families; AND Provide direct services to youth. 2. Applicants must provide the following Due Diligence documents for each organization being considered for funding: A Certificate of Good Standing with the State of Maryland (may be obtained by visiting Most recent organizational budget For organizations receiving less than $50,000 from Family League in FY17, the organization s most recently filed Form 990. For organizations receiving more than $50,000 from Family League in FY 17, an audited financial statement dated June, 2015 or more recent and the associated management letter, if applicable. If a fiscal sponsor will be used, applicants must furnish a current, signed agreement with the fiscal sponsor organization. Investment Priorities INVESTMENT PRIORITIES The following criteria will be used in determining which applications will be selected for funding. 1. Quality of Programs Proposed Demonstration that the proposed program is of high quality, is aligned with strong youth development principles, will effectively engage and retain youth and will meet established parameters. 2. Supporting Underserved Communities and/or Populations populations include homeless youth; underserved communities include those that with high rates of children eligible for Free and Reduced Meals (FARMS), lacking resources and lacking significant investment from public and private funders. Single Focus Enrichment Programs Through this RFP, Family League will fund quality OST programming for youth in grades K 12. These programs may take place in the community or in a school. These programs should surround youth with opportunities for success, and to remove the barriers that keep them from attending school regularly and from being engaged and supported in school, at home, and in their communities. The parameters of the programs eligible for funding through this RFP are found in the charts below: 1 Preference will be given to minority or women s owned businesses.

5 Single Focus Enrichment Programs Descriptions Program Location Program Length Program Hours Quality Requirements Health and Safety Requirements Single focus enrichment programs must directly serve a minimum of 15 youth. The direct service may include any programming from the list below: Sports leagues Academic leagues Art classes STEM Workforce development College and Career Readiness Credit Recovery or Earn High School Credits Academic Enrichment/Tutoring All programs must establish a relationship with a neighboring school or community center. Programming must be held at your established school or community location (e.g. a community center, faith based institution, recreation center) Minimum 2 weeks Maximum 10 months between the first and last day of school Minimum 3 hours per week (2 day) Maximum 6 hours per week (3 to 5 days) Programs will support the skill building and youth leadership domains of the Youth Program Quality Intervention and actively participate in Family League s professional learning community. Participation includes regular attendance at bimonthly meetings and completion of all quality activities (e.g self assessments, youth surveys, and narrative reporting) Have a staff person trained in CPR/First Aid at the program at all times Have a first aid kit available at the program at all times Maintain a staff to student ratio of 1:15 Timeframe Take place in October, 2016 through June, 2017 Roles and Responsibilities By submitting this application, the applicant organization agrees to honor these responsibilities for the length of this grant award: Participation in Quality Improvement Plan for and fully participate in required Professional Learning Community (PLC) components provided by Family League at no cost to programs o Programs must plan for and budget for staff participation in mandatory OST professional development and bi monthly PLC meetings. o Complete self assessments, youth surveys, narrative reports, and participate in site observations. Strong Program Utilization

6 Through youth participation data collection, demonstrate high rates of utilization, program attendance, and retention. Support of Community Support parent engagement efforts, especially for youth enrolled in your program; Programs may be community or school based but should link to the school(s) their participants are attending. Meet, as applicable, with school based teams to review recruitment and retention of program participants; APPLICATION INFORMATION Applications must be completed in FUNDINGtrack, Family League s online grants management system. Details on utilizing this system is found in the SUBMISSION INFORMATION section of this RFP. General Information Details requested include total grant request, number of youth to be served and their age ranges, communities to be served, and program site locations. A map of Baltimore City s Community Statistical Areas are included in the reference section of this RFP. Proposal Summary Provide an overview of the proposed OST program. Your summary should not exceed 2 3 sentences in length. Narrative: Please address the questions outlined below. 1. Describe your organization s experience for providing quality programs for youth. Be sure to include your knowledge of the needs of youth in general, more specifically youth in Baltimore and how your organization best meets those needs. 2. Describe the program you are proposing to implement, the skills youth will develop and what partnerships you have to support the program. Describe your expertise in delivering the proposed services and make the case that your strategies will lead to youth success. Describe clearly your program schedule and describe each program component. Note: You will be required to upload a sample program schedule. 3. Describe the staff that will be contributing to this project. Be sure to include detail on staff recruitment and retention and your process for ensuring that staff have the skills and expertise needed to positively engage youth and implement the program. 4. Describe your strategies to recruit and retain youth participants. Discuss how you will market the program to youth and within the community. Describe your enrollment process and how you will partner with other programs, community centers, libraries, etc. to provide your program. 5. Describe your program s youth, family, and community engagement plan. How have youth and families helped to develop the program? How will youth and families provide feedback about the program (youth and family satisfaction surveys, feedback during events, etc.)? How will you continue to engage these groups throughout the program?

7 6. Outline what measurable results you expect for your program. Clearly explain how your proposal will benefit participants and lead to positive outcomes. More specifically, how do you plan to measure the skill attainment/mastery being supported by your program. Family League Funded Partner If you received funding from Family League in the past fiscal year, you will be asked to address the additional questions below: 1. Were you successful in recruiting and serving the number of youth identified in your scope of work? If No, please discuss the challenges/barriers faced and how you have addressed them in the proposed program plan. 2. Did you meet the required participation in program quality and professional learning communities or required professional development? If No, please discuss the challenges/barriers faced and how you have addressed them in the proposed program plan. 3. Were you successful in projecting and managing the program s budget and expenditures? If No, please discuss the challenges/barriers faced and how you have addressed them in the proposed program plan. Budget Narrative: Applicants will submit a budget, identifying the total amount and narrative (cost derivation details) for major budget categories listed below. A detailed line item budget is not required at the time of application. Personnel Benefits/Fringes Training and Conferences Supplies Contracted Services Program Expenses Equipment Purchases Administrative/Indirect Costs In developing a budget, applicants should adhere to the following parameters: Reflects the total program cost (not to exceed $30,000); Does not include in kind contributions; Reflects administrative costs of up to 10% of direct costs; Is consistent with the program design/plans outlined in the corresponding application narrative; Aligns with the cost model of $1,000 per youth for single focus enrichment programs; and, The Personnel category takes into account the cost for front line and supervisory staff to participate in 10 hours of mandatory professional development. PRE PROPOSAL MEETINGS Family League will host a series of pre proposal conferences to present this RFP and respond to questions. It is Family League s aim to provide as much information and support to potential applicants as possible. While it is not mandatory to attend a pre proposal conference, it is strongly encouraged. Written questions, submitted via at rfps@familyleague.org will be accepted through July 28 th. Family League will compile and publish on

8 the website responses to questions from these conferences and through s. Please visit our website ( for updates. Details regarding the time, date, and location of the pre proposal conferences are found below: Geographic Area Date Time Locations West/Northwest July 19 th 5:00 7:00 TBD* Baltimore Southeast Baltimore July 26 th 1:00 3:00 Southeast Anchor Library North/Central/East Baltimore July 28 th 1:00 3:00 The Y in Waverly *Please check the Family League website for location details. TECHNICAL ASSISTANCE RESOURCES Technical assistance resources are available to applicants interested in submitting a proposal to this RFP. These resources, facilitated by The After School Institute (TASI), are intended to support applicants as they assess their readiness for this RFP and develop their program plans. These resources are available as follows: Date Time Location July 26 th 3:00 4:00 Southeast Anchor Library July 28 th 3:00 4:00 The Y in Waverly By Appointment ratnafou@afterschoolinstitute.org Phone: SUBMISSION REQUIREMENTS Applicants are required to submit proposals through FUNDINGtrack, Family League s online grants management system accessible through Submission must be completed by the specified date and time specified in this RFP and in the FUNDINGtrack application. The deadlines will be strictly enforced. It is the responsibility of the applicant to ensure that the application process is completed by the deadline. Hard copies, ed copies and late submissions will not be accepted. Furthermore, Family League reserves the right, in its sole and absolute discretion, to amend or modify any provision of this RFP, or to withdraw this RFP at any time prior to contract award. Family League shall not be bound by or liable under this RFP and/or any response thereto until a final written contract has been executed by Family League and the grantee incorporating the terms and conditions of the award. Applications Due: August 12, 2016 by 4:00 p.m.

9 Registration All applicants must be registered in FUNDINGtrack. This is done by selecting the Register link on the portal s home page, found here: Applicants will receive login credentials via within 72 hours of submission of the registration form. Applicants are highly encouraged to register early. Organization Information and Documentation The Organizational profile enables all registered users of FUNDINGtrack to provide the key business and contact information needed from Funded Partners. All registered users should fully complete the requested information and upload the due diligence documentation required in this RFP. These include: Required Document Details Required Format Certificate of Good Standing with the State of Maryland May be obtained by visiting PDF of hard copy Certificate Organizational Budget Most recent annual budget Excel or PDF of hard copy Most recently filed Form 990 For applicants receiving under $50,000 PDF of hard copy Audited Financial Statement For applicants receiving more than $50,000 Must be dated June, 2015 or more recent PDF of hard copy audit Fiscal Sponsor Agreement Must be signed by both the Applicant Organization and Fiscal Sponsor Organization. PDF of Signed Agreement Please see FUNDINGtrack s Getting Started tutorial for step by step guidance on how to create an account and log in here: content/uploads/2016/07/fundingtrack Tutorial FINAL.pdf. For questions or problems, contact us at: FUNDINGtrack@FamilyLeague.zendesk.com or , between the hours of 8:30 a.m. and 4:30 p.m., Monday Friday. REVIEW AND SELECTION PROCESS Review Panel Applications will be reviewed and rated by a panel comprised of individuals with experience, knowledge and expertise in the fields of youth development and out of school time programming; representatives of the Baltimore community; youth; and other relevant stakeholders. The panel will rank applicants and recommend top candidate organizations for the principal interview process. Family League is the sole and final authority regarding the proposals selected for funding. Family League is the final authority regarding approval or disapproval of contract awards, and the conditions under which they are awarded. The selection and subsequent grant award by Family League are final and not subject to appeal or review. Site Visits Family League will facilitate site visits with top ranked organizations and representatives of the review panel so that they may make an informed decision regarding the selection. Applicants should hold the dates of September 7 9 for potential visits. Selection Criteria The following criteria will be used in determining which entities will be awarded grants and become community partners.

10 General: Compliance with all RFP guidelines; Alignment with the investment priorities outlined in the RFP; Organizational capacity to implement a quality program at the outlined scale; A demonstrated capacity to collect, manage, and utilize participant level and programmatic data; and, A clear and concise operating budget that reflects the required cost sharing requirements as well as transparency and accountability (as applicable). GENERAL TERMS AND CONDITIONS Reporting All grantees must submit quarterly financial and programmatic reports. These include, but are not limited to, a narrative report, data specified in each grantee's Scope of Work including outcome and demographic information, and line item financial information. Training and Technical Assistance All grantees must participate in staff development activities as required by Family League. Information related to training opportunities, both required and optional, will be shared with grantees on a regular basis. Additionally, Family League is committed to providing technical assistance and welcomes grantee feedback. Data Collection and Use of Efforts to Outcomes ( ETO ) Grantees are required to enter data on every child and family they serve with funding from Family League in the web based information system called Efforts to Outcomes ( ETO ). Grantees must have the capacity to collect, manage, and utilize participant level and program data. Grant Award The submission of a proposal does not, in any way, guarantee an award. The Family League is not responsible for any costs incurred related to the preparation of a proposal in response to this RFP. The Family League reserves the right to withdraw an award prior to execution of a contract with a grantee in The Family League s sole and absolute discretion. Contract Terms All grantees must comply with all terms and conditions applicable to contracts executed by Family League. These terms and conditions can be found on the Family League website at By submitting a proposal to this RFP, applicants attest that they have read and accept these conditions fully. A Scope of Work with details about specific requirements and measurable outcomes will be a requirement of grant recipients as an addition to the contract. Criminal Background Checks All grantees must conduct criminal background checks for employees. These practices must comply with the terms and conditions applicable to contracts executed by Family League. Local Hiring Law All grantees must comply with the terms and conditions of this law designed to create opportunities for businesses to access qualified Baltimore City job seekers to meet their workforce needs. The Local Hiring Law is

11 available on the Family League website at Grantees will be oriented to the Local Hiring Law and its requirements. Additional Funder Conditions Any additional terms and conditions imposed by funders following the release of this RFP shall become a part of the contract between the grantee and the Family League

12 REFERENCES Baltimore City Map of Community Statistical Areas

13 Glen-Fallstaff Howard Park/West Arlington Dickeyville/Franklintown Beechfield/ Ten Hills/ West Hills Cross-Country/Cheswolde Pimlico/Arlington/Hilltop Dorchester/Ashburton Forest Park/Walbrook Edmondson Village Allendale/Irvington/S. Hilton Mount Washington/Coldspring Southern Park Heights Greater Mondawmin Greater Rosemont Greater Roland Park/ Poplar Hill Medfield/Hampden/Woodberry/Remington Penn North/Reservoir Hill Upton/ Sandtown-Winchester/ Druid Heights Harlem Park 1702 Southwest Baltimore Poppleton/ The Terraces/ Hollins Market Washington Village North Baltimore/ Guilford/Homeland 1207 Greater Charles Village/ Barclay 1203 Midtown Downtown/Seton Hill Inner Harbor/Federal Hill Chinquapin Park/ Belvedere Greater Govans The Waverlies Midway/Coldstream Loch Raven Northwood Greenmount East Oldtown/Middle East Harbor East/ Little Italy Fells Point Belair-Edison 802 Clifton-Berea Madison/East End Canton Lauraville Patterson Park North & East Highlandtown Harford/Echodale Hamilton Cedonia/Frankford Claremont/Armistead Orangeville/East Highlandtown Morrell Park/Violetville South Baltimore 2401 Southeastern Westport/ Mount Winans/Lakeland Baltimore City Community Statistical Areas and Census Tracts (2010 Boundaries) Cherry Hill Brooklyn/Curtis Bay/Hawkins Point 2505 The Baltimore Neighborhood Indicators Alliance - Jacob France Institute