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HomeMy WebLinkAboutExhibit 12ATTACHMENT D: PROGRAMMATIC DATA REPORTING REQUIREMENTS rjj:Document Fin& Approved contract.12.24.05.sxw Attachment D Programmatic Data Reporting Requirements The Provider shall submit (or require to be submitted by the not -for -profit organizations providing services related to this Contract) to The Children's Trust individual participant demographics, attendance, and outcome data as requested, using an electronic web -based reporting application, provided by The Trust, as follows for each program participant: • Participant demographics shall be entered within seven (7) days of entry into the program. All participant demographics shall be updated on an ongoing basis if and when new information is collected. • Participant attendance/participation in program activities shall be entered by the fifteenth (151 day of the month following the end of each month, exclusive of legal holidays or weekends. • Participant outcome data collection activities shall be conducted, and reported in an ongoing manner, in accordance with the Scope of Services Matrices. Outcome measures (e.g., pretests, posttests, other indicators) shall be scored and entered within fourteen (14) days of the date of collection. Demographics required for individual child participants: • Child's Name (last, first, middle initial) • Child's Date of Birth • Gender (male, female) • Child's Social Security # • Street Address, City, and Zip Code • Ethnicity (Haitian, Hispanic, Other Caribbean Islander, Other, None of Above) • Race (Black/African American, American Indian/Alaskan Native, Asian, Native • Hawaiian/Other Pacific Islander, White, Other) • Miami -Dade County Public Schools ID Number • Child's Home School • Child's Highest Grade Level Completed • Does child have a disability? (yes/no) • If disabled, what type? (Learning, Emotional/Behavioral, Sensory, Physical, Profound) For programs conducting Outreach or Advocacy Activities without direct contact or only one-time contacts with individuals, Provider shall report or rjj:Document Final Approved contract.12.20.05.sxw require to be reported the numbers of individuals, numbers of contacts, specific activities/events conducted, and program outcomes, as detailed within the Scope of Services Matrices, by the fifteenth (15th) day of the month following the end of each month, exclusive of legal holidays or weekends. rjj:Document Final Approved contract.12.20.O5.sxw Attachment E: The Trust's Request for Proposals rjj: Document Final Approved contract.I2.20.05.sxw The CkIIdren'sTrust THE CHILDREN'S TRUST Out -of -School Programs Request for Proposal #2005-06 Contract Period: June 1, 2005 to May 31, 2006 Addendum #1. February 9, 2005 (This addendum supersedes the previously posted RFP for Out -of -School Programs) Table of Contents SECTION I: INTRODUCTION • .4 A) Request for Proposal ••4 B) New and Continuation Funding .4 C) Enhancement versus Expansion Programming 5 D) Guide to Document • • 5 E) The Children's'Trust 5 SECTION II: PROGRAM DESCRIPTION 6 A) Needs & Benefits for Out -of -School Programs ..6 B) Youth Served 7 C) Amount and Sources of Funding 7 D) Service Dates 8 E) Service Delivery Programming Priorities 8 1. Children in at -risk communities based on school performance ...8 2. Children in un-served or underserved communities, with a particular emphasis on middle school youth 11 3. Children with Disabilities • • • 12 F) Out -Of -School Quality Program Standards .13 G) Program Activity Components 16 H) Program Evaluation Outcomes 20 I) Screening Requirements 21 J) Eligible Respondents 22 SECTION III: GENERAL INFORMATION and TIMETABLE 23 A) Application Timetable / Important Dates 23 B) Mandatory Letter of Intent 23 C) Bidders Conference 24 D) Terms of Agreement 24 E) Late Proposals and Modifications 25 F) Changes/Updates of Applicant's Location or Contact Information .25 G) Pre -Selection Site Visits 25 H) RFP Postponement or Cancellation .26 I) Joint Proposals 26 J) Collaboration 26 K) Fiscal Soundness 27 L) Required Insurance .27 M) Leveraged Resources ••27 N) Method of Payment 28 0) Cone of Silence 28 P) Conflict of Interest 30 Q) Inquiries About the Application 30 R) Selection Criteria 30 S) Appeal Process 31 T) Ownership of Application 31 U) Trade Secret and Confidential Materials 32 V) Pre -Contract Agreement Expenses .32 W) Program Monitoring/Evaluation ••32 OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 2 of 78 X) Public Entity Crimes 33 SECTION IV: APPLICATION INFORMATION 34 A) Formatting and Submission Requirements 34 1, Application Formatting Requirements 34 2. Proposal Submission 36 B) Budget Instructions . • 37 C) Proposal Rating Criteria 45 D) Letter of Intent 50 SECTION V: ATTACHMENTS •51 A) About The Children's Trust 51 B) About the MDCPS School Improvement Zone 53 ' C) Site Monitoring Tool 57 D) The Children's Trust Child Satisfaction Survey 66 E) Switchboard of Miami, Inc 69 F) Nutrition 71 G) Approved Bus Companies 73 H) Resources for Out -of -School RFP 76 I) Certification Form 78 OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 3 of 78 The Children's Trust Request for Proposal #2005-06 Out -of -School Programs SECTION I: INTRODUCTION A) Request for Proposal The Children's Trust (The Trust) invites qualified providers to submit proposals to provide high quality Out -of -School Programs (summer, after -school, year- round, and/or continuation funding). The Out -of -School Programs will provide students with: 1. Inclusive programming for children and youth that is safe and nurturing in a comfortable environment; 2. Cultural and academic enrichment programming that promotes physical, intellectual, emotional and social development of each child; and 3. Best practice programming that meets the highest quality standards and outcomes for out -of -school and youth enrichment programs. To be considered, written proposals using the required forms and format provided herein must be delivered to The Children's Trust office, at 4500 Biscayne Boulevard, Suite 201, Miami, Florida 33137, by the application deadline. If applying for continuation funding, the proposal deadline is Tuesday, March 1, 2005 at 2:00 p.m. (EST). Applications for new funding must be received by Monday. March 14, 2005 at 2:00 p.m. (EST). B) New and Continuation Funding Any applicant who has not had a contract with The Children's Trust for summer, and/or out -of -school will submit a full application for new funding and be held to new application deadlines. A New applicant who wishes to submit an application for funding must specify whether the proposed services are enhancement or expansion programs and must follow the new application procedures. See page 5 for the definition for enhancement versus expansion programming. Applicants which have had an Out -of School contract with The Children's Trust for Summer 2004 and/or Out -of -School 2004-05 and wish to continue the same program will submit an application for continuation funding and be held to continuation application deadlines. If the applicant was funded for summer and out -of -school and wishes to apply for year-round, the applicant will also follow the continuation application procedures. An applicant who was funded for one project (summer or out -of -school) and wishes to add another will follow continuation application procedures. Applicants that submit application for continuation funding must specify if the proposed services are enhancement or expansion programming and provide justification for the proposed services. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 4 of 78 Current out -of -school providers funded by The Trust may submit a simplified application to extend their current contract and /or to become a year-round program. The providers' performance under the existing Trust contract will be heavily weighted in rating these proposals. C) Enhancement versus Expansion Programming The Children's Trust will fund full program costs for enhancement and expansion programs. The definition for these programs as it relates to applications submitted for continuation funding is described below. Enhancement programming is defined as improving the quality of services already being provided. Expansion programming is defined as increasing the number of children to be served. Applicants seeking continuation funding for enhancement or expansion programming must provide sufficient justification to support the proposed program. See page 4 to determine application procedures and deadline date to follow if a New applicant wishes to submit an application for funding to enhance or expand an existing program. D) Guide to Document This document includes information required to respond to the Out -of -School 2005- 2006 Request for Proposal. Definitions for new, and continuation funding are provided on page 4. Enhancement versus expansion programming is defined on page 5. The description of services and requirements are on pages 6-23. Information regarding the Miami Dade County Public School (MDCPS), School Improvement Zone is located on pages 9-11 and Section V: Attachment B. The After -School Snack and Summer Food Service Programs can be found in Section V: Attachment F. Application information begins on page 34. The Application forms are in the RFP download www.thechildrenstrust.org(fundinci /RFPdetailsdownloads/Out-of- SchoolPrograms. The timetable of important dates is listed on page 23. Resources for Out -Of -School Program is located in Section V: Attachment H, pages 76-77. E) The Children's Trust Recognizing that the needs of children in Miami -Dade County far exceed the resources and support systems available, The Children's Trust was created by voter referendum in 2002 as a dedicated source of funding to meet those needs. The Trust, the staff and 33-member board are committed to funding programs that offer the highest possible quality services, with the goals of implementing best practices and improving the lives of children and families in our community. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 5 of 78 A strong emphasis on active partnerships that move beyond typical mechanisms of collaboration is critical to improving services and access for children and families in Miami -Dade. The Trust encourages creative approaches to coordinating, integrating, and funding services across and within the areas of health, safety, development and to promote increased parental and community involvement on behalf of all of our c-hildren: For more information about the mission, vision, guiding principles and values of The Children's Trust, please see Section V: Attachment A beginning on page 51, or visit www.thechildrenstrust.org. SECTION II: PROGRAM DESCRIPTION A) Needs & Benefits for Out -of -School Programs Children and youth need safe, stimulating places to go during out -of -school time. Currently in Miami -Dade County there is a waiting list of approximately 6,273 school -age children for subsidized out -of -school programs. In Florida, 27% of K-12 grade youth are responsible for taking care of themselves after school, spending an average of 8 hours a week unsupervised after school (America After 3PM, AfterSchool Alliance). Working parents experience increased stress when their children are out -of- school, often affecting work productivity, performance and absenteeism. After school programs keep children and youth safe, assist working families, and improve academic achievement, as well as other areas of child functioning. Incidents of vandalism, stealing, violent acts and arrests were 50% lower among students in after school programs in 12 high risk California communities (Fight Crime: Invest in Kids California, August 2001). Children and youth who attend after school programs are more engaged in learning. Compared to a group of over 250,000 students in grades 5-12, children and youth in New York's 4-H program showed stronger motivation to achieve, higher educational aspirations, greater capacity to develop friendships, and a higher level of interaction and communication with adults. A study of low-income students in 3rd through 5th grade found that children and youth improved their classroom habits and school attendance and had fewer problem behaviors than children in a comparison group (Nellie May Foundation). Increased engagement in learning can result in higher academic performance. Children and youth improved their standardized test scores (SAT-9) in both reading and math by percentages almost twice that of other children and youth. The after school children and youth also had better school attendance (University of California Irvine, May 2001). After school programs have a special role to play in reducing racial and income achievement gaps. Research indicates that achievement differentials are due in part to differences in the number of hours young people spend in constructive enrichment activities outside of school. A national survey of loth graders found OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 6 of 78 that youth from high -income families were twice as likely to spend 5 or more hours per week in extracurricular activities as children and youth in lower income families. Youth who spent time in extracurricular activities were 6 times Tess likely to drop out of school by senior year; 2 times less likely to be arrested by senior year; and about 75°A) less likely to smoke cigarettes or use drugs. Programs can provide access to a wide range of enrichment opportunities. How children and youth spend their time during the summer is important to their academic success. Nearly every child suffers from what is called summer learning loss, Teachers often spend four to eight weeks at the beginning of each school year re -teaching material that students have forgotten over the summer. On average, children and youth who suffer from summer learning loss every year do not achieve nearly as well on standardized tests as students who experience summer learning gains (NPIN Parent News, Summer 2003). B) Youth Served The Children's Trust will serve the same number of youth (ages 5-17 years) through 2005 summer programs and out -of -school programs during the academic year from August 2005 through June 2006 as it served during the previous funding periods. Summer 2004 funding served nearly 8,000 children and youth, and 2004- 2005 after -school funding is estimated to impact 10,000 children. Children with disabilities ages 0-5 that are in academic year programs that do not offer summer programming, may be served during the Summer with Trust funding for services that are not available through the Individuals with Disability Education (IDEA) Act Part B and Part C funds. C) Amount and Sources of Funding Beginning in June 2005, the total budget for out -of -school programs under this RFP is $19,726,012. Of the total available, approximately $4,300,000 is allocated for children with disabilities. Funding is available as follows: Type of Program All Children Children with Disabilities Summer Only $5,181570 $1,118,044 After -school Only $10,113,932 53,175,466 Total $15,432,502 $4,293, 510 If a new application is funded for year-round programs, providers will receive funding from each category (summer and after -school). The maximum award for a new summer program is $300,000. The maximum award for a new after -school program is $500,000. The Trust will fund new applicants for quality year-round programs at a maximum award of $800,000, Any applicant who has been funded by The Children's Trust for Summer 2004 and / or Out -of -School and is funded for year-round programs, providers will receive funding from each category (summer and after -school). The maximum award for OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 7 of 78 summer only is $500,000. The maximum award for after -school only is $750,000. In an effort to encourage consistent, efficient, quality year-round programs, the maximum award for year-round services is $1,250,000. A collaborative application with multiple sites may request higher levels of funding. D) Service Dates The following is a guide based on the Miami -Dade County Public Schools 2005-2006 school calendar which details start and end dates for services. This represents the tn# �! rli In-1k r of car ,ira �a�� that r (laid hQ ❑rovided for each cateaory of service. Category of Service Full or Part Day Regular School School Improvement Zone School _ Dates Summer Camp Full 46 36 Regular: 6/2/05 - 8/5/05 Zone: 6/9/05 - 7/29/05 Summer After -school Part 19 19 6/22/05 - 7/19/05 Legal Holiday Full 7 8 7/4/05, 9/5/05, 10/10/05, 11/11/05, 11/24/05, 1/16/06, 2/20/06, 5/29/06 (Zone only) Teacher Planning Day Full 6 6 10/04/05, 10/07/05, 10/13/05, 12/16/05, 2/17/06, 3/17/06 Thanksgiving, Winter, & Spring Breaks Full 16 16 11/25/05 12/19/05 - 12/30/05 4/10/06 - 4/14/06 After -school Part 180 190 Regular: 8/8/05 - 5/24/06 Zone: 8/1/05 - 6/1/06 Saturdays Full/ Part 52 52 6/4/05 - 5/27/06 Note: All dates may be subject to change by the Miami -Dade County Public Sc Board. E) Service Delivery Programming Priorities The Trust has identified the following priorities for out -of -school programs. They are described in more detail below. 1. Children in at -risk communities based on school performance The Trust is working closely with Miami -Dade County Public Schools and the School Improvement Zone. Collaboration and partnership is an integral part of the success of both the schools and The Trust. Therefore, The Children Trust will continue its efforts to provide out -of -school services for schools that have performed at the D and F levels, and the School Improvement Zone Schools. At risk as it relates to funding under this RFP is defined as D and F Level Schools and the School OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 8 of 78 Improvement Zone Schools. These are listed onthe following pages. Schools D-Level Schools F-Level Schools Zone Schools Allapattah Middle School X X American Senior High School X Booker T. Washington Senior High School X X Brownsville Middle School X X Bunche Park Elementary School X X Campbell Drive Middle School X X Charles R. Drew Middle School X X Citrus Grove Middle School X Colonial Drive Elementary School X Downtown Miami Charter School X Edison Park Elementary School, X X Florida City Elementary School X Frances S. Tucker Elementary School X Henry E. S. Reeves Elementary School X Hialeah Miami Lakes Senior High School X X Hialeah Senior High School X Holmes Elementary School X X Homestead Senior High School X X Horace Mann Middle School X X Jose De Diego Middle School X X Lakeview Elementary School X X Laura Saunders Elementary X Leisure City K-8 Center X X Little River Elementary School X X Madison Middle School X X Martin Luther King Jr. Elementary School X Mays Middle School X Miami Carol City Senior High School X Miami Central Senior High School X X Miami Edison Middle School X X Miami Edison Senior High School X Miami Jackson Senior High School X X OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 9 of 78 Schools D-Level Schools F-Level Schools Zone Schools Miami Norland Senior High School X X Miami Northwestern Senior High School X X Miami Southridge Senior High School X Morningside Elementary School X Mrytle Grove Elementary School X X Norland Elementary School X X Norland Middle School X North County Charter School X North County Elementary School X Northeast Academy Charter X North Miami Middle School X North Miami Senior High School X Opa-Locka Elementary School X X Parkway Middle Schoo! X X Paul Lawrence Dunbar Elementary School X X Phyllis Wheatley Elementary School X X Redland Middle School X Rosa Parks Community School X Santa Clara Elementary School X X School for Applied Technology X Shadowlawn Elementary School X X Skyway Elementary School X South Dade Senior High School X South Miami Senior High School X Thema Crowley Elementary School X Toussaint Louverture Elementary School X Vankara Academy Charter School X West Homestead Elementary School X West Little River Elementary School X X West -View Middle School X X OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 10 of 78 Three School Improvement Zone schools do not have any existing partners providing out -of -school services: Lakeview Elementary School Martin Luther King Elementary School 9 Campbell Drive Middle School Priority will be given for provision of out -of school services at these sites. School Zone Improvement Schools have extended school hours and shortened after school hours; programming in these sites is integral to ensure student success. Programs operating in or targeting students from the 39 School Improvement Zone Schools should refer to Section V: Attachment B for detailed information regarding the goals and strategies being employed by the School Improvement Zone. 2. Children in un-served or underserved communities, with a particular emphasis on middle school youth. The Children's Trust would like to expand services to areas that currently have little or no after -school programming and to children and youth on the subsidized waiting list. for out -of -school programs. It is also the intent to serve populations that do not currently have program choices available. The Trust will work closely with Miami -Dade County Public Schools to avoid duplication of services and unnecessary bureaucracy while improving program delivery to ensure that the school and provider programs complement each other and better meet the needs of children. The Trust does not intend to duplicate or replace services already offered. However, The Trust will fund enhancements for existing programs to improve quality or to serve additional children. This includes schools which • offer 21st Century Community Learning Centers and School Improvement Zone schools which offer extended hours. Currently, The Early Learning Coalition of Miami -Dade (formerly known as the Miami -Dade School Readiness Coalition) reports that approximately 6,273 school - age children are on a waiting list for subsidized out -of -school programs. The Early Learning Coalition only funds up to age 12 for after -school services. The following zip codes have been identified as having 100 or more children waiting for subsidized out -of -school services: 33030 33032 33033 33034 33055 33056 33125 33126 33127 33130 33135 33142 33147 33150 33157 33161 33168 33169 33175 33176 33177 33186 33189 33193 33196 See pages 43-44 for The Early Learning Coalition of Miami -Dade rates for subsidized after school programs. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 11 of 78 3. Children with Disabilities Inclusion of al! children. The Children's Trust acknowledges that service providers, families, and the community need on -going training, technical assistance, mentoring, and consultation to care for and include children with disabilities in programs, to provide services to them, and to remove barriers in the community that inhibit the full participation of these children in community life. Recognizing that children and families with disabilities require additional services and supports, The Children's Trust will provide incentives, supports, and technical assistance and will build collaborations that enable programs to demonstrate inclusiveness. The Children's Trust expects all (program) services grantees to implement reasonable accommodations (as required by law) for children with disabilities and their families, whenever possible. In awarding funds, The Children's Trust may give special consideration to organizations that include children with disabilities and their families. The following definitions have been adopted by The Children's Trust: Children with disabilities: Children with disabilities are those who currently have a physical, emotional, developmental, behavioral, or chronic medical condition or delay. These children experience impairment in their sensory, cognitive, motor, emotional, or behavioral functioning, which requires support, ongoing intervention, or accommodation provided by others in order to participate in an age -appropriate fashion in education, social activity, or physical activity in an appropriate environment. Children with special needs: Children and their families are defined as at -risk because of factors identified in the scientific literature as being related to the development of difficulties that would likely eventually classify the child with a disability according to the definition above. Staffing for Children with Special Needs: The decision on staffing must always be the provider's decision based on their extensive knowledge of the child's needs. The Children's Trust reserves the right to negotiate with respondents in the event staffing appears to be either insufficient or excessive for the children they propose to serve. Our priority is the safety of the children. The following indicators for increased staffing ratios are intended only as a guide for children from ages five to eighteen: • For participants with identified behavioral needs, the suggested ratio is no more than one behavioral professional to twenty children • For participants which require moderate levels of support such as routine prompting, supervision and physical assistance, the suggested ratio is one staff to five children • For participants which require intense levels of support requiring total physical assistance including lifting, transferring, eating, toileting and positioning, due to physical cognitive or behavioral limitations, the suggested ratio is one staff to three children. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 12 of 78 F) Out -Of -School Quality Program Standards The Children's Trust seeks service providers committed to developing and maintaining high quality out -of -school programs that will assist children and youth in reaching meaningful outcomes. For this reason, The Trust will contract with an Out -of -School Quality Improvement (QI) Provider. The initial goal of the QI Provider will be to establish a comprehensive set of quality standards and outcomes for out -of -school programs in Miami -Dade County through a scan of national best practices and input from local service providers. All funded Out -of -School service providers are expected to actively. participate in the development of • these standards. Once established, these standards will be required and amended for all Out -of -School service contracts, and the QI Provider will provide assessment, technical assistance and needed supports to funded programs to ensure ongoing quality services. This design work is currently projected to take place from approximately March -July of 2005, with implementation of revised standards and outcomes to follow. Until the formal establishment of local quality standards, The Children's Trust will be utilizing a combination of quality standards that have evolved over the past year of funding out -of -school programs. Input for these required standards has been taken from the work of several national professional organizations. • The National AfterSchool Alliance (NAA) publishes Standards for Quality Care that have been identified as best practices in out -of -school programming for school - age children and youth 5 to 14 years of age, and also serve as a basis for formal accreditation processes (www.naaweb.org). • The National Association for the Education of Young Children (NAEYC) has recently revised its well -respected Early Childhood Standards and Accreditation Performance Criteria, which may be applicable for programs serving children from birth through 8 years of age (www.naevc.orq). • The National Youth Employment Coalition's (NYEC) Promising and Effective Practices Network has also established Effective Practices Criteria as part of its framework for program improvement for organizations focused on positive youth development with youth 14 to 25 years of age, and includes a formal accreditation process for youth employment and development programs (www. nvec. orq/pepnet). • Fou.ndations Inc. is an organization that has operated extended -day enrichment programs and provided technical assistance to programs serving primarily children from low-income communities. With a goal of improving program performance and enhancing student achievement, it has created a formal Quality Assurance System for programs serving Pre -Kindergarten through 12th grade (www.foundationsinc,ora). • The Search Institute is focused on providing leadership, knowledge, and resources to promote healthy children, youth, and communities. The framework of 40 Developmental Assets outlines positive experiences and personal qualities young people need to grow up healthy, caring and responsible. Although originally developed for adolescents, the Developmental Assets have also been adapted for early and middle childhood (www.search-institute.ora), OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 13 of 78 on • Finally, in Australia there is a strong National Childcare for Outside Scholl (NCAC) that has established a Quality AssuranceY Hours Care for programs serving school -age children (www ncac.aov.au). These systems complement one anotherintte below several lillustrating thellustroverlapping areas central to quality improvement, as noted heabl specific domains addressed by each. NAA Standards for Quality Practice (ages 5-14) • Human Relationships • Indoor and Outdoor Environments • Activities • Safety, Health and Nutrition • Administration Foundations Inc. Quality Assurance System (grades pre-k to 12th) • Program Planning and Improvement • Leadership • Facility and Program Space • Health and Safety • Staffing • Family and Community Connections • Social Climate • Academics • Recreation • Youth Development NAEYC's Early Childhood Program Standards (ages birth-8) • Relationships • Purpose and Activities • Curriculum • Organization and Quality • Teaching Management • Assessment • Youth Development • Health • Workforce Development • Teachers • Evidence of Success • Families • Community Partnerships • Physical Environment • Leadership and Management The Search Institute's NCAC's Quality 40 Developmental Assurance System for Assets Outside School Hours (ages birth to 18) Care • Support • Respect for Children • Empowerment • Staff Interactions and • Boundaries and Relationships with Expectations Children • Constructive Use of Time ♦ Partnerships with and Community Links Families • Commitment to Learning ♦Programming and • Positive Values Evaluation • Social Competencies • Play and Development • Positive Identity • Health, Nutrition and Well- being ♦ Protective Care and Safety • Managing to Support Quality OUT -OF -SCHOOL PROGRAMS RFP #2005-06 NYEC's Effective Practices Criteria (ages 14-25) Page 14 of 78 hievement It is the intention of The Trust for all funded providers iaccreditat on foW theirc p og ams, of appropriate quality program standards a which requires the integration of organizational evaluation -assessment aand peer review Unt�llta improvement processes, as well as external the formal quality assessment method is established by hiidre en`s Provider,I Trube useducurrent Out-of-School Site Monitoring Tool developed by The standards and to sacss program qualityo(see e Section for'allAttachment C). Out of -School programs to be funded practices outlined below arere for ending on the by The Children's Trust. Application of these standards may vary depending to the characteristics of children and youth children served. and youth served, as well uld be aas adapted to developmental and ability level the particular needs of children and youth with disabilities of various types. Health Safe and Facilities: 1. Daily nutritional and sustenance needs of drinking water. youth are met with healthy food choices and readily availableparticipants and 2. Program promotes healthy lifestyles and behaviors among p p families. 3. Policies and practices create a protective environment that keep children and youth safe from harm. 4. Indoor and outdoor space is sufficient for all participant ages/abilities and program activities. Pro ram Com onents: Effective prograshave r and s tol-anderthem,aims and a coherent, well -organized set of components and a 5. There is a logical relationship between the prm's mission and the children and youth served, goals, outcomes and activities. 6. Engaging and interactive activities ninresult motivation go participate, m e�nro ment� retention ter creativity, learning and exploration, and regular attendance. 7. Enrollment outreach efforts focus on reachingthe out-oost vulnerable i eschildren and youth who would otherwise be on their own 9 8. Specific programming components if ect veriessVCes or curriculum with evidence or research that indicates o 9. Daily routines and schedules are established, allowing for appropriate flexibility. 10. Programming reflects the languages and culu and i t e children and youth served, as well as meet varied styles, abilities sts. 11. Literacy components are woven throughout mil g and tailored to appropriate age/grade and reading/developmentalrammin and tailored to 12. Physical activity andandphysical/developmental ness are woven throughout pievels. rogg appropriate age/grade OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 15 of 78 Human Relationshi s Amon Staff Children between children and youth 13. Program nurtures positive, supportive relationships and caring, knowledgeable staff. the 14. Staff and families interact in positive, effective ways to support development of children and youth. 15. Program facilitates positive, respectful interactions among children and youth. 16. Program focuses on development of children and youth social age -appropriate peer relations, communication, cooperation, and leadership skills. 17. The individual needs of children and youth are evaluated dand w ad s addressed with relevant links to community organizations; for ren programming is connected to the Individualized Educational Plan (IEP). 18. Children, youth and parents/caregivers express satisfaction with the program. Evidence of Success:and 19. Tie program collects information on its current ovement onsstrategies,csuch as children and youth; and engages in continuous improvement performance periodic self -assessment, satisfaction surveys, pre/post-test measures. 20. The program establishes measurable outcomeseresults reflect floits itsgoalsand collects and communicates solid information about G) Program Activity Components RE UIRED COMPONENTS: 1. Literacy Components It is recognized that reading plays a critical role in of The Trust fund programs social, and pre - vocational development. Therefore, it is the inte that demonstrate a strong literacy component, engaging demonstrate thedr nneren and and frequency youth in a fun and educational manner. Proposals should in which literacy will be included as an integral�h component. ctin iesnand inis struction tailored to ld include an individual evaluation of children and youth,rams that the appropriate age and developmental levels. In addition, programs incorporate a family literacy focus will be viewed positively. Due to the increased focus in this area within�dMDC thoseS School schools should enotninclude t Zone schools, programs serving students attending structured reading components; however, For example, exam leey � physjnue ical activ'ty components to promote literacy throughout other program components. may have children read and summarize game rules or write a journal about what the des they do each week. It should also be noted that Zone MDCPSchoo, has ano a ig nathe particular reading curricula for use in Improve entResources section of this RFP. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 16 of 78 2. Physical Activity and Fitness Components The Trust recognizes the dramatic increase in children's obesity rates throughout the United States, with a strong negative impact on overall health status of children and youth. Among children and teens ages 6-19 years, 15% are overweight. In addition, regular physical activities and fitness are central to the promotion of wellness and healthy lifestyles. The Trust has prioritized the inclusion of structured physical fitness activities that promote teamwork and make participation fun. Proposals should demonstrate the manner and frequency in which fitness will be included as an integral component. Examples of fun fitness components include swimming, dance classes, hip hop aerobics, martial arts classes, President's Challenge programs, pedometer/walking programs, intramural sports programs, and other similar approaches. This should include plans to individually evaluate children and youth, with activities tailored to the appropriate levels. 3. Social Skills Development Components Based on the emphasis on the importance of fostering age -appropriate peer relations, communication, costrucand tured seadership ocial soc a! skills dels among velopment pmentchildren component youth, all programs must include a Outcome measures for this component are required. Proposals should demonstrate the manner and frequency ore nitThis must include plans tondiv individually which skills lldevelopment lilyevaluate activitieswill included as an integral comp children and youth to ensure activities are effective. 4. Family Involvement and Outreach Family involvement and communication can enhance program quality and effectiveness, and often benefits the family as well. In addition, effective outreach strategies are critical for reaching full program enrollment, retaining children and youth, and ensuring regular attendance, all of which are critical to out -of -school programs making a meaningful impact. In particular, outreach efforts should focus on reaching the most vulnerable children and youth who would otherwise be on their own during out -of -school times. Please keep in mind that providers must ensure children's safety to and from out -of -school programs. Transportation is an allowable expense if a provider offers this service. Proposals should specify the planned recruitment, enrollment, and family involvement strategies that will ensure effective involvement and outreach. 5. Health and Wellness Components The Children's Trust acknowledges children and youth need daily nutritious meals and snacks during out -of -school program times to ensure healthy development and wellness. All children and youth must receive a snack schololnch and and partial ck d yom programs.r and For full -day programs, and aack from aft detailed information regarding the After -School Snack and Summer Food Service Programs, including contact information about nutrition programs sponsors, see Section V: Attachment F. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 17 of 78 Additional health -related activities are strongly encouraged. Examples of valuable health components may include preventive health milieseenings and services, health navigat navigating access to health education and information, and assistance for services and medical homes. OPTIONAL COMPONENTS Applicants are encouraged to include one orderr more . the Programs acre not expected to onents in their proposal, which are listed in alphabeticalperformance incorporate all of these cbe components. as appropriate. utilized, measures of effectiveness should 1. Arts Components Arts activities encourage children and youth to grow nd academ c peaforma�ce,d In alddition,` alrts ty, and have been shown to positively impact components often stimulate the interests of children and youth, and exposure to arts and cultural events can improve quality of life. Examples of arts components graphic may include painting, drawing, sculpture, pottery, dance, music, theater, arts, and the like. 2. Career and Work Preparation Career and work preparations are particuloarayd� important Thesefor rpgogramrams scomponen is er youth in assisting in a smooth transition t may include coaching on work place etiquette, interviewing skilcement ls, resume the like development, forma! internships and apprenticeships, job plies to develop realer In addition, youth entrepreneurial progratoh okelp-building in this area. These virtual businesses are also a unique approach typically include training in business planning, managing human and material resources, inventory control, product development, marketing, budgeting, customer service, and bookkeeping. 3. Cultural Awareness Activities There is a strong value placed on cultural enrichment and awareness activities. Exploration of cultural differences and similarities can dut Ural to increased identity.s cultural These sensitivity and acceptance, as well as strengthen program components may take various forms, including enrichment/awareness about particular countries or cultures, exploration of participant cultural identity, and cultural diversity training. Activities, danceudedformal othersreading and learning, storytelling, cooking, arts and crafts, music, 4. Experiential Education through Adventured methodology in which educators Experiential education includes a philosophy g purposefully engage with learners in and cclar pervaluese �nd focused reflection to Program components increase knowledge, develop skills clarify typically focus on character development htnrao thro ugh xn ern foelotherseand care reliance, leadership skills, ability to work wit for the environment. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 18 of 78 5. Field Trip Experiences Field trips can increase engagement in programs and give children the opportunity Y to experience new educational, cultural and environmental eip selected, based iences. Field top sites and experienceslshould a°ties of the parte iculally ar out -of -school program. the overall goals and� 6. Technology Training and Access Training and opportunities for using current technologies are important for all children and youth growing up in the current era. Program internethaceless, muly e -media onents may include access to electronic mail communication, tools, local and wide area networks, chat rooms, bulletin boards, online courses, and training experiences using technology tools and applications. 7. Violence Reduction/Prevention Programs crime and gang prevention} may Components focused on violence reduction (e.g., schoo be particularly relevant to programs operating in neyeigthborrho dsan or from lviofenre violence is a problem; however, all children andprograms, conflict resolution training). A prevention programs (e.g., anti -bullying p 9 variety of activities and approaches may fit within this area, with a common focus on eliminating and reducing violence in the lives of children and youth. 8. Water Safety Components One critically important health and safety component, especially wimpmingnor either hin Miami -Dade County, is water safety. Any program water -related activities must include a water safety component. Other programs are also encouraged to include education for children and youth on water safety as part of a health and wellness component. RECOMMENDED HOURS OF PROGRAMMING: working parents and ensure that The hours of Operation must � children are safe from harm and not left unsupervised. In an effort to provide valuable assistance to working parents: • Summer programs should offer a minimum of six hours a day of programming. • After school programs should offer a minimum of two hours a day of programming. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 19 of 78 H) Program Evaluation Outcomes Asap part of the process of incorporating the 20 Program Quality Standards an tr delude Program Activity Components described above, proposed that programs focus comprehensive Program Evaluation Outcomes. It is suggested mission the ir evaluation in one or more primary areas, based on a hese program''s out of, children and youth served, goals, and activities. Common school Evaluation Outcomes include: 1.Improved health and well-being 2.Increased academic achievement 3.Decreased ov d access to career rand workisky behaviors preparation Im 5.Enhanced life skills Not all programs can or should address all oft�heesoutcome o reas listed above. some may Programs may concentrate on one or two of choose to focus on other equally compelling outcomes. Funded programs will have clearly,identified measurable outcomes that are related to their focus area(s). Listed below are some of the common outcomes and best practices associated With the focus areas listed above. 1. Goal: improved health and well-being a) Sample Outcomes: Improved physical fitness; decreased obesity; reduced academic stress; decreased involvement in risky behaviors; school invimproved olvement achievement; improved mental health, b) Best Practices: Organized sports/athletics derr�icograms; healthy nutrition achievement/enrichment education and choices are offered; academic therapeutic programs; healthy lifestyles education; mentoring programs; counseling. 2. Goal: Increased .academic achievement a) Sample Outcomes: Improved grades; better test scores; improved school attendance; reduced drop -out rates; increased high school graduation; increased college attendance and graduation. b) Best Practices: Academic achievement p based youth deveiopmentrams; constructive ning activities; cultural activities; commune Y ort; service -learning; programs; consistent adult guidance and supp ro act -based learning; mentoring; tutoring; asset -based programming; p ] formal after -school programs; extracurricular activities. ors 3, Goal: Decreased involvement in risky bdenies of sexual activity and teen a) Sample Outcomes: Decreasedn nd pregnancy; reduced delinquency and conduct aproblems; h be ms; reduced uck asdrug aviolence alcohol Se; less fewer juvenile arrests anhood of d felonies. and smoking; OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 20 of 78 life skills training; consistent adult b) Best Practices: Service learning; guidance and support; training or coaching in thinking skills; community - based mentoring; asset -based programming; extracurricular activities; cultural after -school activities; access to vocational sa r nlls s,dtherapeutic he a p e tic counseling, and academic enrichment after nt programs; after -school activities such as volunteer work, sports, and spending more time on homework. re 4. Goal: Increased access to career and work preparation increases in career a) Sample Outcomes: Higher career aspirations; p exploration knowledge; increased likelihoodofchoosingpmware paths; reproved improved proficiency appropriate in work hs abits. ring leadership and knowledge of b Best Practices: Community -based youth development prforam ;aconsistent I adult guidance and support; asset -based programming; programs; service learning. 5. Goal: Enhanced life skills relationships; a) Sample Outcomes: Increased number of positive peerimproved decreased number of classroom conflicts increased ncdounde`rstandir�9 and written and verbal communication acceptance of cultural differences; increased interest and success in filling leadership roles. b) Best Practices: Social competency skills curricula; stress management problem -solving activities; stable relationships with caring workshops, p opportunities; organized adults; service -learning and community service opp after -school programs; cultural activities. I) Screening Requirements All must staand d volunteers working in a program funded by The C ildre n's Tr 5t comply The with state background .screening and fingerprinting costs for these screenings are allowable and requested funds can reflect these expenses. s Co ntracted providers must maintain staff personnel fIt Iles the responsibility contain hires ofIt the of background screening results indicating no findings and rovider's management to know the laws governing heir progterr m43fo b su a the program is in compliance. liance. See Florida Statutesp nal background screening information. The screening must include all of the following: a) Notarized Affidavit orof Good Moral Character Past two years b) Employment history check for c) Local Criminal Records ChC�eckind�d crag no no findings (If results have not ings d) Federal Criminal Records been received, then proof of submission must be on file.) OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 21 of 78 9 Local background screening should be accomplished through one of the following avenues: of Law Enforcement (FDLE) at • Florida Department wwwhtt.fdle.state.fl.us. Click on the "Background required for an onll the instructions. A paymentlow n of $23 by credit car the background check. Miami,FL. (305)571-3000. • Miami -Dade Police Department, 2917 Biscayne tfi at on.Hours: 8:30 a.m. Cost: $5.00. Documents needed: Florida den 3:30 p.m. • Department of Children & Families, 401 NW 2nd Ave. Room S-807,ilabMiami, FL. (305) 377-7682. Cost: $32.00 (money order only ). *Onlyfor DCF contracted agencies. be accomplished through: Federal background screening may $36 (volunteer) • VECHS Program, 850-410-8324, Cost: $47 (employee), 3) Eligible Respondents Applicants may be governmental entities, not for profit of Florida for -profit or o organizations based incorporated or qualified to do business theState Children's-Trust is prohibited by organizations exempted from state regulation. tion the s state from contracting with programs that are unrdde othe use exclusive r isdic es of the public school system. However, collaboration a private or not -for -profit entities are encouraged In cn addition,f for e the current bpry to a coalition RFP, preference may givenbe or alliance based on the Out -Of -School RFP. that will strengthen the knowledge and expertise OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 22 of 78 SECTION III: GENERAL INFORMATION and TIMETABLE A) Application Timetable / Important Dates Event Release of RFP and Cone of Silence goes into effect Bidders conference at Tem le Israel 137 .NE 19`h Street Mandatory letter of intent received online b 5 ■.m. Application Training (same training offered a ain on Feb. 24 Bud et Trainin Last day to submit questions Application Training (repeat of training offered on Feb. 15 Publication of responses to formal questions on website to RFP Publication of final addenda (if any) and final res oases to uestions on website Continuation Application due to The Children's Trust offices New Application due to The Children's Trust offices Approval by The Trust Board of Directors and end of Cone of Silence Contract Execution Contract Start Date Date Due Date Wed., February 2, 2005 Thur., February 10, 2005, 9-11 a.m. Tues., February 15, 2005 Tues., February 15, 2005 TBA Tues., February 22, 2005, 12 •.m. EST Thur., February 24, 2005 Fri., February 25, 2005 Fri., February 25, 2005 Tues., March 1, 2005, 2 p.m. (EST) Mon., March 14, 2005, 2 p.m. (EST) Monda A.ril11 2005 TBA TBA All dates set forth above are subject to change by The Children's Trust with notice provided. Over the course of two to three weeks following the bidders conference, The Children's Trust will sponsor several workshops related to this R.Atd the esb dines, locationsconference, a speakers, calendar of training events with specific details (e.g., ll be distributed and posted on the Trust website (www.thechildrenstrust.org). B) Mandatory Letter of Intent A mandatory letter of intent must be submitted online b 00for fu daV Fe ru ar Letter 15 25 at 5 m. in order for an applicant to be considered 9 of Intent to Submit Grant Application must be submitted in the online format, which is available at htt www.thechildrnapplication tr c tiion RiS P ortcontinuation, Ior new letter of intent should indicate whether thepp funding (see Section I: B on page 4) and include 50 words or less on the kinds of collaborations each applicant is seeking and whateach applicant can offer. This is the letter of intent will not be a fatal flaw. Applications received without reviewed. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 23 of 78 C) Bidders Conference applicants Attendance at the bidders conference is not mandatory, but interested encouraged to participate. The conference provides an opportunity for are strongly ro programmatic or technical organizations to seek clarification about any p g a ides networking requirements referenced in the ich clicitation. It oud strengthen also proposal. It is_ the rain niy opportunities for collaboration, w o � � ortunit to receive verbal instructions or s alnd otherinformation critical service g the services to be procured, contractual expectations be requirements. All questions addressed at this iddersn conference will the dl+very q persons whoregistered addressed in writing and distributed to all p Onlythese written answers are binding on The oC05ildrorni's9 Trust. 11t. a.m., RFP. February i , conference will be conducted on Thursday, (EST), at Temple Israel, 137 NE 19 Street , Miami, Florida, 33132. Note; See Ap i lication Timetable/Im ■ ortant Dates in Section III: A. D) Terms of Agreement e 4 of applicant must certify that all facts, figures, and representations made in the The pp application(s) are true and correct {See Official hCertifications t ��� appl{cantsted on obta n a written the Grant Application forms). It is required commitment from each organization, contracted professional consultants, their agreement to participate in employees, and project director acknowledging application. The funds this grant and this commitment be included in lrnment or tax funds thatd requested in this application(s) may not supplantThe fun would otherwise be used for the purposes set forth in this project(s). requested in this grant must be a true estimate of the amountst d authorized operatez q The filing of this application(s) the proposed program(s). the board of directors or officers of the administrative services authorized ed to act as ent, and the contact person submitting the applicationAs agency in connection with this application(s). ll the representative of the ag Y application must be true and accurate. representations and work contained in this misrepresentation or false. The Applicant understands and agrees that any the lion and statement in response to this Request for Proposal substanwill tiaa+changey after the response render any response as non-responsive. as non -responsive and any grant award will is submitted will render the application proposal is be void. Lastly, the applicant attests that all work contained within the prop unique and original product of the agency represented, and has not been the uni G plagiarized or duplicated in any wayfrom another agency's work product. Th initial contract will be effective June 1, 2005 through May 31, 2006, with the option of annual renewals, at the election of The Trust, effectiveupon �h 5 satisfactory for a period of up to threeyears, of the contract, performance, quality during this period and proven abalityrooeaonpt�nQ a to contract a viable entfo r negotiated and pp entity. Contract amounts will be execution. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 24 of 78 Contract award and execution of the award is contin on tof upon gra aimatli yan of funding, outcome achievement, and successful negotiation budgetary issues. Unsatisfactory performance as determined by The Trust staff will result in corrective action upto and including termination of the contract if non-compliance `of 'this the The Children's Trust Core Contractis recluded not nen otiableFpand are subject to document. The terms and conditionsro osak by s change prior to the execution of the contract. ose tebmslsand conditions. ans. The core organization shall constitute acceptance have contr act cannot be accessed until the RFP detail and ndnoentoadninformation bie been completed. A core contract modified for 9 internal and legal upon request. All potential applicants should ensure appropriate p he review of the terms and condition prior to a decision too u bei a amended to or The Children's Trust funding, The terms of the contract m Y terms shall ants mandated by a funding source other than ew mandatory Trust that participatesem Failure to accept in funding the program. be grounds for not awarding the contract or terminating the contract. E) Late Proposals and Modifications Proposals for continuation funding must be submitted by March 1, 2005, Proposal submitted after the due dattei d time new fend late 2:00will p.m.(EST). not be considered for funding under this RFP. Proposals be submitted by March 14, 2005, 2:00 p.m. (EST). Pro owls submitted after p fun ng under the due da te and time are late and will not be considereddf after dlhe respecthiis s RFP. Modifications or supplementary materials re proposal due date and time are also late, and will not be considered in rating the proposal. This is a fatal flaw. F) Changes/Updates U dates of Applicant's Location or Contact Information rust concerning It is the responsibility of the entity to update The Ce illd ren's Trust, or contact any changes such as new address, telephone hum , person. Updates can be made through The Children's Trust website at www.thechikdrenstrust.or . G) Pre -Selection Site Visits to conduct apre-selection The Children's Trust reserves the right, atconsidered for funding under this RFP. Generally e all to to vis orits ganization that for applicants that are not currently receiving Generally site funding from The Trust. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 25 of 78 H) RFP Postponement or Cancellation of the If for any reason funds are no longer available to support any or all parts postpone or listed in this RFP, The Children's Trattts sole and absoluteserves the right ediscretion, programs time. The Trust may, reject this RFP all,t any parts of any and all proposals, re -advertise this RFP, reject any and or irregularities in the RFP or In postpone or cancel this RFPa process, lof this RFP.any g the proposals received as I) Joint Proposals When multiple applicants submit a joint proposal(s) in response to the Request for f offering Proposal, a single applicant shall be identified as tAhePri cy must includedVendor/Lead e name offering a joint proposal, the Prime Vendor/LeadoaThe Prime Vendor/Lead Agency and address of all parties of the joint prop shall provide all bonding and insurance requirements, execute any contract(s), completethe requiredcontract with one documentation and have overall andino plote accountability to resolve lve any dispute arising under the contract. Only ency responsibilities shall applicant�shall be acceptable. Prime Vendor/Lead eve overall contract administration, include, but not be limited to, the following: of any protest actions, oversight of preparation of reports and presentations, filing resent a testactions, etc. The Prime Vendor/Lead Agency shall also prepare and present shall remainconsolidated invoice(s) for services performed. The with Prime oresponset o this Request for responsible for performing services Proposal. complimentary service approaches are proposed by different In the event that similar or comp elation, The Children's Trust applicants, especially if to serve the same neighborhood or pop e right to negotiate collaborative partnerships as determined to be In the best reserves th g interests of the children to be served. .3) Collaboration The ion eChildren's Trust is mandated to assist with coordination of the nprovis order to and delivery of children`s services in Miami-Dade are strongly encouraged to form maximize funding dollars, interested applicantsoath, and clearly defined, meaningful, collaborative renees andsbusinesses;tand providers community residents; other community g that are directly involved in delivering services for children, youth, and families. This includes, but is not limited to, collaboration with the Early Coalition of Learning County Miami -Dade, Florida Department of Children and Families, Is Miami -Dade County, the Miami -Dade County Health Department, e a meat, Public Floridao the faith community, workforce the ridDepartment of Juvenile Justice, and legal services, providers, parent -teacher organizations, housing services, and colleges and universities. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 26 of 78 Inc. providers are asked to cooperate with Switchboard line isf operational, OneAdditionally, information. Once the Switchboard of Miami information and and agency ' providers are expected to communicate updated programon a e �p A program information form is located in Section V: Attachments E, P 9----• p 9 K) Fiscal Soundness ect to operate in a fiscally The Children's Trust seeks to fund projects that it can exp roviding services sound manner. In addition, the Agency's relevant experience providing funding, is requested, including previous monitoring to those currently being proposed erho's most reports, work with the proposed participants ond/of the Agorhood, and monitoring p cultural competence for providing services. ato do business in the State of recent financial audit completed by a CPA registeredccepted accounting principles. Florida and conducted in accordance with generally f less than $300 000 may include For smaller agencies that have an annual budget a copy of their most recent reviewed or compiled annual financial statement completed by a CPA licensed in Florida. The Trust will review fiscal solvency utilizing a three -prong ratio test based on and audited financial statement for larger agencies and complied dte+r a for financial details. for the smaller agencies. See Section IV: C, Proposal R g, L) Required Insurance The Children's Trust requires that all providers applying for funding have the insurance coverage. The minimum Hole 1arr�tap��taccurrence force berage odily appropriatecoverage for combined. single bodlly is $500,000ryand including damage. The minimum coverage for Workers' CompensationThe injury and property required by Florida Statute 440. Insurance is $500,000 for employees covering all owned, non -owned minimum coverage for Automobile is $1,000,000u and and hired vehicles for a combined single limit per occurrence u rs ce fort bodily injury as property damage, if transporting children. The an additional insured if funded. M) Leveraged Resources lead The Trust will provide preference for proposals that leverage resources by any agency, and/or other partners involved in a Chill r nos Trust-fundedrproject. These Leveraged provided as operate the Leveraged resources can be projectyear to tl to the specific grant program and not the overall resources must be utilized during the official grant prod contributions is program, and must relate directly cost of the agency. More information about cash and in -kind contr+ provided in Section IV: B Budget Instructions. OUT -OF -SCHOOL PROGRAMS Page 27 of 78 RFP #2005-06 N) Method of Payment cost reimbursement contract, based on the units noted ofservice based ned in This wall be a to the con the contract. The Trust will make paymentservices delivered in actual costs derived from Provider nvoices and approvedbudgetwith the Provider. accordance with the signed agreementand the Contract adjusted in the third Units of service will be monitored quarterly accordance with The Trust d fourth quar ter if units are below contract requirements.Paymentis contingent upon submittal of ng invoice submittaland , submittal inate data lof programmatic data reporting requirements including inv requirements and program reports. 0) Cone of Silence e of Applicants aretadvised that The Children's Trust is subject to obtained uSonnCe' and "Conflict of Interest" policy. TheCone Chedrenof �s Trust. lence may be request to the Clerk of the Board, T The Cone of Silence is a prohibition on certain communications between certain persons during a competitive solicitation process. mencement Termination. The Cone of Silence begins f�xecutiv Officer makes the time of Camren's Trust board. However, is The advertisement of the RFP or bid and ends when his or her written recommendation to The back to the Chief Executive Children's Trust board refers the recommendationenc" is re -imposed until such time as the Officer for further review, °ne of subsequent leecommendation. Chief Executive Officer makes a Allowable Communications. time with any Trust employee, official or 1. Communications in writing at any by the applicable member of The Trust unless specifically prohibited Invitation to Negotiate, RFQ or bid documents. The author of the written communication must file a copy of the written communication with the Clerk of the Board. procurement agent or 2. Communications between any person, and the p contracting officer responsible for administering the such comet process communication for such Invitation to Negotiate, RFQ or ► provided is limited to matters of process or procedure already contained in the corresponding solicitation document. 3. Communications between procurement agendt armemberti g lof Se selection cer (or their designated secretarial/clerical staff)a committee provided such communication limited atc is of process and procedure already contained in the document. 4, Duly noticed site visits or public meetings. 5, Oral communications at the bidders conference. 6. Or& communications requested by review committees. OUT -OF -SCHOOL PROGRAMS Page 28 of 78 RFP #2005-46 7. Contract negotiations during any duly noticed public meetings. 8. Public presentations made to The Trust board. 9. Communications with the Miami -Dade County Attorney assigned to The Children's Trust and his/her staff. 10. Communications with the Research, Evaluation and Training Department of The Trust at publicly noticed training activities. 11. Emergency procurement of goods or services. . 12. Obtaining industry comment or performingmarketawr et r seiting orat ara h duly providedce all communications related thereto are made in public meeting. Restricted Communications. Once the Coof Silence ith is imposed, parth following persons may not communicate with one another r Invitation to Negotiate, RFQ or bid: 1. •. Potential bidders, vendors, service Trust's providers, professional staff, the Chief consultantsyists and cannot communicate with: a) TheTrust board' members; and c) Executive Officer and his/her staff; b) selection committee members. 2. The Trust board members cannot communicate with: a) potential bidders,al vendors, service providers, Obbyists and er and his/her staff;nand c) selection staff, the Chief Executive committee members. 3. Professional staff, the Chief Executi�erOfficer endors, service providers, t communicate with; a) potential bide lobbyists and consultants; b) Trust board members; and c) selection committee members. potential 4. Selection committee members t lobbyists caandW1consultants; b) a) bidders, vendors, service providers, professional staff, the Chief Executive Officer and his/her staff; and c) Trust board members. not 5. Exception, If a Board member declares iin su4ng that bmitted inn response toe or she l the participate in the review of the apply competitive solicitation and shall abstain from yl, then theon tBoardpmember when they come before the Board pp shall be able to communicate with thefollowing communicate owith ns/enthe sBoard , and these persons/entities shall be able to member: potential bidders, vendors, shis/her written lobbyists and consultants. The Board member must submit to the Clerk of the Board of the Trust prior to the imposition of the Cone of Silence,h 6, If a person begins to communicate about a competitive solicittionsith another person with whom communication is prohibited, person is not in violation of the Cone ithe conversation. if hdvises that the Cone of Silence is in effect and terminates OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 29 of 78 P) Conflict of Interest The State of Florida and The Children's Trust conflict of interest laws apply to this RFP and its contracts. The State laws can be viewed at www.ethics.state.fl.us. All applicants must disclose the name of any officer, director or agency who -is also an employee of The Trust or a member of its Board of Directors. All applicants must disclose the name of any Trust Board member or employee who owns, directly or indirectly, any interest in the applicant's business or any of its branches. Such disclosure must be submitted to the President/CEO of The Children's Trust no later than the proposal deadline. Q) Inquiries About the Application Verbal inquiries regarding the substance of the application process will only be permitted during the bidders conference on Thursday, February 10, 2005. Written questions may be submitted through Tuesday, February 22, 2005, at 12:00 p.m. (EST). Written questions will be accepted by e-mail to support@thechildrenstrust.orq, through The Children's Trust website, www.thechildrenstrust.orq, or by mail to: Jean S. Logan, Chief Program and Operations Officer The Children's Trust 1900 Biscayne Boulevard, Suite #200 Miami, Florida 33132 The RFP, the Application and the Application process will be discussed at the bidders conference. All questions raised will be answered, whenever possible, at that time. Answers to questions that need further research will be posted on the website along with the questions answered during the bidders conference. After the close of the conference, no verbal inquiries will be accepted. A response to all written questions will be sent to all who submit questions by. Friday, February 25, 2005 and also posted on The Trust website at www.thechildrenstrust.oro. R) Selection Criteria All applications will be rated and scored according to a uniform set of criteria detailed in the RFP. ,The Evaluation Team, including The Children's Trust members and issue experts, will score each application that passes the critical criteria review and determine rank -order for all qualified applications. Critical Note: The highest-ranking numerical score does not assure a funding recommendation. Other factors which may be considered include but are not limited to: past performance of individual agencies; duplication of services; proposed unduplicated number of clients; costs for services; array of services; location of services; relevant experience and qualifications; or financial viability and stability of the agency. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 30 of 78 Minor inconsistencies or revisions may be addressed during the contract meeting, at the sole and complete discretion of The Children's Trust. The Children's Trust retains the right to accept, modify, reject entirely, or partially reject portions of an application. The Children's Trust reserves the right, at t its sole and complete discretion, to conduct face-to-face interviews with all, or selected applicants as a step in the selection process. The Children's Trust also reserves the right, at its discretion, to conduct pre -selection site visits to any organization, including collaborating agencies, that is being considered for funding under this RFP. S) Appeal Process An Applicant may appeal The Trust funding recommendations by utilizing the following guidelines. Appeals are limited to procedural grounds. (1)Any Applicant who is adversely affected by with a procedural determination may file a Notice of Appeal, in writing, within seventy-two (72)'hours following the receipt of the President/CEO's written recommendations for funding to the Board. Minor irregularities may be waived if these are in the best interest of the Trust, at the discretion of the President/CEO. The Notice of Appeal shall be in writing, state the facts upon which such appeals shall be based and the issue(s) to be decided. All notices shall be directed to the President/CEO at The Children's Trust, 1900 Biscayne Boulevard, Suite 200, Miami, FL 33132. (2)The President/CEO shall review such appeal within seven (7) working days of receipt of the formal written Notice of Appeal. The appeal process is under revision and may affect appeals related to this RFP. When finalized, an addendum will be issued addressing all changes. T) Ownership of Application Pursuant to Chapter 119, Florida Statutes, all materials and supporting documentation submitted in response to the Funding Application become public record and are the property of The Trust. The Trust assumes and accepts no liability whatsoever for disclosure or utilization of material unidentified as trade secrets or confidential information. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 31 of 78 U) Trade Secret and Confidential Materials If the application includes material which is deemed a trade secret (as defined by Section 812.081, FS) or other confidential material exempt from the provisions of Chapter 119, FS, which the applicant does not wish to become public record, the following statement should be included in the application: "Trade Secrets as defined by Section 812.081, Florida Statutes, or o Sher space confidential materials contained' on pages list applicable provided) of this application shall not be used or disclosed, except for evaluation purposes." However, if a contract is awarded to this applicant, or in connection with the submission of this program, The Trust shall have the right to use or disclose the information designated as trade secrets or confidential to tohe e extent e too t providisclosthen the contract. This restriction does not limit The 9 information designated as trade secrets or confidential which is obtained from another source. Any exemption claimed will be limited to the pertinent datad cto the duments on anmust be supported by a statutory exemption. Notwithstanding anything nothing contained in the applicatiot�shall e disclosure deemed � equ'interpreted nts of Chapter 119, r prevent The Trust from complying Florida Statutes, when material is incorrectly identified as a trade secrevenants not et or confidential information. By submitting an application, the applicant to sue The Trust and waives any clagainst tor as a result of any disceosur hes by The apter 119, Florida Statutes, or in connection Trust in connection herewith. V) Pre -Contract Agreement Expenses Any and all expenses involved in the preparation eveloment and submisssubmission ion f proposals pr proposals any work performed in connection with No payment will be made for any effort shall be borne by the app � { ,riot to commencement of work as required of or assumed by the applicant(s) p defined by a fully executed contract. W) Program Monitoring/Evaluation Monitoring of the program contracted through this competitive local soc t dery on illjoint be conducted by The Trust staff. However, as a supporter be conducted in collaboration with monitoring initiatives, The Trust monitoring may other funding bodies such as the State ofFlorida, Mia Miami -Dade o ��esCW�t� County government, tat, Miami -Dade County Public Schools, the U Way reduce duplication and promote cooperation. For large contract awards, s, at h Trust discretion, a formal, external evaluation of the program(s) mayrequired. At the time of contract negotiation, The Trust staff will confirm acceptable performance outcome measures. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 32 of 78 The Provider shall submit monthly and quarterly reports by the loth day following the month .to be reported and annual reports, as required, within thirty (30) calendar days after the close of the federal fiscal year on September 30th. The Provider shall make all records and services pertaining to eligible clients available at all times to inspection, review and/or audit by The Trust. Required internal documentation may include, but may not be limited to, the following: • Personnel records of staff involved with program • Daily activity log schedules and monthly calendars • Training modules • Client satisfaction surveys • Pre and post evaluations (if applicable) • Follow-up/statistical data logs • Client files as required • Client information data files • Original invoices Monitoring and other reports produced by The Trust and/or other social service funding agencies, as well as achievement of contract and performance requirements, timeliness of requested information and fiscal stability shall be factors considered in evaluating all funding requests. X) Public Entity Crimes Pursuant to Paragraph 2(a) of Section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal for a contract to provide any goods or services to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity; and, may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for Category Two ($10,000) for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 33 of 78 SECTION IV: APPLICATION INFORMATION A) Formatting and Submission Requirements 1. Application Formatting Requirements • All narrative responses must be single-spaced in no smaller than 12-point Times New Roman, 11-point Verdana, or 11-point Arial. Smaller font size (Le., 10-point) may be used in completing the landscape tables if needed. ts when • All responses must not exceed maximumthecified r right tage to discard dr ord responlses that applicable. The Children's Trust reserves exceed the page limits specified. • All pages should be 8.5x11 inch with margins as set within the Application Forms. • Each page should be numbered consecutively, beginning with the application cover sheet as page 1. • Use the standard table of contents included in the application forms, adding the appropriate page numbers for each section. All proposal material must be placed in the order outlined. • All sections, including Application Forms, Supporting Documents, and Fiscal/Policy Materials must have page numbers. • The original proposal must contain an original signature in blue ink on the Certifications page 4 of the Grant Application forms. The original signature must be of the designated agent officially authorized to act as the contractual agent for the organization or collaborative partnership. The application includes the following three sections, as noted in the standard Table of Contents, Application Forms are included in document, download infollawinablelP}DF format, as well as an http://thechildrenstrust.orQ/RFPDetailsDownloads.aso. Application Forms are contained within one document (Excel format) with multiple spreadsheets for each section, including: Cover Pages Certifications Page Table of Contents Program Summaries Organizational Capability Primary Population Collaborations Site Locations Details Goals Worksheet Outcomes Worksheet Activities Descriptions OUT -OF -SCHOOL PROGRAMS Page 34 of 78 RFP #2005-06 Process Worksheet Agency and Program Budget Budget Summary for Proposed Program Budget Justification Budget by Site Location Daily Unit Cost Acknowledgment of Addendum Supporting Documents are directly related to the Application Form sections and questions. Sanctions, Violations and/or Litigation Documentation, if applicable Organizational Chart(s) Evidence of Past Success, if applicable (monitoring reports, letters of support, etc.) Staff Resumes Job Descriptions applicable Collaborative Letters of Agreement, Memoranda of Understanding, if Outcome Tests and Measures Schedule of Daily Activities and Field Trips Documentation of Cash or In -kind Matching Funds Consultant Agreement Letters Verification of Agency's Indirect Cost Rate Fiscal/Policy Materials includes the Agency financial audit. This should be packaged and bound separately from the Application Forms and Supporting Documents, with copies of the Application Cover and Certifications Pages on top, labeled as 'FISCAL/POLICY MATERIALS'. Required documents include: Cover Pages (from Application Forms) --write "FISCAL/POLICY MATERIALS" on top of first page Certifications Page (copy) Table of Contents Financial Audit/Unaudited Financial Statements The certification Certification form (See Section V: Attachment 1, page 78 ) - form is required to be signed by agencies submitting a grant application and it outlines required documents that agency will be responsible for if awarded a contract. Critical Note: Agencies recommended for funding that do not have a current audit may have additional contract requirements with regard to compliance with required financial conditions. The ltared'unableTrust to meet minimumtto fiscalwithdraw any contract award with agencies that standards. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 35 of 78 2. Proposal Submission Application Forms and Supporting Documents: Applicants must submit one (ie en {�) proposals, plus an eiginal of each lectronic c copyosal and six o6) n bound copies, for a total of s a CD ROM, in a sealed envelope or container. Binder clips, staples, and 3 ring binders are NOT acceptable. The proposal must be permanently, firmly bound so that pages cannot be separated. Comb, coil, lre Velobinding or ACCO binding are proposal to lay flat when open are preferred. However, also acceptable. The cover should be transparent so that the 1st page of the Cover Sheet is visible. The electronic version of the proposal must be on a CD ROM. Floppy diskettes are not acceptable. Fiscal/Policy Materials: Applicants must submit a total of two (2) bound sets of fiscal/policy materials included in the sealed envelope or container with the Application Forms and Supporting Documents. Binder clips, staples, and 3-ring binders are not acceptable. The materials must be permanently, firmly bound so that pages cannot be separated. Comb, Coil, and wire binding that allow the proposal to lay flat when open are preferred. However, Velo or ACCO bindings are also acceptable. Proposals for continuation or enhancement funding must be received to The Children's Trust, 4500 Biscayne Boulevard, Suite 201, Miami, Florida 33137, on or before 2:00 P.M. (EST) March 1, 2005. Proposals for new funding must be received at the same address on or before 2:00 p.m. (EST) March 14, 2005. Proposals may be sent by US Mail (certified mail with return receipt for proof of mailing), courier, or hand -delivered. Proposals may not be faxed or sent by e-mail. Proposals received at the offices of The Children's Trust after the above stated deadlines will not be accepted. Each original and copy of the application should have the name of the agency, the program name, and the designation "original" or "copy" clearly marked on each _ outside cover. The originals and all copies should then be securely sealed in an envelope or other container and clearly labeled "Application for Funding for Out -of -School Programs", with the individual program name and submitting agency on the front. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 36 of 78 B) Budget Instructions The budget sections of the Application Forms focus on determining the appropriateness of the budget required to achieve the proposed activities and outcomes. It consists of five (5) worksheets: 1. Agency and Program Budget 2. Budget Summary for Proposed Program 3. Budget Justification 4. Budget By Site Locations 5. Daily Unit Cost Please complete all blue shaded areas on each worksheet. 1. Agency and Program Budget The Agency and Program Budget should be completed first. The purpose of the Agency and Program Budget is to provide a summary of the entire funding for the Agency broken down by funding sources. Only complete Section B---all other portions in Sections A and C will be automatically filled based on information entered on the Cover Pages and in Section B. Section B contains four (4) columns that should be completed as follows: • Source of Funding: Enter each funding source, including all major entities from which the Agency receives grant funds or support. Eight categories of funding sources are specified, as follows: • The Children's Trust Requested Grant Amount for this Program: Enter the amount of funds requested for the proposed program. • Child Development Services Funds: Enter the amount of funds received for delivery of subsidized, childcare services. • Miami -Dade County Grants (Local): Specify the Department or source within the County that provides the grant funds. • Federal Grants: Specify the Department or source within the federal government that provides the grant funds. • State Grants: Specify the Department or source within the State.that provides the grant funds. • Foundations/Charitable Funds: Specify the organization or source that provides the grant funds. • Cash/Fees/Other Revenue: Specify the source of any additional revenues. If this is an ongoing source of revenue, provide the amount and funding period equivalent to one year. • In -Kind Contributions: Specify the source of the contributions. If any portion of these contributions will support the proposed program, they must be clearly detailed in the budget narrative. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 37 of 78 • Funding/Grant Period: Enter the grant period, including start and end dates, for each grant listed. • Program Budget: If any part of each grant listed will be used to support the proposed program, enter that amount under the Program Budget. This may include the total grant amount or only a portion of each grant listed. • Agency Budget: Enter the entire amount the Agency receives from each grant listed, including funds to be used to support the proposed program. 2. Budget Summary for Proposed Program This section relates ONLY to the budget of the proposed program, including funds requested from The Children's Trust, funds from other sources, and matching funds. Requested Funding: The amount the Agency is requesting from The Children's Trust. Other Funding Requested or Received: The amount the Agency will receive or has received from other funding source(s) to support the proposed program. Be sure to Zabel each column heading with the name of the specific funding source in the blue shaded area. Matching Funds: Matching funds may be Cash or In -kind contributions, and include non-federal cash dollars and/or donated items/services that are part of the overall cost of operating the proposed program. To be considered Match Funds, the contribution must take place during the proposed grant program year and must relate directly to the delivery of the proposed grant program, rather than the overall cost of the Agency. In all cases, documentation in the form of a statement from the funding agency or receipt from the contributor must be obtained and submitted in the Supporting Documents section of the grant application, as well as kept on file for audit purposes. 1.Cash Match contributions require that actual cash funds come from the applicant or other parties to help manage the proposed program. Acceptable Cash Match includes: client fees, cash from another source, or third party payments (excluding Medicaid) that directly support the proposed program. 2.In-kind Match contributions include items or services for which the Agency does not have to pay, such as a non -monetary donations of equipment, supplies, space, staff time, etc. Such donations must be received from organization(s) other than the applicant agency, and must be used to support the proposed program. Acceptable In -kind Match includes: equipment, supplies, other tangible resource(s), staff, volunteers, administrative overhead, and the use of space that would otherwise have to be purchased from grant funds. Salaries: Complete this section for all staff directly involved in carrying out the proposed program, including the administrative personnel time that is directly related to administering the proposed program. List full-time employees and part- time employees under the appropriate heading. Enter the position title, name, and OUT -OF -SCHOOL PROGRAMS Page #2005-0b 38 of 78 annual salary in the blue shaded area. If the name is not available, enter TBA as the name. Then enter the percent the Agency is requesting from The Trust to support each position, as well as the percents paid by other funding source(s) and matching funds, if applicable. The amount column and Total percent and salary amount columns will be automatically calculated. Job descriptions for each position should be attached in the Supporting Documents section. Fringe Benefits: This section represents total fringe benefit costs for staff directly involved with the proposed program. Enter the percentage rate or amount for each blue shaded line item under fringe benefit category. The amounts for each column and totals will be automatically calculated. Categories include the following: • FICA/MICA: This rate is set by the Internal Revenue Service. The current rate of 7.65% is provided. • Workman's Compensation: Enter the Agency's rate for Workman's Compensation Insurance. Note that the rate may vary per position, therefore, enter that rate to account for this variation. • Unemployment: Enter the Agency's rate for Unemployment Compensation Insurance. • Health Insurance: Enter the monthly cost of health insurance per staff. Note that if some staff do not have insurance coverage for any part of the program, this amount should account for this variation. • Life Insurance: Enter the monthly cost of life insurance per staff. Note that if some staff do not have insurance coverage for any part of the program, this amount should account for this variation. • Retirement: Enter the Agency rate for retirement benefits. The rationale and calculations of the amounts must be included in the budget justification. • Other: Enter any additional fringe benefits offered by the Agency for the program staff, such as short term disability, long term disability, or the like. The rationale and calculations of the amounts must be included in the budget justification. Operating Expenses: This section should include all expenses associated with the proposed program that are not salary/fringe benefits. Enter the annual cost necessary for the provision of services in the blue shaded area for each line item. Then enter the percent the Agency is requesting to support that line item, the percent other funding source(s) will support, the percent from matching funds, if applicable. The amount column and Total percent and amount columns will be automatically calculated. In order to ensure programs are high quality, easily accessible, and able to meet electronic reporting requirements, the following costs will be allowable: programming materials, resources and equipment, participant transportation (with strong justification that no other appropriate forms of transportation are available), computer technology equipment, Lead Agency administrative expenses. ♦ Travel (other than clients): Enter annual cost for staff travel necessary to OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 39 of 78 sites, or r training provide proposed services, between rate Itoccalcuiate travel relevant to program services. Use the currentstate reimbursement costs. The Children's Trust allows up to $0.36 a mile. • Travel (clients): Enter the annual cost associated with the direct transportation of program participants. Travel can be in the form of bus pass/tokens or the lease/maintenance of buses/vans. Proper documentation in the form of receipts must be obtained and kept for audit purposes. Transportation to/from the program is an allowable component. Programs must ensure the safety of children arriving and departing, and this should be kept in mind when transportation arrangements and expenses are planned. The Children's Trust requires that all bus transportation be contracted through Miami-Dade companies is ty Public School -approved companies. A current list of approvedcod p provided in the attachment section of this RFP or available on-line under the Private Bus List found at htto://dot.dadeschools.net. All transportation must comply with state regulations. The purchase of vehicles is not an allowable cost. • Meals (clients: Enter the annual cost ealsmma 1s providedie forma ofcipants as part snacks and/or of the proposed program. Costs ofY full meals for full -day programs. • Lease/Rent: Enter the annual cost for all budgeted space to be used by the program and the percentage allocation for each funding source . If utilities, janitorial supplies, or any other costs are included in the lease/rent agreement, it should be stated in the budget justification. land If the space in a method used to building is distr'bute thetated cost to more than one program, the basis must be reasonable and properly documented. A copy of the Lease Agreement is required at time of contract negotiation/signing. Indicate total square footage budgeted for the program and rate per square foot in the budget justification. The funder does not pay depreciation costs or "rental" costs for property the Agency owns unencumbered by a mortgage. • Maintenance: Enter the annual cost for maintenance of the office space and ground maintenance and the percentage allocation for each funding source. The budget justification should include the frequency of the activity, the cost of each occurrence, and the allocation. If the cost allocation plan is not like that of the space lease/rent, a detailed justification for the variance must be provided. • Electricity: Enter the annual cost and st the that ofithetion spacer each ease/rena,ng source. If the cost allocation plan detailed justification for the variance must be provided. • Communications: Enter the annual cost of telephone expenses to include charges for local and long distance lines, as well as charges for leased equipment and the installation of leased equipment. Allowable costs include telephone services (traditional or cellular) and pagers only for direct services personnel identified in the Salaries section. Only costs for those phone calls identified as program related will be allowed. • Office Supplies: Enter the annual This linof e temese sshoules ld not include funds percentage the o allocation for each funding so OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 40 of 78 purchase equipment. ♦ Program Supplies: Enter the annual cost of supplies that will be used by the program participants and the percentage allocation for each funding source. This line item should not include funds to purchase equipment. • Printing/Reproduction: Enter the annual cost for printing and reproduction and the percentage allocation for each funding source. These costs must be directly applicable to program service delivery and consumed within one year. • Shipping/Postage: Enter the annual cost to send correspondence to participants and on behalf of participants to other agencies and institutions and the percentage allocation for each funding source. • Non -capital Equipment (<$750): Non -capital expenditures are individual items purchased for Tess than $750. List each item to be purchased with its respective cost and percentage allocation for each funding source. If the cost is allocated to more than one program, the basis and method used to distribute the cost must be reasonable and properly documented. The budget justification should include a description of each item, the purpose of the item, and cost per unit. • Capital Equipment (>$750): Capital expenditures are individual items purchased for $750 or more with a life expectancy of more than one year. All capital equipment purchased with The Children's Trust funds remain the property of The Trust. Purchase of vehicles is not an allowable expense. If the cost is allocated to more than one program, the basis and method used to distribute the cost must be reasonable and properly documented. Inventory records must be maintained on each capital outlay item. The budget justification should include a description of each item, the purpose of the item, and cost per unit. • Professional Services: These include the services of consultants and instructors engaged by the Agency to interact directly with participants, train program staff, and/or provide program evaluation services. List each consultant and enter the annual cost for providing the services and the percentage allocation for each funding source. The budget justification should include a description of the services and number of days/hours to be provided over what time period, as well as the specific deliverables to be produced for the cost. A consultant agreement letter must be included in the Supporting .Documents section of the grant application outlining the specific commitment of each consultant to the program. • Other: This section should be used for any other costs associated with the proposed program that are not specifically covered in the other budget categories. List a general description (e.g., background screening), 'the annual cost, and the percentage allocation for each funding source. Administrative/Indirect Costs: This is a general overhead expense that does not apply to directly operating the proposed program. Indirect costs cannot exceed ten percent (10%) of the total budget. Applicants must submit verification of the Agency's indirect cost rate in the Supporting Documents section of the grant application. Administrative costs required to operate the proposed program (e.g., an administrative assistant to manage required data entry, program reports, OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 41 of 78 and/or documentation) should be not be included in this amount. Rather, these should be included in the appropriate line item section of the budget and fully described in the budget justification. There is no specific limit set for these, but costs should be represent a realistic and justifiable estimate of administrative needs. 3. Budget Justification This worksheet should describe all details of the budget requested for each cost category and line item. The position, name, amount, and percent requested for staffing will automatically transfer to this page. The budget justification should provide a detailed narrative of the frequency of the activity, the cost of each occurrence, and the allocation. The agency will ONLY enter the justification credentials in this form. 4. Budget By Site Location This form must be completed for applicants with multiple sites that do not have identical programming, hours of service and/or unit rates across all sites. The position, name, amount, and percent requested for staffing will automatically transfer to this page. Label each site name at the top of each section. Enter ONLY the percentage of each staff member allocated to each site. The total amount and the total percentage should equal the amount requested on the Budget Summary for Proposed Program worksheet. 5. Daily Unit Cost A unit of service is a measurable portion of the services to be provided. The service name is provided for the Agency. Enter the number of students to be served by each service, the number of days each service is provided, the equivalent number of hours for those days, and the cost for providing the service. The total amount should equal the amount requested from The Trust. Complete the Overall Program unit cost section. In addition, complete the Site Location Unit Cost sections if using multiple sites that do not have identical programming, hours of service and unit rates. Also note that the unit costs for the General Population and for Children with Disabilities will vary, and should be completed within the appropriate unit cost sections. If proposed program will serve both groups, both sections are required. Note: when calculating unit cost the provider must account for an absenteeism rate of (15%) fifteen percent. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 42 of 78 A. Guide for Reasonable Costs for Programs Serving General Population Children Type of Program Hourly Rate Summer camp per child per hour $5.67 Summer, after -school, and year- round program per child per hour $5 92 Enhancements /expansion for summer camp per child per hour $1.39 Enhancements/expansion for summer after -school, after -school and year-round program per child per hour $2.22 The above rates were calculated based on last year capped rate and school year calendar. The following formulas were used: Summer Camp capped rate = $1,000 per youth Summer Camp calendar - 6 weeks (30 days) x 6 hr/day = 180 hrs Cost per hour - $1, 000/ 180= $5.56 Summer, after -school and year round capped rate = $4,000 Summer, after -school and year round calendar - Full days (29 days x 6hrs = 174 hrs) + Part days (251 days x 2hrs = 502 hrs) = 676 hrs Cost per hour - $4, 000/676 hrs= $5.92 Enhancement Summer Camp capped rate = $250 Summer Camp calendar - 6 weeks (30 days) x 6hr/day = 180 hrs Cost per hour - $250/180 =$1.39 Enhancement summer, after -school and year round capped rate = $1,500 Enhancement summer, after -school and year round capped rate - Full Days (29 days x 6hrs = 174 hrs) + Part Days (251 days x 2 hrs = 502 hrs) = 676 hrs Cost per hour - $1,500/676 hrs = $2.22 The Early Learning Coalition of Miami -Dade contracts with Miami -Dade Child Development Services to provide subsidized child care and after school services. The after -school reimbursement rate is up to$16.40 a day per child for a 81 full days. The rate is up to $12.40 per child per day based upon 180 part days. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 43 of 78 B. Guide for Reasonable Costs for Programs Serving Children With Disabilities Type of Program Hourly rate Summer camp per child per hour $13.89 Summer, after school, and year-round program per child per hour $9.62 Enhancements/expansion for summer camp per child per hour $2 78 Enhancements /expansion for summer after school, after school and year round per child per hour $3.70 The above rates Were calculated based on Last year capped rate and school year calendar. The following formulas were used: Summer Camp capped rate = $2,500 per youth Summer Camp calendar - 6 weeks (30 days) x 6 hr/day = 180 hrs Cost per hour - $2,500/180 hrs= $13.89 Summer, after -school and year round capped rate = $6,500 Summer, after -school and year round calendar - Full days (29 days x 6 hrs = 174 hrs) + Part days (251 days x 2 hrs = 502 hrs) = 676 hrs Cost per hour - $6,500/676 hrs= $9.62 Enhancement Summer Camp capped rate = $500 Summer Camp calendar - 6 weeks (30 days) x 6 hr/day = 180 hrs Cost per hour - $500/180 =$2.78 Enhancement summer, after -school and year round capped rate = $2,500 Enhancement summer, after -school and year round capped rate - Full Days (29 days x 6 hrs = 174 hrs) + Part Days (251 days x 2 hrs = 502 hrs) = 676 hrs Cost per hour - $2,500/676 hrs = $3.70 The Early Learning Coalition of Miami -Dade contracts with Miami -Dade Child Development Services to provide subsidized child care and after school services. The after -school reimbursement rate is up to $19.68 a day per child for a 81 full days. The rate is up to $14.88 per child per day based upon 180 part days. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 44 of 78 C) Proposal Rating Criteria DO NOT FILL OUT THESE DOCUMENTS Included for Information Purposes ONLY 1 Proposal Screening for Critical Items ' Initial SCREENING CRITERIA Letter of intent submitted online on or before due date as stated in RFP (This is a Fatal Flaw) Application stamped and logged in by The Children`s Trust staff on or before the due date as stated in the RFP (This is a Fatal Flaw) Application is complete as to format, including submission of original plus six (6) copies of Application Forms/Supporting Documents AND two (2) copies of Fiscal/Policy Materials Applicant has included the signed and sealed certification form required to certify the application is true and correct Applicant has submitted most recent financial audit or unaudited financial statements, or these are on file for current contract with The Trust Proposal Scoring Sheet Organizational Capability: A) Agency Description (15 points/4-5 pages) B) Experience C) Staffing AGC1: Applicant clearly describes the agency's mission, history and particular qualifications that fit well with the proposed program and RFP, including relevant licensure, accreditation, and/or certification to provide the proposed activities. AGC2: Applicant describes the agency's approach to ensuring organizational cultural competence relevant to implementing the proposed program. AGC3: Organizational chart(s) clearly indicate the agency's fiscal, administrative and programmatic reporting structures, as well as how the proposed program fits within the larger structure. EXP1: Applicant describes relevant past experiences and has received funding for delivering similar services to proposed population and/or in proposed neighborhood in the past. • CLEARED FOR REVIEW? PASS YES OUT -OF -SCHOOL PROGRAMS RFP #2005-06 FAIL 1 NO Point value 2 1 1 2 Page 45 of 78 EXP2: Applicant provides evidence of past successes providing similar services, such as funder monitoring reports, performance measures achieved/program evaluation findings, letters of support, work samples, etc. STA2: Includes an appropriate level of staffing to accomplish the program goals, outcomes and high quality activities and ensure a reasonable ratio of children to staff (i.e., number of staff, qualifications, experience, education). Out -of -school programs are strongly encouraged to include at least one state or nationally certified teacher or education professional. 3 3 STA3: Clear staffing work plan regarding duties and responsibilities for key program activities to be conducted, including subcontracts for direct services and evaluation consultants. STA4: Staff training plan is adequate and relevant to the proposed service delivery. Collaborations (4 points/1 page) COL1: Community partners relevant to the proposed services are involved and bring resources to the program, with clear description of the partner's role and specific resources/ commitments they will provide (e.g., staff, facilities, etc.). COL2: Collaborative Letters of Agreement and/or Memorandum of Understanding are included that affirm commitments described. Primary Population (5 points/1 page) PAR1: Proposed primary population fits with the RFP's Service Delivery Programming Priorities (e.g., children in at -risk communities based on school performance; children in unserved or under - served communities, with an emphasis on middle'school youth and children on the waiting list for subsidized after -school care; and/or children with disabilities). PAR2: Complete description of proposed participants, including number to be served, demographics, needs and risk factors. PAR3: Methods for recruitment, selection and enrollment are well - described and adequate to ensure full enrollment from proposed groups and/or geographic areas. Goals Worksheet (10.points/1-2 pages) GLS1: Goals are clearly stated, consistent with the agency mission, and fit with the current RFP funding priorities. GLS2: Three or more primary outcomes are stated, reasonable, and include numerical targets/percentages for degree of change. GLS3: Activities listed are logical to achieve the stated goals and outcomes and meet the needs of the proposed population and/or neighborhood to be served(if applicable). 2 1 Point value 2 2 Point value 2 1 Point value 2 4 2 OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 46 of 78 GLS4: Activity listing includes additional optional components and enhancements. Outcomes Worksheet (8 points/2-3 pages) OUT1: Indicators or benchmarks are specified for each outcome, and include varied data collection methods (e.g., pre -post ability testing` youth/parent surveys, observational ratings, etc.). OUT2: Indicators are valid and reliable measures and copies are included in the Supporting Documents section. OUT3: Describes appropriate plan for obtaining/collecting, managing/ storing, and analyzing the information collected. Activities Descriptions (20 points/4 pages) ACT1: Clear and detailed description of each program activity component, including references to specific curriculums, evidence -based or best practice approaches ACT2: Activities included will be perceived as fun and engaging for proposed participants ACT3: Manner and frequency with which literacy components will be included across all activities. If specific academic or reading activities are included, plan for individual evaluation of children's abilities and tailored instruction is provided. Selection of appropriate materials. ACT4: Program incorporates a family literacy focus. ACT5: Manner and frequency with which physical activity and fitness components will be offered, including plan for individual evaluation of children's abilities and tailored activities. ACT6: Manner and frequency with which social skills development activities will be offered, including fostering age -appropriate peer relationships, communication, cooperation, and leadership skills. ACT7: Family involvement, outreach and access supports are described that will ensure full program enrollment, retention, and regular attendance, including a logical transportation plan for participants. ACT8: Proposal adequately addresses child nutrition by providing healthy snacks and drinks or by offering a plan to ensure children are fed. ACT9: Detailed daily schedule of expected activities is included. Process Worksheet (8 points/2-3 pages) PR01: Inputs and resources required are reasonable and adequate to accomplish each activity. PR02: Frequency, intensity and duration are clearly defined for each activity. 2 Point value 3 2 3 Point value 3 2 3 1 3 3 2 2 1 Point value 2 3 OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 47 of 78 PROS: List of outputs for each activity is comprehensive and appropriate. 3 Program Budget (15 points/5 worksheets) Point BUD1: Agency and Program Budget, Budget Summary for Proposed Program, and Budget by Site Location (if applicable) are complete, reasonable and appropriate in relation to the proposed program (indirect costs do not exceed 10%, and verification of indirect cost rate is provided). 6 BUD2: Budget Justification fully describes how each line item total was calculated and justifies need for expense, as well as notes staffing credentials, 5 BUD3: Daily Unit Cost worksheet is complete, including the unit cost for various full -day and half -day services, number of students, and days/hours of attendance expected. Unit cost rates are reasonable given the proposed services. 4 Fiscal Soundness (15 points/audit statements) Point The Trust will review fiscal solvency utilizing audited financial statements for larger agencies and complied financial statements for smaller agencies. See the Financial Review Worksheet on the following page for details on how this is scored. 15 Bonus Points (8 points) Point BONI.: Agency is a small organization with total annual budget of Tess than $300,000. BON2: Proposed program will utilize unpaid volunteers to deliver some of the services. B0N3: Agency employs youth (ages 16-21) as part of proposed program. BON4: Provides match or in -kind resources and describes these within the budget narrative. (requires >50%'for full points) 2 1 1 4 OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 48 of 78 FINANCIAL REVIEW WORKSHEET I. Other Financial Information: 1, The Agency received an unqualified opinion. (Add 1 point) 2. There is no "Going Concern" comment. (Add 1 point) 3. The Notes to the Financial Statements indicates no significant areas of concern. (Add 1 point) 4. Management letter indicates no significant areas of concern. (Add 1 point) 5. If there is a Single Audit, are there any material weaknesses? (Deduct 2 points) 6. Prior The Children's Trust administrative monitoring report(s) issued within the previous twelve months disclosed material findings.`(Deduct 2 points) 7, The Children's Trust Administrative internal Control Questionnaire, completed by the Agency, reflects that adequate controls exists. (Add 1 point) Total Points - Other Financial Information II. Financial Ratios: From the Financial Statements, calculate and enter the total dollar amount for each of the following items: Current. Assets Total Assets Unrestricted Net Assets Net Assets Points Ratio Current Ratio Unrestricted Net Assets as a percentage of Annual Expenses Current Liabilities as a percentage of Annual Expenses Formula Current Assets/ Current Liabilities Unrestricted Net Assets / Annual Expenses Current Liabilities) Annual Expenses Total Points - Financial Ratios (0) (1) Current Liabilities Total Liabilities Annual Expenses (2) (3) 4 Result Under 80% Between 81 % - 90% Between 91% - 100% Between 101%-149% Greater than 150% Less than 5% Between 5% to 7,9% Between 8% to 10.9% Between 11% to 14,9% Greater than 15% Greater than 14% Between 12,1% to 14% Between 10.1 % to 12% Between 8.1 % to 10% Less than 8% Points: Points: OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 49 of 78 D) Letter of Intent The Letter of Intent must be submitted on line at htto://www,thechiidrenstrust.oro/RFPLetterofintent.aso OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 50 of 78 SECTION V: ATTACHMENTS A) About The Children's Trust The Children's Trust Mission: To improve the lives of children and families in Miami -Dade County by making strategic investments in their futures. Vision: The Children's Trust will become the recognized leader in planning, advocating and funding quality services to improve the Lives of children and their families. Guiding Principles and Values: • We respect and strengthen the family, and we seek for all children the opportunity to achieve their fullest potential. • With .the fullest integrity, we invest wisely in partnerships, advocacy and systems of care to create change and earn the community's trust. • We promote high -quality, research -based practice that is culturally competent and sensitive. • We will target early intervention and prevention services to our most vulnerable children, families and neighborhoods, while advocating for, and supporting, the increased availability of needed services for all children and their families. • We will be responsive to the community and focus on supporting parents with the best possible, high -quality choices for their children and families. Key Emphases Cutting Across All Funding Areas: • Strengthen the family, advocacy for child issues • Partnerships, system of care • High quality, research -based practice • Culturally competent and sensitive • Early intervention and prevention ✓ Funding the highest possible quality of services and best practices for improving the lives of children and families. When scientific research has demonstrated approaches, programs or curriculums to be effective (termed evidence -based practice), those will be preferential to unsupported alternatives. In cases where the scientific literature has not clearly established a preferable approach to services and activities, it is expected that applicants will propose methods that reflect the current best practices for the field. This may be reflected by the ads, sound theoretical grounding, developmental ofal recognized national implications, and/oarrprofess pally -accepted methods of developmental researchp effective service delivery. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 51. of 78 r Improving the system of care through effective partnerships. A strong emphasis on active partnerships that move beyond typical mechanisms of collaboration is critical to improving services and service access for children and families in our community. The Children's Trust encourages creative approaches to coordinating, integrating, and funding services across and within the areas of child development, literacy and education, physical and mental health promotion, and other areas relevant to positive child and family development. All programs selected for funding will be expected to commit to actively collaborate with other programs funded by The Children's Trust, as well as other key organizations in the community. Continued funding will require evidence of significant contributions to improving the system of care through effective partnerships. r Focus on family strengths and cultural competence. The family must be viewed as a central partner in all program activities, including planning, design, implementation, and evaluation. The ability to successfully engage families and communities in these activities will impact the success of any initiative. A strength -based, relationship -focused approach to supporting families and facilitating resiliency in children and families is encouraged, and will be used as the framework for all funded out -of -school programs. Cultural competence is critical to success in this area, as is inclusion of children with disabilities and non- discrimination, as detailed below. r Non-discrimination. Programs receiving funding from The Children's Trust shall not discriminate against an employee, volunteer, or participant on the basis of race, color, gender, pregnancy, marital status, familial status, sexual orientation, religion, ancestry, national origin, immigration status, disability, or age except that programs may target services for specific participant groups as defined in the Request for Proposals (RFP). Additionally, agencies receiving funds shall demonstrate the standards, policies, and practices necessary to render services in a manner that respects the worth of the individual and protects and preserves the dignity of people of diverse cultures, classes, races, religions, sexual orientation, and ethnic backgrounds. To that end the Provider agrees to abide by Chapter 11A of the Code of Miami - Dade County, as .amended, which prohibits discrimination in employment, housing and public accommodations; Title VII of the Civil Rights Act of 1968, as amended, which prohibits discrimination in employmentand public accommodation; the Age Discrimination Act of 1975, 42 U.S.C., as amended, which prohibits discrimination in employment because of age; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794, as amended, which prohibits discrimination on the basis of disability; and the Americans with Disabilities Act, 42 U.S.C. § 12103 et seq., which prohibits discrimination in employment and public accommodations because of disability. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 52 of 78 B) About the MDCPS School Improvement Zone COMMUNITY RESOURCES AND PARTNERSHIPS NECESSARY FOR SCHOOL IMPROVEMENT A Talking Document for the University and Community Advisory Board Prepared by Irving Hamer, Deputy Superintendent School Improvement Miami -Dade County Public Schools December 2004 Introduction There is general agreement that schools are not able to educate children without the collaboration and partnership of parents and community. Often, the recognition of the importance of parents and community to the education of children does not translate into action. This is particularly true in urban centers where class, race, and socio-economics create barriers to the collaboration and partnership necessary to the effective education of children. It is common for parents and communities to seek alternatives to public education instead of working to improve the content and character of schooling in a community. In some Miami -Dade County Public Schools, this is evidenced by Charter Schools, 21' Century programs that provide instructional services that schools should be providing, as well as various tutorial services that deliver basic academic programs intent on supplementing (and sometimes substituting for what schools are not doing) teaching and learning in school. The assumptions and data that support the deployment of human and material resources to after school services that mirror what should be school -based services, are not unjustified. Indeed, the lack of curricula focus and coherence in urban schools, combined with the seemingly permanent presence of low performing students shackled by various degrees. of illiteracy, justify the plethora of programs intent on "educating children" because the schools are not doing so. Meanwhile, the children are recipients of a double dose of schooling -in school and after school - and appear impervious to both. In the lexicon of youth, more of the same is boring. More importantly, what is missing and what is needed? Goal It is the goal of Miami -Dade County Public Schools to collaborate and partner with parents and communities to provide supplementary supports for students and schools to advance high achievement. Strategy To achieve this goal, the public schools of Miami -Dade County will strengthen and deliver a robust program of remediation and enrichment for students in Pre - Kindergarten through the 12`" grade. Therefore, making it possible for community - based organizations and agencies to deliver a platform of supplementary support services that will advance high achievement among students, OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 53 of 78 10.School Pride Development A community -based initiate focused on promoting the strengths and assets of selected schools so that the pride and affinity for the school would be motivational to students, teachers (and potential teachers), and parents -an antidote to the heavy diet of criticism and derision. 11.Leadership Training —A program that identifies and selects middle and high school students for structured leadership experiences that include, but are not limited to law enforcement, housing development, business, social services, cultural arts, health services, sanitation, civic participation, community development, politics, mass media, and education. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 54 of 78 What schools must do is deliver knowledge and skills to students deemed essential to sustaining individual development an advancing society. Schools are not good at delivering a large array of supplementary support services important to the development of young people. Here is where partnerships and collaborations are so vital to child development. Proposed Menu of Supplementary Support Services 1. Teacher Appreciation —A teacher recognition program that honors and rewards a teacher(s) in each school in the district every marking period. 2. Family Literacy Program —Every school offers an after school, evening, Saturday, and/or summer program in family literacy. 3. Preparation for the World of Work (Suit them Up) —A program for 11t and 12th graders that provides internships, coaching on work place etiquette, interviewing skills, resume development, networking, and managing human and material resources. 4. Enrichment in Art and Science —Providing every elementary and middle school student with 50 hours of hands on, project -based exposure and experience in an environment dedicated to the appreciation and advancement of art and science. 5. Stay in School Programs —A program that provides the emotional, social, and economic support for students who take longer to complete the scope and sequence for high school completion. 6. College Preparation Service —A supplementary service for indigent families challenged by immigration status; admission and financial aid applications; PSAT, SAT, and ACT testing requirements and opportunities; early college enrollment; college selection; scholarship programs; recommendation letters; essays; remedial courses; and transition. 7. Safe Schools Program —A community -based initiative to ensure that every school has a safety plan that assures every child a safe and secure experience in school and during their home -school travels. 8. Violence Reduction An in school and after school program whose goal is to eliminate and reduce violence in the lives of children by identifying and promulgating alternatives to violence, hosting a gang mediation summit; and developing a "Strong Men Don't Bully" campaign. 9. Suspension Prevention -An advocacy program for children and families intent ..uuI11111111141 ■��+••••v•�.�7 would register for access to electronic mail communication, Internet access, multi -media tools, local and wide area networks, chat rooms, bulletin boards, on line courses, and training experiences on using technology tools and applications. 16.Youth Build —A training and development program for young adults who do not have a high school diploma and have an interest in the construction trades. The program would include internships, apprenticeships, and job placement. 17.Center for Experiential Education Through Adventure —Developing character, teamwork, self-esteem, behavior management repertoire, and goal setting skills by engaging children and their families the ropes courses, climbing towers, and human development activities of Project Adventure. 18.Beacons—Extended use of school facilities by community -based organizations and/or agencies that provide social services to children and families, deliver recreational programs teach literacy skills to adults, and provide cultural arts programs to students and their families. Beacon programs might provide access to services and programs through 9-10 PM in the evening. 19.Writers Workshops —After school, Saturday, and summer workshops where students can assess guidance and support on their written work. The workshops would also provide support to aspiring student writers. 20.Respect and Civility Campaigns —Community -based effort to improve the quality of life for students in schools and the community by promoting respect and civility programs and activities, e.g., writing projects, showcasing exemplars, producing and distributing respect and civility collateral, award and recognition programs, community and school -based seminars and workshops on respect and civility. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 55 of 78 12 Health and Wellness —A community -based service that provides nutritious meals for hungry youth (youth cafes) and assists in -school youth to navigate access to health services and preventive health information and services, e.g.; obesity clinics, dermatology workshops, sex education seminars. 13,Homework Help Centers and Hotlines —Such a service would support students and families whose language proficiency and previous education is limited, as well as assist parents who are unfamiliar with content and methods of teacher -assigned work. 14.Young Entrepreneurs —A program that provides students with the opportunity to develop micro -business by training them in business planning, managing human and material resources, inventory control, product development, marketing, budgeting, customer service, and bookkeeping. Every middle and senior high school should have a micro -business sponsored and coached by a partner company, e.g., Barnes and Nobles, The Gap, Tower Records, Staples, Wal-Mart's. . ■ I 1 - u - Page 57 of 78 21.Streetworker Corp —Deployment of a trained cadre of men and women dedicated to location and engaging out of school youth for the purpose of returning them to school or placing them in appropriate programs. The agency - based program would improve attendance, reduce the number of idle youth, reduce youth crime, and improve school completion rates. 22.Miami-Dade Mathes A six -week summer institute in mathematics for identified sixth graders in cohorts of 500 students for five years (through the 11th grade) housed on a college/university campus. 23,Roberson Marquez Toussaint Society —A membership society of pre - collegiate scholars who enjoy the benefits of recognition, preferred access to events and activities, community boosters, semester abroad, sponsorships for higher education, executive internships, lectures, annual retreats, and participation in selected conferences and workshops. Summary The proposed menu of, supplementary support services, is intended to identify options for providers of in -or -after school programs. Such services would augment the academic achievement focus of public schools in the district. The menu is derived from those conditions that compromise students and communities attempting to achieve in school, but are plagued by circumstances that are not treatable by schools, their pedagogical or clinical staff. Indeed, the menu identifies those services that would support schools, students, and their families. It is envisioned that funding agencies would include such services among those eligible for financial support. Though the school system recognizes the need for such services, it has no internal capacity to design or deliver them. The proposed mend of supplementary support services represents areas of opportunity for the school system and its external partners to collaborate. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 56 of 78 Page 58 of 78 3r: isit: in Time: Time: 20 -20 Administrator an site? Yes U No ❑ administrator or alternate contact: retopment Service (CDS) Provider Yes ❑ No ❑ Provider: Yes ❑ No ❑ OUT -OF -SCHOOL PROGRAMS RFP #2005-06 C) Site Monitoring Tool The Children's Trust YES Out of School Site Monitoring Tool Agency Name: Fiscal Ye Program Name: Contract Site Name: Date of 1 Site Address: Bec Population Served: Chicken with Disabilities ❑ At -risk LiGeneral Population ❑ EnC Ages Served: years old to . years old Progran Contract Manager: Name c Lead Monitor: Child DE License Entrance Conference Attendees (Name/Title) Exit Conference Attendees (Name/Title) ection i s vocu Page 59 of 78 0 - ast: date, ❑ ❑ 15. Sign -in Iog for staff (examine logs for one week, must include at least: dale and times al sign -in and sign -out) 16. Total number of staff in attendance on the day of the visit (see sign -in log): Number of teacherslcounselors working with students: Number of adult volunteers working with students: ❑ ❑ 17. Personnel files in compliance (Based on review of employee fifes on page 4) ❑ ❑ 18. Written policy for staff regarding wearing identification(e.g., badges, t- shirts, hats}. ❑ 0 19. Written policy for working with students with recurring behavior problems ❑ ❑ 20. Written procedures/policies regarding late pick-up ❑ ❑ 21. Written emergency safety procedures ❑ ❑ 22. Written policies for completing accident/injury reports visited activity 0 ❑ 23. Accident/incident reports on file (completed tombs or blank if no incidents to date). ❑ ❑ TRANSPORTATION PROCEDURES, IF APPLICABLE If not applicable, check here ❑ and continue on to next page. ❑ ❑ 24. All employees on staff who transport students have valid chauffeurs licenses ❑ ❑ 25. All vehicle inspections and registrations are current ❑ ❑ 26. First aid kit in vehicle is complete and easily accessible r in ❑ ❑ 27. Sub -contracts for provision of transportation are in order OUT -OF -SCHOOL PROGRAMS RFP #2005-06 1. Attendance/sign-in log for students (examine logs for one week, must include at time, and authorized signature at sign -out) 2. Total number of students in attendance on the day of the visit(see log) Number of general education students: Number of disabled/handicapped students: 3. Student files in compliance (Based on review of participant files on page 4) 4. List of individuals authorized for pick-up available with sign -in sheet 5. Schedule of activities for each grouplclassobtain a SPY of today's scheduf 6. Student lists available by group/class 7. Data entry of student demographics is up-to-date: CSC # students_ 8. Data entry of attendance is up-to-date: CSC lass date: 9. Evacuation routes/maps in each room (rate "Not in place' if not located in eat room) 10. First aid kit complete and easily accessible 11. Health inspection certificate current 12. Fire inspection certificate current 13. Quarterly self -evaluations of indoor/outdoor facilities completed 14. Current CPR certification documented for at least one staff memb attendance OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 60 of 78 Section 1: Documentation, Continued Data Collection - instructions: Verify compliance with data collection requirements, as specified in Contract Attachment B, Program Evaluation. Examine the program's data collection records and/or student files. 1. Under "Scheduled Administration,"place a check (4 in the box corresponding to each scheduled administration that has been completed/ 2. Under "Transmitted," check if data has been transmitted to the Research and Evaluation Office of The Children's Trust 3. Under in Compliance," check "Yes" if data collection is complete to date, or "No" if it is incomplete. Mark "NIA" if the program's contract does not require that measure. For any items marked "No", provide a detailed explanation and plan for corrective action. Scheduled Administration Transmitted1 In Compliance? Measurement Instrument Pretest Enrollment Midpoint Dec. 2004 Posttest Completion Yes Yes No N/A Explanation 28. Student Satisfaction Survey (outcome Al) n/a ❑ ❑ ❑ ❑ ❑ ❑ 29. Parent Satisfaction Survey (outcome A2) n/a ❑ ❑ ❑ ❑ ❑ ❑ 30. Social Skills Measure (outcomeA3) ❑ n/a ❑ ❑ ❑ ❑ ❑ - 31. Expressive/Receptive Language Measure (outcome A4, only for programs serving children with disabilities) ❑ nla ❑ ❑ ❑ ❑ ❑ '32. Reading Measure (outcomes Cric2) ❑ n/a ❑ ❑ ❑ ❑ ❑ Describe how reading activities are based on the pretest results. 33. Physical Fitness Measure (outcome C4) ❑ n/a ❑ ❑ ❑ ❑ ❑ Describe how fitness acuities are based on the pretest results. '34. Fine/Gross Motor Skills Measure (outcome cs, only forprograms serving children withdiaafrlifiees) ❑ n/a ❑ ❑ _ ❑ ❑ ❑ _ _ 35. Cognitive Skills Measure (outcome cs, only for programs serving children with disablTrties) ❑ rile ❑ ❑ ❑ _ ❑ ❑ 36. Self -Help Skills Measure (outcome c7, only for programs serving children with disabilities) ❑ nfa ❑ ❑ ❑ ❑ ❑ OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 61 of 78 Section I: Documentation, Continued Student File Verification Instructions: Randomly select ten (10) students from today's sign -in log. Write their name under the number in the first row, and examine the corresponding student files. Place a check in the appr nrta[e cell to verify that each student s file contains at least the following: 1 2 3 4 5 6 7 8' 9 10 Registration form signed by legal guardian Social security number Date of birth Emergency contact name and telephone number Special needs/conditions (.e., allergies, dietary requirements. seizures, daffy tog far medications, etc.) Demographic data, as required by Contract Attachment E Emergency medical authorization Individual Education Plan (IEP) for disabled/handicapped students (Enter fWAifnot applicable) Authorization for photography/video Permission for contact _ Employee File verification Instructions: Randomly select five (5) employees from today's sign -in log. Write their name under the number in the first row, and examine the corresponding employee files. Place a check in the - 1 2 3 4 5 Application Copy of diploma/degree/credentials _ Job description, signed and dated by employee Proof of knowledge of program's policies and procedures . Verification of drug screening, if required as a condition of employment: Check here ❑ifrequired Proof of criminal background screening (circles for State/Local; F for Federal or for both screenings) SFS SF 13 S F B SFB SF B iv. i iiG t`iltfldl all l lflncJ JIGfJJ tv tJIN YI,]IL yr Nlse av , .- drinking water, shaded areas, etc. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Instructions: Verify that program components are being carved out as specified in Contract Attachment A, Section 111B. First, through discussions with the program director, ascertain the frequency, intensity, and duration of each activity for a participant, as follows: Frequency - how often a student participates in an activity (e.g., two time(s) per week; one time(s) per day, etc.) Intensity - how long the activity lasts each time a student participates (e.g., 30 minutes, etc.) Duration - total time frame within which participants are involved in the activity (e.g., all school year/summer, 6 weeks, etc_) Next, obtain a copy of today's schedule and verify that the written schedules comply with the specifications. Finally, over the course of the visit, verify that observed activities correspond to those on the schedule. E. Activities and Processes Specifications (Frequency, Intensity, and Duration) 1. Reading /Academics 2. Physical Fitness 3. Social Skills 4. Other, specify 5. Nutrition time(s) per , for minutes, overa course of time(s) per , for minutes, overa course of time(s) per , for minutes, over a course of time(s) per for minutes, overa cause of Specify nutritional services provided.: Snacks: times) per day Meats: time(s) per day 6. Transportation Specify the number of children who utilize the following transportation services to/from the program: Provided by program Sub -contracted Self -transported 7. Review with program staff the way in which the program's goals, as described on page 2 of Contract Attachment B, apply to the population served. Reviewed Note any concerns or questions. Schedule Observation Yes No ID ❑ ❑ ID Yes No ❑ ❑ ❑ ❑ Li 0 Li Di ❑ ❑ Page 62 of 78 Comments OUT -OF -SCHOOL, PROGRAMS RFP #2005-06 Page 63 of 78 A. Health, Safety, and Facilities Instructions: Place a check (✓) in the circle corresponding to your rating for each of the following statements using the scale: Strongly Disagree=1; Disagree= 2; Agree= 3; and Strongly Agree= 4. Select Not Applicable" (9) if you were not able to make a determination or the statement does not apply to this program. Also indicate the source of data you used to determine your rating by circling the corresponding letter direct observation (0, or interviews (I). In the Comments area, write in observed strengths as well as any deficiencies requiring corrective action. A. Health, Safety, and Facilities Source of Data . g rn 03 Q Q V } m T a d o � m oEA Q a Q z Comments 1. All program employees and volunteers wear a form of identification that clearly identifies them as program staff (e.g.,1D badges, t-shirts, hats). 0 I 10 0 0 ® 0 2. Staff document when children arrive and leave. 0 1 0 0 0 3. Bathrooms are available, clean, and well stocked. 0 1 0 OO OO ® 0 4. Staff take steps to ensure that children clean their hands before eating. 0 I OO 0 0 ® 0 5. The program offers healthy snacks/meals (i.e., varied, well-balanced choices over the course of a week). 0 1 0 OO 0 ® 0 6. Indoor space is sufficient for all program activities (even in inclement weather). 0 I OO 0 O ® 90 7. Students' work and/or information of interest to them is displayed in the facility. 0 I 0 0 © ® 0 8. There is adequate storage space for equipment, materials, and personal possessions of the children and staff. 0 1 O 0 0 ® 0 9. Heat, AIC, ventilation, noise level, and Tight in the indoor space are comfortable. 0 1 Ql 0 000 14. There are no apparent health hazards in the indoor or outdoor spaces (e.g., exposed toxic/hazardous materials, construction, etc:). 0 1 0 OO ® ® OO 11. In case of an emergency, staff have the ability to communicate with each other while the program is in session (e.g., phones, 2-way radios, proximity). 0 1 0 0 0 ® 0 . 12.The equipment/facilities are appropriate for the ages and abilities of the students. 0 1 OQ 0 03 0 OQ 13. The active play equipment is safe (e.g., no sharp edges, in good repair). 0 1 0 OO 0 40 ® 14. The outdoor area is clean and well maintained (e.g., free from litter, graffiti; lawn mowed; landscape tended; hard court in good repair, etc.). - 0 I 0 ® 0 ® 0 4E T,..- _....L.._.........,,e ... ...:CEA.r.. h., a ...: • ..e,:n.. of n-4.krifiae• 0 1 (ii t?i 6 MO) Lev,• III. VYw7. CI v w.,, IJ 4ul,lilnLleu Instructions: Place a check (.7 in the circle corresponding to C. Program Components . Po 9 your rating for each of the following statements using the scale: Strongly Disagree=1, Disagree 2; Agree= 3; and Strongly Agree= 4. Select Not Applicable" (9) if you were not able to make a determination or the statement does not apply to this program. Also indicate the source of data you used to determine your rating by circling the corresponding letter:: direct observation (0), or interviews M. In the Comments area, write in observed strengths as well as any deficiencies requiring corrective action. C. Program Components source 31. Activities generally follow the daily schedule, allowing for flexibility. 32. Students move smoothly from one activity to another. 33. Activities are flexible enough 10 meet varied styles, abilities, and interests of the students. 34. Academic component(s) are tailored to appropriate age/grade and reading/ developmental levels for the participants. 35. The students appear to be enjoying time spent in (select Na if not part of program): (a) active, physical play 36. (b) creative arts and dramatic play 37. (c) reading/academic work of Dale coCo as Q a a • mCo a 0 I O I O I O I O I O O O o Z Comments 38. The activities reflect the languages and cultures of the students served. 39. There are sufficient materials and supplies for all students to participate. 40. Materials (e.g., games, art supplies, sports equipment) are complete and in good repair. 41. Materials are accessible to the students, as appropriate. 42. High interest reading materials (e.g., books and magazines) are available that are appropriate for the students' age(s) and reading level(s). 43. Instruction is connected to a disabled/handicapped student's IEP. (mai*ilaifno disabled students are enrolled) O 1 O I O I O I O I O I O I ®0000 ®o o o 0 0 0 0 0 ®0 TO 44. Physical activities address strength (lifting or pushing), flexibility (stretching), and endurance (cardiovascular, sustained activity). O I O I ()moo() OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 64 of 78 Jecuwi r v: aurmmary Instructions: Provide a descriptive summary of the overall findings from the site visit. Lead Monitor's Name (print): Site Administrator's Name (print): Lead Monitor's Signature: Site Administrator's Title (print): Date: Site Administrator's Signature: Date - OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 65 of 78 D) The Children's Trust Child Satisfaction Survey We want to know what you think about this program. Please tell us what you think about each statement listed below. Also, tell us a little bit about yourself by filling out the top part of the survey. I am years old. I am a ❑ Boy a Girl. What is your race? ❑ Black ❑ White o Asian a Other What is your ethnicity? a Hispanic ❑ Haitian a Other 1.' Adults here are fair. Circle your thoughts 7 Definitely not the face that about i Not much describes the statements. nn Usually Definitely 2. The adults here make the program exciting. Definitely not Not much Usually Definitely 3, If I have a problem, an adult here will help me. Definitely not Not much Usually Definitely 4. I feel safe here. Definitely not Not much Usually Definitely 5. There are enough things here for everyone to use. Definitely not Not much Usually Definitely 6. I get along with the kids here. • Definitely not Not much Usually Definitely 7. I like coming here. Definitely not Not much Usually Definitely 8. This program will help me do better in school, Definitely not Not much Usually Definitely 9. I would tell my friends to come here: Definitely not Not much Usually Definitely 10. What do you like best about the program? 11. What do you wish you could change about the program? (Source: www.smiling-faces.com) For Staff Use Only (MUST BE COMPLETED) Please use this survey for children in elementary school. ORGANIZATION: SITE LOCATION: DATE CONDUCTED: HOW CONDUCTED?: ❑ Self ❑ Read -Items ❑ In -person OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 66 of 78 The Children's Trust Youth Satisfaction Survey We are interested in your thoughts about how this program is doing. Please tell us how much you agree or disagree with each statement listed below. Also, please complete the top portion of the survey to tell us a little bit about yourself. I am years old. I am a ❑ Boy o Girl. Race: o Black ❑ White o Asian ❑ Other Ethnicity: ❑ Hispanic o Haitian ❑ Other 1. Adults here are fair. Circle describes Strongly Disagree the word(s) your Disagree that best response. Agree Strongly Agree 2. The adults here make the program exciting. Strongly Disagree Disagree Agree Strongly Agree 3. If I have a problem, an adult here will help me. Strongly Disagree Disagree Agree Strongly Agree 4. I feel safe here. Strongly Disagree Disagree g Agree Strongly Agree 5. There are enough things here for everyone to use. Strongly Disagree Disagree Agree Strongly Agree 6. I gealong with the students here, Strongly Disagree Agree Strongly Agree 7. I enjoy coming here. Strongly Disagree Disagree Agree Strongly Agree 8. This program will help me do better in school. Strongly Disagree Disagree Agree Strongly Agree 9. I would tell my friends to come here. Strongly Disagree Disagree Agree Strongly Agree 10. What do you like best about the program? 11. What do I wish I could change about the program is? 12. What would you be doing if you didn't attend this out -of -school program? ❑ Watching TV ❑ Doing Homework/Studying ❑ Doing Nothing ❑ Playing ❑ Hanging Out ❑ Other For Staff Use Only (MUST BE COMPLETED) Please use this survey for children in middle and high school. ORGANIZATION: SITE LOCATION: DATE CONDUCTED: HOW CONDUCTED?: o Self ❑ Read -Items ❑ In -person OUT -OF -SCHOOL PROGRAMS Page 67 of 78 RFP #2005-06 The Children's Trust Parent Satisfaction Survey We are interested in your thoughts about how this program is doing much you agree or disagree with each statement listed below. Also, top portion of the survey to tell us a little bit about you and your family I am: ❑ MALE ❑ FEMALE RACE: ❑ Black ❑ White ❑ Asian ETHNICITY: o Hispanic ❑ Haitian ❑ Other HOW MANY OF YOUR CHILDREN ATTEND THIS PROGRAM? AGE(S) OF CHILD(REN) . Please tell us how please complete the ❑ Other 1. The staff treat my child fairly. Circle the word(s) describes your that response. Agree best Strongly Agree Strongly Disagree Disagree 2. The staff get children excited about program activities. Strongly Disagree DisagreeStrongly gAgree Agree 3. The staff respond to my child's own culture, language, or special needs. Strongly Disagree piss roe g roe Strongly Agree 4. The staff keep me informed about program activities. DisagreStronglye Disagree Agree Strongly Ag 5. The staff keep me informed about my child's progress. strongly Disagree Disagree Agree Strongly Agree 6. I feel welcome by program staff, strongly Disagree Disagree Agree Strongly Agree 7. The staff give me a chance to share my ideas. Strongly Disagree Disagree Agree Strongly Agree 8, My child is safe while attending the program. Strongly Disagree Disagree Agree Strongly Agree 9. This program will help my child do better in school. strongly Disagree Disagree Agree Strongly Agree 10. My child likes coming to the program. Strongly Disagree Disagree Agree Strongly Agree 11. I would recommend this program to others. Strongly Disagree Disagree Agree Strongly Agree 12. What do you like best about the program? 13. What do you wish you could change about the program? For Staff Use Only (MUST BE COMPLETED) ORGANIZATION: SITE LOCATION: DATE CONDUCTED: HOW CONDUCTED?: ❑ Self ❑ Read Items ❑ In -person OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 68 of 78 E) Switchboard of Miami, Inc. qM, 7-1 Switchboard of miasru, inc. 701 SW 27th Avenue, Suite 1000 Miami, FL 33135 Phone: (305) 358-1640 Fax: (305) 377-2269 Please complete this Agency information form and use a separate Program information form for each program, service and/or location. If you have any questions please call 358-1640. AGENCY INFORMATION Agency Name: Also Known As: In Charge of Agency/Title: Federal ID #: Address of Administrative Office: Tax Exempt #: Phone: Fax: TDDITTY: Web Address: E-Mail Address: Type of Agency: ONon-Profit OFor Profit °Religious Affiliation UPublic/Governmental Office Hours: Licenses/Accreditation: Summary of Direct Services Provided: Funding Sources: Contact Person for Future Updates: Signature of Administrator: Date: OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 69 of 78 Switchboard of Miami, Inc. 701SW 27th Avenue, Suite 1000 Miami, FL 33135 Phone: (305) 358-1640 Fax: (305) 377-2269 PROGRAM INFORMATION Page 2 of 2 Please duplicate this form and use a separate form for each site and/or distinct program. Criteria for Indigence Determination: Client Fees: Accepts Medicare: UYes ONo Other Insurance Accepted: Transportation/Bus Routes: Transportation Provided by Facility: °Yes lNo Cost: Service Area where services are provided: Total Bed/Slots: Security Level: Staff/Client Ratio: Staff Credentials: Sliding Scale: °Yes ONo Accepts Medicaid: °Yes ONo Aftercare Services Provided: List Any Special Program Categories: e.g. HIV, Homeless, etc... If there is additional information that you feel is relevant to make an appropriate referral to your program please include it below: If you have any questions please contact Gonzalo Gonzalez at (305) 358-1640, ext 120. Thank you for your assistance in making this valuable information available to our community. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 70 of 78 F) Nutrition USDA's After -School Snack Program for Children The After -school Snack Program (ASP) provides reimbursement for certain snacks served at eligible after -school program sites. Reimbursement is available for snacks served to children through age 18 and certain children over age 18. Who can participate in the US Department of Agriculture (USDA) After -School Snack Program? In Miami -Dade county, programs operating at school sites are eligible through the Miami -Dade County Public Schools. Parks and recreation programs, after -school camps, churches and other after school groups that offer after -school programs can meet eligibility requirements if they are located in an area served by a school in which at least 50 % of the enrolled children are eligible for free or reduced -price meals and meet local and state health/safety standards. Organizations requesting funding from The Children's Trust must provide daily nutritious snack for participants in after -school programs, and this is an easy way to accomplish that. There are several ways to apply for participation in Miami -Dade County. 1. If your after -school program is located at a Miami -Dade County Public School site, MDCPS can provide the snacks and food. Olga Botero is the coordinator and can be reached at 786-275-0400. Applications for this sponsor need to be completed before this grant proposal is submitted to The Children's Trust. 2. If your after -school program is not located on a school site, the Daily Bread Food Bank (a sponsor of The Florida Department of Health after -school snack program) is open to collaborate with any agency applying to the Children's Trust for after -school funds where there is a need for nutritional foods. Contact Robert Peters at (305) 633-9861 extension 217 for more information. Applications for this sponsor must be completed before the grant application package is submitted to The Children's Trust. 3. The Florida Department of Health provides cash reimbursement for certain snacks served at eligible after -school program sites. This program is funded by the U.S. Department of Agriculture and is administered by the Florida Department of Health, Bureau of Child Nutrition Programs. For further information regarding the application process and eligibility criteria, contact Marlene Dubois at the Florida Department of Health, Bureau of Child Nutrition Programs, 4052 Bald Cypress Way, Bin # A-17, Tallahassee, Florida 32399- 1727, Telephone: (850) 414-1622. Website: www.doh.state.fl,us/ccfp. Patricia Earl and Jorge Batista can be contacted locally at (305) 377-5630 and (305) 377- 7022 respectively, regarding this program. The process through the Florida Department of Health may involve a lengthy application process. Training is required prior to participation once a site is approved, and the completion of considerable paperwork must be submitted on a monthly basis. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 71 of 78 Summer Food Service Program The Summer Food Service Program (SFSP) provides free, nutritious meals and snacks to help children in low-income areas get the nutrition they need to learn, play, and grow throughout the summer months when they are out of school. This program is funded by the U.S. Department of Agriculture (USDA) to provide nutritious meals during the summer at locations throughout the community. Local sponsors receive federal reimbursement from the USDA for administering the program at feeding sites. Sites eligible to operate a summer food service are those in which 50% or more of the children qualify -for free or reduced price school meals. For more information on SFSP, and if you are interested in becoming a local sponsor, contact Liz Doreen or Michelle Morris, Food and Nutrition Management, Florida Department of Education, at 1-800-504-6609 or visit www.fnm,doe.state.fi.us. Who can participate in the SFSP? Schools, parks and recreation programs, summer camps, churches that offer summer programs for children, parochial schools that offer summer school, and other groups that provide summer activities for children during the summer may be eligible. Programs could partner with local housing projects, food banks, parks and recreation, schools, summer camps, or senior centers to coordinate the summer food program with activities that are already available. Organizations requesting funding from The Children's Trust must provide daily nutritious meals and snacks for participants in full -day programs, and this is an easy way to accomplish that. There are a few ways to apply with a local sponsor program in Miami -Dade County. 1. If your summer program is located at a Miami -Dade County Public School site, MDCPS can provide the snacks and/or meals. Olga Botero is the coordinator, and can be reached at 786-275-0400. Applications for summer food service program site need to be completed as part of the grant proposal. If your summer program is not located at a school site, the Miami -Dade County Community Action Agency can provide snacks and meals. Applications for this sponsor must be completed by March 25, 2005. Application requests can be made to Lillian Caban, Nutrition Services Supervisor at 305-638-5730 or licaban@miami-dade.gov and available with the download of the RFP in a printable PDF format as well as Word document. 2. The Daily Bread Food Bank is also open to collaborate with any agency applying to the Children's Trust where there is a need for nutritional foods. Contact Robert Peters at (305) 633-9861 extension 217 for more information. Applications for this sponsor must to completed before the grant application package is submitted to The Children's Trust. OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 72 of 78 G) Approved Bus Companies The following is a list of bus companies approved by Miami -Dade County Public Schools. This list is updated periodically and available online at http://dot.dadeschools.net/. 1. A1A Transportation, Inc. 501 N. W. 159 Street, Miami, Florida 33169-6648 Phone: (305) 949-2700 Fax: (305) 940-8510 www.A1ATransbortation.com Mr. Eddie Hernandez 2. ABC Club, Inc. 4701 S. W. 132 Avenue Miami, Florida 33175 Phone: (305) 221-3272 Fax: (305) 221-6500 Cell: (786) 487-4086 Ms. Luisa Hernandez 3. Air B School Bus Transportation, Inc. 6241 S. W. 16th Terrace, 'Miami, Florida 33155 Phone: (305) 267-1001 Fax: (305) 267-3139 Cell: (786) 290-5245 Mr. Henry Beltran 4. J. C. Arver School Bus Service, Inc. 18520 N. W. 47th Avenue, Miami, Florida 33055 Phone: (305) 624-1247 Fax: (305) 556-5919 Mr. J. C. Arver 5. First Student, Inc. d/b/a J. Balsera School Bus Service, Inc. 5874 West Flagler Street, Miami, Florida 33144 Phone: (305) 448-1521 Fax: (305) 445-0694 www.FirstStudentinc.com Mr. Julio Balsera & Mr. Luis M. Mata 6. Bestway School Bus Service Maricel & Rey Morera 4501 SW 142 Place, Miami, Florida 33175 Phone: (305) 227-0135 Fax: (305) 220-6682 CeII: 305-796-1523 Mr. & Mrs. Rey Morera 7. Carlos & Susanna School Bus Service 3340 S.W. 80th Avenue, Miami, Florida 33172 Phone: (305) 261-8571 Fax: (305) 266-2284 8. Del Aguila Bus Service, Inc. 825 Lisbon Street, Coral Gables, Florida 33134 Phone: (305) 446-6001 Fax: (305) 446-8272 Mr. Jose Del Aguila OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 73 of 78 9. Franmar Corporation 10400 S. W. 187 Street, Miami, Florida 33157 Phone: (305) 253-5086 Fax: (305) 253-8427 Ms. Fran Martinelli 10. 3 & A Hernandez 9400 S. W. 15 Street, Miami, Florida 33174 Phone : (305) 559-6771 and (786) 236-3800 Fax: (305) 559-5995 Mr. J. Hernandez 11. Edicta & Evelio Jomarron School Bus Service 3101 S. W. 26 Street, Miami, Florida 33133 Phone: (305) 443-4799 fax: (305) 443-9604 Attn: Mr. Evelio Jomarron 12. Jomarron, Mayra School Bus Service 13777 S. W. 24 Street, Miami, Florida 33175 Phone: (305) 223-6392 fax: (305) 559-1779 Ms. Mayra Jomarron 13. M & M Marroquin School Bus Service, Inc. 2930 S. W. 17 Street Miami, Florida 33145 (305) 446-0246 Fax: (305) 444-4549 14. Manolo School Bus Service 150 S. W. 49 Avenue Miami, Florida 33134 305-446-7917 fax: (305) 442-8923 Ms. Elsa Losas 15. Manolin & Pilar Martinez School Bus Service 2830 S. W. 79 Court, Miami, Florida 33155 Phone: (305) 444-2240 Fax: (305) 262-7208 Ms. Pilar Martinez 16. Maranata School Bus Service Corporation 7161 S. W. 7 Street, Miami, Florida 33144 Phone: (305) 264-8423 Fax: (305) 971-3934 Mr. Ulysis Arias 17. A. Oliveros, Inc. 3114 W. 69th Place, Hialeah, Florida 33018 Phone: (305) 822-3270 Fax: (305) 557-1371 Mr. A. Oliveros OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 74 of 78 18. J. Ruiz School Bus Service, Inc. 1021 W. 46 Street, Hialeah, Florida 33012 Phone: (305) 821-4681 Fax: (305) 827-9179 Mr. Jose A. Ruiz 19. United Bus Service, Inc. 3660 S, W. 9th Terrace #2 Miami, Florida 33135 Phone: (305) 476-0746 Fax: (305)476-8756 Cell: (305) 807-9624 Mr. Marco Marroquin 20. J & M Vera School Bus Service, Inc. 2597 West 70th Street, Hialeah, Florida 33016 Phone: (305) 822-0615 Fax: (305) 822-0507 Mr. J. Vera OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 75 of 78 H) Resources for Out -of -School RFP Out -of -School Programming ✓ The Forum for Youth Investment/Out-of-School Time Policy Commentary www.forumforvouthinvestment.org/ostoc.htm ✓ Forum for Youth Investment/Greater Resources for After -School Programming www.forumforyouthinvestment.org/grasp/execsumm.htm ✓ Michigan State University Extension www.msue.msu.edu/cyf/OST/index.html ✓ AfterSchool.gov www.afterschool.gov ✓ National Institute on Out -of -School Time www.niost.Qra ✓ The Out -of -School Time Learning and Development Project/Harvard Family Research Project www.cise.harvard.edu/hfro/proiects/afterschool/about.html Reading ✓ Southwest Cognitive Development Laboratory (reading assessment information and inventory of assessments) www.sedl.ora/reading/framework/assessment.html I4IAMI-DADS COUNTY PUBLIC SCHOOLS APPROVED READING CURRICULUM FOR ZONE SCHOOLS: ✓ Early Success, grades 1-2 www.schooldirect.com (Elementary after-hours supplement) ✓ Soar to Success, grades 3-4 www.schooldirect.com (Elementary after-hours supplement) ✓ Voyager Passport www.iamvoyager.com (children who have failed their grade two times) v Read 180, middle/high school students reading below 4th grade level httD://teacher.scholastic.com/products/read180/ ✓ Read XL, middle/high school reading 1-2 years below grade level http://teacher.scholastic.com/products/readxl/ ✓ Additional curriculum: Language of Literacy (middle/high school on grade level) Social Skills ✓ Strengths, Differences Questionnaire (SDQ): www.sdainfo.com/bat ✓ Positive Action - www.positiveaction.net ✓ Stop and Think Social Skills 1) Background, www.stoDandthinksocialskills.com/stop&thinksocialskills/SocialSkiiisOverview.htm 2) Materials available at www.sopriswest.com click 'social skills' on the left ✓ Centers for Disease Control and Prevention's Behavior Assessments www.cdc.aov/ncioc/pub-res/odf/sec3.odf (M1 and M3 are commonly used, not appropriate for middle school age students) ✓ Behavior Assessment for Children, Second Edition www.agsnet.com ✓ Social Skills Rating System www.agsnet.com r Life Skills www.lifeskilistraininQ.com OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 76 of 78 Physical Fitness ✓ SPARK www.sparkpe.orq ✓ Running Programs www.kidsrunnino.com/kraskprogram.html ✓ integrating Running and Academics www.kidsrunnina1com/krschool,html ✓ National Association for Sport & Physic -al Educ-ation www.aahperd,orp/naspe ✓ Florida Alliance for Health, Physical Education, Recreation and Dance www.fahperd.orq ✓ PE Central www,pecentraLorq r The President's Challenge www.presidentschallenge.org ✓ Fitness & Sport www,fitnessandsport.com Children with Disabilities ✓ Children's Disabilities Information www.childrensdisabilities.info ✓ National Center on Secondary Education and Transition for Youth with Disabilities www. ncset,org ✓ National Dissemination Center for Children with Disabilities www.nichcy.orq ✓ Understanding Inclusion and the Americans with Disabilities Act (ADA) www.centraldirectory.org/publications.cfm ✓ Being at ease with children with disabilities www.kidsource.com/kidsource/content2/at.ease.html ✓ Florida Developmental Disabilities Council www.fddc.ora ✓ National Center for Learning Disabilities www.ncld.org Florida Provider Guide ✓ The provider guide includes numerous links to information regarding child care rules, regulations, policies, procedures, statutes, federal codes, fact sheets, sample forms and resources — www.dcf.state.fl.us/childcare/providerouide,shtml OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Page 77 of 78 I) Certification Form I do hereby certify that the following documents listed below will be maintained and made available to The Children's Trust staff to review during the contract monitoring review for (Agency Narne) Documents Required with application Required documents prior to signing a contract Documents that must be in place on file at Agency Staff Initial Financial Audit/Unaudited Financial Statements X Administrative Internal Control Questionnaire X Documentation of General Liability Insurance (minimum $500,000) X Documentation of Workers' Compensation Insurance (minimum $500,000) X Documentation of Automobile Insurance (minimum $1,000,000) X Internal Revenue Service (IRS) Tax Determination Letter X Current Corporate Status Certificate/Letter of Good Standing from State of Florida X IRS Tax Form (990 or other appropriate form) past 2 years X IRS Form 941 and Proof of Payment if Tax Liability Existed X Board of Directors List X Current Board of Directors' Meeting Schedule X Americans with Disabilities Act policy X Non-discrimination policy, including Client Non-discrimination X Drug -free Workplace Certification X Equal Employment Opportunity/Affirmative Action policy X Signature OUT -OF -SCHOOL PROGRAMS RFP #2005-06 Name & Title Date Page 78 of 78