HomeMy WebLinkAboutExhibit 9These are listed on the follOWin • , a ' es,
p-LeVC! F-Level Zon
Irn . rovement Zone Schools.
h School
Booker T. Washington Senior Hig
School
Colonial Drive Elementary
Frances S. Tucker Elementary School
Hialeah Miami Lakes Senior High School
School
Martin Luther King Jr. Elementary
Miami Carol City Senior High School
Miami Central Senior High School
Miami Edison Senior High School
Miami ]ackson Senior High School
Page 9 of 78
OUT -OF -SCHOOL PROGRAMS
n cD 4 flf1C-f1Ci
Schools
Miami Norland Senior High School
Miami Northwestern Senior High School
Miami Southridge Senior High School
Morningside Elementary School
Mrytle Grove Elementary School
Norland Elementary School
Norland Middle School
North County Charter School
North County Elementary School
Northeast Academy Charter
North Miami Middle School
North Miami Senior High School
Opa-Locka Elementary School
Parkway Middle School
Paul Lawrence Dunbar Elementary School
Phyllis Wheatley Elementary School
Redland Middle School
Rosa Parks Community School
Santa Clara Elementary School
School for Applied Technology
Shadowlawn Elementary School
Skyway Elementary School
South Dade Serilor High School
South Miami Senior High School
Thema Crowley Elementary School
Toussaint Louverture Elementary School
Vankara Academy Charter School
West Homestead Elementary School
West Little River Elementary School
West -View Middle School
D-Level
Schools
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
x
X
X
X
X
X
X
F-Level
Schools
X
X
X
Zone
Schools
X
X
X
X
X
X
X
X
X
X
X
X
X
x
X
X
OUT -OF -SCHOOL PROGRAMS
oro
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
➢ Campbell Drive Middle School
Priority will be given for provision of out -of schoolhoursservices and shortened school
es. School
Zone Improvement Schools have extended school
hours; programming in these sites is integral to ensure student success. Programs
operating in or targeting students from
the
edetailed �nformatol �on regarding thegoals Schools should refer to Section V: Attachment
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 servepopulationshe idizedt ed waiting
list for out -of -school programs. It is also the intent to
o 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 21s`
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 3315033125
33126 33127 33130 33135. 33142 33147
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
n rn if. -, Pt,- C r G
Page 11 of 78
3. Children with Disabilities
Inclusion of all children• The Children's Trust ackn � l dges that servicenical providers
ssstance,
families, and the community need ongoing
rnentoring, and consultation to care for and oi removecbtadrrierswn thel community
ties in
programs, to provide services to them, and t
that inhibit the full participation of these children in community life.
Recognizing that children and families with disabilitieseve require
additlorts,andl to services al
and supports, The Children's Trust will provide rams to demonstrate
assistance and will build collaborations that enable programs
inclusiveness.
The Children's Trust expects all (program) services g an aes with do i liplleman t
reasonable accommodations (as required by law)
for their families, whenever possible• special consideration to
In awarding funds, The Children's Trust may give
organizations that include children with disabilities and their
families.
The Children's The following definitions have been adopted by have a
Children with disabilities: Children with disabilities oaretr those who currently
ntllditia or
physical, emotional, developmental, behavioral, delay. These children experience impairment in their snry, o,
9 cognitive, motor, o,
emotional, or behavioral functioning, which requires support,re riate
or accommodation provided by others in order to participate in an age -appropriate
fashion in education, social activity, or physical activity in an approp
environment.
ne
Cnghildren with special needs: Children and their families
as beidefi re ads toat-risk
the
because of factors identified in the scientific late
development ment of difficulties that would likely eventually classify the child with a
disability according to the definition above.
Ref
ill for chiidren with S ecial Needs: The decision on staffing must always be
the provider's decision based on their extensive nw with respondents ge of the hndtheneeds.
event
The Children's Trust reserves the right to negotiatepropose
staffing appears to be either insufficient or excessive for the children they pro p
to serve. Our priority is the safety of the chil for
The following indicators for increased staffing ratios are intended only as a guide
children from ages five to eighteen: ratio is no more
For participants with identified behavioral needs, the suggested
than one behavioral professional to twenty children• support such as routine
For participants which require
moderate
assistancelevels
the suggested ratio is one staff
prompting, supervision and physical
to five children ort requiring total physical
For participants which require intense levels of �o9 uilepin and positioning, due to
assistance including lifting, transferring, eating, ested ratio is one staff to
physical cognitive or behavioral limitations, the sug9
three children,
OUT -OF -SCHOOL PROGRAMS
Page 12 of 78
1
F) Out -Of -School Quality Program Standards developing and
ted to
The Children's Trust seeks service providers arnsthat wi lltassist children and youth
maintaining high quality out -of -school programs
in reaching meaningful outcomes. For this peoThe Trust will contract with an
Provider. The initial goal of the QI
Out -of -School Quality Improvement (QI)
n
Pro
vider will be to establish a comprehensive setf qualit hy standscarn ds
an d anal best
outcomes
for out -of -school programs in Miami -Dade County
es and input from local service providers, Al! fundethe d Out-of-School
uetop -Sc to ofs these
practices
providers are expected to actively participate
Once established, these standards will bedrequiredepandide ndeds for
all
standards.QI Pro
Out -of -School service contracts, and supports to funded programs to ensure ongoing
technical assistance and needed supp projected to take place from
quality services. This design work is curl�mentof revised standards and
approximately March -July of 2005, with imp
outcomes to follow.
formal establishment of local quality standard, Thehildren's the Trust
ast illb e
utUntil the uality standards that have evolved
funding
a combination of q
funding
out -of -school programs. Input for these nizationsired andards has been taken
from the work of several national professional organ
Standards for Quality Care that
• The National AfterSchool Alliance (NAA) publishes
been identified as best practices in out -of -school programming
og�r a5 a basis for school -
age formal
he ears of age, and a1
children and youth 5 to 14 y
accreditation processes (www.naaweb•ar )• Children (NAEYC) has
• The National Association for the EducationStandards and Accreditation
recently revised its well -respected Early Childhood Staserving children from
Performance Criteria, which may be applicable for programs
birth through 8 years of age (www.nae or )•
Coalition's (NYEC) Promising and Effective
• The National Youth Employment
'ces Network has also established Effective Practices
hoCriteria naps part positive youthts
Practices
framework for program improvement for organizations
development with youth 14 to 25 years of age, and includes a form
rams
al
accreditation process for youth employment and development p 9
(www.n ec.or1-0-2net)• crated extended -day enrichment
• Foundations Inc. is an organization that has op programs and provided technical assistance to programs serving primarily
i ram
children from low-income communities,
itha al of has improving
rated a formal Quality
performance and enhancing student achievement,
Assurance System for programs serving Pre -Kindergarten through 12thgrade
(www.foundationsinc,ar )• roviding leadership, knowledge, and
• The Search Institute is focused �O+ Pen, youth, and communities. The framework
resources to promote healthy positive experiences and personal qualities
of 40 Developmental Assets outlines P r Garin and responsible. Although
young people need to grow up healthy 9
Il developed for adolescents, the Developmental Assets have also been
origins y
adapted for early and middle childhood (www.search-institute.or
OUT -OF -SCHOOL PROGRAMS
Page 13 of 78
• Finally, in Australia there is a strong National Childcare Accreditation Council
(NCAC) that has established a Quality
hoo45aurance e childSentem for (www n�ac qov au)utside �ol
Hours Care for programs serving school-age
• systems complement one another nicely and indicate several overlapping
areas central to quality improvement, as noted in the table below illustrating the
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
• Curriculum
• Teaching
• Assessment
• Health
• Teachers
• Families
• Community Partnerships
• Physical Environment
• Leadership and
Management
The Search Institute's
40 Developmental
Assets
(ages birth to 18)
• Support
• Empowerment
• Boundaries and
Expectations
• Constructive Use of Time
• Commitment to Learning
• Positive Values
• Social Competencies
• Positive Identity
NYEC's Effective
Practices Criteria
(ages 14-25)
• Purpose and Activities
• Organization and Quality
Management
• Youth Development
• Workforce Development
• Evidence of Success
NCAC's Quality
Assurance System for
Outside School Hours
Care
• Respect for Children
• Staff Interactions and
Relationships with
Children
• Partnerships with Families
and Community Links
• Programming and
Evaluation
• Play and Development
• Health, Nutrition and Well-
being
• Protective Care and Safety
• Managing to Support
Quality
OUT -OF -SCHOOL PROGRAMS
Pang 14 of 7A
It is the intention of The Trust for all funded providers to move toward achievement
r
of appropriate quality program standards andr self-assessmeon for nte1 and °qua ty
which requires the integration of organizational
e
. Until a
improvement processes, as well as external evaluationthe QI Ppeer rrovide, vwe current
The Chi
formal quality assessment method is estabhsheldren's Trust will be used to
d byOut-of-School Site Monitoring Tool developed by assess program quality (see Section V; Attachment C). The standards and
fand
practices outlined below are re aired for all Out -of -School programs toding on tee
by The Children's Trust. Application of these standards may ro riate to the
characteristics of children and youth served.
•a Practices should be appropriate
as adapted to
developmental and ability levels of children
the particular needs of children and youth with disabilities of various types.
Health Safet and Facilities: youthd are met with
1. Daily nutritional and sustenance needs
drinking water.
healthy food choices and readily
2. Program promotes healthy lifestyles and behaviors among participants and
families. children and
3. Policies and practices create a protective environment that keep
youth safe from harm.
4. In
door and outdoor space is sufficient for all participant ages/abilities and
program activities.
an
Pro
ram Com anents: Effective programs have clear
actin des to a well-understood
them aims
and a coherent, well -organized set of components and
There is a logical relationship between the pro r m's mission and the children
and youth served, goals, oals, outcomes and activity
m
on to
5. Engaging and interactive activities instiiI iritiva iprogram enrol e, foster
retention
creativity, learning and exploration, result
and regular attendance.
ost
7. Enr
ollment outreach efforts focus on reaching the out -of -school vulnerable
children and
youth who would otherwise be on their ude est bushed best practices or
S. Specific programming components
curriculum with evidence or research that indicates effectiveness.
riate flexibility.
9. Daily routines and schedules are established, ualels off allowing
ond youth
10. Programming reflects the languages and cult
served, as well as meet varied styles, abilitiesandinterests.
tailored to
11. Literacy components are woven throughout programming
appropriate age/grade and reading/developmental levels• and tailored to
12. Physical activity and fitness are woven throughout programming
appropriate age/grade and physical/developmental levels.
OUT -OF -SCHOOL PROGRAMS
Page 15 of 78
Human Relationshi s Amon Staff Children ands 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.
Program facilitates positive, respectful interactions among children
youth.
15. youth social skills, ng
16. Program focuses on relations,
edevelopment
ation e commulldren nication,cooperation, and leadership
age -appropriate peer rel ,
skills.
rid
essed
17. The individual needs of children and youth are evaluated children with dre sob lit with
relevant links to community organizations; o
programming ramming is connected to the Individualized Educational Plan (IEP).
18. Children, youth and parents/caregivers express satisfaction with program.
Evidence of Success: tions, services and
19. The program collects information on its current operant strategies► such as
children and youth; and engages in continuous imp re ost-test pefomanae
periodic self -assessment,
satisfaction surveys, p /p
measures.
20. Theprogram establishes measurable outcomes that r o f 5itts goa1esand collects
and communicates solid information about the results
G) Program Activity Components
RE UIRED COMPONENTS:
1. Literacy Components
la s a critical role in academic, social, andpre-
It is recognized that reading p Y
tional development. Therefore, it is the intentof T ecTrildn anfund prn oraa mn
s
that demonstrate a strong
voca literacy component, engaging
manner and
and educational manner. Proposals should demonstrate the
This should includefan
uency
in which literacy will be included as an integral
gwith activities and instruction tailored to
individual evaluation of children and youth, In addition, programs that
the appropriate age and developmental ievels
incorporate a family literacy focus will be viewed positively.
hool rovement Zone
Due to the increased focus in this area within
MDthCPS
schools should not include
schools, programs serving students attending
onents; however, they should continue to promote literacy
structured reading comp activity components
throughout other program components. For example, physical about what
may have children read and summarize game rules or write a journalhated
each week. It should also be noted that Zone schools, DCS as has
no designated
the
they do Improvement particular reading curricula for use in Imp
Resources section of this RFP.
OUT -OF -SCHOOL PROGRAMS
Page 16 of 78
2. physical Activity and Fitness Components
recognizes the dramatic increase in children'salo besith rrates
thr ughout
The Trust 9 act on over
en
the United States, with a.strong negative impact on years, 15% are overweight. In
and youth. Among children and teens ages
ion regular physical activities and fitness are Zce teal inclusion the promotion
f mrotionred
addition, g has
wellness and healthy lifestyles. Tht teamwork and make participation fun.
physical fitness activities that promote
ch
s
Proposals
should demonstrate the manner and frequenf�ct ens poi components illude
l be
included as an integral component. Examples of fun
President's
swimming, dance classes, hip hop aerobics, martial arts classes, a rams,
ra
Challenge programs, pedometer/walking programs, intramural sports programs,
to individually evaluate
and other similar approaches. This should indudep appropriate levels.
children and youth, with activities tailored to the
3. Social Skills Development Components Based on the emphasis on the importance of fostering a e.appropriate peer
g eadership skills among children and
relations, communication, cooperation�cturedi social skills development compone>
Outcome measures for this comp
youth, all programs must include onent are required• proposals should demonstrate
the manne
r and frequency in which social skills development activities
ctua ilesy willlbe
included as an integral component.
sure activities his must are ffectiveinclude p
children and youth to e
4. Family Involvement and Outreach quality and
Family involvement and communication a an enhance program
ameffective lity and
F ychildren and
strategies are and often benefitsachi g full program enrollment, c retaining children
strategies critical for reaching
youth, and ensuring regular attendance, all of which are
akin a meaningful impact. In particular, outreach efforts should foon
cus
onrear programs making youth who would otherwise be must
on reaching the most vulnerable children and in mind that providers
their own during out -of -school times. Please keep
s.
n
ensure ch ildren's safety to and from out -of -school progpraom Proposals shouldtatio is
sthn
e
allowable c expense if a ro provider offersaamily invothis ilvement strategies that will ensure
planned recruitment, enrollment,
effective involvement and outreach.
T. Health and Wellness Components healthydevelopment and
' dren's Trust acknowledges children and youth need daily nutritious meals
The Chit times to ensure and snacks during out -and program ro rams. For
wellness
All children and youth must receive a lunch and snack from summer and
full -day programs, and a snack from after -school chool Snack and partial Sumay mer Food Service
detailed information regarding the After sponsors, se
Programs, including contact information about nutrition programs
Section V: Attachment F.
OUT -OF -SCHOOL PROGRAMS
Page 17 of 78
Additional health -related activities are strongly
en screenings plevioes f alua le
e
health components may include preventive
healtheducation and information, and assistance for families navigating access to health
services and medical homes.
OPTIONAL COMPONENTS
Applicants are encouraged to include one oral more
derQfPrograms alre not expected to
onents in
their proposal, which are listed in alphabets performance
incorporate all of these components. ncluded as pprQprlate, utilized,
measures of effectiveness should
1. Arts Components
Arts activities encourage children and youth
a�dem c peand
rforma Pexpand
In a`ddition,i arts
and have been shown to positively impact a
components often stimulate the interests
f chof iilife�nand Examplestof arts components
, and exposure to
arts and cultural events can improve qualityotter dance, music, theater, graphic
may include painting, drawing, sculpture, pottery,
arts, and the like.
2. Career and Work Preparation
Career and work preparations are particularly ranT�°eser rprograrnserving
components
er
youth in assisting in a smooth transition to adulthood.
on work place etiquette, interviewing skills, resume
may include coaching development, formal internships and appCenticeships, job placement and the like.
In addition, youth entrepreneurial programs
wt h o opportunities
pp b Iding sirt t develop real or
virtual businesses are also a unique approach
se
typically include training in business planning, managing 19 humanbudgeting, customer
material
resources, inventory control, product development,
service, and bookkeeping.
3. Cultural Awareness Activities and awareness
There is a strong value placed on cultural enrichment
lead to ncr asedcc�ultural
vities.
Exploration of cultural differences and similarities can
sensitivity and acceptance, as well as strengthen individual cultural identawareness
components may take various forms, including
program about particular countries or cultures, exploration of participant cultural identity,
and cultural diversity training. Activities may include df anal reading and learning,
storytelling, cooking, arts and crafts, music, dance,
4. Experiential Education through Adventure in which educators
Experiential education includes a philosophy
direct experience lology and focused reflection to
purposefully engage with learnersvalues. Program components
increase knowledge, develop skills and clarify
typically focus on character development through
hi improving
foelf-er teem,rsd serf -
reliance, leadership skills, ability to work within a team,
for the environment.
OUT -OF -SCHOOL PROGRAMS
DPP it,nnc_nA
Page 18 of 78
5. Field Trip Experiences children the opportunity
Field trips can increase engagement in programs and give
eriences
to experience
new educational, cultural and environmental
e l p selected, b slddtrip
sites and experiences should
dof the partfciulaa out-urposefueof-school drool program•
the overall goals and objectives
6. Technology Training and Access octant for all
children and youth g
opportunities for using current technologies are important
Training and oPP irn
rowing up in the current era. Program technology
may includ
e access to electronic mail communication�l;�t nr boards, a online multi-media
ourses,
tools, local and wide area networks,technology tools and applications.
and training experiences using
7. Violence Reduction/Prevention Programs Components focused on violence reduction (e.g., crime and gang prevention} may
r schoo
whe
relevant to programs operating in neighborhoods
h can oit from lviolenre
e
violence is a problem, however, a
ve, ll children and yout
rams, conflict resolution training)• A
prevention programs (e.g., anti -bullying programs,
of activities and approaches may fit within Mild area, and youth.common focus
onreli violence in the lives of
eliminating and reducing
S. Water Safety Components onent, especially important within
One critically important health and safety comp
that includes swimming or other
is water safety. Any program ramr
Miami -Dade County, component. Other programs
water -related encouragedeactivities include education forrchildren and youth on water safety as
are also to i
part of a health and wellness component.
RECOMMENDED HOURS OF PROGRAMMING and ensure that
The hours of operation must meet the needs of working parents ch+ldrprovide
en are safe from harm and not left unsupervised. In an effort to P 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.
i
OUT -OF -SCHOOL PROGRAMS
Page 19 of 78
H) Program Evaluation Outcomes � Program Quality Standards and
As a part of the process of incorporating the 2 proposed programs must include
Program Activity Components described above, p ested that programs focus
comprehensive Program Evaluation Otbreast Ibas ds g°n the pr°gram's mission,
their evaluation in one or more primary
children and youth served, goals, and activities. Common areas of focus in
out -of -
school Evaluation Outcomes include:
1.Improved health and well-being
2.Increased academic achievement
4 Jmprove d involvement ss to career and work preparation
4.Improved access
5. Enhanced life skills
Not all programs can or should address all of thetoutcome rtopics, and some may
listed above.
Programs may concentrate on one or two
f outcomes. Funded programs will have
choose to focus on other equally compelling
identified measurable outcomes that are,related to their focus area(s). with
clearly radices associated
Listed below are some of the common outcomes and best p
the focus areas listed above.
1. Goal: Improved health and well-being
Improved physical fitness; decreased obesity; reduced
a) Sample Outcomes: Imp stress; decreased involvement in risky behaviors; improved academic
achievement; improved mental health; increased school involvement.
b) Best Practices: Organized sports/athletics programs; healthy
on
education and choices are offered; academic
toachievement/enrichment tic
programs; healthy lifestyles education; me 9
counseling.
2. Goal: Increased academic achievement school
Sample Outcomes: improved grades; better test scores; improved
a) Samp attendance; reduced drop-
out rates; increased high school graduation;
increased college attendance and graduation.
constructive evelearning
b) Best Practices: Academic achievement programs;
activities; cultural activities; community -based youth
ute development
learning;
programs; consistent adult guidanCe and support;ro project -based learning;
mentoring; tutoring; asset -based programming; p ]
formal after -school programs; extracurricular activities.
3. Goal: Decreased involvement in risky
behaviors
a)Sample Outcomes: Decreased incidences sexual ity and d enug and
pregnancy; reduced delinquency and co
alcohol abuse;
less likelihood of making unhealthy choices such as violence
and smoking; fewer juvenile arrests and felonies.
OUT -OF -SCHOOL PROGRAMS
Page 20 of 78
b) Best Practices: Service learning; life skills training; consistent adult
guidance and support; training or coaching in thinking skills; community -
based mentoring; asset -based programming; extracurricular activities;
cultural after -school activities; access to vocational arenas, therapeutic
counseling, and academic enrichment after school; skills development
programs; after -school activities such as volunteer work, sports, and
spending more time on homework.
4. Goal: Increased access to career and work preparation
a) Sample Outcomes: Higher career aspirations; positive increases in career
exploration knowledge; increased likelihood of choosing positive paths;
improved proficiency in skills requiring leadership and teamwork; improved
knowledge of appropriate work habits.
b) Best Practices: Community -based youth development programs; consistent
adult guidance and support; asset -based programming; formal after -school
programs; service learning.
5. Goal: Enhanced life skills
a) Sample Outcomes: Increased number of positive peer relationships;
decreased number of classroom conflicts and confrontations; improved
written and verbal communication skills; increased understanding and
acceptance of cultural differences; increased interest and success in filling
leadership roles.
b) Best Practices: Social competency skills curricula; stress management
workshops, problem -solving activities; stable relationships with caring
adults; service -learning and community service opportunities; organized
after -school programs; cultural activities.
I) Screening Requirements
All staff and volunteers working in a program funded by The Children's Trust must
comply with state backgroundasllowable and,requesteding and f fingerprinting ds requirements.
reflect these
costs for these screenings are
expenses.
Contracted providers must maintain staff personnel files that contain results of
background screening results indicating no findings. It is the responsibility of the
provider's management to know the laws governing their program and be sure the
program is in compliance. See Florida Statutes Chapter 435 for additional
background screening information. The screening must include all of the following:
a) Notarized Affidavit of Good Moral Character
b) Employment history check for the past two years
c) Local Criminal Records Check - indicating no findings
d) Federal Criminal Records Check - indicating no findings (If results have not
been received, then proof of submission must be on file.)
OUT -OF -SCHOOL PROGRAMS
RFP #7C105-06
Page 21 of 78
Local background screening should be accomplished through one of the following
at
avenues: of Lawenforcement (FDLE)
• Florida Department
w.fdle.state.fl.us. Click on the "Backgrodulsd required for a and" tab online
follow
the ' ww of $23 by credit car
the instructions. A payment 571-30QQ.
background check.
• Miami -Dade- Police Department,
2917 Biscayne Blvd, Miami, FL. t305
Cost: $5.00. Documents needed: Florida Identification. Hours: 8:30 a.m. -
3:30 p.m. Miami, FL.
401 N der d only). oo*Only S-807, for DCF
• Department of Children &Families, oney or
(305) 377-7682. Cost: $
contracted agencies. may be accomplished through:
Federal background 850d screening
10 5324, Cost: $47 (employee), $36 (volunteer)
• VECHS Program,
3) Eligible Respondents
governmental entities, not for profit or for -profit organizations
Applicants may be,.
or qualified to do business in the State of Florida
isrfaith based
prohibited by
incorporated Q regulation. The Ch bited
organizations exempted from ithaprograms
e state from contracting that are under the exclusive jurisdiction
th stem. However, collaboration and/or use of s ho the �urree►t
of the public school sy organizations
byprivate or not -for -profit entities aruorgaaance ofdmtultiple org RFP.
reference may be given to a coalition based on the Out -Of -School
RFP, p
that will strengthen the knowledge and expertise
OUT -OF -SCHOOL PROGRAMS
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 Temple Israel, 137 NE 19th Street
Mandatory letter of intent received online
by 5 p.m.
Application Training (same training offered
again on Feb. 24)
Budget Training
Last day to submit questions
Application Training (repeat of training
offered on Feb. 15)
Publication of responses to formal questions
on website
Publication of final addenda (if any) to RFP
and final responses to questions 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 p.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)
Monday, April 11, 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 RFP. At the bidders conference, a
calendar of training events with specific details (e.g., speakers, dates, times, locations) will
be distributed and posted on the Trust webslte (www.thechildrenstrust.orq).
B) Mandatory Letter of Intent
A mandatory letter of intent must be submitted online by Tuesday, February 15,
2005, at 5 p.m. in order for an applicant to be considered for funding. The Letter
of Intent to Submit Grant Application must be submitted in the online format,
which is available at http://www.thechildrenstrust.orq/RFPLetterofintent.asp. The
letter of intent should indicate whether the application is for continuation, or new
funding (see Section I: B on page 4) and include 50 words or less on the kinds of
collaborations each applicant is seeking and what each applicant can offer. This is
a fatal flaw. Applications received without the letter of intent will not be
reviewed.
OUT -OF -SCHOOL PROGRAMS Page 23 of 78
L?FP #t7nn5-06
C) Bidders Conference but interested applicants
rout n r opportunity for
Attendance at the bidders
conference . The conference yp Qr technical
are strongly encouraged top ro rammatic
organizations to seek clarification about any Itp ago provides networking
requirements referenced in the solicitation.ro osal. It is the onl
opportunities for receive verbal
lhich could strengthen a instructions or verbal information regarding ke
the
oerviCe to receive r e , contractual expectations and other critics
tservices to be procured,
requirements. All questions addressed at this rs�bidders registand ered conference willbe
the
add delivery r in and distributed to all persons who 9
RFP. en in thesewrit
written answers are binding on The
ZOQ�iIdren's Trust. from 9 to 11 a.m.,
The
RFP. OnlyFebruary 1 ,
conference T will be Israel, u13 conducted
19on hStreet , Miami, Florida, 33132.
(EST), at Temple
Note: See Application Timetable/Important Dates in Section III: A.
D) Terms of Agreement representations made in the
The applicant must certify that all facts, figures, and rep taro a written
are true and correct (See Official Certifications located on page 4 of
the Grant s} It is required that the applicantscontractedrn
the Grant Application forms}, professional consultants,
commitment from each organization, their agreement to participate in
employees, and Project director acknowledging application. The funds
this grant and this commitment be included planthgovelrnment or tax funds that
requested in this application(s) may ro ect s The
uses set forth in this p ] { ).
would d in thise grant used fot the pure of the must be authorized by
in must be a true estimate iication( }oust neededto operate
requestedThe filing of this pp
the proposed program(s)•
of directors or officers of the administrative services authorized to aact t as
ent,
the boardheg application mustAll
and the contact person submitting the app •lication(s).
the representative of the agency in connection with this app
p application must be true and accurate.
representations and work contained i lga any misrepresentation or fake
Applicant understands and agreesdisqualify the applicant e
The AppProposal will disq fY response
statement in response to this Request for substantial change after the rasp
render any response as non -responsive. Any award will
is submittedid, renderapplicant
the application as non -responsive and any grantro oral is
l
contained
he
be void. Lastly, the applicant attests that all ework represented, within nd than not been
thea unique and original in anyct of wayfrom another agency's work product.
plagiarized or duplicated2006, with the
2005 through May 31,thewith tioe
The initial contract ew be effective June 1, years,based on satisfactory
option of annual renewals, at the election of
oTthree Trust, up a viable
P for a period of up
of the contract,period and proven ability to continue as
contract
performance, quality during this prior
entity. Contract amounts will be negotiated and approved
execution.
OUT -OF -SCHOOL PROGRAMS
Page 24 of 78
Contract award and execution of the award is contingent
ntof p°ograrnavailability
a d
funding, outcome achievement, and successful
budgetary issues.
Unsatisfactory performance as determined by The Trust staff will result in corrective
action up to and including termination of the contract if non-compliance persists.
The Children's Trust Core Contract, is included in the RFP download of this
document. The terms and conditions are not neaotiable and are subject to
change prior to the execution of the contr��tSterSubmslssion of a and conditions. osThe core
al by an
organization shall constitute acceptance of those
contract cannot be accessed until the RFP detail and download information have
been completed. A core contract modified for governmental ntite n I ties is v ilable
upon request. All potential applicants should ensure appropriate
review of the terms and condition prior to tcontract may be submit
amendedproposal
to include
Children's Trust funding. The terms of the
requirements mandated by a funding source other to than
t these mandatory terms shall
participates in funding the program. Failureaccept
be grounds for not awarding the contract or terminating the contract.
E) Late Proposals and Modifications
Proposals for continuation funding must
s he a sue bmitted
te teand bm ty ime ateh ,and 2005,l
2:00 p.m. (EST). Proposal submitted after
l
not be considered for funding under this RFP.Proposals
l Pror new oposals op sals submitted aftet
be submitted by March 14, 2005, 2:00p.m.
r
the due date and time are late and will noaEials receivedconsiered fafter the respectiveor funing under this
RFP. Modifications or supplementary mt
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 of Applicant's Location or Contact Information
It is the responsibility of the entity to update The Children's l Trust con cont ct onceriany
changes such as new address, telephone number,
,
person. Updates can be made through The Children's Trust website at
www.thechildrenstrust.orq.
G) Pre -Selection Site Visits
The Children's Trust reserves the right, at its
uunder thiseRi=Pon
site visit to any organization that is being considered for funding
Generally site visits may be expected for applicants that are not currently receiving
funding from The Trust.
OUT -OF -SCHOOL PROGRAMS
RFP #2005-06
Page 25 of 78
H) RFP Postponement or Cancellation
If for any reason funds are no longer available to support any or all parts of the
programs listed in this RFP, The Children's Trust reserves the right to postpone or
cancel this RFP at any time. The Trust may, at its sole and absolute discretion,
reject any and all, or parts of any and all proposals, re -advertise this RFP,
postpone or cancel this RFP process, or waive any irregularities in the RFP or in
the proposals received as a result of this RFP.
I) Joint Proposals
When multiple applicants submit a joint proposal(s) in response to the Request for
Proposal, a single applicant shall be identified as the Prime Vendor/Lead Agency. If
offering a joint proposal, the Prime Vendor/Lead Agency must include the name
and address of all parties of the joint proposal. The Prime Vendor/Lead Agency
shall provide all bonding and insurance requirements, execute any contract(s),
complete the required documentation and have overall and complete accountability
to resolve any dispute arising under the contract. Only a single contract with one
applicant shall be acceptable. Prime Vendor/Lead Agency responsibilities shall
include, but not be limited to, the following: overall contract administration,
oversight of preparation of reports and presentations, filing of any protest actions,
etc. The Prime Vendor/Lead Agency shall also prepare and present a consolidated
invoice(s) for services performed. The Prime Vendor/Lead Agency shall remain
responsible for performing services associated with response to this Request for
Proposal.
In the event that similar or complimentary service approaches are proposed by different
applicants, especially if to serve the same neighborhood or population, The Children's Trust
reserves the right to negotiate collaborative partnerships as determined to be in the best
interests of the children to be served.
J) Collaboration
The Children's Trust is mandated to assist with coordination of the provision and
delivery of children's services in Miami -Dade County. Therefore, in order to
maximize funding dollars, interested applicants are strongly encouraged to form
clearly defined, meaningful, collaborative relationships with parents, youth, and
community residents; other community agencies and businesses; and providers
that are directly involved in delivering services for children, youth, and families.
This includes, but is not limited to, collaboration with the Early Learning Coalition of
Miami -Dade, Florida Department of Children and Families, Miami -Dade County
Public Schools, Miami -Dade County, the Miami -Dade County Health Department,
the Florida Department of Juvenile Justice, the faith community, health care
providers, parent -teacher organizations, housing and legal services, workforce
services, and colleges and universities.
OUT -OF -SCHOOL PROGRAMS
nrn .47nnc_nti
Page 26 of 78
Additionally, providers are asked to cooperate with Switchboard
is Miami, Ioperatioc.
lreferral
Once the Switchboard of Miami information ram and agency information.
providers are expected to communicate updated prop
A program information form is located in Section V: Attachments E, on pffigg7g•
K) Fiscal Soundness
The Children's Trust seeks to fund projects that it can expeect eoperate 9 sein a scaIly
sound manner. In addition, theAgency's relevant
r'�ncluding previous funding,
rvices
similar to those currently being proposed requested,
monitoring reports, work with the proposed participants and/of or neighthebo cy'sd, and
cultural competence for providing services. Attach acopy
ost
recent financial audit completed by a CPA registeredaccepted
toed t d sinaccuni in
thepState
of
Florida and conducted in accordance with generally P
s.
For smaller agencies that have an annual budget of less
d thanan al300,0n00 may include
t
a copy of their most recent reviewed or comp
completed by a CPA licensed in Florida.
The Trust will review fiscal solvency utilizing
a three -prong ratio test based on
audited financial statement for larger agencies ando plied fi a fo amol reat meat for
R
the smaller agencies. See Section IV: C, Proposal g.
L) Required Insurance
The Children's Trust requires that all providers applying for funding have the
appropriate insurance coverage. The minimum elimtl iability per occurrence Insurance
for vb d�Y
is $500,000 including coverage for combinedsingle
injuryand property damage. The minimum coverage
rage for
riWorkers' Compensation
p nsa ion
Insurance is $500,000 for employees requiredby
he
400 400 covering all - owned, non -owned
minimum coverage for Automobile is �1► ► occurrence for bodily injury and
and hired vehicles for a combined single limit per
property damage, if transporting children. The Children's Trust must be named as
pro p
an additional insured if funded.
M) Leveraged Resources lead
The Trust will provide preference for proposals that n leverage
Trust-fes unded projy ect.
any
agency, and/or other partners involved in a
Leveraged resources can be provided as cash or in-kind
c year ibut on.to These
tse
resources must be utilized during the official grantproject
ram and must relate directly to the specific grant aprogram kind and not
ocontrt overall
program,
More information about cash
cost of the agency,
provided in Section IV: B Budget Instructions.
OUT -OF -SCHOOL PROGRAMS
RFP #Inns-ob
Page 27 of 78
N) Method of Payment
This will be a cost reimbursement contract, based on the units of service defined in
the contract. The Trust will make payment to the contracted providers based on
actual costs derived from Provider invoices reflecting services delivered in
accordance with the signed agreement and approved budget with the Provider.
Units of service will be monitored quarterly and the Contract adjusted in the third
and fourth quarter if units are below contract requirements. Payment is contingent
upon submittal of complete and accurate data in accordance with The Trust
requirements including invoice submittal, submittal of programmatic data reporting
requirements and program reports.
0) Cone of Silence
Applicants are advised that The Children's Trust is subject to a "Cone of Silence"
and "Conflict of Interest" policy. The Cone of Silence may be obtained upon
request to the Clerk of the Board, The Children's Trust.
The Cone of Silence is a prohibition on certain communications between certain
persons during a competitive solicitation process.
Commencement/Termination. The Cone of Silence begins at the time of
advertisement of the RFP or bid and ends when the Chief Executive Officer makes
his or her written recommendation to The Children's Trust board. However, if The
Children's Trust board refers the recommendation back to the Chief Executive
Officer for further review, the Cone of Silence is re -imposed until such time as the
Chief Executive Officer makes a subsequent recommendation.
Allowable Communications,
1. Communications in writing at any time with any Trust employee, official or
member of The Trust unless specifically prohibited by the applicable
Invitation to Negotiate, RFQ or bid documents. The author of the written
communication must fle a copy of the written communication with the
Clerk of the Board.
2. Communications between any person and the procurement agent or
contracting officer responsible for administering the procurement process
for such Invitation to Negotiate, RFQ or bid, provided such communication
is limited to matters of process or procedure already contained in the
corresponding solicitation document.
3. Communications between procurement agent or contracting officer (or
their designated secretarial/clerical staff) and a member of the selection
committee provided such ra� d communicationin the corresponding sol c solicitation
and procedure already co
document.
4. Duly noticed site visits or public meetings.
5. Oral communications at the bidders conference.
6. Oral communications requested by review committees.
OUT -OF -SCHOOL PROGRAMS
RFP #2005-06
Page 28 of 78
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 performing market research provided all
communications related thereto are made in writing or at a duly noticed
public meeting.
Restricted Communications. Once the Cone of Silence is imposed, the following
persons may not communicate with one another with regard to a particular
Invitation to Negotiate, RFQ or bid:
1. Potential bidders, vendors, service providers, lobbyists and consultants
cannot communicate with: a) The Trust's professional staff, the Chief
Executive Officer and his/her staff; b) Trust board members; and c)
selection committee members.
2. The Trust board members cannot
communicate with: a) b) potential
professional
staff, vendors, service providers, lobbyists and consultants;
staff, the Chief Executive Officer and his/her staff; and c) selection
committee members.
3. Professional staff, the Chief Executive Officer and his/her staff cannot
communicate with: a) potential bidders, vendors, service providers,
lobbyists and consultants; b) Trust board members; and c) selection
committee members.
4. Selection committee members cannot communicate with: a) potential
bidders, vendors, serC�l�f Executive Offb erproviders, 'sts and and
bis/herconsultants;
and b))
professional staff, the
Trust board members.
5. Exception. If a Board member declares in writing that he or she shall not
participate in the review of the applications submitted in response to the
competitive solicitation and shall abstain from v voting
hen on
the
ea applications
d member
when they come before the Board for approval,
shall be able to communicate with the following persons/entities, and
these persons/entities shall be able to communicate with the Board
member: potential bidders, vendors, service providers, lobbyists and
consultants. The Board member must submit his/her written declaration
to the Clerk of the Board of the Trust prior to the imposition of the Cone
of Silence.
6. If a person begins to communicate about a competitive solicitation with
another person with whom communication is prohibited, that second
person is not in violation of the Cone of Silence if he/she advises that the
Cone of Silence is in effect and terminates the conversation.
OUT -OF -SCHOOL PROGRAMS
�r .,n" nc
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 atowowagtency whoeisl also and
applicants must disclose the name of any officer,ants must
employee of The Trust or a member of its Boardror emsrectorsloyee whoAll
ow napps,cdirectly or
disclose the name of any Trust Board member
or any of its branches. Such
indirectly, any interest in the applicant's
disclosure must be submitted to the President/CEO of The Children's Trust no later
than the proposal deadline.
Q) Inquiries About the Application
l
Verbal inquiries regarding the substance
the Thursday,tion process February 10,21pp51y be
permitted during the bidders conference on
Written questions may be submitted through uesde y, February 22, 2005, at 12:00
p.m. (EST). Written questions will be acceptedby
su to
oft thechildrensrust.or , through The Children's Trust website,
www.thechildrenstrust.or , 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 fu�lanswered, ch will �� posted on the
ssible, at
that time. Answers to questions that need
website along with the questions answered duringllthe be accepted.
bidders conference. After
the close of the conference, no verbal inquiries
A response to ail written questions will be
sent he Trust o all who s b itmit at questions by
Friday, February 25, 2005 and also posted
www.thechlldrenstrust.or
R) Selection Criteria
AN applications will be rated and scored accordin di to ThenCh Idren's Trust members
iform set of criteria
detailed in the RFP. The Evaluation Team,
and issue experts, will score each application that passes the critical. criteria review
and determine rank -order for ail qualified applications.
Critical Note: The highest-ranking numericbal e considered os 9n include but are not
t assure a funding
recommendation. Other factors which may
limited to: past performance of individual1, costs Ifor services;) arrayservices;
services;
proposed unduplicated number of r or financial viability and
location of services; relevant experience and qualifications;
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 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
.,nnr nc
Page 31 of 78
U) Trade Secret and Confidential Materials
If the application includes material which is deemed l exempt from nea�ro�Isionsed by
of
Section 812.081, FS) or other confidential ma
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, a otesher
space
confidential materials contained on pages (list applicable P 9
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 rto
tohesee xtent or di psrove ided then the
contract. This restriction does not limit The T 9
information designated as trade secrets or confidential which is obtained from
another source.
Any exemption claimed will be limited to the pertinent data/documents he dontust
sry,
be supported by a statutory exemption. Notwithstandinganything
nothing contained in the application shall be deemed or interpreted to restrict or
prevent The Trust from complying with the disclosure ed quarements of t trade secret Chapter 119,
Florida Statutes, when material is incorrectly identified
the applicant se revenants not
confidential information. By submitting an application,under Chapter
119,to Florida Statutes, or The Trust and waives onnection withany claim nst The Trust or as a result of any disclosures by The
Trust in connection herewith.
V) Pre -Contract Agreement Expenses
Any and all expenses involved in the preparation and submission of proposals or
any work performed in connection with development
ll and
d madesub f it asionny effort of proposals
shall be borne by the applicant(s). No payment
required of or assumed by the applicant(s) prior to commencement of work as
defined by a fully executed contract.
W) Program Monitoring/Evaluation
Monitoring of the program contracted through hiscm of social stive iery on cewill
joint
be
conducted by The Trust staff. However, as a supporter
monitoring initiatives, The Trust monitoring may be cMiami-County government
ucted in collaboration with
other funding bodies such as the State of Florida,
Miami -Dade County Public Schools, the United Way and others, with the intent to
reduce duplication and promote cooperation.
of the program(s) am(s) may be r eq large contract awards, at he
ed•
Trust discretion, a formal, external evaluate
At the time of contract negotiation, The Trust staff will confirm acceptable
performance outcome measures.
OUT -OF -SCHOOL PROGRAMS
Page 32 of 78
The Provider shall submit monthly and quarterly reports by the 10th 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
ID MD 11'nns-n6
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
(i.e., 10-point) may be used in completing the landscape tables if needed.
• All responses must not exceed maximum specified page or word limits when
applicable. The Children's Trust reserves the right to discard responses that
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 the RFP download in a printable PDF
format, as well as an Excel document, at the following Zink:
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
��....r.r of
Page 34 of 78
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
Collaborative Letters of Agreement, Memoranda of Understanding, if applicable
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
Certification form (See Section V: Attachment 1, page 78) — The certification
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 Children's Trust reserves the right to withdraw
any contract award with agencies that are unable to meet minimum fiscal
standards.
OUT -OF -SCHOOL PROGRAMS
Page 35 of 78
2. Proposal Submission
A lication Forms and Su ortin Documents:
Applicants must submit one 1 bound on • final of each an electronnc co on
bound co ies for a total of seven 7 ro osa s and 3 ring
a CD ROM in a sealed envelo a or container. Binder clips,saples, bound so
binders are NOT acceptable. The proposal must be permanently, that allow the
cannot be separated. Comb, coil, and wire binding
that pages Veto or ACCO binding are
proposal to lay flat when open are preferred. However, page ofb the Cover
also acceptable. The cover should be transpf arent
oposal muste stbe on a CD ROM.
Sheet is visible. The electronic version
Floppy diskettes are not acceptable.
Applicants must submit a total of two(2) Fiscal Polic Materials: bound sets of fiscal/policy materials
- included in the sealed enVelOpe or
container
d 3-ring binders Application Forms and
are not acceptable.
Supporting Documents. Binder clips, staples, anbound so that pages cannot
The materials must be permanently, firmly
d wire binding that allow the proposal to lay flat when
separated. Comb, Coil, an
open are preferred. However, Velo or ACCO bindings are also acceptable.
t
ceiv
Proposals
for continuation or enhancement funding Miami, ridbe re 3ved7ton The
Children's Trust, 4500 Biscayne Boulevard, Suite 201., r
r
.Op m. EST March 1 2005. ProposaiS for new funding
ding must be
before 2. EST
received at the same address on or before 2:00 •m•e-mail.
be sent by US Mail (certified mail with reetum d receiptor fort proof of
Proposals may not b
mailing), courier, or hand -delivered. Proposals may
Proposals rec
eived at the offices of The Children's Trust after the above stated
deadlines will not be accepted.
Each original and copy of the applicaton should have they name
ue ely frr ae agency,
on each
program Warne, and the designation "original"or cop
outside cover.
Is and all copies should then be securely sealed inan
Spool peo r other
The originals "Application for Funding fo
container and clearly labeled "qPP � agency en on the front.
with the individual program name and submitting a g
OUT -OF -SCHOOL PROGRAMS
Paae 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 purpose of the
The Agency and Program Budget should be completed
offirst.
the ent re funpfof the
Agency and Program Budget is to ps�u des s �n summary
Section 8--all other
Agency broken down by funding
rmation
portions in Sections A and C will be autom Sectlilon Billed
containsdfour (4)on ocolumns
entered on the Cover Pages and in Section
B. that should be completed as follows:
• Source of Fundin Enter each funding source, including
n lu Eight all
cmajor o iesn iif fund ties frrn
ives grant funds or sure
which the Agency
• The Children's Trust Re uested Grant Amounthis Pro ram: Enter the
sources are specified, as follows: for
amount of funds requested for the proposed program.
• Child Develo meet Services Funds: Enter the amount of funds received for
delivery of subsidized childcare services.
• Miami -Dade Count 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.
Stateran
Gts: Specify the Department or source within the State that provides
• the grant funds. Specify the organization or source that
▪ Foundations Charitable Funds: Sp fY
provides the grant funds. the source of any additional revenues. If
• Cash Fees Other Revenue: Specify the amount and funding period
this is an ongoing source of revenue, provide
equivalent to one year. portion
• In -Kind Contributions: Specify the source
of
the contributions.
they must beclearly
of these contributions will support the proposed
detailed in the budget narrative.
OUT -OF -SCHOOL PROGRAMS
Page 37 of 78
• Fundin Grant Period: Enter the grant period, including start and end dates, for
each grant listed. the
• Pro ram Bud et: If any part of each grant listed will be used to support
proposed program, enter that amount under theProgram each grant Budget. This may
include the total grant amount or only a portAgency receives from each grant
• A eg nc _gy_ udc�et: Enter the entire amount the pgroposed program.
listed, including funds to be used to support
2. Budget Summary for Proposed Program including funds
This section relates ONLY toeTrust�tfundsthe
frompotherpsou gramrces, and matching
requested from The Children's
funds.
Re uested Fundin The amount the Agency is requesting from The Children s
Trust.s
er Fundin. Re nested or Received: The amount therAgency receive
pr. l3oe r has
received from other funding
•th to support the proposed
ur
to label each column heading with the name of the specific funding source in the
blue shaded area.
Matchin Funds: Matching funds may be Cash or In-kind
that acibutions, and re part of the include
oveall
non-federal cash dollars and/or donated a�ernT� items/services
considered Match Funds, the
cost of operating the proposed prog year and must
contribution must take place during eheroposeded grantnprogram, mrather than the
relate directly to the delivery p
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
as well as
and
submitted in the Supporting Documents section of the grant
kept on file for audit purposes. applicant
t.Cash Match contributions require that actual cash funds come from Acceptable he ah Match
or other parties to help manage the proposed
program.
includes: client fees, cash from another source,party payments
(excluding Medicaid) that directly supportproposed program.
2.In-kind Match contributions include items or services for which the Agency doeslies,
not have to pay, such as a non -monetary donations
of od from organization(s)
suppnes}
space, staff time, etc. Such donations must be other than the applicant agency, and must be used to support the proposed
program. Acceptable In -kind Match includes: equipment, supplies, other tangible
administrative overhead, and the use of space that
resources}, staff, volunteers,
would otherwise have to be purchased from grant funds.
Sala
ries: Complete this section for all staff directly involved �rnec thattrying direct y
t the
proposed program, including the _administrative personnel related to administering the proposed program. List full-time employees and part-
Y
ees under the appropriate heading. Enter the position title, name, and
time employ
OUT-OF-SCHOOL PROGRAMS
Page 35 of 78
e, enter
annual salary in the blue shaded area. If the name rsego stingil� from The TrBst to
A as
the name. Then enter the percent the Agency
su ort each position, as well as the percents paid by ther funalds g sourcent salard
matching funds, if applicable. licable. The amount column
and y
amount columns will be automatically calculated.
Jobtion scriptions for each position
should be attached in the Supporting Documents
rin a Benefits: This section represents total fringbenefit atostse or forriountffdi each
ly
involved with the proposed program. Enter the percentageThamounts for each column
blue shaded line item under fringe benefit category•
and totals will be automatically calculated. Categories include the
following:
current rate of
• FICA/MICA: This rate is set by the Internal Revenue Service
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
f insurance t of the program,
that if somstaff
account for thnot have isvariation. urance coverage
this amountper staff. Note that if
• Life Insurance: Enter henmonthly
°ancle coverage for nyinsurance
part of the program, this
some staff do not have
amount should account for this variation.
• Re
tirement: Enter the Agency rate for retirement benefits. The rationale and
calculations of the amounts must be included in the budget justification. y the Agency for the.
• Other: Enter any additional fringe benefits offered
te mddisabiiity, or the like. The
program staff, such as short term disability, long
rationale and calculations of the amounts must be included in the budget
justification.
0 eratin Ex eases: This section should include all expen Enter associatedawith cost
the
proposed program that are not salary/fringe ben
efits. necessary for the provision of services in the blUe shaded
support for eac line item
the
Then enter the percent the Agency is r support, from matching funds, if
topercent other funding source(s) will
appli
cable. The amount column and Total percent and amount columns will be
automatically calculated.
order to ensure programs are high quality, easily accessible, and able to meet
In the following costs will be allowable:
electronic reporting requirements, s and equipment, participant transportation (with
strongprogra
mming materials, tialt no otherappropriateforms of transportation are available),
justification that
computer technology equipment, Lead Agency administrative expenses.
•Travel other than clients : Enter annual cost for staff travel necessary to
OUT -OF -SCHOOL PROGRAMS
Page 39 of 78
provide proposed services, between sites, or for training directly relevant to
program services. Use the current state reimbursement rate to calculate travel
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 County
Public School -approved companies. A current list of approved companies is
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 of meals provided to participants as part
of the proposed program. Costs of meals may be in the form of snacks and/or
full meals for full -day programs.
• Lease/Rent: Enter the annual cost for all budgeted
space
ocb. eused
If uby th
e
program and the percentage allocation for ea g eou
ities,
janitorial supplies, or any other costs are included in the lease/rent agreement, it
should be stated in the budget justification. If the space in a building is allocated
to more than one program, the basis and method used to distribute the cost
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
llocation�dlf he frequency
cost allot t onthe
pianactivity,
not
e cost of each
occurrence, and the a like that of the
space lease/rent, a detailed justification for the variance must be provided.
• Electricity: Enter the annual cost and the percentage thatofallocationlease/rent,
space �
g
source. If the cost allocation plan is not
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
thosedirect
phane c Ilsservices
identified personnel
identified in the Salaries section.Only costs for
program related will be allowed.
• Office Supplies: Enter the annual cost of these supplies and the percentage
allocation for each funding source. This line item should not include funds to
OUT -OF -SCHOOL PROGRAMS Page 40 of 78
PPP #2nn5-O6
purchase equipment.
Su lies: Enter the annual cost of supplies that will be used by the
• Pro a ram�— program participants and the percentage allocation for each funding source. This
line item should not include funds to purchase equipment.
and reproduction and
• Printin Re roduction: Enter the annual cost forprinting
the percentage allocation for each funding
source. These costs must be directly
applicable to program service delivery and consumed within one year.
participants
• Snippy Posta e: Enter the ann to! cost othera send correspondence to
agencies and institutions and the
and on behalf of participants
Pts
percentage allocation for each funding source.
• Non-ca ital E ui meet < 750 : Non -capital expenditures are individual items
purchased for less than $750. List each item to be purchased with its respective
cost and percentage allocation for each funding source.
tolf the cost is distribute theallocated
more than one program, must
the basis and method
ustificatian should include
be reasonable and properly
documented. The budget J
a description of each item, the purpose of the item, and cost dp rual unit.
itempurchased
• Ga eta! E ui ment > 750 : Capital expenditures tete than) one year. All capital
for $750 or more with a life expectancyof The
equipment purchased with - The Children' Trust
expensefunds . If the cost srtallocated
q
Trust. Purchase of vehicles is not an allowable
to more than one program, the basis and method used to distribute the cost
properly documented. Inventory records must be
must be reasonable and p P Y
maintained on each capital outlay item. The budget justification should include a
per unit.
description of each item, the Purpose of the item, consultants and instructors
• Professional Services: These include the services
ofcons
st
agY
ed b the Agency to interact directly with participants,
train
itant program
enter ahe
n
and/or provide program evaluation services. List each caallocation for each
annual cost for providing the services and the percentage
The budget justification should include a description of the
funding source.
services and number of days/ hours to be provided over what time period, as well
the
A
nt
agre
ment
as the specific deliverables to be produced for DO uments sectiolna f the egrant
letter must be included in the Supporting the
application outlining the specific commitment of each consultant o program.
h the
PP
• Other: This section should be oC used
specifically other
coveredcosts
in associatedthe other budget
proposed program that are p background screening), the an
categories. List a general description (e.g.,
cost, and the percentage allocation for each f aldoverhead expense that does not
Administrative Indirect Casts: This is a genet
to directly operating the proposed program. Indirect submit verification exceed then
apply Applicants mustgrant
percent (10%) of the total budget. ApDocuments section of the
Agency's indirect cost rate in the Supportingerate the proposed program (e.g.,
application. Administrative costs required requ�ed data entry, program reports,
an administrative assistant to manage
ni IT -OF -SCHOOL PROGRAMS
Pace 41 of 78
er,
and/or documentation) should be not be incedrridsentthis
itn of the budget t these
and fully
should be included in the appropriate line
described in the budget justification. There is no specific
cific limit
estimate seot
administrativefor
ht
justifiable costs should be represent a realistic and }
needs.
3. Budget Justification
This worksheet should describe all details of the budget requested se for
each
dcost
and line item. The position, name, amount,justification should
or
category e. The budget j
staffing will automatically transfer to this page. quency of the activity, the cost of each
provideccura , detailed
allocation. rrative of thThe e eagency will ONLY enter the justification
occurrence,
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
edunit rates acrossing all sites. automatically
P request
position, name, amount, and percent
n.
NLY
tran
sfer to this page. Label each site name at the tophof each he total amount O and
the percentage of each staff member allocatedto
eacthe total percentage should equal the amount requested on the Budget Summary
for Proposed Program worksheet.
5. Daily Unit Cost provided. The
A unit of service is a measurable portion of the services to be P
udents
service name is provided for the Agency. Enter the number ofisp ov dsdtothe
be
served by each service► the number of days
eacequivalent number of hours for those days, and the
from The Trust.st for h Complete
a
The total amount should equal the amountrequestedfete the Site Location Unit
the Overall Program unit cost section. In addition, comp hours
Cost sections if using multiple sites that do not have identical programming, u hours
s
of service and unit rates. Also note that theta unit
costs
for
the
Population
the
and for Children with Disabilities will used program will serve both groups, both
appropriate unit cost sections. If prop
section
s are required. Note: when calculating unit cost the provider must account
for an absenteeism rate of (15%) fifteen percent.
OUT -OF -SCHOOL PROGRAMS
!1C
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 fora 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
Summer camp per child per hour
Summer, after school, and year-round
program per child per hour
Enhancements/expansion for summer
camp per child per hour
Enhancements /expansion for summer
after school, after school and year round
per child per hour
Hourly rate
$13.89
$9,62
$2.78
$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 180 hrs
Summer Camp calendar - 6 weeks (30 days) x 6 hr/day =
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 = 180 hrs
Summer Camp calendar - 6 weeks (30 days) x 6 hr/day
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 hrs capped rate
502 hrs) Full Days s (29
days x 6 hrs = 174 hrs) + Part Days (251 y
hrs
Cost per hour - $2,500/676 hrs = $3.70
The Early Learning Coalition of Miami -Dade contracts wii h oiamfter Dadel e Child
Development Services to provide subsidized child care
ery
The after -school reimbursement rate is up od 19.68
a day pop r child
0 ildpafort ay8s1 full
days. The rate is up to $14.88 per child pery
OUT -OF -SCHOOL PROGRAMS
RFP #7OO5-06
Page 44 of 78
Mr
C) Proposal Rating Criteria
DO NOT FILL OUT THESE DOCUMENTS
Included for Information Purposes ONLY
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 submissionof
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: organizational cultural compe encent describes the agency's p
proach to ensuring
organ 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
FAIL
NO]
Point
value
2
1
1
2
OUT -OF -SCHOOL PROGRAMS
R FP #7005-06
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.
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)
3
3
2
1
Point
value
COL1: Community partners relevant to the proposed services are
involved and bring resources to the program, with clear
description of the partners role and specific resources/ 2
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. 2
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 disabillties)..
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: listed
the needs
Activities logical
outcomesand meetof the proposed population and/or
neighborhood to be served(if applicable).
Point
value
2
2
1
Point
value
2
4
2
OUT -OF -SCHOOL PROGRAMS
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 specifieds for each outcoability and
include varied data collection method (e.g., pre -post
testin• outh arent surve s observational ratin+s etc. .
OUT2: Indicators are valid and reliable meats se res and
d,copies are
included in the Supporting Docum
OUT3: Describes appropriate plan for obtaining/collecting, managing/
p
storm and anal zin the information collected.
2
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 +ractice a + +roaches
ACT2: Activities included will be perceived as fun and engaging for
•ro+osed +artici+ants
ACT3: Manner and frequency with which literacy
cacacomponents re reading
included across all activities. If p
activities are included, plan for individual evaluation of chiidren's
abilities and tailored instruction is provided. Selection of
a++ro+date materials.
ACT4: Pro+rem incorqta th which physical activity and fitness
literac focus.
Manner and frequency Ian for individual
components will be offered, including p
f hild en's abilities and tailored activities.
ACTS
•
Point
value
3
Point
value
2
evaluation o c r
ACT6: Manner and frequency with which social skills developmenteote peer
activities will be offered, including fostering
r1 and leadershi+ skills.
relationshi•s communicationsupports are described
coo
ACTT: that involvement, ensure full rprogamhenrollmentand S retention, and regular
that will en
attendance, including a logical transportation plan for
•artici+ants. b
providing
ACT8: Proposal and d i nks ortely es child by offering la' plan to ensure
healthy snacksnarks
children are fed.
ACT9: Detailed dail schedule of ex+ected activities is included.
Process Worksheet (8 points/2-3 pages)
PRO1: Inputs and resources required are reasonable and adequate to
accom.lish each activit .
PRO2: Frequency, intensity and duration are clearly defined for each
activit .
Point
value
nuT-OF-SCHOOL PROGRAMS
Page 47 of 78
PRO3: List of outputs for each activity is comprehensive and
appropriate.
Program Budget (15 points/5 worksheets)
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).
BUD2: Budget Justification fully describes how each line item total was
calculated and justifies need for expense, as well as notes
staffing credentials.
BUD3: Daily Unit Cost worksheet is complete, including the unit cost for
various full -day and half-day
e5Un t cost rates are
and
days/hours of attendanceexpected.
reasonable given the proposed services.
Fiscal Soundness (15 points/audit statements)
The Trust will review fiscal solvency utilizing audited financial
statements for larger aghen � Want aland cRevpielwdWo ksheetfinancial ton thents for
smaller agencies. See
following page for details on how this is scored.
Bonus Points (8 points)
BON1: Agency is a small organization with total annual budget of less
than $300,000.
BON2: Proposed program will utilize unpaid volunteers to deliver some
of the services.
BON3: Agency employs youth (ages 16-21) as part of proposed
program.
BON4: Provides match or
in-kindresources
50% fordescribes full points) these within
narrative. the budget nary (requires
3
Point
value
6
5
4
Point
value
15
Point
value
2
1
1
4
OUT -OF -SCHOOL PROGRAMS
n FP # 2005-06
Page 48 of 78