1

REQUEST FOR PROPOSALS (RFP)

Summer 2015

School Year 2015-2016

NEW PROVIDERSINFORMATION SESSION

11

WELCOME & INTRODUCTIONS

Workshop Objectives

• Learn about After School Matters and our programs

• Understand the RFP process and requirements

• Learn how to submit a quality proposal2

AGENDA

• About After School Matters• ASM Programs

– Components of a Thriving Program – Program Models/ Content Areas/ Locations

• RFP Overview– Process– Skill Development Plan – Proposal Evaluation & Selection

• Cityspan: Submitting a Proposal & Contract Administration

• Q & A

COMPONENTS OF A THRIVING PROGRAM

• High quality final product

• Safe, Supportive & Productive Learning Environment

• Positive Interaction & Engagement

• Youth Voice & Choice (Student – Led)

• Connection to Careers

4

PROGRAM MODELS

Pre-apprenticeship – “I’m Exploring”

Apprenticeship – “I’m Becoming”

Advanced apprenticeship – “I Am”

Internship – “I’m Practicing”

5

PROGRAM SUPPORT STRUCTURE

• Instructor Professional Development Trainings and Activities

• Regional Program Teams• School Liaisons• Operations Division• Communications Department

6

RFP OVERVIEWProcess

7

RFP OVERVIEW Proposal Content

• Provider Information & Program Logistics

• Proposal Questions

• Skill Development Plan / Weekly Plan

• Program Equipment, Supplies, &

Proposed Instructor Pay Rate

8

RFP OVERVIEW Proposal Evaluation

All proposals will be reviewed and scored

using the RFP Evaluation Rubric.

Additional factors that influence selection and

placement:

- Availability of funds

- Programmatic variety

- Community & school needs or requests9

RFP OVERVIEWSkill Development Plan

1. Goals/Objectives: Clearly communicates how the final product/demonstration of learning will be achieved.

2. Skills: Identifies technical and 21st century skills that contribute to completing final product/demonstration of learning.

3. Activities: How will you bring teens along in the process of creating and completing the final project?

RFP OVERVIEWSkill Development Plan

INSERT SCREEN SHOT OF SKILL DEVELOPMENT PLAN

Skill Development Example

• Final Project: Produce a short film/video about “video as art.”

• Goal: Develop an understanding of museum, artworks, and museum experiences as resources for creative expression, and academic, personal, social and career development.

• Completion Time: 5 weeks

04/18/23 12

21st century skills: 6 Building Blocks

• Collaboration• Personal Mindset• Verbal Communication• Planning for Success• Social Awareness• Problem Solving

04/18/23 13

Skill DevelopmentExample

• 21st Century Building Block: Social awareness• Activity 1: Teens are introduced to a variety of

professionals and locations to get a better understanding of the scope and activity of artists, arts professionals, cultural institutions around the city, and academic avenues in the arts.

04/18/23 14

Skill Development Example

• Goal: Develop familiarity with diverse methods of video production.

• Completion Time: 3 weeks• Technical Skills: Learn and practice video

planning, production, and editing.• Activity 1: In pairs, tens use iPods and their

phones to record Vine videos. Each teen experiments with different kinds of shots and makes a video that clearly communicates their message/vision in 6 sec or less.

04/18/23 15

16

PROGRAM GUIDELINES & COMPLIANCE

• Target Population – CPS High School Students• Attendance – minimum of 70% • Enrollment – Full • Reporting – Program reports and teen surveys• Meeting requirements• Contractual Compliance / background checks

SUBMITTING AN APPLICATION AND PROPOSAL

• After School Matters only accepts proposals submitted through the Cityspan Web-based proposal system.

To set up an account, visit:http://www.youthservices.net/asm/registration.asp

• Applicants can also link to Cityspan through the After School Matters Web site

www.afterschoolmatters.org1717

CITYSPAN: Home Screen

18

Proposal Name will display here after it is entered

into Program Information

Submit Registration to Access Proposals

CITYSPAN: Program Logistics – Instructors

Work Samples, Required Docs:•Pictures: 2-3 pictures maximum / 3 MB max.•Audio: 1 min / 1 MB max.•Video: 5 MB maximum

If your work is displayed on a website, you can just

enter the URL.

Do not exit until the window closes and the name of the

file displays.

19

Campus•Region

•Preferred Campus

•Days Available

CITYSPAN: Program Logistics – Campus Site

20

Community•Site name & address (if different from org.)•Room•Region•Liaison (with Required Docs)

CITYSPAN: Program Logistics – Community Site

21

RFP SUPPORT & RESOURCES

• RFP Instructions and Resources

• Cityspan Training Manual

• e-mail support: RFPquestions@afterschoolmatters.org

2222

23

After School Matters –Contract Administration

If your proposal is accepted, additional items need to be submitted with your contract packet, such as:

• Proof of Insurance (organizations only)• Complete I-9s (independents only)• Fingerprinting of Instructors and Community Liaisons• Proof of Freedom from Tuberculosis for Instructors and

Community Liaisons

*Contracts will not be executed without these items. The program cannot begin without an

executed contract, nor can payment be made.

24

After School Matters –Proof of Insurance

Organizations are required to have the following minimums:• Commercial General Liability - $1,000,000• Worker’s Compensation and Employer’s Liability -

$500,000• Professional Liability - $2,000,000• Automobile Liability - $1,000,000

After School Matters, Inc.

(66 E Randolph Chicago, IL 60601)

must be named as additionally insured.

25

After School Matters –Contract Administration

To implement the program, organizations are expected to:

• Purchase supplies and equipment• Pay instructors• Front monies for aforementioned program expenses• Track expenses on Microsoft Excel template provided with

contract• Submit teen documents and sign-in sheets at the end of

the program

Reimbursements will be made only for items and amounts on the approved program budget (sent with

the contract).

Request for Proposal Info Session

Q & A

26