1 request for proposals (rfp) summer 2015 school year 2015-2016 new providers information session 11

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REQUEST FOR PROPOSALS (RFP)

Summer 2015

School Year 2015-2016

NEW PROVIDERSINFORMATION SESSION

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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

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PROGRAM MODELS

Pre-apprenticeship – “I’m Exploring”

Apprenticeship – “I’m Becoming”

Advanced apprenticeship – “I Am”

Internship – “I’m Practicing”

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PROGRAM SUPPORT STRUCTURE

• Instructor Professional Development Trainings and Activities

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

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RFP OVERVIEWProcess

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RFP OVERVIEW Proposal Content

• Provider Information & Program Logistics

• Proposal Questions

• Skill Development Plan / Weekly Plan

• Program Equipment, Supplies, &

Proposed Instructor Pay Rate

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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

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21st century skills: 6 Building Blocks

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

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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.

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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.

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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

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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.

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Campus•Region

•Preferred Campus

•Days Available

CITYSPAN: Program Logistics – Campus Site

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

CITYSPAN: Program Logistics – Community Site

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RFP SUPPORT & RESOURCES

• RFP Instructions and Resources

• Cityspan Training Manual

• e-mail support: RFPquestions@afterschoolmatters.org

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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.

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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.

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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

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