DHS Out of School Time Project Bidder’s Conference for FY 14 Request for Proposal Date: Wednesday March 20, 2013 Free Library of Philadelphia-Parkway Central 1901 Vine Street, Montgomery Auditorium (Ground Floor) 9 A.M.-12 Noon

Agenda Overview FY 14 Project - Vision Youth Outcomes

DHS Out of School Time Project Total # of programs – 180 Elementary Category 128 programs Middle Category 27 programs High Category 25 programs

DHS & PHMC Relationship Supports provider solicitation process Project Funder DHS PHMC Manages data collection (PCAPS) Policy Provides program quality support System level collaboration Oversees provider contracts and payment Administrative Entity

DHS Out of School Time Project Partners DHS OST After School Activities Partnership (ASAP) Free Library of Philadelphia (The Philadelphia OST Literacy Initiative [POSTLI]) The Health Promotion Council Philadelphia Youth Network (PYN) United Way of Greater Philadelphia and Southern New Jersey (UWGPSNJ) Out of School Time Resource Center (OSTRC)

DHS OST Project FY 14 Vision for Network Program Quality Focus Youth Focus FY 14 Youth Impact Create a more intentional connection between the needs of all children and youth, particularly those served by DHS and the DHS OST Project as an effective prevention strategy and critical community based resource

College and Career Readiness The Three Goal Areas FY 14Youth Outcomes Improved life Skills Improved Relationships Goal Area 1: Life Skills Goal Area 2: Academic Enrichment FY 14 Youth Outcomes Engagement in Learning Engagement in School Aspires to Education Excellence Goal Area 3: College and Career Readiness FY 14 Youth Outcomes Prepared for Higher Education

Youth Outcomes Identification Process Resources Inputs Outputs Targets Outcomes Assess Outcomes w/ Provider Practice DHS Assessment Tools DHS OST FY 10 RFQ DHS OST Provider Scope of Work and Reporting Requirements OST Research Listening Sessions w/ DHS OST Site Directors, Executive Directors Individual Meetings with DHS OST Providers DHS OST Partners Scope of Work Assess Outcomes w/ provider practice % of total youth population will participate Improved Life Skills Engagement in Learning Improved Engagement in School Aspires to Educational Excellence Prepared for Higher Education and Employment

FY 2014 DHS OST Project Redesign Process Planning (Completed over three (3) month process) Implementation Initiated in Summer FY 2014 Measurement tool Professional Development Strategy Data collection process

System Level Collaboration School District of Philadelphia Memorandum of Understanding Access to District facilities Vehicle for strengthen partnership between provider agencies and School leadership Data Sharing

FY 2014 RFP Questions Can providers propose to operate elementary programs with less than 30 slots? Page 31 of the RFP indicates under the Elementary model description, “During the school year, programs must have no fewer than 30 slots and no more than 175.” There are conflicting due dates for proposals. The cover sheet indicates April 11, 2013, but page 19 under “Application Deadline” indicates April 9, 2013. The cover sheet is correct. The due date and time is Thursday, April 11, 2013, 3:00 pm.

FY 2014 RFP Questions On page 26, it specifies for high school programs: During the school year, programs are required to operate Monday to Friday for at least three hours immediately afterschool, generally from 3:00 pm to 6:00 pm Enrolled youth are expected to attend at least two days per week Our teens participate twice a week, and we do have programming every week day if you include all age groups. However, we do not have programs specific to our high school students Mon. through Fri. My question is: does this RFP require that applicant organizations provide high school programming FIVE days per week even though high school participants are only expected to attend TWO days per week? Programs must be open to serve youth Monday through Friday, for at least three hours daily afterschool. Individual youth in high school programs are expected to attend programming at least two days per week. In addition, each funded program will be restricted to serving a single age group (elementary, middle, or high). Programs interested in serving multiple age groups must submit a separate proposal for each.

FY 2014 RFP Questions When are documents that are to be emailed due? By the application deadline of Thursday, April 11, 2013, 3:00 pm. What does FTE stand for? Full Time Employee If an agency submits proposals for multiple sites and one site is rejected, will the entire proposal be rejected?  No, each proposal is reviewed independently. Should there be separate proposals for each model or each site? For instance, if we want to do 2 elementary model sites, 3 middle school model sites, and a high school site, would that be 3 proposals (3 models) or 6 proposals (6 sites) in PCAPS? 

FY 2014 RFP Questions Can an applicant apply for more than one program model?  If so, should there be two separate proposals submitted? Yes applicants can submit proposals for more than one model. One proposal must be submitted per model. Can I submit my proposal via email or mail. No, only proposals submitted via PCAPS will be reviewed. Can existing providers submit for additional models and/or sites? Yes, agencies who have been in the OST system can add new models and or site locations and can also decide not to seek funding for models and or sites.

FY 2014 RFP Questions Can enrolled students come from public, charter, parochial and private schools, or do they have to come from public schools? Youth can come from any school type, but must reside in Philadelphia. Can I apply to operate programming for the school year only? Yes. Can the OST program take place at our organization and not at a school? Yes, this funding can be used at community centers as well as schools, provided that the space is licensed if applying for the elementary model.

FY 2014 RFP Questions SDP school X is a receiving school and it is not on the list. What does this mean? The spirit and intent of the city and district is to locate OST programs in receiving schools. This is part of the city's support of the district's efforts to locate various kinds of resources in receiving schools to ameliorate the disruption and loss for students and families. It does not guarantee that all receiving schools will have a program, but rather will be a significant factor in where programs are located. If a school is indeed a receiving school, even if it was inadvertently left off the published list, then we will consider it a receiving school when making final decisions. What is the copy tab on the proposal for and can it be used to copy material from one proposal to another? Do you want only one goal listed for a program or can we list more than one?

FY 2014 RFP Questions The RFP states that the City will fund summer programs for a minimum of six weeks. Does that mean we can apply for a longer summer program if the site is not in a school building?