1 REQUEST FOR PROPOSALS (RFP) Summer 2015 School Year NEW PROVIDERS INFORMATION 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 proposal 2

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 OVERVIEW Process 7 Submit Proposal Review Period Select Providers Waitlisted Selected Program Placed Declined

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 requests 9

RFP OVERVIEW Skill Development Plan 1.Goals/Objectives: Clearly communicates how the final product/demonstration of learning will be achieved. 2. Skills: Identifies technical and 21 st 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 OVERVIEW Skill 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 5/13/201512

21 st century skills: 6 Building Blocks Collaboration Personal Mindset Verbal Communication Planning for Success Social Awareness Problem Solving 5/13/201513

Skill Development Example 21 st 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. 5/13/201514

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. 5/13/201515

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: Applicants can also link to Cityspan through the After School Matters Web site 17

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 support: 22

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