RFP 2018-02 Youth Development
2018-02 | GRANT | Active | 12/11/2017 | 1/30/2018 11:59 PM | |
# | Type | Status | Date | Due Date | Time Remaining |
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Competitive solicitation for high-quality youth development programs during the school year and summer for children and youth in kindergarten through 12th grade, as well as young adults transitioning from foster care and youth with disabilities through age 22. Programs for elementary school-age children (grades k-5) must include a structured schedule of activities focused on supporting academic success, social emotional learning and physical fitness. Programs for middle school- and high school-age youth (grades 6-12) must include a structured schedule of activities focused on supporting academic success, social-emotional learning and at least one specific skill-building area.
- Bidders' Video Click here to view (in lieu of bidders' conference)
- Debriefing Calendar Click here to view
- Interview Schedule Click here to view
- Funding Recommendations Click here to view
Click on row below to modify existing application.
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RELEASE | 12/12/2017 | |
APPTRAIN | 12/14/2017 9:30 AM | |
APPTRAIN | 12/15/2017 9:30 AM | |
APPTRAIN | 12/18/2017 9:30 AM | |
QADEADLINE | 1/23/2018 11:59 PM | |
QARESPONSEDEADLINE | 1/25/2018 11:59 PM | |
APPDEADLINE | 1/30/2018 11:59 PM | |
DEBRIEFIGSTART | 2/20/2018 - 2/28/2018 | |
INTERVIEWSTART | 3/16/2018 - 3/20/2018 | |
RECOMMENDATION | 4/26/2018 5:30 PM | |
APPEAL_DEADLINE | 5/1/2018 5:59 PM | |
APPEALPERIOD | 5/7/2018 - 5/16/2018 | |
COMMITTEE | 5/17/2018 3:30 PM | |
BOARD | 5/29/2018 4:00 PM | |
CONTRACTSTART | 8/1/2018 |
- Addendum 01 new 1/12/2018
- Funding Recommendations new 4/26/2018
- Bidders' Video (in lieu of bidders' conference) 12/11/2017
- Grants - System Navigation Videos 12/11/2017
- YD RFP- Application Training Videos 12/20/2017
- Grade k-5: Evidence-Based Program Resources 12/11/2017
- Grade 6-12: Evidence-Based Program Resources 12/11/2017
- Grade k-5: Map of Areas of Need & Current Sites 12/13/2017
- Grade 6-12: Map of Areas of Need & Current Sites 12/13/2017
- Budget Guidelines 12/14/2017
- Definition of Children With Disabilities (CWD) 12/20/2017
- Sample Child Intake Form 12/20/2017
- Youth Development Application Training Participants 12/22/2017
- Debriefing Calendar 2/28/2018
- Interview Schedule new 3/14/2018
Q & A
Fiscal
- I am interested in becoming a provider of youth services and need to know what is expectation one's financial audit for Children's Trust?
- The fiscal requirements and expectations can be found in the Certifications section under Fiscal Health, page 25 of the K-5 RFP and page 32 of the 6-12 RFP. These requirements can also be found under Funding Requirements on the Grants page of our website - https://www.thechildrenstrust.org/content/general-programmatic-funding-requirements
- Good morning, We have two issues in the Budget-Unit Cost section. First, the calculated unit cost for 16/17 appears to follow the designated formula on the page (see below). However, our proposed unit cost is not being derived from the same formula, is this an error? The other issue is that there are proposed unit costs for the school year and we are only offering a summer program. Why is this? Estimated Unit-Cost calculation School-year units = Number of slots X number of proposed school-y
- Please submit a helpdesk ticket to helpdesk@thechildrenstrust.org, so that we can best support you. We are going to need screenshots and the specific application to determine what the issue may be.
- If you would like to upload a more recent financial agency audit for your application, where do we submit this file?
- If you are an existing provider, the audit you currently have on file will be used for the fiscal rating in Metrics. If you feel your more recent audit may change your rating, you can speak to it during the interview stage of the review process, if invited for an interview.
- We are a new non profit organization and have not yet had an audit. Would a financial review suffice in place of an audit?
- If you are a new provider to The Children's Trust, you must submit an audit prior to starting an application. A financial review will not suffice. The fiscal requirements and expectations can be found in the Certifications section under Fiscal Health, page 25 of the K-5 RFP and page 32 of the 6-12 RFP. These requirements can also be found under Funding Requirements on the Grants page of our website - https://www.thechildrenstrust.org/content/general-programmatic-funding-requirements
- If this is the FIRST TIME an organization is submitting to the Children's Trust - which has attended the "Application Training" (12/18/17), what is the DUE DATE to submit the proof of the organization having a completed audit done? I believe according to the information presented on 12/18/17, during the "Application Training", it was stated that for FIRST TIME submitter a "proof of audit" MUST BE submitted prior to the applicant submitting the actual application. Please confirm?
- As soon as you begin a New Application, you will be prompted to complete a Pre-application. In the Pre-application, new agencies will be asked specific questions about their organization, including questions about their fiscal audit. They will also be required to upload the audit prior to moving to the full application.
- How does reimbursement funding work for new organizations that may not have the cash flow? If my organization is awarded $200000, how much will be awarded at the start of the contract? Or do we need to have our own funds prior to our program start date and then send in a reimbursement request.
- This is a cost reimbursement method of payment contract. Provider shall submit an electronic request for payment for the expenses incurred during the contract period. The request for payment is due on or before the fifteenth (15th) day of the month following the month in which expenditures were paid (exclusive of legal holidays or weekends). The Children’s Trust offers advance payment equal to 15% of the contract value. Advance request shall be limited to governmental entities and not-for-profit corporations. Advance payment is due within 60 calendar days of receipt of the advance.
- Are pre-award costs allowable for Year 1? Or are funds only reimbursable if spent after the contract execution date? There may be some ramp up required for a new program, and in order to meet the school year number of weeks that service must be provided (36), we may need to start some work after the Board approves the funding recommendations, but before 8/1/18.
- No, pre-award cost are not allowable. After execution of the contract, provider is expected to submit an electronic request for payment for the expenses incurred during the contract period. The request for payment is due on or before the fifteenth (15th) day of the month following the month in which expenditures were paid (exclusive of legal holidays or weekends).
- If it is in the organization's policy to pay part-time employees for holidays and time-off, are we allowed to include those days in the budget for reimbursement purposes?
- Paid holidays and authorized absences from the job, such as vacation and sick leave are allowable for both full-time and part-time employees if such benefits are provided and documented in the organization’s operations policy as well as equally provided to all employees of the organization.
- How do I budget for annual salary increases for employees? Should I use an average of the 5 years?
- No, the budget should be completed using the current market value and it should be based on the 12 months period. Please keep in mind, that contracts awarded may be renewed for four additional 12-month terms, for a total of five years of funding. However, the option to renew a contract shall be at the sole discretion of The Children's Trust.
- When preparing the budget do we need to prepare a detailed budget with all of the positions or just by line item?
- All positions (from Lead Agency, Subcontractors (if applicable) and Professional Services) supporting the program must be included in the Staffing Table.
- If applying for both RFPs, the annual award range from $150,000 to 500,000 is for each budget’s calculation or for the addition of both budgets?
- If you are applying for both RFPs, you must submit one budget for each application. Each individual annual awards typically range from $150,000 to $500,000, with awards exceeding this amount only with strong justification based on the proposed scope of services, including number of sites and participant slots, as well as overall quality of activities.
- Is there a maximum percentage of the program budget that you can request for funding from Children's Trust? Is the maximum ask limited in anyway by the program budget?
- There is no limit to the amount of the program budget that can be funded by The Children’s Trust. However, individual annual awards typically range from $150,000 to $500,000, with awards exceeding this amount only with strong justification based on the proposed scope of services, including number of sites and participant slots, as well as overall quality of activities.
- If you are applying for both the K-5th & 6-12 RFPs, Do you submit a single proposed funding calculation or two? Thank you
- If you are applying for both RFPs, you must submit one budget for each application, and each budget must has its own calculation/justification.
- Regarding the Kosher Lunch and Snack issue: We do not understand how to proceed. Who do we contact and what is the process of review?
- Any provider delivering summer services can access the USDA Summer BreakSpot (Summer Meals) Sponsors to obtain their participants meals (breakfast, lunch , and or snacks) during the month of April. Applicants can access the list of last year summer meals sponsors at any time by visiting their website http://www.summerfoodflorida.org/Program-Resources to find out if there is a kosher certified sponsor in Miami-Dade County; if there is not a kosher certified sponsor then we will allow applicants to add the summer meals cost at the current USDA rates.
- The Dave and Mary Alper JCC is a Jewish organization and as such we can only serve snacks and meals that are certified Kosher. However the new RFP states that The Children's Trust doesn't provide funds for summer snacks and meals which must be provided by various DOH approved vendors. Most likely these meals will not meet our Kosher guidelines so please let us know how much we can spend for both snacks and lunch per child per day.
- The Children’s Trust does not provide funds for summer snacks and meals. Leveraged resources, not provided by The Children’s Trust, are considered to be a match. The agency can determine the cost of snacks and meals based on the agreement with the contracted meal sponsor. Specialized meals not provided by DOH approved vendors will be reviewed on a case by case basis.
- You mentioned that Stipends for are an allowable expense for "University" Students, as an evidence based/ best practice tool in instances where they are engaged in a curricula that includes internships and/or skill development work practice placements. Question: What if the Trust Contracted (funded) agency "XX University" is also the placement agency. Is this allowable?
- A stipend which is not a wages, is paid by the Trust contracted agency not the placement agency. All stipends for funded agencies will be reviewed and approved at contracting.
- As a University, we would like to pay University students a "stipend" to work within the 6-12 program as "program counselors, tutors" is this allowable?
- Yes. This is an allowable expense. Please make sure to include justification on your budget. Stipends are an allowable expenditure, as an evidence based/ best practice tool in instances where participants are engaged in a curricula that includes internships and/or skill development work practice placements. A stipend which is not a wages, is paid by the Trust contracted agency not the placement agency. All stipends for funded agencies will be reviewed and approved at contracting.
- Are paid internships allowable? I see in the budget guidelines that it states: A stipend may not be paid to a participant of the program if the purpose of the program is to enable/ aid the participant to enter the workforce.
- As detailed in the budget guidelines paid internships are an allowable Children’s Trust expense. However, as the RFP restricts the job training and job coaching skill building activities to the school year only, these expenses would not be expected for summer programs or services. Rather as noted in the RFP on page 4, programs must assist interested youth with meeting enrollment criteria to participate in the paid Summer Youth Internship Program, a partnership of The Children’s Trust, Miami-Dade County Public Schools and Miami-Dade County.
- 2/2 When we go to edit 1 of the subcontractors under "Subcontractor Budget" we can add justification but not line item because there is no "subcontractor" line item any more. And have nowhere else to place these partners. Please clarify.
- You must fill out a subcontractor budget for all subcontractors. When you get to the “Budget- Subcontractor” section, you need to click “new entry” and select which subcontractor you are going to complete. You must then do this for all one at a time.
- 1/2 We have entered all subcontractors into the Partners & Service Linkage and are working with multiple subcontractors. We are then putting them into the staffing table. However, when we are filling out the Budget Subcontractor, we choose the 1st subcontractor name and then line item category "subcontractor" it gets used. However, when we try to do the same for the others, we cannot and no other line item applies. What do we do in this case?
- You must fill out a subcontractor budget for all subcontractors. When you get to the “Budget- Subcontractor” section, you need to click “new entry” and select which subcontractor you are going to complete. You must then do this for all one at a time.
- For the subcontractor's budgets, their personnel expenses do not include fringe benefits, instead a total amount for each personnel category. Is this acceptable?
- All personnel expenses, including those from subcontractors, are established in the Staffing Table. The system will transfer the amounts to the appropriate subcontractor Salary Summary line item in the Budget - Subcontractors section.
- The line item "subcontractor" the system permits you to use it only one time. I have multiple subcontractors that need to be added. What do we need to do to continue adding our subcontractors.
- In order to setup subcontractors, please complete the following steps: 1. Select “Partner & Service Linkage” and add subcontractor. They system will allow to add as many subcontractors as needed. 2. Enter the positions pertaining to the subcontractor under the Staffing Table. 3. To add a subcontractor budget line item, select “Budget-Subcontractor” link, click on the “New Entry” button and complete required fields. When entering line items, please make sure to select the appropriate subcontractor.
- In addition to being a direct service provider, we are also a subcontractor for other providers. In the past we have completed a subcontractor budget, but we invoice by unit of service. For this new RFP, it possible for us to be listed as a professional service instead of as a subcontractor in other providers' budgets?
- The Children’s Trust defines a subcontractor as “an independent agency or entity that has entered into an Agreement with a Trust -funded provider to perform direct services to participants on behalf of that provider. This excludes individuals rendering professional services, which must be budgeted in the category of Professional Services. Therefore, your agency is a subcontractor and must be included in the budget in the subcontractor line item.
- Our partners/subcontractors will be providing services at various MDCPS sites. Their subcontractor line item budgets include personnel costs and professional services (instructors & certified teachers). Do we need to include the salary information (annual pay rate, job responsibilities, etc) for the subcontractors budgets in the application staffing table?
- Yes, subcontractor salary information must be entered in the staffing table. When entering the budget, select the budget that the position expense relates to. If position is paid for through a subcontractor budget, select the related subcontractor.
- One of our program partners is Volunteer Florida, the state commission for AmeriCorps programs. Our afterschool program is mostly staffed by AmeriCorps members who provide reading tutoring and other academic and program supports. The AmeriCorps Formula funding we receive from Volunteer Florida is also considered a match for our proposed program. We don't see that they fall under "in-kind" and they are not a "subcontractor". How should we identify them then in the partnership table?
- They should be listed as an "in-kind" partner.
- In our budget are we allowed to allot for a consultant's fee?
- Professional Services include the services of independent contractors, consultants, instructors and other professionals engaged by an organization to provide services directly to participants and/or provide program evaluation services. Professional services do not include subcontractor services. Rates paid for professional services must be consistent with that paid for similar work with in the applicant’s organization as well as the Miami-Dade County job market. Rationale for the use of professional services from sources outside of the tri-County area must be provided. For more information related to Professional Services, please refer to the Budget Guidelines.
- Would a NYC based sponsor be geographically prohibited to partner with as a Fiscal Sponsor?
- Per our eligibility criteria, applicants and subcontractors must be qualified to conduct business in the State of Florida for the duration of the funding cycle. If they are eligible to conduct business in Florida, they may be an applicant or subcontractor regardless of location.
- If we are planning to include under professional services a conscious discipline training and CPR/First aid for our afterschool staff, do we need to have letter of support for each of the trainers and are they considers subcontractors?
- It is not a requirement to obtain a letter of support for professional services. Professional Services include the service of independent contractors, consultants, instructors and other professional engaged by an organization to provide services directly to participants. Professional services do not include subcontractor services.
- When creating the program budget, is there a budget template that can be used to enter the line item details?
- Please refer to on-line resources for budget instructions. Instructions can be found at https://www.youtube.com/watch?v=k6z-5EtoYuo
- For small CBOs currently funded under your capacity building effort, they are under the impression that a fiscal audit will not required be to submit a youth development grant. Please clarify.
- Previously funded CBO contract recipients will not be required to submitted audited financial statements during the application process. During the applicant’s interview process they may be subject to questions related to the fiscal viability of the organization. Also, if awarded a contract with The Trust, may be subject to providing full backup documentation until an audited financial statement is provided to The Trust in accordance with contractual requirements.
- How do we determine the cost amount per participant? this would be times the quantity of participants that would equal my total funding request.
- The Unit cost calculations can be found in the Budget – Unit Cost section, page 23-24 of the K-5 RFP and page 29-30 of the 6-12 RFP.
- Is there a max for cost per child?
- There is no max for cost per child. However, the cost should be reasonable based on the proposed program.
- If a subcontractor provides both paid/out of pocket services and in-kind services, how do you designate the in-kind portions of support.
- All In-kind sources (including those supporting subcontractors) should be entered in the Partners & Service Linkage section.
- Is there a limit to what percentage of the program budget can be from in-kind sources?
- Match is not required for this RFP. Therefore, there is no limit to the percentage of in-kind contribution to support the operation of the program.
- The Budget Guidelines states "Administrative/ indirect costs cannot exceed ten percent (10%) of The Trust’s contract value." Does this mean that only 10% of the Trust's contract value can be used to pay for administrative costs or administrative costs for the entire project must be 10% or less of the Trust's contract value? i.e. If you receive $250,000 in a Trust contract, can only $25,000 be spent on administrative costs or must the administrative costs for the entire project be $25,000 or les
- Administrative/Indirect cost to support the program does not have a limit. However, amount requested for funding cannot exceed 10% of the contract value. The 10% threshold also includes administrative/indirect costs paid to subcontractors and partner agencies. Administrative/Indirect costs represent the general overhead expenses necessary to operate a program and typically relate to the organizations general executive and administrative functions. Any difference between the program cost and the amount funded by The Children’s Trust is considered a match.
- are after school tuition fees an allowable cost in the budget?
- After School Tuition Fee is considered a cash match contribution. For purposes of the budget, The Trust considers leveraged resources that are not provided by The Trust, whether directly or indirectly, to be a match. These additional resources must be received during the contract term and must directly relate to the operation of the program rather than to the overall costs of the organization. Source of funding must be identified in the line item including match funds.
- Hello, in the section "Total Program Cost" Are "Matching Funds" is referring to the funds we (the applicant) are going to match of the "requested amount"? Or are matching funds based on some other criteria? Thank you
- The Matching Funds refers to the amount not requested for funding. For purposes of the budget, The Trust considers leveraged resources that are not provided by The Trust, whether directly or indirectly, to be a match. These additional resources must be available during the contract term and must directly relate to the operation of the program rather than to the overall costs of the organization. Source of funding must be identified in the line item including match funds.
- Is "After School Tuition Fees" for a group of children an allowable cost item?
- After School Tuition Fee is considered a cash match contribution. For purposes of the budget, The Trust considers leveraged resources that are not provided by The Trust, whether directly or indirectly, to be a match. These additional resources must be received during the contract term and must directly relate to the operation of the program rather than to the overall costs of the organization. Source of funding must be identified in the line item including match funds.
- When budgeting for program audit, do we calculate up to 3% of each application? We are submitting two separate applications (K-5) and (6-12).
- The estimate for Program-Specific audit fee cannot exceed the 3% or 6,000 between both applications.
- I understand that previously funded CBO contract recipients will not be required to submit audited financial statements during the application process. Thanks to CBO coaching we were able to receive a high rated audit, may the audit be submitted during the application process?
- Previously funded CBO contract recipients will not be required to submitted audited financial statements during the application process. During the applicant’s interview process they may be subject to questions related to the fiscal viability of the organization.
- Our organization’s fiscal year ended on December 31, 2017. Our most recent Audited Financial Statement is from our fiscal year ending December 2016. Since we are still within the 180 days from the last day of the fiscal year, is the December 2016 financial audit sufficient?
- New applicants must submit a recent valid annual financial statement audit and renewal applicants must have a current audit on file with The Children's Trust. If you are a renewal applicant, the 2016 financial audit will suffice.
- Our most recent Audited Financial Statements are from our fiscal year ended June 30th, 2016. Our Audited Financial Statements for the following fiscal year are being finalized but are not completed yet. We have not been funded by TCT previously. The application will not let us proceed when we state the Audited Financial Statements are from that date, and will not open up the remaining fields to complete the initial page. Please advise.
- New applicants must submit a recent, valid annual financial statement audit. The expectation is that the 2017 Audited Financial Statements should have been completed within 180 days after the fiscal year end. The system will not allow to continue since June 30th 2016 Financial Audit is outdated.
- I have never applied for a grant with the Children's Trust before, we are a new preschool in Homestead, FL. I understand The Trust requires an audit of all our financials in order to apply. Is this just an "annual" audit from our accountant? Thank you!
- In order to apply, new applicants must submit a recent, valid annual financial statement audit. The fiscal requirements and expectations can be found in the Certifications section under Fiscal Health, page 25 of the K-5 RFP and page 32 of the 6-12 RFP.
- can you please go into more details regarding the program audit requirements? can the office of finance within our organization be responsible for providing the audit? They use an independent accounting firm? and when is the audit to be performed?
- Program Audit must be completed and provided to The Children's Trust by the auditing firm. Program specific audit procedures and requirements are discussed as part of the contracting process.
- Does the applicant need to show that they have "sufficient operating funds on hand or available in reserves to cover all expenses" (at a minimum 2 months of working capital) when the application is submitted or if the applicant is recommended for funding, at the time the contract is executed?
- Applications are reviewed and scored through a multi-step process that includes fiscal health which consider fiscal solvency (measured using Current Ratio, Net Asset Ration and Debt Ratio). The ratio analysis to determine solvency is assessed as of the date of the audited financial statements included in the application. Please refer to the Applicant fiscal health in the Application Review Process section of the RFP.
- We would like to pursue a summer camp (only) for the 6-12 grade level. We would be thrilled to offer this camp to youth in one of your targeted geographic areas for low-income families and/or for children with disabilities. We have the experience and capability, but need funding. However, it seems we cannot apply for the YD grant because of our size. A financial audit would be cost-prohibitive. Do you make exceptions on the financial requirements for programs like the one described above?
- In order to apply, new applicants must submit a recent, valid annual financial statement audit, and renewal applicants must have a current audit on file with The Children's Trust.
- What information do you want from new applicants for Organizational Capacity on the page asking about Name of Funding Sources? Are these all our funders for the whole organization? How do we indicate private donors, endowments, etc?
- This section relates to the Organizational Capacity. Therefore, it should be those resources supporting the organization as whole not only for the program. The system will allow you to create as many entries as needed to record all funding sources.
- THE SYSTEM SHOWS FICA AT WHOLE NUMBERS,WHEN IN FACT OUR FICA IS AT 7.65 % SO WE HAD TO ROUND IT UP TO 8% .WHAT SHOULD WE DO ?
- The field itself will round to the nearest whole number, but the calculation itself will use the 7.65%. You can cross-check the calculation by dividing the fringe % by the total annual salary of the position. Also, if you click back into the field, you should see the 7.65. Please note, that the percentage (%) entered under the “Fringe Benefit Allocation %” field should consider all fringe benefits (e.g. FICA/MICA, Retirement, Health Insurance, Worker’s Compensation, Unemployment Compensation) that your organization provide to the employees, not only FICA/MICA. Justification is required if fringe amounts are above 30%.
- The Budget Guidelines state that "The Trust will allow up to a 5% increase to each position's salary for the contract year 17-18." Is this the established amount allowed for salary increases for existing providers?
- For application purposes, applicants may establish fair market value rates for all included positions. Reimbursement for salaries must be reasonable, justifiable and align with market value. All personnel cost for funded agencies will be reviewed and approved at contracting.
- Do we use the Fringe Benefit line under each employee in the staffing table to reflect FICA/MICA, WC, and Unemployment for that employee, or do we add a staff position called "Fringe Benefits" and place our calculations there, as we've sometimes been directed to do in the past?
- Each position must include a percentage (%) for fringe benefits. There is no need to create a “Fringe Benefit” position in the staffing table.
- In completing budget, what "classification" is best to assign to University students whom receive a stipend to serve as tutors, counselors? The options are professional services, FT, PT etc.
- In the Staffing Plan Table select Professional Services as the classification. Once the position has been created, use the Professional Services - tutors line item (located in the Budget Summary) to allocate the funds.
- If I have a few employees with the same title, but some of them are summer only employees, should they be under a different position in staffing table?
- For a position to be grouped under the same position title, the position(s) included in the entry must fulfill the following criteria: Matching – timeframe and classification. Since the timeframe is different, the summer only positions should be entered in the staffing table under a new position.
- Are full days expenses categorized as School Year Expenses? Specifically for staffing table.
- Expenses related to full days should be allocated within the appropriate timeframe of the program.
- In the staffing table, how do you define a full time position?
- The classification is based on the agency’s actual classification. The Children’s Trust does not define full-time or part-time employment. This is a matter generally determined by the employer. The classification selected on the staffing table should agree with the classification at the agency.
- Can a position be pooled be with the same positions, but at different sites?
- Yes. For a position to be grouped under the same position title, the position(s) included in the entry must fulfill the following criteria: Matching – timeframe and classification, Similar – job responsibilities and pay rate (allowable $3 hourly variance). Ensure that when grouping positions, the staff-child ratio requirements are fulfilled.
- Is budgeting for staff beyond ratios (floaters, to cover occasional shortage of employees) allowable?
- Any position supporting the program, with appropriate justification, can be included in the budget, and it should be created in the Staffing Table section. Please note that the Staffing Table is intended to capture positions supporting the proposed program, not staff assignments.
- Would a Program Manager/Grant Manager be considered as part of the indirect costs (10% of contract cap), or would those positions be included in salary. Their sole role would be this project/grant.
- If a position's role is directly towards the proposed program it’s not indirect and should be budgeted within salaries and wages.
- When we enter a subontractor the entry duplicates as Other (volunteer). Is this supposed to be happening? If so, why? If not, we are unable to delete because the delete entry button does not show
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- we are not funded, we need to change the option from YES to NO
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- I am applying for a renewal and I found a problem with the formula that calculates the Proposed Unit Cost (School Year, Full Days and Summer). I tried to correct it by doing a new entry and it is not possible
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- As a current provider with the Children's Trust, some of the data has been migrated from our current grant. However, we have noticed some data is incorrect and differs from guidance from our contract manager with regard to our Unit Cost rate. How do we make the correction to get the Trust Central system updated and corrected?
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- Need to upload audit. Inadvertently, uploaded wrong document. What was uploaded was a single audit for one of our programs. How do I get back to first section to upload Audit?
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- While working on the staff plan, there is an issue when entering salaries. I am getting an error message and not permitted to save because dollar amounts are being calculated up to 3 places after the decimal. This is occurring in cell that can not me modified by the user as it is automatically calculated by the system. How should this be addressed.
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
General
- We are applying to run programs in two areas, northwest Dade and south Dade. Would it be possible to apply for them, one through our organization, and one through a Foundation that is a separate 501c3, a separate but fully owned subsidiary of our organization? The question is would this be seen as a separate applicant and therefore not disqualified.
- If the organizations have separate Sunbiz/EIN numbers, and financial statements audits each organization is allowed to submit an application. But, please note more than one geographic areas can be serviced in a single application.
- How do I move Next to application? I completed 4 entries in Activities section I am getting a message that each entry should be validated. I go to each and save yet I can not move next. Help please. Reply to me at florelatortue@gmail.com. Thanks
- Please submit this technical question to helpdesk@thechildrenstrust.org
- For the Family Engagement section, it is still saying in red at the bottom, that the applicant has to submit a frequency unit, duration of weeks and duration of units. I am not sure if this is really fixed?? I can not save the entry and it is still requiring some frequency like the other activities, when frequency for this activity will vary among providers.
- Please submit this additional technical issue to the helpdesk@thechildrenstrust.org.
- Can I submit a application without an audited financial statement?
- If you are a new provider to The Children's Trust, you must submit an audit prior to starting an application. The fiscal requirements and expectations can be found in the Certifications section under Fiscal Health, page 25 of the K-5 RFP and page 32 of the 6-12 RFP. These requirements can also be found under Funding Requirements on the Grants page of our website - https://www.thechildrenstrust.org/content/general-programmatic-funding-requirements
- Can I add/create a new 6-12 application on my account if I already created a K-5 application? I am trying to do this, but the system is asking me for detailed information about the audit, which we will not have completed until later this month. Is there any way I can still create the application to work on now and add the audit information later?
- If you are a new provider to The Trust, you will not be able to proceed with the application until the audit detail information is completed and the audit is uploaded. It is recommended that you download the RFP and begin working on your responses so that you can enter them in the system once your audit is complete. If you are an existing provider and the system is asking you for detailed information about your audit, please email our help desk - helpdesk@thechildrenstrust.org.
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- Please resubmit if you have a specific question.
- If you are applying for K-5 and 6-12 and the provider is selected for funding and later the provider decides that they do not want to do the 6-12, how will that affect the funding for the K-5 that the provider does want to serve?
- Please refer the the certification page where applicants attest to the content of their applications. Applicants should propose programs where their is a need for services. The hypothetical question posed cannot be answered without specifics.
- There is a glitch in the RFP Youth Development 6-12 on the Staffing Table it does not let us to enter the Time frame for any position. I will also submit this technical question to the help desk.
- Please email the helpdesk so that we can best support you at helpdesk@thechildrenstrust.org
- How to make a correction in the title?
- Unfortunately, the title cannot be edited since it is entered at the pre-application phase.
- I am unable to delete entry on the Program Outcome. Don't know why it pre-populated Social Skill Assessment, College Prep and Entrepreneurship for wrong time-frame. I double checked the time frame selected in Activities section, but still not given the delete entry button to delete....therefore, I can't mark as complete
- Please submit this technical request to helpdesk@thechildrenstrust.org.
- for the letter of support to MDCPS, were you able to obtain clarification regarding the start and end date?
- We received clarification and you will need to include the start date August 1, 2018 to July 31, 2023.
- How can an agency get listed with the Children's Trust?
- An agency becomes a funded provider of The Children's Trust by applying trough our competitive Request for Proposal (RFP) process. If you're trying to offer a program component to applicants, it is recommended that you contact potential applicants directly.
- Our program is applying for Summer only funding. We currently serve a cohort (Cohort 1) of teens year-round for all four years of high school. We plan to add another cohort (Cohort 2) in Fall 2019 and will work with that cohort for 4 years. Can we include budget line items for Cohort 2 in this application?
- No, funds for summer program begin in March of 2019, so as described cohort 2 will not begin until Fall of 2019. If an applicant would like to propose a summer program, with the same or different population of cohort 2 that is allowable. It appears that your question seeks to support the cohort 2 program in the summer with separate funding through this RFP, an application to do so is allowable in that scenario. But note budget requests must be related to the proposed program.
- We are applying to run programs in two areas, northwest Dade and south Dade. Would it be possible to apply for them, one through our organization, and one through a Foundation that is a separate 501c3, a separate but fully owned subsidiary of our organization? The question is would this be seen as a separate applicant and therefore not disqualified.
- If two different 501c3 applies, then they will be counted as different entities. One of them would be considered a new agency applying while one would be an existing agency.
- In the target population section of the RFP it states " As an agency with a past history of providing Trust-funding after school and summer camp programs , children with disabilities slots numbers must be the greater of the past percentages. Are those numbers taken from the last contract year 2016-2017 or 2017-2018 or any year that has the greatest percentage?
- The numbers are taken from contract year 2016 -2017.
- Help I keep marking completed in Activity section that I completed but I am getting a message to Validate each activity I click but do not see where to validate - Help please. Reply to florelatortue@gmail.com. Greatly appreciated
- Please submit this technical request to helpdesk@thechildrenstrust.org.
- Is it possible to offer programs during the spring and winter breaks?
- Applications for k – 5 and 6-12 programs cannot just propose to offer services during spring and/or winter break only. These programs will need to operate during the school year and in addition to that they can offer services during the spring and winter breaks.
- we have an opportunity to service a Miami-Dade County Office who caters newborn to 5 years old, our programs are intent to age 3-5, of this population and , we intent to service only 40-80 children of their population of 8000, with very innovative Hands-On Evidence Based practices, will we be able apply under this grant and service this Miami-Dade Dept.
- This grant opportunity is for children in grades K-5 or youth in grades 6-12. Based on the description of your program, this grant does not serve the age group you serve. The Children's Trust will be releasing an early childhood RFP in the coming weeks. Keep a look out for that grant opportunity to determine if it aligns with the services you provide.
- Can you share the contact information for all who attended the RFP meetings on the 14, 15 and 19? This way we can connect to collaborate on our application.
- A list of application training participants has been posted in the Resources section of the Youth Development grant opportunity - https://www.thechildrenstrust.org/content/grant-opportunities
- If I am serving students during the summer who are 5th graders who will be in the 6th grade beginning in the new school year, what application do I apply for?
- As described, these children are noted as rising 5th graders and are considered to be acceptable middle school students to be served in the summer before they enter 6th grade. If serving these rising 5th graders, one would complete the 6 to12 application and describe these particular characteristics in the application.
- I am funded indirectly by The Children’s Trust, through Miami-Dade County Department of Cultural Affairs, Summer Arts & Science Camps for Kids program. Can I apply for this Youth Development funding?
- Applicants are eligible to apply if the proposed services are an expansion of the existing program and/or separate services to those currently funded by the Miami Dade County Department of Cultural Affairs. This includes those funded as Summer Arts & Science Camps for Kids (SAS-C), Youth Arts Enrichment Program (YEP) and All Kids Included- Accessible Arts Experiences for Kids (AKI) programs.
- Is it acceptable if your building changes between the application and a program beginning but remains in the same zip code? We currently are in process of purchasing a building and should be done by July 2018.
- Yes, it is acceptable to change locations between the application and a program beginning, since they are in the same zip code. At the time of contracting is when the correct building address will be required.
- Regarding the DCF licensing requirement, is the provider or the site required to hold the license? For example, if we are an afterschool/summer provider providing services at a community center, is it acceptable if we have a license or does the community center need a license as well?
- The Department of Children & Families license is required for each site that the provider is delivering after school services for children in the 5th grade and below. If the provider operates out of a community center, a license is required under the provider name for the community center site address. Please refer to the Service Sites section of the k-5 RFP.
- We currently are funded for two programs. One program serves children from K-8 and the second program serves children and youth with disabilities. Both these programs run under one department . When submitting an application , do we submit one application for these three different program areas (K-5 , 6-12, and children and youth with disabilities )?
- Two applications are required for target populations: one for K- 5 grade services, and one for 6 -12 grade services. Children and youth with disabilities is a special population where applicant needs to provide a detailed description in the population description section for the grade levels proposed.
- Can an organization submit more than one application for 6-12?
- An organization may only submit one application for 6 -12. The RFP allows agencies to submit one application with multiple specialty focus areas. Please review the Services section, beginning on page 2 of the RFP, for further details.
- Participation in our current programs funded by The Children's Trust was disrupted because of Hurricane Irma. How is the impact of the Hurricane on program attendance being factored into the reports that will be used by The Children's Trust to evaluate applications proposed?
- For 17-18, The Children’s Trust will remove 8 days from the 180 day school year requirement, so it will not count against existing providers' attendance data. Existing Providers attendance will be evaluated against 172 days during school year due to Hurricane Irma. In addition, the past performance data that will be visible to reviewers in the application process will be limited to 16-17 performance.
- Youth Development K-5. I am trying to start the application, buy it's not letting me without the audit details, but I do not have that information as of yet.
- A new provider will not be able to proceed with the application until the audit detail information is completed. It is recommended that you download the RFP and begin working on your responses so that you can enter them in the system once your audit is complete.
- Can one agency/organization submit both a K-5 and a 6-12 application? The bidder’s video states one youth development application, but a question here seems to imply that one can submit to both age group RFPs. Thank you in advance.
- Yes, one agency can submit both a K-5 and 6-12 application. Although they are two applications, it is considered one submission. In the pre-application section, select both age group options and you will have access to both applications.
- How can I apply for both k-5 and 6-12 age groups?
- In the pre-application section, select both age group options and you will have access to both applications.
- I am completing a K-5th grade application, why does the Services table display also include information from a 6th to 12th grade application?
- We intentionally displayed information from your K thru 5th grade and 6th thru 12th grade applications so that you can see them both at a glance.
- If were a municipality and wanted to apply for two seperate programs such as children in grades K-5 and children & youth with disabilities. Will we be able to submit two applications under one department?
- Under one department, two separate applications are allowed for the following services: K - 5 grade services and 6-12 grade services. In the pre application section check both services. Although it is two applications it is one submission. Children and youth with disabilities is a special population where applicant needs to provide a detailed description, in the population description section, for the grade levels proposed.
- We are a municipality and we currently have a YAS and YEN grant. How can we apply for both if we are only allowed one application per department?
- Applying for both K-5 (YAS) and 6-12 (YEN) is one submission. Although they are two applications and will be scored separately, it is considered one submission. In the pre-application section, select both age group options and you will have access to both applications.
- Our agency has current contracts from The Children's Trust for our Out of School Program (summer only), as well as our year-round Youth Enrichment Program. These contracts serve different populations and different ages. About 90% of the participants in our OOS program are a distinct cohort of children with disabilities. May we apply to renew both our current OOS and YEN contracts?
- Yes, your agency may apply to renew both K-5 and 6-12 contracts. In the pre-application section, be sure to select both age group options and you will have access to both applications.
- I uploaded a document by mistake and would like to delete it from the application. I already deleted it from the upload area captioned FILE however it continues to show on the right side under FILE. How do I delete this document?
- Please email the helpdesk at helpdesk@thechildrenstrust.org so that we can best support you.
- Where do I find the Authorized Signature Form? Is this something already in Trust Central or a document we need to download? Please explain. Thank you!
- Please email the helpdesk at helpdesk@thechildrenstrust.org so that we can best support you.
- Can we apply only for the summer program for K-5 and/or 6-12? If yes, and we do both age groups, do we need to submit two applications just for the summer program?
- Yes, an agency can apply for summer programming for K-5 and/or 6-12. The agency would need to submit two applications as the program requirements differ for each age group.
- Can we do a program for K-8. If yes, do we have to do two separate applications, K-5 and 6-12?
- Two Applications are required if you wish to provide a program for K-8. Make sure you select both age groups (K - 5 and 6-12) in the Pre Application section so that you can access both applications. Note that activities and outcomes differ for the two age groups which is why two applications are required.
- We currently have a program that provides services for children in grades K-8. However , I notice that the RFP is seperated in the services provided to children by grades K-5 and youth in grades 6-12. If we wish to continue our program , would we have to change the age group we accepted to either grades K-5 or 6-12? Or may we continue running the program as K-8?
- Two Applications are required if you wish to continue serving the age groups (k-8). Make sure you select both age groups (K - 5 and 6-12) in the Pre Application section so that you can access both applications.
- We initially checked both applications for Grades K-5 and 6-12 to apply to. However, we later decided we would serve only K-5. If we don't start or complete the checked 6-12 application, will we still be able to submit our K-5 application without problems or glitches?
- Yes, you will be able to submit the K-5 application with no issues.
- For first time applicants having to submit an audit before submitting the application, how long "typically" will it take for the Children's Trust to notify an organization they can move-on completing the application? Or, is it a "systematic" step type process in that the 1st Step/Part for First Time organizations is to complete the pre-application process WHICH includes submitting audit documentation then once that is in the system the next step/part "opens-up" to complete application?
- Yes, it is a systematic step in the process. Once a new agency completes the pre-application process, which includes completing the fields about the audit and uploading their current audit, the system allows them to start an application.
- where are the application training being held?
- An application training for Youth Development providers currently funded by The Children's Trust took place on Thursday, December 14 at the University of Miami. Two application training sessions were scheduled for new Youth Development providers. One took place on Friday, December 15 and the other one is taking place on Monday, December 18. Both of these sessions are being held at the United Way 3250 SW 3rd Avenue, Ryder Room, Miami, Florida, 33129. For more information, please visit our Community Calendar at www.thechildrenstrust.org/calendar?term_node_tid_depth_join=3.
- Where do I signup for application on the 14, 15, or 18?
- If you are referring to the application training sessions, you can sign up through the community calendar on our website - https://www.thechildrenstrust.org/calendar?term_node_tid_depth_join=3
- I am completing the Program Description and the word count indicator shows 400/400 in red when I am attempting to save, what does this mean?
- The count indicator shows red when the word count exceeds the number of words allowed in the field.
- Are previouse RFP's availible to he public to use as a refereance.
- Previous RFPs can be requested by submitting a public records request. Please see our website for further details on the process: https://www.thechildrenstrust.org/content/public-records-request. However, it has been over three years since our last RFP and many of the requirements have changed since then.
- Do I need to create a Workflow setup for this application?
- No, you do not need to set up a workflow to submit the application. Applicants can assign users throughout the application process. Any assigned user is able to modify and submit the application.
- Is there a minimum number of children that must be served in our program under the grant if awarded?
- For children in grade level k – 5, the minimum number of slots a program may propose is 30 slots at any one site. There is no minimum number for children to be served for grades 6 -12.
- I have 2 Youth Dev apps in Trust Central - one for K-5th and one for 6-12th. Both have the same name because they were created together. How can I change the name of each of them to reflect emphasis on K-5th and 6-12th so they are discernible as different apps on my dashboard?
- Unfortunately, you cannot change the name of the application since that is done in the pre-application phase. They will be discernable on your dashboard by the RFP type - "Youth Development: K-5" and "Youth Development: 6-12".
- Can an organization that manages middle school charter schools, but has Youth Leadership Development Division apply for the grant? We intend on using the funds for expanding our services within our Youth Development Division which provides support services to community and high school sites which are not part of our charter school network.
- Per our procurement policy and the ordinance establishing The Children's Trust, an applicant may not be a charter school approved by a district school board or a state university, or any other sponsoring entity under Section 1002.33, Florida Statutes.
- In an area currently served by Miami-Dade Parks and also identified as an under-served area by TCT, where Parks has the capacity to serve children at one of our park sites, can Parks apply for this as part of its existing grant application, thus increasing the number of children and dollar amount?
- Yes, any existing provider may apply to expand their program to allow for additional slots and/or additional sites.
- If a provider proposes to offer a summer program at a community center but later feels it will work better at a school, do you know if MDCPS will consider allowing the change, even though the entity did not get an LOS from the District this month?
- This is something that will need to be worked out during the contract negotiations, if awarded the grant.
- Will it be possible to include the stipend to pay a Public Allie (Catalyst Miami) in this grant, although Catalyst Miami receives funding from the Children's Trust?
- Yes, agencies who receive funding from The Children's Trust are able to be subcontractors.
- Are we able to do both our own program application, as well as be a subcontractor for a group who needs an instructional component? (via their application)
- Yes, it is allowable to submit an application and be a subcontractor for a different application.
- The link to the MDCPS Grants Administration Department doesn't have posted The Children's Trust Letter of Support. When will the MDCPS site be updated?
- As indicated in the Service Sites section of the RFP, applicants proposing to operate in an M-DCPS school site must complete the Letter of Support Form AND submit a draft letter of support to Marysel Urbanik at urbanikm@dadeschools.net. The link to the MDCPS Grants Administration Department, provided in the RFP, gives instructions on the process.
- Are we required to submit support letters, MOU's, resumes, and certificate of key personnel as we have in prior years ?
- The Partners & Service Linkage section requires applicants to upload supporting documents (e.g. MOU, Letter of support) for each partner. If operating in an M-DCPS school site, applicants will need to upload a letter of support from M-DCPS as indicated in the Service Sites section. We are not requiring applicants to upload resumes or certificates of key personnel. In the staffing description, applicants should described staff certifications and experience. Applicants are required to upload a staffing chart for the proposed program.
- in Light of a funder collaborative proposal, can we still apply for the Youth development Grant?
- Receiving funder collaboration funding from The Trust doesn’t preclude an agency from applying for the Youth Development grant. However, the Youth Development grant proposal cannot fund the same program/project as funder collaboration.
- We are applying for both initiatives K-5 and 6-12. Would the combined maximum request of funding be for both applications up to $1M, based on the cap of $500,000 per application?
- There is no actual cap of $500,000 for each application. On average, our funding amount for Youth Development contracts ranges from $150,000 to $500,000. If an applicant is requesting more than $500,000, they will need to justify the request. The amount is per application.
- Is the organizational capacity question applicable to organizations new to Youth Development programs only, but have other Trust funded programs?
- That is correct. If the organization does not currently have a contract for Youth Development, they will need to respond to the questions in the Organizational Capacity section.
- Can we serve students who attend charter schools?
- Yes, our programs serve children across Miami-Dade County regardless of the type of school they attend.
- What type of staff position provides "direct services" to be included in the ratio? Would this include positions such as camp counselors or interns?
- The direct service staff who count in the ratio are those who have primary responsibility to care for the children and youth throughout the duration of the program.
- when sending the LOS to the school board, can the LOS request form be printed out and sent as an attachment via email with the draft letter also attached separately or is the form submitted directly from the webpage link?
- The form is submitted directly from the webpage link. The draft LOS needs to be emailed separately to Marysel Urbanik at urbanikm@dadeschools.net
- How do I change the Title of the Grant? In the form it appears to be the title of the author.
- We are sorry, but there is no way to change it. It is what you entered when you completed your pre application.
- Our organization will be operating a summer camp program within the campus of a MDCPS charter school. The building and property are owned by our organization. Do we need to submit a Letter of Support and/or MOU with the charter school or with MDCPS?
- If it is not an M-DCPS facility, you do not need a letter of support from M-DCPS for the use of their facility.
- if an agency is proposing service location sites at various MDCPS, does the lead applicant agency needs to draft an letter of support to the school board for each of the schools providing services?
- Since the letter is coming from the school district, and not individual schools, one letter inclusive of all the schools will suffice. Be sure to include the names of all the proposed school sites in the draft letter you submit.
- M-DCPS Letter of Support Request Form requires the agency applying to state the “Amount of the Request” of the grant. Is it acceptable to estimate request amount, as that exact number is calculated later in the proposal creation process, which would cause us to miss the cut-off for the Letter of Support Submission?
- Yes, an estimate of the grant request is acceptable for the letter.
- To whom should the MDCPS Letter of Support be addressed to?
- The M-DCPS Letter of Support should be addressed to the agency applying for the grant. It will be signed by the Superintendent.
- A small non-profit would like to submit a 6-12 application. There is a Board of Directors, but there is not currently any staff. The plan would be to hire a Program Manager to run this program and a person to handle grant compliance & reporting (if awarded). Would this structure be allowable or problematic for TCT?
- There is no requirement for an agency to currently have staff in order to apply. However, past performance is a section that is scored as part of the review process. Please review the Organizational Capacity section of the RFP as well as the Reviewer Guidelines for that section. Additionally, it is required for new applicants to submit an audit in order to apply.
- Is a DCF License still needed even if the program is within a MDCPS?
- The DCF License is required for each site that the provider is delivering after school services for children in the 5th grade and below. If the provider operates out of an M-DCPS location, a license is required under the provider name at the school site address. Please review the Service Sites section for more details on the requirements and a link to the Child Care Licensure Questionnaire.
- if one of the school sites do not have an established after school program, can the applicant agency propose the establishment of a new after school program incorporating all the required services in the RFP?
- Yes. An agency may propose to establish an afterschool program at a school site. Please refer to the "Service Site" section of the RFP for guidance on how to acquire a Letter of Support from the school district.
- What are we to put in the section that ask Anticipated Amount / Value to M-DCPS in the M_DCPS Letter of Support Form? Do we enter the monetary value or do we need to describe our program's value to M-DCPS?
- If there is a monetary value for the use of space, include it in this section. You can also include the overall value (non-monetary) to M-DCPS by having their students participate in the program.
- Subcontractor Letter: If we are recruiting from an already existing summer program (the YMCA) and there is no money involved, do we still need a subcontractor letter from them. If so, is this letter due January 12th or with the grant submission on January 30th. If it is due on the 12, where do we sent this letter?
- All letters of support are due along win the grant submission, by January 30. If you are including a partner in the "Partners and Service Linkage" section, it is advisable that you include a letter of support from the partner describing their role and responsibilities in the proposed program.
- What is the timeframe for a response to an organizations submission of its preliminary documents
- If you are a new agency to The Children's Trust, once you complete the pre-application including completing all the files and uploading your financial audit, you can immediately start an application. You do not need to wait for a response.
- Please explain the difference between year round and out of school, what time frame is year round?
- Year-round refers to both after-school and summer programming. Applicants may propose programs that operate year-round, school year only or summer only. All services must take place during out of school time. Please review the "Service Hours" section of the RFP for more information about the requirements for each timeframe.
- What does the MOU document from partners/subcontractors need to state?
- The MOU should include information about the partner and describe the services they will provide as part of the proposed program. It should detail the roles and responsibilities of each partner. If the partnership includes funding (whether in-kind or monetary) that should also be included in the MOU.
- If we currently receive TCT funding for K-5, but are now applying for K-5 and 6-12 funding, do we need to complete the Organizational Capacity section on the 6-12 application or can we mark it as complete?
- Since your organization does not currently have a 6-12 Youth Development contract, you will be prompted to answer questions as a new applicant to the initiative. Please respond to the Organizational Capacity questions as we will want to know your agency's history in implementing programs like the one you're proposing as well as your capacity to do so.
- If a first time organization is going to use a Financial Fiscal Agent (organization) which already have a recent audit and is more financial revenue stable, what type of letter/agreement is needed from the 2 entities (other than obviously the audit/financials) showing the entities are entering a "partnerships" as 1 will financially be responsible and the other will be program responsible?
- Please review the "Partners & Services Linkage" section of the RFP. In this section, the lead applicant should describe the partnership and upload an MOU describing the services each partner will provide as part of the proposed program. The MOU should detail the roles and responsibilities of each partner. If the partnership includes funding (whether in-kind or monetary) that should also be included in the MOU.
- Is there a minimum requirement for education for the position of Program Assistants ,staff that assist with homework assistance.In years past the minimum was having a High School diploma ,is that still required ?
- The RFP does not specify a minimum education requirement for Program Assistants. We would like to know the applicant's minimum requirements for all staff working in the program. Please review the Staffing Description section for further guidance.
- for the MOUs provided by the partners collaborating in the project, it's not going to be feasible for them be fully executed as the organization will not execute MOUs until the grant has been awarded. Can the applicant organization just upload the MOUs drafted by the partners without having them fully executed?
- In this instance, our recommendation is that you submit the draft MOU along with a signed letter of support from the partners indicating that the MOU will be executed upon grant award.
- Can a program that is considered "ancillary" apply by itself for funding or must it seek to be included in applications by others?
- All applications must meet the requirements of the RFP. If your program does not meet the full requirements, you would need to partner with other organizations to fill the gaps. Your agency can apply directly and subcontract with partner organizations or your agency can be a subcontractor for an organization that is applying directly.
- Regarding Mission statement: We are applying for funding for a program that is run through a university. The grant asks for the mission statement and we are unsure which mission statement to explain. Should we include the mission statement for the a) university, b) department in which we are located (school/college), or c) the program mission statement, or all.
- Within the space allowed, you may include all three but we would be most interested in the lead department's mission statement.
- In the DCF child questionnaire for question 5, would the LOS from the school district to the lead applicant agency serve as the agreement for the subcontractor/provider? or does the direct provider operating in school grounds needs to request a separate letter of support from the school district?
- As this is a DCF questionnaire, please contact DCF directly - Shelley Tinney: 850-717-4795
- In regards to the DCF licensing requirement, one of our partners will be in charge of running the afterschool care program and the 2nd partner will provide services once a week as part of the main afterschool program (1 hour during the course of the day). Would this provider also need to obtain a DCF license?
- No. Only the agency operating the day to day services of the afterschool program needs to obtain the license. Please note that any individual working directly with children/youth will require a level 2 background screening.
- We are the lead agency applying for the grant and we are acting as the fiscal agent for our sub contractors. The subcontractors will provide direct services out of M-DCPS school sites. Does the lead agency needs to obtain a DCF license being the fiscal agent?
- The agency providing the direct services will need to obtain the DCF license for the site.
- If we are were previously funded both in YAS and YEN, but will only be applying for 6-12 because we only serve 5 -8 graders. Will our metrics from the YAS be included in the application?
- No. Since you are applying for 6-12, only the metrics data from YEN will be included in the application.
- We found an error in the Metrics what can we do to fix this?
- Please contact your Contract Manager about any errors you are seeing in your Metrics Dashboard.
- This is our first time applying for funding from The Children's Trust. We are not clear on the Organizational capacity section for new applicants. Can you provide additional guidance on this section?
- In this section we would like to know more about your organization and it's ability to implement the proposed program. We are interested in the organization's current sources of funding, mission, history and past performance of implementing the proposed program or other similar programs. Please review the "Reviewer Guidelines" section of the RFP for further guidance.
- In participant outcomes table, what is outcome language?
- The outcome language defines/describes the outcome
- Can we do an after school program which includes Saturdays also?
- Services for K-5th grade children must take place Monday - Friday. Services for 6th-12th grade youth must take place at least 2 days/week - one of these days can be a Saturday. Please refer to the "Services-Introduction" for more information about required program components.
- In previous TCT RFPs agencies were required to attach numerous documents including sample lunch menus, activity schedules, data source/measurement tools, organizational chart, cash/in-kind matching funds, board of directors list, quality assurance and program fidelity checklists, and more. For the current RFP we cannot find requests for most of these documents. Would you please give a list of all the required documents to attach? Thank you.
- All required and optional attachments are embedded in the questions throughout the RFP. Please review each section carefully to determine which attachments are required/optional. You can find this both in the RFP document and in the instructions for each section in the system.
- In the section "Adaptations, Alternate Assessments and Optional Outcomes", what does "time frame" mean exactly? Please further explain how to fill out this section including outcome target, associated activity, outcome language, data source/measurement tool, timing and meaningful improvement. Thank you
- Time frame refers to when the assessment is administered - School Year or Summer
- What format should the program staff chart (to be uploaded) follow?
- The applicant may use any format for the program staff chart as long as it illustrates the staffing structure with position titles that match those described on the Staffing Table, as stated in the RFP.
- Where can I get the dates for Teacher planning days & Holiday?
- The Miami-Dade County Public School Calendar for 2017-2018 has the teacher planning days & holidays and can be accessed at http://www.dadeschools.net/calendars/.
- Is it possible to apply for a musical program that include ages 5 to 18 (beginners, intermediate and advanced students). If so under which age category should I apply, K-5 or 6-12?
- You would need to apply for both K to 5 and 6 to 12 in order to propose services for the age range 5 to 18. Since you are proposing a music program, you would select arts and culture as an optional activity in K to 5 and can select arts as the focus area in the 6 to 12 application.
- I would like to see somewhere in writing that the programs used for Social Emotional Learning do not have to be evidence-based. It was mentioned on the training that programs that are not evidence-based have to demonstrate best practices, but I do not see it written out anywhere and providers believe they have to pick from the list of evidence-based. Thank you!
- The Social Emotional Learning activities are not required to use an evidence-based program but the activity must be grounded on other evidence-based strategies/practices that have demonstrated effectiveness and are supported by research. The Evidence-Based Program question in the Services-Program Activities section is listed as "optional". If the program is evidence-based, it must be indicated here. In the Description field for each activity, the applicants are to indicate the "best practices or strategies that will be incorporated". Additionally, the description of the Social-Emotional Learning (SEL) activity in the 6-12 RFP states that the program "must utilize evidence-based programs and/or strategies". The K-5 SEL description states that the program “must include a structured design of social-emotional development activities grounded in positive youth development best practices”. Please refer to the Services-Program Activities section of the RFP, starting on page 3 for K-5 and page 2 for 6-12.
- Need teacher planning days for 2018-2019. DCPS has not posted 2018-2019 school year calendar yet. Please advise on TPD dates.
- In the RFP, we are asking to provide an estimate of the number of days an agency plans to provide services; on top of the field you will need to enter this number (in service sites section, when you are filling in full days). The filed provides a reference for the estimated number of full days. If the application is successful, the specific service days will be needed for contracting. At that point, the 18-19 school calendar will be available.
- What is the difference between an evidence-based program and evidence-based practices or strategies?
- Evidence-based programs use a defined curriculum or set of services that, when implemented with fidelity, has been validated by some form of rigorous scientific evidence. Whereas, evidence-based practices or strategies use the best available research and practice knowledge to guide program design and implementation to be high-quality and effective.
- Can my non-profit apply for a 6-12 grant, retain responsibility for the grant management and the audit requirements, but subcontract the program management to another agency that we work closely with? That other agency is itself applying for a TCT grant, as main applicant. Would this be a conflict?
- Yes, this is allowable and does not present a conflict.
- when entering the percentage of CWD on the service location it shows the percentage we put in, but when we open the population site the percentage is lower. please explain why? or is there a clinch in the system?
- In that section, it is the average CWD % across all sites for a particular service timeframe. For example, an applicant is providing services at the following two school year sites: Site 1 = 90 participants, 10% CWD (9 total CWD) Site 2 = 30 participants, 50% CWD (15 total CWD) This equals 24 total CWD across both sites out of 120 total participants, which equals out to 20% overall CWD. In the sites summary section, they would see 20% CWD for school year.
- Our program is based at a University. Can more than one School within the University submit an application? I tried to submit an application but got a message that someone else in a different School has already submitted an application.
- Please contact the helpdesk at helpdesk@thechildrenstrust.org and provide us with the Division name, Department name, School Name at the University of Miami.
- How do I cancel this application
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- How do I change the title of the application once it is created? Or can I delete an existing application and start with a new title?
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- The system is not allowing me to start an application for Youth Development 6-12 because it says I have started an application for Youth Development K-5. How can this situation be rectified?
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- My account is locked due several attempts to sign in Help please My email is florelatortue@gmail.com
- Please contact the helpdesk at helpdesk@thechildrenstrust.org so that we can best support you.
- After completing all of the activities, the screen requires to complete the same fields again at the bottom. Please note, I have already completed all of the activities for after school and summer. Should I ignore it and leave it blank?
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- How can I delete a pending application?
- Please email the helpdesk at helpdesk@thechildrenstrust.org so that we can best support you.
- After applying for Youth Development K-5th I got a yellow "pending" box. Why do I have a "pending" status and how do I continue with application?
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
Programmatic - Youth Development: 6-12
- We are a Governmental Entity created by ordinance of Miami Dade County and governed by Florida Statute 190, we don't have a Sunbiz number, but when I enter EIN I get message "failed". This is to identify agency, please help.
- This field should accept either a Sunbiz number or EIN number. Please send this technical question to helpdesk@thechildrenstrust.org.
- My 2016 - 2017 information is not displayed on my summary pages. I can't see unit cost and average number of youth attending for 16-17. For returning providers, shouldn't this information be displayed?
- If you are a renewal Youth Enrichment(YEN) provider, your prior year(16-17) unit cost will be populated in the unit cost table. If the unit cost for your renewal/returning YEN application information is missing, please email helpdesk@thechildrenstrust.org for technical assistance.
- Can a youth participate in a organizations youth program focused on STEM and also participate in a different organizations' program focused on college readiness?
- Our intent is to reach as many youth as possible with quality programming that is engaging. Though the solicitation does not set limits on youth enrolled in one funded program attending other funded organization youth development activities, programs should be developed to meet the needs of their participants through direct service delivery and should include partnerships as necessary that effectively meets the needs of youth in their programs. Please also note that applicants can propose more than one specialty focus area.
- We to propose to renew our current year-round Youth Enrichment Program with a modification in the schedule. We would like to offer our YEN program for grades 6-12 during the summer only, for the maximum number of weeks allowed.
- If the question is asking if a current school year and summer Youth Enrichment program can submit an application to propose a summer only program, the response is yes, that is allowed and justification in the application should be included to address the need for this change. If this response does not address your question , please clarify the question and resubmit.
- I see that you can have subsets of students, except for in required activities. Skill building areas are considered required areas correct? so if I wanted to create a few subsets; art, sports, college readiness, since skill building is required, do all students have to participate in all skills offered at their site, or can each student participate in only ONE skill?
- Yes, skill building is a required activity. If an applicant is proposing more than one skill building area as described in your question, subsets of youth are allowed for the various skill building activity.
- Do the Academic Supports during the school year include Homework support or must it be some specific content instruction?
- Homework assistance, as an activity to meet the academic support requirement, is an allowable option. But, note that academic supports activities should be developed to fit the needs of the grade levels(6-12) and youth being served, as well as it should be based on best practice strategies and/or curriculum for the intended grade level(s).
- Will you allow our skill building specialized area to change during the 5 year period?
- The intent of the RFP is for applicants to propose the activities that will occur annually, during the 5 year period including the skill building specialty activity. For successfully funded programs, The Trust has contracting policies & procedures that allow for activity adjustments with The Children’s Trust President/CEO and/or Board approval as necessary.
- If you are a job training program and want your youth to participate in SYI, who is responsible for finding placements and recruiting businesses for their placements?
- The SYI program includes a broad selection of internship placements that is facilitated by Miami-Dade County and the internship partners, thus recruitment is not required by program. Recruitment of placements is only recommended in the cases where their are very specific fields of internships that youth are being coached or trained in.
- Is a program able to manage its own summer internship component and pay interns that were participating with the organization during the school year?
- No, job training or job coaching are not options as activities in the summer. As described these youth would not be participants of a funded program.
- We serve middle and high school students, do our middle school students need to obtain a job if we choose to do a job training component in our program considering that they are not of age (11-13 year olds) to obtain a job?
- No a paid job for 11-13 year old youth is not expected, please refer to the description of job coaching and job training activities and its intent in the RFP. As applicable and allowable internships, paid or unpaid may be an appropriate consideration for program youth.
- For the Academic Support required activity for afterschool programs, do you have to be able to fit all the activities that fall under the academic support category within the one 300-word description? I've tried selecting the Academic Support Category more than once to delineate the different academic support activities (i.e. homework assistance, tutoring, monitoring school attendance, counseling students about course selection, etc.) but have been unable to do so. Please clarify.
- This field is intended describe how the activity will be implemented. Please see page 6 of the RFP for details on what should be included in the activity description. It is not necessary to put every detail as describing a procedure, but sufficient information to understand how the program will be implemented.
- We have an intensive arts program. We have 5 hours of distinct different arts activities. Is it true we can not list them as separate activities on the services- program activities page?
- Unless the intent is for different participants to attend different tracks, a single arts activity should be proposed with the activity description detaining the curriculum content.
- Our organization offer a full STEAM Camp during the summer with include the arts. The RFP calls for STEM and Art as two separate focus areas. Is it OK to combine the two focus areas and offer STEAM?
- Yes, that is allowable as proposed.
- Can college readiness be the specialized focus are for 6-8 grade students?
- Yes. See page 5 of the RFP and the description for the college readiness focus area for more details.
- Can the Yen Services for 6-12 be provided during the school day or must be done as an after school service.
- The intent is for these services to be conducted during after school hours.
- Are participants able to receive a stipend for job training during the school year?
- Yes, stipends can be paid to participants for job training during the school year.
- Do you write about your Field Trip in it's own area/section or is it something that goes under Program Activities Description?
- The purpose of field trips should be associated with an activity. If planning field trips the details of the field trip(s) can be added to the activity description.
- Follow-up Question. Regarding the Summer STEAM - We are proposing to offer STEAM. We wouild like to select just STEM and add art as a component/activity and not select Art as focus area. Is this allowable?
- Yes, Science, Technology, Engineering, mathematics (STEM)is one of the skill building areas that is allowable. Within the STEM program an applicant can incorporate art activities.
- If an organization has multiple sites, does each site have to do the same field trips? and do the field trips have to be during a Teacher Work Day?
- Field trips should be related to the curriculum, required activities or skill building activities. Field trips are not required and if being proposed should be planned to meet the needs of the youth participating in the program. The YD RFP operational requirements provides a level of flexibility that each applicant will determine their own program schedules, including any differences from site to site.
- We are submitting for summer funding only; however, are we able to obtain funding (included in budget) to meet with these very same students periodically ( 6 to 8 times) throughout the year to track progress, provide reinforced (refresh) learning support and prepare for the following year's summer activity session?
- The contract period for summer programs is May to August, budget requests must be associated with services occurring during the contract period, and some expenses may also be limited to program length. Please refer to the budget guidelines for allowable costs.
- This was a previous question and answer “Is a program able to manage its own summer internship component and pay interns that were participating with the organization during the school year? No, job training or job coaching are not options as activities in the summer. . . " This is in conflict with the RFP pg. 4 Job Coaching Section at the end of 1st paragraph as well as the final paragraph where it states providers can do job coaching in the summer,
- The intent is to the greatest extent possible place as many youth in the Summer Youth Internship program (SYIP), a separate initiative of The Trust during the summer months. As described on page 4 of the RFP, programs must offer another focus area during summer they cannot solely offer job coaching as the only focus area. Job coaching in the summer may only be offered to a subset of youth enrolled in contingent summer work experiences other than SYIP.
- If the program is providing additional activities beyond what is provided in the drop down menu on the Activities Table, is there a way to include? i.e. various electives beyond the required activities and focus area
- No, there isn't a way to add activities beyond those requested in the RFP. Details for related electives can be included in the description of the most related activity and focus areas.
- We provide academic support in our summer program, but when you select summer as a timeframe on the activities table it is not available as an option.
- We recommend reviewing the College Readiness focus area, as it seems most aligned with what you're requesting.
- We would like to offer academic preparation to prevent the 'summer slide". There is not a drop down for activities not required by The Trust. How do we enter the information for this activities?
- We recommend reviewing the College Readiness focus area, as it seems most aligned with what you're requesting.
- The program has chosen a focus area other than PE, but all students engage in PE daily during the summer program. Should this be included on the activities table. If it added to the activities table we will be required to complete the assessment, even though it is not out desired focus area?
- If the applicant is choosing more that one focus area, and the second is Sports then the requirements for outcomes of that focus area must be adhered to. If the intent is to include PE as an integrated component of the primary focus area activity, then it is not expected that assessments in Sports is needed.
- If we apply for the Youth Development 6-12 grant, can we just cover Middle School children (grades 6 - 8) or do we have to include High School students as well?
- Yes, services can be proposed for the middle school grades only within a 6 to 12 application.
- Are Homestead, Liberty City, Overtown and Miami Gardens preferable areas?
- Homestead, Liberty City, Overtown, and Miami Gardens are noted in the RFP as 4 of the 15 listed historically high need underserved communities where The Children’s Trust expects to fund a high concentration of youth development services. The RFP also calls attention to additional high need target communities with limited services that we desire to increase funded youth development presence in. These and other fund-able proposed communities of need will be considered within the scope of the application presented for funding.
- In the second paragraph of page 8, applicants are encouraged to provide applicable services to foster care youth. Is there a specific age range requirement for foster care youth? We would like to serve foster youth ages 18-23. Is this allowed?
- Foster care youth are considered a special population and as noted on page 8 of the RFP can be served through age 22.
- The Target population section on page 8 mentions "therapeutic activities and Supports" for youth with disabilities. Would this include occupational therapy, physical therapy, speech therapy and ABA therapy?
- Our intention for specialized programs for youth with disabilities is to fund therapeutic group programs that support participation in typical after-school and summer camp activities. The special needs interventions should be embedded into the required academic support, social-emotional learning and other enrichment activities. Each student's individual needs should be accommodated and supported within group activities. For example, a youth with fine or gross motor goals might be supported by a specially-adapted group physical activity. Programs specializing in supporting youth with behavior issues should incorporate therapeutic behavior management frameworks, such as reward and response cost point systems. Again, the approach should be implemented with the group while incorporating specific individual participants' goals. This funding is not intended to fund individual therapies that are typically covered through other sources, but rather to offer overall inclusive and therapeutic after-school and summer camp environments.
- If the proposed program is specifically for foster/former foster youth in grades 6-12 and/or up to age 22 years, would the program be considered inclusive if 10% of participants also had a disability (e.g., ADHD, autism-spectrum, etc.)?
- Yes, the minimum requirement for new programs is to include 10% of the available participant slots for youth with disabilities. If you are a program currently funded or a history of being funded in YD 6-12, the percentage requirement must be greater of the past served or the 10%.
- The proposed program will meet all RFP 2018-02 Youth Development Grades 6-12 requirements and will be provided exclusively for foster/dependent youth and those aging or aged out of the foster care/dependency system. As this population requires significantly more one-on-one time with direct service program staff/consultants, would a program serving 25 foster/former foster/dependent youth have a good chance of receiving a grant award?
- In accordance with the review process and procedure, the totality of an application will be reviewed in order to make funding recommendations. An applicant should use the requirements of the RFP as guidance in proposing a program. Please also note the 6 to 12 RFP does not set participant number limits, but rather guidance on expected range of funding awards.
- We are applying for K-5th RFP for the August 2018-2019 school year. If granted, when the time comes for renewal can we apply for the 6-12 at that time, as well? The reason for why we aren't applying for the 6-12 RFP is because we currently have about 6 participants in this group versus the 30 in K-5. Our facility is only so big and cannot host 30 K-5 & 30 6-12. However, we do have plans to expand our facility and at that time will be able to host the 6-12.
- No, this is the application time period for all Youth Development K-12 services beginning August 2018. The funding cycle is for 5 years. Increases in funding during renewals requires a standard process and board approval, currently there isn't a plan for increases as described.
- If we are currently funded for 30 K-8 slots at one particular location. Can we apply to serve 30 k-5 and 15 6-12? Our 6-12 proposal will not be limited to 15 children as it will include other locations with larger number of participants. This will help the agency to accommodate siblings that currently attend the same location in our currently trust funded YAS program.
- Yes, your scenario is allowable under this RFP as 30 meets the participant minimum requirements for the k-12, and there is no minimum set for 6-12.
- Can you apply to serve delinquency youth during the day as they are incarcerated and sometimes only for 14-21 days? Is the Trust flexible due to the nature of this "special population" under this RFP?
- The intent of the Youth Development RFP is to provide out of school time services. Access to target youth will be determined by the applying organization by developing a service activities plan that meets the needs of the noted special population, as well as operating within the parameters of RFP requirements. Thus, the RFP requirements of program participation dosage and length of program remains regardless of population.
- We are proposing a summer 11 week YEN program for students K-12. This exceeds the minimum requirements for the RFP, at 7 hours/day for a total of 378 hours of programming, excluding July Fourth. We are proposing one cohort of 30 youth for the duration of the summer. If a participant attends 80% of the days we offer the program, will we be required to fill that student’s slot with a different (new) participant for the balance of 20% of the days the first student is absent?. What would be the
- Please refer to the Target Population section of the RFP for clarification about recruitment.
- We are submitting an application for both afterschool and summer time frames. Do we need to serve the same population in the summer as we do during the school year?
- No, it is not a requirement to serve the same population during the school year and summer, that decision is at the discretion of the applicant.
- Are providers expected to work with their participants in the summer if they are accepted into a SYE internship? If not, does that mean the program is considered a School Year Only program?
- No, service to this population in not expected and unlikely given the Summer Youth Internship (SYI) service hour expectation of 25 - 30 hours weekly. If an applicant wants to have a summer component, resulting in a year round program, the applicant can propose services in one of the 6 skill building areas serving a different population of youth.
- For the RFP section for 6-12- hours of operation do not read that it has to be from "dismissal hours until 6pm" Therefore is it correct to say that hours of operation for 6-12 can be within school hours if supported by school site principal and MDCPS? if not please clarify hours of operation for 6-12.
- The intent of the RFP is for out of school time services, the RFP schedule requirements are flexible to allow services when students are available. Access to students, to meet the minimum participation requirements of the RFP should dictate when youth will receive the services.
- Request a clarification on RFQ stating, “If specialty programming primarily for youth with disabilities is proposed, these programs should not simply be general youth development programs serving a segregated disability population—in this case, inclusive program designs are expected.” Our current program serves solely children with disabilities, do we have to register kids without disabilities, or can we offer inclusive opportunities and experiences during our specialized program?
- Please see additional update to this response. You may propose any inclusive program design, provided it meets the characteristics below: Inclusion is characterized by: • natural proportions of children and youth with and without disabilities • actively participating together on a regular basis • in the setting in which the activity typically occurs. Please provide additional detail on the level of disabilities of the youth, full understanding of the population is need to be responsive to this question.
- In the Program Participant section where you ask for the Proposed Frequency and Proposed Hours Per Week, are you asking for the REQUIRED time or the MINIMUM number of days an hours a participant can attend the program?
- The requested program participation information is for at lease your minimum requirements. Applicants can design a program that exceeds the minimum requirements and if so the entry would reflect the expected participant offerings for their specific program.
- Alternately, if no work was allowed prior to 8/1/18, would we be allowed 60 days to ramp up the new program, serving less than 36 weeks (school year), but exceeding the weekly hour target? i.e. the minimum requirement is 2/hours/week, but our proposed program would provide services for approx. 6-8 hours per week.
- No, the program must operate for the minimum of 36 weeks. The contract start date of 8/1 with the 36 week requirements, allows for flexibility with the start of each applicant’s program.
- The budget guidelines state that a stipend may not be paid to a participant of the program if the purpose of the program is to enable/ aid the participant to enter the workforce. Someone asked if stipends can be paid to participants for job training during the school year, and the response was yes. Can you please clarify the difference between these two instances?
- Stipends are an allowable expenditure, as an evidence based/ best practice tool, in this example, in instances where participants are engaged in curricula that includes internships and/or skill development work practice placements. A stipend which is not a wages, is paid by the Trust contracted agency. It is not to be used as an incentive, but rather as payment to offset costs incurred in being part of a program and thus justifies the issuing of a stipend. All stipends for funded agencies will be reviewed and is subject to finance department approved at contracting.
- How many slots (%) of participants per job training program will be able to participate in Summer Youth Employment?
- There is no set # of slots for any Trust funded program. We will work with the programs to help connect participants to Summer Youth Employment.
- On page 2 on the table section of hours of operation for the 6-12th grade youth during the summer the contact hours per day states "at least 6 hours per contact day", however, no where else in the RFP does it state that, it only states a minimum of 15 days, 6 weeks, and 90 hours total. So, does each contact day have to be 6 hours a day during the summer or is it up to our discretion as long as we meet the 90 hours, 15 days, 6 weeks minimum?
- The six hour requirement for hours of operations in summer programs noted on page 2 of the Services Introduction section is a daily operation requirement. This requirement allows a program to meet minimum program participant levels. If programs are proposing services greater than the minimum, they must still meet the daily requirement of 6 hours a day for summer programing.
- What is the minimum number of youth that need to be served at each site?
- The RFP does not dictate minimum participant numbers for youth in grades 6-12, but rather it provides the staff to child ratio range of 1:15 to 1:25 as a guide to aid in developing service number levels. Applicants should propose participant numbers that meets their needs. It is recommended that applicants propose participant number levels: that are in accordance with the best practice implementation of the program curriculum; that were developed based on a demonstrated need and; takes into consideration the fiscal impact of their service level.
- If we are applying for multiple sites, does each site need to function in the same way? serve the same amount of days/hours? serve the same amount of students? have the same focus area? and include the same skill building specialized areas?
- There can be site differences in the number of youth served, days and hours and in focus areas for each site proposed. Each site is entered individually in the Service Sites sections and differences can be entered at that level. See page 11-14 for full details on service sites.
- If at one site we want to do sports in the fall and arts in the spring? does that mean those are 2 different COHORTS? if that is allowed, can they be 2 different groups of students? let's say we have 30 in sports in fall, and 30 in the spring for art, do they have to be the same students? and does each group/cohort have to meet ALL the hours/day requirements?
- Each individual youth is expected to meet the minimum requirements for hours and days of program participation. The structure of the program can include cohorts (which is defined as groups with different start and end times of programming) and this can differ from site to site and time-frame. In the example, having 30 youth attend arts at one site and 30 attend sports at another site is not a cohort as they are both attending during the same time-frame (fall or spring). If proposing cohorts (youth with different start and end dates), the youth will still have to meet the minimum requirements and they can be different youth in each cohort.
- Are there 6-12 student:teacher ratio requirements the grant committee has in place or are providers simply required to meet the ratio guidelines according to licensing?
- Youth in out of school programs for grades 6-12 are not regulated or licensed by DCF. The ratio range provided in RFP, is based on research, evidence and best practices.
- Does a 6-12 program have to start on first day of school and end last week of school?
- No, programs must meet the minimum duration requirement of 36 weeks for the school year and the school year period has flexibility that does not require that services begin on the first day and end on last day of school. Service dates should be proposed that meet the needs of your target population, while meeting at least the minimum requirements.
- Can some youth with disabilities attend a 2-3 day a week program while others with more significant disabilities attend a 5 day a week program due to their need for daily afterschool care?
- Applicants should design their program to be inclusive while still meeting the participant level requirements of 50 days with a minimum of 150 hours. In this specific example, offering 5 days weeks for all, allows all youth the inclusive opportunity to meet the participant requirements with flexibility for all.
- Is a school site preferable to a community center?
- Sites should be selected to meet the needs of the proposed target population, selection is at the discretion of the applicant. The RFP does not identify a preference on site type, sites should meet licensing requirements, as applicable and be appropriate for the population of service.
- Can a coalition of organizations apply to with a proposal to only target of one specific skill building activity area and the remainder of the required program activities be substantiated in individual organizations proposals? Example, coalition would provide college readiness and individual organizations would provide Academic Support and SEL.
- Each applicant must propose all required activities within a single application. The method and strategies use to deliver the activities are determined by each applicant in accordance with any requirements set forth in the RFP. This may include partnerships such as subcontracting for one or more of the activity requirements.
- When establishing a new after school program for middle school kids, we would include tuition fees for the # of slots proposed in the budget. Is this acceptable?
- The RFP allows for fees, this information is ask in the site table, please refer to the RFP and budget instructions for additional details.
- For 6-12 summer programming: We plan to offer programming one day a week at a public school, and then the second day students will be bused to the university campus for programming. This will happen each week. The sites table will not allow me to indicate that students will be served twice a week but at two different sites. It will not allow me to put 1 for the number of days a week. I am concerned this will mess up all my calculations.
- Please input these details about transporting the students to UM from the public school in the narrative of the activity description, include address and any relevant information for full understanding. Complete the site information for the one public school site, as the students will be transported from the school site on the second day of service.
- For this section "Population & Sites - Summary" it does not give our results for past years I am guessing it's because we have historically been an elementary funded program only, but this year we are applying for a 6-12 grade only. May I or should I input any past numbers in this area?
- The past results information is not populated as your program is not currently funded as a Youth Enrichment (YEN) program. The organizational capacity question provides opportunity to address past performance for new applicant to the Youth Development 6-12 .
- Can Saturday be one of the service days for the 6-12 programs?
- Yes, services can take place any day of the week for services for 6-12 grade youth.
- Do all field trips have to be during program time/days? or could you take a field trip on a day that would not normally be a meeting day? For example, if your Focus Skill is Art and you take a field trip to a theater on a Saturday night. Will that be an allowable expense?
- There are no budget restrictions that prohibit such activities from being proposed on weekends or not regular meeting days, if the field trip is clearly associated to the skill building and/or required activities of the RFP. Please refer to the budget review guidelines as additional reference on how budget costs will be reviewed.
- If you have sent off your letter of support in December to the contact listed in the proposal, have heard that it is still not ready, and you are ready to submit the proposal before the deadline, what can an agency do?
- If this question refers to the MDCPS service site location, the process detailed in the RFP allows for sufficient time to meet the requirement of the Letter of Support within the application submission deadline of January 30th. If proposing services at a MDCPS the Letter of Support is a requirement of the RFP. Applicants should consider all RFP requirements when making their decisions on submission.
- Is it possible for the TCT to speak to MDCPS about expediting the letters of support from the Superintendent? This process is extremely SLOW (even when the letters were submitted in a very timely manner as stated in the proposal) and it puts organizations who are ready to submit the application at risk for not receiving this funding opportunity. Please assist!
- The process for those who meet the deadlines for submission to MDCPS will provide each applicant with the documentation prior to application submission due date. Please check in with Ms. Urbank, MDCPS on your request.
- Do we need a letter of agreement from a person who is doing a professional service? The Partners linkage section only asks for Sub-contractors letters/agreements or In-kind letters. Please clarify if documents should be uploaded for a professional service (individual)? If so, where would an agency upload this?
- No, an agreement is not required for professional service individuals with the application, but including any such documentation is at the discretion of the applicant, dependent on the role the individual will play in the program. Please use the details in the RFP, including the reviewers guidelines on page 34 as reference.
- The Partners and Service Linkage section does not mention having a word limit in the application, yet each new entry for partners has different word limits within the same application. How can this be fixed? Can the word limit be removed for all partner entries?
- The partners description entry has a word limit of 300 words. If the application does not allow you entry up to the 300 words limit, please submit a request to the helpdesk@thechildrenstrust.org.
- Do all of our programming/community partner MOU's need to be fully executed and attached to the application at the time of submission?
- Yes, all MOU's are expected to be executed and uploaded as one document into the appropriate section.
- Are the measurement tools provided on pages 16-22 of the RFP required? In other words, are these the measurement tools that must be used? For example, is the educational engagement scale for teens the only EBP accepted for measuring educational engagement?
- Yes, as noted in the RFP and instructions, applicants are required to adhere to the standard outcomes and associated tools. But, adaptations including alternate tools are allowed for participants with special needs. Please see the instructions on page 22 for adaptations.
- From ProjectArt - We understand that academic supports, social-emotional learning, and skill building (in our case, arts) is a requirement. We reviewed the RFP sections which elaborate on social-emotional learning and skill building. We need to know more about whether we align with academic supports and if we do not, would this disqualify us? How is academic support measured? Is the Trust seeking direct support for homework and school assignments? Thank you
- The academic support activity is detailed on page 3 of the RFP and includes various examples of implementation, including how an arts program can incorporate its' curriculum to design an academic support activity. The outcome associated with the academic support activity ( 75% of youth increase school engagement and positive attitudes towards academic success) can be found on page 16 of the RFP. It includes the measurement tool, meaningful improvement and timing for the administration of the tool. This outcome is only required to be measured for school year programs and is not measured in the summer.
- We are unclear about what is expected from us in the outcome justification section, can you elaborate?
- After selecting the target for the outcome, justification refers to the describing how the program selected the outcome target.
- Will the Positive Youth Development Inventory mentioned in the RFP be provided by The Trust, or will providers have to come up with this assessment? Also, will this assessment be provide online or paper?
- The Positive Youth Development Inventory can be accessed free of charge. A link is provided in the Participant Outcomes section of the application for reference. It is typically administered on paper
- Are the required outcome measurement tools provided on the grant application free for programs to use? or do we need to purchase them? 1. Positive Youth Development Inventory? 2. Youth and Program Strengths Survey 3. Casey Life Skills Assessment- Work and Study Life & Career and Education Planning subscales 4. Youth ARTS & Science Post-Program Participant Art Skills Assessment 5. Civic Engagement- Competence for Civic Action
- Of the tools listed, the only one that has a cost is the Youth and Program Strengths survey. If a tool has a cost a link was provided to the specific purchasing information within the RFP. The costs of this tool is an allowable item in the budget. All other tools were posted as part of the RFP with links to the tool.
Programmatic - Youth Development: K-5
- We are a current YAS provider who serves less than 30 children (all with disabilities) at one particular site. Given the fact that self contained classrooms would have better outcomes is smaller groups (Less than 15), can we apply to serve 20 children after school at one particular location ( Note that the total proposed number to be served across sites will be larger than 20).
- The system will not allow you to save the site with 20 slots. It has to be in increments of 15 and greater than 30. I would recommend you send this to the help desk at helpdesk@thechildrenstrust.org to see what can be done about this. If nothing can be done about this, you may need to add 30 slots and this may be something that can be negotiated during the contracting process if awarded funding under this RFP.
- As a renewal applicant, I'm having trouble entering the needed proposed number of youth served in the Population & Sites Summary Table. Most of the slots are auto-populated with the exception of the proposed number served section. Despite being blank, I am unable to enter any new information here when I try to edit it. Is this is a glitch or does the proposed numbers served need only to be included in the narrative section and/or justification section? Thanks.
- Because this is a technical question, we ask that you submit it through our helpdesk so that they can best support you. E mail your question to helpdesk@thechildrenstrust.org
- We are not able to edit the intensity/frequency of parent engagement activities in the activities table. Does this mean that what is coming up is the requirement?
- Because this is a technical question, we ask that you submit it through our helpdesk so that they can best support you. E mail your question to helpdesk@thechildrenstrust.org
- Good morning, I am applying as a new provider. One page I am not allowed to proceed because it is asking for information on the auditor. However there are no boxes or fields to include information. Please help. Thank you.
- Because this is a technical question, we ask that you submit it through our helpdesk so that they can best support you. E mail your question to helpdesk@thechildrenstrust.org
- After applying for Youth Development K-5th I got a yellow "pending" box. Why do I have a "pending" status and how do I continue with application?
- Because this is a technical question, we ask that you submit it through our helpdesk so that we can best support you. Email your question to helpdesk@thechildrenstrust.org.
- If an organization did not send a representative to an application training, are they still able to apply for funding?
- You do not have to attend the application trainings to be able to apply for this funding. We would like to encourage you to view the Application training video on line.
- We are applying for K-5 afterschool program. If we initially select only school year, can we then modify and add summer prior to submission?
- Yes, applicants can go back to the services-introduction section and select the summer time frame. Go through the application and make sure all of the summer requirements are completed.
- I want to enter that we will be having at least 2 parent engagement events each year. How can I enter 2 activities per year when the drop down only offers days per week?
- The problem has been fixed. Applicant will only need to go to the program activities section, then click on the parent engagement activity and provide the description for your proposed parent activity and then click save.
- I understand that the Social Emotional Learning program does not have to be evidenced based, but needs to show best practices. May you please confirm?
- Yes, the Social Emotional Learning activities do not have to be evidence-based, but must include a structured design of proposed activity must be grounded on approaches that have demonstrated effectiveness and are supported by research on other similar services. The choice to design and implement evidence-based strategies effectively requires a foundational level of expertise in SEL programming and concepts, and at times use of an established evidence-based program, which typically comes with staff training and implementation supports, may be easier for organizations with less expert staff to implement.
- For the differentiated instruction portion, is it required to utilize an evidence-based curriculum or can the certified teacher utilize the online programs ie. i-ready that the students in the MDCPS already are using as part of their intervention?
- It is expected that differentiated instruction be delivered by a certified teacher working individually or in small groups of struggling readers. Ususally, there is no interaction with the teacher for programs that use i-ready and other softwares. The teachers typically just walk around to make sure the children are working. It is hard for them to track progress and ensure that the children are actually taking the time to learn the material rather than just getting through a lesson.
- Can a student chose to participate in a particular elective or must all the students participate in the same electives?
- If you are asking about the optional programming activities, all children do not have to participate in the same optional programming, if a variety of optional program activities are conducted at the same time. It is alright to allowing the children some choices.
- I notice in the Services - Program Activities, in the Activity Name section, the drop down does not have Field Trips, Supervised Free Choice, or Enrichment like in previous grants. Is that intentional?
- Yes, there is no drop down for field trips. All field trips needs to be described and explained as they are related to program activities.
- My Organization is Diva Arts & Entertainment, Inc and we are proposing the Arts & Academics for Excellence Youth Summer Camp. Our program is an arts=based camp that is heavily centered around dance. Our schedule includes classes in arts and culture but the participants have a minimum of three dance classes per day. Will the classes in hip-hop, dance fitness and contemporary dance fill the requirement for physical activity?
- As long as each participant receives 2.5 hour weekly of physical activity during they school year and at least one hour daily during the summer, the classes in hip-hop, dance fitness and contemporary dance will fill the requirement for physical activity.
- In the Activity Table for Physical Activity (summer) the choices for intensity is only 60 or 75 minutes.My program offers 180 minutes daily.I have it indicated as offering it for 180 minutes per day on my SAMPLE schedule for the summer,but how do I indicate on the activity table so it matches my sample schedule.
- If your program offers 180 minutes daily of Physical Activity during the summer, and the choices for intensity we give you only goes up to 75 minutes, select the 75 minutes and include within the description for the physical activity that exact amount of time the activity will be conducted daily.
- #1 I am proposing a summer camp for K-5 are we allowed to use the McGraw Hill curriculum as the curriculum of choice are are we required to use the suggested CT curriculum guides? #2 The Arts & Academics for Excellence Youth Summer Camp offer dance as one of the main components of our program. The children are getting 3 hours of dance daily. They have hip-hop, dance fitness and jazz/comtemporary. Do we need to have an additional physical activity component or will dance satisfy this criteria.
- #1. Applicants may propose their own curriculum for an activity, but must include a description of the curriculum and what best practices or strategies will be incorporated in the “description” field for the related activity. #2. The hip hop dance fitness and jazz contemporary will satisfy the physical activity, since the children are getting 3 hours of dance daily in summer camp.
- In our previous grant, IReady was an approved curriculum for literacy, which we have utilized successfully for three years; is it still an approved curriculum?
- IReady is not listed on the Evidence-Based Reading Resources listed in the K -5 application. However, we do recognize that IReady is used by the Miami-Dade County Public School. We are looking for applicant to use a literacy curriculum that requires interaction between the teacher and children.
- Can you please clarify if the DLI students are required an additional 30 minutes instruction to the already required 60 minutes in the summer for a total of 90 minutes 4x/wk?
- Yes, this is correct. DLI students will receive an additional 30 minutes instruction, 3 times a week during school year and 4 x’s a week during the summer to the already require literacy requirements.
- We would like to add Free Choice at the end of the day for 15 min at the end of the day during dismissal; however under the activities section, I don't see an option to add another activity. Can we add Free Choice as an option to the schedule?
- There is no option for Supervised Free Choice Activities. If all the minimum core activity hours have been met, you may plan to do a supervised free choice activity for 15 minutes (during dismissal) of a core activity, then describe this in the description for the core activity that it is connected to. Also include it in your activity schedule.
- Hello, Reading Wonders is listed on the Evidence-Based reading resources list, but is not one of the choices on the drop-down menu for evidence based programs. Is there a reason for this?
- If the EBP that is listed is not one of the choices on the drop-down menu for evidence base programs, please mention in the description section for the core activity which EBP your agency will use.
- Regarding the literacy activities in our program plan, the EBP that our agency uses is listed on the downloadable document, but it is NOT in the pull-down menu of options in the proposal section. When we click "other" it does not permit us to type in the name of our selected EBP
- Because this is a technical question, we ask that you submit this question through our helpdesk so that we can provide support to you. Email the the helpdesk at helpdesk@thechildrenstrust.org
- Where can field trips could be included? When selecting the name of the activity does not appears field trips as one of the alternative.
- Field trips must be related to one of your core activities and/or optional program activities and described as they relate within each appropriate activity.
- I am not sure if the question went through last time. We would like to add Supervised Free Choice for the last 15 minutes of the schedule (during dismissal); however, I don't see it as an activity we add. Can we have Supervised Free Choice as an activity?
- There is no option for Supervised Free Choice Activities. If all the minimum core activity hours have been met, you may plan to do a supervised free choice activity for 15 minutes (during dismissal) of a core activity, then describe this in the description for the core activity that it is connected to. Also include it in your activity schedule.
- The Target Population section requires that I upload a sample schedule. My program has more than one schedule and more than one site but the system only allows me to upload one sample schedule/file. What should I upload?
- Regardless of the number of schedules or sites a program may have we only request one sample schedule per time period to be uploaded, not one per site. If applicant would like to submit multiple activity schedules for the same site, they must all be merged into one file for uploading.
- Target population paragraph on page 7 mentions "therapeutic activities and supports". Does this include occupational therapy, physical therapy, speech therapy or ABA therapy?
- Our intention for specialized programs for children with disabilities is to fund therapeutic group programs that support participation in typical after-school and summer camp activities. The special needs interventions should be embedded into the required literacy, social-emotional, fitness and other enrichment activities. Each child's individual needs should be accommodated and supported within group activities. For example, a child with fine or gross motor goals might be supported by a specially-adapted group physical activity. Programs specializing in supporting children with behavior issues should incorporate therapeutic behavior management frameworks, such as reward and response cost point systems. Again, the approach should be implemented with the group while incorporating specific individual participants' goals. This funding is not intended to fund individual therapies that are typically covered through other sources, but rather to offer overall inclusive and therapeutic after-school and summer camp environments.
- Would we be able to serve just grades 4 and 5 if we submit an application for K-5? Our program would be specifically for the older elementary aged kids.
- Yes, this is acceptable
- Can a program for K-5 girls or just 5th grade girls be funded?
- Yes, an applicant can propose a program to serve k - 5 girls or 5th grade girls.
- Is it possible to request additional staff or a lower staff-to-child ratio if your program is not “specialized” by meeting the 40% threshold for students with special needs, but have high-demand students with special needs in the program (i.e. runners, low-functioning, etc.)?
- Yes, it is possible to request a lower staff to child ratio if your program is proposing to serve children whose needs may require a lower staff to child ratio, then the justification for this will need to be documented.
- can we propose services to just one particular grade level (Ex: 3rd grade) in our K-5 application?
- Yes, it is acceptable to submit an application for one grade level in the K-5 application. This would need to be described in the description for the population to be served section of the application.
- 1. We are interested in applying for K-5, but we would like to serve only 4th and 5th grades in afterschool. We would like to serve younger kids during the summer, spring and winter breaks. Is that possible? Is it possible to specify which grades we will serve?
- The same children you serve in after school 4th and 5th grades is the same children you should be serving during the spring and winter break. The funding cannot be used to provide drop in after school services. To be eligible to participate the children must be enrolled and attend daily during the school year which includes spring and winter break. For the summer, you can serve younger children K-1 grade and/or children in other grades up to 5th grade.
- I am applying for K-5 for AYUDA, Inc. and someone else in my organization is applying for 6th through 12th grade. Should I say that I am applying for both in my application?
- Yes, you need to say you are applying for both applications
- During the summer , we administer reading assessments based on the grade the student is coming from. EX: A 5th grade student going into the 6th grade receives the 5th grade reading assessment. We identify that summer student as a 5th grade student. Has TCT changed this policy? Are those 5th grade students now identified as 6th Grade and required to attend a Middle/High School summer program even though they have never been to Middle School?
- The Trust Policy has not change, since the summer program falls the end of the 5th grader students school year program. Starting August 1, 2018, any fifth grader in your program is still considered a 5th grader in the June 2019 summer program. The student would not be considered a 6th grader until August 2019 school year program starts.
- In the staffing table, is it allowable to group several specialists or counselors in one entry, whose program related responsibilities and agency minimum qualifications are different? For example, can dance, football, martial arts, rocketry, woodworking and sign language be grouped together rather than listed separately? Though their responsibilities are different, their hourly rate is the same.
- No, if they are different then each needs to be inputted individually since their responsibilities are different.
- For attendance for the K-5 grant, is it children going into K or children who just finished K?
- For proposed programs starting in August 2018, attendance will be captured for the current grade the child is in.
- The Service Site Table requires the DCF licensing information. We have applied for the license. Can we insert "applied for"?
- Yes, If applied for and in process, please remember to upload a copy of your Child Care Licensure Questionnaire
- We currently provide services for K-5 grade children that attend an MDCPS school that has extended day and therefore the children are dismissed at 3:05pm (K-1st grade) and 4:05pm (2-5th grade). Our current contract operates from 3:05pm to 6:05pm. Would that mean we have to operate until 7:05 and/or 8:05pm?. If that is the case, is the TCT considering the safety implications of running the program until the evening in areas with high crime rates?
- Your program is operating from school site that has extended day, then dismissal time is from the time that school is actually dismissed until at least 6 pm. Kindergartners are not part of the extended day, therefore you are able to serve them starting at 2: 05pm.
- The 10 hour day requirement for summer camp will be difficult and expensive to meet since it is longer than a standard 8 hour work day for staff. Can this requirement be shorter if programs have determined there is not a need for the longer hours?
- The 10 hour full day requirement is important to offer structured, supervised care for parents and caregivers who need to drop off early and/or pick up late. The requirement stands, but it should be noted that it is unlikely that full staffing is needed during the early and late hours. Applicants should consider utilizing part-time staff and/or using staggered staff start and end times to cover the full 10 hour day requirement. Required programming activities should take place during the core part of the day (i.e., between 9 a.m. and 4 p.m.), while allowing for care before and after these hours for a minimum of 10 operational program hours.
- How many hours are required for an after-school program?
- Afterschool programs for K- 5 must operate a minimum of 5 days a week after a student is dismissed from school until 6 pm. If k-1 grades get out of school at 1:50 p.m. then afterschool services would operate from 2 p.m. to 6 p.m. (4 hours). On afterschool full days (i.e. teacher planning days, winter break, spring break) programs are encouraged to operate a minimum of 10 hours per day, until at least 6 pm.
- For testing purposes, children going into 1st grade do we give the children testing based on 1st grade or Kindergarten?
- It would be for the current grade the child will be in starting August 2018.
- According to your video, it says your programs are required to be Mon-Fri. Would you consider funding a program that operates 3-4 hours on a Saturday?
- No, we are looking for programs to operate during the hours indicated in the RFP. Afterschool hours of operation are Monday through Friday from school dismissal until at least 6 pm. The summer program hours of operation is for at least 10 hours a day Monday - Friday.
- Our program runs at only one site during the school year and at only one (a different site) during the summer. Does this count as 2 sites even though they are not running at the same time?
- This is considered 2 sites, even though the sites are operating are not operating simultaneously.
- Is a DCF License required for a K-5 summer program?
- DCF licensing is not required for summer programs.
- Our goal is to service a school K-5 that is not listed on the area of need, however at this particular school, there are no afterschool or summer programs available with-in the area. My question is, will the awards be prioritized based on the areas in need?
- Not necessarily, since we fund programs across Miami- Dade County. This will not be the only determining factor in making the awards
- what is the minimum No. of children that can be served in the k-5 application? we are proposing to have 50 at one site and 30 at a different site. Is this acceptable?
- The minimum number of slots an applicant can propose is 30 at any one site.
- In the Partners and Service Linkages section the system allows for Supporting Document(s); however when I attempt to upload more than one file I receive a message “You can upload 1 file”. What should I do?
- To upload multiple files, merge files into one document for uploading.
- We have one site open within MDCPS, we are asking funds for a second site also within MDCPS. Do we have to have both sites running and with the same required format in order to apply for this opportunity?
- Both sites do not need to be up and running at the time the application is submitted. If you are requesting for The Trust to fund a second site within MDCPS, You must complete the Letter of Support Form AND submit a draft letter of support to Marysel Urbanik at urbanikm@dadeschools.net. The link to the MDCPS Grants Administration Department, provided in the RFP, gives instructions on the process. Also, there are require components for the K - 5 programs that can be found in the required programming activities section of the RFP. Make sure that you include all required components for each time frame (school year, summer that you are proposing in your application.
- In the Letter of Support form it ask for a project start date and a project end date. Will the start date be when the grant contract is intended to start? And will the end date be the end of the school year or the end of the five year grant funding cycle?
- The Children's Trust will seek clarification on the letter of support project end date from the Miami-Dade County Public School Grants Administration Office, and update this response on Monday, January 8th.
- If you add an optional enrichment activity (art or music) to give children with disabilities the exposure to it, is it required to have an assessment outcome for it?
- No, it is not required for you to have an assessment outcome for the optional enrichment activity. If you have one, we encourage you to use it and description of this.
- If we want to add an outcome with an alternative assessment tool for students for disabilities, are we required to upload a copy of the assessment tool? If so where is this done?
- If you are an existing provider, in the outcomes section If requesting an adaptation, or alternative assessment click on the related outcome and complete related fields. If requesting to add an additional outcome click "New Entry". If requesting an adaption or alternative assessment click on the related outcome and complete related be used to measure the related outcome include the following in the request: type of request (adaption of tool or alternative assessment), reason for request, name of tool, description of assessment and scoring information (if proposing alternative). The RFP does not require you to upload the alternative assessment tool.
- Are there K-5 student:teacher ratio requirements the grant committee has in place or are providers simply required to meet the ratio guidelines according to licensing?
- The child to staff ratio is 15 child to 1 staff for k -5.
- We are asked to upload a Program Staff Chart. How does that differ from the Staff Table that is filled out within the grant?
- The Program Staff Chart is a chart showing all staff that are working for your proposed program and who they report to. The Staffing Table is asking for much more detailed information and is linked directly to the budget.
- For the grant ; Its asking us for a project Start and End Date . Is it for a school year or the five years the grant covers?
- In the Organizational Capacity section (New Applicants) is where it ask about the project start and end date. This section is only for new applicants. If you've previously had a contract under YAS, mark this section as complete and continue the application. If you are applicant is for the annual school year and summer period (August 1, 2018 – July 31, 2019).