2008-2009 Request for Proposals


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2008-2009 Request for Proposals

  1. 1. 2008-2009 Request for Proposals Governor’s One-on-One Volunteer Program North Carolina Department of Juvenile Justice and Delinquency Prevention (DJJDP) George Sweat, Secretary
  2. 2. Governor’s One-on-One Mentoring Initiative <ul><li>Created in 1982 by Former Governor Jim Hunt </li></ul><ul><li>NC DJJDP provides programmatic oversight and funding to non-profit organizations, components of non-profits organizations, and components of local and State government. </li></ul><ul><li>DJJDP Governor’ s One-on-One Volunteer Program has operated for more than 25 years. * 1,392 youth statewide were served during the 2006-2007 fiscal year. </li></ul><ul><li>There are currently 39 Governor’s One-on-One Programs serving 40 counties in North Carolina . </li></ul><ul><li>*Source: DJJDP Client Tracking Database, November 2007 </li></ul>
  3. 3. DJJDP Community Programs Division Community Programs Community Grants Programs Governor’s One-on-One Volunteer Program AmeriCorps Program Support Our Students Juvenile Crime Prevention Council Eckerd Wilderness Camps Multipurpose Homes Gang Grant Initiative
  4. 4. DJJDP Community Grants Programs Staff <ul><li>Fred West, Community Programs State Administrator </li></ul><ul><li>Kristin O’Connor - Community Grants Program Manager </li></ul><ul><li>Venecia Malloy, Governor’s One-on-One Program Coordinator </li></ul><ul><li>Beverly Clark, Community Grants Program Assistant </li></ul><ul><li>Shana Overdorf – Support Our Students Program Coordinator </li></ul><ul><li>Lynne Fleetwood, Community Grants Program Assistant </li></ul>
  5. 5. DJJDP Core Programmatic Goals: <ul><li>Provide structure for court-involved youth through mentorship and court guidance; </li></ul><ul><li>Prevent juvenile crime in local communities served by the program by mentoring youth who are at-risk; </li></ul><ul><li>Recruit community volunteers to provide positive adult role models for youth; </li></ul><ul><li>Improve youth school attendance and performance, character, social, and leadership skills; </li></ul><ul><li>Reduce juvenile delinquency and undisciplined behavior in youth involved with the Juvenile Court; and </li></ul><ul><li>To increase county awareness of, and the involvement in the problems of youth served by the Juvenile Court System. </li></ul>
  6. 6. Eligible Applicants <ul><li>A 501© (3) non-profit organization or a component of a 501© (3) non-profit organization may apply for a Governor’s One-on-One grant. A component of an existing unit of government such as City, County, or State agency is eligible to apply for funding. </li></ul><ul><li>A local 4-H Cooperative Extension agency is eligible to apply as part of an existing county agency. </li></ul><ul><li>Based on the applicant’s organizational classification, specific documentation may be requested by DJJDP in conjunction with the RFP application. Please review the RFP application carefully to ensure all information is submitted as required. </li></ul>
  7. 7. Eligible Counties/Grant Awards/Capacity/Classification Double Time Thirty-four (34) youth matches with sixteen (16) new youth matches per year $66, 000 Cleveland Gaston Wayne Full Time and 1/2 Twenty-two (22) youth matches with twelve (12) new youth matches per year $ 49,500 Orange Full Time Seventeen (17) youth matches with eight (8) new youth matches per year $ 33,000 Bladen Caldwell Dare Pasquotank Perquimans Surry Watauga Half- Time Eight (8) youth matches with four (4) new youth matches per year $ 16,500 Avery Caswell Columbus Edgecombe Graham Nash Randolph Rockingham Program Classification Client Capacity Maximum Yearly Grant Award County
  8. 8. Grant Award Amounts and Funding Period <ul><li>All grants will be awarded on a competitive basis. Appropriations are subject to the availability of state funds to DJJDP. The minimum grant award is $16,500 and the maximum funding allocation is $66,000.00 as specified by program classification. The DJJDP contract agreement will be for a period of twelve months, July 1, 2008 to June 30, 2009 with an optional two year renewal. </li></ul><ul><li>The funds are restricted for the purpose of subsidizing personnel expenses, solely salaries and fringe benefits for key Governor’s One-on-One staff. The applicant is responsible for actively seeking additional revenues to complete the Governor’s One-on-One Operational budget. </li></ul><ul><li>All grant award recipients will be selected to provide traditional one-on-one mentoring and group mentoring services to at-risk and court-involved youth. </li></ul>
  9. 9. Funding Priorities <ul><li>Traditional and group mentoring models to serve at-risk and court-involved youth ages 6-17. These services should be inclusive of both males and females; </li></ul><ul><li>Research/evidence based mentoring practices and strategies; </li></ul><ul><li>Demonstrated ability to recruit, screen, train, and sustain qualified mentors; </li></ul><ul><li>Demonstrate agency ability to strongly collaborate with local law enforcement, school systems, District Juvenile Court, and other youth serving agencies; </li></ul><ul><li>Demonstrate structured age appropriate guided growth activities to assist youth: 1) explore careers; 2) increase academic success; 3) address character and social development; and 4) build stronger relationships with family and community; and </li></ul><ul><li>Clear performance measures to aid in an effective organizational and programmatic evaluation process. </li></ul>
  10. 10. General Instructions and Guidelines <ul><li>Letter of Intent must be received by January 16, 2008 at 5:00 p.m . </li></ul><ul><li>Submit (1) one original RFP application ( blue ink, original stamp ) and (3) three copies on or before Friday, February 15, 2008 at 12:00 noon . </li></ul><ul><li>Complete proposal on pages provided in the RFP. Appendices may require supplemental information. </li></ul><ul><li>Typed information must be double spaced with 12-point font and 1 inch margins from each direction bound with a binder clip in the upper left-hand corner. </li></ul><ul><li>The application (Cover Page and Sections I – V) is limited to a total of eighteen (18) single-sided pages. Appendices and Performance Measures/Evaluation worksheets are not included in this page limit. Applications exceeding the page limit may be discarded and not reviewed. </li></ul>
  11. 11. Caution Applicants <ul><li>DO NOT modify or amend any tables or forms other than to add rows as needed. </li></ul><ul><li>DO NOT email or fax applications. Applications must </li></ul><ul><li>be received at the appropriate mailing address by </li></ul><ul><li>the due date. </li></ul><ul><li>DO NOT submit applications after February 15, 2008 . </li></ul><ul><li>Post marks will not be accepted. </li></ul><ul><li>DO NOT exceed the 18-page limit for the cover page </li></ul><ul><li>and Sections I-V. </li></ul><ul><li>DO NOT endorse documents with signatory stamps. </li></ul><ul><li>DO NOT MAKE COPIES OF ITEMS REQUIRING ORIGINAL SIGNATURES. </li></ul>
  12. 12. Completed Application Contents <ul><li>Application Cover Page and Face Sheet </li></ul><ul><li>Sections I – V in specified formats on designated pages </li></ul><ul><li>Cover Pages and Supplemental information required in Appendices A – F </li></ul><ul><ul><li>Appendix A: Letters of Review/Support [JCPC Template] </li></ul></ul><ul><ul><li>Appendix B: DJJDP Conflict of Interest Policy Statement [Template] </li></ul></ul><ul><ul><li>Appendix C: Certification and Sworn Statement of No Overdue Tax Debt [Template] </li></ul></ul><ul><ul><li>Appendix D: Organization & Consortium Capacity </li></ul></ul><ul><ul><li>Appendix E: Budget Forms 001 and 002, Budget Form D-1 and D-3 [Templates] </li></ul></ul><ul><ul><ul><ul><li>Budget Form D-2 is not available for purposes of the RFP Application </li></ul></ul></ul></ul><ul><ul><li>Appendix F: Acknowledgement of Governor’s One-on-One Requirements for Program Operations [Template] </li></ul></ul><ul><li>Be sure to use the “Grant Application Checklist” located on page 9 of the RFP application . </li></ul>
  13. 13. RFP Application: Cover Page and Section I <ul><li>Application Cover Page is a one-page form that identifies agency name, program name, and county. No additional information is required for this page. </li></ul><ul><li>Section I – Face Sheet is a one-page form that collects general information regarding agency and program contacts. </li></ul><ul><li>Name and Title of the Person responsible for preparing the Grant Proposal and the name of the organization for the person preparing the proposal. </li></ul><ul><li>The Face Sheet also includes a Certification Statement that must be signed by an Authorized Representative of your organization. Failure to sign face sheet will prevent review. </li></ul>
  14. 14. RFP Application: Section II <ul><li>Section II – Program Abstract is designed to introduce DJJDP to your specific program and current operations. This portion of the proposal should include a brief history of the organization, program type, proposed number of mentoring matches and group mentoring sessions, and demographic data regarding participants. The abstract should also include the types of services to be offered and expected outcomes. </li></ul><ul><li>Limit: one page </li></ul><ul><li> </li></ul>
  15. 15. RFP Application: Section III – Needs Statement <ul><li>All applicants are required to conduct a needs assessment of existing conditions for youth ages 6 – 17 who demonstrate characteristics of at-risk behaviors to justify proposed services in the requested area. </li></ul><ul><li>This section allows applicants to demonstrate how proposed services impact the reported needs; how these services directly and indirectly effect the needs of youth, families, and the community; and the extent youth and families were involved in identifying the needs </li></ul>
  16. 16. RFP Application: Section III – Needs Statement (Cont’d) <ul><li>Data must be: </li></ul><ul><ul><li>Current as of two years </li></ul></ul><ul><ul><li>Identify sources and dates </li></ul></ul><ul><ul><li>Relevant to proposal </li></ul></ul><ul><ul><li>Qualitative and/or quantitative </li></ul></ul><ul><li>Resources: </li></ul><ul><ul><li>Best Practices: http:// www.emt.org/userfiles/BestPractices.pdf </li></ul></ul><ul><ul><li>Big Brothers Big Sisters of America </li></ul></ul><ul><ul><li>Child Trends: http://www.childtrends.org </li></ul></ul><ul><ul><li>National Mentoring Partnership: http://www.mentoring.org </li></ul></ul><ul><ul><li>Solutions for America: http://www.solutionsforamerica.org </li></ul></ul><ul><ul><li>Volunteer Screening and Background Checks www.mentoring.org/safetynet/index.adp </li></ul></ul>
  17. 17. RFP Application: Section IV – Program Narrative <ul><li>Proposal writers are allowed 11 pages to thoroughly describe structured mentoring services, measurable goals, and projected outcomes intended for delivery that will meet the needs identified in Section III. This plan must represent a collaborative effort between the applicant and community stakeholders with common goals identified by DJJDP. </li></ul><ul><li>The program narrative must address the following areas: </li></ul><ul><ul><li>Mission </li></ul></ul><ul><ul><li>Traditional One-on-One Program Design </li></ul></ul><ul><ul><li>Group Mentoring Model Program Design </li></ul></ul><ul><ul><li>Performance Measures and Evaluation </li></ul></ul><ul><ul><li>Program Staffing and Volunteer Management </li></ul></ul><ul><ul><li>Organization & Consortium Capacity </li></ul></ul><ul><ul><li>Community Collaboration </li></ul></ul><ul><ul><li>Sustainability </li></ul></ul>
  18. 18. Mentoring Models and Program Design <ul><li>Traditional One-on-One Mentoring Model – Common </li></ul><ul><li>The placement of a caring adult volunteer/mentor and at-risk or court-involved youth in a mentoring relationship for a period of one year wherein the adult volunteer/mentor meets on a regular basis for a minimum of two (2) hours a week or eight (8) hours a month. </li></ul>
  19. 19. Traditional One-on-One: Program Design <ul><li>Describe how the program design is supported by evidence-based research and/or age-appropriate youth development research. Program designs should be developed based on what research terms as “best practices” for mentoring programs. </li></ul><ul><li>Describe how proposed services will address risk factors identified in the needs statement. </li></ul><ul><li>Describe the youth referral process to be used for the program. Include referral sources and explain how will the program meet the 60% referral requirement. How will the program provide progress reports to youth referral sources? (See Governor’s One-on-One Volunteer Program Standards) </li></ul><ul><li>Describe what type of assessments will be used to determine the compatibility of the youth and the adult volunteer. </li></ul><ul><li>Describe how case management procedures will be implemented to assure there is frequent/regular contact with adult volunteers, youth, and families. Describe how youth and adult volunteer matches will have ongoing monitoring, support, and supervision. </li></ul>
  20. 20. Mentoring Models and Program Design <ul><li>Group Mentoring Model – Exploratory </li></ul><ul><li>The placement of a caring adult volunteer/mentor with a group of four (4) to eight (8) at-risk and/or court-involved youth participants in a group setting wherein community service (service learning), social and life skills development, academic enrichment, and career exploration are provided through group facilitation. </li></ul><ul><li>The volunteer and staff/youth ratio should be 1:4 or 2:8. </li></ul>
  21. 21. Group Mentoring Program Design <ul><li>Provide a description of a structured group session. </li></ul><ul><li>Describe a structured group session and how academic progress, character and life skills development, career guidance, and community involvement will be presented to youth. </li></ul><ul><li>What assurances does the program have that it will achieve projected participation levels, particularly the involvement of court-involved youth? </li></ul><ul><li>Describe what type of assessments will be used to determine the compatibility of the youth participants for the group mentoring component. </li></ul><ul><li>Describe case management techniques and procedures to be implemented to ensure frequent/regular contact youth, families, and referral sources . </li></ul>
  22. 22. Logic Model for Program Services <ul><li>Source: General Assembly Program Evaluation Division </li></ul>Planned Work Financial Audit Activities Outputs Outcomes Impacts 1 5 2 3 4 Performance Audit Resource/Inputs Performance Measures Program Evaluation Performance Indicators Intended Result
  23. 23. RFP Application: Performance Measures and Evaluation <ul><li>DJJDP has identified core goals and related outcomes pertaining to the effectiveness of the Governor’s One-on-One mentoring program operations. The goals and outcomes for the Traditional One-on-One Mentoring Model and the Group Mentoring Model can be found in Reference Supplement II. </li></ul><ul><li>Applicants must use the performance measures and evaluation worksheets titled Required Performance Measures and Evaluation Plan provided to complete the mentoring program goals and outcomes for each model. </li></ul><ul><li>Strategies are to be listed with timelines for gathering required data to include evaluation methods, and measurement tools. </li></ul><ul><li>While DJJDP conducts quality assurance, programs should maintain internal compliance with program design and delivery standards. Evaluation protocols should include tactics to remedy identified areas of improvement or concern. This information should be provided in narrative form. </li></ul>
  24. 24. RFP Application: Performance Measures and Evaluation Plan Worksheets Required Measurable Outcome Required Goal <ul><li>12 youth who are court-involved at the time of admission to the program, 75 % of youth will demonstrate a reduction in subsequent complaints by June 30, 2008. </li></ul>To prevent or reduce juvenile crime <ul><li>Use of an Internal tracking form documenting referrals and admissions from Juvenile Court </li></ul><ul><li>Reports generated from the client tracking software application </li></ul><ul><li>Routine follow-up with youth, parent, guardian and court counselor </li></ul>Evaluation Measures <ul><li>Secure a minimum of 4 Juvenile Court (JC) referrals from February 1 st – March 31, 2007 by attending weekly JC meetings. </li></ul>Strategies
  25. 25. RFP Application: Program Staffing and Volunteer Management <ul><li>Applicants must address organizational staffing structures that outline reporting protocols. Submit a copy of your mentoring program organizational chart for Governor’s One-on-One. </li></ul><ul><li>Provide a detailed job description(s) for the following staff members with specific duties and responsibilities: </li></ul><ul><ul><li>Program Director </li></ul></ul><ul><ul><li>Administrative Assistant </li></ul></ul><ul><li>Describe employment processes as well as any employment screenings (criminal background, drug use, DMV) and methods to address these for current and potential employees. </li></ul><ul><li>Explain staff and volunteer training requirements and training plans in accordance with Governor’s One-on-One Requirements for Operation . </li></ul>
  26. 26. RFP Application: Program Staffing and Volunteer Management cont’d <ul><li>Recruitment and utilization of community volunteers is a critical component of the Governor’s One-on-One mentoring initiative. </li></ul><ul><li>To ensure the safety and well being of participants describe the following in this section: </li></ul><ul><ul><li>Staffing plan and staff/youth ratios for program activities. </li></ul></ul><ul><ul><li>Plans for recruiting, screening, and selecting qualified volunteers. </li></ul></ul><ul><ul><li>A detailed description of how volunteers will receive pre-service training and in-service training throughout his/her term of service. Include training topics the program seeks to establish for volunteers. </li></ul></ul>
  27. 27. RFP Application: Organization & Consortium Capacity <ul><li>While Appendix D is directed to Organization & Consortium Capacity, the program design should include written information regarding the applicant’s unique skills and talents readily available to deliver proposed programming. </li></ul><ul><li>Accomplishments and successes in mentoring and youth development program delivery should be included in this section . </li></ul>
  28. 28. RFP Application: Community Collaboration <ul><li>The Collaboration template found in sub-section G describes specific contributions and relationships with partners via services, referrals, and/or financial donations. </li></ul><ul><li>Letter of Review by local Juvenile Crime Prevention Council (JCPC) must acknowledge the following: </li></ul><ul><ul><li>Proposed services meet a need with the DJJDP continuum of services; </li></ul></ul><ul><ul><li>Application demonstrates capacity of the agency to provide services and collaborate within the community; and/or </li></ul></ul><ul><ul><li>JCPC identifies the strengths of the application, sites, curriculum, and services. </li></ul></ul><ul><li>Three additional signed letters of support must be included with applications to be considered for funding; additional letters of support may be submitted depending on the partners indicated. </li></ul>
  29. 29. RFP Application: Sustainability <ul><li>Applicants must describe the continuance of services over a one (1) year period to include how the mentoring program will be marketed to youth, families, and communities to ensure participation in accordance with requirements of the grant and continued awareness of the program’s availability. </li></ul><ul><li>Diverse funding plans should be illustrated. </li></ul>Local Support: Businesses Faith-Based Communities Stakeholders : Youth Staff Volunteers Parents Diversified Funding: Grants Foundations
  30. 30. RFP Application: Section V – Budget Summary and Financial Operations Overview <ul><li>A description of currently funded programs implemented by the applicant with sources of funding and specified amounts </li></ul><ul><li>Applicants must provide a summary of the applicant organization’s internal accounting environment that describes the financial checks and balance system as it relates to the proposed mentoring program. </li></ul><ul><li>Funds are restricted for the purpose of subsidizing personnel expenses, solely salaries and fringe benefits for key Governor’s One-on-One staff. </li></ul><ul><li>Programs are subject to an audit at any time . </li></ul>
  31. 31. RFP Application: Appendices A and B <ul><li>Appendix A: Letters of Support/ Collaboration </li></ul><ul><ul><ul><li>Submit at least 4 signed letters of support written on original letterhead of unduplicated agencies. </li></ul></ul></ul><ul><ul><ul><li>Do not submit faxed letters as these will not appear on original letterhead. </li></ul></ul></ul><ul><li>Appendix B </li></ul><ul><ul><li>DJJDP Conflict of Interest Policy certifies the applicant has a Board approved Conflict of Interest Policy and reveals potential “ AGENCY ” conflicts. There are no substitutions. These forms and grants will not be reviewed without inclusion of this signed document. This document requires supporting documentation for any “ yes ” answer . </li></ul></ul>
  32. 32. RFP Application: Appendix C <ul><li>Appendix C </li></ul><ul><ul><li>Sworn Statement of No Overdue Tax Debt is required of all non-profit organizations in response to N.C.G.S. 105-243.1 and declares the agency has no outstanding tax debt at the local, state, or federal levels. This document must be signed by both the treasurer and authorized agency representing and printed on agency letterhead. </li></ul></ul><ul><ul><li>Be sure to use your organization’s letterhead and template. </li></ul></ul><ul><ul><li>Both Appendix B and Appendix C requires notary witness and seal. </li></ul></ul>
  33. 33. RFP Application: Appendix D <ul><ul><li>Organization & Consortium Capacity must include: </li></ul></ul><ul><ul><ul><li>Description of Agency </li></ul></ul></ul><ul><ul><ul><li>Organizational Chart </li></ul></ul></ul><ul><ul><ul><li>List of Board of Directors/Advisory Board (terms, titles, contact information) </li></ul></ul></ul><ul><ul><ul><li>Only one (1) original copy of the information below is required: </li></ul></ul></ul><ul><ul><ul><li>Articles of Incorporation </li></ul></ul></ul><ul><ul><ul><li>Internal Revenue Services (IRS) Determination Letter </li></ul></ul></ul><ul><ul><ul><li>Agency Board approved Conflict of Interest Policy </li></ul></ul></ul><ul><ul><ul><li>Fiscal Policies and Procedures </li></ul></ul></ul><ul><ul><ul><li>County/Local Government Documentation </li></ul></ul></ul><ul><ul><ul><li>Separation of Duties </li></ul></ul></ul>
  34. 34. RFP Application: Appendices E and F <ul><ul><li>Appendix E </li></ul></ul><ul><ul><li>There are four (4) Budgetary Forms with the RFP Application </li></ul></ul><ul><ul><ul><li>Budget Form 001 Operational Budget </li></ul></ul></ul><ul><ul><ul><li>Budget Narrative Form 002 </li></ul></ul></ul><ul><ul><ul><li>Budget Forms D-1 Explanation of Salaries and Fringe Benefits </li></ul></ul></ul><ul><ul><ul><li>Budget Form D-3 Funding Sources </li></ul></ul></ul><ul><ul><li>All Forms should be completed as indicated. Areas on forms that are not applicable are to be completed with a “0” , if monetary amount is required or “N/A”. </li></ul></ul><ul><ul><li>Use the “TAB KEY” when entering information into the tables. </li></ul></ul><ul><ul><li>Appendix F </li></ul></ul><ul><ul><li>Acknowledgment of Governor’s One-on-One Requirements Program Operations must be signed by both the CEO and Governor’s One-on-One Program Director/Coordinator indicating an understanding that a copy will be provided upon contract award; this document is one source to measure performance and compliance with grant delivery expectations . </li></ul></ul>
  35. 35. <ul><li>Review Budget Forms </li></ul>
  36. 36. RFP Application: Reference Supplements <ul><li>There are two (2) Reference Supplements associated with the Application </li></ul><ul><ul><li>Reference Supplement I addresses Governor’s One-on-One Program Standards and Operational Requirements </li></ul></ul><ul><ul><li>Reference Supplement II addresses Governor’s One-on-One Required Core Goals and Outcomes </li></ul></ul><ul><ul><li>Supplements are intended for additional guidance to complete applications. </li></ul></ul><ul><ul><li>DO NOT return Reference Supplements to DJJDP Governor’s One-on-One Volunteer Program with application and proposal . </li></ul></ul>
  37. 37. RFP Application: Selection Criteria <ul><li>A preliminary review of all RFP applications will be conducted by DJJDP Community Grants Programs staff prior to the delivery of submitted applications to an independent grant review committee. ANY grants NOT meeting Criteria for Review will not be forwarded to the committee. </li></ul><ul><li>In accordance with G.S. 143B-152.5 grants are carefully reviewed by an independent committee charged with reviewing, scoring, and determining the quality of accepted applications. </li></ul><ul><li>Quality is based on how well the applicant addresses Section I –V in the application and meets any funding priorities. </li></ul><ul><li>The application’s overall quality combined with past and current performances are important factors taken into consideration for the awarding of funds. </li></ul>
  38. 38. RFP Application Delivery <ul><li>Mail applications to: </li></ul><ul><li>Venecia Malloy </li></ul><ul><li>Governor’s One-on-One Volunteer Program </li></ul><ul><li>Department of Juvenile Justice and Delinquency Prevention </li></ul><ul><li>1805 Mail Service Center </li></ul><ul><li>Raleigh, North Carolina 27699-1805 </li></ul><ul><li>Applications may be delivered by 12:00 noon to the physical address below: </li></ul><ul><li>(Federal Express and other Courier Services) </li></ul><ul><li>Department of Juvenile Justice and Delinquency Prevention </li></ul><ul><li>Village of Townridge </li></ul><ul><li>4112 Pleasant Valley Road, Suite 214 </li></ul><ul><li>Raleigh, North Carolina 27612 </li></ul>
  39. 39. <ul><li>Please feel free to contact me via email or phone </li></ul><ul><li>[email_address] </li></ul><ul><li>919.789.5580 Ext 253 </li></ul><ul><li>Thank you for your time and interest in the Governor’s One-on-One Volunteer Program. </li></ul>Questions
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