Can I get a show of hands for who’s been a Trust grant, is a current Trust grantee, or has applied for Trust funding in the past? • Great, so many of you are already familiar with the Trust, the granting process, etc. For those who are new The DC Children and Youth Investment Trust Corporation (the Trust) is the primary resource for developing partnerships that expand and improve services and opportunities for children and youth in the District of Columbia, especially during their time out of school. The partnerships include those with public schools, city agencies, nonprofit providers and funders. We are going to talk through some of the key parts of this RFP. To respect your time, we will not be going page by page. It is important for you to thoroughly review this RFP before submitting your proposal.
(Read what’s on slide) The summer time is a critical period for young people. (Talk about learning loss, obesity during summer.)
Youth development focus: Youth development has always been a focus of the Trust but this RFP has more youth development language and guidance on integrating youth development outcomes into programs. Being able to demonstrate a youth development focus and tying that to your program outcomes is a must this year. Award process changes: The scores for each section are listed in the RFP on page 17. We also have increased the number of external reviews that will be done and added a consensus session for reviewers to discuss proposals in person. We did this to increase the number of people giving input on a proposal to ensure that we are making the best funding decisions. All applicants must provide matching funds for the proposed project equal to 20% of the amount of the total project budget. (For example, an applicant proposing a program with a total budget of $125,000 could request $100,000 from the Trust, but must provide $25,000 in additional funds.) These matching funds must be in place by June 14, 2010. Funding from D.C. Government agencies may not be used for match. In-kind donations and services are not acceptable as matching funds. This summer applicants will only be allowed to include indirect costs that are less than or equal to 5% of direct costs in their budget. This is a change from last summer when organization could allocate 10% of the total grant amount as indirect costs. All applicants must now apply to be vetted by DCPS (or include their vetting approval notice with their application if they are already vetted). This goes for all programs who serve DCPS students regardless of whether you are operating at a DCPS site, DPR site, or CBO site.
The Trust’s goals in funding are aligned with the District’s goals with young people that you see on page 3. We are looking to support a wide variety of high quality programs that will provide purposeful and developmentally appropriate programs for young people ages 5-24 in the District of Columbia during the 2010 summer. We will look for variety of activities and approaches within a program. Don’t worry if your program has a single focus (like sports, arts, computers, etc.). That’s fine, but with more hours in a program day, young people crave a mix of approaches and aspects to what they’re learning. We are specifically looking for programs that support the youth development outcomes you see on pages 4-5 (if you have attended AYD training with the Trust those outcomes should look familiar to you). You must address at least two of these outcomes in your work plan. Please read through the outcomes and indicators found on pages 4-5 and use them as a frame of reference when writing your work plan. NOTE: There is a lot more detail given around these outcomes in the FY10 Summer RFP. Please use this section. You are allowed to submit no more than 2 proposals in response to this RFP-one per category—if you submit 2 don’t assume you’ll be funded for 2 (you will be asked to indicate your priority on the cover sheet); the total amount available for granting is $2 million (average grant has been $50-60k)
In order to be eligible for a Trust grant, an organization must: Must have 501(c) (3) tax-exempt status, been incorporated to operate in the District of Columbia, and providing direct services since no later than October 1, 2007. Must be organized under the District of Columbia Non-profit Corporation Act (DC Code, sec.29-501 et seq.). Must be a community-based organization, defined as: non-profit agency with a board of directors that is reflective of the community of population served Organization’s primary vision and program focus must be on serving children and/or youth within the District of Columbia. Organization must be in good financial standing with the DC Office of Tax and Revenue and the Internal Revenue Service as well as follow all appropriate charitable financial reporting standards. For collaborative applications, one organization must act as the lead agency. That organization must meet all criteria listed and accept fiduciary, reporting and programming oversight responsibility for the application and grant. Information on the specific roles of each partner is listed on page 33 We require that all organizations are successfully vetted by DCPS in order to be funded by the Trust. This goes for both programs operating at DCPS sites and those operating at CBO and DPR sites. Page 6 of the RFP includes a link to the appropriate DCPS webpage to find out more about the vetting process. Vetting approval is valid for 3 years. If you were vetted last year, please include your approval letter with your proposal. If you are applying this year than please submit your application.
Matching funds: All applicants must provide matching funds for the proposed project equal to 20% of the amount of the total project budget. This is a change from years past where only organizations with budgets over $250,000 had to provide matching funds. These matching funds must be in place by June 14, 2010. They cannot include funds from DC Government agencies, or in-kind donations or services. Average Daily Attendance: All organizations that receive grants through this RFP will be funded based on average daily attendance, or ADA, or participants. The average daily attendance for the program must be greater than or equal to 75% of the funded to serve number on the grantee’s grant agreement. In other words, if your organization is funded to serve 100 young people than you must maintain an average daily attendance of 75. If you fall below this number than your payments will be adjusted accordingly to reflect the number of young people you are actually serving. Training and Program Development: Grantees are encouraged to have staff attend the 30-hour Advancing Youth Development (AYD) course; the AYD Supervisors course (15 hours); and, the Navigating Youth Culture course. This is not a requirement during the summer, however, given the short timeframe and limited trainings offered. Reporting Requirements: All grantees are required to maintain attendance record, expenditure reports, and program reports into the Trust’s Management Information System (MIS), Trax Solutions. Notification on incidents that include but are not limited to safety hazards, emergencies, and/or conflicts that affect the children and youth participating in the program must be received within 24 hours, and written incident reports are required within five days of any unusual incident that involves staff and/or participants. Grantee Meetings: All grantees are required to attend grantee meetings . Fees for Programming: On page 7. This is an important section-You are allowed as a Trust grantee to provide programming to both Trust-funded and non-Trust-funded participants. Non-Trust-funded participants may be charged a fee for this programming. Trust-funded participants, however, may not be charged a fee for program activities but can be charged a one-time nominal fee (less than $50) to encourage good attendance. They cannot be denied access to programming if they cannot afford this fee. Disbursement of Grant Funds: We advance grant funds incrementally. The initial funding advance of 50% will be based on the proposed number of youth to be served. Subsequent payments will be based on ADA, approved progress towards work plan goals, and completed program and financial reports. A final 10% payment is made after all final reports are completed. Program Safety Standards: Programs must provide a safe and nurturing environment for their participants. Additionally, organizations funded through this RFP will be required to provide background checks for all staff, and TB tests and CPR-certification for front line staff. These costs can be included in your budget proposal. You are also required to have an “Emergency Preparedness Plan” – there is more info on preparing one on page 7-8.
Specifically, this RFP seeks proposals in four main categories: -Summer Programs in DCPS Facilities -Summer Programs in Community-Based Facilities -Summer Programs in DPR Facilities -Summer Youth Service Corps
We are looking for programs that work with young people of all grades. Again all organizations applying to work in DCPS facilities must be vetted. DCPS reserves the right to make final decisions on where programs are placed. The grant period for this category is June 1, 2010 through August 20, 2010; funded organizations must provide programming during the summer beginning June 28, 2010 through August 6, 2010 Program must provide services 5 days/week for a minimum of 5 hours/day. This 25 hours does not include transportation or meal times. Programs cannot start until summer school is over every day. They should expect to run from 12:30-6 pm every day. Budgets for this category cannot exceed $650/participant We encourage programs to become familiar with and incorporate the DCPS Learning Standards into programming. A link to these standards can be found in the RFP at the bottom of page 8.
Grants in this category will fund programs that serve both younger children and older youth. If your program serves both age groups than you may apply for the category that fits the majority of your participants. All organizations funded in this category must apply to be vetted through DCPS—this is a change from last summer where it was just suggested that programs operating at CBO sites apply to be vetted. The grant period for this category is June 1, 2010 through August 20, 2010. Funded organizations must provide services during the summer starting on June 28, 2010 through August 6, 2010. Younger Children (ages 5-13) -Programs that work with younger children are required to provide services for 5 days/week with a minimum of 6 hours of contact/day per participant. Older Youth (ages 14-24) - Programs that work with older youth are required to provide services for a minimum of 5 days/week with a minimum of 4 hours of contact/day per participant. -Applicants may apply to provide programming for in-school youth and/or out-of-school youth. Budget: Total budgets for CBO based programs cannot exceed $800 per child or youth.
Older youth programs must choose one of six approaches listed on page 9 of the RFP. These components should be a main focus of program activities.
Similar to CBO-based programs, grants in this category will fund programs that serve both younger children and older youth. If your program serves both age groups than you may apply for the category that fits the majority of your participants. Again, all organizations funded in this category must apply to be vetted through DCPS. The grant period for this category is June 1, 2010 through August 20, 2010. Funded organizations must provide services during the summer starting on June 28, 2010 through August 6, 2010. Younger Children (ages 5-13) -Programs that work with younger children are required to provide services for 5 days/week with a minimum of 8 hours of contact/week per participant. Older Youth (ages 14-21)**slightly different age group than older youth served at CBO-sites - Programs that work with older youth are required to provide services for a minimum of 5 days/week with a minimum of 4 hours of contact/day per participant. -Applicants may apply to provide programming for in-school youth and/or out-of-school youth. Budget: Total budgets for DPR-based programs cannot exceed $650 per child or youth.
Use of DPR Facilities: Organizations may apply for use of DC Department of Parks and Recreation (DPR) facilities in their community. DPR is looking for non-athletic activities of all kinds. Programs working with older youth must choose one of six approaches listed on page 10 of the RFP. These components should be a main focus of program activities. Applicants must choose one of three program schedules: summer camp, supplemental programming, or evening programming. Summer camp programs will provide whole day summer camp where young people have the opportunity to be engaged in a variety of activities. Those who choose a supplemental schedule will be responsible for activities that supplement the summer camp happening at their DPR site. Finally, programs who operate on the evening programming schedule will provide activities for young people in the evening hours. Space will be provided at DPR sites for no cost. The organization will be required to abide by DPR policies and procedures and sign a separate Memorandum of Agreement with DPR. A list of the DPR sites that programming is being sought for can be found on pages 11 and 12 of the RFP.
SYSC grants will fund programs that work with older youth ages 14-21 on a summer long project to address a legitimate community need. These projects should be highly visible in the community. They may include service learning, entrepreneurship, performing arts or visual arts projects, etc. The youth will work in groups/teams to complete activities that culminate in a final project or presentation. They must be provided with opportunities to learn employment skills and explore various careers. Youth participants are required to complete a reflection activity as part of the SYSC program, and youth reflection and input should be a substantial part of the program design.
The grant covers expenses for a twelve-week period from June 14 – August 20, 2010. The program period for this grant will coincide with the dates for DOES’s SYEP. You must provide programming for up to 30 hours/week. Budgets cannot exceed $650/youth for SYSC programs and are to cover administrative costs of the program. Applicants must access a federally subsidized feeding program for breakfast and/or lunch as appropriate for the program schedule. All youth under this grant are required to register with the Department of Employment Services and must meet all applicable requirements of the agency. All youth who participate in the SYSC program will be compensated through the D.C. Department of Employment Services’ Summer Youth Employment Program (SYEP). Program must also register as job sites through DOES. More information can be found on DOES’s website.
Grant Technical Assistance Sessions: Attendance at a GTA session is a requirement of this grant. Please make sure to sign in before you leave! Questions can be submitted here during the GTA session or via e-mail at [email_address] on or before January 21, 2010 at 4 pm. All written questions and answers will be posted on the Trust’s website. Notice of Intent to Apply: Prospective applicants must submit a Notice of Intent to Apply to the Trust by Wednesday, January 13, 2010. This doesn’t commit an organization to apply, however failure to submit a Notice of Intent to Apply will disqualify an applicant.
Completed proposals are due to the Trust by 4 pm on Friday, January 29, 2009. No proposals will be accepted after 4 pm so arrive early or plan to submit online early. No proposals will be accepted via fax or email. There is no online submission for summer so your proposal must be delivered in person. In person- You must submit 1 marked, unbound original proposal marked “original” and 4 complete copies marked “copy”. Incomplete proposals (original or copies) will not be accepted You will receive a receipt that you submitted a proposal – this is not a receipt that your proposal is complete however. We will review proposals for completion after they have been dropped off. Only two proposals-one per category per organization will be accepted. The likelihood that an organization will be funded in more than one category is dependent on the number of proposals submitted and the availability of funds. Each proposal must be a full proposal. Please note which proposal is of greatest priority to you on the cover sheet.
Please see pages 16-17 for more details on the points awarded for each section of the proposal and how proposals will be reviewed. This process is a bit different than last summer. This summer, proposals will be scored by 3-5 independent reviewers. These reviewers will then convene for a consensus session to give a final score to the proposals they reviewed. Trust staff will also discuss proposals and can provide up to 15 points based on the system described on page 17 of the RFP. The Trust Board of Directors will decide on the final list of grantees. Awards will be announced on April 16 th . Please check your email! All funding decisions are final. Applicants may receive reviewers’ scores and comments within ten (10) business days upon written request.
Please see pages 17-20 for more details on the order that the proposal should be submitted in and guidance for each section. These pages are extremely important—read each section carefully and complete what is asked for. Make sure your proposal follows the order outlined in these pages. Reviewers will be looking to see that your proposal is in the order requested. The proposal should be formatted with standard 1” margins, 12 point Times New Roman font, and double spaced with page numbers. The narrative is not to exceed 10 pages. Please see the proposal check list on page 35. Be sure to include all documents listed there.
We thought it might be helpful to give some pointers based on areas that we have seen applicant go wrong. 1-Make sure your proposal is in the order given in the RFP on pages 17-20. Reviewers will be looking to see that you answered all of the questions and included all of the documents requested in the RFP. They will also be looking for the information in the order the RFP asks for it. If you do not include an answer or a document in the specific section it is supposed to be in than reviewers will not give you credit for it. 2-Do not include any materials that are not specifically requested for in the RFP. It’s great that you want to share with us more information about the great stuff you’re doing with young people… like photos of them in action, and your exciting curriculum—but this can overwhelm reviewers. Stick to what’s asked for. 3-Be detailed. We want to see clear information, particularly in the areas that ask you to describe your program activities and schedule, the roles of partners, and evaluation. Anyone reading your proposal should be able to clearly understand what young people will get to do and the schedule you will follow this summer. They should also learn not only who your partners are but the specific roles each of you play. You should make clear not only what kind of evaluation you do but how it is incorporated into your program to make it better. 4-We have added in to the RFP even more details and an example for the work plan on pages 21-23. Read through this carefully.
5-Many of you who have been awarded a Trust grant have probably also had your budget and narrative sent back to you a few times for revisions. We want to be more clear on the front end as to what your budget and narrative should look like. Your narrative should be as detailed as you can make it– show us the specific mathematical equations you used to calculate EACH line item in your budget. Also, please check that the numbers in your budget add up. 6-When we ask for your current fiscal year finances we want your budget and actual for BOTH revenue and expenses (so this should show, for this fiscal year, how much you budgeted, how much you’ve currently spent, for both revenue and expenses) 7-Make sure your organizational chart is as complete as possible with actual staff names and titles, when possible. If you leave the entire chart free of names than reviewers may believe that you do not have any staff in these positions. 8-Applicants commonly submit their Articles of Incorporation. What we’re asking for is NOT the articles but rather a copy of your incorporation under the DC Nonprofit Incorporation Act 9-We ask for a stamped Clean Hands Form. This is a form that literally says “clean hands form” at the top. It must have a stamp from OTR on it (see the handout for exactly what it should look like)
The DC Children and Youth Investment Trust Corporation (the Trust) is the primary resource for developing partnerships that expand and improve services and opportunities for children and youth in the District of Columbia, especially during their time out of school. The partnerships include those with public schools, city agencies, nonprofit providers and funders.
DC Children and Youth Investment Trust Corporation
Do not submit documents/materials that are not requested in the RFP (e.g. curriculum, photos, etc.)
Avoid general language, be detailed and specific especially regarding:
Program activities and schedule
Roles of partners and/or subcontractors
How you have used evaluation to improve your program
Work plan should list goals (youth development outcomes), activities directly related to the goals, measurable evidence of progress demonstrated by youth, and method/instrument(s) used to capture this progress
DC Children and Youth Investment Trust Corporation