Summer Strong DC Initiative Request for Proposals FY16

Transcription

Summer Strong DC Initiative
Request for Proposals FY16
Released April 27, 2016
TABLE OF CONTENTS
The DC Trust .................................................................................................................................................. 3
Philosophy of Investment ............................................................................................................................. 3
FY16 Summer Strong DC Overview ............................................................................................................... 3
Summer Grant Period ............................................................................................................................... 4
Programming Participant and Dosage Requirement ................................................................................ 4
Youth Development Outcomes................................................................................................................. 4
FY16 Summer Strong DC Granting Categories .............................................................................................. 5
Afternoon Enrichment at DC Public School Summer School Sites............................................................ 5
Afternoon Enrichment at DC Public Charter School Summer School Sites .............................................. 6
District of Columbia Housing Authority (DCHA) Sites ............................................................................... 6
Safer, Stronger DC Community Partnership Target Neighborhoods ........................................................ 7
Key Dates ...................................................................................................................................................... 9
Notice of Intent to Apply .......................................................................................................................... 9
Grant Technical Assistance Sessions (GTA)............................................................................................... 9
Proposal Deadline ..................................................................................................................................... 9
Award Process......................................................................................................................................... 10
Notification Process ................................................................................................................................ 10
Eligibility and Requirement ......................................................................................................................... 10
Organizational Structure and Status ....................................................................................................... 11
Programmatic Focus and Experience...................................................................................................... 11
Operations and Finance (See Attachment 6: Sample Forms) ................................................................. 11
Other Applicant Requirements ............................................................................................................... 12
Awarded Grantee Requirements and Dispursements ................................................................................ 12
Reporting Requirements ......................................................................................................................... 12
Evaluation, Meeting and Training Requirements ................................................................................... 13
Matching Funds....................................................................................................................................... 14
Safety and Clearance Requirements ....................................................................................................... 14
DC Free Summer Meals........................................................................................................................... 14
Summer Strong DC INITIATIVE PROPOSAL APPLICATION ........................................................................... 16
Proposal Deadline ....................................................................................................................................... 17
Key Timeline ................................................................................................................................................ 17
Award Process............................................................................................................................................. 17
Notification Process .................................................................................................................................... 18
FY16 Summer Program Proposal Checklist ................................................................................................. 19
FY16 Summer Proposal Cover Page ............................................................................................................ 20
Summer Initiative Program Proposal Narrative .......................................................................................... 22
Organization History and Relevant Experience ...................................................................................... 22
Participant Profile ................................................................................................................................... 22
Program Description ............................................................................................................................... 22
Program Outcomes and Evaluation ........................................................................................................ 23
Program Collaboration and Partnerships ............................................................................................... 23
Overall Capacity ...................................................................................................................................... 23
Summer Program Work Plan Form ............................................................................................................. 24
Summer Proposed Budget/Narrative and Project Revenue Forms ............................................................ 25
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THE DC TRUST
The DC Trust (the Trust) is a critical resource for funding organizations and for developing partnerships
that expand and improve programs, services and opportunities for youth and families in communities
across the District of Columbia. The Partnerships include those with public schools, city agencies,
nonprofit providers, the businesses and funders. The Trust provides grants, capacity building and
technical assistance, youth development worker training, learning opportunities, and convenings in the
District, regionally and nationally. The Trust supports and develops high quality programs, encourages
innovation in services and organizations, and invests in activities that will create better outcomes for
DC’s hild e a d outh, a d fa ilies.
PHILOSOPHY OF INVESTMENT
Fu ded o ga izatio s e o e pa t e s i the T ust’s philosoph of i est e t, hi h i ludes:

Supporting Proven Success and Sustainability
The Trust supports programs with a proven track record of success and institutes sustainability
efforts to ensure viable programs continue to operate and thrive.

Investing in Promising Communities
The Trust recognizes and supports revitalization efforts in various communities to include addressing
structure, support and opportunities for youth in these changing environments.
FY16 SUMMER STRONG DC OVERVIEW
The DC Trust is proud to announce the FY16 Summer Strong DC grant competition. This grant
competition invites high-performing, non-profit youth development organizations in Washington, DC,
that serve young people between the ages of 5 and 24 with programming that addresses key
developmental outcomes to apply for summer program funding. Applicant organizations must embody a
general philosophy of positive youth development in their approach and program design.
Proposals will be funded in the following categories:
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Afternoon Enrichment at DC Public School (DCPS) Summer School Sites
o Younger Youth (ages 5 – 13)
Afternoon Enrichment at DC Public Charter School (DCPCS) Summer School Sites
o Older Youth (ages 14 – 18)
o Young Adults (ages 19 – 24)
District of Columbia Housing Authority (DCHA) Sites
Safer, Stronger DC Community Partnership Target Neighborhoods
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
Traditional Summer Programming Sites
All programming must be focused in one of the above five categories.
Preference will be given to applicants that have a history of serving youth and/or families in these
categories. Applicants should make a concerted, intentional effort to reach those children and their
families who live in and or attend school in the identified sites and might not otherwise know about,
register for, or participate in programs. Applicants are strongly encouraged to host recruitment activities
(barbeques, game nights, family fun day etc.) to draw youth to their programs. Recruitment should take
place prior to the beginning of programming.
Summer Grant Period
The FY16 Summer Strong DC grant competition has been developed to provide support for applicants
that embrace a philosophy of positive youth development in their design and delivery. The grant period
is June 13, 2016, through August 26, 2016. Applicants located in DC Public School (DCPS) Summer
School Sites and DC Public Charter School (DCPCS) Summer School Sites must, as a minimum, provide
services from June 27, 2016 through July 29, 2016. All other applicants must, at a minimum, provide
services from June 27, 2016 to August 5, 2016.
Programming Participant and Dosage Requirement
As in previous summers, the Trust’s FY16 Summer Strong DC grants are cost-reimbursement grants with
a maximum per-participant expenditure. The funding for programming will be a minimum ask of 30
participants up to a maximum ask of 90 participants being served. In addition, please read carefully
the dosage requirements and respective per participant rates specific to each funding category below.
This is i a effo t to a i ize the i pa t of this su
e ’s g a t dolla s a d to i i ize the dis uptio
caused to programs when their proposed budgets need to be scaled back if the final grant is smaller
than the original amount requested.
Youth Development Outcomes
Applicants must utilize and adhere to an overall youth development philosophy and provide
intentional opportunities (with corresponding supports and services) for young people to meet the
two (2) to three (3) developmental outcomes they select (See Attachment 1: Youth Development
Outcomes). Youth development is a process in which all young people seek ways to meet their basic
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physical, emotional and social needs and to build competencies (knowledge and skills) necessary to
succeed in adolescence and adulthood. We seek to fund programs that provide intentional
opportunities along with corresponding supports and services that help young people reach
developmental outcomes and have meaningful roles in their community.
The youth development perspective begins with an emphasis on clearly defining youth outcomes, which
are the attitudes, feelings, knowledge and behaviors that facilitate the most fulfilled and positive
passage from childhood into adulthood. All programs desire successful developmental outcomes for
their youth. However, programs must first know what developmental outcomes are and how they are
displayed and expressed by youth in order to apply intentional and effective approaches to helping
foster them.
A list of all twelve (12) youth development outcomes and tips on how to incorporate youth development
principles into your program can be found in Attachment 1: Youth Development Outcomes and
Attachment 2: Youth Development Principles.
FY16 SUMMER STRONG DC GRANTING CATEGORIES
Afternoon Enrichment at DC Public School Summer School Sites
Grants at DCPS Summer School Sites will be awarded to support high quality summer programs for
younger youth (ages 5 – 13) that excel at facilitating the developmental outcomes selected. Applicants
must provide programming in one the DCPS Summer School Sites listed below to conduct an
afternoon enrichment program for students enrolled in summer school. Applicants must submit a
current letter of support from DCPS’s Office of the Chief Operating Officer with the proposal (contact
Kathryn Kigera, Interim Director, Out of School Time Programs at Kathryn.Kigera@dc.gov).
The following are the K-7th grade summer school sites open for programming:
 Amidon-Bowen Elementary School (Ward 6) – Grades K – 5
 Bunker Hill Elementary School (Ward 5) – Grades K – 5
 Burrville Elementary School (Ward 7) Grades 5 – 7
 Hardy Middle School (Ward 2) – Grades 5 – 7
 Malcolm X @ Green Elementary School (Ward 8) – Grades K – 7
 Patterson Elementary School (Ward 8) – Grades K – 5
 Plummer Elementary School (Ward 7) – Grades K – 5
 Simon Elementary School (Ward 8) – Grades 3 – 5
 Stuart Hobson Middle School (Ward 6) – Grades 5 – 7
 Takoma Education Campus (Ward 4) – Grades K – 5
 Thomson Elementary School (Ward 2) – Grades K – 5
 Truesdell Education Campus (Ward 4) – Grades K – 8
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Walker-Jones Education Campus (Ward 6) – Grades K – 7
One additional school site in Ward 8 may be added.
Applicants providing programming in this category will be required to provide programming for five
(5) days per week for at least 5.5 hours between the hours of 12 pm and 5:30 pm or such hours
needed to cover the full afternoon gap between the end of summer school and 5:30pm. Total budgets
for proposed summer programs in DCPS sites must not exceed $600 per younger youth and serve at a
minimum 30 younger youth and up to a maximum of 90 younger youth. Therefore, applicants will be
applying to receive the minimum grant amount of $18,000 or up to the maximum grant amount of
$54,000 for their program. Applicants located in DCPS Summer School Sites must provide services from
June 27, 2016 through July 29, 2016.
Afternoon Enrichment at DC Public Charter School Summer School
Sites
Grants at District of Columbia Public Charter School (DCPCS) Summer School Sites will be awarded to
support high quality summer programs for younger youth (ages 5 – 13 years), older youth (ages 14 – 19
years), and young adults (ages 19 – 24 years) that excel at facilitating the developmental outcomes
selected. Applicants requesting to apply in a DCPCS Summer School Site to conduct an afternoon
enrichment program for students enrolled in summer school. Eligible applicants include organizations,
individuals or DCPCS LEAs (local education agencies). Applicants applying for a DCPCS Summer School
Site, who are not the DCPCS local education agency (LEA) itself, must provide a current letter of support
f o the DCPCS’s e t al offi e.
Applicants providing programming in this category will be required to provide programming for five
(5) days per week for at least the number of hours needed to cover the full afternoon gap between the
end of summer school and 5:30pm. Total budgets for proposed summer programs in DCPCS Summer
School Sites must not exceed $600 per youth and serve at a minimum 30 youth and up to a maximum
of 90 youth. Therefore, applicants will be applying to receive the minimum grant amount of $18,300 or
up to the maximum grant amount of $54,900 for their program. Applicants located in DCPCS Summer
School Sites must, at a minimum, provide services from June 27, 2016 through July 29, 2016.
Building on the success of previous partnerships with community-based organizations, DCHA is eager to
provide high-quality services to neighborhoods and encourages organizations to propose a single
program or a range of programs to meet the needs of young people in the community. Applicants at
DCHA sites will be awarded to support high quality summer programs for programs for younger youth
(ages 5 – 13 years), older youth (ages 14 – 19 years), and young adults (ages 19 – 24 years) that excel
at facilitating the developmental outcomes selected. If your program serves a blend of younger youth,
older youth and/or young adults from these three age subcategories, please note you may only apply in
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one age group category. The recommendation is that you apply in the category that describes the
majority of your participants.
Applicants must provide programming in one the DCHA Sites listed. If awarded, prior to execution of
the grant agreement and first payment, awarded applicants must submit proof of insurance, a license
agreement, and participate in meeting with the applicable resident leadership hosted by DCHA before
programming begins (See Attachment 7: DCHA Requirements).
The following are the DCHA sites open for summer programming:
 Highland Dwellings
 Kelly Miller
 Greenleaf
 Richardson Dwellings
Note: For DCHA sites in Safer, Stronger Community Partnership target neighborhoods, applications
should be submitted in the Safer, Stronger Community Partnership Target Neighborhood category.
These sites include: Langston Terrace, Lincoln Heights, Benning Terrace and Woodland Terrace.
Applicants providing programming in this category will be required to provide programming for at
least three (3) days per week with a minimum of 4 hours of contact per day. Total budgets for
proposed summer programs in DCHA sites must not exceed $320 per younger youth and serve at a
minimum 30 youth and up to a maximum of 90 youth. Therefore, applicants will be applying to receive
the minimum grant amount of $9,600 or up to the maximum grant amount of $28,800 for their
program. Applicants located in DCHA Sites must provide services from June 27, 2016 through August 5,
2016.
Safe , St o ge DC Co
u it Pa t e ships is pa t of the Dist i t’s o e all pu li safet age da. This
broad-based prevention strategy is rooted in public health with the recognition that reducing crime is
not accomplished through law enforcement alone. The Dist i t’s goal through this program is to foster a
community-oriented model to crime prevention and public safety. In order to do this, the Safer,
Stronger DC Community Partnerships team has convened Action Teams to create open-dialogue
between District government and community members. The teams consist of a coalition of community
members and District government employees working together to develop neighborhood-specific action
plans and identify gaps needing to be filled within the current systems to improve and enhance the
quality of living in our communities
Applicants in Safer, Stronger DC Community Partnership target neighborhoods will be awarded to
support high quality summer programs for programs for younger youth (ages 5 – 13 years), older youth
(ages 14 – 19 years), and young adults (ages 19 – 24 years) that excel at facilitating the developmental
outcomes selected. If your program serves a blend of younger youth, older youth and/or young adults
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from these three age subcategories, please note you may only apply in one age group category. The
recommendation is that you apply in the category that describes the majority of your participants.
Programming must be provided to youth in one of the six designated Police Service Areas (PSAs) listed
below.
 PSA 507 (includes Langston/Carver)
 PSA 602 (includes Lincoln Heights)
 PSA 604 (includes Benning Terrace)
 PSA 702 (includes Woodland Terrace)
 Congress Park (located in PSA 705)
 Washington Highlands (located in PSA 705/707)
Applicants will be required to provide services for five days (5) per week with a minimum of six (6)
hours of contact per day per participant. Total budgets for proposed summer programs in communitybased sites must not exceed $800 per youth and serve at a minimum 30 young people up to a
maximum of 90 youth. Therefore, applicants will be applying to receive the minimum grant amount of
$24,000 or up to the maximum grant amount of $72,000 for their program. Applicants applying in this
category must, at a minimum, provide services from June 27, 2016 through August 5, 2016.
Grants at Traditional Summer Programming Sites will provide supports, services, and opportunities to
move program participants toward outcomes of positive youth development. Applicants conducting
programming at traditional summer sites will be awarded to support high quality summer programs for
younger youth (ages 5 – 13 years), older youth (ages 14 – 19 years), and young adults (ages 19 – 24
years) that excel at facilitating the developmental outcomes selected. If your program serves a blend of
younger youth, older youth and/or young adults from these three age subcategories, please note you
may only apply in one age group category. The recommendation is that you apply in the category that
describes the majority of your participants.
Applicants will be required to provide services for five days (5) per week with a minimum of six (6)
hours of contact per day per participant. Total budgets for proposed summer programs in communitybased sites must not exceed $800 per youth and serve at a minimum 30 young people up to a
maximum of 90 youth. Therefore, applicants will be applying to receive the minimum grant amount of
$24,000 or up to the maximum grant amount of $72,000 for their program. Applicants applying in this
category must, at a minimum, provide services from June 27, 2016 through August 5, 2016.
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KEY DATES
*Applicant must attend at least one technical assistance session to be eligible to apply.
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TBD: Grant Technical Assistance Session #1
TBD: Grant Technical Assistance Session #2
Wednesday, May 4, 2016: Notice of Intent to Apply (NOIA) due to the Trust by 4:00 p.m.
Wednesday, May 25, 2016: Completed Proposals due to the Trust by 4:00 p.m.
Monday, June 20, 2016: Awards Announced via email
Programming Begins: 06/27
Notice of Intent to Apply
IMPORTANT! All prospective applicants must also submit a Notice of Intent to Apply to the Trust. The
Notice of Intent to Apply form should be completed and submitted online at
https://www.surveymonkey.com/r/SSDC2016NOIA by Wednesday, May 4, 2016 at 4:00 p.m.
Submittal of a Notice of Intent to Apply does not commit an organization to apply. However, failure to
submit a Notice of Intent to Apply by 4:00 p.m. on Wednesday, May 4, 2016 at 4:00 p.m, will disqualify
an applicant. Any supplemental written information related to this RFP will be provided only to those
organizations that have filed a Notice of Intent to Apply.
Note: Filling out this form does not obligate any program to following through with the completion of
a full proposal. Prospective applicants must also attend one of the Grant Technical Assistance sessions
that are listed on below.
Grant Technical Assistance Sessions (GTA)
The Trust will hold an information session for nonprofit organizations interested in applying for Summer
Grants. It is MANDATORY that applicants participate in one of the following Grant Technical Assistance
sessions (GTA).
Questions regarding the RFP or proposal process must be submitted during the Grant Technical
Assistance Session or via e-mail to grant@dctrust.org by the end of the last GTA session. All written
uestio s a d espo ses o e i g this RFP ill e posted o the T ust’s e site at
.d t ust.o g.
Proposal Deadline
Completed Proposals should be in person at to the DC Trust office no later than 4:00 p.m. on May 25,
2016.
 Incomplete proposals will not be accepted.
 No extensions will be granted for the submission of missing proposal components.
 Absolutely no applications will be accepted after 4:00 p.m. on May 25, 2016.
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Award Process
Grantees will be determined through a two-tiered process. First, proposals will be reviewed by a review
panel of three (3) to five (5) independent grant reviewers. The grant reviewers will read and score
proposals based on the following point system:
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Organization Profile
Participant Profile
Program Description
Outcomes and Evaluation
Collaboration
15 points
15 points
35 points
15 points
10 points
After grant reviewers have scored all proposals, they will convene in debrief sessions lead by Trust
facilitators. Grant reviewers will be asked to discuss their proposal evaluations and final scores based on
the quality and the selection criteria outlined in the RFP.
Trust staff will add up to 10 points to the proposals. Staff will score proposals based on the following
point system that can include, but is not limited to History and Compliance for current or former
(funded within the last year) grantees. This includes:
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Compliance with document and submissions timetable
Ability to meet work plan goals
Ability to meet ADA
Attendance at mandatory Grantee Meetings
Compliance with evaluation requirements
Recommendations on selected grantees will be approved by the Trust Board of Directors.
Notification Process
All funding decisions are final. For up to thirty (30) days after the award notice, applicants may request
to e ei e e ie e s’ s o es a d o
e ts. Appli a ts ill e ei e thei e ie e s’ o
e ts a d
scores within ten (10) business days upon written request.
ELIGIBILITY AND REQUIREMENT
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Organizational Structure and Status
1. Non-profit 501(c)(3) organizations for at least two years (since October 1, 2013 or before) are
eligible to apply. Organizations must verify their non-profit status by submitting a valid 501(c)(3)
designation letter from the Internal Revenue Service, showing that the organization has been a nonprofit for at least two years (since October 1, 2013 or before).
2. An organization described in Section 501(c)(4) of the Internal Revenue Code, 26 U.S.C. 501(c)(4),
that engages in lobbying activities is not eligible to apply, serve as a host site, or act in any type of
supervisory role in the program. Organizations that have both a 501(c)(3) and a 501(c)(4) tax status
may only apply under their 501(c)(3) arm.
3. An organization must have been incorporated/registered to operate in the District of Columbia since
no later than October 1, 2013. Organizations will be required to submit a Copy of the Incorporation
under the District of Columbia Nonprofit Incorporation Act (not articles of
Incorporation) no later than October 1, 2013
4. An organization must have a physical location in the District of Columbia where they can provide
services that is easily accessible to youth and their families.
Programmatic Focus and Experience
1. O ga izatio ’s p i a isio a d p og a fo us ust e o se i g hildren, youth, and/or families
within the District of Columbia.
2. Applicants must have a strong history of providing youth development and family support
programs/services to the designated population in the designated sites are eligible to apply.
3. Applicants must utilize an overall youth development philosophy (See Developmental Outcomes
section) and provide intentional opportunities (with corresponding supports and services) for young
people to meet the two (2) to three (3) developmental outcomes they select. Funding will also focus
on programs that engage young people with developmental opportunities for project-based work as
well hands-on and horizon-expanding experiences.
Operations and Finance (See Attachment 6: Sample Forms)
1. 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.
2. Applicants must submit a recent DC Clean Hands Form (August 1, 2015 or later) from the DC Office
of Tax and Revenue, showing the organization is in good standing The application for this form can
be found at: http://dcforms.dc.gov/webform/certificate-clean-hands- formerly-certificate-goodstanding.
3. Organizations must have a valid Certificate of Good Standing with the DC Department of Consumer
and Regulatory Affairs, showing the organization is in good standing. The application for this form
can be found at: http://dmped.dc.gov/publication/clean-hands-self-certification
4. Organization must have a valid Charitable Solicitation or Charitable Exempt license. The application
for this form can be found at: http://dmped.dc.gov/service/register-and-license-non-profitorganization
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Other Applicant Requirements
1. Applicants must have appropriate approvals:
a. If planning a program in DCPS Summer School Site, applicants must submit a current letter of
suppo t f o DCPS’s Offi e of the Chief Ope ati g Offi e with the proposal (contact Kathryn
Kigera, Interim Director, Out of School Time Programs at Kathryn.Kigera@dc.gov)
b. If planning a program in DCPCS Summer School Site, and are not the DCPCS LEA itself, applicants
ust p o ide a u e t lette of suppo t f o the DCPCS’s e t al offi e.
2. If applicable, applicants must be in compliance with previous and/or current Trust grant(s).
3. Grantees awarded a Safer, Stronger DC Community Partnerships Mini Grant and implementing
programming between June 13, 2016 – August 25, 2016 are ineligible to apply or receive a summer
grant from the Trust for the same program that is funded through the Community Partnerships Mini
Grant Initiative. The funding for the Safer, Stronger DC Community Partnerships Mini Grants
Initiative was provided by the Government of the District of Columbia, which also provides the
funding for this summer grant competition administered by the Trust.
4. Any organization awarded a City Fund grant is ineligible to apply or receive a summer grant from the
Trust for the same program that is funded through the City Fund. The City Fund is administered by
the Community Foundation for the National Capital Region (CFNCR). The funding for the City Fund
was provided by the Government of the District of Columbia, which also provides the funding for
this summer grant competition administered by the Trust.
5. It is allowable to propose a program that serves both Trust-funded and non-Trust-funded
participants. Non-Trust-funded participants may be charged a fee for programming. Trust-funded
participants may not be charged a fee for program activities, but can be charged a one-time nominal
(i.e., less than $50) program registration fee to encourage good attendance. However, if parents
cannot afford the registration fee, then their child(ren) cannot be prevented from participating in
the program.
AWARDED GRANTEE REQUIREMENTS AND
DISPURSEMENTS
The Trust advances grant funds incrementally. The initial funding advance of 75% will be based on the
proposed number of youth to be served. The second payment of 15% will be based on average daily
attendance (ADA), approved progress toward work plan goals, completed expenditure reports with
corresponding source documentation and completed program reports. A final 10% payment is made
after all final reports and required source documentation are received and approved.
Execution of the Grant Agreement and Payments are contingent on the following:
Reporting Requirements
1. Awarded grantees must complete and submit a Work Plan and revised budget prior to the start of
the program and release of the first payment.
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2. Awarded grantees in the DCHA category must submit proof of insurance, a license agreement, and
participate in meeting with the applicable resident leadership hosted by DCHA before programming
begins (See Attachment 7: DCHA Requirements) prior to execution of the grant agreement and
release of first payment.
3. Grantees are required to submit participant attendance records using the specified template
provided by the Trust. All programs funded under this RFP will receive payments based on the
average daily attendance (ADA) of participants. Grant amounts will reflect the number of youth to
be served. The DC Trust Attendance Template, along with site visits by our staff, will be used to
collect data on participant enrollment and attendance throughout the grant period. This data will be
used to calculate ADA two (2) times during the grant period fo ea h g a tee; a g a tee’s ADA ust
be at least 75% of the number of participants the grantee is funded to serve. If the ADA is less than
75% of the number funded to serve, then the grant payment will be reduced. The reduced grant
advancement is calculated by taking the actual ADA divided by .75, multiplied by the per participant
rate that is listed in this RFP and/or the grant agreement, multiplied by the next percentage
advancement.
4. Grantees are required to submit monthly expenditure reports with corresponding source
do u e tatio a d a fi al epo t th ough Phila T a k, the T ust’s g a t s ste .
5. Notification on incidents that include, but are not limited to, safety hazards, injuries, emergencies,
and/or conflicts that affect the children and youth participating in the program must be received by
the Trust within 24 hours, and written incident reports are required within five days of any unusual
incident that involves staff and/or participants.
Evaluation, Meeting and Training Requirements
1. Grantees are required to participate in research and evaluation activities commissioned by the
Trust. These activities include but are not limited to youth/family consent forms, collection and
submission of youth/family information, and survey distribution and collection activities.
2. Grantees are required to submit Name, DOB, Address, Grade, and Race/Ethnicity for each TrustFunded participant.
3. Participation in DC BEST curriculum is encouraged for all summer programs and consists of the
following: (1) 30-hour AYD course; (2) 15-hour AYD Supervisors course; and (3) 15-hour Navigating
Youth Culture course. To find out more on these trainings, and a host of other youth development,
programmatic development, and organizational development courses offered (all free or low cost)
th ough the T ust’s Ce te fo E elle e i
Youth De elop e t go to: http://
http://dctrust.org/training/
4. All grantees of the Trust are required to attend Grantee Meetings. These mandatory meetings
provide important information about compliance and accountability. They also provide technical
assistance, dialogue with city agencies and offices, interaction with the funding community and the
opportunity to learn from peers and colleagues.
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Matching Funds
Total financial dependence on any one funding stream is not a sustainable practice in non-profit
management. Therefore, the Trust, in its commitment to moving youth-serving programs to long-term
stability, is requiring that all applicants provide proof of matching funds for their proposed program
equal to a sliding-scale percentage of the total request from the Trust. This match will be determined by
the o ga izatio ’s ot the p og a ’s o e all udget fo its u e t fis al ea . The s ale is as follo s:
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Organizational budget less than or equal to $100K: 5% match required
Organizational budget between $100K and up to $249K: 10% match required
Organizational budget between $250K and $400K: 15% match required
Organizational budget $400K and up: 20% match required
These matching funds must be in place by June 27, 2016. All grantees will be required to provide proof
of match during the grant period. Proof of match may be submitted in several forms. Matching funds
should include additional grants awarded, donations, and any other contributions made to the
organization. Please see Attachment 3: Matching Funds for appropriate matching funds and
documentation accepted.
Safety and Clearance Requirements
Grantees will be required to provide background checks (FBI finger print, National Sex Offender and DC
Child Abuse Registry) done within the past year and TB tests done within the last two years for all staff,
consultants and volunteers prior to beginning programming pursuant to a Community Partnership MiniGrant. First-Aid/CPR-certified staff and volunteers (one certified volunteer or staff per 15 youth) are
required at all sites. Programs will be required to provide an Emergency Preparedness Plan that deals
with threats of terrorism, Code Red Days when extreme heat causes program interruption, etc. and
includes a communication plan for parents/guardians. Proof that all safety and clearance requirements
have been met must be provided before the end of the grant period.
DC Free Summer Meals
Organizations receiving Trust funding for summer programming are required to participate in the DC
Free Summer Meals Program. The Program provides federal funding to summer sites to provide
nutritious meals to children up to the age of 18. Sites can serve a maximum of two meals per day or a
meal and a snack. USDA guidelines state that sites cannot serve both lunch and supper.
Organizations can participate in the DC Free Summer Meals Program by doing one of the following:
1. Enrolling in the program on their own;
2. Working with a sponsor such as the DC Department of Parks and Recreation to arrange for meals to
be delivered to summer program sites; or
3. Bringing children and/or teens participating in a Summer Program for lunch to a nearby DC Free
Summer Meal site every day. Summer program directors are also encouraged to provide
information about nearby DC Free Summer Meal sites offering breakfast. Programs that elect to
14 | P a g e
take their children to a DC Free Summer Meals site should contact the site in advance so that they
can ensure that there are enough meals. To find the nearest meal site and its contact information
visit www.dcfreesummermeals.org.
Funded organizations will receive technical assistance to help enroll in the DC Free Summer Meals
Program. The Office of the State Superintendent of Education, Wellness and Nutrition Services Division,
can help summer programs enroll or connect with a sponsor. For more information, please contact
Elisabeth Sweeting at (202)724-7628 or elisabeth.sweeting@dc.gov.
Applicants can include participation in the DC Free Summer Meal as a match. Sites will be required to
report whether they enrolled in the program on their own, worked with a sponsor, or took children
and/or teens to a nearby DC Free Summer Meal sites and how many children or teens ate meals each
day. The USDA approved reimbursement rates have been released and are available at:
http://frac.org/federal-foodnutrition-programs/summer-programs/summer-funding/. Rates for this
summer, per meal, are:


Rural or Self Prep:
o Breakfast: $2.1325
o Lunch: $3.740
o Snack: $0.8875
Other Sites:
o Breakfast: $2.0925
o Lunch: $3.6850
o Snack: $0.8650
15 | P a g e
SUMMER STRONG DC INITIATIVE PROPOSAL
APPLICATION





Afternoon Enrichment at DC Public School (DCPS) Summer School Sites
Afternoon Enrichment at DC Public Charter School (DCPCS) Summer School Sites
Traditional Summer Programming Community-Based Sites
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PROPOSAL DEADLINE
Completed Proposals should be submitted in person to the DC Trust office no later than 4:00 p.m. on
May 25, 2016.
 Incomplete proposals will not be accepted.
 No extensions will be granted for the submission of missing proposal components.
 Absolutely no applications will be accepted after 4:00p.m on Wednesday, May 25, 2015.
KEY TIMELINE

RFP Released
Wednesday, April 27, 2016

Notice of Intent to Apply Due
Wednesday, May 4, 2016

Grant Technical Assistance Sessions
TBD

Proposal Submission Deadline
Wednesday, May 25, 2016 at 4:00 p.m.

Awards Announced via email
Monday, June 20, 2016
AWARD PROCESS
Grantees will be determined through a two-tiered process. First, proposals will be reviewed by a review
panel of three (3) to five (5) independent grant reviewers. The grant reviewers will read and score
proposals based on the following point system:





Organization Profile
Participant Profile
Program Description
Outcomes and Evaluation
Collaboration
15 points
15 points
35 points
15 points
10 points
After grant reviewers have scored all proposals, they will convene in debrief sessions lead by Trust
facilitators. Grant reviewers will be asked to discuss their proposal evaluations and final scores based on
the quality and the selection criteria outlined in the RFP.
Trust staff will add up to 10 points to the proposals. Staff will score proposals based on the following
point system that can include, but is not limited to History and Compliance for current or former
(funded within the last year) grantees. This includes:
17 | P a g e





Compliance with document and submissions timetable
Ability to meet work plan goals
Ability to meet ADA
Attendance at mandatory Grantee Meetings
Compliance with evaluation requirements
Recommendations on selected grantees will be approved by the Trust Board of Directors.
NOTIFICATION PROCESS
All funding decisions are final. For up to thirty (30) days after the award notice, applicants may request
to e ei e e ie e s’ s o es a d o
e ts. Appli a ts ill e ei e thei e ie e s’ o
e ts a d
scores within ten (10) business days upon written request.
18 | P a g e
FY16 SUMMER PROGRAM PROPOSAL CHECKLIST
Applicants are to use this list for submission to ensure the inclusion of all required items.
Proposal Cover Page
Proposal Checklist
Proposal Narrative (please answer all questions in the order they are asked in the RFP)
Work Plan Form
FY16 Proposal Budget Form with Narrative
FY16 Projected Program Revenue Form
Previous Fiscal Year finances: Audited Financial Statement OR Pages 1-6 of most recent IRS Form990, no older than 2013
Copy of Letter of 501(c)(3) Status from the Internal Revenue Service no later than October 1, 2013
Copy of Incorporation under the District of Columbia Nonprofit Incorporation Act (not articles of
Incorporation) no later than October 1, 2013
For organizations not incorporated in the District of Columbia: Registration as a Foreign Entity in
the District of Columbia no later than October 1, 2013
Copy of Clean Hands Certificate with the DC Office of Tax and Revenue no older than March 27,
2015
Copy of Certificate of Good Standing with the DC Department of Consumer and Regulatory Affairs
no older than March 27, 2015
Copy of currently valid Charitable Solicitation or Charitable Exempt license
If applying for a DCPS or DCPCS Summer School Site, a Letter of Support
All other attachments requested in the narrative
19 | P a g e
FY16 SUMMER PROPOSAL COVER PAGE
Organization:
Organization Federal Tax-Exempt Number
(if applicable):
Address:
Contact Person:
Title of Contact Person:
Telephone:
E-mail:
Person Authorized to Negotiate:
Authorized Signature:
Date:
Proposed Ward for Program:
Proposed Police Service Area of Program
Site (PSA) (Can be found at:
http://geospatial.dcgis.dc.gov/PSAFinder/)
Proposed Program Site Name:
Proposed Program Site Street Address:
(include zip code)
Proposed Program Site (select only one) :
Number of Proposed Participants:
Participant Age Range (select only one):
Amount Requested from Trust:
Afternoon Enrichment at DCPS School Sites
Afternoon Enrichment at DCPCS Summer School Sites
DCHA Sites
Safer, Stronger DC Community Partnership Target
Neighborhoods
30
45
60
75
90
Younger Youth (5 – 13 years)
Older Youth (14 – 18 years)
Young Adult (19 – 24 years)
$
20 | P a g e
(Number of Participants * Rate Below)
DCPS/DCPCS = $600
DCHA = $320
Safer Stronger/Traditional Summer = $800
Program Budget:
$
Matching Funds:
$
Annual Organizational Budget:
Less than or equal to $100k
Between $101k and up to$249k
$250k and up to $400k
Over $401k
21 | P a g e
SUMMER INITIATIVE PROGRAM PROPOSAL NARRATIVE
Proposals that do not meet the following proposal format guidelines and exceed ten (10) pages will not
be accepted or reviewed:
 The original proposal and all copies must contain all the listed documents in order to be
considered for funding.
 Use standard margins (1-inch), 12-point Times New Roman font, double-spaced with page
numbers.
 The proposal narrative is not to exceed ten (10) pages. Note: The Work Plan, Budget and
Narrative, and Letters of Support do not count towards the 10 page limit.
Organization History and Relevant Experience
1. State the mission of your organization and describe how the program you are proposing aligns with
ou o ga izatio ’s issio . In addition, provide information on the length of time your program has
been available in the proposed site.
2. Des i e ou o ga izatio ’s histo a d spe ifi e pe ie e (within the past two years) in providing
services for youth in the community (Ward and PSA) in which you applying and intending to provide
services in.
3. Des i e ou o ga izatio ’s histo i p o idi g se i es i the site i
hi h ou a e appl i g a d
intending to provide services in.
4. Describe specific characteristics of your organization that make it a successful youth development
organization.
Participant Profile
1. Describe the youth you will be serving including demographics and history working with this
population.
2. Describe what specific strategies you will use to recruit youth to your program. If you have used
these recruitment techniques described in the above question in the past, what successes and
challenges have you encountered using them? If you have not used these techniques, what suggests
that they will be successful for your program recruitment this summer?
3. Describe how many youth you have served in previous summers and your current capacity to serve
the proposed number of program participants for your upcoming summer program.
Program Description
1. Define in detail how your program promotes youth development based on the definition in this RFP
(See Attachment 1: Youth Development Outcomes and Attachment 2: Youth Development
Principles).
2. Describe the need for your program in the proposed site including any gaps it might fill.
3. Describe any challenges that might occur to hinder your program starting in mid-June.
22 | P a g e
4. Describe the specific opportunities for genuine youth participation and leadership in your program.
Your response should include details on the role(s) young people have had in contributing to the
design and content of your summer program; the choices they will have once programming begins;
and how much opportunity they have in decision-making and implementation of projects.
5. Provide a detailed timeline in the form of a schedule, lesson plan or weekly summary of events. (The
more detailed you can be in your schedule the easier it will be for reviewers to envision your
program.)
6. Provide a description of how you will incorporate family engagement into your program. If family
engagement is not a part of your program, please explain why.
Program Outcomes and Evaluation
1. Describe how your organization currently uses data to monitor, evaluate, and improve programs as
well as the capacity to collect demographic and attendance data for the youth served.
2. Describe how you will you collect both quantitative and qualitative data to determine the efficacy of
your proposed programming for this summer.
Program Collaboration and Partnerships
1. Please list and describe the official and unofficial partnerships that your organization has
established, detailing the specific roles they will play in your summer program. You should include
letters of support.
2. Please describe the history of these partnerships and what benefits these partners have brought to
your program.
Overall Capacity
1. Describe the professional qualifications of key staff that are intended to work on this initiative and
the roles they will play, including if they are trained or orientated to your youth development
framework.
2. Please describe how personnel in your organization are trained or orientated to your youth
development framework/philosophy. Include any initial, annual, and periodic staff training
requirements.
3. Des i e ou o ga izatio ’s apa it to t a k a d epo t out o es, including the ability to collect
and manage data that allows for consistent, accurate and expedient reporting.
23 | P a g e
SUMMER PROGRAM WORK PLAN FORM
See Attachment 4: Summer Program Work Plan Instructions/Sample for Instructions on how
to correctly complete the form and a sample completed form.
Organization:
Funding Category: ☐ Younger Youth
☐ Older Youth
☐ Young Adults
Developmental Outcome:
Target Population:
Activity:
Program Implementation Indicator(s):
Youth Outcome Indicator(s) for Change:
Data Source:
Developmental Outcome:
Target Population:
Activity:
Program Implementation Indicator(s):
Youth Outcome Indicator(s) for Change:
Data Source:
24 | P a g e
SUMMER PROPOSED BUDGET/NARRATIVE AND PROJECT REVENUE FORMS
See Attachment 5: Summer Proposed Budget/Narrative for Instructions for Instructions on how to correctly complete the form.
Note: Attachment 3: Matching Funds has Instructions on appropriate matching funds.
FY16 Summer Program Proposal Budget and Budget Narrative Form
Organization:
Expenses
Trust Share
Budget Narrative
Matching Funds
Source of
Matching Funds
Total Amount
Salaries and Wages
Management
Teachers and instructors
Other education and service professionals
Aids, assistants and interns
Clerical and other staff
Fringe benefits
Subtotal Salaries:
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Organization:
Expenses
Trust Share
Budget Narrative
Matching Funds
Source of
Matching Funds
Total Amount
Consultants and Professional Fees
Service to children and parents
Technical assistance
Evaluation
Professional services (acct., legal, etc.)
Staff training
Other consultants and professional fees
Subtotal Consultants/
Professional Fees:
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Travel and Transportation
Field trips/youth travel
Staff travel
Other travel
26 | P a g e
Organization:
Expenses
Subtotal Travel:
Trust Share
Budget Narrative
Matching Funds
Source of
Matching Funds
Total Amount
$
Equipment
Computer equipment
Office equipment (other than computer)
Furniture
Other equipment
Subtotal Equipment:
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Supplies
Books, media, other learning materials
Other supplies for participants
General office supplies
Other supplies
Subtotal Supplies:
27 | P a g e
Organization:
Expenses
Trust Share
Budget Narrative
Matching Funds
Source of
Matching Funds
Total Amount
Telecommunications
Telephone
Internet access
Other communications
Subtotal Telecommunications:
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Other Direct Costs
Printing
Postage and Delivery
Occupancy
Other (can include TB Tests, CPR/First Aid
Training, and/or FBI background checks)
Subtotal Other Direct Costs:
Total Direct Costs:
Indirect Costs:(may not exceed 5% of Total
Direct Costs)
Total Budget Request:
28 | P a g e
FY16 Summer Program Projected Program Revenue Form
Grants/Contracts:
TOTAL
Current
Committed
Pending
Federal Government (please list source/s)
$
$
$
$
Foundation (please list source/s)
$
$
$
$
Corporations (please list source/s)
$
$
$
$
United Way/Combined Federal Campaign
$
$
$
$
Individual Donors
$
$
$
$
Total Grants/Contracts:
$
$
$
$
Earned Revenue:
TOTAL
Current
Committed
Pending
Events
$
$
$
$
Publications and Products
$
$
$
$
Fees
$
$
$
$
Membership Income
$
$
$
$
Other (please specify)
$
$
$
$
Total Earned Revenue:
$
$
$
$
In-Kind Support
TOTAL
Current
Committed
Pending
Donated Goods
$
$
$
$
Donated Services
$
$
$
$
Other (please specify)
$
$
$
$
Total In-Kind Support:
$
$
$
$
Total Revenue Projected
$
$
$
$
29 | P a g e
FY16 Summer Strong DC Initiative:
Proposal Attachments
Attachment 1: Youth Development Outcomes
Attachment 2: Youth Development Principles
Attachment 3: Matching Funds
Attachment 4: Work Plan Instructions/Sample
Attachment 5: Budget and Narrative Instructions
Attachment 6: Sample Forms
Attachment 7: DCHA Requirements
Attachment 1:
Youth Development Outcomes
Indicators of Youth Developmental Outcomes for OST Providers
BA S E D ON TH E A DVA N CI NG YOUTH DE V ELOPM ENT CURR I CULU M
The youth development perspective begins with an emphasis on clearly defining youth outcomes, which are
the attitudes, knowledge, and behaviors that we want young people to achieve. All programs desire successful developmental outcomes for their youth. However, without knowing what developmental outcomes are and
how they are displayed and expressed by youth, it is impossible to apply intentional effective approaches to
these outcomes.
Described below are the 12 developmental outcomes (6 outcomes reflect aspects of identity and 6 outcomes
reflect aspects of ability), the knowledge areas, skills, and attributes, and behaviors, young people need to be
healthy, caring, and responsible youth and adults. Additionally, we have listed indicators of developmental
outcomes, which are the behaviors and actions of children and youth that demonstrate that developmental
outcomes have been met.
As you prepare your work plan, pick (2-3) from the 12 developmental outcomes listed below and use the examples of indicators (what youth do…) as a frame of reference when determining the expected indicator(s)
that will be displayed as a result of attaining the developmental outcome.
Developmental Outcomes
ASPECTS OF IDENTITY: Young people demonstrate a positive identity when they have a sense of personal well-being and
a sense of connection and commitment to others.
1.
SA FE T Y & S TRU CTURE a perception that one is safe in the world and that daily events are somewhat predictable.
a. Adults know a young person is developing a sense of safety and structure when, for example, the young person:
i. feels safe in school, program and neighborhood
ii. signs in and out of program
iii. enforces rules/regulations with their peers
2.
S E LF - WORT H a perception that one is a “good person” who contributes to self and others.
a. Adults know a young person is developing a sense of self-worth when, for example, the young person:
i. openly shares thoughts and ideas
ii. has a positive self-concept: “I’m okay”
iii. is willing to help others
3.
M A S TE RY & FUTURE a perception that one is “making it” and will succeed in the future.
a. Adults know a young person is developing a sense of mastery and future when, for example, the young person:
i. is able to identify three future goals and how to attain them
ii. prepares for or asks, when is the next test, contest, etc…
iii. is able to identify three recent accomplishments
4.
BE LONGI NG & M E M BE RS HI P a perception that one values, and is valued by, others in the family and in the
community.
a. Adults know a young person is developing a sense of belonging and membership when, for example, the young person:
i. Interacts easily with peers
ii. joins or volunteers in one or more organizations or clubs
iii. has one or more close friends
5.
RE S P ONS I BI LIT Y & AUT ONOM Y a perception that one has some control over daily events and is accountable
for one's own actions and for the consequences on others.
a. Adults know a young person is developing a sense of responsibility and autonomy when, for example, the young person:
i. consistently accepts accountability for his or her actions and consequences thereof
ii. demonstrates leadership by taking responsibility for roles and tasks as assigned
iii. understands the difference between right and wrong
6.
S E LF - AWA RE NE S S A ND SP I RI TUA LI T Y a perception that one is unique and is intimately attached to extended families, cultural groups, communities, higher deities, and/or principles.
a. Adults know a young person is developing a sense of self-awareness and spirituality when, for example, the young person:
i. is able to describe or identify 3 personal strengths and/or unique characteristics
ii. identifies with cultural group, higher deity, and/or philosophy
iii. expresses his or her own ideas and opinions
AREAS OF ABILITY: Young people demonstrate ability when they gain knowledge, skills and attitudes that prepare them
for adulthood.
7.
P HYS ICA L HE A LTH the ability and motivation to act in ways that best ensure current and future physical health
for self and for others.
a. Adults know a young person is developing physically when, for example, the young person:
i. abstains from alcohol, tobacco, and other drugs
ii. participates in physical activities
iii. eats a healthy balanced diet
8.
M ENTA L HE A LTH the ability and motivation to respond affirmatively to and cope with positive and adverse situations, to reflect on one's emotions and surroundings, and to engage in leisure and fun.
a. Adults know a young person is developing mentally when, for example, the young person:
i. demonstrates coping skills
ii. has hobbies
iii. demonstrates good sense of humor and works well with others
9.
I NTE LLE C TUA L A BI LI T Y the ability and motivation to learn in school and in other settings, to gain the basic
knowledge needed to graduate from high school, to use critical thinking, to be creative, to use problem-solving and expressive skills, and to conduct independent study.
a. Adults know a young person is developing intellectually when, for example, the young person:
i. ask questions or demonstrates curiosity about new areas of knowledge beyond current learning
ii. applies critical thinking (compare and contrast, pro and con) and problem-solving skills
iii. communicates well when speaking
10. E M P LOYA BI LI T Y the ability and motivation to gain the functional and organizational skills necessary for employment, including an understanding of careers and options, and the steps necessary to reach goals.
a. Adults know a young person is developing employment ability when, for example, the young person:
i. schedules time and plans ahead
ii. follows directions
iii. negotiates and resolves problems
1 1 . CI V IC & S OCI A L A BI LIT Y the ability and motivation to work collaboratively with others for the larger good and
to sustain caring friendships and relationships with others.
a. Adults know a young person is developing civic and social ability when, for example, the young person:
i. behaves ethically toward others
ii. is able to lead and/or discuss two or more current community issues
iii. listens to, respects, and responds to ideas of others
1 2. CULTURA L A BI LI T Y the ability and motivation to respect and affirmatively respond to differences among groups
and individuals with diverse backgrounds, interests, and traditions.
a. Adults know a young person is developing cultural ability when, for example, the young person:
i. appreciates and respects the differences among individuals and groups
ii. identifies with cultural group
iii. has one or more close friends of a different race or ethnicity
Attachment 2:
Youth Development Principles
Youth Development Glossary of Terms









Youth Development Conceptual Definition: a process by which all young people seek ways to meet
their basic physical and social needs and to build competencies (knowledge and skills) necessary to
succeed in adolescence and adulthood.
Youth Development Practical Definition: an approach to working with young people that defines
goals (outcomes) based on capacities, strengths and developmental needs of youth.
Youth: pe iod of de elop e t that egi s ith the dou le digit ea s th ough the tee age ea s
(ages 10 – 20 years).
Youth Outcomes: the knowledge areas, skills, and attributes young people need to be healthy,
caring and responsible young adults. They include problem prevention outcomes, achievement
outcomes, and developmental outcomes:
o Problem Prevention Outcomes: young people are deemed competent and healthy
when they do not engage in problem behavior, such as drug and alcohol use,
delinquency, and early sexual activity.
o Achievement Outcomes: young people are deemed competent and healthy when they
achieve endpoints of a successful transition to young adulthood, such as graduation
from high school, stable employment, and/or attendance in post-secondary education.
o Developmental Outcomes: young people are deemed competent and healthy when
they:
 Develop a positive sense of self and a sense of connection and commitment to
others, and
 Develop abilities and motivation to succeed in school and participate fully in
family and community life.
Opportunities: activities, roles, and responsibilities taken on and done by young people- chances to
explore, express, earn, belong and influence.
Services: provision of resources, knowledge or goods to young people.
Supports: things done with a young person -- interpersonal relationships addressed by expectations,
guidance, and boundaries.
Youth Worker: an individual who works with youth to promote developmental outcomes. Youth
Workers range from entry-level, direct-service staff to supervisors and program managers, and can
have a focus or specialty in areas such as sports, recreation, youth development, informal education,
child/after-school care, health counseling, the arts, environmental education, vocational skills
training, group work, social work, probation and casework/assessment. They can work with youth
in structured, semi-structured, or unstructured (outreach/street work) settings.
Youth Participation: young people having the power to make and implement decisions, together
with a share of the responsibility for the outcomes. Youth participation has three essential
elements:
o Youth making change
o Youth directing their own activity
o Youth taking responsibility
Youth Development Introduction and Snapshot
Youth Development: Building Strengths and Self-Direction
Youth play a pivotal role in their own development. Youth development is a process by which all young
people seek ways to meet their basic physical and social needs and build the strengths and self-direction
to guide their own safe and healthy transition to adulthood. If young people are not provided with
opportunities and support, they will go elsewhere to meet their needs. The youth development
approach to programming and policy sees young people as assets to be developed, not as problems that
need fixing. The concept has become so appealing to those who work with or for youth in the District
that agencies and organizations increasingly request the training. Among those agencies participating in
DC BEST training are the Department of Parks and Recreation, Department of Youth Rehabilitation
Services, Department of Employment Services, Metropolitan Police Department, DC Public Schools and
the DC Public Library.
A Youth Development Snapshot
WHAT IS IT? Youth development is the process by which young people seek to meet their basic physical
and social needs and build competencies and skills to succeed in adolescence and adulthood. For youth
workers, this strategy helps young people reach their full potential.
WHY IS IT IMPORTANT TO THE TRUST? The Trust recognizes that when young people are permitted to
have a voice, make decisions and choices and contribute, they are more likely to achieve positive
out o es. This is a alua le le s th ough hi h to offe p og a s to eet ou g people’s eeds. Youth
participation is the cornerstone of youth development. Allow young people to make and implement
decisions with you while sharing responsibility for the outcomes. This means genuinely involving young
people, not merely putting them on advisory boards or under-utilizing their potential. It is our
expectation that all grantees will fully involve and use the knowledge, skills, and attributes of youth in
the design and implementation of their programs. The Trust encourages all grantees working with
children and youth to expose parents, guardians, and caregivers to the youth development framework,
which they can incorporate into their parenting.
YOUTH DEVELOPMENTAL OUTCOMES: What do we ultimately want for young people? Simply
put, we want them to trust others, acquire self-confidence, develop values that will ensure productive
lives and become thoughtful people who can communicate with others and contribute to society.
Having a vision of what we want for youth will help guide decision-making about how best to provide
oppo tu ities that suppo t ou g people’s successful transition to adulthood.
PROMOTING YOUTH DEVELOPMENT VIA PARENTAL INVOLVEMENT: The youth development perspective
begins with an emphasis on clearly defining youth outcomes, which are the attitudes, knowledge, and
behaviors that we want young people to achieve. All parents want their children to succeed. Parents
need to know the developmental outcomes and how they are expressed by children and youth.
Seven Simple Steps for Creating
Positive Youth Development
7 SIMPLE STEPS FOR CREATING POSITIVE YOUTH DEVELOPMENT
1. CREATE A CODE OF CONDUCT TOGETHER.
Programs in which young people and staff create a code of conduct together have fewer
eha io p o le s. Wh ? Young people have a stake in rules that seem fair to them.
2. GET YOUNG PEOPLE TO DECORATE THE PROGRAM SPACE.
Collages, murals, quotes, icons, posters, portraits and manifestos are all ways that young
people can make sure that the space reflects who they are.
. “OLICIT YOUNG PEOPLE’“ OPINION“.
“eek ou g people’s i put th ough su e s, focus groups, councils or other methods and use
that information. Make sure that young people know that they have made a difference.
4. ALLOW YOUTH TO THINK.
Make time for young people to journal, discuss, analyze, evaluate and go over what they have
learned and experienced. This satisfies the developmental need of reflection and promotes
critical thinking.
5. GIVE YOUNG PEOPLE A CHANCE TO SHINE.
Culminate learning projects through presentations, displays, exhibits and performances.
Tangible items – such as posters, photos, programs, plaques, CDs/DVDs and t-shirts – are good
reminders of the experience.
6. LET YOUTH SET GOALS.
Guide youth as they work toward their goals. Collective goal-setting can generate teambuilding. We can help young people make sure their goals are achievable and that they have
support.
7. CULTIVATE YOUTH AMBASSADORS.
Youth are engaging speakers, visitor guides, orientation assistants, fundraisers and even
lobbyists.
Attachment 3:
Matching Funds
Matching Funds
Total financial dependence on any one funding stream is not a sustainable practice in nonprofit management. Therefore, the Trust, in its commitment to moving youth-serving programs to
long-term stability, is requiring that all applicants provide proof of matching funds for their
proposed program equal to a sliding-scale percentage of the total request from the Trust. This match
will be determined by the o ga izatio ’s ot the p og a ’s o e all udget for its current fiscal year.
The scale is as follows:




Organizational budget less than or equal to $100K: 5% match required
Organizational budget between $100K and up to $249K: 10% match required
Organizational budget between $250K and $400K: 15% match required
Organizational budget $400K and up: 20% match required
Proof of match may be submitted in several forms. Matching funds should include additional grants
awarded, donations, and any other contributions made to the organization.
The documents you can submit are as follows:

Reward letters signed and on letterhead from a foundation or organization with the award amount,
date awarded and grant period clearly stated.
 Donation letters from any private donor documenting the amount donated and the date of the
donation, including in-kind donation and monetary donations.
Matching funds may not include any of the following:
 Funds received from a District of Columbia government agency.
 Funds received from another organization that originated as a grant from a DC government agency.
 Co-payments from program participants for participation in the program or for services received.
Matching funds may include the following:
 Federal grant funds not passed through a DC agency.
 Support from foundations, corporations, or individuals.
 Fu ds f o a o ga izatio ’s ge e al suppo t fu d o fis al ese e.
 Funds raised through events, sales, corporate partnerships, or other enterprise activities.
 In-kind donations and services (see below).
 Acceptable In-kind donations and services:
 Reduced program space fees
 Pro-bono professional service (e.g. legal, graphic design, HR)
 Free tickets to an event for participants
 Food donation
 Unacceptable In-kind donations and services:
 Volunteer time (e.g. mentors, tutors)
13 | P a g e
Attachment 4:
Work Plan Instructions and Sample
SUMMER WORK PLAN
Instructions A work plan is like a road map. It helps you know where you are going, how to track your progress and
when you have arrived at your destination. Your Work Plan should include elements that are SMART:
Specific, Measurable, Achievable, Relevant, and Time‐related. The explanations below will help you
complete the Work Plan form.
What is the Developmental Outcome? Young people are deemed competent and healthy when they develop a positive sense of self and a sense
of connection and commitment to others, and develop the abilities and motivation to succeed in school
and 28 participate fully in family and community life. Therefore, the developmental outcomes are the
overall goals for the children and youth you serve – this is the end result that your programming is
designed to achieve. Please elaborate on the sequence of steps that your summer program will take to
help young people meet the developmental outcomes you have chosen (developmental outcomes listed
on pages 4‐7).
What is the Target Population? The specific number of children/youth/parents who will be engaged in the activities your program offers.
Please include the target number you expect to serve, Ward, Police Service Area (http://geospatial.dcgis.dc.gov/PSAFinder/), ethnicity, gender, and age of participants.
Example: African American females, 35 older youth, ages 14 – 18 years in Ward 8, PSA 701 What are Program Activities? The opportunities (with corresponding services and supports) that your summer program will offer
participants in order to help them move closer to achieving the developmental outcomes you identified
(safety and structure, belonging and membership, etc.). Please be sure to include how often and/or for
how long the activities occur. For example: “x” number of team projects, communication around program
schedule, program rituals, opportunities for recognition, group trainings, group discussions, or community
involvement.
Examples:
 Group work on mural project, Mondays and Wednesdays for 8 weeks from 3:00 pm to 5:00 pm [how often and for how long a period of time are important]  Neighborhood Park Cleanup every second Saturday of the month for 6 weeks from 9:00 am to
12:00pm [how often is important]
What is the Program Implementation Indicator? The program implementation indicator(s) measure ways in which program services and goods are
provided. There indicators include (but are not limited to) the quantity of services provided, the number
of youth served, program quality, youth and staff satisfaction, and participant attendance. Through
qualitative and/or quantitative data collection methods (post surveys, focus groups, program logs,
records, etc.), the program should be able to demonstrate progress towards achieving the programmatic
outcomes.
Example: All Students will participate in an oral presentation demonstrating their understanding of
botany.
What is the Youth Outcome Indicator of Change? Definition: The indicator of change is what the youth will have accomplished by the end of the grant
period that will tell you how close they have come to achieving the developmental outcome. Through
qualitative and/or quantitative data collection methods (pre‐and‐post surveys, focus group discussions,
etc.), the program should be able to demonstrate progress towards achieving the developmental
outcomes.
Examples:
 [Program] 75% of young people contribute to end‐of‐summer dramatic presentation on what respect
looks like to young people today.
 [Behavior] 60% of young people indicate they value a clean park through their participation and
organize a culminating picnic for the class in the neighborhood park.
 [Behavior] 75% of youth indicate an increased understanding of safe sex practices.
What is the Data Source? Definition: The quantitative and qualitative data collection methods the program uses to measure the
progress towards achieving the outcome.
Example: Attendance sheets, pre‐ and post‐surveys, focus group discussions
FILLING OUT THE WORK FORM:
Please note that when filling out the Work Plan, you must address the primary developmental outcomes on which your program will focus. Write out your work plans using the form below. If your
program is funded, these 2 to 3 outcomes will be part of your PhilanTrack final report.  Identify which target age group you are serving (Younger Youth, Older Youth or Young Adults)
 Identify the corresponding youth development outcome linked to each goal described in Attachment
1: Youth Developmental Outcomes. Please choose two‐to‐three (2‐3) of the 12 developmental
outcomes listed below that are most clearly reflected in the intent of your program design
 Cite the target population with which you will be working towards this outcome
 Describe what your program will do to help participants move towards each of the developmental
outcomes listed.
 Note two (2) specific program and youth behavior indicators of change from your participants that
will show you that you are being successful in helping them move towards each of these outcomes
 Cite the data source(s) you will use (how you will measure the progress of the indicators towards each
of these outcomes)
Summer Program Work Plan: Sample
Funding Category: ☒ Younger Youth
☐ Older Youth
☐ Young Adults Developmental Outcome: Intellectual Ability
Target Population: African‐American youth 10‐12 years in Ward 7 (Fort Dupont Park community)
Activity: Youth will participate in a three phase program during which they will work collectively to
design, construct, and establish a community garden. The students will study botany and
other sciences as they create their garden.
Program Implementation Indicator(s): Youth Outcome Indicator(s) for Change: Data Source: All youth will participate in an oral presentation demonstrating their understanding of
botany.
75% of participants will demonstrate working knowledge of basic 9th grade biology
nomenclature, through written surveys and exams.



Written survey
Group Survey
Exams
Attachment 5:
Budget/Narrative Instructions
Summer Program Proposal Budget and
Budget Narrative Instructions
The Proposal Budget and Budget Narrative must be included in the proposal (see pages 27-32). The
narrative includes an explanation for each of the budget line items. Information should be thorough
enough to allow an understanding of how requested budget amounts were derived.
Salaries and Wages
For each budget line, include the staff position title, the level of effort (e.g., 50% or 20 hours per week),
the duration of time that the position will be working under the grant, and the base salary or wage for
the position. The grant will support salaries and wages for positions that are directly involved with
program services or management. Only the level of effort (percent of time or hours per week) spent by
staff directly on the program may be charged to the grant as a direct cost.
Example:
Management
Project Director , 50% time for 10 months, salary of $60,000/year
$25,000
Teachers/ Instructors
2 Instructors, 20 hours per week for 26 weeks at $15/hour
$15,600
Fringe Benefits
Include one line for fringe benefits as a percentage of the budget for salaries and wages. Indicate the
fringe rate percentage used. If for some reason a simple fringe rate cannot be applied, please explain
the method used to derive the budget for fringe benefits.
Example:
Fringe benefits
Total Salaries and Wages
$40,600
Fringe rate
16%
Fringe benefits ($40,600 * .16)
$6,496
Consultants/Professional Fees
Include all contractual services, consultant fees and professional fees paid to organizations and
individuals directly related to the grant.
Example:
Services to children/parents
Consultant to provide 5 arts program sessions at a rate of
$2,500
$500/session
National Parent Center to provide 5 parent workshops
$4,000
at a rate of $800/workshop
Technical assistance
Mgt. Support Co. to provide assistance on program planning
at a rate of $25/hour (estimated at 200 hours)
$5,000
39 | P a g e
Travel and Transportation
Include the amount budgeted as shown, such as bus rental, Metro or taxi fares, or other expenses
related to travel. Vehicle leases are considered by the Trust on a case-by-case basis, but should NOT be
included here; please i lude the u de E uip e t.
Example:
Field trips/other youth travel
Bus rental for field trips
2 trips per month for 10 months, $75 per trip
$1,500
Staff travel
50 home visits per year, $3 per trip average
$150
Equipment
Equipment purchases and related lease payments should be included here. These requests, especially
large purchases, will be scrutinized to ensure consistency with the scope of the grant. Only the portion
of equipment purchases directly used to carry out the scope of work of the grant may be included as a
di e t ost. Fo e a ple, o pute s fo a stude t o pute e te o the T ust’s online reporting are
generally allowable as a direct cost, but computers for a central financial management system are
generally not allowable (or only partially allowable) as a direct cost. Similarly, vehicle purchases and
other large equipment purchases are rarely allowable as a full direct cost for this grant. Expenses that
are not allowable here may be acceptable as Other Direct Costs (see below).
Example:
Computer equipment
3 computers for student computer lab, $1,500 per workstation $4,500
1 router for student computer lab
$750
Office equipment (non-computer)
Desktop copier for program office
$125
Furniture
Desks for student library, 10 desks at $250 per desk
$2,500
Supplies
Include all supplies directly used for the children and youth served by the program or required for
program management. Food and refreshments may be listed here.
Example:
Books, media, other learning materials
Pu hase of u i ulu , Youth E t ep e eu ship T ai i g
$2,100
20 business calculators, $25 per calculator
$500
General office supplies
General supplies for program management
$1,200
$10* 100 youth= $1000
$2 pens*100 Youth= $200
Telecommunications
Include telecommunications costs that are directly related to the program:
Example:
Telephone
Monthly telephone service for parent center
$50 per month for 10 months
Internet access
Monthly internet access for parent center
$125 per month for 10 months
$500
$1,250
Other Direct Costs
Include all other direct cost items in this category. Occupancy (rent, utilities, etc.) is often considered an
indirect cost but a portion of rent could be considered a direct cost under some circumstances, such as
the portion of rent devoted to student activity center or a parent center. Be sure not to include here
expenses that are Indirect Costs and explain all items as in the examples above. (The difference between
direct and indirect costs is detailed below.)
Indirect Costs
Indirect costs are allowed up to 5% of total budgeted for direct costs. Please show the indirect cost rate
used.
Example:
Total Direct Expenses
$100,000
Indirect cost rate of 5%
Indirect Cost ($100,000 *0 .05)
$5000
Direct versus Indirect Costs
The following definitions are provided as guidance in determining Direct Costs versus Indirect Costs:
 Direct costs are incurred solely for program services or program administration
 Indirect costs are incurred for common general organizational objectives or activities and cannot
be readily identified with the objectives of the grant. These include staff time, consultant time,
or contractual services for general administration or other non-program activities; costs of
occupancy or utilities for general organizational use; staff development or training not directly
related to program administration; office supplies, furnishings, or equipment for general
organizational use; telephone, postage, copying, internet, and other communications costs for
general organizational use; or any other costs incurred for general organizational objectives or
activities. Indirect costs must not exceed 5 % of the total budgeted for direct costs
Attachment 6:
Sample Forms
Sample Letter of 501(c)(3) Status from IRS
49 | P a g e
Sample Certificate of Good Standing
50 | P a g e
Sample Copy of Incorporation under District of
Columbia Nonprofit Corporation Act
51 | P a g e
Attachment 7:
DCHA Requirements
Exhibit A
INSURANCE AND BACKGROUND CHECK
REQUIREMENTS
(i)
Commercial General Liability Insurance covering bodily
injury, personal injury, contractual liability and property
damage, with a minimum coverage limit of $1 million per
occurrence; $2 million in the aggregate; and a deductible
no greater than $25,000. For those entities that currently
have greater coverage limits, nothing would change.
(ii)
Commercial Auto Liability Insurance covering bodily injury
and property damage with a minimum coverage limit of
$1,000,000 per occurrence for vehicles owned and hired
by the Service Provider as well as non-owned autos (this
insurance is required only if the Service Provider will be
using automobiles to carry out the purposes listed in the
License Agreement);
(iii)
Child Molestation Coverage with a minimum coverage
limit of $1 million per occurrence; $2 million in the
aggregate, applicable if working with youth under the age
of 18, within the coverage limits of the General Liability
coverage; and
(iv)
Worker’s Compensation and Employer’s Liability Insurance
providing statutory worker’s compensation coverage and
minimum limits based on the number of employees and
salaries of each and underwriting and statutory standards.
With respect to provisions (i) and (iii), these policies shall be endorsed to name DCHA as an
additional insured.
Employee Background Checks
Prior to the provision of services, the Service Provider shall conduct background checks, at its
own expense, on all employees, contract staff or volunteers working on the DCHA Licensed
Premises or have contact with participants/families under this License. Service Provider shall
retain in its personnel files all pertinent information with respect to background checks. This
includes a good faith effort to obtain a background check from any other state in which the
individual has resided during the previous three (3) years. Service Provider shall also obtain a
Federal Background Check (national fingerprint-based criminal history check as indicated in
http://www.doj.state.wi.us/dles/CIB/forms/) for any employee, contract staff or volunteer
working on the DCHA Licensed Premises who has lived outside the District of Columbia during
the previous three (3) years. Notwithstanding the above, for students and other temporary or
seasonal employees whose principal residence is not the District of Columbia, Service Provider
may obtain a Criminal Background Check from the principal state of residence.
Copies of the background checks should be submitted to the Office of Resident Services (ORS),
along with the other required documentation and shall be updated as personnel changes occur
or every two (2) years.
THINGS TO KNOW WHEN CONSIDERING WORKING
ONSITE AT DC HOUSING AUTHORITY PROPERTIES
General:
The Office of Resident Services (ORS) at the DC Public Housing Authority (DCHA) is responsible
for the coordination of services for public housing residents and Housing Choice Voucher
Program participants.
Currently, the Office of Resident Services is undergoing a departmental restructure which is
designed to enhance its ability to more effectively and efficiently respond to the needs of
residents and clients. The new model will allow for closer collaboration with onsite providers at
DCHA’s 40+ properties and will improve residents’ access to available services. Under the
newly adopted operational model, staff in ORS’ service coordination section is assigned a
portfolio of public housing properties. The new “Community Navigators” will be housed at the
assigned sites and work on a rotational basis at each property throughout the week. The
Navigators will initiate all engagement with families and facilitate the match between families
and the appropriate service providers.
To ensure that services provided by DCHA have long-term measureable impact that result in
upward mobility and meet the needs of DCHA’s residents, a set of revised goals and prescribed
outcomes are being developed. The following chart depicts the broad goals that the Office of
Resident Services has adopted to date. All service providers who are delivering programming to
DCHA residents should ensure that their programs and services meet the identified goals. Each
goal for the respective population will also have a subset of expected outcomes and metrics
that will aid in the measurement of performance and positive impact.
Goals for DCHA Target Populations
Target Population
Vision for Target Population
Children & Youth
Sustained healthy development and positive academic
outcomes
Able-Bodied Adults
Well-equipped individuals with the tools necessary to realize
positive individual and/or family growth and contribute
positively to their communities
Senior and Disabled
Individuals
Active lifestyles that ensures graceful aging and healthy
individuals
Requirements for Being Onsite at DCHA Properties:
The Office of Resident Services (ORS) strongly encourages all potential service providers to
schedule an orientation meeting with ORS representatives to learn about the operational
requirements, demographic overview and cultural nuisances of our various resident
populations.
If you are a first-time service provider and seeking to be housed at the applicable DCHA
property, note the following items in Categories A and B. In addition, if you are an existing
service provider already housed at an applicable property, note the items in Category B only.
Category A:
• Service providers seeking to work on site with DCHA public housing residents should check
with the Office of Resident Services (ORS) early to determine if space is available at the
respective property. When making your request for space, please provide information on the
programs or services offered, number of residents that will be served, age ranges and hours
of operation, as well as frequency.
• Service providers must provide a Certificate of Insurance listing DCHA as an additional
insured. Insurance should include Commercial General Liability, Child Molestation, Worker’s
Compensation and Employer’s Liability coverage. See Exhibit A for additional information on
insurance requirements.
• Service providers are required to provide copies of background checks for all staff working on
the applicable property. See Exhibit A for additional information on background check
requirements.
• Service providers are required to enter into a License Agreement with DCHA and cannot
occupy the proposed space until the insurance requirements and background checks have
been completed, as well as the License Agreement fully executed.
• Service providers are required to submit quarterly reports detailing the number of residents
served (categorized by age and gender), program activities undertaken during the reporting
period, accomplishments, challenges encountered, etc. ORS will provide the required
reporting format. Service providers who only provide services during the summer months
should provide a mid and final report.
• All service providers must provide the Resident Council with programmatic updates on a
periodic basis throughout the life of their work at the site.
• Service providers who are or will be located in one of DCHA’s community centers located at
applicable properties should understand that this is a shared space and often times the
Resident Council and other service providers may also be housed or utilize the space. For
many properties, this is the only space for residents or DCHA to hold activities or meetings. In
a shared arrangement, all service providers will be required to include their program activities
and meetings on a combined monthly calendar.
2
In the event that the Resident Council hosts several programs or activities during the summer
months, ORS staff will work with the Resident Council and service providers to create an
amenable arrangement for all parties.
Category B:
• License Agreements must be renewed annually. Service providers should contact ORS sixty
(60) days before the end of their Agreements to provide any updates, etc.
•
Insurance coverage must be updated annually and copies of the renewal certificate
provided to ORS. Background checks must be updated, especially if new staff is hired. ORS
must be provided copies of the updated background checks.
•
Service providers must provide the Resident Council with programmatic updates on a
periodic basis throughout the life of their work at the site.
•
Service providers who are located in one of DCHA’s community centers at applicable
properties must understand that this is a shared space and often times the Resident Council
and/or other service providers may also be housed or utilize the space. For many
properties, this is the only space for residents or DCHA to hold activities or meetings. In a
shared arrangement, all service providers will be required to include their program activities
and meetings on a combined monthly calendar.
In the event that the Resident Council hosts several programs or activities during the
summer months, ORS staff will work with the Resident Council and service providers to
create an amenable arrangement for all parties.
•
Service providers are required to submit quarterly reports detailing the number of residents
served (categorized by age and gender), program activities undertaken during the reporting
period, accomplishments, challenges encountered, etc. ORS will provide the required
reporting format. A final report is required and due two (2) weeks following the provider’s
last day on the property. Service providers who only provide services during the summer
months should provide a mid and final report.
•
When a service provider’s tenure ends, an inspection walkthrough of the space will be
conducted by the service provider, ORS staff and Property Management at least ten (10)
days before the provider’s last day on the property. If there is any damage to the space, the
service provider will work with Property Management to undertake the appropriate
corrective action(s).
As mentioned earlier, the Office of Resident Services (ORS) is undergoing a departmental
restructure and these requirements are subject to change. Therefore, all service providers
should contact ORS at (202) 535-1517 for the latest information.
3
GRANTEES WORKING ON DCHA SITES
The Office of Resident Services (ORS) will hold an orientation meeting with new grantees in
order to share information about operational requirements, as well as provide a demographic
overview of our various resident populations. In addition, ORS will facilitate a meeting with the
applicable resident leadership.
Please contact Deborah Jackson, Community Navigator, at (202) 535-1517 for further
information regarding orientation and operational requirements.
OFFSITE GRANTEES WISHING TO WORK WITH DCHA RESIDENTS
Community Navigators within the Office of Resident Services are available to assist those
grantees who will provide services within the identified PSAs but are not specifically located on
a DCHA property. Please contact Deborah Jackson at 202-535-1517 to facilitate a discussion
regarding outreach to residents.
Note that onsite space is very limited. If a grantee has not stipulated in their grant application
and had prior discussion with DCHA, chances are your organization may not receive an onsite
space.

Summer Strong DC Initiative Request for Proposals FY16

Transcription

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