Public Health Management Corporation on behalf of:
The City of Philadelphia’s Department of Human Services
This is the release of two Notices of Available Funding:
Notice 1
FY 2018 Application for Assumption of
Operations of Existing OST Sites to be transitioned from Wordsworth
Release Date: May 15, 2017
Due Date: June 16, 2017 at 5:00 p.m.
Click here to receive a copy of the application and submission guidelines
Notice 2
FY 2018 Request for Continuation Application
Out-of-School Time (OST) Initiative
Release Date: May 15, 2017
Due Date: June 16, 2017 at 5:00 p.m.
Click here to receive a copy of the application and submission guidelines
REVIEWR CONTENT STARTS HERE
NOTE: This document is the full application notice for the F18 Continuation Application
Continuation Application Contents
OVERVIEW 1
A. INTRODUCTION 1
B. STATEMENT OF PURPOSE 1
C. PERIOD OF PERFORMANCE 2
D. APPLICATION GUIDANCE 2
I. APPLICATION DEADLINE 2
II. NARRATIVE GUIDANCE 2
III. BUDGET GUIDANCE 3
IV. NOTIFICATION OF AWARD 6
V. PROPOSAL SUBMISSION GUIDE 6
A. APPLICATION INSTRUCTIONS 7
Appendices Begin Page 9 (A1)
OVERVIEW
A. INTRODUCTION
On behalf of the City of Philadelphia’s Department of Human Services (DHS), Public Health Management Corporation (PHMC) invites existing, DHS- Out of School Time (OST) funded, non-profit organizations to submit a continuation application to operate afterschool and summer programs for youth in grades K-12, in neighborhoods across the City, for FY 2018. Providers will apply for the entire FY 2018 programming year, which includes current summer operations, as applicable.
Applications for Fiscal Year (FY) 2018 funding are an opportunity to demonstrate provider experience, capacity, and commitment to high quality OST programming through youth engagement, attendance and retention. Program award renewals and slot levels will be awarded based on prior program performance and the quality of the proposed programs as described in provider applications. Prior program performance includes slot utilization levels, administrative compliance, and quality and consistency of programs as evidenced in the Provider Contract, Attendance and Performance System (PCAPS) and as recorded by the PHMC OST team’s quality rankings of programs’ day-to-day operations, capacity and successful engagement with youth. Prior performance of each program is analyzed in comparison with all other like models (elementary, middle, and high school) programs in the current DHS OST system.
B. STATEMENT OF PURPOSE
In FY 2018, DHS’s leadership expects OST programs to work in conjunction with DHS to support prevention services, and to support its coordinated OST Initiative goals with the City of Philadelphia. To this end, providers are required to focus on both 1) DHS-involved youth recruitment as well as 2) continuous quality improvement practices and performance standards through assuring staff attendance at PHMC professional development quality trainings, and adherence to the Scope of Work’s quality guidelines. In support of its goals, DHS and its intermediary, PHMC, will offer targeted support toward building both prevention-service and quality programming capacity for program expectations forthcoming in Fiscal Year 2019.
DHS–involved youth should comprise at least 50% of program participants. Additionally, at-risk youth should comprise at least 25% of program participants - meaning DHS or a Community Umbrella Agency (CUA) has worked with the family in the last five years. At-risk youth include those who live in a neighborhood in which more than 50% of children live at or below 100% of Federal Poverty Level; have a parent who is incarcerated; are homeless; attend low-literacy schools as designated by the School District of Philadelphia; live in neighborhoods with high levels of DHS reports and/or live in CUA neighborhoods 2, 3, 4, 5, 9 which have the highest levels of DHS reports and/or involvement; and/or live in a high crime neighborhood. PHMC will work with provider programs to ensure they understand and are able to meet DHS’s expectations through Technical Assistance and Coaching on quality recruitment, retention, and programs. DHS and PHMC will give providers the framework to meet these requirements, including but not limited to, a targeted DHS outreach referral and enrollment period for current DHS-involved families, followed by an open enrollment period to assure slots are fully utilized by at-risk children.
This application and Provider OST programs are voluntary and reflect DHS’s mission of Improving Outcomes for Children (IOC) and maintaining children in their homes and communities. DHS works to ensure the safety and well-being of children and youth involved in the child welfare system, and to support families at high risk of entering the system. DHS serves these at-risk and high-risk children and youth through a continuum of prevention services, programs and activities that promote physical, social, educational, and emotional development.
Providers awarded a continuation of their OST program are required to have staff attend quality trainings and workshops, and adhere to their annual mandatory Goal Setting and Action Plans (GSAPs), which align program activities with DHS IOC priorities, as well as with the following goals put forth by the Mayor, that prioritize and assure the safety of children and youth through effective prevention services as well as engaging, high quality child and youth development services.:
· Improving social and emotional skills and resilience
· Reducing truancy and improve school attendance
· Increasing grade level reading; and
· Improving high school graduation rates.
C. PERIOD OF PERFORMANCE
The period of performance will be July 1, 2017 to June 30, 2018 for full fiscal year programs and September 1, 2017 to June 30, 2018 for School Year-only programs. Program operating days are as follows:
· Summer program – Program must begin by July 5, 2017 and conclude August 12, 2017, for a minimum of 29 days within that period. Programs may opt to commence summer programming as early as July 1, 2017, but must operate for at least 29 days.
· School Year program – Program must begin by September 12, 2017 and conclude June 12, 2018, for a minimum of 170 days within that period.
Programs will be required to maintain a current calendar of operating days in the PCAPS database.
D. APPLICATION GUIDANCE
I. APPLICATION DEADLINE
Submissions must be made via the web-based OST Management Information System, PCAPS, by June 16, 2017 at 5:00 p.m. No late submissions will be accepted. Instructions to submit the Narrative and budget are found below in Narrative Guidance and Budget Guidance.
PHMC strongly recommends that you make your submission in advance of the deadline. Please expect the system to operate more slowly closer to the deadline, as more users will be logged in simultaneously.
II. NARRATIVE GUIDANCE
Section A: Executive Summary (max 1/2 Page)
Highlight and introduce the contents of the proposal in a clear and concise manner.
Section B: Organizational Capacity (max 2 pages) (See Appendix A, Programmatic Requirements, and Appendix C, Child Day Care Centers, for Guidance)
1. Briefly Describe your organization, its history and mission, including:
a. Experience administering Out of School (OST) time programs for at-risk youth.
b. Ability to hire and to retain qualified staff for afterschool programming. Include turnover rates for direct staff, education requirements for program staff, and years of experience conducting afterschool programs.
c. Capacity to manage and monitor staff and program activities as well as, if applicable, subcontractors/consultants to be used in administering the program. Please describe your plans for providing staff coverage when staff “call out” or quit.
2. Capacity
a. Please submit a copy of your organizational chart.
b. Describe your knowledge of “best practices” as related to youth development. How do you plan to ensure use of best practices in your program? “Best practices” are approaches to serving children, youth, and families that are based on curricula, research, published resources, standards, guidelines, etc.
c. Describe your program assessment process including:
1. What tools will you use to assess the program?
2. How will your program make adjustments based on the findings of the assessment process?
d. Describe your fundraising and development capacity:
1. Providers are required to secure additional resources to cover the cost of program operations. How will you raise additional resources to match at least 15% of your proposed DHS award? (0.15 x total funding amount, at minimum)
i. Complete the required form: [LINK to funding form identifying other funding sources]
2. What additional funding streams do you intend to use for FY 2018? Provide the name of the grant, amount of funding awarded or requested, submission date (if not yet awarded), and grant term of at least two (2) additional funding streams for your afterschool program.
3. How will you utilize the additional funding?
e. Describe your organization’s plans to renew, maintain, or achieve PA-DHS licensing at the program site, as applicable.
Section C: Program Plan (max 3 pages)
1. Describe the need for an OST program in the identified location/school in this application. Clearly identify the need for a quality OST program in the location/school utilizing student, school, and/or community data. Demonstrate an understanding of the linkages between environmental risk factors associated with social and academic success for the school and/or community.
2. Describe the enriching program components that will be included in the OST program. Demonstrate how they assist students in meeting state content standards in academic subjects, such as language arts/reading and mathematics by providing students with opportunities for academic enrichment such as literacy activities, dance, arts, culture, STEAM activities, sports, outdoors activities, drama, healthy hobbies (chess), etc. Include information about the effectiveness of the selected offerings/activities for the proposed program and why the selected offerings/activities were chosen. You will match these activities to your annual Goal Setting and Action Plan (GSAP). (See 4d, Quality Goals and Objectives).
3. Outreach/Recruitment/Retention (See Appendix B, CUA Map, Police District, and Zip Codes)
a. Briefly describe your program site (community-based, public school, other school, etc.) and your knowledge of the community in which it operates.
b. Briefly explain your strategy for recruiting and retaining youth in your program.
1. Please list the DHS Community Umbrella Agencies (CUA) in your program’s area, and your contact(s) there, including name, position, and phone number.
a. What is your plan to coordinate with the CUA to accept DHS-involved youth?
c. What activities will be conducted when slot utilization falls below the required performance threshold?
d. How do you ensure that your programming provides something of interest to participating youth?
e. How will program staff engage with parents of enrolled youth to ensure consistent program participation?
4. Sustained Quality
Programs are expected to be aware of and plan for quality program operations and program quality based on Philadelphia’s Core Standards and the National Afterschool Alliance’s Core Standards. This includes, but is not limited to attendance, resources, community needs, space, and utilization of space.
a. Describe the current and potential barriers to success for youth in your program.
b. Describe your agency’s plans to address these barriers.
c. For programs operating in public schools, describe how your staff will engage and work with school staff and/or the School District’s Office of Strategic Partnerships to assure consistent access to adequate facilities.
d. Quality Goals and Objectives
a. State the overall mission of your program.
b. Describe your how your program design will incorporate structured/unstructured activities.
i. What will the program’s quality measures and benchmarks be?
ii. What method will be used and how often will the program track and collect data on these measures?
1. Using your FY 2017 Goal Setting and Action Plan (GSAP) form, briefly describe your program’s success in having achieved or not achieved its FY 2017 Goal Setting and Action Plan (GSAP) goals and objectives.
a. Address your FY17 GSAP Literacy goal achievements.
b. Address your FY17 GSAP Parent Engagement goal achievements.
c. Address your model’s (elementary, middle, or high school) FY17 GSAP 3rd goal (including career and college awareness for high school models).
d. Complete the FY18 GSAP form: [https://www.surveymonkey.com/r/FY2018_OST_ProviderGoalSetting]
2. Fees
a. DHS requires that DHS-involved youth are served regardless of family income or ability to pay program fees. How will your program ensure that low-income families are assured access to your program?
b. If your program collects fees, describe how any fees will be used to support the program.
III. BUDGET GUIDANCE
Applicants must submit a budget via the PCAPS Budget screen showing expected revenues and expenses for the period of July 1, 2017 to June 30, 2018 for year-round providers or for the period September 1, 2017 to June 30, 2018 for school year-only providers. Budgets are required to assist applicants in properly allocating adequate sums for critical items, and to assist reviewers in understanding applicants’ capacity to allocate resources to meet programmatic requirements. DHS and PHMC reserve the right to adjust slot counts and associated award amounts given funding availability and assessed organizational capacity. Applicants are expected to adhere specifically to these budget instructions.
Revenue
Your award ceiling is calculated by your slot level multiplied by the base rate per slot [slot level x base rate per slot].
All budgets must account for both DHS-funded revenue and non-DHS funded revenue, including in-kind (non-cash) contributions e.g., donated space, volunteer staff, etc.
Expenses cannot exceed revenue.
Total Program Revenue: Programs are required to identify the total program revenue to include DHS funds, non-DHS funds, and in-kind revenue. The non-DHS funds must total 15% or more of the total program revenue.
DHS Funds: PCAPS automatically displays your potential award amount based on slot count. Please align your DHS expense line items to total the same as the revenue amount for DHS costs in PCAPS. PCAPS will prohibit submission of the budget if the revenue and expenses do not match.
Non-DHS Funds: Experience in administering OST programs has shown that complete reliance on the City’s dollars is a precursor to a troubled, less than robust program. Therefore, applicants must provide a monetary match of at least 15% of the total program costs. Please list sources and expected award amount from non-DHS sources of revenue, including revenues generated from fees and subsidies. Please also indicate if they are committed or anticipated.In no instance may grant funds be used to supplant an existing or more appropriate funding source. PCAPS will calculate a minimum 15% match amount based on the total program revenue entered.