FY18 Request for Proposals

Illinois Statewide Parent Mentor Initiative

Illinois Statewide

Parent Mentor Initiative

Start-Up Partner
Request for Proposals

Grant Administration:

Southwest Organizing Project

Training and Program Management:
Parent Engagement Institute
at
Logan Square Neighborhood Association and
Southwest Organizing Project

TO PROSPECTIVE APPLICANTS:

Southwest Organizing Project (SWOP) is issuing the enclosed Request for Proposals for the Parent Mentor Program (referred to throughout as “PMP”). This Request for Proposals is presented by SWOP, in partnership with the State of Illinois and the Illinois State Board of Education (ISBE). We expect to grant a small number (4-6) of awards, with a priority of funding community-based organizations that add to the ethnic, racial, and geographic diversity of our current parent mentor network.

Important Dates and Process:

Organizations that intend to submit a proposal must take 3 actions:

First, all Organizations must attend the Bidders Conference on Wednesday, Dec 6, 2017 from9:30-11:00am at Logan Square Neighborhood Association (LSNA), 2840 N. Milwaukee Ave. Organizations located 100 miles or more from LSNA may contact Bridget Murphy at at least 24 hours prior to the Bidders Conference to make alternative arrangements.

Second, all Organizations must turn in a Letter of Intent(Appendix I) no later than5pm on Friday, Dec 8, 2017. Letters of Intent must be submitted by e-mail to .

Third, all Organizations must return the “Full Application” no later than 5pm on Friday, December 15th, 2017. Applications must be submitted by e-mail to .

Programmatic questions related to the Parent Mentor Program should be directed to:

Parent Engagement Institute

Logan Square Neighborhood Association

(773) 384-4370

Bridget Murphy

Jamillah Rashad

Leticia Barrera

Publication Date: _November 20, 2017______

TABLE OF CONTENTS

PART I

  1. Date of Release
  2. Issuing Institution
  3. RFP Availability
  4. Date, Location and Time of RFP Opening
  5. Proposal Container and Format Requirements
  6. Award
  7. Eligible Applicants
  8. Length of Agreement
  9. Withdrawal Disclaimer
  10. A. Modifications to Proposals by Contractors; B: SWOP
  11. Clarifications
  12. Bidder’s Conference
  13. Objections
  14. Late Proposals/Responses
  15. Public Information
  16. Congressional and Legislative Districts
  17. Additional Information
  18. Commencement of Service
  19. Contract

PART II

  1. Intent of RFP
  2. Structure of Parent Mentor Program
  3. What We Are Trying to Accomplish
  4. What We Fund
  5. RFP Timeline
  6. Grant Requirements
  7. Proposal Format and Content
  8. Judging Criteria
  9. Proposal Instructions
  10. Proposal Review, Scoring, and Selection

APPENDIX

Appendix I: Sample Letter of Intent

Appendix II: Proposal Cover Sheet

Appendix III: Application Checklist

PART I

A.Date of Release:November 20, 2017

B.Issuing Institution

The institution issuing the Request for Proposal is:

Southwest Organizing Project

2558 W. 63rd St

Chicago, IL 60629

(773) 471-8208

C.RFP Availability

Copies of this RFP may be downloaded from the Logan Square Neighborhood Association Parent Engagement Institute website ( )SWOP website (

D.Date, Location and Time of RFP Opening

All Organizations interested in applying are required to send the letter of intent found in appendix I, by 5pm on Friday, Dec 8th, 2017. The objective of this letter is to estimate the number of organizations interested in applying to this program and the geographic areas targeted by the organizations. The letter of intent must be submitted by email to . Faxed or mailed LOI’s will not be accepted.

All Organizations must return the “Full Application” no later than 5pm onFriday, December 15th, 2017. Applications and all attachments must be submitted by e-mail to . If application is missing attachments, it will not be considered a full application and will not be reviewed. Absolutely no exceptions will be made for late applications.SWOP will not accept applications submitted by facsimile.

To be considered, proposals must be in the possession of SWOP staff via email and by the designated date and time listed above. In the event of a dispute, the Applicant bears the burden of proof that the application was received on time at the location listed above.

E.Format Requirements

All applications must be presented on 8½-x 11-inch document using 12-point type. The Application Narrative must not exceed5pages. The appendices and cover sheet are not included in the page limitation.

The entire application, including appendices, must be sequentially page numbered.

F.Award

It is anticipated that Applicants will receive notification by SWOP regarding funding decisions no later than Wednesday, December 20th to an agreement with SWOPto commence providing service. The Notice of Grant Award will be followed by the FY2018Contract.

G.Eligible Applicants

Programs are to be administered by private non-profit organizations. Applicant organizations must submit papers showing organization incorporation; their own 501(c) 3 status; organizational chart; most recent audit; and DUNS numbers.

H.Estimated Length of Agreement

SWOP estimates that the term of the agreement resulting from this RFP will beginJanuary 1, 2018, and continuing through June 30, 2018, contingent on State approval.

I.Withdrawal Disclaimer

SWOP may withdraw this Request for Proposals at any time.

J.(a) Modifications to Proposals by Applicants

To make a modification to a proposal after it has been submitted, the Applicant must submit a complete replacement RFP package accompanied by a letter requesting the replacement modification RFP be considered. This must be received at the prescribed location by the date and time designated under Item D and no later than 3 days after the original proposal was made.

J. (b) Modifications to Proposals by SWOP

If it becomes necessary or appropriate for SWOP to change any part of the RFP, a modification to the RFP will be available from the SWOP website ( and it will be issued to all attendees of the Bidders Conference. Upon receipt of the modification notice, prospective respondents are requested to send written acknowledgment to the SWOP contact person, listed above in Section 1.B. “Issuing Community Unit Contact Person”.

K.Clarifications, Negotiations, or Discussions Initiated by SWOP

SWOP may contact any Applicant prior to the final award for the following purposes:

As part of the review process, SWOP may request an Applicant clarify its bid or proposal. Discussions may be held to promote understanding of the requirements and the proposal and to facilitate arriving at a contract that will be most advantageous considering price and the other evaluation factors set forth in the RFP.

When the SWOP knows or has reason to conclude that a mistake has been made, SWOP shall request the applicant to confirm the information.

L.Bidders’ Conference

There will be a mandatory Bidders’ Conference on Wednesday, December 6th 9:30am-11:00am at Logan Square Neighborhood Association, 2840 N. Milwaukee Ave. to present program requirements and address questions and clarify the process for the writing of the proposal. The address is 2840 N. Milwaukee Ave, Chicago, IL 60618. Organizations located 100 miles or more from LSNA’s offices may contact Bridget Murphy t least 24 hours prior to the Bidders Conference to make alternative arrangements.

M.Objections

You may submit a written protest of our actions to the SWOP address above to the attention of Jeff Bartow, Executive Director. SWOP must physically receive the protest by noon of the seventh calendar day after you knew or should have known of the facts giving rise to the protest.

N.Late Proposals/Responses

Late proposals will be penalized in review processbut will be retained by SWOP. SWOP will notify all applicants whose proposals will not be considered because of lateness or non-compliance with proposal requirements.

O.Public Information

All information submitted pursuant to this RFP is subject to the Illinois Freedom of Information Act. Grantees must recognize and accept that any material marked proprietary or confidential that must be made part of the contract may be considered open for public inspection. Price information submitted by the successful provider shall be considered public.

P. Congressional and Legislative Districts

The Applicant must provide the Congressional Districts (by number), and the Illinois House and Senate Legislative Districts (by number), from the areas in which the organization and/or organization collaborative members are located, as well as the areas that they intend to target. This information is available on the Illinois General Assembly web site at:

Q.Additional Information

SWOP reserves the right to request additional information that could assist the with the award decision. Applicants are expected to provide the additional information within a period of no longer than 48 hours. Failure to provide the information could result in the rejection of the proposal.

R.Commencement of Service

SWOPis not obligated to reimburse applicants for expenses incurred prior to the complete and final execution of the written agreement. If an applicant receives an award letter from the SWOP, then it is reasonable to assume that the SWOP will be forwarding the applicant a contract. No services can be reimbursed prior to the full and complete execution of the contract and filing with the Illinois Office of the Comptroller.

S.Contract

The legal agreement between SWOP and each successful applicant will be in the form and format prescribed by SWOP. If selected for funding, the applicant will be provided a contract for their signature and return.

Part II

  1. Intent of the RFP

Southwest Organizing Project, hereafter referred to as SWOP,is issuing a Request for Proposal (RFP) for the Parent Mentor Program (PMP), a coordinated campaign to directlyengage low-income parents in classrooms, in schools, and in the broader community where their families work, play, and learn.

The need. The Chicago Consortium on School Research (CCSR) identifies “Involved Families” as one of its “5 Essentials” for school improvement. The CCSR measures “Involved Families” in part by looking at parent outreach, parent-teacher trust, and parents’ active participation in schooling. In many low-income schools, parent involvement is low because of real and perceived class, race, cultural, linguistic and historical barriers. Schools are not perceived as welcoming, parents and teachers lack trust, and parents don’t have a structure to actively participate in the educational process. Mothers, in particular, tend to be isolated from the larger community. Based on over 20 years of running local Parent Mentor programs, Logan Square Neighborhood Association (LSNA) and SWOP have developed the Parent Mentor Program as a structured avenue for strengthening parent engagement in schools, building parent-teacher relationships, and eventually leveraging community resources and support for the schools.

In November 2017, the Illinois State Board of Education and Illinois General Assembly allocated $2.0 million in the General Revenue Fund to build on a proven low-income school parent engagement initiative, the Parent Mentor Program (PMP). This funding will leverage resources for over 700 parents (“parent mentors”) in over 85 low-income schoolsto work in the classroom with students on a daily basis during the 2017-2018 school year. FY18 will be the sixth year of the Illinois Statewide Parent Mentor Initiative.

Through the PMP Initiative, community-based organizations will partner with local schools to recruit and train approximately 8 parents per school to assist teachers 2 hours every day. Parents are assigned to an early grade classroom (not their own child’s) where they are mentored by a teacher and work one-on-one and in small groups with children. After reaching 100 volunteer hours, parent mentors receive a modest stipend of $500.

In addition to the much-needed support for over 700 teachers and 15,000 students, the PMP provides intensive parent training. Parent mentors build the relationships to navigate the U.S. school system successfully and strengthen skills they need to support their children throughout school. In turn parent mentors become community leaders and share their skills and knowledge with neighbors. The PMP uses schools as a base for workforce development, building a pathway to bilingual teaching and other careers.

The Parent Mentor Initiative helps build the foundation for school transformation. Parents, teachers, and administrators form strong working relationships and collaborate to improve low-income schools. Schools draw on the strengths of families who otherwise might see the school as unfriendly. As families begin to use the school as a place to access adult education classes and multiple services, schools become vibrant centers of community.

The goals of the PMPinitiative are as follows:

  1. To recruit, train, and place parents (“Parent Mentors”) in classrooms in the early grades (PreK-3rd) in low-income schools, to assist teachers in class preparation, facilitation, and instruction and to improve the student:adult ratio in classrooms.
  2. To provide leadership development and community education for Parent Mentors, so they may become long-term leaders in their schools and communities.
  3. To increase overall parent engagementand leadership in schools.
  4. To foster collaboration and partnership between community organizations and schools.
  5. To improve the classroom experience for students and teachers.

The central purpose of the Parent Mentor Program is to develop the leadership of parents in low-income schools, so they may become an integral part of the classroom, of the school community, and of the neighborhood surrounding the school.

The Parent Mentor Program is modeled on a program developed by the Logan Square Neighborhood Association and the Southwest Organizing Project. To gain a broader and deeper understanding of the program, we encourage Applicants to read more at: Below, we also offer some of the quotes from participants in the PMP.

FROM PARENT MENTORS

“[The program] is moral support, backing, and that I’m not alone. I have learned that there is help; you just have to look for it. I started as a parent mentor, and now I’m on the education committee, the Local School Council. LSNA has opened many things for me. There are many things to do. Sitting in your house nobody is going to tell you what your rights are. You have to get involved.”

“One student I work with before did not even speak when you asked him a question but now he is very social and will tell you about his day. This program is also important to me because I have learned how to help my own family.”

“Now that I see what goes on in the school day to day. At first I was the one to hold a lot of animosity towards teachers and administration; now I want to see what I can do to help. Now I’m willing to put my whole, full, undivided attention to the school to do whatever it takes to make it more successful.”

“In the Parent Mentor Program, you learn you have a leader within yourself.”

FROM TEACHERS

A parent mentor program at a school is a treasured gift for everyone. First, for the students, they are an extra set of hands, eyes, and ears to help/care for them. The students love to see their friends’ mothers and fathers and their mothers and fathers working at the school. It lets the students know just how IMPORTANT school is. The primary students LOVE their parent mentors.

Second, for the school, it gives us even more of a sense of family when you see dads and moms of our students working here. We have grown into not just parents, teachers, and children, but a family.

Third, for the parents it gives them a sense of pride, accomplishment, ownership, and understanding of what a teacher's job actually entails. A lot of times our parents in our community are hesitant, scared, or don't feel they have a right to be in the school. Parent mentors overcome those feelings to take the steps needed to be here. They have decided to take ownership of not only their children's education, but also the school itself.

Last, but not least, what does the Parent Mentor Program do for a teacher?Oh my goodness, how many words can I type? Helping with whatever comes up, working with kids,giving a child who was absent a test they missed, reading to the class, monitoring one bathroom while I do the other, wiping my tears when I breakdown from stress and cry, practicing sight words/letter sounds/math flashcards in small groups, working in centers with kids, and a zillion (not million) other things!

-- Mozart Elementary School, kindergarten teacher

FROM PRINCIPALS

“I think this program is outstanding. It opens doors for parents; It helps teachers; It helps students.”

“The parent mentors work as partners with our school. Students view this partnership as a positive and develop feelings of trust and safety.”

“The Parent Mentor Program opens doors for parents in terms of communicating with administrators to realize the commonalities and resources on both ends.”

“Through the intensive training and a yearlong internship, parent mentors become empowered individuals who create dreams or put forth those already in place.”

“It has been a fabulous way for our parents to contribute in a regular consistent way to the overall learning, supporting children in the classroom.”

“I believe in the program 100%”

“Keep it up – recruit more parent mentors!”

“Continue the work of building positive relationships that foster a strong climate of learning for adults & children”

“United and growing as partners is the ‘dream come true’!”

B. Structure of a Parent Mentor Program

At its roots, a Parent Mentor Program is a collaborative effort between a community organization and a school to increase parent engagement and leadership. Let’s look at the roles played by each partner in this structure.

COMMUNITY ORGANIZATION

The Community Organization, like yours, is the lead partner – responsible for the overall success of each Parent Mentor Program. The Community Organization is responsible for designating an organizer on staff to run the Parent Mentor Program, building and maintaining the relationship with schools, troubleshooting, and most of all: recruiting, training, providing stipends, and managing Parent Mentors.

Community Organization Responsibilities:

  • Hire, supervise, and support the Community Organizer and one Parent Coordinator per school
  • Build/maintain strong school relationships
  • Maintain Close Contact and Reporting Thoroughly and On-Time to SWOP
  • Paying Parent Mentor and Parent Mentor Coordinator Stipends On-Time
  • Provide leadership development training and opportunities for Parent Mentors in the school, in the community, and throughout your organization
  • Raise matching funds and leverage other resources to support the Parent Mentor Program
  • The community organization is ultimately responsible for the success of the entire program – including everything that follows below.

LOCAL SCHOOLS