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1 RFQ ExCEL After School Program Request for Qualifications San Francisco Unified School District Student, Family, & Community Support Department Date issued: October 15, 2012 Question Submittal: October 29, :00pm APPLICATION due: 12:00 p.m., November 30, 2012 Qualification Notification: January 19, 2013 Appeal Deadline: January 26, 2013 Final Notification: February 9, 2013 RFQ Page 1 of 20

2 Request for Qualifications (RFQ) TABLE OF CONTENTS I INTRODUCTION AND OVERVIEW... 3 A. Introduction B. Term of the List of Qualified Agencies; Annual Contracts with Selected Qualified Agencies C. Overview II III IV V VI VII VIII IX X SCHEDULE LEAD AGENCY OVERVIEW....5 DEPARTMENT OF CHILDREN YOUTH & FAMILIES (DCYF) MATCH FUNDING SERVICES CATEGORIES LEAD AGENCY QUALIFICATIONS SUBMISSION DETAILS APPLICATION SUBMISSION CONTENTS EVALUATION AND SELECTION TERMS AND CONDITIONS FOR RECEIPT OF APPLICATIONS XI STANDARD CONTRACT PROVISIONS XII APPEAL PROCEDURES.. 13 XIII EVALUATION CONSIDERATIONS APPENDIX I RFQ APPLICATION..16 APPENDIX II CONTRACT BOILERPLATE CHECKLIST APPENDIX III CONTRACT SAMPLE Afterschool Program & Services Agreement...20 RFQ Page 2 of 20

3 I. INTRODUCTION AND OVERVIEW A. Introduction SFUSD has engaged all of its school communities in a series of opportunities to assess the level of support and alignment that exists in school programs to the District s Strategic Plan, Beyond the Talk: Taking Action to Educate Every Child Now. The major goals that serve as the foundation for all District efforts are: 1. Access & Equity: Making Social Justice a Reality 2. Achievement: Engage high achieving and joyful learners 3. Accountability: Keeping our Promises to Students & Families. In order to achieve these goals, the success of the District s ExCEL Afterschool Programs is critical. The San Francisco Unified School District (SFUSD or the District) ExCEL Afterschool Programs Office invites interested community-based organizations (CBO) to respond with their qualifications to serve as a Lead Agency in designing, planning, coordinating and operating an effective and high-quality afterschool program that supports and aligns with the District s goal of eliminating the achievement gap. With this Request for Qualifications, the District will provide to principals and individual school site stakeholders a list of pre-qualified CBOs from which principals and stakeholders may evaluate and choose as a Lead Agency. Those agencies selected as Lead Agencies will be committed to the goals of SFUSD s Strategic Plan and a commitment to supporting school communities in providing an Afterschool Program that is focused on the ExCEL Afterschool program components of Academic Support, Recreation and Enrichment while directly adding value to the overall school program and assisting the school to achieve its own unique goals as specified in their Balanced Scorecard. B. Term of the List of Qualified Agencies; Annual Contracts with Selected Qualified Agencies This Request for Qualifications (RFQ) for ExCEL After School Program Lead Agency will result in a list of qualified agencies from which school site Administrators may select an ExCEL After School Program contractor. The term of the Qualified Lead Agency list shall be a minimum of three years and a maximum of five beginning July 1, The selection of the after school program Lead Agency is at the discretion of the school site administrator. School site administrators will select a Lead Agency from the list of qualified agencies by assessing the quality of the current after school program, identifying future program goals, and considering any other factors relevant to the school site. The ExCEL After School Program office does not identify Lead Agencies for any of the ExCEL After School Programs. School site administrators will submit their Lead Agency selection for the fiscal year July 2013-June 2014 by March 1, Contracts are entered into on an annual basis with qualified agencies that are selected by school site administrators to serve as a school site s Lead Agency. The school site administrator may choose a new Lead Agency, or may choose to continue to contract with the same Lead Agency, on an annual basis subject to the District s annual availability of funds and annual satisfactory contractor performance with respect to meeting targeted attendance goals, the contractor s ability RFQ Page 3 of 20

4 to provide a quality program that supports school and district objectives objectives, and/or any other factors relevant to the school site. Failure to adhere to ExCEL After School Program guidelines and policies as described in Section III, Lead Agency Overview,, and Section XI, Standard Contract Provision Provisions, may result in an agency being removed from the qualified list of Lead Agencies. C. Overview The ExCEL After School Programs mission is to create and sustain "safe havens" at public schools where students and community members can access expanded learning opportunities and integrated education, health, social service, and cultural programs in the out out-of-school hours. Program design and evaluation is based the theory of action developed in 2011 based on research into what works in youth development, and specifically what works in youth development programs in afterschool time. The ExCEL theory of action iis that regular participation in high quality program has direct benefits for youth and contributes to other positive outcomes. The ExCEL After School Program operates in over 90 elementary schools, K-8 schools, middle schools, and high schools. School site administrators partner with ExCEL partners with local agencies to deliver quality after school programs to our school sites. The ExCEL After School Program Central Office provides overall program design and administration of the after school program providing guidance related to grant compliance, funding requirements and supporting the alignment ment of the after school program with the school day initiatives. fter School Program is funded by the California Department of Education. CDE provides provide funds to The ExCEL After school districts that collaborate with community partners to provide safe and educationally enriching alternatives for children and youths during non school hours. The funds are awarded to specific school sites as part of a competitive process. The base ase grants are for school year program programs and are funded through two grant sources: After School Education & Safety (ASES) and/or 21st Century for Elementary, Middle, K-8, 8, and 21st Century After School Safety and Enrichment for Teens ((ASSETS) grants for High Schools ASES grants are 3 year renewable funding sources RFQ Page 4 of 20

5 21 st Century and ASSETS grants are 5 year grants which sunset (end). Sites whose funding has ended must be re-applied for through an RFA process administered by the California Department of Education (CDE). This RFQ seeks qualified contractors to partner with the SFUSD to administer after Out of School Time programs. II. SCHEDULE The anticipated schedule for creating a list of Qualified Candidates is: 1. RFQ Issue Date: October 15, RFQ Question Submittal Date: October 29, :00pm submit questions to: SFUSD ExCEL Department at contractsasp@gmail.com. Answers will be posted by November 5, APPLICATION due: 12:00 p.m., November 30, Qualification Notification: January 19, Appeal Deadline: January 26, Final Notification: February 10, List of Qualified Lead Agencies distributed to Principals: February 10, Selection of Lead Agency by school site Principal: March31, Service Start Date July 1, 2013 or August 21, 2013 depending on grant funding allocation. III. LEAD AGENCY OVERVIEW Applicants may respond to the one or more of the following Lead Agency categories: 1. Lead Agency: Elementary School 2. Lead Agency: Middle School (including K-8) 3. Lead Agency: High School A Lead Agency may be selected to administer school year programs, summer programs or both. For summer programs, the ExCEL After School Program office may determine the school sites available to operate summer programs. After School Program Requirements ExCEL elementary and middle school BASE grants can ONLY be used to provide after school programming daily (176 days) immediately after the school day. ExCEL High School ASSETS base grants can be used to operate programs before school, after school, and weekends and during summer/intersession in accordance with grant guidelines. Some sites may also receive 21 st Century related grants including Equitable Access (to be used to support full inclusion of targeted student groups including EL, learning support, mental health staffing) and Family Literacy (to be used to provide literacy and career support for the adult family members of ExCEL program participants) The intention of the after school funding is to provide a comprehensive After School Program which consists of a balance of academic and enrichment activities, including physical activity components. The funds cannot be used to supplant school day activities. After school program must include the following: RFQ Page 5 of 20

6 ASES Funding: 1) educational and literacy component to provide tutoring and/or homework assistance; 2) educational enrichment component and 3) physical activity/recreation component. In addition the program must provide a nutritious snack each day. 21 st CCCLC E/M: 1) educational and literacy component to provide tutoring and/or homework assistance; 2) educational enrichment component and 3) physical activity/recreation component; 4) family literacy component. In addition the program must provide a nutritious snack each day. ASSETs: 1) educational and literacy component to provide tutoring and/or homework assistance; 2) educational enrichment component and 3) physical activity/recreation component; 4) family literacy component. In addition the program must provide a nutritious snack each day. Educational and Literacy Component includes: ASES and 21 st CCLC E/M: tutoring or homework assistance in one or more of the following areas: 1) Language arts, 2) Mathematics, 3) History & Social Science; 4) Computer training; 5) Science. ASSETs: The program shall include, but not be limited to: High school exit exam preparation; 2 )Tutoring; 3) Homework; 4) College Preparation; 5) Career technical education. Educational Enrichment component may include the following for all grants: 1) visual & performing arts, 2) career technical education; 3) recreation; 4) physical fitness; 5) prevention activities. Family Literacy: 21 st CCLC E/M and ASSETS must include a family literacy component (this is in addition to the dedicated funding that a school site may received for family literacy services) that assess the need for family literacy services among adult family members of students in the program and provide services based on those needs. The goal of the after school program is to support student success in school through academic support and educational enrichment. The school site Principal is an integral part of developing the after school program components most appropriate to support his/her school site goals articulated in the Balanced Score Card/Single Plan of Student Achievement. All Lead Agencies selected by Principals will collaborate on the development and implementation of the school site s after school program in compliance with State and Federal guidelines. Academic Component All ExCEL sites are required to identify a SFUSD certificated teacher as the Lead Teacher to support academic alignment with the school day. The Lead Teachers provide important guidance and expertise to strengthen the academic program in afterschool including the homework help system, curriculum development, and/or direct tutoring intervention for targeted students. At the High School Level, the Lead Teacher may coordinate credit recovery program implementation. Enrichment Component Sites offer diverse enrichment activities according to the interests of students and the available expertise of staff. Physical Activity All ExCEL programs shall provide opportunities for 30 minutes of physical activity each day. Additionally programs can intentionally build in activity breaks so that students do not sit for more than 60 minutes at a time. RFQ Page 6 of 20

7 Required Program Hours Elementary & Middle School programs must operate 5 days/week, commence immediately at the end of the regular school day, run until at least 6 p.m. and for at least 15 hours/week, whichever is longer. The after school program must operate every regular school day during the school year. Elementary students are expected to be enrolled and participate 5 days/week. Middle school students are expected to attend a minimum of 3 days/week and 9 hours/week, but the program must operate all 5 days. High School programs must operate a minimum of 15 hours per week. Late Arrival and Early Release policies: ExCEL has an established early release policy and waiver that must be implemented at each after school program. Each High School ASSETs program has the option of operating under either of the following modes: (1) after school only, or (2) after school and during any combination of before school, weekends, summer, intersession, and vacation. Special arrangements for facility use must be made in advance of weekends, summer, intersession and/or vacation timeframes are proposed. Staffing All staff supervising students in the after school program must meet District TB/Fingerprinting requirements as well as all minimum requirements for SFUSD Instructional Aide positions. In addition if the program will include any physical activities related to bicycle riding, at least one staff member must be a League Certified Instructor (LCIs) from the League of American Bicyclists. LCI information can be found at the following website - Additionally, each school site is required to have a Site Coordinator. Education Code provides that selection of the program site[coordinator] shall be subject to the approval of the school site principal. Contract and Payments Programs may not begin program operations at a school site unless the District is in receipt of a contract that has been properly completed (including all required attachments) and fully executed by the Lead Agency. Invoices are on a cost reimbursement basis. Matching Funds Awarded contractors are required to provide no less than thirty three percent (33%) match funding or a mix of funding and in-kind services to enhance program services at the named school site program. Lead Agencies that have fee structure that meets the CDE/SFUSD guidelines may count program fees generated towards 33% match funding requirement. Guidelines for Charging Fees The intent of the ASES or 21st CCLC programs is to establish local programs that offer academic assistance and enrichment to students in need of such services regardless of their ability to pay. The SFUSD is committed to providing services to all SFUSD students regardless of their ability to pay. Both CDE and SFUSD discourages charging fees as it could exclude students in need from attending and taking advantage of the after school program. ASES or 21st Century grants do not prohibit charging fees for after school programs; therefore should a program choose to charge fees, the following guidelines must be followed: Programs that opt to charge fees* may not prohibit any family from participating due to its financial situation. All program materials related to outreach and enrollment must state clearly that no child will be denied services due to inability to pay. Programs that opt to charge fees must offer a sliding scale of fees and/or scholarships for those who cannot afford the program. RFQ Page 7 of 20

8 Income collected from fees must be used to fund program activities specified in the grant application. Funds generated from fees are subject to audit and program monitoring; therefore programs must maintain documentation for a period of five (5) years. *Fees include any fees charged to families. This includes, but is not limited to: tuition, enrollment fees, application fees, snack fee, supplies fees etc. Core Competencies Core competencies are the abilities of staff to apply specific knowledge and skills to their professional practice. In other words, the core competencies are the key ingredients necessary to make a successful afterschool staff. Afterschool programs whose staff exhibit the core competencies will be best equipped to transform the next generation of youth in San Francisco. The San Francisco Afterschool for All Advisory Council has adopted two sets of competencies: one for afterschool line staff and one for afterschool supervisors. These core competencies were aligned to the California After School Program Quality Self-Assessment Tool. Qualified Lead Agencies are required to be familiar with and have experience in implementing core competencies in after school programs. Quality Programming Qualified Lead Agencies will work with the ExCEL After School Program Central Office and school site administrators to annually assess the quality of the current program and identify future school site program goals. The ExCEL After School Program Central Office will provide guidelines for this process. Grant Funding Calculated by Attendance ASES/21st Century grants are attendance based grants. Elementary/Middle School Grants are based on $7.50 per child per day for all days of the school year. High School grants are based on $10/student/day for all days of the school year. Sites that fail to meet calculated attendance will trigger California Department of Education intervention and funding levels may be reduced. Sites must earn 85% of attendance to be in good standing for full funding. Failure to achieve attendance targets may result in a Lead Agency being removed from the qualified list of Lead Agencies. Attendance and Evaluation Documentation All ExCEL After Program attendance guidelines and policies are required to be followed. All attendance and evaluation data must be collected in ExCEL required formats, closely monitored, and managed for accuracy by the Site Coordinator. All required evaluation activities must be completed. Enrollment Policy: Qualified Lead Agencies will work with the school site administrator to develop a written enrollment policy. The enrollment policy should include, but not be limited to, enrollment priorities, application process, acceptance notification, wait list procedures, behavior guidelines, parent expectation, student expectation, process for students being removed from the after school program, etc. Qualified Lead Agencies are required to provide the written enrollment policy to all families who apply for the program. RFQ Page 8 of 20

9 IV. DEPARTMENT OF CHILDREN YOUTH & FAMILIES (DCYF) MATCH FUNDING The San Francisco City and County s Department of Children, Youth and Their Families has allocated funds to providing matching grants to support SFUSD s ExCEL afterschool programs for FY through FY Lead Agencies who have been selected by the SFUSD school site administrator to operate afterschool programs for K-8 students during the school year and Lead Agencies who have been selected by SFUSD to operate summer programs for K-8 students at assigned sites will be eligible to compete for matching funds from DCYF. To compete for the funds, Lead Agencies will need to complete the DCYF ExCEL Match Application, and if awarded, comply with all of DCYF s contracting requirements. The DCYF ExCEL Match Application will be available for eligible Lead Agencies to complete starting by January 28, 2013 and all responses must be submitted by March 15, Only lead agencies who have been selected by a school site administrator may complete the application.. DCYF grant awards for both afterschool programming and summer programming will be determined based on: responses to the DCYF ExCEL Match Application, the number of youth to be served, the proposed number of youth on the wait list to be served, number of days of programming offered during non-school days, and the level of need of the students to be served. Level of need will be determined using SFUSD and DCYF data. DCYF ExCEL Matching Funds for afterschool programs may be used to help meet SFUSD s 33% matching fund requirement, and may be used in the following ways: To serve students projected to be on the program s wait list To offer programming during non-school days To cover operating expenses for the afterschool program DCYF ExCEL Matching Funds for afterschool programs may NOT be used to support staff to work with youth during the instructional day except for the Site Coordinator. DCYF ExCEL Matching Funds for summer programs may be used to help meet SFUSD s 33% matching fund requirement, and may be used in the following ways: To serve students projected to be on the program s wait list To cover operating expenses for the summer program Only one Lead Agency will be awarded a DCYF matching grant for afterschool per school site. Once awarded, DCYF ExCEL Matching Funds for afterschool programs will remain in use at the original school site awarded through FY even if the school site administrator changes the Lead Agency at any point in time, subject to continued compliance with the terms of the DCYF matching grant. V. Service Categories 1. Lead Agency for Elementary School 2. Lead Agency for K 8 or Middle School 3. Lead Agency for High School RFQ Page 9 of 20

10 VI. LEAD AGENCY QUALIFICATIONS All agencies submitting applications must meet the Minimum Qualifications listed below. Any applications failing to demonstrate how the proposing agency meets these minimum requirements as outlined below will be considered non-responsive and will not be eligible for review for placement on the qualified candidates list. Agencies applying as Lead Agencies for any of the three service categories listed in Section V above, must demonstrate a least two (2) years of experience in the following: 1. Documented experience in providing program services to the students in the service category (ies) being applied for. Specifically, evidence of a positive track record of the capacity to effectively coordinate the entirety of a school s afterschool and/or extended-year program as well as successful collaboration with the school site administrator, faculty and staff. 2. Documented experience of agency administrative capacity to comply with compliance and fiscal policies of the SFUSD and CDE, including: agency administration manual; fiscal and personnel policies; cost allocation plans, etc. 3. Documented experience in the hiring, retention, and provision of professional development of appropriately qualified staff to provide services to SFUSD students in a culturally and linguistically competent and age appropriate manner with a focus on youth development strategies. 4. Documented experience of the capacity to effectively engage a large number of diverse students on an ongoing basis who demonstrate the desire and enthusiasm to participate in the program at a very high and consistent rate. Additionally, the agency can illustrate specific examples and strategies it has developed that actively engage parents and family members throughout the school year. 5. Documented knowledge of and application of youth development strategies and Core Competencies for After School Program Line Staff and Supervisors. VII. SUBMISSION DETAILS A. TIME AND PLACE OF SUBMISSION Applications must be received by 12:00 p.m., November 16, 2012 at the ExCEL Office at 20 Cook Street, Room 2. Postmarks will not be considered in judging the timeliness of submissions. Applications may be delivered in person or mailed to: Mele Lau-Smith San Francisco Unified School District ExCEL After School Program 20 Cook Street, Room 2 San Francisco, CA ** Applications submitted by facsimile, telephone or electronic mail will not be accepted. Applicants shall submit one (1) original and three (3) copies of the application, clearly marked RFQ SFUSD After School Program Lead Agency and the service category applying for. The original copy of the application must be clearly marked as Original. RFQ Page 10 of 20

11 B. FORMAT All submissions must be typewritten on standard recycled paper with an easy to read 12-point font such as Arial or Times New Roman and one inch margins. All submissions must be 1.5 to double-spaced. Please print copies double sided to the maximum extent possible and bind with binder clip or single staple. Please do not bind your application with a spiral binding, glued binding or anything similar. No Binders. VIII. APPLICATION SUBMISSION CONTENTS Failure to provide any of the following information or forms may result in an application being disqualified. A. MINIMUM AGENCY REQUIREMENTS (ONE COPY per proposing agency) 1. Letter of Introduction (no more than one (1) page): A one-page letter signed by the person authorized to obligate the proposing agency to perform the commitments contained in the application. The letter should state that the proposing agency is willing and able to perform the commitments contained in the application. 2. Agency Minimum Qualifications: Completion of the application in Appendix I. 3. Boilerplate Checklist: Afterschool Program and Services Agreement - Submission of the Signed Boilerplate Checklist (Appendix II) will constitute a representation by your firm that it has read all of the clauses contained in the SFUSD Afterschool Program and Services Agreement, the sample contract for the services detailed in this RFQ (ATTACHED as Appendix III, version for Fiscal Year ), and that your firm is willing to comply with SFUSD contracting requirements. Any application that does not demonstrate that the proposer meets these minimum requirements by the deadline for submittal of applications will be considered non-qualified and will not be eligible to be placed on the list of qualified Lead Agencies from which school site principals select the after school program provider. IX. EVALUATION AND SELECTION For all applications, the Minimum Agency Requirements will be reviewed first; applications that do not submit complete documentation meeting the minimum requirements will not have the project application reviewed. Project applications meeting minimum agency qualification requirements will be evaluated and scored by a selection committee made up of individuals with expertise in the project for which the application is submitted The SFUSD intends to evaluate the applications generally in accordance with the criteria itemized below. Only applications scoring 70 or more points on the evaluation/scoring criteria will be entered on an eligible list ( Qualified After School Program Lead Agencies ) for funding. Proposers must agree to abide by all SFUSD policy requirements as outlined in Appenix III. The eligible list will be utilized by school site Principals for a period of three (3) to five (5) years pending funding availability to select a Lead Agency to administer the after school program on his/her school site. No Lead Agency shall have any legal or equitable right or obligation to enter into a contract or to perform services as a result of such Lead Agency being identified on the list as a Qualified After School Program Lead Agencies. X. TERMS & CONDITIONS FOR RECEIPT OF APPLICATIONS A. Errors and Omissions in RFQ Proposers are responsible for reviewing all portions of this RFQ. Proposers are to promptly notify the District, in writing, if the proposer discovers any ambiguity, discrepancy, omission, or other error in the RFQ. Any such RFQ Page 11 of 20

12 notification should be directed to the District promptly after discovery, but in no event later than five working days prior to the date for receipt of applications. Modifications and clarifications will be made by addenda as provided below. B. Change Notices The District may modify the RFQ, prior to the application due date, by issuing Change Notices, which will be posted on the website. The proposer shall be responsible for ensuring that its application reflects any and all Change Notices issued by the District prior to the application due date regardless of when the application is submitted. Therefore, the District recommends that the proposer consult the website frequently, including shortly before the application due date, to determine if the proposer has downloaded all Change Notices. C. Term of Application Submission of an application signifies that the proposed services and prices are valid for 120 calendar days from the application due date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. D. Errors and Omissions in Application Failure by the District to object to an error, omission, or deviation in the application will in no way modify the RFQ or excuse the vendor from full compliance with the specifications of the RFQ or any contract awarded pursuant to the RFQ. E. Financial Responsibility The District accepts no financial responsibility for any costs incurred by a firm in responding to this RFQ. Submissions of the RFQ will become the property of the District and may be used by the District in any way deemed appropriate. F. Proposer s Obligations under the Conflict of Interest laws and board policies A proposer must be aware that if the proposer will enter into a contract with the District, proposer/contractor shall be responsible to comply with conflict of interest laws and Board policies, which are briefly summarized in Section 15 ( Conflict of Interest ) of the attached Appendix III ( Afterschool Program and Services Agreement sample contract). It is the responsibility of a contractor to comply with the law and SFUSD Board policies. G. Reservations of Rights by the District The issuance of this RFQ does not constitute an agreement by the District that any contract will actually be entered into by the District. The District expressly reserves the right at any time to: 1. Waive or correct any defect or informality in any response, application, or application procedure; 2. Reject any or all applications; 3. Reissue a Request for Applications; 4. Prior to submission deadline for applications, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFQ, or the requirements for contents or format of the applications; 5. Procure any materials, equipment or services specified in this RFQ by any other means; 6. Determine that no project will be pursued. H. No Waiver No waiver by the District of any provision of this RFQ shall be implied from any failure by the District to recognize or take action on account of any failure by a proposer to observe any provision of this RFQ. RFQ Page 12 of 20

13 XI. STANDARD CONTRACT PROVISIONS Any agency selected from the After School Program Lead Agency Qualified List by a school site Principal, and which chooses to enter into contract with the District, will enter into a contract substantially in the form of the After School Program Services Agreement, attached hereto as Appendix III. Failure to timely execute the contract, or to furnish any and all insurance certificates and policy endorsement, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The District, in its sole discretion, may select another qualified agency and may proceed against the original selectee for damages. XII. APPEAL PROCEDURES A. Protest of Non Responsiveness Determination Any agency that has submitted an application and believes that the District has incorrectly determined that its application is not qualified may submit a written notice of appeal to the District. Such notice of appeal must be received by the District on or before January 26, 2013 or the fifth (5th) working day following the District s issuance of After School Program Lead Agency Qualified List. The notice of appeal must include a written statement specifying in detail each and every one of the grounds asserted for the appeal. The appeal must be signed by an individual authorized to represent the proposer, and must cite RFQ provision on which the appeal is based. In addition, the appealer must specify facts and evidence sufficient for the District to determine the validity of the protest. Appeals that are based on a disagreement with the professional judgment of the reviewer will not be considered. B. Delivery of Appeal All appeals must be received by the due date. If a appeal is mailed, the appealer bears the risk of non-delivery within the deadlines specified herein. Appeals should be transmitted by a means that will objectively establish the date the City received the protest. Appeals or notice of appeals made orally (e.g., by telephone) will not be considered. Appeals must be delivered to: Kevin Truitt Associate Superintendent Student, Family & Community Support Department 555 Franklin Street, 3rd Floor San Francisco, CA RFQ Page 13 of 20

14 Evaluation Rubric: a) ORGANIZATIONAL CAPACITY up to 50 points 1. Extent to which the organization s goals are in alignment with the district s goals and ExCEL s goals. Total of up to 10 points 2. Degree to which the organization has experience in the hiring, retention, and provision of professional development to appropriately qualified staff to provide services to SFUSD students in a culturally and linguistically competent and age appropriate manner with a focus on youth development strategies. Total of up to 10 points 3. Extent to which the organization s systems, policies, and/or requirements will ensure that staff provide culturally competent services to the community they serve. Cultural competency is defined as behaviors, attitudes, and policies that enable effective work in a cross cultural situation. Total of up to 10 points 4. Degree to which the organization will provide administrative support and the processes in place that the organization will utilize to assure that the contract requirements and activities are met in a timely manner. Total of up to 10 points 5. Describe the Degree to which the organization has administrative systems in place to provide the necessary infrastructure to ensure that project staff comply with compliance and fiscal policies of the SFUSD and CDE, including: agency administration manual; fiscal and personnel policies; cost allocation plans, enrollment policies, family handbook program policies, etc). Total of up to 10 points b) STATEMENT OF EXPERIENCE AND PAST PERFORMANCE up to 50 points 1. Extent to which the organization s experience in administering an afterschool program in the particular service area(s) for which it is applying. If you are applying for both school year and summer program, please describe your organization s experience in BOTH areas. Discuss your enrollment policies, program policies, etc and how your organization works with a school site administrator to tailor to the school site. (Total of up to 20 points) 2. Describe your organization s knowledge of and application of youth development strategies as well as Core Competencies for After School Line staff and Core Competencies for After School Supervisors (see the San Francisco After School Alliance website for more information: (Up to 15 points) 3. Describe your organization s process in which you work with a school site administer to develop the after school program plan.(up to 15 points) RFQ Page 14 of 20

15 c) SUPPORTING DOCUMENTATION To support and verify the qualifications cited in your Organizational Capacity and Statement of Experience and Past Performance, the following documentation is required: Provide one (1) sample After School Program Summary and budget related to the program summary. Copies of Monitoring Reports and/or other evaluations (maximum of 2) Copies of current administrative, personnel and fiscal manuals Job description for Site Coordinator and Program Leader Letters of Reference (maximum of 2) Most recent audited financial statements. If no audited financial statements are available, then financial statements certified by the Executive Director or Board of Directors of the agency as a true representation of the Agency s financial condition may be submitted. Submitted financial statements must be marked as confidential and will be returned to the Agency upon completion of the RFQ process. RFQ Page 15 of 20

16 Appendix I RFQ Application Agency Name Service Category Elementary School Year Summer Program K-8 and/or Middle School Year Summer Program High School NOTE: An application MUST be completed for each service category checked. a) ORGANIZATIONAL CAPACITY (no more than 4 pages) up to 50 points Candidate will provide a comprehensive description of the organization s capacity relevant to the service category for which the application is being submitted, including: 1. Briefly describe your organization and its overall goal(s). Describe how your organization s goals are in alignment with the district s goals and ExCEL s goals. (up to 10 points) 2. Describe your organization s experience in the hiring and retention of appropriately qualified staff to provide services to SFUSD students in a culturally and linguistically competent and age appropriate manner with a focus on youth development strategies. (up to 10 points) 3. Describe the systems, policies, and/or requirements your organization has in place to ensure that staff provide culturally competent services to the community they serve. Cultural competency is defined as behaviors, attitudes, and policies that enable effective work in a cross cultural situation. (10 points) 4. Describe the administrative support and process your organization would utilize to assure that the contract requirements and activities are met in a timely manner. (up to 10 points) 5. Describe administrative systems in place to provide the necessary infrastructure to ensure that project staff comply with compliance and fiscal policies of the SFUSD and CDE, including: agency administration manual; fiscal and personnel policies; cost allocation plans, etc). (up to 10 points) b) STATEMENT OF EXPERIENCE AND PAST PERFORMANCE (no more than 4 pages) up to 50 points Candidate will provide a comprehensive description of the organization s past performance relevant to the service category for which the application is being submitted. The following areas will be considered in the review and evaluation process: 1. Describe your organization s experience in administering an afterschool program in the particular service area(s) for which you are applying. If you are applying for both school year and summer program, please describe your organization s experience in BOTH areas. Discuss your enrollment policies, program policies, etc and how your organization works with a school site administrator to tailor to the school site. (Up to 20 points) 2. Describe your organization s knowledge of and application of youth development strategies as well as Core Competencies for After School Line staff and Core Competencies for After School Supervisors (see RFQ Page 16 of 20

17 the San Francisco After School Alliance website for more information: (Up to 15 points) 3. Describe your organization s process in which you work with a school site administer to develop the after school program plan.(up to 15 points) c) SUPPORTING DOCUMENTATION To support and verify the qualifications cited in your Organizational Capacity and Statement of Experience and Past Performance, list the projects presented as qualifying experience with dates and managing organization. Provide one (1) sample After School Program Summary and budget related to the program summary. Copies of Monitoring Reports and/or other evaluations (maximum of 2) Copies of current administrative, personnel and fiscal manuals Job description for Site Coordinator and Program Leader Letters of Reference (maximum of 2) RFQ Page 17 of 20

18 Appendix II CONTRACT BOILERPLATE CHECKLIST Recitals A. Term of the Agreement/Effective Date of Agreement B. B. Services Contractor Agrees to Perform C. Compensation 1. Availability of Funds; Budget and Fiscal Provisions: Termination in the Event of Non- Appropriation subsections a-3 2. Agreemetn Evaluation Fee; District Retention subsections a-c 3. Disallowance subsections a-b 4. Sumitting False Claims; Monetary Penalites subsections a-h 5. Payment Does Not Imply Acceptance of Work 6. Qualified Personnel 7. Responsibility for Complinace with District Facilitie Use Permit Process 8. Taxex 9. Independent Contractor subsections a-b 10. Insurance subsections a(1)-a(3), b(1)-b(2); c-i 11. Indeminification subsections a-e 12. District Limitation of Liability to Amount of Agreement 13. Defaulut: Remedies subsections a(1)-a(2); b-c 14. Termination for Convenience subsections a-e 15. Conflict of Interest subsections a(1)-a(7); b-h; i(1)-i(5) 16. Proprietary or Confidential Information of District; Student Information subsections a-d 17. Ownership of Results 18. Audit and Inspection of Records 19. Subcontracting 20. Assignment 21. Non-Discrimination 22. Criminal Backgroun Checks, Subsequent Arrest Notification subsections a(1)-a(3); b(1)-b(4) 23. Tuberculosis Testing subsections a-d 24. Nonwaiver of Rights 25. Modification of Agreement 26. Administrative Remedy for Agreement Interpretation 27. Compliance with Americans with Disabilities Act 28. Compliance with Law and Regulation; Changes Thereto subsections a-c 29. Governing Law; Venue 30. Section Headings 31. Entire Agreement 32. Execution of the Agreement, Execution in Counterparts subsections a-b 33. Severability 34. Notice to Parties Appendix A I. Scope of Services subsections a-g II. After School Program Requirements a. Lead Agency Requirements - subsections 1-2 RFQ Page 18 of 20

19 III. b. Program Components for Elementary and Middle School Program Sites subsections 1-7 c. Program Components for High School Program Sites sub sections 1-6 d. Academic Alignment subsections 1-2 e. Other Programmatic Requirements subsections 1-4 f. Working with School Site and District subsections 1-4 g. Staffing subsections 1-4 h. Documentation, Evaluation and Monitoring subsections 1-9 including 3i-ix USE OF CONTRACT FUNDS CHECKLIST a. Payment b. Attendance Review and Consequences of Low Attendance subsections 1-5 c. Direct Services to Students d. Administrative Expenses e. Payment Only for Compliant Costs f. Accounting Records g. Use of Subcontract subsections 1-4 IV. Invoice Format and Process a. Documentation of Attendance b. Certification of Compliance c. Monthly Submission of Invoices subsections 1-11 d. Attachments to Invoice subsections 1-3 e. Final Deadline for Invoices f. Modification of Invoicing Requirements g. Timeline for Payment Submission of this Signed Boilerplate Checklist will constitute a representation by your firm that it has read all the clauses listed in the After School Program and Services Agreement (Appendix III) contract sample, and is willing to comply with SFUSD contracting requirements. Signature Date Name and Title of Signatory Name of Organization RFQ Page 19 of 20

20 SFUSD Afterschool Program and Services Agreement FY APPENDIX III TO RFQ AFTERSCHOOL PROGRAM AND SERVICES AGREEMENT SAMPLE FOR FISCAL YEAR This Afterschool Program and Services Agreement for Fiscal Year ( Agreement ) is dated for convenience Insert today's date and is entered into between insert legal/official name of Contractor (hereinafter Contractor ) and the San Francisco Unified School District (hereinafter District or SFUSD ). RECITALS Whereas, the District desires Contractor to serve, for a consideration, as the lead agency to provide after-school educational programs and ensure provision of compliant quality program services for students at insert name of site under the federal, state, and/or local grant funding indicated in Appendix A: Whereas, Contractor represents itself able and, for a consideration, willing to provide afterschool programming and services at insert name of site. Contractor further represents that it is not acting solely as a fiscal agent, and is not acting as a fiscal agent for another organization, entity, incorporated or unincorporated association related to the delivery of afterschool programming and services described in this Agreement. The personal performance by Contractor of the provision of afterschool programming and services described in this Agreement is a material part of the consideration. Therefore, the Parties hereby enter into this Agreement for Contractor to provide, for a consideration, afterschool programming and services pursuant to the terms of this Agreement. This Agreement attaches and incorporates by reference as though fully set forth herein the following documents: Board Resolution; General Terms and Conditions; Appendix A Scope of Services; Attachment 1 School Site After School Program Summary; Attachment 2 Weekly Program Schedule; Appendix B Afterschool Program Budget; Attachment 3 Program Budget Detail; completed W-9 Form; and completed Criminal Background Clearance/Tuberculosis Clearance Written Certification Form (collectively referred to as the Agreement ). The following documents shall also be attached to this Agreement: Copy of required Insurance Certificates and Endorsements (See Section 10 for Insurance Certificate and Endorsement requirements). A. TERM OF THE AGREEMENT/ EFFECTIVE DATE OF AGREEMENT Subject to Section 1 of the attached General Terms and Conditions, the term of this Agreement shall be the term of the fiscal year (July 1 to June 30) in which this Agreement is executed for services to be provided by Contractor under this Agreement. Notwithstanding the foregoing, this Agreement shall become effective only upon approval in writing by the District s Board of Education, proper execution by the parties, and certification by the District s Chief Financial Officer as to the availability of funds. B. SERVICES CONTRACTOR AGREES TO PERFORM Contractor agrees to perform the services provided for in the attached Appendix A ( Scope of Services ). Contractor agrees that its services and compensation will be subject to the evaluation and monitoring procedure in the attached Appendix A and as provided elsewhere in this Agreement. C. COMPENSATION Compensation to Contractor shall not exceed insert contract dollar amount in WORDS dollars, ($insert contract dollar amount in numbers). Contractor must comply with all payment conditions, and any other conditions imposed by the District to receive payment for services. Payments shall be made upon satisfaction of all conditions, and approval by the District s Site, Department Head or Director of the Student Support Services Appendix III to RFQ Page 1 of 28 SAMPLE AGREEMENT for purposes of RFQ

21 SFUSD Afterschool Program and Services Agreement FY Department, in the District s sole discretion, that the services, set forth in Appendix A ( Scope of Services ) of this Agreement, have been rendered satisfactorily, and in a professional and timely manner in accordance with this Agreement. If the District and Contractor mutually agree that the scope of work in Appendix A must be amended or modified, the Compensation may also be amended or modified provided that there is a prior written modification to the Agreement in accordance with Section 25 ( Modification of Agreement ) of the General Conditions and a Board Resolution authorizing said increase(s). It shall be the responsibility of the Contractor to ensure that the total approved amount of the Agreement is not exceeded. Any work performed in excess of said amount shall not be compensated. In no event shall the District be liable for interest or late charges for late payments. Total Payment. District shall pay only for the services rendered by Contractor pursuant to this Agreement. District shall not pay any additional sum for any expense or cost whatsoever incurred by Contractor in rendering services pursuant to this Agreement. District shall make no payment for any extra, further, or additional service beyond what is specifically authorized this Agreement. In no event shall Contractor submit any invoice for an amount in excess of the not-to-exceed amount of compensation provided for pursuant to this Agreement, unless this Agreement is modified by a properly executed and approved amendment to this Agreement pursuant to Section 25 ( Modification of Agreement ). Payment of Taxes. Contractor is solely responsible for the payment of employment taxes incurred under this Agreement, and any similar federal or state taxes. Appendix III to RFQ Page 2 of 28 SAMPLE AGREEMENT for purposes of RFQ

22 SFUSD Afterschool Program and Services Agreement FY GENERAL TERMS AND CONDITIONS TO THE AFTERSCHOOL PROGRAM AND SERVICES AGREEMENT 1. AVAILABILITY OF FUNDS; BUDGET AND FISCAL PROVISION; TERMINATION IN THE EVENT OF NON- APPROPRIATION a. This Agreement is subject to the budget and fiscal policies, regulations and practices of the District, and approval and appropriation of funds for this Agreement. Charges will accrue only after prior written authorization is provided by the District s Board of Education, proper execution of this Agreement by the parties, and certification by the Chief Financial Officer as to the availability of funds. b. The amount of the District s obligation hereunder shall not at any time exceed the amount herein stated or established by any amendment or District review. c. The District has no obligation to renew this Agreement after expiration of its term. If funds are appropriated for a portion of a fiscal year, this Agreement will terminate, without penalty, at the end of the term for which funds are appropriated. In the event there are additional funds remaining, Contractor shall promptly return such funds to District. Contractor shall not carryover funds from fiscal year to fiscal year. Any excess payments, funds, transfers, unearned or excessive disbursements, reimbursements or expenditures of any kind received by or on behalf of Contractor from or on behalf of District shall be promptly returned to District, at no cost to District within sixty (60) days of receipt of said funds or within sixty (60) days of conclusion of the fiscal year in which said funds were received, whichever is earlier. d. Contractor s assumption of risk of possible non-appropriation is part of the consideration for this Agreement. e. This Section controls against any and all other provisions of this Agreement. 2. AGREEMENT EVALUATION FEE; DISTRICT RETENTION a. Where the services to be provided by Contractor under this Agreement have been designated as Evaluation Level IV on a Board Resolution, Contractor understands and agrees that a contract evaluation fee of up to five percent (5%) of the total Agreement amount (including, but not limited to, payments for services and expenses) may be assessed by the District on this Agreement. The monies collected through this fee will be used to monitor and evaluate similar agreements to guarantee that the promised services are provided in a timely and effective manner. b. This evaluation fee shall apply only to those Agreements in excess of two thousand five hundred dollars ($2,500.00). The fee may be deducted from the District funds encumbered to pay Contractor at any time during or following the term of the Agreement and this Section shall survive the termination or expiration of this Agreement. If the parties later amend this Agreement to increase payments to Contractor, those increases will also be subject to the 5% assessment. c. Contractor further agrees that District, at its option, may retain up to 5% of the total Agreement amount from Contractor. Such funds shall be kept by District exclusive of any administrative fee that District is legally allowed to charge pursuant to any federal law, state law, or any grant agreement. 3. DISALLOWANCE a. If Contractor claims or receives payment from the District for a service, reimbursement for which is later disallowed by the State of California or United States Government, Contractor shall promptly refund the disallowed amount to the District upon the District s request. At its option, the District may offset the amount disallowed from any payment due or to become due to Contractor under this Agreement or any other Agreement. b. By executing this Agreement, Contractor certifies that Contractor is not suspended, debarred or otherwise excluded from participation in federal or state programs. Contractor acknowledges that this certification of eligibility to receive state or federal funds is a material term of this Agreement. 4. SUBMITTING FALSE CLAIMS; MONETARY PENALTIES Pursuant to Government Code et. seq., any person, including a contractor, subcontractor or a consultant, who submits a false claim, invoice, or request for reimbursement ( false claim ), shall be liable to the District for three times the amount of damages that the District sustains because of the false claim. A person who commits a Appendix III to RFQ Page 3 of 28 SAMPLE AGREEMENT for purposes of RFQ