1. FY 2014 OST RFP Overview Due Date – Thursday, April 11, 2013, 3:00 pm
Submit proposals well in advance of the due date and time
Questions and Answers schedule:
Pose questions to
For PCAPS technical support, call
Questions Posed by
Answers Posted on
Thursday 3/21/2013
Monday 3/25/2013
Thursday 3/29/2013
Monday 4/2/2013

2. FY 2014 OST RFP Overview
If applying to operate in School District of Philadelphia schools or recreation centers, do not approach principals or recreation center leaders for letters of support
Period of Performance
New programs – School year only
Existing programs – Year round or School year only
Summer programs funded for six weeks; may operate longer

3. FY 2014 OST RFP Overview
Refer to Submission Instructions starting on page 35 for instructions on creating and submitting proposals
Selection Criteria is outline on page 20
Carefully review this to ensure that your proposal is responsive to these criteria
Award announcement expected by mid-May
Existing programs will be funded for summer, if requested; this RFP process will determine which programs will be funded for the school year.

4. FY 2014 OST RFP Overview Quality Standards and Approaches
Core Standards (Appendix D)
Healthy Living and Physical Activity Guidelines (Appendix E)
PA DPW Licensure (Appendix F)
Project based learning

5. FY 2014 OST RFP Overview Recommendations
Create proposal narrative in Word document, then cut and paste into the proposal area
Start entering the budget information early
documents requested
Organizational charts
Appendix H
Appendix I
Indicators on page 27 are meant to guide applicants in determining how they will address DHS goals and outcomes

6. Expectation of Programming – Elementary Model
Structured age appropriate activities
Ex. PBL on family and community, opportunities for structured enrichment- dance or drum
Schedule which supports elementary aged youth in time frame and diversity of activities
Connection with school and caregiver community
Support for literacy and math skill building

7. Expectation of Programming- Middle Model
Structured age appropriate activities
Emphasis on development of leadership and life skills: communication, teamwork, critical thinking
Youth voice and choice clearly articulated/easily observed
Diversity of activities which allow youth to interact with different sets of peer groups
Emphasis on high school choice, college and career preparedness

8. Expectation of Programming – High Model
Structured age appropriate activities
Opportunities to assist in identifying program priorities/develop program schedule
Emphasis on college and career preparation
Career focus that includes skill progression
Ex. Music industry, production, marketing, song writing, singing, sound engineer, concert promoter, accountant
Focus on positive mentorship, modeling of engaged citizenry

9. PCAPS and Technical Assistance
RFP PCAPS Training Dates:
Monday, 3/ :00 pm to 3:00 pm
Tuesday, 3/ :30 am to 12:30 pm
Wednesday, 3/ :30 am to 11:30 am
Wednesday, 3/27 - 5:30 pm to 7:30 pm
What will be covered during training?
Screen by screen detail on how to prepare and submit a proposal on PCAPS.
How do I register for training?
with your preferred session, your agency’s name, registrant(s) name(s), contact phone number and . You will receive a confirmation .
Technical Support
PCAPS Help Desk at or

10. Questions and Answers # Question Answer 1.
Can providers propose to operate elementary programs with less than 30 slots? Page 31 of the RFP indicates under the Elementary model description, “During the school year, programs must have no fewer than 30 slots and no more than 175.”
Applicants must propose a minimum of 30 slots for elementary model programs. 2.
There are conflicting due dates for proposals. The cover sheet indicates April 11, 2013, but page 19 under “Application Deadline” indicates April 9, 2013.
The cover sheet is correct. The due date and time is Thursday, April 11, 2013, 3:00 pm.

11. Questions and Answers # Question Answer 3.
On page 26, it specifies for high school programs:
During the school year, programs are required to operate Monday to Friday for at least three hours immediately afterschool, generally from 3:00 pm to 6:00 pm
Enrolled youth are expected to attend at least two days per week
Our teens participate twice a week, and we do have programming every week day if you include all age groups. However, we do not have programs specific to our high school students Mon. through Fri. My question is: does this RFP require that applicant organizations provide high school programming FIVE days per week even though high school participants are only expected to attend TWO days per week? 
Programs must be open to serve youth Monday through Friday, for at least three hours daily afterschool. Individual youth in high school programs are expected to attend programming at least two days per week.
In addition, each funded program will be restricted to serving a single age group (elementary, middle, or high). Programs interested in serving multiple age groups must submit a separate proposal for each.

12. Questions and Answers # Question Answer 4.
When are documents that are to be ed due?
By the application deadline of Thursday, April 11, 2013, 3:00 pm. 5.
What does FTE stand for?
Full Time Equivalent 6.
If an agency submits proposals for multiple sites and one site is rejected, will the entire proposal be rejected?   
No, each proposal is reviewed independently. 7.
Should there be separate proposals for each model or each site? For instance, if we want to do 2 elem model sites, 3 middle school model sites, and a high school site, would that be 3 proposals (3 models) or 6 proposals (6 sites) in PCAPS?  
Six proposals (2 elementary, three middle, and one high). A separate proposal is required for each program at each site/location. 8.
Can an applicant apply for more than one program model?  If so, should there be two separate proposals submitted?
Yes applicants can submit proposals for more than one model. One proposal must be submitted per model.

13. Questions and Answers # Question Answer 9.
Can I submit my proposal via or mail.
No, only proposals submitted via PCAPS will be reviewed.
10.
Can existing providers submit for additional models and/or sites?
Yes, agencies who have been in the OST system can add new models and or site locations and can also decide not to seek funding for models and or sites.
11.
Can the OST program take place at our organization and not at a school?
Yes, this funding can be used at community centers as well as schools, provided that the space is licensed if applying for the elementary model.
12.
Can enrolled students come from public, charter, parochial and private schools, or do they have to come from public schools?
Youth can come from any school type, but must reside in Philadelphia.
13.
What is the copy tab on the proposal for and can it be used to copy material from one proposal to another?
It can be used to copy materials from one proposal to another. Contact for help with this feature.

14. Questions and Answers # Question Answer 14.
Do you want only one goal listed for a program or can we list more than one?
Applicants should provide only one goal.
15.
The RFP states that the City will fund summer programs for a minimum of six weeks. Does that mean we can apply for a longer summer program if the site is not in a school building?
DHS will compensate programs for six-weeks of summer programming. Programs may operate for a longer period, but will only be compensated for six weeks.
16.
What are the requirements for FY14 health, nutrition, and fitness programming?
The Health Living and Physical Activity Guidelines will be required in FY 2014.
17.
Will there be any emphasis on STEM?
There will not be a specific emphasis on STEM. Programs may choose to have a STEM focus.
18.
Will elementary programs also be funded?
Yes.