2. 2010-2012 Request for Proposals Proposals Due: September 10, 2009
21st Century Community Learning Centers Webinar
Request for Proposals
Proposals Due: September 10, 2009

3. Vision & Mission of LDOE
“Create a world class education system for all students in Louisiana” through:
Higher academic achievement for all students
Closing the achievement gap between race and class,
Preparing students to be effective citizens in a global market.

4. 21st Century Community Learning Centers (21st CCLC) Timeline
DATE
EVENT
August 10, 2009
Public Release of RFP
August 21, 2009
Deadline for receiving proposer inquiries
August 28, 2009
Issue response to proposer inquiries
September 10, 2009
21st CCLC RFPs Due
September 10, 2009 –
October 2009
21st CCLC RFP Review Process in Progress
BESE Approval of Recommended List
Announce Award of “Successful Proposers”
October 2009 –
December 2009
Contract Processing
November 2009
Orientation for New Grantees
January 1, 2010
Contracts Begin

5. Purpose of RFP
The purpose of this Request for Proposals (RFP) is to solicit proposals from current successful 21st CCLC programs offering high-quality after-school services, and eligible public and private schools and organizations interested in applying for a Louisiana 21st Century Community Learning Centers (21st CCLC) contract. Contracts will be awarded on a competitive basis.

6. Purpose of Program
To provide academic enrichment opportunities for children, particularly students who attend high poverty and low-performing schools, to meet State and local standards in core academic subjects;
To offer students a broad array of enrichment activities that can complement their regular academic programs; and
To offer literacy and other educational services to the families of participating children

7. Proposal Information
Pre-K thru12th grade students targeted must attend schools eligible for school-wide Title I services and/or low performing schools with high rates of poverty
Maximum per student per year cost is $1500. The minimum number of students to be served is 50; therefore, the minimum award is $75,000
Proposals cannot exceed $600,000 per year or $150,000 per site for up to 4 sites
Award period: January 1, 2010 – December 31, 2012

8. Eligibility Local Educational Agencies (LEA)
Community-Based Organizations (CBO)
Faith-Based Organizations (FBO)
Other Public or Private Entities
Consortia of Such Entities
Non-Profit and For-Profit Corporations

9. Eligibility
Federal law requires States to “give priority to applications submitted jointly by eligible entities consisting of not less than one LEA and/or CBO or other public or private entity.”
These joint proposals should demonstrate evidence of collaborative planning and program design, and the role of each organization.

10. Eligibility Individual public schools may not submit a proposal.
If awarded a contract, a community- or faith-based organization may be required to provide evidence of having a fidelity bond equaling the amount awarded.

11. Grants to Expand or Enhance Existing 21st CCLC Programs
Communities that presently have a grant from the Department are eligible to receive additional funds.
New funds must be used in a manner consistent with all the requirements and must be used only to supplement, not supplant, any federal, state or local dollars available to support activities allowable under the 21st CCLC program.
Funds may be used to expand or enhance current activities, or to establish programs in non-participating schools within an LEA that has a 21st CCLC grant.
School districts that have received 21st CCLC awards that have ended, or are ending this year, may apply for funds to continue those programs.
The supplanting provision does not prohibit federal funds from being used to continue programs where a previous federal grant has ended and other federal, state or local funds would not have been available.

12. Grants to Expand or Enhance Existing 21st CCLC Programs
DISTRICTS WITH A CURRENT 21STCCLC, TANF, OR SES PROGRAM ARE ELIGIBLE TO APPLY TO SERVE ANOTHER SCHOOL THAT DOES NOT HAVE A 21ST CCLC, TANF, OR SES PROGRAM.
Programs operating a current 21st CCLC program in Louisiana from January 2007-December 2009 are eligible to apply to expand the existing programs and work toward meeting sustainability of the community center.
NOT ELIGIBLE: Schools currently operating a TANF or SES after-school program are NOT ELIGIBLE.
NOT ELIGIBLE THIS ROUND: Programs currently operating a 21st CCLC program from July 1, 2007 – June 30, 2010, January 1, December 31, 2010, or May 1, 2009 – April 30, 2010, SHOULD NOT APPLY THIS ROUND.

13. Principles of Effectiveness
Federally outlined
Proposers must provide inclusive and supervised services based upon:
An assessment of objective data regarding the need for after school programs in the schools/communities proposed;
An established set of performance measures ensuring high-quality opportunities; and
If appropriate, scientifically based research providing evidence that the methods will be effective

14. Allowable Activities Academic enrichment activities
Math and science education
Arts, music, drama
Entrepreneurial education
Tutoring and mentoring activities
Drug and violence prevention programs, character education
Programs for limited English proficient students
Recreational/nutrition and health activities
Technology education
Expanded library services
Parental involvement/family literacy
Programs for truant, suspended, expelled students

15. Competitive Priorities
To ensure equitable and reasonable distribution of 21st CCLC funds throughout the state as it pertains to geographic diversity and/or to reduce the funding of multiple projects in a district or the submission of nearly identical proposals, a competitive priority will be given to proposals that meet the criteria below:
Expand or enhance a successful 21st CCLC program in Louisiana that will end December 31, 2009 (10pts)
Begin a program in a middle or high school not currently funded by SES, 21st CCLC, TANF, or CBTP (5pts)
Begin a program in a parish not currently being served (5pts)

16. Components of High Quality After School Programs
Recent studies have identified a number of best practices as essential for fostering positive academic outcomes for students who participate in extended learning opportunities.

17. High Quality Planning and Design
Programs have clear mission and well-defined goals
Activities developed are based on assessed need of students, schools, and community
Planning involves stakeholders (parents, community partners, youth (if targeting high school and/or middle school) and school partners
Programs are aligned with school reform or improvement efforts
Programs are designed for maximum and sustained participation – the longer students attend, the better the gains!

18. 21st CCLC Program Components
Academic enhancement activities using innovative instructional strategies
Arts, recreation and technology reinforcing LA content standards
Opportunities for youth to lead and serve
Creative and recreational activities that foster critical thinking skills
Parental involvement activities that engage families

19. High Quality Sustainability Strategies
Programs tap multiple funding sources
Funding consistent and equitable across program sites with priority given to serving at-risk student populations
Leveraged resources among partners
Focus on long-term sustainability
Matching funds from partners

20. Alignment with School Curricula
Strong programs maintain an academic focus that integrates the regular classroom curriculum while using methods and materials that are fun and engaging
Activities should be experiential, hands-on, tailored to individual student needs, and delivered by qualified and talented staff
Incorporate Literacy and Numeracy Initiative

21. Safe Environments Programs should have adequate space
If providing transportation, have drivers and vehicles insured
Program facilities should comply with all state and federal codes, fire marshal inspections, etc.
Have drinking water and healthy snacks available

22. Quality Staffing Approved applicants must ensure that:
Staff members receive ongoing professional development that teaches and updates skills to deliver high-quality programming that does not duplicate traditional classroom instruction
Programs have a low staff to student ratio
(1:15 recommended)
Programs train and use volunteers

23. Parental and Community Involvement
Programs housed in neighborhood schools to foster sustained collaboration
Offer programs and services to families
Survey parents and communities about services and needs
Create opportunities for parents to participate in programs

24. Websites on High-Quality Practices
- US Department of Education
– Afterschool Alliance
– The C.S. Mott Foundation, a leading supporter of after school program initiatives
– The Finance Project, a website that provides resources on financing and sustaining out-of-school time initiatives
– SEDL’s After school, Family, and Community program provides professional development and training for after school professionals and state education agencies and develops tools and resources for after school practitioners

25. Performance Requirements
Contractors will be required to:
Submit the State Mid-Year report, the Federal Annual Performance Report (APR/PPICS), and a Continuation Application
Meet or exceed performance measures
Submit monthly expenditure reimbursements by the 15th of each month
Attend workshops or trainings offered by the state designed to improve program quality
Enter student participant data into the state’s web-based reporting system (includes daily attendance)
Comply with federal confidentiality regulations

26. Performance Measures for 21st CCLC Programs
Participants will demonstrate increased academic achievement in reading and mathematics
Participants will demonstrate improved homework completion and class participation in other subject areas
Participants will demonstrate positive behavioral changes
Program will provide services that benefit the entire community by including families of participants
Programs will use funding efficiently and eventually become self-sustaining

27. State Requirements
Contractors in Louisiana must provide at minimum,10 months of service a year, a minimum of 300 hours a year, 4 days per week and 2.5 hours per day, during the school year and summer or a minimum of 300 hours for the 10 months of the program each year.
Programs cannot operate “Saturday Only” programs.
Background checks are required for all staff working with students
Facility must meet all OSHA, ADA, and other relevant federal and state requirements
Programs should make provisions for students to have healthy snacks
Potential 21st CCLC contractors must host Site visits for LDE staff

28. State Requirements
Programs must establish a 21st CCLC Advisory Board that meets regularly
Contractors must use the State’s tracking systems for student participation and comply with State-sponsored evaluation studies
Must notify community of intent to apply for funding
For programs subcontracting with a non-21st CCLC provider, the agency funded/awarded the contract must provide 51% of program services

29. Budget Guidelines Contractors may use funds for the following:
Before/After School and Summer Activities
Staffing, Supplies, Curricula, Professional Services, Equipment, etc.
Travel & Required State Meetings
Indirect Costs/Administrative Costs
LEAs – Use the approved Indirect Cost Rate up to 20% maximum cap
CBOs/Others - 20% maximum cap
Fiscal Audit/Evaluation Costs

30. Budget Guidelines Preparation of the proposal Pre-award costs
Contractors shall not use funds for the following:
Preparation of the proposal
Pre-award costs
Purchase of land and buildings; new construction, renovation
Mechanized or motorized vehicles
Entertainment (movies, water parks, amusement parks, restaurants…etc)
Incentives for student participation
Out-of-state or overnight field trips
Standard Office Furniture (file cabinets excluded)
Dues/Membership Fees

31. Proposal Requirements
Cover Page (review page 31)
Federal and State Assurances, including GEPA statement (review pages 37-46)
Table of Contents
Program Summary and Abstract (review pages and 32-36)
Project Narrative (review pages 19-27)
Budget Detail and Summary Pages (see sample budget attached with RFP)
District Partnership Agreement Form (FORM E)
Copy of fiscal audit or audited financial statement from prior year
Sustainability Funds form (FORM F)
Board Resolution (non-LEA proposers only)
Memoranda of Understanding with each partner (FORM G)
List of Advisory Council Members

32. Narrative Components Program Summary and Abstract & (20 points)
Program Operational Assurance (see pages and of RFP)
Describe community and schools to be served
Number of participants to be served
In abstract section, outline any Competitive Priorities requested
Up to one additional page may be added if more space is needed

33. Narrative Abstract - Need for the project
Describe process used to determine needs; assessment; instruments used
Factors that place students at risk of educational failure, statistics, accountability information, literacy rates; identify gaps in services to children
Provide a community profile, including data
Cite school-specific data -

34. Narrative Goals and Outcomes Quality of Proposed Program (38 points)
(see pages of RFP)
Goals and Outcomes
Goals>Objectives>Activities
What does the program intend to accomplish?
Do outcomes impact assessed needs?

35. Narrative Quality of Proposed Program (continued)
Project Activities and Services
Describe how proposed activities are linked to identified needs
and how activities will be aligned with goals and objectives.
Outline curriculum choice for academic component and why it was selected - how can academic improvement be ensured?
Address transportation, health, nutrition and safety needs and how they will be met.
Describe how participants and families will be recruited.

36. Narrative Quality of Proposed Program (continued)
Describe how proposed activities will be aligned and coordinated with the regular school day, and discuss coordination efforts of afterschool staff with regular school day teachers.
Discuss how the program will ensure equitable access to and meet the needs of special populations (e.g., students with disabilities, English language learners).
Describe the professional development plan for staff.
Discuss how student records will be accessed to assist in program evaluation and federal reporting.

37. Narrative Quality of the Management Plan (16 points)
(see pages of the RFP)
Discuss experience of proposer in providing similar activities; past performance and outcomes.
Describe accounting practices and how available resources will be leveraged to support program goals and objectives.
Address sustainability plans; identify strategies to fund center after contract period ends.
Proposals must include a Budget for Year one (1), and a budget summary.
Reasonable, clearly explained requests for resources needed - a clear picture of where every dollar will go

38. Narrative Quality of Management Plan (continued)
Proposed management structure and plan, including an organizational chart and job descriptions for any full-time staff positions proposed; resumes for key project staff, staff development and training.
Address roles and responsibilities of each partnering agency, secure memorandum of understanding (MOU).
Describe program information dissemination process to parents, community, and schools.

39. Narrative Quality of Program Evaluation (12 points)
(see pages of RFP)
Describe the capacity of the proposer and its partners to design an evaluation process for the 21st CCLC project. Discuss the qualifications of the external evaluator who will collect and analyze program’s data.
Discuss evaluation instruments to be used and how the LEA and lead organization will share data
How does program address Principles of Effectiveness?
How will evaluation results be used and shared with others?

40. Narrative Adequacy of Resources and Quality of Budget
(14 points) (see pages of RFP)
Discuss the commitment of resources for the program, to include the sustainability form (Form F).
Describe how federal, state, and local funds will be combined to enhance program efforts.
Address allocation of funds, describe how funds are linked to objectives and activities of the program.

41. PROPOSAL DUE DATE Thursday, September 10, 2009 at
Complete proposal with original required signatures (in blue ink) and four (4) copies must be received at the Louisiana Department of Education no later than 2:00 p.m. on
Thursday, September 10, 2009 at
LA Department of Education
Office of Management and Finance
Purchasing Section – Fifth Floor (cube 5-242)
1201 N. Third Street
P.O. Box 94064
Baton Rouge, LA

42. QUESTIONS??? Please submit them in writing to:
no later than
Friday, August 21, 2009
Division of School and Community Support
(225)

43. Contact Information
Donna Nola Ganey, Assistant Superintendent
Phone: /
Mike Coburn, Division Director
Phone: /
Kartina Roberts, Section Administrator
Phone: /
Tonya Johnson, Ed. Program Consultant
Phone: /
Shirley Williams, Ed. Program Consultant
Phone: /
Pat Fisher, Ed. Program Consultant
Phone: /