1200 Michigan Avenue
Miami Beach, FL 33139
Boys & Girls Clubs of Miami-Dade provides a place where boys and girls can grow and learn in a wholesome environment and receive valuable character-building experiences through people who care, companionship, and a sense of belonging.
Boys & Girls Clubs of Miami-Dade is providing notice to the community of its intent to submit a proposal to the Florida Department of Education to establish a 21st Century Community Learning Center Program (21st CCLC) at the following site:
Boys and Girls Clubs of Miami-Dade
South Beach Club
1200 Michigan Avenue
Miami Beach, FL 33139
BGCMIA will target students in grades 6th through 12th attending Nautilus Middle School and Miami Beach Senior High for services through this grant application.
What is 21st CCLC?
This free program supports the creation of community learning centers that provide academic enrichment opportunities during non-school hours for children, particularly students who attend high-poverty and low-performing schools. The program helps students meet state and local student standards in core academic subjects, such as reading and math; offers students a broad array of enrichment activities that can complement their regular academic programs; and offers literacy and other educational services to the families of participating children.
Types of Projects:
Each eligible entity that receives an award from the state may use the funds to carry out a broad array after-school activities (including those held during summer recess periods) to advance student achievement. These activities include:
- Remedial education activities and academic enrichment learning programs, including those which provide additional assistance to students to allow the students to improve their academic achievement
- Mathematics and science education activities
- Arts and music education activities
- Entrepreneurial education programs
- Tutoring services, including those provided by senior citizen volunteers, and mentoring programs
- Programs that provide after-school activities for limited English proficient (LEP) students and that emphasize language skills and academic achievement
- Recreational activities
- Telecommunications and technology education programs
- Programs that promote parental involvement and family literacy
- Programs that provide assistance to students who have been truant, suspended, or expelled to allow them to improve their academic achievement
- Drug and violence prevention programs
- Counseling programs
- Character education programs
- Targets students attending schools eligible for Title I School-Wide Program services and/or schools with at least 40% of the student body receiving free and reduced-price lunch.
- Eligible applicants include school districts (including charter schools), educational consortia, non-profit agencies, for profit agencies, city or county governments, faith-based organizations, institutions of higher education and consortiums of two or more such agencies.
A current map of Florida’s 21st Century Community Learning Centers and more information on these programs can be found at http://florida21stcclc.usf.edu/index.php?map
June 27, 2019
REQUEST FOR BID
21st CCLC EVALUATION SERVICES
The Boys and Girls Clubs of Miami-Dade (“Agency”) is currently soliciting price/rate quotations from third-party evaluators interested in providing evaluation services for the Agency’s Florida Department of Education (FLDOE) 275 Century Community Learning Services (218 CCLC) Program Grants. The agency is seeking an experienced evaluator (experienced with FDOE 21s! CCLC Grants) for the 3-year to 5-year project that will provide afterschool and summer programming in targeted schools. This bid includes a cost proposal (using a “service fee base rate” that will be applied for all years of the included grants (contracts are annual and are renewable for up to 5-years, depending on the continuation of the grant).
For more information about the 21st CCLC grant requirements, please refer to the Request for Proposal and Request for Application provided by the FLDOE at the following website: www.fldoe.org/schools/family-community/activities-programs/21st-century-community-learning-center
Scope of Services
Evaluators will not be compensated for work conducted prior to the award of the grant by the FDOE to the Agency, whether the grant is awarded. Evaluators may not charge the Agency for work conducted prior to the grant award by FLDOE to the Agency, nor for work conducted prior to the grant award period. The third-party evaluator’s pre-award services must include, but are not limited to, the following:
Develop a project evaluation design that aligns to the Program Evaluation Plan Requirements and addresses the following factors:
Measurable Objectives and Assessment
Statewide Standard Objectives
Academic Objectives in Core Subjects
Objectives for Academic Benchmarks
Evaluation Data Collection and Reporting Deliverables
Baseline Data Submission
Mid-Year Data Submission
Formative Evaluation Summary
End-of-Year Data Submission
Stakeholder Survey Data
Summative Evaluation Report
Federal Data Collection and Reporting
Prepare a Project Evaluation Plan, including a description of the evaluator, evaluation plan, and method for ensuring continuous improvement. The plan will specifically address the following:
Measurable Objectives and Assessments
The third-party evaluator’s post-award tasks and services include, but are not limited to, the following:
Tasks and Services (Ongoing)
- Use aresearch-based approach to provide Guidance and Support in identifying, addressing, and reassessing areas of concern regarding programmatic compliance and progress.
- Develop, Update, and Maintain a Centralized Data System for Collection of Student Data
- Develop, Update, and Maintain a Centralized Data System for Adult Family Member Data
- Develop or assist with development of Pre-Post Assessments, when requested. Up to 20 pre-post assessments are created for each site across the program year.
- Develop, Update, and Maintain Adult Literacy Surveys for Performance Measures
Tasks and Services (Monthly)
- Clean, Validate, Enter, and Submit all Student Daily Attendance to FLDOE, if requested
- Provide Monthly Analysis of Attendance Performance for Each Site
- Check, Validate, Evaluate, and Provide Guidance on All Program Deliverables
- Participate in Conference Calls with Program Staff, and Other Stakeholders regarding the ongoing evaluation and progress of the 218 CCLC Program. Evaluator must be available at least weekly for such calls and consultations, as needed.
Tasks and Services (Annual)
- Objectives and Evaluation Plan: Provide the Agency with objective language and data (based on district and state databases) to establish objective benchmarks, justification for benchmarks, description of assessment process for each objective, the method for mid-year assessment and end-of-year assessment for each objective, and the method for collecting data on each metric.
- Site Level Database Creation and Submission: Four times per year, the evaluator must complete the following for Baseline, Baseline (Update), Mid-Year, and End-of-Year Reporting to the FLDOE:
- Compile Daily Attendance by Student
- Obtain District Academic Data and Integrate into Centralized Data System (Evaluator must work directly with the Agency to obtain all necessary data)
- Validate and Clean Program-Level Data in Centralized Data System
- Create De-Identified Database for Submission to FLDOE, to include two databases (Student and Adult Performance Databases).
- Assess programmatic progress and provide recommendations to support data collection, student performance, and operations.
- Communicate with FLDOE and address any issues related to the submission and approval of the Database(s).
- Site Visits: Visit the 218 CCLC program at least once during the program year, ideally including visits to each 21% CCLC site within the grant(s), with visits to be scheduled during the Fall, Spring, and/or Summer. The purpose of the site visits will be to conduct informal assessments of program operations. The evaluator will not evaluate staff members or school facilities. The evaluator will provide feedback and recommendations as a result of these site visits.
- Interim Reports; The evaluator will provide the interim report based on site visits to provide feedback and recommendations to all stakeholders interested in feedback from the site visits.
- Mid-Year Report: The evaluator will complete the form required by the FLDOE for each grant project, The evaluator will provide the Agency with an interpretation of the data on the Objective Assessment and Data Collection Tool (the tool wherein the mid-year report is located).
- Formative Evaluation Summary: The evaluator will provide the formative evaluation summary based on the data submitted during the mid-year evaluation report. The evaluator will provide recommendations based on both ‘data collection’ and ‘program operations’ for each of the objectives approved under each 21% CCLC grant. This will be submitted separately for each grant project funded under this notice.
- Continuous Improvement Summary: The evaluator will provide assistance to 21%* CCLC program staff in creating the response to the formative evaluation.
- End-Of-Year Report: The evaluator will provide the end-of-year report for each grant project on a form required by the FLDOE (without alteration), utilizing data provided for the end-of-year database. The evaluator will provide the Agency will an interpretation of the data on the Objective Assessment and Data Collection Tool (the tool wherein the end-of-year report is located). This will be submitted for each grant project and cannot be combined.
- Summative Evaluation Summary: The evaluator will provide the summative evaluation summary based on the data submitted during the end-of-year evaluation report. Using the same form (Objective Assessment and Data Collection Tool), the evaluator will provide recommendations based on both ‘data collection’ and ‘program operations’ for each of the objectives approved under each 21% CCLC grant. This is submitted for each grant project and cannot be combined. These data and recommendations must be consistent with the Summative Evaluation Report.
- Summative Evaluation Report: The evaluator will provide a comprehensive Summative Evaluation Report for each grant project at the end of each year. This is the most comprehensive element of the evaluation process. The end-of-year report will guide the summative evaluation (as they must align entirely), but the summative evaluation report must have additional information on overall program outcomes and more detailed information about those activities and operations with the greatest impact and success. When preparing the Summative Evaluation Report, the evaluator will be required to record and develop a model that can be applied in other settings, as well as provide a comprehensive report that can be shared with stakeholders. The summative evaluation must include all elements of program operation (e.g., hours, days); activities; enrollment and attendance; measures of academic performance; feeder schools; staff information; and partnerships. The evaluator will provide recommendations for program refinement, based on both quantitative and qualitative data. The summative evaluation will also provide a means for the FLDOE to validate data submitted to the federal government.
- Annual Performance Report (Federal Data Submission): The evaluator will clean, aggregate, and categorize the required program data for submission to the United States Department of Education Annual Performance Report system (21APR; previously PPICS). The evaluator will fully complete the 21APR on behalf of the program to ensure compliance with state and federal rules and regulations.
ALL WRITINGS, DATA, TOOLS, REPORTS, AND OTHER INFORMATION MUST BE RELEASED FOR THE FULL AND UNIMPEDED USE BY THE REQUESTING AGENCY.
Response Criteria and Review Matrix
If you are interested in being considered for the evaluation bid, please submit the following in reply to Rick Hernandez at Rhernandez@bgcmia.org no later than 5:00 p.m. Friday, July 12, 2019. Only emailed packages are accepted. The Offeror is encouraged to submit the package in five separate PDF documents (please only submit PDF or PDF/A documents).
Anticipated Funding Amounts:
It is understood that the funding values for any of the specified grants may increase or decrease during their term cycle subject to grant level reductions and variances in the funding base based on student average daily attendance. The Agency makes no statement or guarantee as to the amount of funding that may be received for any of the awarded grants or compensation to be paid successful Offeror in total or part under the awarded contract. Program service fees for any subsequent contract renewal periods shall be calculated in accordance with the service fee base rate (percentage of the grant award indicated herein), regardless of the amount of the grant award.
Additional Proposal Scoring Information:
- All bids will be unsealed after Friday, July 12, 2019. Bids will be reviewed by a panel of three individuals employed directly by the Agency and composing the “Proposal Evaluation Committee” (PEC). Scores for all three reviewers on the PEC will be added, for a total possible score of 3000 points.
- The PEC will consider all Proposals received that comply with the RFP’s submittal requirements,
- Each Proposal will be evaluated and ranked according to how well it addresses the criteria listed herein and the services described elsewhere in the RFP. Proposals shall be sufficiently detailed to permit a complete analysis of each Offeror’s ability to provide the specified services.
- The PEC may recommend contract award based on initial Proposals received without further clarification, discussions, or negotiations. Therefore, initial Proposals should contain the Offeror’s best terms from a price and technical standpoint.
- The PEC may seek clarification from any or all Offerors, as necessary, to evaluate Proposals, including conducting phone interviews with, or requesting formal presentations by, any or all Offerors submitting Proposals. All clarifications, phone interviews, or formal presentations will be based on the Proposals received by the Agency.
- The PEC will rank Proposals in descending order of preference based on the scoring matrix described herein. Award shall be made to the Offeror, whose Proposal, conforming to this RFP, is most advantageous to the Agency based on price and other factors specified herein considered.
- Invitation to Negotiate Component: The PEC may, within the confines of the RFP, negotiate further terms and conditions, including price, with the highest ranked Offeror. The PEC reserves the right to terminate negotiations at its discretion with any Offeror, to award to other than the highest ranked Offeror (assuming unsuccessful negotiations with that company), or not to make contract award.
As noted above, if you are interested in being considered for the evaluation, please submit the bid package via email to Rick Hernandez at Rhernandez@bgemia.org no later than 5:00 p.m., Friday, July 12, 2019. Only emailed packages are accepted. Please only submit PDF or PDF/A documents. The Offeror is responsible for ensuring the bid is received by the Agency.
End of Request for Bids
The Summer Program is open to all boys and girls ages 5 to 17. Children will be accepted on a first-come-first serve basis until the program is filled. Parents must come to the club to register their child; we will not accept mailed or faxed registration cards all registration must be made in person. The Summer Program registration fees are as follows:
1st session June 10 – July 3 (4 weeks) $125
2nd session July 8 – August 2 (4weeks) $125
Registration fee includes a secondary accident insurance policy if injured during Boys & Girls Clubs hours and a Boys & Girls Clubs Summer Camp T-shirt.
Only members who have registered and paid the fee in full by Friday, June 7th are guaranteed a place in Summer Program. For your convenience, we accept credit and debit cards.
In the event your child does not attend the program, refunds are available through the first week of the Summer Program. In the event of early withdrawal, you will be charged $15 per day attended during the first week of the program, plus the $25 Processing fee. After the Summer Program has been in session for one week, no refunds will be given for any reasons. Refunds will not be given to children expelled for disciplinary reasons. Children are expected to behave in a proper manner. Any serious infraction of rules and regulations will result in dismissal, but only after every effort has been made to solve the problem and the parents have been notified. Discipline notices are sent home as the need arises. Any questions or concerns that may arise regarding the Summer Program will be handled by the unit director Ronny Vera at (305) 535-0070.
SUMMER PROGRAM DATES & HOURS
The Boys & Girls Clubs Summer Program will run from June 10th – August 2nd. The program will run Mon-Fri. We will be closed on weekends. In observance of Independence Day, the club will be closed Thursday July 4, 2019 and Friday July 5, 2019. The program activity hours will be 9:00am – 5:00pm. However, counselors will be available to supervise your children beginning at 8:00am and ending at 6:00pm. The Boys & Girls Clubs is not responsible for your child before or after these hours.
After 6:00pm, a late fee will be issued for every child. Charges are as follows: 6:01pm-6:30pm = $15. Each additional minute=$1.
Your cooperation is appreciated.
Staff are qualified personnel to ensure that your child will be able to participate in a variety of organized activities, and have a fun filled summer enjoying the camaraderie of his/her mates in a secure, with the goal of ensuring a well-supervised atmosphere.
Children are placed in groups by age. Indoor activities will include arts & crafts, computer room, game room, table games, basketball, movies, Literacy and more. Outside activities include all types of organized group games; as well as, T-ball, kickball, and more. Campers are encouraged to participate in the end of the summer dance show, where parents are invited to attend.
Field trips will also be offered to such places as the Movies, Kendall Ice Arena, Bowling, Dandy Bear and Chuck E. Cheese, among others. Your child will be asked to pay his/her cost for field trips. A permission slip must be signed by a parent for each trip in order for your child to attend. Field trips need to be paid in cash only. It is mandatory for each child attending field trips to wear their Boys & Girls Clubs T-shirt, which will be provided the 1st week of camp. Additional T-shirts can be purchased for $7.00 each.
Weekly awards are given in each group to recognize the boys and girls who have made a positive contribution to the Summer Program.
No special supplies are needed by your child on an everyday basis as Boys & Girls Clubs will provide all materials necessary for them to participate in the regular program activities. On bowling and skating days, socks are a must.
Please label any item your child brings to the club such as extra clothes, towels, lunches, etc. Please do not allow your child to bring valuables, such as radios, jewelry, toys, or other personal property. NO CELL PHONE use is allowed during program hours. PHONE WILL BE TAKEN AWAY. Summer attire is (shorts mid-thigh length), a t-shirt, and sneakers. This enables your child ease and comfort in participating in all activities. Black soled shoes will not be allowed in the gymnasium. Sandals are not acceptable. This is required for the safety of your child.
Free lunches and afternoon snacks are included at no additional charge. Alternatively, if you prefer, your child may bring his/her own lunch and snacks.
All children must be accompanied by parent upon arrival and departure from Club. Please do not drop your child off – Escort them into the building. When picking up your child it will be necessary for you to park your car and come into the building. You will be required to sign your child out every day.
Children may not leave the Boys & Girls Clubs during the day without written approval of a parent. If he/she is to be picked up by anyone other than a parent, or if your child has your permission to walk or ride a bicycle home, we must have written approval from you.
If your child has any allergies, illness, special needs, etc. please inform his /her counselor or a staff member at the time of registration. As the Boys & Girls Clubs does not employ qualified medical personnel, we cannot administer prescription drugs, aspirin, or other medicines to your child. This must be the responsibility of you or your child.
Do not send child who is ill to the club. We will ask parents to pick up their child if they are ill or become ill.
The above requirements are for the well-being and safety of your child and others. Thank you for your cooperation.
ASK ABOUT OUR VARIOUS SPORTS PROGRAMS!
AFTER SCHOOL PROGRAM STARTS AUGUST 19, 2019.