Home Request for Proposal for Out of School Time Programs Frequently Asked Questions

Request for Proposal for Out of School Time Programs Frequently Asked Questions

As of 5:00 PM on October 19, 2017

The FAQ will be updated twice weekly. This document contains answers to questions posed to SOWA via email or in-person, prior to noon on Tuesday, October 10, 2017. Questions are broadly categorized. Please read through the full FAQ.

The FAQ deadlines for the next two weeks are:

Overarching Clarifications

What percentage of the board must be People of Color?

To qualify as a POC-Led organization, a majority of the board must be People of Color.  Majority would mean greater than 50%.  In addition, a majority of the leadership, a majority of the staff, and a majority of the children and youth served must be people of color.

Is the goal with this investment to create new programming or expand current programming?

Both. The overarching goal is for more and better OST programs. This funding can be used to support existing programming, program expansion and new program development. We want to build a strong system of OST programming across King County and expect that some programming will need to be built in order to meet the need in the most under-resourced areas.

I have read that BSK focuses on ages 5-24, why is this RFP just focused on elementary and middle school aged youth?

King County is investing in multiple programs and services through Best Starts for Kids to promote healthier and more resilient children, youth, families and communities, along the continuum from Prenatal through age 24. Investments focused on Prenatal to age 5 are grouped together and referred to as Invest Early. Investments focused on ages 5 to 24 are grouped together and referred to as Sustain the Gain. This funding opportunity focused on out-of-school-time programs for elementary and middle school children and youth is just one of many BSK Sustain the Gain investments.

Can you please review the definition of POC-Led organizations?

People of Color-Led organizations are single organizations centered in communities of color in which the majority of leadership, board, staff and youth engaged are People of Color, and which have an expressed and demonstrated commitment to racial equity and/or communities of color as reflected in their missions and program strategies.

What percentage of the board must be People of Color?

A majority of the leadership, board, staff and youth engaged are People of Color in a POC-Led organization.

Will the opportunity to apply for BSK Out-of-School time funds be available again next year for organizations that don’t apply this year?

We do not expect additional BSK funding to be available next year. Please note that this RFP is for three-year grants, representing an ongoing commitment from King County.

Additional Information on Application Process, and Resources to Support Proposal Development

The RFP asks for detail on how many children and youth of the partner organizations currently serve, their demographics, the locations of their current programs, and the types of programming provided.  These are manageable numbers for some of our partners, but should we also include them if the partner is very large, with multiple programs and locations?

It is fine to provide a high-level summary of demographics, locations and programming for large partner organizations, but yes, we do want this information on all partners.

On the sample partner letter, who/what do I put under "entire text here" in the heading?

We agree that the format on that letter is a bit confusing.  Your organization's name and address should be inserted below the date in that heading.

At the bottom after listing all of the partner organizations and their roles, which partners should sign the letter?

We are requesting that all partners sign the letter directly, or give permission to the coordinating organization to sign on their behalf.  If such permission is granted, please note that next to the signature.

Is the RFP available in a Word/editable version?

No. The RFP is only available in PDF. 

Are there two supporting documents that can be included with proposal?  Would a map from the mapping tool be considered one of them?

Organizations will have an opportunity to upload up to two additional documents along with their program narrative at the completion of the online summary form.  The two additional documents may include maps, brochures or other information the organization determines relevant.   Please do not upload any videos or other large media files.

Where can we sign up for the YDEKC workshops?

On SOWA’s website: www.schoolsoutwashington.org/bsk

Will there be a webinar?

Yes, a recorded webinar will be available on the SOWA website by Friday, October 13, 2017.

What technical support is available?

Full information on technical assistance is available on the SOWA website. Free TA provided by the County is available and information can be found on the SOWA website. Additionally, Youth Development Executives of King County (YDEKC) will be providing Program Design Workshops: Linking Activities to Outcomes at four locations across King County. (Dates, times and locations are on the SOWA website.) YDEKC has also developed resources to assist organizations in developing successful partnerships. These resources are available to download on the SOWA website.

Given the short timeline, is there a way to facilitate partnership connections?

Two resources developed by Youth Development Executives of King County (YDEKC) are available to help organizations develop partnerships. They are available online through the BSK webpage on the SOWA website. In addition, YDEKC will be offering four Program Design Workshops – Linking Activities to Outcomes, which partners, or potential partners, may choose to attend together to better determine whether and how to develop a strong Place-Based or POC-Led proposal.

Must all applicants be nonprofit 501(c)(3) organizations?

All not-for-profit organizations, including community-based organizations, tribes and tribal organizations, schools and school districts, and public or governmental agencies serving communities in King County are eligible to apply. Religious/faith-based organizations will not be funded for any programs that advance any religion or faith-based doctrine. Charter schools are public schools and all public schools are encouraged to participate in Place-Based partnerships serving elementary and/or middle school-aged children and youth

Do all partners have to be nonprofit 501(c)(3) organizations?

Yes, every partner in a Place-Based partnership must be a 501(c)(3), but subcontractors do not.

Is each partner in a Place-Based partnership required to write a narrative?

No. We are requesting one narrative proposal for each Place-Based partnership describing the proposed collective work. However, each partner in the Place-Based partnership will submit their own budget within the collective application.

How many proposals are you expecting?

We are expecting a large response.

The RFP says that the implementation plan will be finalized after awards have been made. Why is this? How will reviewers make recommendations if implementation plan is incomplete?

The implementation plan will include full details on the two program models, and the two phases described in the RFP. It will also include detail on the successful applicants and the funds invested, which will not be determined until after the RFP process is complete.

On the summary form, which staff demographics are you asking for? Program staff only? What if we don’t know the demographics of new hires we hope to make with this funding?

We’re asking for demographics of current staff and board members, inclusive of the entire agency.

Can you save the online summary form and revisit it?

No. This is why it is important to have the narrative and budget finished prior to completing the online summary form.

Considering Multiple Proposals

Can an agency collaborate in two places, being the lead on one project, and part of a partnership on another?

Yes.  An agency can participate in more than one project as long as each proposal plans to serve a different/unduplicated cohort of children and youth from any other proposal which the organization submits, or in which it is a partner.

May organizations submit more than one application?

Yes, as long as each proposal plans to serve a different/unduplicated cohort of children and youth from any other proposal which the organization submits, or in which it is a partner. However, organizations that submit multiple proposals will essentially be competing against themselves, since each proposal will be considered on its own merits.

Could an organization be disqualified if it applies as part of more than one Place-Based Partnership proposal?

No. Organizations may be part of more than one Place-Based partnership proposal. However, the children and youth proposed to be served as part of any one Place-Based partnership proposal must be different/unduplicated children and youth than those served by any other Place-Based partnership proposal in which the organization participates.

We plan to operate afterschool programming in different geographies (different cities) with different partnerships in each. Should we submit multiple applications based on the unique partnerships in each area or just one application with many partners, some of whom will not work/relate to each other (i.e. different school districts)?

Each proposal for a Place-Based partnership must be submitted separately.

Eligibility and Contracting Specifics

Can you confirm that in a Place-Based partnership, the coordinating agency has no responsibility/accountability for the fiscal, auditing or monitoring of the individual partners?  Will SOWA contract with each agency directly?  That means that if agency A is the coordinating agency, agency A has a contract for its requested budget (if fully funded), agency B has its contract, agency C has its contract and so on?  A single Place-Based partnership with five partner agencies represents five separate contracts for SOWA.  Is that what I understand?

That is correct.  The coordinating organization is not responsible for the fiscal, auditing or monitoring of individual partners.  SOWA will contract with each organization in the Place-Based partnerships.

We primarily serve ages 13-19 currently.  Are high-school-age youth not eligible for this funding?  Will there be a RFP coming out that targets high-school-age youth?

This funding is directed toward elementary- and middle-school-age children and youth.  High-school-age youth are not eligible for this funding.  SOWA will not be releasing an RFP focused on high-school-age youth.  King County has recently made its first round of Youth Development investments, which did encompass programs serving high-school-age youth. 

Will SOWA contract with multiple organizations?

Yes. SOWA will develop contracts with each organization awarded funding as part of a Place-Based partnership, and with each POC-Led organization awarded funding. We expect to fund many organizations through many Place-Based partnerships, and expect to fund many POC-Led organizations, serving many communities, to assure that we are reaching additional children and youth across King County with high-quality OST programs.

Are there restrictions on the size of organizations which can apply? Can larger organizations apply?

There are no restrictions on the size of organization that can apply, provided they are able to meet the requirements for average daily attendance and dosage. Both small and large organizations are encouraged to apply.

For Place-Based, do all partners have to provide OST services or can they offer other types of services?

King County funding awarded through this OST RFP process will only support out-of-school time programs and services. Organizations participating in Place-Based partnerships must include only OST programming in budgets submitted as part of their proposals.

Funding Levels and Implementation Timing

Can Phase One organizations start program implementation earlier, for example summer instead of fall?  Can Phase Two organizations start programming later, for example spring instead of summer?

Phase One programs will be expected to start programming in fall 2018.  Phase Two organizations can be working in spring 2018 to continue and expand current programming and will be expected to reach at least the minimum dosage, and average attendance, for their summer 2018 program. 

We are a mobile education lab providing after-school programs in STEM to high poverty areas across King County. We are interested in applying for this grant in order to offer our full course program to low-income minority students. We plan to apply as a Phase One organization, with intentions to recruit students from an area with need for high-quality after-school time programs.  We would like to know if need to have recruitment of students completed and outlined in our narrative before we submit our application or can recruitment take place during the developmental phase?

Recruitment of students by Phase One organizations for OST programs that will begin serving children and youth in fall, 2018 can happen after funding is awarded. 

Please be more specific on when funding starts and what is meant by “fall” and “spring” regarding implementation timing of Phase One and Phase Two programs.

Funding will be awarded to successful applicants in January 2018.

Phase One programs will work with SOWA for approximately nine months to prepare for implementation in fall, 2018. We define “fall” as the beginning of the 2018 school year, or no later than September 17, 2018.

Phase Two programs will work with SOWA for approximately three months to prepare for implementation in spring, 2018. We define “spring” as after school districts’ 2018 spring breaks, or no later than April 23, 2018.

Can we apply for BSK funds to support existing programs?

Yes.

If awarded, how are funds dispersed?

Grant payments will be made in advance (not cost reimbursement) semi-annually, and will coincide with a requirement for a program and/or financial report.

The Mapping Tool and the Landscape Scan

Please clarify what information is provided in the mapping tool.

Data in the mapping tool assists SOWA and out-of-school time providers in understanding the geography of poverty, and access to OST programs across King County. Data is displayed at three major levels: school district, census tract, and program/site. Programs may use the layering tool within the map to apply multiple filters to better understand specific geographies including poverty, demographics and program availability.

Where do Des Moines and White Center fall as they aren’t called out?

They are on the map. Not every community and neighborhood is labeled.

Does the mapping tool provide the names of each site? For instance, is every school named?

Currently, no.

Do the dots on the mapping tool represent all programs or just OST programs?

The dots represent OST programs.

If we know of a program that is not listed on the map, can we share that information with you?

Yes, please let us know what’s missing.

To strengthen our proposal, should I take a screenshot of the map on the mapping tool?

The mapping tool allows you to make printable PDFs. Although you may include a map in your proposal, it is not required. If you do include a map, it will not count as part of the five-page limit.

Will the mapping tool be available after this and updated?

The mapping tool will continue to be publicly available even after proposals are due. We recognize that while informative, it is incomplete given the data sets available. The mapping tool will not be updated prior to the proposal due date, but we intend to update it as we have data and the funding and staff capacity to do so.

What are the data sources for the mapping tool?

The Office of Superintendent of Public Instruction Report Card - Washington State, Puget Sound Regional Council - Education Opportunity Mapping, U.S. Census, American Community Survey and King County GIS Center.

What are the data sources for the landscape scan?

Data sources are detailed in the landscape scan document, they include the Washington Youth Program Registry.

What is the purpose of the Registry, and what information does it gather?

The Registry gathers comprehensive information about OST programs, and the demographics of the children and youth they serve, in order to develop a robust data source that supports OST programming and funding in King County and across Washington. Information from the Registry informed the landscape scan. We encourage all organizations to fill out the Youth Program Registry which is linked from SOWA’s website. All successful applicants will be required to complete a full organizational profile in the Registry.

Discussing Community Need, and Describing Neighborhoods and School Communities

If three elementary schools are within two miles of each other and they all currently do not have afterschool programming, if we bring in a fee-for-service provider to all three schools, could BSK funds be used to offset costs and therefore serve more kids at each location?

Partnering with a fee-for-service provider that charges low-cost tuition is allowable.  We would expect the BSK investments to be used to provide scholarships and access to children and youth with highest need. 

What exactly is the diverse populations focus? Is this just for youth of color? We serve disabled youth and under 50% of them are POC. Would we be disqualified from funding because of that?

No. Children and youth with disabilities are considered a high-need population for BSK investments along with children and youth of color, refugee and immigrant children and youth, children and youth in foster care, and LGBTQ children and youth.

What defines a community? By school?

Place-Based partnerships should describe the neighborhood and/or school community they plan to serve. Applicants are encouraged to use their own data, as well as the mapping tool in the landscape scan to support their descriptions of need for quality OST programs

Based on the mapping tool, are you saying we should steer away from a school or site that already has programming happening?

Not necessarily. Place-Based partnerships considering serving a neighborhood or school community with existing programming should articulate the rationale for focusing there.

For Place-Based programs, can there be service offerings at multiple locations or how narrow does the radius have to be? For instance, can we offer services at three schools in a similar geographic area?

We ask that applicants explain their rationale behind multiple locations, and how their overall project will support a neighborhood or school community, within a geography they define. When offering services at multiple locations, the program must further a sense of neighborhood/community cohesiveness, among the schools involved and the children and youth served.

Can you define the place-based radius?

We are not defining a radius for Place-Based partnerships. We understand that there will be some geographies and neighborhood or school communities that will logically require multiple locations for programming. However, the minimum dosage requirements must be met for the full minimum average daily attendance regardless of the number of program locations.

Partnerships

One of the partners we would like to work with does not provide programming directly but would provide case management for our proposed program along with deep connections with the schools and other organizations where programming could take place.  If that organization is integral to the proposed programming but isn't the host or a direct provider would that partnership still be considered for our proposal?

The goal of the Place-Based partnership is for multiple organizations to work together to provide OST programming to children and youth.  In this case, the organization may function as a sub-contractor supporting OST programming.  However, at least one additional partner – perhaps a school – must be included within the partnership, and must provide programming. 

There is a community organization on Vashon that we want to partner with that is not a 501(c)3 but is affiliated with the local Methodist church.  Can we partner with them?  If so, does the church write the partnership letter or do they?  They use the church space and their funding is passed through the church but they do not promote any faith based or religious programming. 

The church would need to serve as their fiscal agent in order for them to receive funding, and both the organization and the church should sign the letter. 

We want to apply as a Phase Two organization.  We will be able to implement our share of the programming by spring of 2018.  However, the school we are partnering with and the community organization we are partnering with will not be able to implement their programs until spring and summer respectively.  Is that ok? 

Yes.  It is not necessary for all partners to provide programming at the same time. 

We intend to include a letter demonstrating partnership with the schools with which we are working. Because we will be working with multiple schools within the same district (elementary and middle school levels), do we need to provide individual letters from each school, or will a letter from the district demonstrating support for the partnership work?

If individual schools are going to function as partners in your Place-Based partnership, then the principal a leader from each building should sign the Intent to Partner letter, which should be included with your proposal.  There is a link to the template on the SOWA BSK webpage.  If you are not actually partnering directly with the schools, but rather wanting to assure that they are aware of and in support of your program, than you do not need to submit a letter as part of your proposal.  If you are funded, we will require a letter confirming schools’ endorsement of the partnership, which would need to list the schools involved, but which could come from the district central office. 

In our project, we have two primary partners who will deliver and coordinate the majority of programming, and will likely subcontract with both for-profit and smaller 501(c)(3) organizations? Can we include 501(c)(3) organizations as sub-contractors rather than as partners?

Yes.

Can SOWA describe the decision you made to write contracts directly with each partner, rather than having a lead applicant manage those contracts as is more customary? What was the reasoning for this?

Many of the participants in the community convenings expressed a preference for contracting directly with SOWA.  Other issues considered include the desire to focus the Place-Based partnerships on the development and delivery of high-quality OST programming in under-served neighborhoods and school communities, and the concern that some coordinating organizations may not have the interest in playing a fiscal or monitoring role.  SOWA and King County will be working together with each funded organization to develop performance monitoring plans, so we believe that having SOWA contract directly and manage the performance monitoring, fiscal and auditing functions makes sense.

Can you clarify the difference between sub-contracts that will be managed by one of the partners and partners with which SOWA will write contracts? Are there guidelines for how we should decide on how to characterize these relationships?

SOWA will contract with partners within a Place-Based partnership which are directly providing OST programming to children and youth, and which are working with the other Place-Based partners to determine the neighborhood and/or school community which will be the focus geography, and the programming that will be provided to children and youth.  These partners would also participate in the quality supports either directly, or as part of the partnership’s focus on shared learning and uptake of quality practices.  There are not firm guidelines on how to determine which organizations should be primary partners, and which may be engaged as subcontractors.  Your rationale for these decisions should be included in your proposal narrative.

Can two POC-Led organizations partner in a POC-Led application, rather than in a Place-Based application?

Yes.

Can a POC-Led organization sub-contract with a non-POC-Led organization as a sub-contractor?

Yes.

Can a POC-Led organization use a fiscal agent which is not a POC-Led organization for fiscal management/501(c)(3) status?

Yes.

If a Place-Based partnership had programming running simultaneously at different locations, by different partner organizations, serving different youth within a school district, collectively could attendance at these locations add up to the 50-100 youth served daily?

No.  The goal is for the partners to work together to collectively provide high-quality OST programming.  The expectation is also that there will be a continuous level of engagement for the young people and that all of the engaged youth will be able to participate in all program offerings.

We are considering applying for a Place-Based program grant but would need to develop summer programming or partner with a local organization which does summer programming.  In your work sharing information about the grant, have you come across any organizations doing summer programming who might be interested in partnering with us?

SOWA won't be doing any matchmaking directly.  However, two resources developed by Youth Development Executives of King County (YDEKC) are available to help organizations develop partnerships.  They are available online through the BSK webpage on the SOWA website.  In addition, YDEKC will be offering four Program Design Workshops--Linking Activities to Outcomes, which partners, or potential partners, may choose to attend together to better determine whether and how to develop a strong Place-Based or POC-Led proposal.  The list of attendees from each of the RFP information sessions is also available on the BSK webpage, should organizations wish to connect with potential partners.  

If a partner is not requesting funding through this RFP, but is providing services, how will they be held responsible for their outcomes?  Will SOWA "contract" with them even though they are not receiving funds?  If they are not requesting funds, are they still required to be included in the budget template?

SOWA will contract with all organizations that are providing services to children and youth.  This includes organizations which are considered partners within Place-Based and POC-Led proposals, even those that are not requesting funds.  Proposal partners that are not requesting funds do not need to submit a budget template, but their role in the partnership must be described in the proposal narrative.  

One of our partners would be involved in the higher-level planning and embedding of the project in the community it will sit in, but they won’t be involved in the direct delivery to young people. They don’t need a budget for their role. Do they still count as partner in the RFP terms of partner?

No, they are not considered a partner in the same way as organizations that receive funding and provide direct service to children and youth.  However, they should be discussed briefly in the proposal as part of a complete description of the proposed OST program. 

We have a delivery partner who is already funded (not by King County) for their work and partnership with us. We would like to allocate some of their delivery time to this program rather than elsewhere in our organization. There would be no BSK grant cost to this. Do they still count as partner in the RFP terms of partner?  If so, do they need a separate budget tab with their ‘other grant’ income and expenditure equaling each other – or is there no need to do this?

Programs that provide services to children and youth are considered partners, and should be discussed as partners in the proposal.  However, partners that do not require BSK funding, do not need to submit a budget. 

Are there limitations as to who can partner, specifically as it relates to religious organizations or charter schools?

All not-for-profit organizations, including community-based organizations, tribes and tribal organizations, schools and school districts, and public or governmental agencies serving communities in King County are eligible to apply. Religious/faith-based organizations will not be funded for any programs that advance any religion or faith-based doctrine. Charter schools are public schools and all public schools are encouraged to participate in Place-Based partnerships serving elementary and/or middle school-aged children and youth.

Our organization has a unique partnership with a local municipality. Which organization should be the primary partner? Can a government entity serve as the primary partner?

The partnering organizations must determine among themselves which organization is best suited to serve as the coordinating organization. Please consider both the organization’s capacity and interest in coordinating the other partners, as well as their availability and time.

Can POC-Led organizations submitting proposals for the POC-Led model also be involved in Place-Based partnerships?

Yes. However, POC-Led organizations participating as part of a Place-Based partnership must be proposing to serve a different cohort of children and youth than those they are proposing to serve through their POC-Led proposal.

Will organizations that receive funding through the BSK Youth Development opportunity be prohibited from applying for or receiving funding through this BSK OST funding opportunity.

No, although they must serve a different cohort of youth than those served through a BSK Youth Development grant.

Can external evaluators be considered primary partners?

Only if they are providing direct service to youth.

Is funding divided among partner organizations in Place-Based partnerships?

Yes. The partner organizations will determine how funds should be allocated across partners based on how much of the OST programming each partner will provide, and the scope of the responsibilities that will be assumed by the coordinating organization.

What does funding allocation across the collaborative look like for the Place-Based model? Does this happen equally?

Some organizations within a partnership may require more funding than another, based on the scope and scale of their work.

Is it still an expectation that schools are partners in Place-Based partnerships?

Schools can be partners but it is not a requirement. If schools are not one of the primary partners in Place-Based partnerships, applicants must describe their connections to their neighborhood schools in their proposal narratives. Successful applicants will be asked to obtain letters confirming schools’ endorsements.

Is “school” as described in the RFP considered an individual school or a school district? Additionally, if the former, would an elementary school, middle school and high school that each support the program be considered three different partners?

Each individual school may be considered a partner. Each partner must provide programming. Because this funding is focused on elementary and middle school children and youth, please explain fully how a high school would function as a partner.

Will there be a special rating for Place-Based partnerships which have more than two partners? The RFP states that there is a strong preference for three or more.

There is not a special rating, but reviewers will understand the preference for three or more. Regardless of the number of partners, we will be looking for evidence of strong and compelling partnerships.

Does YDEKC’s Partnership Ecosystem Tool imply that a partner must be a school?

The YDEKC documents linked on the SOWA website are intended as resources and tools. A school can be a partner, but it is not required. Potential partners could include libraries, housing facilities, community centers, and/or community-based organizations.

Who from the Place-Based partnership has to participate in quality support initiatives? Does everyone?

SOWA encourages representatives from all organizations within a Place-Based partnership to participate in quality support initiatives. However, at a minimum, a representative from the coordinating organization and at least one of the partner organizations must participate. The goal is to ensure that information is brought back to the collaborative to support shared learning and uptake of quality practices.

If a partner organization is under performing in a Place-Based partnership, will the coordinating organization be held responsible?

No. SOWA will be contract directly with each organization in a Place-Based partnership.

How extensively do we need to talk about partnership when applying as a POC-Led organization?

Partnerships are not a requirement for POC-Led proposals, however they are welcomed and if your organization has chosen to partner, please describe the partnership(s) in your proposal.

For POC-Led, must the organization have one partner or can they apply as a single organization?

There is no partnership requirement for POC-Led organizations, although POC-Led organizations are welcome to partner in this model. The funding and contractual relationship will be with the POC-Led organization that is the applicant.

If two POC-Led organizations want to partner will this be a POC-Led model or a Place-Based model?

This would be determined by the two POC-Led organizations, based in large part on the communities and geographies they wish to serve. POC-Led programs are intended to serve children and youth of color, within communities of color. These communities may extend into multiple geographies within King County. Place-Based partnerships are intended to focus on a neighborhood or school community that has some geographic definition.

If a POC-Led organization partners, will the partner also be expected to submit demographics?

If a POC-Led organization partners with other organizations on a POC-Led proposal, the POC-Led organization should include information on the demographics of children and youth served by its partner(s) and describe how the partnership will strengthen the OST program provided to children and youth of color.

Clarification on Dosage and Other Implementation Requirements

As a program that serves children with disabilities and their typically developing peers, we would like to apply but feel that the requirement of serving 50 students/day is unattainable and could be a barrier for us and other providers due to facility size, transportation, and adequate staffing.

Please articulate in the proposal the barriers that you face around meeting daily attendance requirements.  This will be taken into consideration during review.  We will however hold organizations to the dosage requirements detailed in the RFP.  This funding can be used as a way to expand programming, for instance, by adding a day.  The expectation is also that there will be a continuous level of engagement for the young people and that all of the engaged youth will be able to participate in all program offerings.  Partnerships could help achieve this.

We have one partner lined up, and want to apply under the Partnership category, but we are more geographically spread.  Our model may better fit in your framework under the POC-Led category, however the $100K limit would not be enough to fund the program, with the levels of support needed for children and youth with disabilities. Can we apply under the Partnership category, but with geographically dispersed program delivery?

Applicants should make the case in their proposals for how and why they have defined the neighborhood or school community they wish to serve.  A more extended geography may be required in this instance.

I have a question about POC funding.  The RFP says summer programming is optional.  If I am an organization that specializes in summer programs could I apply to ONLY do summer programming (20 youth -4 weeks - 5 days a week -6 hours a day?) Would the summer ALONE satisfy the grant requirements? Or Would I have to also serve youth or partner with someone who serves youth during the school year too?

POC-Led programs must provide programming during the school year.  POC-Led organizations may also apply to provide summer programming, so in that way, summer programming is optional.  We will not accept proposals for summer programming only.  So, if your organization only provides summer programming, than yes, you would need to partner with another organization – that also meets the criteria for a POC-Led organization – which would provide the afterschool programming during the school year. 

If a POC-Led org chooses to provide services during the summer, do all 6 hours need to be provided by the POC-Led organization, or can the POC-Led organization partner with others to provide that 6 hours a day programming? 

The POC-Led organization may partner with another organization to provide some of the summer programming.

For POC-Led organizations, can we apply for our entire program, or do we need to hone in on a specific geography to ensure the same students are accessing the program every day of the week?  We are hoping to request funding for ongoing programming, as well as new classes.

Programming may be offered in one location, or in multiple locations, but we will hold firm on the dosage requirement.  The expectation for this funding is that it will support a continuous level of engagement for children and youth, and that all of the young people engaged will be able to participate in all programming offerings.

Can programs be offered on the weekends instead of afterschool on school days?  Or can hours be averaged within a school week?

OST programs must be provided after school.  Organizations proposing to meet dosage hours on weekends, or to consolidate hours on fewer days will not be funded.  The expectation is that children and youth will have steady access to high quality afterschool programs.  Please review Section IV (D and E) for full detail on the dosage and attendance requirements.  

If an organization doesn’t exactly meet the dosage requirements is there still an opportunity to get funding? How can they present a good proposal?

Programs must meet the dosage requirements to be eligible for funding.

How strict will you be on dosage requirements? We offer programming three times per week at middle schools but because of the new bell schedules may have difficulty meeting requirement.

We will hold organizations to the dosage requirements detailed in the RFP. This funding can be used as a way to expand programming, for instance, by adding a day. The expectation is also that there will be a continuous level of engagement for the young people and that all of the engaged youth will be able to participate in all program offerings. Partnerships could help achieve this.

Do the same 50-150 kids need to be in program every day?

We understand that there are fluctuations in attendance and participation. However, the expectation is that there will be a continuous level of engagement for the same group young people and that the design of the programming will be such that all of the engaged children and youth will be able to participate in all program offerings.

We work with transitional youth who don’t stay in programming for long. Would this disqualify us?

Discuss the barriers to providing continuous engagement of the same young people in your proposal, and describe the type of programming that would be most likely to provide transitional youth with continuous support.

How can we meet the average daily attendance on Vashon when there aren’t enough kids? We can meet the number of hours but not the number of youth served. Does this disqualify us?

Please articulate in the proposal the barriers that you face around meeting daily attendance requirements. This will be taken into consideration during review.

For POC-Led, does the programming need to be in one place or can it be spread out?

Programming may be offered in one location, or in multiple locations. However, the programming must meet the average daily attendance requirements of at least 20 children and youth, and it is expected that the same group of children and youth are served, although they may be served at different locations.

For Place-Based, does every partner have to serve same students? And does every student need that dosage of programming?

The program design should be such that every youth in program can have access to the full dosage of programming. We understand there may be barriers when working with some high need populations and ask that you discuss the barriers to meeting the dosage requirement in your narrative.

Currently we are offering programming four days/week, not five. Can we use this funding to expand programming to cover a fifth day during the summer?

Yes, these funds can be used to support program expansion.

We serve 100 youth/day during the school year but only 60 youth/day during the summer, is this okay?

Yes, as long as you are meeting the minimum requirement of 50 per day.

Does every partner in a Place-Based partnership have to provide programming in the summer?

No, not as long as collectively the dosage requirements are met. You may even have one partner cover all of the summer programming. That’s an option.

Do all Place-Based partnership proposals have to be in Phase Two?

No. Place-Based partnerships may apply as Phase One or Phase Two. The partners should make that decision collectively.

Can we just serve elementary or middle school? Do we have to serve both?

You can serve either or both.

Do programs need to be licensed?

No.

Evaluation

How do organizations show that they are meeting indicators? For instance, will we need to submit grades to ensure academic improvement?

SOWA will not be asking for academic data, although you are welcome to collect and report on it. The list of BSK indicators on page three of the RFP is a compilation of the indicators King County and its partners expect to impact through its investments in programs for 5 to 24-year-olds. You should call out in your proposal narrative, which of the indicators you believe your program will influence.

How will outcomes and measures be defined?

Organizations receiving funding from Best Starts for Kids will be asked to participate in data collection and reporting activities to support evaluation and learning. After funding decisions are made, BSK evaluation staff, and SOWA staff, will work collaboratively with grantees to identify mutually agreed upon performance monitoring evaluation goals.

Will you provide standard tools to evaluate the program, once it is implemented?

All funded organizations will be required to complete the program quality assessment annually. In addition, organizations will work with BSK evaluation staff, and SOWA staff, to identify mutually agreed upon performance monitoring and evaluation goals, and the data collection required to meet them.

Budgets

What is the contract end date?

Contracts will be written for three years, with the understanding that the third-year funding will not be allocated until the King County Council approves the next biennial budget.  So contracts could extend as long as December 31, 2021.

How does the Coordinating Partner denote on the budget worksheet those expenses/costs that are “coordinating” separate from the Coordinating Partner’s expenses/costs that are direct OST services or directly in support of the OST services the Coordinating Partner is providing to children and youth?  Understanding that the 15% max only applies to coordinating function(s) and yet the Coordinating Partner will have costs for the actual direct programming. 

There is a tab in the budget template for the coordinating organization.  Please be sure that the coordinating organization in your partnership completes that tab.  Expenses related to direct programming, and those related to partnership coordination, should both be included in the budget worksheet designated for the coordination organization, and should be described briefly (and noted as a coordinating expense where appropriate), in the budget detail fields.

Is the fiscal year for the grant a calendar year?  Meaning that year one would be 2018, year two – 2019 and year three – 2020?  If so, can year three funding be stretched into the spring of 2021 so we aren’t just doing a half school year program?

Yes, the fiscal year is the calendar year.  Yes, programs may carryover funding into spring 2021 if they choose.  Please note, that funding for the third year will not be assured until King County Council passes the next biennial budget.

How much indirect cost is allowed?

SOWA has not set an indirect percentage. Organizations requesting indirect costs should explain how they established their indirect rate.

What if the yearly budgeted amount is slightly below the grant minimum for POC-led organizations? (for example, if the annual project budget is $52K)

Organizations may submit proposals for under the grant minimum, however we urge organizations to develop budgets that support livable wages for OST staff and adequate resource investments to assure high quality OST programs.

For evaluation, is it okay if the coordinating organization doesn’t have 10% allocated but partners do?

Yes, as long as there is some intentional focus on evaluation in the partnership. Up to 10% can be allocated, organizations don’t need to allocate a full 10%.

Do you anticipate making full awards or will there be a chance that grantees get a partial award?

We have the option to do either. Final funding decisions will be made collaboratively by SOWA and King County, guided by the recommendations of the review committees.

For Place-Based partnerships, does each partnering organization submit a budget?

Yes, each organization must submit a budget, using the budget template, as part of the collective application. SOWA will be contracting directly with each partner.

Within a Place-Based partnership, must all partners be funded through BSK or are they still considered partners if they provide key elements of the proposed program, but do not need/want BSK funding? For example, they may have other funding to support their work on this project.

Partners within Place-Based partnership proposals are welcome to include both organizations that are requesting funds through the OST RFP, and those that are not.

Are the quality supports funded separately?

Quality supports are funded through King County’s contract with SOWA. Organizations do not need to include the cost of quality supports in their budgets.

What expenses can go into “coordinating expense”? And where should they be listed?

Partner organizations submitting Place-Based partnership proposals should determine what functions and supports will be required for the partnership to work together to effectively provide high quality OST programs. The coordinating organization should include them in their budgets, using the budget template and the tab for “primary or coordinating organizations”. Those expenses should fall into the appropriate categories (i.e. personnel, etc) and be noted as a coordination expense in the details.

How does SOWA plan to compensate coordinating organizations for the expenses incurred for fiscal oversight, auditing, and monitoring functions?

SOWA will contract with each partner separately. Organizations within Place-Based partnerships should include reasonable costs for the coordination of the partnership. The coordinating organization will not be providing fiscal oversight, auditing or monitoring. Those functions will be part of the contract management role assumed by SOWA.

How much funding can partnerships of three organizations request?

The funding range for Place-Based partnerships is from $100,000 to $300,000 annually, for up to three years. Regardless of the number of partner organizations, the total request for a Place-Based partnership must not exceed $300,000.

In the budget can we include staffing costs for support staff like accounting and data collection?

Yes, you may include a portion of their time as long as they would be directly supporting the program proposed.

Can applicants who have a nonprofit fiscal sponsor apply for a grant?

Yes.

If a fiscal sponsor has been granted other grants from King County, does this lower the likelihood of a fiscally sponsored grantee being awarded a new grant?

No. Decisions on funding will be based on the quality of the OST program being proposed and the applicant’s effectiveness in making the case for community need.

Can we delete the examples provided on the budget template?

Yes.

Additional Questions

With transportation being such a huge issue, is there any way a transportation organization can support multiple partnerships/applications?

Organizations may request transportation funding in their budgets. Any suggestions for transportation organizations would be welcomed.

Is there a way to encourage linkages to summer partnerships around food? How can we make sure that youth get access to free meals?

We encourage organizations to seek out partnerships for summer food programs. Potential resources for meals funding are available on the SOWA website.

Given the need, BSK funding is not enough. How do we advocate for more?

We recognize that the demand for high quality OST programs exceeds the funding available. The BSK Implementation Plan prioritizes out-of-school-time programs, along with many other services and supports, for children and youth ages 5 to 24. We expect that King County will continue to invest in OST through Best Starts for Kids, with the understanding that future funding will be based on available revenue. School’s Out Washington is also dedicated to advocating for increased funding for high quality OST programs.

Part of our programmatic work supports families and provides services to parents. Can this funding go toward supporting families and parents directly?

No. This funding supports children and youth exclusively.

Will there be a different grant opportunity for families?

Not specific to OST programs.

Can you publish a list of organizations who attended?

This is available on the BSK webpage on the SOWA website.