Request for Proposals Extended Day/ Extended Year Initiative Consultant for Out-of-School Time Programming

Release Date: October 30, 2024

Download a pdf of the RFP HERE

To request to have a physical copy of the RFP mailed to your address, click HERE.

On behalf of the City of Philadelphia (the “City of Philadelphia” or “City”), by and through its Mayor’s Office of Education (“MOE”) and Office of Children and Families (“OCF”) and the School District of Philadelphia (“SDP”), Public Health Management Corporation (PHMC) seeks a qualified consultant to assist with planning Phase Two of the City of Philadelphia/School District of Philadelphia Extended Day/Extended Year (EDEY) program which will begin in September 2025.  

The City of Philadelphia’s Mayor’s Office of Education and Office of Children and Families, and School District have jointly launched an EDEY pilot in 25 schools for the 2024-25 school year. The initiative, a priority of Mayor Cherelle Parker, was established to support working families in need of school-based programs that better fit their hours, create safe spaces for students to spend before and after school, offer new enrichment opportunities to students who are the most underserved, and provide students exposure to experiences, career options, sports and other activities to help them identify interests and enhance their connections to school.  

Extended Day/Extended Year is part of the Mayor’s overall goal to create access to economic opportunity for all by allowing adults to fully participate in the labor force and improving student academic success through enhanced learning time, stronger engagement, and improved attendance. 

The pilot program is built on the existing infrastructure of Out-of-School Time (OST) programs offered through the Office of Children and Families and the School District. It expands and deepens school-based services within selected schools by offering free, voluntary programming from 7:30 am to 6:00 pm through 5 day per week before and after school programs, winter and spring break coverage, specialized enrichment, and six weeks of summer programming through the OST/School District Summer Achievers program.   

The City and School District are seeking assistance to plan the next phases of the EDEY initiative, which may include modifications to the original program design. The project includes two components, Strategic Planning and Community Engagement.  

Successful applicants will have experience leading teams of executives through strategic planning, a track record of experience in education program development, and success in leading community engagement activities. Vendors may partner with, or subcontract to other vendors. The total funding available for this body of work is $300,000. 

Download a PDF of the full RFP HERE.

Sections 

> Applicant Eligibility

> Key Dates

> Optional Bidders Conference (via Zoom - Registration Required) 

> Application Process 

> Application Materials 

> Online Resources and Links

 

RFP Applicant Eligibility

A. Eligible applicants must meet the following qualifications: 

  • May be a non-profit 501(c)(3) or a for-profit organization 
  • Have at least 5 years of experience in out-of-school time/ extended learning time programs, policy and/or evaluation. 
  • Be able to lead strategic program planning with public, private, philanthropic and nonprofit leaders.
  • Have demonstrated capacity to complete stakeholder engagement activities with multiple and diverse constituencies. 
  • Be able to collect and analyze large data sets.
  • Have completed one or more evaluations of large-scale public programs. 

Preferred criteria: 

  • Minority-owned, women-owned, and LGBTQ-owned businesses
  • Experience working in an urban environment 

B. Staffing requirements: 

  • Resumes should be submitted for all staff and sub-contractors
  • Work can be completed any time of day. Strategic plan and stakeholder engagement should be conducted on site. Work may occur off site and meetings may be held virtually. 

 C. Fiscal requirements: 

  • Demonstrated fiscal capacity to undertake the proposed project within the required project timeline
  • Demonstrated fiscal capacity to undertake the project within the identified contracting and fee structure.
  • Proof of Insurance that complies with City of Philadelphia and PHMC requirements (refer to appendices) 

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Key Dates

Activity

Date

RFP release

Wednesday, October 30, 2024

Optional Bidder's Conference

Thursday, November 7, 2024, 2:00 p.m.

Proposals Due

Friday, November 22, 2024, 5:00 p.m.

Award Notification Target Date

Thursday, December 5, 2024

Start of Project Activities

Monday, December 9, 2024

Completion of Project Activities

Monday, June 30, 2025

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Optional Virtual Bidder's Conference

Thursday, November 7th, 2:00 p.m.

  • An Optional Bidder's Conference was conducted on Thursday, November 7th @ 2:00 p.m. 
  • A recording of the Bidder's Conference was posted on Monday, November 11th and is available HERE.
  • You can view the Bidder's Conference Provider slides HERE .
  • Questions submitted during the Q&A during the conference have been compiled and answered HERE.

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Application Process

Submissions must be made via the web-based application, found at https://outofschooltimerfp.secure-platform.com by 5 p.m. on Friday November 22, 2024.  No late submissions will be accepted.  The web-based application will prohibit proposal submission after the deadline.  

PHMC strongly recommends that applicants submit well in advance of the deadline. PHMC also recommends that applicants begin their submission as early in the application period as possible – applicants can save their work and return at a later date.  Please expect the system to operate more slowly closer to the submission deadline, as more users will be logged in simultaneously. 

 The online submission process will include: 

  • All applications must be submitted via https://outofschooltimerfp.secure-platform.com 
  • Follow the prompts to register and create a login on the site. Register by clicking either “My Account” at the top of the page, or by selecting “Start Application.” You’ll be automatically redirected to enter your information to create a new account.
  • Organizations may have multiple user logins. Collaboration on applications is available by selecting “Manage Collaborators” after initiating the application. Only one user may be editing an application at any given time. Only “Primary Collaborators” can finalize and submit applications.
  • Once the applicant organization account is established and user is able to log in, the application process can be started.   

 The application contains: 

  • Fillable Items
  • Narrative Items
  • Items for Uploading 

Required Documents

Applicants will be required to submit the following with their applications:

  • Organization’s IRS form W-9
  • Most recent audited financial statement and management letter
  • List of current board members (if applicable)
  • Tax identification letter (501c3 letter) from the IRS (if applicable)
  • Minority, Women, Disabled Owned Business Enterprise Certificate (MWDSBE), if applicable
  • Organizational Chart 
  • City of Philadelphia Tax & Regulator Status and Clearance Statement for Applicants (example in the Appendices)
  • 3 Professional References
  • Previous Project Deliverable as Example of Work (or to show demonstrated ability to complete this type of work) 
  • A resume will be required for each staff member included in the application

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Application Materials

Download and review the full RFP document HERE.

Download documents from the Appendices through the following links:

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Online Resources and Links

City of Philadelphia

State and Federal Resources

 

Click HERE to view the list of awardees for the FY24 Summer Only Arts & Culture RFP for Out of School Time Programming.

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