6-RFP 26-20 After School Program Coordinator.docx

Montgomery County, PA RFP 26-20 for After School Program Coordinator

Request for Proposal (RFP): 26-20 Office of the District Attorney After School Program Coordinator

1. Introduction and Background The Montgomery County Office of the District Attorney (DAO) is dedicated to achieving justice and protecting the safety of the community. The goal of the DAO is to keep Montgomery County safe by effectively working with the entire law enforcement community by fairly investigating and aggressively prosecuting criminal activity throughout the county. The DAO works to intensely enforce the law and, at the same time, protect the rights of crime victims. The DAO fights for justice in the courts, seeks appropriate punishment for those who commit crimes, provides complete assistance to victims of crime, and offers community-based crime prevention programs to educate the public.

The Get Out and Grind Program, established by the Montgomery County District Attorney’s Office in 2021, launched its first cohort of middle school students that summer in partnership with the Norristown Police Department. Designed to strengthen community-law enforcement relationships and engage at-risk youth through fitness and other prosocial activities, the program offers bi-monthly sessions combining physical activity, police mentorship, and social emotional learning activities. These sessions help students build confidence, develop skills, and foster positive connections with police and trusted adults. At its core, Get Out and Grind is a police mentorship initiative facilitated by the District Attorney’s Office.

The District Attorney’s Office is seeking proposals from qualified community-based providers to develop and manage the Get Out and Grind program serving students in grades 5th – 8th in Norristown, PA. The funded after school program will create a climate that supports the development of social emotional skills, incorporates positive youth development principles, and mentorship.

Award of this contract is contingent upon the District Attorney’s Office securing the required state grant funding.

2. Purpose and Objectives The purpose of Get Out and Grind is to mentor at-risk students through an after-school program facilitated by local police and wellness instructors to promote personal growth, support mental wellness, and strengthen community connections. Get Out and Grind will offer evidence-based prosocial activities for at risk youth in Norristown. This involves partnering with the Norristown Police Department, creating an after-school curriculum, recruiting 5th – 8th graders, operating the Get Out and Grind after-school program, and collecting identified metrics. Proposed curriculum can include activities such as yoga, strength training, music, art, STEAM, and strategy games.

3. Scope of Work The selected vendor will be expected to do the following:

· Participants: Enroll students in 5th – 8th grades in age-appropriate cohorts. Establish robust family communication plans for recruitment, retention, and emergency purposes.

· Clearly define how families will receive information (e.g. digital platforms, email, text, phone calls, and in-person meetings) and how often families will receive updates, reminders, and general program news.

· Outline procedures for providing information in multiple languages depending on family language preference.

· Create program evaluation based on the metrics listed below.

· Enrollment: Upon enrollment and during onboarding, families must receive program information including a concise summary of the program’s goals, schedules, attendance and behavior expectations, procedures for absences or late pickups, and health and safety protocols.

· Collect emergency contact information and contact information for designated individuals with permission to pick up students.

· Implement and maintain a student sign-in/out process for real-time attendance, student safety, accountability, and tracking.

· Families should have easy access to direct contact details for the main point person.

· Location: The program should take place within the Norristown Area School District boundaries. Reserve appropriate and consistent space for program utilization.

· Sessions: Year 1 (March 2026 – March 2027) should have a minimum of 12 sessions with 30 students. Year 2 should have a minimum of 19 sessions (March 2027 – March 2028) with 60 students across 2 sites. Year 3 should have 20 sessions (March 2028 – March 2029) with 120 students across 3 sites.

· Content: Vendor should prepare trauma-informed age-appropriate content for activities, including fitness, physical activity, and social emotional learning activities (preferably evidence-based).

· Each participant should have the chance to meet privately with a police officer during each session for the mentorship portion.

· Local leaders should be invited to participate or lead an activity.

· Behavior Management: Vendor must implement a developmentally appropriate and restorative approach to behavior management that fosters a positive and inclusive environment.

· Explicitly communicate behavioral guidelines to both children and their families at the start of program participation. Integrate restorative justice principles into disciplinary actions and conflict resolution, such as:

· Focusing on repairing harm by understanding the impact of actions, taking responsibility and mending relationships.

· Facilitating dialogue to address conflicts and collaboratively develop solutions.

· Define disciplinary procedures for situations requiring more structure intervention.

· Staffing: Staff facilitating the program must have required clearances with no criminal history – PA Child Abuse History Clearance, PA State Police Criminal Record Check and FBI Criminal History Record Check. It is suggested that all staff complete CPR/First Aid training. Staff should have education or experience in teaching children. The vendor is encouraged to maintain a 15:1 ratio, not including police.

· Police Involvement: An overtime budget is provided to support Norristown police officers participating in each session. Year 1: $6,000 for 2 officers; Year 2: $28,500 for 3 officers; Year 3: $60,000 for 4 officers. Vendor should be prepared to receive invoices from the Norristown Police Department and reimburse them from the invoices.

· Provide Healthy Snacks: Through a local partnership, students will be provided with a meal at the start of the session. The vendor should be prepared to provide a considerable to-go healthy snack for participants can take home. Vendors should outline a plan for ensuring participants receive healthy snacks.

· Contractors: Any contractor needed to fulfill the scope of this contract should not exceed a rate of $81.25/hour per state guidelines.

4. Metrics:

Vendor must agree to collect and report on the following metrics.

Participation:

· Year 1: 30 students participating in 12 sessions at one site; Year 2: 60 students participating in 19 sessions at 2 sites; Year 3: 120 students participating in 20 sessions over 3 sites.

· Achieve an average attendance rate of 50% across all scheduled sessions.

Relationship Building:

· Increase positive interactions between youth and police by hosting at least 10 mentorship sessions per site annually.

· By End of Year 3: 70% of participants will report improved trust and comfort with law enforcement (as measured through pre and post program surveys).

Wellness:

· 60% of participants report improved wellness or stress management after completing the program.

· 75% of participants demonstrate improved confidence.

Community Impact:

· Strengthen community-law enforcement partnerships by engaging at least 10 local leaders in program activities.

Program Quality & Satisfaction:

· Achieve 85% satisfaction rate among students, families, and invited speakers.

· Feedback from students, families, and staff to measure satisfaction and perceived effectiveness.

5. Budget categories

Total award: $500,000

6. Contract Term The period of this contract shall be for two (2) years, commencing with full contract execution and the issuance of a Notice to Proceed from the County. The contract may, by mutual written assent of the parties, be extended for period(s) up to three (3) additional years, or consecutive portions thereof, up to a cumulative total of five (5) years, based on the availability of grant funding.

7. Proposal Requirements Interested agencies should submit a written proposal that includes the items listed below. Each item must begin on its own, with the item name placed at the top of the page.

1. Organizational Overview:

a. Organization name, address, executive director’s name, contact name, phone number and email address.

b. Provide a brief summary of your organization, including mission, history, core programs, population served and any key accomplishments that demonstrate your agency’s capacity to successfully carry out the proposed work.

2. Scope of Work Response:

a. Suggested site(s) for the after-school program.

b. Provide a sample lesson plan and program schedule. Discuss how local leaders will be involved and process for encouraging mentorship with police.

c. Describe your program’s expectations for participant behavior and attendance.

d. Describe the types of activities your program will offer, including whether you plan to use any contractors or partner organization to support instruction. Please address the following areas:

i. Social emotional learning

ii. Parent and family involvement

iii. Police mentoring

iv. Physical activity/fitness

v. Other

e. Explain the methods your program will use to communicate with parents.

f. Summarize a plan for ensuring participants receive healthy snacks and/or meals to take home.

3. Staffing Plan & Key Personnel:

a. Describe the staffing model for the afterschool program.

b. Include organizational chart.

c. Submit staff bios and clearances for Key Personnel.

d. If staff are to be hired, include a staffing plan.

e. If contractors will be used, describe your process for screening and selecting them.

4. Timeline:

a. Provide a timeline indicating the steps required and the time needed to establish the after-school program.

5. Budget & Budget Narrative:

a. Using the budget categories listed above, provide a complete line-item budget that lists all costs associated with the proposed program.

b. Include a comprehensive budget narrative that explains and justified each line item describing how amounts were calculated.

c. Identify any contractors, their proposed rates, and the services they will provide.

6. References:

a. Provide a minimum of three (3) references with contact information from projects of similar scope, whose requirements would be analogous. Reference must include contact name, telephone number, date of engagement, and full description of engagement.

Proposal Submittal Submissions are made electronically through the Bonfire Portal.

Offeror must submit both a “Technical Proposal” (NO PRICING) and a “Cost Proposal” as separate documents as part of its Proposal package. In addition, a current W9 and completed Appendix “A” document must be uploaded.

PLEASE NOTE: If responding in Appendix “A” that exceptions are being taken to the Montgomery County Terms and Conditions, vendor must also submit these exceptions as a separate document uploaded in the “OPTIONAL Noted Exceptions to Posted Terms & Conditions” response section.

Any exceptions not provided at the time of proposal submission will not be considered at the time of contracting if the vendor is chosen for award.

Questions All questions related to this Request for Proposal are to be submitted through the Bonfire Portal.

image1.wmf image10.wmf image2.png