RFP 2701 Addendum 3 .pdf
PDF 265 KB Posted
- Solicitation number
- RFP 2701
- Issued by
- Hartford County, Connecticut
About this file
This is Addendum 3 to RFP 2701 issued by the Town of Hamden, Connecticut (Hamden Youth and Family Services) on August 6, 2026, clarifying operational requirements for an after-school program serving middle and high school students at 60 Putnam Avenue. The addendum addresses key logistical questions regarding program delivery, including facility access and amenities, participant enrollment and verification procedures, staffing requirements, and operational scope. Program space will be limited to the gymnasium and classrooms, with shared access to a kitchen and staff office space available upon request; providers must supply all furniture, equipment, technology, recreational supplies, and educational materials. The program will operate during regular school days, half-days, professional development days, school vacation days, and school holidays with hours to be determined. Residency verification and program registration will be coordinated between the selected provider and Hamden Youth and Family Services, with recruitment managed collaboratively between both parties. Maximum enrollment capacity is anticipated at 32 youth based on historical participation.
Providers must include transportation costs in their proposed budgets, as HYSB does not fund transportation from schools to the program site. Staffing ratios must maintain a 1-10 ratio with background checks required for all staff. All program expenses—including personnel salaries and fringe benefits, program supplies, meals and snacks, educational field trips, professional development, and administrative costs—are expected to be covered under the contract, with the exception of medical administration. Providers are approved to charge a monthly fee to families in addition to contract compensation. The contract requires implementation of policies covering emergency preparedness, incident reporting, behavior management, and mandated reporting, though specific program models and curricula are not mandated. Required community partnerships and collaborations are expected but not detailed in this addendum. The Coordinator of Hamden Youth and Family Services will serve as the primary point of contact for contract management and ongoing program oversight.
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Text version
August 6, 2026
Addendum #3
RFP #27-01
After School Program
Hamden, Connecticut
1. Is transportation for students from their schools to the program site at 60 Putnam Avenue funded by HYSB, or should transportation costs be included in the proposed budget?
Please include transportation in your proposed budget.
2. Would it be possible to schedule a tour of 60 Putnam Avenue prior to submitting a proposal?
We are unable to schedule a tour prior to the RFP opening.
3. What rooms and program spaces at 60 Putnam Avenue will be available for afterschool programming?
Gym and classrooms will be available.
4. Will the selected provider have access to the following amenities? If so, please specify what is available:
o Gymnasium Yes o Kitchen Shared with building staff o Computer lab/computers No o Internet/Wi-Fi N/A o Outdoor recreation space No o Storage space No o Office or meeting space for staff Yes, room can be requested through facilities
5. What furniture, equipment, technology, recreational supplies, and educational materials are currently available for the selected provider's use?
Must provide your own
6. Will the provider have dedicated use of the space, or will the facility be shared with other organizations or community groups during program hours?
Your assigned locations will be gym and classroom.
7. How will participant eligibility and Hamden residency be verified? Will HYSB manage this process, or will the selected provider be responsible? If the provider is responsible, what documentation will be accepted as proof of residency?
Residency Verification by Hamden Youth and Family Services
8. Will participant registration be managed by HYSB or by the selected provider?
Registration will be organized by organization.
9. Will HYSB coordinate participant recruitment and referrals, or is the selected provider expected to recruit and enroll participants?
Coordination between Organization and HYFS.
10. What is the maximum enrollment capacity for the program?
32 youth enrolled in the past.
11. Is the selected provider responsible for transporting students from Hamden schools to 60 Putnam Avenue? If so, are transportation costs reimbursable through the contract?
No
12. Please confirm the anticipated program calendar. Will programming operate on:
• Regular school days Yes
• Half-days Yes
• Professional development days Yes
• School vacation days Yes
• School holidays Yes
If so, what are the expected hours of operation for each? TBD
13. Are there any required program models, curricula, performance measures, or reporting requirements that the selected provider must implement?
Not required but must be presented.
14. What are HYSB's expectations regarding staffing ratios, staff qualifications, required trainings, background checks, and supervision?
1-10 Ratio, background checks required
15. What policies and procedures must the selected provider follow (e.g., emergency preparedness, incident reporting, behavior management, mandated reporting, medication administration, sign-in/sign-out procedures, etc.)?
All except Medical Administration
16. Please confirm which program expenses are expected to be covered under the contract. For example:
• Personnel salaries and fringe benefits
• Program supplies and materials
• Meals or snacks
• Transportation
• Educational field trips and enrichment experiences
• Professional development and staff training
• Administrative and indirect costs
All expected to be covered under contract.
17. Are there any restrictions on allowable expenditures or budget categories?
TBD
18. Since the selected provider is approved to charge a fee to families, how often (what frequency) can we charge the fee?
Monthly
18. Are any other youth-serving organizations currently providing afterschool programming at 60 Putnam Avenue?
19. If another provider currently operates the program, what is the anticipated transition timeline and process?
N/A
20. If multiple providers will operate at the site simultaneously, how will space, schedules, and responsibilities be coordinated?
N/A
21. Who will serve as the primary HYSB point of contact for contract management and ongoing program oversight?
Coordinator of Hamden Youth and Family Services
22. Are there any required community partnerships or collaborations expected of the selected provider?
Yes
23. Are there any historical participation data (enrollment, attendance, demographics, or outcomes) that can be shared to help inform program planning and staffing?
End of Addendum #3
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