Summer Camp Scholarship Program Implementation

Volusia County, Florida is seeking a professional services contractor to implement and manage the Summer Camp Scholarship Program through RFP 25-P-30MC. The County's Community Assistance division is soliciting proposals from organizations capable of facilitating day-to-day operations for this long-standing program that provides scholarship vouchers to eligible families for summer camp attendance. Key deliverables include processing camp provider applications, managing parent/child scholarship applications, calculating income eligibility, tracking attendance, distributing vouchers, and managing provider reimbursements. The program serves approximately 850-1,250 households annually, covering 1,400-2,000 children, with camps operating during the Volusia County Schools summer break (estimated June 2 through August 8, 2025). Proposal submissions are due electronically through the County's eProcurement Portal by January 22, 2025, at 3:01 p.m., with a question submission deadline of January 8, 2025, at 11:59 p.m. Evaluation criteria include administrative cost percentage (15 points), firm and employee qualifications (30 points), similar project experience (30 points), and project approach/service deliverability (25 points).

The contract will have an initial term through October 1, 2025, with four optional one-year renewal periods contingent on mutual agreement and County Council approval. No specific set-aside designations for disadvantaged enterprises are mentioned in the documentation. The approved budget for the 2025 program is $400,000, with administrative costs strongly encouraged to remain below 15% of the total budget. Respondents must provide proof of insurance, professional licenses, financial statements, and references demonstrating experience with similar programs involving income calculations and provider management. The program may utilize state or federal emergency funds, requiring compliance with FEMA regulations and federal contract provisions. Contractors must maintain comprehensive insurance coverage, including Workers' Compensation, Commercial General Liability, Auto Liability, and Professional Liability, with specific minimum coverage amounts outlined in the insurance requirements document. Successful contractors will work under the oversight of the Children and Families Advisory Board (CFAB), which has historically recommended program requirements and will continue to be involved in program management.