RFP - Summer Growth and Development Program(1)

Agency:	City of Rochester
State:	New York
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541990 - All Other Professional, Scientific, and Technical Services 611430 - Professional and Management Development Training
Posted Date:	Mar 28, 2024
Due Date:	Apr 22, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

The City of Rochester is seeking proposals from qualified Consultants to provide summer programming that targets community youth ranging in age from 12 to 15, specifically guiding the youth community with useful skills they will need when seeking a job.

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Communications

All communications by parties who wish to indicate an intent to submit or have submitted a proposal in response to this RFP ("Subrecipient"), including any questions or requests for clarifications, submission of the proposal, requests for status updates about the proposal selection process and any other inquiries whatsoever concerning this RFP shall be sent, in writing, to the following City staff person ("City Contact"):

Isaac Bliss, Manager of Youth Services
City of Rochester
Department of Recreation and Human Services
57 St. Paul Street, Rochester, NY 14604
Isaac.Bliss@CityofRochester.Gov

No contact is permitted with any other City staff member with regard to this RFP during the RFP process unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.

Timeline

Activity	Time	Date
RFP Release	3:00 PM	3/28/2024
Deadline for Questions	12:00 PM	4/11/2024
Response for Questions Submitted	5:00 PM	4/12/2024
Proposals Due	5:00 PM	4/22/2024
Sub-recipient Selection & Notification; Selections submitted to Council for Approval	12:00 PM	4/26/2024
City Council Approval of Agreement	6:30 PM	6/20/2024
Agreement Start Date		7/1/2024

The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon written notification as set forth herein.

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City of Rochester

Request for Proposals

Summer Growth and Development Program

Proposals to be received by 5:00 PM

4/22/2024

Submit Proposals to:

Isaac Bliss

Manager of Youth Services

Department of Recreation and Human Services

City of Rochester

57 St. Paul Street, Rochester, NY 14604

Isaac.Bliss@CityofRochester.Gov

City of Rochester, New York

REQUEST FOR PROPOSALS (RFP)

The City of Rochester (“City”) received a $202.1 million dollar award from the Coronavirus

State and Local Fiscal Recovery Fund established by the American Rescue Plan Act

(“ARPA”). The City engaged the community for direct input on the use of ARPA funds to

transform Rochester’s recovery from the pandemic, and used this input to develop a

blueprint for allocation of funds. The City, is seeking partnering organization(s) to carry out

summer programming that targets community youth ranging in age from 12 to 15,

specifically guiding the youth community with useful skills they will need when seeking a

job. This program will address the negative economic or public health impacts experienced

from the pandemic. These programs will also help the level of job training in the youth

community as a result of the pandemic. Selected organizations will provide participants

with age appropriate programing that emphasizes social and emotional development in the

workplace, leadership, job development, and financial literacy.

Up to $60,000 in funds have been made available by the City for this purpose, and in

insuring this RFP, the City intends to collaborate with multiple organizations that are

working collaboratively that can provide these opportunities for growth and development of

youth ages 12 to 15.

The Subrecipient must have all of the skills, experience and necessary equipment required

to perform and teach the proposed job development, and financial literacy to the youth

community as a result of the negative economic impact of the pandemic and shall have the

ability to comply with all applicable State, Local, and Federal laws, rules, and regulations

as required by the ARPA funding. Information relating to ARPA and the City’s current

ARPA spending plan can be found here: www.cityofrochester.gov/ARPA

BACKGROUND

Data shared by school districts and the City of Rochester show that student interest,

attendance, and performance in school begin to decline as students enter the 9th grade.

This decline reaches its highest point with students who are entering the 10th grade.

Reasons for this lack of interest and performance in school range from safety concerns to

poor relationships with their peers and adults and negative economic or public health

impacts from the pandemic. In addition to school related performance issues, youth

between the ages of 12 to 15 are dealing with an increase in violent crimes, conflict in

school and their communities during a time in their lives where they are the most

susceptible to outside influences. The City recognizes the issues facing youth in this

community and seek to collaborate with agencies to provide programming through curricula

that address social development, leadership, job development, financial literacy, and other

skills to address the social and emotional needs of our youth. All services and programming

will occur at City facilities. These programs will help the youth focus on life after school and

will provide a path to work corroboratively in the workplace with their peers to help offset

the negative effects from the pandemic.

As a part of this RFP process, each Subrecipient must complete an ARPA funding

application, attached as Appendix A. This funding application will be made a part of, and

considered in conjunction with, all Proposals submitted pursuant to this RFP, and serves

to provide the City with the needed information to determine eligibility of proposed uses

pursuant to ARPA. The selected Subrecipient(s) will be required to comply with the ARPA

Final Rule, Treasury’s Guidance Document, and any pertinent local, state, and federal

laws, and such compliance requirements will be identified in the final Subrecipient(s)

Professional Services Agreement. The successful Subrecipient(s) will be required to

follow any additional rules and procedures as established and implemented by the City.

Once proposals are selected and approved by Council, the City will enter into a

Professional Services Agreement or Contract agreement with the Subrecipient(s). An

example PSA contract template is attached as Appendix B; this template only serves as

an example of a City boilerplate. It is not the final agreement that the parties will execute.

TIMELINE

Activity

RFP Release

Deadline for questions

Response for questions submitted

Proposals due

Sub-recipient Selection and Notification;

selections submitted to Council for approval

Time-

3:00 P.M.

12:00 P.M.

5:00 P.M.

12:00 P.M.

Date

3/28/2024

4/11/2024

4/12/2024

4/22/2024

4/26/2024

City Council Approval of Agreement

Agreement Start Date

6:30 P.M.

6/20/2024

7/1/2024

The dates shown above may be subject to change within the City of Rochester's sole discretion

and upon written notification as set forth herein.

COMMUNICATIONS

All communications by parties who wish to indicate an intent to submit or have submitted a

proposal in response to this RFP ("Subrecipient"), including any questions or requests for

clarifications, submission of the proposal, requests for status updates about the proposal

selection process and any other inquiries whatsoever concerning this RFP shall be sent, in

writing, to the following City staff person ("City Contact"):

Isaac Bliss

Manager of Youth Services

Department of Recreation and Human Services

City of Rochester

57 St. Paul Street, Rochester, NY 14604

Isaac.Bliss@CityofRochester.Gov

No contact is permitted with any other City staff member with regard to this RFP during the

RFP process unless specifically authorized in writing. Prohibited contact may be grounds for

disqualification.

To ensure that all Subrecipients have a clear understanding of the scope and requirements of

this RFP, the City will collect written questions to the City Contact listed above. Questions and

the responses will be sent via e-mail to all Subrecipients who have provided an e-mail address

to the City Contact and will be posted on the City's web page for this RFP. The City's failure to

timely respond or provide responses to any questions shall not delay or invalidate the City's

right to make a decision to award an agreement pursuant to this RFP.

The City will make every reasonable effort to keep Subrecipients informed about the RFP

process. Notifications about Timeline date changes, amendments to the RFP and other

information about the RFP will be sent by e-mail to Subrecipients who have provided an e-mail

address to the City Contact and will be posted on the City's website for this RFP. The City's

failure to provide such information shall not delay or invalidate the City's right to make a decision

to award an agreement pursuant to this RFP.

PROPOSAL CONTENT

Per the ARPA Final Rule, the following are eligible and non-eligible entities to respond to this RFP:

Eligible: Not-for-profit organizations (501(c)(3); community-based organizations; for-profit

organizations; governmental agencies; faith-based organizations (providing non-religious

violence prevention services

Not Eligible: Individuals; faith-based organizations for religious-based services

The proposal should include the following information in the ordered specified:

A. Scope of Work: (4 pages maximum) A detailed narrative that explains the Subrecipient(s)’

approach to the project. At a minimum, the scope of work narrative should include the following:

1. The scope of work narrative should speak to how the Subrecipient(s)’ will provide

programming that fits the following schedule:

a. The City expects that this program will last four weeks operating Monday, Tuesday,

Wednesday, and Thursday from 10:00 am to 3:00 pm with four hours per day of

instructional time. This program will serve up to 40 participants. These participants will be

broken up into two equal groups of 20. Subrecipient will have two weeks (8 days) with

group A before switching and providing the same curriculum for the same duration of time

to group B

2. One or more agency may be involved in the Project and collaborate to present one proposal.

If there are more than one agency working on the Project, the roles and responsibilities of

each agency must be clearly defined as well as a lead agency identified. This lead agency

will be entering into a Professional Services Agreement or Grant Agreement with the City of

Rochester and will be responsible for all reporting requirements

3. How the Subrecipient(s)’ will engage the youth during training services or programming

4. The type of services or programming will be offered to the youth. A detailed outline of

workforce development training topics will suffice

5. Staffing patterns that are sufficient to provide instruction to 20 participants at a time. How

the Subrecipient(s) plan to ensure that the youth are receiving quality programing/training

6. The Subrecipient(s) must be willing and able to participate in all evaluation of the program,

including frequent meetings with City staff

7. Subrecipient(s) must be willing and able to comply with all reporting requirements and

expectations

B. Subrecipient(s)’ experience: (2 pages maximum) A detailed narrative that includes the

Subrecipient(s)’ related experience in the following:

1. Providing instruction to youth in social emotional development, leadership, job development,

and financial literacy to combat the negative economic and public health impacts of the

pandemic

2. Culturally competent and culturally sensitive instructors who provide program oversight

3. The resumes and experience of key staff who will work directly and indirectly with the youth

4. Demonstrated ability to track, document, and report on results

5. Data that shows the level of impact on youth who have participated in past, similar

programming and the outcomes for the youth that resulted in participating in the program

C. References: 1-3 letter(s) from organizations and/or people that can speak to the impact that the

Subrecipient(s)’ programming and/or services have made on the youth that have participated in

past, similar projects.

D. Budget and Budget Narrative: A detailed, itemized budget of no more than $22,000

demonstrating how funds will be spent to accomplish the tasks to be provided for the City in

connection with the Project, broken down into categories and specific expenses. The narrative

should include the reason for the budget item and how the cost was calculated.

1. All funds obligated by December 31, 2024 and expended on eligible activities by September

30, 2026.

E. ARPA Funding Application: The lead agency must complete the ARPA funding application,

hereto as Appendix A.

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RFP - Summer Growth and Development Program(1)

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