RFP Process

New/Potential Program Provider Application process

After School Matters is searching for new Program Providers (Employee Instructors and Community-Based Organizations) interested in offering after-school and summer programs during Summer 2019, Fall 2019 and Spring 2020. These program providers will mentor and share their expertise with Chicago high school teens by delivering a wide range of program opportunities across the city in the arts, communications and leadership, sports, and STEM.

• Potential Instructors can apply to our Employee Instructor job openings for our content areas and community areas/neighborhoods at applytojob.com starting Monday, November 5.

• Community-Based Organizations can submit an Intent to Apply form (an abbreviated version of the Request for Proposal–RFP) by accessing the site: http://www.youthservices.net/asm/registration.asp and creating an online account.  All interested organizations may submit an Intent to Apply form until the portal closes on December 14.

NEW THIS YEAR!
There will be multiple opportunities to submit an Intent to Apply form:

• November
• March
• August

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Potential Employee Instructor Application Process and Timeline

 

November 5, 2018	Employee Instructor job openings posted: afterschoolmatters.applytojob.com
Wednesday, November 7, 2018 9:30-11:00 a.m.	Informational Session — Gallery 37 Center for the Arts, 66 E. Randolph St., Storefront Theater. Register here.
Monday, November 26, 2018 5-7:00 p.m. (Option 1) or Thursday, December 6, 9-11:00 a.m. (Option 2)	Technical Assistance and Program Planning Workshop (Option 1) — The Michael & Karen Lutz Center for After School Matters, 3435 N. Cicero Avenue. Register for November 26 here. Technical Assistance and Program Planning Workshop (Option 2) —  South Shore Cultural Center, 7059 S. South Chicago Avenue, Lakeview Room. Register for December 6 here.
Friday, December 14 by 5:00pm	Employee Instructor job openings closed
November – December 2018	Employee Instructor candidate applications are reviewed
November 2018 – January 2019	Employee Instructor candidates are interviewed
February 2019	Final program selections are made
Early March 2019	Employee Instructor decisions and notifications sent

 

Employee Instructor Process FY 2020
(click photo to enlarge)

Community-Based Organizations Only: How to Apply

Step 1 — Create an online account

After School Matters only accepts Intent to Apply forms submitted through the Cityspan online system, starting Monday, November 5.

• Go to: http://www.youthservices.net/asm/registration.asp to create an account.
• Download and reference the Cityspan Technical Manual to help answer questions or issues encountered while completing the online application.
• If you submitted a proposal through the Cityspan system before, you can access the site: https://www.youthservices.net/asm/index.asp with the same username and password you created previously. If you do not recall the login information, use the “Forgot your password for your RFP account?” link on the login screen.

Step 2 – Complete the Intent to Apply form in Cityspan.

• Download and reference the New Program Provider Application Guide
• Applicants must log into the online http://www.youthservices.net/asm/ to complete a full Intent to Apply form.
• If your program idea does not fit our program needs, we will keep your information on file. You may be invited to interview with our Programs Staff in the future should the need arise for your proposed content and/or community area.
• Cityspan will stop accepting Intent to Apply forms on Friday, December 14 before 5:00 p.m. CST.  After School Matters strongly recommends submitting the application in advance of the December 14 deadline to avoid last-minute technical issues or being “timed out” and the proposal being denied.

Step 3 – Attend the New Program Provider Information Session on Wednesday, November 7.

• After School Matters will be conducting an Information Session to provide proposal guidelines and answer questions about our selection criteria.
• Click here to view the Potential/New Program Provider Information Session PowerPoint from the November 7, 2018 meeting.
• Click here (link forthcoming) for the FAQs from November 7.

Step 4 – Attend the Proposal Technical Assistance Workshop and Program Planning Workshop on Monday, November 26 from 5-7:00 p.m. or Thursday, December 6 from 9-11:00 a.m.

• Discuss your program idea with members of our Programs Team during the Proposal Technical Assistance Workshop. Learn about expectations and framework for youth program quality, youth engagement, and various program planning techniques.

• Advanced registration is required and space is limited. Register here for the workshop on November 26, or here for the workshop on December 6.

Intent to Apply process and Timeline –  Community-Based Organizations only

November 5, 2018	Intent to Apply form released in Cityspan
Wednesday, November 7, 2018 9:30-11:00 a.m.	Informational Session — Gallery 37 Center for the Arts, 66 E. Randolph St., Storefront Theater. Register here.
Monday, November 26, 2018 5-7:00 p.m. (Option 1) or Thursday, December 6, 9-11:00 a.m. (Option 2)	Technical Assistance and Program Planning Workshop (Option 1) — The Michael & Karen Lutz Center for After School Matters, 3435 N. Cicero Avenue. Register for November 26 here. Technical Assistance and Program Planning Workshop (Option 2) —  South Shore Cultural Center, 7059 S. South Chicago Avenue, Lakeview Room. Register for December 6 here.
Friday, December 14 by 5:00 p.m.	Intent to Apply form closed
November – December 2018	Intent to Apply forms are reviewed
November 2018 – January 2019	Community-Based Organization candidates are interviewed
February 2019	Final program selections are made
Early March 2019	Program decisions and notifications sent

 

Community-Based Organization Process FY 2020
(click photo to enlarge)

Tentative 2019-2020 Program Dates

Early July 2019	All Summer 2019 Programs Begin
Mid-August 2019	Summer 2019 Programs End
Late September 2019	Fall 2019 Programs Begin
Mid-December 2019	Fall 2019 Programs End
Mid-February 2020	Spring 2020 Programs Begin
Mid-May 2020	Spring 2020 Programs End

 

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Questions?

After School Matters will continue to respond to inquiries about the RFP process. Questions can be submitted via email to [email protected].

Sign up to be added to our RFP email list. Click here to submit your e-mail address using our interest form.

 

Renewal Process

The Renewal Application for Summer 2019, Fall 2019 and Spring 2020 for Current Program Providers will be released on Monday, September 10 and is due on Friday, September 28 by 5:00 p.m.

*Providers must submit ONE Renewal Application per program.*

 

Renewal vs. RFP Application

Similar to last year, Current Providers — defined as those who are providing a program with After School Matters during the current program year (Summer 2018, Fall 2018, and Spring 2019) — will submit a Renewal Application focused on deepening their ability to create quality programs and provide effective instruction. Current providers do not need to submit a proposal through the standard Request for Proposal (RFP) process, unless you would like to propose a program with a different content area or focus.

 

How to Apply

The Renewal Application will be released in Cityspan. More information, including the Renewal Application Guide with updated instructions, is available here.

Renewal decisions will be made based upon your application’s quality, completeness, and alignment with After School Matters’ priorities for serving teens.

***Programs that do not submit a renewal application by the deadline will not be renewed. ALL applications are due on Friday, September 28 by 5:00 p.m.***

 

Renewal Steps

• Review your program’s profile and consider how you will address areas for growth. (Programs that are new to After School Matters this fall will not receive a profile).

Summer 2018 program profiles will not be available until September 17, so please review your program’s most recent profile and use your Program Quality and Program Compliance scores, YPQA data, site visit forms, and your program improvement plan (if applicable) to address areas for growth in your Renewal Application responses. Additionally, please consider any discussions you may have had with your Program Specialist as you respond.

Note: Internships and Assistantships will not receive a program profile. For data points on Internships and Assistantships, please contact your Program Specialist.

• Use the Renewal Application Guide for instructions and more detailed information on the Renewal process.
• Access the Renewal Application via Cityspan. School-year and year-long program providers can access the renewal form through your Fall 2018 program record. Summer-only providers can access the renewal form through your Summer 2018 program record.
• Submit your Renewal Application by Friday, September 28, 2018 at 5:00 p.m. After School Matters strongly recommends submitting the application in advance of the September 28 deadline to avoid last-minute technical issues or being “timed out” and the proposal being denied.
• For questions about the Renewal Application process, please email [email protected]. For program-related questions or data points on Internships and Assistantships, please contact your Program Specialist. For questions about your program profile, please email the Research and Evaluation Department at [email protected].

Timeline — Renewal Process Dates

September 10, 2018	Renewal Application release in Cityspan
September 28, 2018 by 5:00 p.m.	Renewal Application due for all Current Providers
October — December 2018	Programs Staff review proposals, conduct Renewal Decision Meetings, and negotiate budgets
January — February 2019	Program selections are finalized
Late March — April 2019	Program decisions and notifications sent

 

Tentative 2019-2020 Program Schedule

Early July 2019	All Summer Programs Begin
Mid-August 2019	Summer Programs End
Late September 2019	Fall Programs Begin
Mid-December 2019	Fall Programs End
Mid-February 2020	Spring Programs Begin
Mid-May 2020	Spring Programs End