2023 School-Age Child and Youth Development RFP

Purpose

This RFP seeks proposals that will, together, address the City of Madison’s goal to provide a continuum of quality elementary school-age care and programs that support positive youth development for middle and high school aged youth during out-of-school time is available for low-income and children and youth, especially those of color.

This application process is intended for organizations who have contracts managed by CDD in 2023 for School-Age Child and Youth Development programs; or are new to City of Madison funding for School-Age Child and Youth Development Programs

The School-Age Child and Youth funding process for contracts beginning January 2024 is open to organizations who wish to apply for City funding for Elementary, Middle, and/or High School-Age child and youth development programming.

City of Madison School-Age Child and Youth Development Service Continuum

Multi-activity afterschool and summer programs serving elementary, middle and high school age children and youth.
Topic, skill or population focused small group programs such as leadership, culturally focused, affinity groups (i.e. race/ethnic specific, gender specific, LGBTQIA+), STEM or life/independent living readiness programs serving elementary, middle and high school age children and youth.
Late-evening programs on weekends during the school year and/or on various nights in the summer serving large groups of high school and middle school age youth. Late-evening programs on weekends during the school year and/or on various nights in the summer serving large groups of high school and middle school age youth.
- Program design should prioritize intentional time/space for unstructured leisure/social time but may also include structured activities.

Review RFP Guidelines
Please read the Guidelines carefully before completing your application, and pay close attention to key dates included in the timeline.
Attend a Workshop
Applicants are required to attend an RFP workshop, or schedule a conversation with City staff Yolanda Shelton-Morris orMary O’Donnell about their proposals by April 27, 2023, at 4:30 pm to be eligible to apply.

Both workshops will cover the same content, so it is only necessary to attend one.
- Wednesday, April 19 at 10:00 am. Register for this workshop
- Thursday, April 20 at 1:00 pm. Register for this workshop
- Slides from the workshop
- Frequently Asked Questions
Submit Letter of Intent
Applicants wishing to be considered for funding through this RFP process must submit a Letter of Intent form by Thursday, April 27, 2023, 4:30 PM CST, to CDDapplications@cityofmadison.com.
Letter of Intent Form
Review Timeline
Please keep thes important dates in mind when preparing to submit your application.
- Release of the RFP: April 5, 2023
- Letter of Intent to Apply Due: April 27, 2023
- Application Workshop: April 19, 2023, 10:00 am - 12:00 pm
- Application Workshop: April 20, 2023, 1:00 - 3:00 pm
- Deadline for Submission of Proposals: May 15, 2023 at 4:30 pm CDT
- Applicant Presentations to the Community Services Committee: May 31 and June 7, 2023
- Community Services Committee Finalizes Funding Recommendations: June 14, 2023
- Introduced to Common Council (By Title Only): June 20, 2023
- Finance Committee Action: June 26, 2023
- Common Council Final Action: July 11, 2023
- Anticipated Contract Start Date: January 1, 2024
These dates are for planning purposes. They represent the City's desired timeline for implementing this process. All dates are tentative, non-binding, and subject to change, with notice.
Fill Out the Application
Application Instructions
- Application Part 1 – Organization Narrative
- Application Part 2 – Program Narrative(s)
- Application Part 3 – Budget Workbook (updated 5/3/23)
- Fiscal Agent Form (if applicable)
Submit the Application
Applications MUST be received by 4:30 pm CDT on May 15, 2023.

Proposals must be submitted to: CDDapplications@cityofmadison.com

All proposals must be submitted electronically.

Please include only the required submittals specified below:
- One Application Part 1 – Organization Narrative form
- One (or more) Application Part 2 – Program Narrative Application forms(s) for each program requesting funding.
- One Budget Workbook which includes all organization and program information.
- Letters of Commitment/MOUs – Agencies that identify key partnerships in their application must provide written documentation of agreement/commitment from each listed partner.
- Fiscal Agent Form -- Complete the form if applicable
Applications time stamped received after 4:30 pm will not be considered, No exceptions!

You will receive a confirmation email once you have submitted your application(s). These email notifications are not auto generated so allow some time for a person to receive and process your application. If you do not receive a notification within 2 hours, it means that your application did not get delivered.
Submitted Applications
The following applications will be considered for School-Age Child and Youth Development program funding:
If you need assistance with this proposal or are unclear about how to respond to any questions, please contact Yolanda Shelton-Morris, yshelton-morris@cityofmadison.com or Mary O’Donnell, modonnell@cityofmadison.com.

Community Development Division