Arts in Correction – RFP Tutorial Video (2019)

Arts in Correction – RFP Tutorial Video (2019)


The California Arts Council—also known as
CAC— is currently seeking proposals from new and returning organizations interested
in providing arts classes for people incarcerated in California state adult correctional facilities. The CAC, in partnership with CA Department of Corrections and Rehabilitation, or CDCR, administers the Arts in Corrections Program—also referred
to as AIC. Funds for the program are awarded through
contracts with nonprofit organizations, arts related units of government or other entities. To learn more about the program visit the
CAC website at www.arts.ca.gov, hover over Initiatives, and click on Arts in Corrections
to learn more. Hi, my name is Mariana Moscoso and I am the
Arts in Corrections Interim Program Manager for the California Arts Council. With me, is Laura Littlefield, the interim
Program Analyst, and today we will be walking you through the process of submitting a Request
for Proposal, or RFP. But before we get started, I’d like to encourage
you—whether you decide to submit a proposal or not—to complete our quick five-minute
Feedback Survey. Your input will help us build a more equitable
and accessible program and help us improve the RFP document. And don’t worry, all responses to the survey
will remain anonymous and do not impact the score of your proposal. A hyperlink to the survey is on the first
page of the RFP. Now Laura will walk you through on how to
obtain your RFP packet. Now, let’s begin. Before submitting a proposal, you will need
to read the Request for Proposal, or RFP. An RFP outlines the opportunity, who’s eligible
to apply, what components are necessary in your proposal, and how proposals will be reviewed
and selected. Let’s take a look. To download the RFP, go to www.caleprocure.ca.gov Click on the tile labeled “Get Public Procurement
Information.” Click on “See Current Bids.” In the “Department” search field, enter
8260. That will bring up all current RFPs for the
Arts Council. In the search results, click on Arts in Corrections
Program – Coordinating Organizations RFP # 2018-02. This will take you to the landing page for
our current RFP. However; for this video we are using an example. On the right, you’ll see a link to View
Event Package. This takes you to a list of documents to help
you put together and submit a proposal. However, the RFP is the main document that
contains the primary requirements to submit a proposal. It’s important to review the RFP carefully. It identifies high-priority programs and outlines
the programming requested by these institutions. It lists the expected competencies, qualifications,
and deliverables expected of successful applicants. It provides key action dates related to the
submission, and review of proposals. It outlines the review process and includes
a glossary of terms commonly used in the documents. Included on the eProcure website are the templates
you will use to complete your proposal, along with instructions on how to fill out the templates,
and a required checklist you will use as a cover sheet for your proposal. Let’s look at these documents a little closer. The templates break down your proposal into
three sections: Organization Information, Institution Information, and Additional Documents. Section 1 is comprised of a single document. The Section 1: Organization Information template
will be filled out once for your organization. Prompts will guide you to provide information
about your Organization Profile, Cultural Competency, Equity and Inclusion, Qualifications
of Administrative Personnel, and AIC Training Plan. You will also need to select the Proposed
Institutions you are applying to. In the template, Institutions are organized
by High Priority Programs and Low Priority Programs. If you are submitting a proposal to a low-priority
program, there are additional prompts to which you will need to respond. Now we will look at the Section 2 template,
titled Proposed Institutions. Within Section 2, there are an additional
three subsection templates: The Project Plan Table, Curriculum, and Budget Table, which
we will explain further shortly. The most important detail to note about this
template is that you must complete a Section 2 template for every institution your organization
wishes to propose programming for. Let’s take a closer look at these templates
using an example: My organization, ABC Arts, wants to submit
a proposal for Calipatria State Prison and Kern Valley State Prison. This means ABC Arts will need to submit
two different templates for Section 2, one for Calipatria and another for Kern Valley. For this example, we will start with a Section
2 template for Kern Valley. Begin this template by entering the Organization
Information, Proposed Institution Name, and completing prompt A. Experience in the Proposed
Institution. Prompt B, the Project Plan table is the first
subsection of the Section 2 template. When you open the Project Plan table, you
will first see a tab, called “Example.” Here I have entered all the workshops my organization
is proposing for Kern Valley. Notice I have given every proposed workshop,
under Workshop Name, its own line including workshops like Modern Dance that has morning
and afternoon sessions. The next column, Number of Arts Providers”,
only includes the teaching artists who will teach during every class session of the workshop. The following column Planned Start, and End
Dates are intended to be estimates, since there are many factors that may alter or delay
program schedules. For the Number of Weeks in Workshop, calculate
the workshop’s intended total number of weeks between the Planned Start Date and the
Planned End Date. Remember that ongoing workshops throughout
the year are preferred. However, the ongoing workshops don’t have to
be the same they can be different workshops throughout the year. For the Total Instruction Hours, it’s important
to understand the distinction between an Arts Provider and a Guest Artist. A Guest Artist is someone who will teach anytime
during a workshop, but who will not teach every class session. In the Total Instruction Hours, you will only
include the teaching hours of your Arts Providers and you will enter the Guest Artist Teaching
Hours, in column i. Once you have completed the Project Plan Table,
you’re ready to complete the next Section 2, subsection prompt C. Curriculum. Now let’s take a look at the Curriculum Template using our example at Kern Valley. If you recall on our Project Plan Table, we
entered all the proposed workshops. Based on this example we would have to include one curriculum for all four of my Modern Dance workshops; the Zine Making: Poetry workshop;
all three Poster Art workshops; the Journalism and Broadcasting workshop; and the Zine Making:
Comics workshop. That means that the total curricula for Kern
Valley would be five because you would submit one curriculum for each workshop. For our example, we created a curriculum for
the Modern Dance workshops. When completing your curriculum template,
make sure the Workshop Title matches the corresponding entry on your Project Plan table. Provide names of all the Arts Providers teaching
the workshop, then follow the prompts in the template. In prompt D. Qualifications of Arts Providers,
you will confirm all your Arts Providers have the necessary experience in their art form
and provide a biography for each Arts Provider outlining their artistic background and their
experience working with incarcerated or comparable populations. We suggest biographies be no more than two
paragraphs long and please do not include resumes. Next you will prepare your artistic samples
by following the instructions in the table. Now Laura will be guide you through the final
Section 2 subsection, the Budget Plan Table. Now let’s take a look at the Budget
Table. When you open the file, there is an example
tab for your reference. Click on the Template tab to enter your information. As you enter the data, formulas will automatically
calculate your costs. When indicating the Institution Name, use
the full institution name followed by its official abbreviation in parenthesis. Enter the total hours to be taught by all
Arts Providers and Guest Artists from your Project Plan Table in the appropriate fields. All artists should be paid a minimum rate
of $60 per hour for Low Priority programs and a minimum rate of $70 per hour for High
Priority Programs. Enter the projected travel time (in hours)
for Arts Providers and Guest Artist(s). All artists should be paid a minimum rate
of $30 per hour for Low Priority Programs and a minimum rate of $35 per hour for High
Priority Programs. Enter the total hours needed by Arts Providers
and Guest Artists to prepare for all instruction across all workshops taking place at the institution. For prep hours, all artists should be paid
at an hourly rate of at least half their teaching hourly rate. Then, enter any personnel who will be providing
administrative oversight of the Arts in Corrections program at the proposed institution. Include the number of hours they will dedicate
to this oversight at the proposed institution and a reasonable hourly rate that models the
minimum industry standard. Enter the projected number of training and/or
professional development hours dedicated to Cultural Competency, Equity, and Inclusion
Training/Professional Development based on the information you entered for your organization
in Section 1. For example, if your organization wants to
hire ZYX Consulting to train for Kern Valley Arts Providers at $2,000 for five hours of
training, you will enter a 5 in the hours field here and 400 in the Hourly Rate field. The Total training costs are automatically
calculated to $2,000, the full Consultant’s fee. Approach the Supplemental AIC training hours
for your Arts Providers in the same way. Again, the rate should be equal to or more
than half of the Arts Providers’ hourly rate and the cost should also factor in the
actual training and trainer costs. So let’s say you’re hiring 123 Consulting
to provide 8 hours of training to 5 Arts Providers. Let’s say they’re charging $1,600 for
those 8 hours. Enter 8 into the Hours field and 200 into
the Hourly Rate field. The Total training costs will automatically
calculate. Because 5 Arts Providers will receive 8 hours
of training, enter 40 in the Hours field and 35 in the Rate field. Notice that the Total is automatically updated. Enter the projected number of CDCR training
hours Arts Providers must complete. CDCR training is mandatory for all Arts in
Corrections Arts Providers. In this case, CDCR will provide the trainers,
so you will only need to account for the hours the Arts Providers will spend in training. Again, for training you should pay Arts Providers
a rate equal to or more than half of their hourly rate. For example, say you’re sending 6 Arts Providers
to 8 hours of training. You would enter 48 in the Hours field and
45 in the Hourly Rate field. The Total is automatically calculated for
you. Organizations can claim one $300 payment for
each person attending the Arts in Corrections Conference supported by the California Arts
Council. This can include Arts Providers and anyone
involved in program oversight. The years there is no such conference, the
organization may use these funds to attend another conference related to the prison arts
field. Refer to the RFP for more information about
training opportunities and requirements. Calculate the total round-trip miles for all
AIC-related travel in the execution of your proposed programming at the institution. The State of California adheres to mile reimbursement
rates as determined by the Internal Revenue Service. For 2019, the rate is $0.58 per mile. Enter the total estimated costs for equipment
and supplies needed and to be used only for the execution of the proposed program at the
institution indicated on the table. For example, if your organization teaches
drawing to several different student populations in various settings, you likely purchase hundreds
or thousands of drawing pads, pencils and charcoal every year. However, you would only list those needed
for the estimated number of participants your proposed program will reach in the institution. Perhaps you plan to focus only on pencil drawings. In that case, you would not include expenditures
for charcoal at all, even though your organization purchases it in significant quantities. On the other hand, if there are special supplies
you purchase just for this program, you can list the full cost of these supplies in your
budget. As you fill out your budget, you should also
complete the tab “Budget Notes Template” by providing a list of the equipment and supplies
you’ll purchase with estimated costs. You should include any other relevant notes
to help reviewers understand your budget. For example, if you are providing dance instruction
but are ordering paper and charcoal, you should explain why those expenditures are relevant
to your proposed program. Or perhaps you’ve ordered music workbooks
that are significantly more expensive than most. You might want to notate why they are so expensive
and/or why you need those specific workbooks. Include any other costs related directly to
the execution of your AIC program at this institution. For most costs, you should provide a description
of what is being purchased and the reason for the expense in the “Budget Notes Template”
tab. If reviewers can’t understand the “hows”
and “whys” of your budget table, they will look at the budget notes. These notes should be sufficient to answer
their questions. The Overhead Costs refers to any expenses
that are required to run the program that are not covered in the direct costs. This must be calculated into a percentage;
the industry standard is typically calculated between 10 to 15 percent of the direct costs. In the budget template, the Overhead Costs
total is calculated automatically with the percentage entered. Fringe Benefits are calculated to include
mandatory costs such as taxes, employee benefits, etc., based on the cost of labor. In the budget template, the Fringe Benefits
total is calculated automatically with the percentage entered. At the bottom of the Budget Table, the Total
Teaching Hours will be automatically calculated. The adjusted cost per teaching hour is automatically
calculated by dividing the Grand Total by the Total Teaching Hours. We’re now approaching our final section
of the RFP proposal templates, Section 3: Additional Contractor Responsibilities. In this section, there are a total of seven
required attachments and one optional attachment. We suggest you begin this section by carefully
reading every single attachment because some attachments require additional actions, such as completing additional documents and/or required signatures. After you have read the attachments and completed
the required additional actions, print the section, and add any required signatures. These must be original “wet” signatures
of the person who is authorized to bind your organization in a contract. Digital signatures are not accepted. With section 3 completed, continue the instructions
on the Proposal Template Instructions and Submission Requirements, Part 3: Submitting
Your Proposal where you will check your templates for accuracy and completion, then compile
the templates and prepare your proposal for submission. Don’t forget, you will need to include a
digital copy of the RFP onto a USB. The Proposal Template Instructions and Submission
Requirements document will continue to guide you through to the very end where you will
create your submission envelope that you will mail or deliver to the CAC by April 8, 2019
at 12:00 p.m. Remember proposals received after this date
and time cannot be considered. And that’s it! We know this is a lot information but we hope
that this video was helpful but If you have any questions that weren’t answered here
or in RFP packet, you are welcome to submit your questions to me via email to [email protected]
by no later than 12:00 p.m. on February 27. We’re also hosting a webinar on February
28, 2019 at 11:00 a.m. to address questions that we have received by the February 27 deadline. Both the Q&A and webinar will be posted online. See the RFP for more information on Key Action
Dates on page 8. Oh yeah and remember that Feedback Survey we mentioned at the beginning of the video?! Don’t forget to fill it out! Thanks for watching this video and… We look forward to receiving your proposal!

local_offerevent_note November 9, 2019

account_box Matthew Anderson


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