Summer Playground Program

Application Deadline has been extended to April 14, 2020 at 11:59PM

2020 Playground Program RFP Guidelines



PURPOSE
The Summer Playground Program Expanded Recreation RFP is targeted to the following Seattle Parks and Recreation locations: Beacon Hill Playground, Judkins Park and Playfield, Madrona Playground, Pratt Park and Powell Barnett Park (Central Seattle); Brighton Playfield, Othello Playground, Lakewood Playground (SE Seattle); E.C. Hughes Playground, Highland Park, and Roxhill Park (SW Seattle); Georgetown Playfield (South Seattle), Little Brook Park (NE Seattle) and Greenwood Park (North Seattle). The focus of this program is to provide fun, innovative, enrichment and/or recreation programs that will have a positive impact on children and families. The program should be designed to include one or more of the following elements: environmental education and connecting youth with nature, building self-esteem and self-efficacy, promoting cross-cultural experiences, expanding participation in arts and culture, and promoting active living. Programs should encourage regular participation and welcome drop-in participants.

DEADLINE

Proposals must be received via GoSmart by 11:59pm March 31st. 
If you need further assistance, please email Connor Durham, Senior Recreation Specialist at connor.durham@seattle.gov or call 206-615-0303.



PROGRAM DATES
Program dates are July 6th – August 21st.


FUNDING
You may apply to offer programming at one or multiple sites. A maximum of $2,000 can be allocated for an individual park for the season. When applying to multiple parks the total amount of the RFP may exceed $2,000. The Department reserves the right to approve or deny any proposed activity. Funding is based on reimbursement of expenses. Applicants must have adequate resources to purchase programs supplies, materials, and equipment prior to reimbursement.

Program Sites
Site Address    
Beacon Hill Playground 1902 13th Ave S Seattle 98144
Judkins Park 2150 S Norman Street Seattle 98144
Brighton Playfield 6000 39th Ave S Seattle 98118
Madrona Playground 3211 E Spring Street Seattle 98122
Othello Playground 4351 S Othello Street Seattle 98118
Pratt Park 1800 S Main Street Seattle 98144
Powell Barnett Park 352 Martin Luther King Jr Way Seattle 98122
EC Hughes Playground 2805 SW Holden Street Seattle 98126
Roxhill Park 2850 SW Roxbury Street Seattle 98126
Georgetown Playfield 750 S Homer Street Seattle 98108
Highland Park 1100 SW Cloverdale ST Seattle 98106
Greenwood Park 602 N 87th Street Seattle 98103
Little Brook Park 14043 32nd Ave NE Seattle 98125


ELIGIBILITY

To be eligible, the APPLICANT must
Be a professional instructor (defined as a person who produces educational programming on a regular basis, has achieved substantial skill and experience in his/her discipline, and whose accomplishments are recognized by other professionals); and
  • Be an individual instructor who is the originator of the proposed project; or
  • Be the lead instructor of a group of individuals working together on a single project; or
  • Be the lead instructor of an organization who can distinguish the proposed project clearly from the seasonal work of the organization.
To be eligible, the proposed PROJECT must
  • Offer activities that would be complimentary to the existing uses of each park and provide programming that would appeal to different age groups including youth (ages 5-9), and older youths (pre-teens and young teens ages 10-18). Each Proposer must commit to program times of 10:00am-1:00pm or 1:00pm-4:00pm, one to three days a week, Monday – Friday, at a single park.
  • Each proposal must include an outreach plan that will be implemented by June 26, 2020.
  • Propose a realistic budget where income equals expenses.
  • Provide all supplies, materials, and equipment needed to implement program plan.
  • Have an intentional plan for outreach to community members and community organizations that surround the park to increase program participants and gain community acceptance.
  • Be willing to train, mentor, and involve up to two youth helpers in programming as well as complete end of season evaluations.
  • Include a weekly curriculum describing distinct projects or activities of proposed program. Program design should accommodate the drop-in nature of the Summer Expanded Recreation Program. Curriculum must also include distinct program plans to teach or incorporate the two different age groups as described above.
  • Track and report attendance for all participants each session to Seattle Park and Recreation program supervisor at the end of every week by 5pm.
  • Commit to meet with Seattle Parks and Recreation staff to review contract and program deliverables prior to program start date.
  • Commit to attending 1 hour of the Summer Playground Training to meet AmeriCorps VISTA staff who will be facilitating programs at Parks sites the week of June 22nd. Exact date and time to be determined.
  • Provide a current City of Seattle Business License if awarded contract. 
  • Complete and submit a W-9 form if awarded contract. Note: The name or organization that appears on the W-9 must exactly match the name to be paid on the Invoice submitted for payment.
  • Submit and pass Background Check for all organizational staff working with youth.
  • Project not also funded by Arts in the Park, Rec for All, Hope for Youth, or Get Moving. Applicants can receive funds from multiple sources, but projects must be funded separately. 
Process
  • Applications can be completed and submitted at seattlepark.gosmart.org
  • Applications must be filled out completely
  • A panel made up of representatives from Seattle Parks and Recreation and the community will read and score all proposals
  • All applicants will be notified if they will receive funding or not
  • Contracts must be completed with the city prior to the start of the program. 
Rating Criteria
The panel of representatives will evaluate all applications based on the following criteria: 
  • Quality of Project: Clear, well-conceived project that incorporates required program elements. 
  • Budget: A clear and realistic budget for the program. 
  • Feasability: The organization/community group/individual has a proven track record of managing programs and activities. 

A panel of Department staff will review the Proposals submitted in response to this RFP. The panel will score the Proposals, determine the highest qualified Proposals and may interview the Proposers, if necessary. The panel will make a final recommendation regarding qualified Proposals that offer the best suited programs for the Department and park visitors. Generally, if all Proposers offer sufficient references and experience then the Proposer offering the highest positive impact that will affect the most participants in the park will be awarded the contract. The Department reserves that right to refuse any and all proposals.

PROPOSED RFP SCHEDULE
The Department’s anticipated schedule for review of the Proposals and final selection of Summer Expanded Recreation Programs is as follows (dates and times subject to change. Proposers will be notified if any changes are made):
  • Feb 20, 2020 Advertisement opens.
  • March 10, 2020 RFP Info Meeting Jefferson Community Center, 3801 Beacon Ave S Seattle 6:30pm-7:30pm
  • April 14, 2020 RFP Submittal Deadline by 11:59 PM on GoSmart
  • Early May  2020 Contract Award announcement.
  • July 8, 2020 Contract commencement date.
THIS PROGRAM WILL NOT FUND
  •  religious services;
  • gas reimbursement
  • non-perishable materials/supplies
FOR ASSISTANCE, CONTACT:
Connor Durham, Sr. Recreation Program Specialist
(206) 615-0303 s connor.durham@seattle.gov
Office Hours: Mon.-Fri., 8:30 a.m. - 5:00 p.m.


2020 Summer Expanded Recreation Program – Things to Know if Your Project Is Funded

GENERAL STATEMENT

This REQUEST FOR PROPOSAL (RFP) represents a publicly advertised and competitively awarded solicitation by Seattle Parks and Recreation for Summer Expanded Recreation Program Providers for selected parks. This RFP is intended to encourage individuals, groups and organizations to clearly present how they would provide the requested services, propose options for services or service enhancements and operate these services in a consistent and fiscally sustainable manner. Each Proposer must also clearly identify its knowledge of the proposed operating plans, experience and financial stability.

No Department maintenance funds will be used to support the proposed plan. The Department will not add electrical service, water lines or waste drains to any location.

PAYMENT INFORMATION

The successful Proposer for each park will receive payment, after services are rendered and complete and accurate invoice is submitted up to the maximum contract amount. The successful Proposer can either invoice after the program is fully completed, or as often as once every two weeks, after services are rendered. Allow 30 business days from the date on the invoice for funds to be disbursed. Seattle Parks and Recreation has the right to refuse payment during the duration of the contract if services do not meet contractual obligations.

Reimbursement is based on the actual expenditures for approved program purposes as outlined in the program budget. Seattle Parks and Recreation can deny charges, even after the budget has been approved if it deems expenses are not related to program purpose.

Final payment for the season will be issued only after the Program Provider has submitted all programmatic paperwork, returned keys (if provided by the Department), ensured the site is clean, no damage has been done and all equipment has been removed as certified by Seattle Parks and Recreation staff and all other contract conditions have been satisfied.

Program Providers that do not satisfactorily fulfill the requirements of the Contract will NOT be sent future Request for Proposals.

Contracts with Seattle Parks and Recreation 
  • Award recipients will sign a contract committing to produce their program and describing a program plan that outlines activities for the required dates.
  • Award recipients are responsible for paying all applicable taxes. At the time of contracting, you will need to complete appropriate paperwork.
  • Award recipients commit to recognize the Seattle Parks and Recreation in printed materials, signage visible to the public or in other ways appropriate to the project.