California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 1 of 32
EXHIBIT 3
FISCAL YEAR 2022–23 GENERAL CHILD CARE AND DEVELOPMENT
PROGRAM EXPANSION FUNDS REQUEST FOR APPLICATIONS
Instructions
Contractors must read the accompanying instructions when completing this Request for Applications (RFA). The General Child Care and Development Program (CCTR) Expansion RFA Program Overview and Instructions may be accessed on the CCTR RFA web page.
Support with this Application
Should you have any questions, please contact the Child Care and Development Division, CCTR RFA Team by email at [email protected] or by phone at 916-639-7944.
Section I – Contracted Program Type
This applicant serves, or will serve, the following contracted program type (check all that apply):
Center-Based Program
A Child Care Center (or Day Care Center) is usually located in a commercial building, where supervision is provided for infant to school -age children in a group setting for periods of less than 24 hours.
Family Child Care Home Education Network (FCCHEN) Program The contracting agency operates a “network” of licensed and pre-selected family child care homes who provide quality early learning and care programs for children. The agency provides family child care home providers with coaching, technical assistance, and support provider relationships with families.
Independent Licensed Family Child Care Home (FCCH) Provider* [NOT ELIGIBLE] Independent providers care for small groups of children in a residential building such as a house, apartment, or condo unit.
*PLEASE NOTE: Independent Family Child Care Home Providers are not eligible for direct CCTR and will automatically be disqualified. Please contact your local Resource and Referral Agency (R&R) if you are interested in joining a FCCHEN.
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 2 of 32
Section II – Contractor Information
Please submit only one application per agency/applicant.
Agency Headquarter Information
Legal Name of Contractor: City of Santa Ana Parks & Recreation (PRCSA) Headquartered County: 30 Orange
Vendor Number: TBD
Agency Legal Business Address: 20 Civic Center Plaza, M-23 City: Santa Ana
Zip Code: 92701
Please provide the following information on the best contact person who is authorized to receive notifications regarding this funding opportunity:
Contact Person Name and Title: Cindi Sangenito, Management Analyst Contact Person Telephone Number: (714) 647-5374
Contact Person Email Address: [email protected]
Executive Director
Executive Director Name: Hawk Scott
Executive Director Telephone Number: (714) 571-4204
Executive Director Email Address: [email protected]
Executive Director Prior Affiliations:
Program Director
Program Director Name: Timothy Pagano
Program Director Telephone Number: (714) 571-4219
Program Director Email Address: [email protected]
Program Director Prior Affiliations:
City of Brea, City of Walnut, City of Chino, City of
Riverside, City of San Dimas
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 3 of 32
Section III – Legal Status of Contractor
Select the contractor’s legal status.
Check one box below:
City or City Agency
County or County Agency
State or Federal Agency
State College or University, Community
College, County Office of Education,
School District
Tribal Council/Military Installation
Private for-profit/Private nonprofit
Charter School (direct funded)
Are you a current child care contractor with
the State of California?
Yes No
For current contractors only, are you
currently on provisional status, as defined
in W&IC Section 10397(a)(2)?
Yes No N/A
For current contractors only, select a
box for each program type you currently
operate. Select all that apply:
General Child Care and Development
(CCTR)
Migrant Child Care and Development
(CMIG)
Handicapped Child Care and Development
(CHAN)
CalWORKs Stage 2 (C2AP)
CalWORKs Stage 3 (C3AP)
California Resource and Referral (CRRP)
California Migrant Alternative Payment
(CMAP)
California State Preschool Program (CSPP)
Head Start Program
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 4 of 32
Section IV – County or Counties of Service
Name of county or counties the contractor will serve with this funding and specify the percentage of funding being requested for each county to reflect services to be provided in these areas:
The City of Santa Ana Parks, Recreation and Community Service Agency (PRCSA) is located in the County of Orange and this will be the only location that our programs will serve. All funds received will be used here.
PRCSA will be providing recreation based after school care for children aged 5-12 years, as well as full day summer camp programming. These programs will focus on serving low-income, at-risk youth in the following zip codes: 92701, 92703, 92704, 92706 & 92707, which are all priority 1 locations, per the Local Planning Council Report from FY 21/22
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 5 of 32
Please indicate the number of children your agency is newly proposing to serve in Full-Day/Full- Year programs in the following age groups:
How many new FCCHEN home provider sites are you proposing to add with this RFA? How many new Center Based sites are you proposing to add with this RFA? 7 Section V – Slots Requested
Age Group Proposed Number of New Slots
Infants (up to 18 months)
Toddlers (18 months to 36 months)
Three and Four-Year-Old
School Age (Ages 5+) 515
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 6 of 32
Section VI - Program Operation Plans
Are you currently operating a licensed child care center?
Yes No N/A — No plans to operate a child care center
Are you currently operating a licensed FCCHEN?
Yes No N/A — No plans to operate a FCCHEN
If the answer to either or both above questions is “No”, please provide a date and explanation that details when the home provider and/or sites are expected to be open for services.
Expected Date(s) first operation: Fall 2023
Please provide details regarding program operation plans:
The City of Santa Ana is a local municipal agency that will run recreation-based programs at each of the designated centers. PRCSA intends to start these programs by Fall 2023. The exact start dates for each location will vary based on staffing, funding and facility readiness. PRCSA will operate after-school care for children in K-6th grade as well as summer camp program opportunities. Every location will serve the community in Priority 1 designated areas.
PRCSA will use a 1:10 staffing to participant ratio and will bring on staff, as needed, depending upon the amount of registrants we have for each location.
A monthly schedule will be created for each center showing various activities, games, dance, music, sports and arts programming during the after school program. Similarly, a weekly schedule will be created detailing activities that will take place during summer camp program.
A Program Coordinator will be assigned to oversee all centers to administer all required auditing procedures, registration and participant intake as required by the contract funding parameters. In addition, each location will have Recreation Leaders that will lead daily programming for the after-school care program and the summer camps. Programs will be open from approximately 3 pm until 6 pm during the school year and from 7:30 am until 5:30 pm for full-day summer camp programming. Summer camp programs will have certified Water Safety Instructors teaching each participant how to swim. Weekly excursions will take place during the summer camps that will take the participants on various excursions, each of which will pertain to the camp theme of the week.
These programs will assist residents with little or no-cost after school and day camp programming options who face barriers in being able to provide quality care for their children while at work.
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 7 of 32
Section VII – Intent to Subcontract Services
Does this applicant intend to subcontract any portion of the contract to another agency?
No — Not intending to subcontract
Yes — If yes, please provide the following information included with your application:
• Form CCD 30B Subcontract Certification (attach additional sheets as necessary)
• Sample Subcontractor Memorandum of Understanding that includes the required elements and California Code of Regulations, Title 5 (5 CCR) Section 18031.
If “Yes” to above, has the intended agency been a subcontractor during the last three calendar years?
Yes — By checking “Yes”, your agency intends to establish a subcontract relationship with another entity to implement the CCTR services described in this application.
No — By checking “No”, the subcontractor has not subcontracted within the last three calendar years.
Please note: All applicant agencies must follow the subcontract requirements detailed in the 5 CCR, Sections 18026–18032, and the Funding Terms and Conditions for subcontracting services. Management and/or Direct Services subcontracts must be audited in accordance with the California Department of Social Services Audit Guide developed by the CCDD Audits and Investigations Division.
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Section VIII – Contractor Certification
I, the official named below, certify under penalty of perjury that I have read the full contents of this application and that, to the best of my knowledge and belief, the information in this application and any attachments hereto are true and correct. I further certify the applicant agency will fulfill all of the agreements, certifications, and conditions described in this RFA, appendices to the RFA, and this application as well as abide by all applicable federal and state laws. I declare:
• I have supervisory authority over the child development program, have actual, personal knowledge of the information provided in this Application and certify that it is true and correct in all material respects.
• I am familiar with and will ensure that the Contractor complies with all applicable program statues and regulations, including:
• Subcontracting requirements, including competitive bidding, CDSS approval, and audit requirements in 5 CCR, Section 18026.
• Prohibitions on conflicts of interests, including (i) the assurances required to establish that transactions with officers, directors and other related party transactions are conducted at arm’s length, and (ii) employment limitations stated in Welfare and Institutions Code, Section 10399. • Cost reimbursement requirements, including reimbursable and non- reimbursable costs, documentation requirements, the provisions for determining the reimbursable amount and other provisions in 5 CCR, Section 18033.
• Accounting and reporting requirements in 5 CCR, Section 18063.
• Operational and programmatic requirements, and all fiscal and program attachments in Sections IX and X.
The Authorized Representative must provide the following information:
Printed Name: Timothy Pagano
Title: Recreation Manager
Telephone Number: (714) 571-4219
Email-Address: [email protected]
Signature:
Date of Signature:
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 9 of 32
Section IX – Certifications and Fiscal Information
Fiscal Information Required for All Applicants
1. Self-Certification for Franchise Tax Board and Department of Tax and Fee Administration
By checking this checkbox, the applicant certifies that they are not a delinquent tax payor on the list located on the Franchise Tax Board web page.
By checking this checkbox, the applicant certifies that they are not a delinquent tax payor on the list located on the Department of Tax and Fee Administration web page.
By checking this checkbox, the applicant certifies that they are not on the list of sanctioned entities located on the Office of Foreign Assets Control web page.
2. Registration in the System for Award Management*
Please enter your agency’s Unique Entity Identifier Number: KZE9G2M4GRX9 *SAM registration is required for any entity to bid on and get paid for federal contracts or to receive federal funds (Federal Acquisition Regulations (FAR) Part 52.204-7). To find your agency’s Unique Entity Identifier Number, visit the System for Award Management web page.
3. Board of Directors Approval
Does the applying agency have a Board of Directors?
No
Sole proprietorship
Other; Please explain
Yes
If the applying agency has a Board of Directors, the applicant must self-certify that it has received Board of Directors approval to receive CCTR Expansion Funding.
Yes, the Board of Directors has approved the applicant’s receipt of CCTR Expansion funding should an award be extended.
No, the Board of Directors has not approved the applicant’s receipt of CCTR Expansion funding should an award be extended.
Please note: Public agencies without Board approval are not eligible for CCTR Expansion funding.
N/A, Please provide reason; i.e. the Board did not have a scheduled meeting during the application process
If N/A, please provide the date that Board approval is expected.
Date
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Section X – Fiscal Attachments
Please consult the “Requirement” information to determine if each form is required for your agency.
Program Staffing Plan
• Requirement: For all applicants
• Instructions: Include this completed form with your RFA submission.
Payee Data Record (STD. 204)
• Requirement: Agencies who are not a current child care contractor with the State of California • Instructions: Complete sections 2 through 6; information on sections 2, 4, and 6 must be consistent with the information identified on the application cover sheet.
Proof of “Current” Charity Status with the California Department of Justice • Requirement: For Charitable Corporations, Unincorporated associations, and Trustees only If the organization is classified as a California nonprofit public benefit corporation or has received federal tax exemption under United States Code (USC) Section 501(c)(3) , it is considered a charity. (California Corporations Code (CCC), Section 5110 et seq.) Registration with the Attorney General’s Registry of Charitable Trusts is required for all California public benefit corporations and other types of organizations that hold assets for a charitable purpose. (Government Code (GC) § 12580 et seq.) • Instructions: Visit the California Department of Justice Registry Verification Search web page. Enter your organization’s name in the ‘Organization Name’ field and select the link with your organization’s name that corresponds with the ‘charity registration’ record type. Save a screenshot of the subsequent page showing the registrant details and mailing address.
Proof of 501(c)(3) or 501(c)(5) Status
• Requirement: For Charities and Non-Profits only
If the organization is classified as a California nonprofit public benefit corporation or has received federal tax exemption under USC Section 501(c)(3), it is considered a charity. ((CCC), Section 5110 et seq.)
Organizations that do not file for 3 consecutive years automatically lose their tax-exempt status.
An automatic revocation is effective on the original filing due date of the 3rd annual return or notice. (USC Section 6033(j))
• Instructions: Visit the Internal Revenue Service Tax Exempt Organization Search web page.
You may search by your organization’s name or Employer Identification Number (EIN). Click on your organization’s name. Save a screenshot of the subsequent page showing the search results.
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 11 of 32
Section XI – Program Attachments
All applicants must complete and submit a program calendar for FY 2022–23 (April through June 2023) and FY 2023–24.
Click on the links below to access each fiscal year Program Calendar. • FY 2022–23 Program Calendar (Form CCD 23)
• FY 2023–24 Fiscal Year 2023–24 Program Calendar (Form CCD 33)
Section XII – Program Narrative
All applicants must compose and submit a program narrative. Instructions for the Program Narrative are available in the FY 2022–23 CCTR Expansion RFA instructions on the CCTR RFA web page.
Instructions for Completing the Program Narrative
Written responses must be completed in accordance with the Scoring Rubric and information described in this section of the application. As agencies complete the written program narrative, the following requirements must be noted:
1. Information in the application must be relevant and unique to the program administered by the applicant.
2. Applicants will be required to describe the program that the agency will implement. Any application containing false or misleading information is cause for disqualification.
3. An application that is plagiarized in any part or form from another application will automatically be rejected. Agencies cannot submit an application where the text has been copied from another agency’s previous or current application, whether another agency voluntarily or involuntarily provided the information.
4. Each individual question must be completed following the format requirement provided.
5. Please note answers must not exceed the space provided (two pages maximum, per section).
6. Additional pages will not be accepted or read.
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Section 1: Agency Philosophy and Introduction (10 points) Provide a general overview of the agency’s child care and development services for children and families. The agency may also use this section to explain its unique features and philosophies, which are important and promote understanding of the program.
The City of Santa Ana is a local municipality offering recreation-based after-school care and summer day camp programs for the community. We are the second largest city in Orange County and recognized as the county seat. The City's mission is to deliver efficient public services in partnership with our community which ensures public safety, prosperous economic environment, opportunities for our youth, and a high quality for residents.
The Santa Ana Unified School District (SAUSD) operates Engage 360, an expanded learning program, at a majority of the surrounding elementary schools. These programs are impacted and have an extensive wait list at multiple sites and PRCSA is positioned to provide after school care for those participants in K-6 grade that find themselves wait listed.
Santa Ana's socio-economic status places all PRCSA proposed sites in a Priority 1 as identified by the most recent report provided by the Local Planning Council (FY 2021/2022). PRCSA is proposing to provide school-age programming services to assist local youth by providing them an opportunity to participate in an after school program close to their home & school and to engage in activities that will improve overall health, wellness and interpersonal skills.
During Summer Camp, PRCSA will work with the City of Santa Ana's Aquatics Section to offer free swim lessons to all participants each week, as well as, incorporate a local excursion to various locations throughout Southern California.
Through these school-age programs, PRCSA will be able to establish a strong foundation for families and the community by providing child care and resources that are useful to the community and beneficial to the individual participants after school time.
If provided the funding associated with this contract, PRCSA would be afforded an opportunity to enhance proposed locations for after-school care and summer camps for Santa Ana residents.
Funding would also foster stronger relationships with PRCSA's community based partners and enable PRCSA to increase collaborative efforts with more local service groups.
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Section 1: Agency Philosophy and Introduction (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 14 of 32
Section 2: Needs Assessment/Service Delivery Area (10 points) Describe the gaps in the service delivery area(s) and how your program plans to address these needs. Include steps that will be taken to address these gaps, which must include days and hours of operations when services will be provided, in order to meet the community’s need for subsidized child care and development services to children and families that meet the eligibility requirements.
You must include resources used including LPC priority(ies) and zip code(s) where services will be provided.
The Santa Ana Unified School District offers after school programming through the district operated Engage 360 Program in Zip Codes 92701, 92704, 92706 & 92707. These Zip Codes have been identified as Priority 1 locations according to the most recent assessment from the Local Panning Council (FY 21/22). Multiple Engage 360 programs currently maintain a wait list and there are several opportunities for PRCSA to provide after school care for school-age children that will give them a safe space to go where they can participate in various recreation activities, complete their homework and socialize in-lieu of not having an after school program to attend.
PRCSA collaborates with the Santa Ana Library, Santa Ana Police Department and TRF to provide after school care through various programs for Santa Ana youth who are identified at risk for drug abuse, gang involvement and crime. Making these programs available gives Santa Ana youth an opportunity to be associated with a safe place and enhances the probability of keeping them off of the streets and out of trouble.
The Santa Ana After School Program will operate from the end of the school day, between 2 and 3:30 pm and go up until 6 pm. During the summer, camp programs will be Monday to Friday from 7:30 am to 5:30 pm. This will provide an alternative solution for child care time frames needed the most by working parents. PRCSA will be promoting the programs at the local schools and, if possible, reaching out to families on the waiting list for Engage 360. In addition, PRCSA will utilize it's own marketing strategies and avenues as well as that of the City to engage parents and participants for enrollment in the program. PRCSA staff will assist parents by checking each enrollee's eligibility to ensure PRCSA is qualifying interested families who meet the criteria as set forth by the parameters for this funding.
During PRCSA's Summer Camp programming, the City of Santa Ana's Aquatics Section will be offering swim lessons for each participant signed up for the 10 week program. This will be an added value benefit to residents and will help decrease the likelihood of preventable drowning incidents.
PRCSA established a Community Engagement Section in our Recreation Division that will use various social media platforms to help market both the after school program and day camp program opportunities to Santa Ana residents.
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Section 2: Needs Assessment/Service Delivery Area (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 16 of 32
Section 3: Children to Be Served (10 points)
Using your needs assessment, describe the specific age group(s) you are proposing to serve and how will you use these contract funds to expand services to meet the needs of the community.
PRCSA will offer the after school care program to be designed for children from ages 5 through 12 years old, taking care of kindergarten through sixth grade. We will be able to take the burden off of parents who were unable to enroll their children in the free after school program SAUSD is providing, due to the overwhelming number of families needing this service, causing unprecedented wait lists.
PRCSA will continue with our summer camp full day care, focusing on the same ages of 5 through
12. We will be including swim lessons with our summer camp. This will benefit the kids of the SAUSD and all priority 1 level zip codes with FREE swim lessons, something they may not be able to do on their own. Drowning is 100% preventable and we plan on teaching all participants of our summer camps how to swim. This is a new service that expands our standards to the community by including these "Splash Camps" to our residents.
In 2020, Santa Ana’s population was 333,000 with a median age of 32 and a median household income of $64,427. The largest ethnic groups in Santa Ana are Hispanic at 75%. In 2020, 2/3 of residents were US Citizens vs. the CA average of 90%. As of 2020, 42% of Santa Ana residents were born outside of the US, which is higher than the national average of 13.5%. The economy in Santa Ana has its largest focus in Manufacturing, followed by Retail Trades and then Food Services.
Males in the City earn at a rate of 1.25 times that of female residents. Only 64% of residents over 18 hold a High School Diploma and 17% of adult residents 25 years or older hold a Bachelor’s Degree.
Based on the latest LPC Community Assessment Report, 47% of children who enter Kindergarten are not academically or socially assessed at current developmental age. More than 46% of children do not meet the CA Standards for 3rd grade English-Language Arts, furthermore, 42% of students do not meet 3rd grade Math Standards. In 2021, more than 1 in 10 students were considered chronically absent, have far below average attendance. Subsequently, nearly 50% of High School graduates in Santa Ana do not meet basic college entrance academic requirements. Our City has a significant growing homeless and unhoused population, more than 30,000 students meet the criteria for being considered homeless and live highly unstable and often unsafe housing situations. Many children live in cars, motels or communal areas of relatives homes, utilizing gas stations and other spaces for cleaning themselves. The overcrowding was very evident during the 4 Pandemic Waves as COVID affected the City of Santa Ana disproportionately due to highly dense living arrangements.
PRCSA, in collaboration with the Santa Ana PAAL Program and TRF will be responding to the unmet needs in the community, limiting gang initiations and exposure to gangs, while engaging children in meaningful opportunities during out of school times.
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Section 3: Children to Be Served (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 18 of 32
Section 4: Administration and Staffing (10 points)
For All Applicants:
• Describe the roles and responsibilities of the core administrative staff responsible for the audit, fiscal and programmatic components of the contract.
• Does your program have existing staff who can meet the qualifications for the services proposed? Explain. (See Teacher Qualification Section of the General Staffing Qualifications web page) • If your program does not have sufficient staff to meet qualifications for proposed services, please explain the plan to acquire sufficient qualified staff. • Describe how you will utilize contract funds to support and enhance program staffing and staff development.
For FCCHEN Applicants ONLY:
• You must include how you will address program quality, training and support, ongoing monitoring of family day care home providers, recruitment/enrollment of families, and staff qualifications.
The City of Santa Ana has a highly seasoned senior and executive leadership team, including several members that specialize in compliance and regulations, overseeing more than $700 Million in funds annually. The Executive Director of Parks and Recreation has over 20 years experience administrating Community Services. Our Fiscal and Program Management team has an extensive background that includes a wealth of experience in City Management and Government Contracts.
Direct Staffing will include
Recreation Program Coordinator position who will be responsible for the daily attendance, time keeping and any reconciliation. We currently have Supervisors for each location that will assist and oversee the audits and fiscal issues for the Recreation Program Coordinator assigned to the contract programs. The Recreation Program Coordinator will also verify eligibility of the residents of the community who apply for the after school care and summer camps.
PRCSA will use our Program Leader & Program Coordinators positions to handle the programmatic components of the contract and will update the programs based on the age and grade of the children in attendance. They will set up monthly plans for activities that will be recreation based and have arts, science, technical and leisure components.
PRCSA will bring on a CCTC Permitted Senior Management Analyst to oversee all compliance of the programs for all of the centers in operation with enrollees. There will be Community Center Aides, Administrative Aides, and a Management Analyst to assist with all administrative tasks, audits, training verifications, compliance matters, etc.
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Section 4: Administration and Staffing (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 20 of 32
Section 5: Previous Experience (10 points)
• Please describe your program’s experience with operating licensed direct service/center-based programs or with administering FCCHEN programs.
• Describe your program’s experience with delivering federal and/or state contracts.
PRCSA has had an ongoing after-school program, as well as a summer camp program for several years. Our programs are recreation based and designed to fit the needs of those attending. Based on the location and the ages of the children who participate, we will have arts, science, sports or open play. We have offered tutoring when partnering with the City's Library staff and also have designated areas for teens to study, relax and socialize in a comfortable and safe environment. We have hosted elementary school-age kids, as well middle school and high schoolers for various programs, including our Teen Excursion Program, Wilderness Club and now our Aquatics Program.
In recent years with the pandemic, we have not had much opportunity to use federal and/or state contracts. We have had a recent change to our Administration Staff and although they have not used state or federal contracts for recreation purposes, they are familiar with grant funding from a Public Works perspective and understand the details that come with applying these funds for use. Staff is familiar with audit reporting and filing for grant continuation and understands the caveats that come with approval of specialized state and federal funding.
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Section 5: Previous Experience (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 22 of 32
Section 6: Education Program and Assessment (10 points) • Describe how the program ensures developmentally, linguistically, and culturally appropriate program approach; is inclusive of children with special needs; encourages respect for the feelings and rights of children; supports children’s social and emotional development; provides for the development of cognitive and language skills; promotes each child’s physical development by providing sufficient time, indoor and outdoor space, equipment, materials, and guidelines for active play and movement; and promotes and maintains practices that are healthy and safe. Include curriculum(s) and assessment(s) tools used or propose to use. • What, if any, assessment system do you currently use or what assessment system are you proposing to use? This response must align with all age group(s) indicated in your response to Section 3 above.
Our Programs will ensure that Children’s feelings and rights are respected at all times. In regard for parents’ rights and children’s personal rights is an integral part of PRCSA services. Each of these required elements are included in the program’s Standards of Conduct, are reviewed annually with all program staff and during the orientation process for new personnel. Positive discipline techniques are employed when working with all children and intervention strategies are utilized with children that may be displaying atypical or disruptive behaviors.
Staff Development
Based on a review of operations, parent feedback, assessment outcomes, School-Age Environmental Reviews (SACRS), Performance Reviews and health/safety evaluations; PRCSA will focus our Professional Development efforts on expanding core competencies. We will select “Deeper Dives” to ensure all staff able to successfully deploy all key components of our programs and curricula.
PRCSA believes that training, continued professional development and access to the latest/most innovative practices creates well-rounded and enthusiastic team members. Therefore, we heavily invest in Professional Growth and Development from our General Maintenance Staff to our highest managerial team members. Administrative Training Tracts/Opportunities and Mandates includes General Managerial training for Site Coordinators, Administrative Directors, Coordinators and a minimum of 32-hours of leadership trainings and 40 hours of internal and external recreation staff minimum training requirements.
PRCSA’s Staff Development Program focuses on improving quality throughout the organization and overall increasing the number of highly skilled and experienced leaders we develop within our division to provide best-practice services to children and the community. PRCSA staff will attend a myriad of conferences each year to ensure the programs have the latest field information and our adhere to the highest standards.
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Section 6: Education Program and Assessment (additional page, if needed) Each team member is evaluated annually based on specific performance criteria and in comparison to job expectations. Performance improvement plans are developed for significantly under performing staff with improvement plans for a specified period of time. The plan is developed between the employee and supervisor who meet frequently to review progress and determine next steps.
PRCSA conducts an annual Pre-Service during July. At Pre-Service, all staff participate in 8 full days of training and education. Topics include reviews of prior year outcomes, policy and procedures updates, health/safety, child abuse prevention, First Aid/CPR and HR refreshers and updates. Staff also receive new quality measures and mental health training for engagement in activities focused on children’s individualized learning experiences.
The Desired Results Developmental Profile (DRDP) assessment instrument that is designed for teachers to observe, document, reflect on the learning, development and track the progress of children, birth through 12 years of age, enrolled in ECE and After-School programs will be utilized by PRCSA. Our Program Coordinator will set-up initial and ongoing trainings via Webinar’s, DRDP Online Training Portals and collaborate with our partner TRF as they have DRDP Certified Train-the-Trainers on staff.
The DRDP will be used three times each year to gauge the developmental progress of each child and determine progress towards achieving program-wide school readiness goals. These targets are initially established based on the analysis of data from the previous program year and revisited using the baseline data of the first assessment cycle. This second layer of data analysis will allow TRF to both learn from the lessons/data of the previous year while being cognizant of the need to individualize based on the group of children currently enrolled. Classroom level data will be utilized to inform weekly lesson planning for the entire class and for individualization. Program data will be analyzed by age, special needs and English Language Development. Staff will input ratings into the DRDP Online data system, which allows reports to be generated for each assessment. In conjunction with parent input, individual data will be used to design the instructional plan for each child. This assessment report will be reviewed with parents within 30 days of completion. This data is also used with developmental screening data to determine the need for additional service referrals, interventions or evaluations.
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Section 7: Facilities and Physical Environment (10 points) • What is your plan to ensure that infants and toddlers will be served in a licensed facility? • Describe how you intend on meeting health and safety requirements.
PRCSA is a local municipality and will not be providing care to infants or toddlers at this time.
We will be meeting any of the necessary requirements for health and safety for our school-age children for the after school program as well as our summer camp program by following all required trainings, documentation and certifications as needed per the State. Our facilities have been certified safe for occupation by the Building and Planning Division for the City of Santa Ana and the County of Orange.
PRCSA recognizes the development of children is impacted by many factors and in addition to curriculum and assessment for children, assessment of staff and the classroom environment is also taken into consideration. The School-Age Environment Rating System-Revised (SACERS) is used to enhance the interactions and environments children are immersed in each day. SACERS is utilized twice during the program year to ensure effective program planning and instruction that supports children’s individual growth and development. This data is also used to improve program practices and as part of Continuous Quality Improvement.
Indoor and outdoor environments have been designed to emphasize the use of ethno-centric, authentic and natural materials based best practice models. Our Parks and Playgrounds provide nature as a part of many modalities, instilling a sense calmness in children, which helps self-esteem to thrive. Our environments will be designed to encourage motor development, promote exploration and build children’s independence. Materials will be organized in specific learning areas, culturally responsive and inclusive of children with special needs.
Each classroom will have age-appropriate materials that support and respect differences of gender, culture, language, ethnicity, and family composition. Interest areas will provide opportunities for children to be more intentional about their play, which becomes more elaborate and complex as they develop. SACERS is used twice a year to ensure the program is providing spaces that are safe for children, conducive to building positive relationships and fosters learning. Taking classes outside and bringing nature indoors will prove an excellent benefit and strengthen the concepts of interdisciplinary learning.
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 25 of 32
Section 7: Facilities and Physical Environment (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 26 of 32
Section 8: Family Engagement (10 points)
Family engagement is an interactive process through which staff, parents, families, and their children build positive and goal-oriented relationships. It is a shared responsibility of families and professionals that requires mutual respect for the roles and strengths each has to offer.
Family engagement means doing with—not doing to or for—families. • How does your program build relationships between families and staff? • Describe the types of parent education information and/or activities your agency provides. • Describe how your program connects families with services and supports. Please provide examples.
PRCSA will hold "Lights on After School" for parents and participants, similar to an open house to present information on the programming we would be providing. Parents and children would have the opportunity to meet and engage with staff. There would be the opportunity to ask any questions or address any concerns. There would also be time to assist with signing up for the new after school care and summer camps.
We plan on holding family events at our various centers in collaboration with various community partners to present resources, entertainment and bring the community together. We want our parents to feel comfortable leaving their children in our care and will do everything we can to build strong relationships with staff and families.
PRCSA are present at local Back to School nights, Open House and other Santa Ana Unified School District events. We are in the process of building and strengthening our relationships following an almost two year absence due to the pandemic.
Parent Surveys are used as an integral part of The City of Santa Ana operations. Santa Ana community residents, parents and key stakeholders participate on a number of committees, advisory groups and are encouraged to volunteer in various ways. Based on aggregate survey data, PRCSA is able to decipher the need for additional strategies to reach a larger pool of children and families.
Survey data is utilized to empower parents and inspire self-sufficiency for many who are often in jeopardy of slipping into lower socio-economic levels when they cannot access comprehensive supports.
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 27 of 32
Section 8: Family Engagement (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 28 of 32
Section 9: Program Quality and Integrity (10 points)
• Describe systems used to meet the expected program quality standards in 5 CCR regulations (5 CCR, Sections 18270.5–18281).
• Describe how you will ensure there is a continuous monitoring system to assess program integrity and improvement.
Being a local municipality, we have collective bargaining units in place with contract agreements regarding performance evaluations for our staff members. Due to these bargaining units, we have specialized job descriptions and annual evaluations for our staff. New employees have an orientation set up by our Human Resources Department and staff are given their job duties as reference when they begin.
Staff are provided opportunities to join various group memberships and attend trainings and conferences as needed or requested to keep them up-to-date on any new laws, ideas, current trends or rules & regulations.
We will be working with TRF to provide any mandated training needed to maintain our program compliance with the State.
PRCSA will be requesting program surveys from participants as well as parents so we can address what needs are and are not being met by our programming. This contract funding will assist with additional trainings and certification needs for staff handling these centers.
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 29 of 32
Section 9: Program Quality and Integrity (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 30 of 32
Section 10: Fiscal Accountability (10 points)
Describe the fiscal resources available to operate your program for at least three months. Please include a proposed budget that supports your ability to operate your program for at least three months.
PRCSA currently has programming at our sites with staff already budgeted. The budget information below shows enough funding to cover three months and beyond to continue with staffing & programming.
Currently, the City of Santa Ana operates on an approved budget of over $700 million. PRCSA has just over 3% of this total budget allocated for staffing and program operations costs. We have $13.6 million of general funds, $300K in grant funding and $6.1 million in special funding. We currently have staff available and in place to fulfill the needs of this program. We have budgeted and funded our current summer day camp at 3 sites for June through August and have after-school care available at 4 sites that has been budgeted through December 2023.
We manage Recreation Classes, Youth Sports, Special Events, The Santa Ana Zoo, Community Engagement, Senior Services, Health & Wellness, Aquatics and Teens & Older Youth. We have three summer day camp programs already budgeted, as well as various events and programming for the Community.
The contract funding will enhance our ability to provide additional cost-free care or supplemented care for school-age children after school and free or low-cost summer day camp as well for those who would not be able to attend these types of programs without some sort of financial assistance.
California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 31 of 32
Section 10: Fiscal Accountability (additional page, if needed) California Health & Human Services Agency California Department of Social Services CCD 34 (2/23) Page 32 of 32
Application Checklist
A completed and signed application package is required.
It is the sole responsibility of the contractor to ensure that the application package is submitted to CDSS on or before 11:59 p.m. on Friday, December 23, 2022.
Section Description Page Number Check Box
Section I – Contracted Program Type 1
Section II – Contractor Information 2
Section III – Legal Status of Contractor 3
Section IV – County or Counties of Service 4
Section V – Slots Requested 5
Section VI – Program Operation Plans 6
Section VII – Intent to Subcontract Services
(for applicants with subcontracted services only) 7
Section VIII – Contractor Certification 8
Section IX – Fiscal Information 9
Section X – Fiscal Attachments
(see “Requirements” column on page 9 for instructions on which forms to include) Program Staffing Plan 10
Payee Data Record 10
Proof of Charity Status 10
Proof of 501(c) (3) Status 10
Section XI – Program Attachments
2022–23 Program Calendar 11
2023–24 Program Calendar 11
Section XII – Program Narrative
Program Narrative 11