REQUEST FOR PROPOSALS (RFP)
Project Management & Administrative Coordination Services
YouthBuild/Just-A-Start x Loop Lab AV Careers Program
Contract Value: $30,000
Project Period: June 2026 – March 2027
Program Launch: October 2026
Executive Summary
The Loop La is seeking a skilled Project Manager or Administrative Project Coordinator to support the launch and first-year implementation of the YouthBuild/Just-A-Start x Loop Lab AV Careers Program, a new training and paid work experience pathway designed to help young adults build in-demand audio visual technical skills.
This inaugural cycle requires strong coordination, documentation, and communication support as the program establishes its systems, workflows, and reporting structures. The selected contractor will play a key role in helping the program run smoothly across planning, training, employer engagement, and closeout.
This is a startup year. Coordination needs will be higher than in future program cycles as new structures are built and tested. The Loop Lab and Youthbuild/Just-A-Start would like to thank Liberty Mutual Foundation for their generosity in funding this program!
About The Loop Lab
The Loop Lab is a nonprofit social enterprise dedicated to advancing economic equity through media arts, digital storytelling, and workforce development. We train and employ BIPOC young adults and provide high-quality AV production and technical training aligned with employer needs. Our programs blend technical skill-building, industry certification preparation, and real paid work experience through trusted employer partnerships.
Learn more at www.thelooplab.org.
Project Overview
The AV Careers Program is an intensive training and work experience initiative launching in partnership with YouthBuild/Just-A-Start and regional AV employer partners. The program spans June 2026 through March 2027 and includes:
Pre-launch planning and partner coordination
AV technical training (October–December 2026)
Paid job placements (January–February 2027)
Program closeout and final reporting (March 2027)
This RFP seeks a contractor who can manage day-to-day coordination, documentation, and partner communication to support this inaugural program cycle.
Scope of Work
Core Project Management
Maintain and update the master program calendar
Schedule trainings, employer shifts, internal meetings, and check-ins
Coordinate communication among Loop Lab, YouthBuild/Just-A-Start, and employer partners
Support onboarding of the administrative project manager (if subcontracted)
Maintain organized documentation in Google Workspace
Training Phase Coordination (Oct–Dec 2026)
Track participant attendance and engagement
Maintain weekly schedules and reminders
Log training hours and participation notes
Prepare weekly status updates
Support classroom documentation and file organization
Paid Work Experience Support (Jan–Feb 2027)
Track job placement progress and employer hours
Maintain employer communication
Collect supervisor confirmations and evaluations
Keep accurate and audit-ready files for all apprentices
Tracking, Documentation & Reporting
Maintain accurate spreadsheets and tracking tools
Assist with monthly summaries and reporting
Ensure documentation meets audit requirements
Track milestones, completion data, and participation metrics
Program Closeout (March 2027)
Organize all final documentation
Verify participant completion and hour requirements
Assist with the final summary report
Prepare handoff materials for YouthBuild/Just-A-Start and partners
Deliverables
The selected contractor will deliver:
A master project calendar for June 2026 – March 2027
Weekly check-in summaries
Monthly progress summaries
Clean attendance, hours logs, and employer documentation
Updated milestone trackers and workflows
Final documentation package and closeout materials
Loop Lab’s Role
The Loop Lab will:
Lead all program design and execution
Maintain primary relationships with YouthBuild/Just-A-Start and employer partners
Set up systems, workflows, and documentation templates
Manage risks, escalations, and partner communications
Oversee all deliverables and reporting
Approve all final documentation
Required Qualifications (Must-Haves)
Strong organizational and follow-through skills
Clear and timely communication
Experience with youth-serving, workforce, or nonprofit programs
Comfort using Google Workspace (Docs, Sheets, Calendar)
Ability to work independently with structured guidance
Availability during peak activity (Oct–Dec 2026)
Professionalism and reliability in managing time-sensitive tasks
Preferred Qualifications (Nice-to-Haves)
Experience in workforce development or career pathways programs
Background in youth services, AV/technical industries, or nonprofit coordination
Experience supporting training programs or employer partnerships
Familiarity with documentation requirements for grant-funded programs
Estimated Level of Effort
This is a startup year, and coordination needs will be higher than in future cycles.
Approximate workload:
35–40 hours/month during Training Phase (Oct–Dec 2026)
20–25 hours/month during Paid Work Phase (Jan–Feb 2027)
Lighter workload during Planning and Closeout
Additional hours must be pre-approved by The Loop Lab.
Compensation & Terms
Total Contract Amount: $30,000
Payment structure: Monthly invoices, paid within 30 days
Independent contractor role; no benefits provided
Confidentiality required for all program, participant, and partner information
Proposal Submission Requirements
Please submit:
Name and contact information
Resume or summary of relevant experience
Short description of your project management approach
Proposed monthly rate
Selection Timeline
RFP Release: Rolling
Ideal Start Date: June 2026
Program Launch: October 2026
Interviews scheduled as qualified proposals are received
Early submissions encouraged.
Contact
Submit proposals to: chope@thelooplab.org
Subject line: RFP Submission – AV Careers Program PM