bidders’ conference january 6, 2014 1:30 pm -3:30 pm boston, ma

FY2014- FY2015 RTTT-ELCG Project 5.3: Early Education Partnerships:

Birth to Third Grade Strategy Fund Code 808

Bidders’ ConferenceJanuary 6, 2014

1:30 PM -3:30 PMBoston, MA

Today’s Agenda Welcome Overview of the FY2014 - FY2015 RTTT-ELCG Project 5.3:

Questions and Answers Grant Posting/Grant Timeline/Submission Deadline Grant Application Components Purpose/Funding Eligibility Grant Priorities and Requirements

Nuts and Bolts of the Application Submission Process Application Forms and Documents• Budgetary Guidance & Allowable Use of Funds• Grant Specific Documents

Re-cap of Submission Process

Questions and Answers (FAQ)To ensure consistency in responses At the end of the Bidders’ Conference presentation, an

EEC staff member will record questions. It is suggested that questions be submitted in writing. Those questions will be reviewed and answered in the

FAQs. All other questions must be emailed by January 7 by

4:00 PM to [email protected] Subject line: FY2014- FY2015 RTTT-ELCG Project 5.3: Early

Education Partnerships: Birth to Third Grade Strategy : Fund Code 808

The FAQ document will be posted online on or around January 17,2014 The FAQ document then becomes an official part of the Grant

Application.

mailto:[email protected]

FY2014 RTTT-ELCG Project 5.3: Early Education Partnerships: Birth to Third Grade Strategy 4

Posting of Grant Related Information

Grant Posting Available: On Comm-PASS at www.comm-pass.com On EEC’s website at http://www.mass.gov/eec under

Funding Opportunities- -Open Competitive Grants

Grantees are responsible for checking EEC’s website and Comm-PASS for any updates to the Grant Application Information.

http://www.comm-pass.com/

http://www.mass.gov/edu/birth-grade-12/early-education-and-care/financial-assistance/funding-opportunities/open-competitive-grants/fy2014-mental-health-consultation-grant.html

Grant Application Timeline

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1. Grant Application Release/Posting:

December 23, 2013

2. Bidder’s conference: Location: EEC Central Office51 Sleeper Street, 4th Floor, Boston, MA 02210http://mapq.st/120vlUE

January 6, 2014 1:30-3:30 PM

3. Submission of Intent to Bid: Email Intent to Bid [email protected]

January 7, 2014 4:00 PM

4. Submission of Written Inquiries: Applicants must submit written inquiries to [email protected]

January 7, 2014 4:00 PM

5. Response to Written Inquiries:

January 17, 2014 (estimated)

6. Submission Deadline:Applicants must submit proposals to [email protected]

February 3, 2014 4:00 PM

7. Bidders are Notified of Awards:

February 24, 2014 (estimated)

8. Grant Start Date:

March 1, 2014 (estimated)

http://mapq.st/120vlUE




FY2014 RTTT-ELCG Project 5.3: Early Education Partnerships: Birth to Third Grade Strategy

Grant Submission Deadlines

The EEC Central Office must have all documents by February 3, 2014 by 4:00 PM

Mail submission: One (1) original hard copy Three (3) hard copies

Electronic submission: ALL grant application documents (except Administrative

documents)

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Grant Application: Follow the Checklist Checklist for Grant Application Signed Cover Page FY 2014-FY2015 RTTT-ELCG Project 5.3 Budget Workbook FY 2014-FY2015 RTTT-ELCG Project 5.3 Narrative Questions Copy of Indirect Cost Rate Approval Letter (if you are claiming Indirect

Cost) Memorandum of Understanding (MOU) developed by Applicant

FY2014 - FY 2015 RTTT-ELCG Project 5.3 Budget Workbook Components: Grant Budget Summary (Read-Only) State Budget Summary (Read-Only) RTTT-ELCG Year 3 (b-1): March 1, 2014 - June 30, 2014 RTTT-ELCG Year 3 (b-2): July 1, 2014- December 31, 2014 In-Kind Budget - Year Three RTTT-ELCG Year 4(c-1): January 1, 2015 - June 30, 2015 RTTT-ELCG Year 4(c-2): June 30, 2015 - December 31, 2015 In-Kind Budget - Year Four Program Contacts Communities Served Languages Spoken 7


Grant Appendices (For reference only)

Appendix A: Budget Workbook Instructions Appendix B: Evaluation and Rating Criteria

Appendix C: Grant Payment Terms, Grant Expenditures,

Termination, Recoupment of Funds, and Relevant Law

Appendix D: List of Prioritized Communities Appendix E: Framework for Planning, Implementing, and

Evaluating PreK-3rd Grade Approaches

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FY2014-FY2015 RTTT-ELCG Project 5.3: Early Education Partnership: Birth to Third Grade Strategy

Funded by the Race-to-the-Top/Early Learning Challenge GrantP-3 Elements1

Cross-Sector Work (Governance, strategic plans)

Administrator Effectiveness (Leadership is inclusive/facilitative and focused on instruction)

Teacher Effectiveness (Focus on credentials and professional development; professional dispositions; professional

community) Instructional Tools

(Curriculum content; alignment of standards and curricula; pedagogical methods) Learning Environment

(Student-centered learning culture (classroom and school)) Data-driven Improvement

(Data and assessment used to improve instruction) Engaged Families

(Families and communities engaged in student learning) Continuity and Pathways

(Focus on children’s movement through the continuum)

1 Kauerz, Kristie (2011). Sustaining Your Work: PreK-3rd Implementation and Evaluation Framework; a presentation to ESE PK-3 grantees. Harvard University: Cambridge, MA.

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Cross-SectorWork

Teacher Effectiveness

Continuity and Pathways

Administrators Effectiveness

Engaged Families

LearningEnvironment

Data – driven Improvement

InstructionalTools

Cross AgencyCollaboration

on P-3

Funding and Distribution of Grants

~ $ 2.4 million dollars are available

Up to $100K per applicant, per year (March 1, 2014-December 31, 2014 and January 1, 2015 – December 31, 2015)

Grantees may apply for: Collaboration Stage of Community Alignment and/or; Mid-Stage of Community Alignment and/or; Sustainable Stage of Community Alignment

Are YOU eligible to apply?

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All communities are eligible to apply

EEC will prioritize high need communities that are defined as: Gateway Communities, District with Level 4 Schools, and/or Home Visiting Communities Communities with Family Resource Centers with an

EHS School Liaison Communities that are part of the Campaign for

Grade Level Reading Learning Network

See Appendix D for a list of Communities

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Grant Priorities

1. Leveraging community resources to invest in a Birth through Third Grade approach

2. Build upon and improved early learning outcomes throughout the early elementary school years through aligned standards, a comprehensive assessments system, family engagement, and professional development.

3. Improve coordination and continuity of educational efforts between the Pre-K and K-3 system.

Eligible Activities

Salaries and fringe benefits Consultants or subcontractors hired to carry out activities

or specific provisions of the grant at a specific rate per hour/day. For example, funds to support a Coach for alignment between community-based early education and care programs and public school Pre-K to Grade 3 for alignment of evidence based tools or practices;

Training Stipends: Professional Development skill attainment to

implement curriculum and coaching and mentoring for educators.

Supplies and materials to implement grant activities Printing and reproduction In-state travel 14

Eligible Activities

Purchase educational trainings aligned with Core Competencies, such as workshops on: achieving accreditation; inclusion of children with special needs; adaptations to curricula or learning environments to foster

positive development; improving and/or increasing the family support skills of

educators; improving the learning environment for children for whom

English is a second language; serving high needs children including those with special needs,

those experiencing homelessness, children of teen parents, families experiencing domestic violence, and children involved with the Department of Children and Families or Department of Transitional Assistance.

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Grant Review

• Strength of the proposal

• MOU demonstrates cross-sector commitment and accountability

• Community’s self-evaluation strategies are achievable

• Clearly demonstrate the funding will improve improved early learning outcomes throughout the early elementary school years through aligned standards, a comprehensive assessments system, family engagement, and professional development.

Grant Requirements

Detailed budget Support Brain Building in Progress initiative

Incorporate the tagline on printed materials Refer to the website at

www.brainbuildinginprogress.org; Display logo

http://www.brainbuildinginprogress.org/

FY2014 RTTT-ELCG Project 5.3: Early Education Partnerships: Birth to Third Grade Strategy 18

FY2014/FY2015 Reporting Requirements

• A written narrative progress report provided quarterly.

• Monthly submission of Request for Funds.

• EEC reserves the right to modify and/or add additional reporting requirements, fund tracking mechanisms, and/or performance measures for the grantee(s) to follow related to any of this grant funding.


Application Forms and DocumentsTo submit by mail and email:

1) Checklist for Grant Application2) Signed Cover Page3) FY 2014-FY2015 RTTT-ELCG Project 5.3 Budget Workbook 4) FY 2014-FY2015 RTTT-ELCG Project 5.3 Narrative Questions 5) Copy of Indirect Cost Rate Approval Letter (if you are

claiming Indirect Cost)6) Memorandum of Understanding (MOU) developed by

Applicant

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Commonwealth of Massachusetts Standard Administrative Forms:

A signed Commonwealth Terms & Conditions form W-9 with DUNS # Contractor Authorized Signatory Listing Authorization for Electronic Funds Payment (EFT) Form Federal Funding and Accountability and Transparency Act (FFATA)

Reporting Requirements

If not already on file with EEC, you will need to fill out and mail to the EEC.

You do not need to email these materials the Administrative Forms, please only sign and mail these in with your grant application if they are

not on file.

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Budget Workbook Components

There are 11 tabs that make up the entire Budget Workbook.

#1 Grant Budget Summary (read only) #2 State Budget Summary (read only) #3 RTTT-ELCG Year 3 (b-1) #4 RTTT-ELCG Year 3 (b-2) #5 In-Kind Budget Year 3 #6 RTTT-ELCG Year 4 (c-1) #7 RTTT-ELCG Year 4 (c-2) #8 In-Kind Budget Year 4 #9 Program Contact #10 Communities Served #11 Languages Spoken

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Allowable Fund Use Personnel:

Costs associated with staff time that will be used to carry out the grant requirements.

Fringe Benefits Travel:

Expenses for program administrators, program coordinators, and professional staff for in-state travel costs required to implement grant specific activities.

Equipment - NOT APPLICABLE FOR THIS GRANT. Supplies:

Cost of Programmatic Supplies that will be used to carry out the required services of the grant including but not limited to purchasing instructional materials including assessment and curriculum related costs.

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Allowable Fund Use Continued Contractual:

Consultants or subcontractors hired to carry out activities or specific provisions of the grant at a specific rate per hour/day. For example, funds to support a Coach for alignment between community-based early education and care programs and public school Pre-K to Grade 3 for alignment of evidence based tools or practices;

If an applicant proposes subcontracting some of its required services, the applicant must submit the proposed subcontracted services from each subcontractor and other partners as part of its Grant Application response.

Training Stipends: Professional Development skill attainment to implement

curriculum and coaching and mentoring for educators. Other:

Advertising Printing/Reproduction Rental of Space 23

Allowable Fund Use Continued Indirect Costs: All Indirect Costs for the lead agency and subcontractors

(if applicable) cannot exceed 8% of the grant requested amount.

Funds to be distributed to localities, Early Learning Intermediary Organizations, Participating Programs and other partners.

Funds from Other Sources used to support the State Plan Any financial contributions being made by any other source to

further support this project through the repurposing or reallocation of existing Federal, State or local funds (e.g. CCDF, Title I, IDEA, State preschool, Head Start Collaboration and State Advisory Council funding, Home Visiting, Title V MCH, TANF, Medicaid, Child Welfare, Statewide Longitudinal Data System, and foundation and other private funding sources).

Any financial contributions to this project being made by private entities such as foundations. 24


Unallowable Fund Use

Out-of-State Travel Purchase of Food Lobbying Expenses: Grant funds shall not be used to

cover costs incurred by employees, lobbyists, or consultants to influence any local, state or Federal legislation or policy in either the Legislative or Executive branch.

Any costs paid for by other means (to ensure no funds are supplanted)

Computer hardware Equipment purchase, rental and/or repair Conferences and conference fees

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Accessing the Budget Workbook:

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Step 1: OPENING THE FILE: Click on the link: FY2014_FY2015_RTTT_ELCG_Project

_3.5_Budget_Workbook.xls.

Step 2: You must click, on the Options box located to the right

of the Security Warning.

Accessing the Budget Workbook

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Step 3: After clicking the ‘Options’ button, a Security

Alert box will appear.In order to use the workbook;

you must click:‘Enable this content’ and click

‘OK’.


Saving the Budget Workbook

SAVING AND NAMING THE FILE: Once the file is open, select ‘File’ and then select ‘Save As’.

The file is currently named FY2014_FY2015_RTTT_ELCG_Project_5.3_Budget_Workbook.xls. Edit the current file by adding your Agency Name. The file will now have the following name format:

(Example):FY2014_FY2015_RTTT_ELCG_Project_5.3_Budget_Workbook

_ABC_Agency.xls

Be sure to keep the exact filename as designated by the Department of Early Education and Care.

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Using the Budget Workbook

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Use these arrows to navigate and access

all of the tabs.

These are the different tabs for the grant application. Tabs #3-#11 must be filled in by you. The first two tab

are read only.

In the excel document, look for a series of colored tabs. These tabs are located on the bottom of the excel spreadsheet. Click a colored tab to access a

specific page (each tab is labeled). Navigate the tabs by using the arrows found on the lower, left hand

corner of the excel document.

TAB # 1: Grant Budget Summary:

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This tab has all of the totals from the entire budget narrative spreadsheet request. (Ex: if funds are being requested in tab 3, these amounts will show up automatically in tab 1).

PLEASE DO NOT FILL IN ANY INFORMATION IN THIS TAB.

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TAB # 2: State Budget Summary:

TAB# 5 & TAB #8: In-Kind Budget As indicated in the Grant Application (RFR) document, a program match is required of all

applicants. Please note that “program match” is a flexible definition. It can be considered cash or in-kind matching funds by the applicant. The match must be a minimum of 25% of the total grant funding received and must serve to enhance the activities listed in the “Required Services” section of this grant. The In-Kind budget must be entered on the IN-KIND Budget Year Three and In-Kind Budget Year Four tabs. Please refer to the Grant Application for any additional guidance needed regarding In-Kind funds.

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TAB #3: RTTT-ELCG Year 3 (b-1) A detailed budget narrative must be

submitted. The following information, at a minimum, must be included for each budget category in the enclosed Excel Workbook.

Project: This information has already been completed and is populated on each tab.

Agency: Provide the Agency Name. Project Date: This information has

already been completed and is populated on each tab.

Person Completing the Budget and Narrative: Provide the name of the person completing this workbook.

Date Submitted: Provide the date when the workbook is being submitted.

PLEASE MAKE SURE YOU COMPLETE ALL COLUMNS IN THE BUDGET NARRATIVE SPREADSHEET FOR ALL LINE ITEMS BEING REQUESTED.

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Line 1: Personnel

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Line 1: Personnel Continued…

In this tab, fill in: position, description, the Full Time Equivalence (FTE), Base Salary

Full Time Equivalence (FTE): Staff time must be reported in Full Time Equivalences (FTE) under this grant. Example

Total Annual Salaries: For the purposes of the budget the Base Salary is defined as the entire salary that an employee will receive for one fiscal year.

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Line #2: Fringe Benefits The total fringe is calculated against the total salary (not the base salary) of

each position under Personnel for the budget period. The Fringe Contribution amount is added to the Total Request amount. Provide a breakdown of the Fringe benefits.

If fringe exceeds 35%, provide a breakdown of categories and percentages. If fringe is less or equal to 35%, provide breakdown of categories and percentages,

if possible. EEC will review the breakdown and contact you.

If the amount is coming from another source, please provide the name of the source(s) .

Example: Basis for cost estimate calculation is position total from (Personnel Line) x

fringe benefit % (Agency fringe rate) = Fringe Benefit Percentage Total.

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Line 3: Travel

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Write the Total Travel Cost in the Direct cost and/or Admin

cost column.

Fill in the ‘Mileage Rate*’ (*must be your agency’s reimbursement

rate, if applicable).

List: Name and Position of staff who is traveling AND Estimated

Miles per Month and the Number of months

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Line 4: Equipment

Line 5: Supplies

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Please list Description of Supply

For each Supply Listed provide Quantity to be purchased, basis

for computation, and total.

Line 6: Contractual

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Fill in the Purpose Fill in Name of the consultant and

choose the title from the list of choices in the drop-down menu.

Line 7: Training Stipends

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Please list stipend to be provided

For each Stipend listed provide purpose and description of stipend,

cost of stipend and total.

Line 8: Other

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Provide major type or category

Provide purpose of expenditure, cost per item and total for each expense

Line 10: Indirect Costs

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Identify category to which IDCR is being applied

State the Indirect cost rate and total for each category IDCR is being applied

You can use an indirect cost rate ONLY IF your agency submits documentation stating the approved rate. Under no circumstances can the use of the indirect cost rate exceed the amount of funds (8% of the total grant) allocated to administrative purposes.

Lines 12, 13, 14 & 15 LINE 12:Funds set aside for participation in grantee technical assistance

[NOTE: this is blacked out because this is a federal category reserved for the State].

Line 13: Total Funds Requested Automatically calculated: The sum of expenditures in lines 9-11 for each time period of the budget for

the agency. Line 14: Other Funds Allocated to the State Plan.

Any financial contributions being made by any other source to further support this project through the repurposing or reallocation of existing Federal, State or local funds (e.g. CCDF, Title I, IDEA, State preschool, Head Start Collaboration and State Advisory Council funding, Home Visiting, Title V MCH, TANF, Medicaid, Child Welfare, Statewide Longitudinal Data System, and foundation and other private funding sources).

Any financial contributions to this project being made by private entities such as foundations.

Line 15: Total Budget Automatically calculated: The sum of expenditures in lines 12-13 for time period of the budget.


Additional Tabs:

Tabs #4, #6 & # 7 following the same format as Tab # 3. RTTT ELCG Year 3 (b-2) RTTT-ELCG Year 4 (c-1) RTTT-ELCG Year 4 (c-2)

A detailed budget narrative must be submitted for all line items requested.

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TAB #9: Program Contacts

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Enter the program contact information for the following categories; Grant Coordinator, Lead Agency Contact, Superintendent/Executive Director, Summer and Fiscal Contact.

TAB # 10: Communities Served

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Check off all communities served by the grant. If the grant serves an entire region, please check off the region that represents the service area.

TAB # 11: Languages Spoken

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List all the major languages spoken by the families in the communities you serve.


Narrative Questions

All applicants must respond to the following questions. Points assigned to sections/questions are reflective of the value and expectations regarding thoroughness of responses.

The maximum number of points available is 70. Memorandum of Understanding (MOU) – 10 points Birth to Third Grade Strategy Plan – 10 points

Clearly state which stage: collaboration stage, mid-stage and/or sustainable stage your community is proposing to support through Birth to Third Grade Alignment.

Ability of applicant to use grant funds to leverage other resources – 10 points Framework for Planning, Implementing, and Evaluating PreK-3rd Grade

Approaches Kauerz, K. & Coffman, J. (2013) Framework for Planning, Implementing, and Evaluating PreK-3rd Grade Approaches. Seattle, WA: College of Education, University of Washington - 10 points

In-Kind Budget – 10 points FY2014/FY2015 Budget – 10 points Priority Community – Up to 10 points

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Re-cap of Submission Process

Submission:

1. By Mail: one (1) original, signed copy, three (3) copies of ALL documents

(including Administrative Forms, if applicable)

2. By Email: Email ALL individual documents as one email* to:

[email protected]. (do not email Administrative

forms)

(*Save your email with the name of this grant and your

agency)

The ENTIRE submission process must be completed by:

February 3, 2014

(Your hard copy and electronic copy must be get to the EEC office before

4:00 PM)50



EEC Contacts Sarah Harding

Phone: 617-988-6604 Email: [email protected]

Elizabeth Bryant Phone: 617-988-6617 Email: [email protected]

Michele Smith Phone: 617-988-7835 Email: [email protected]

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bidders’ conference january 6, 2014 1:30 pm -3:30 pm boston, ma

Documents

early education partnerships

grant application documents

3fy2014 rtttelcg project

grant application information

submission of intent

pmmail submission

grade strategy2questions

grade strategyto