· web viewjune 30, 2011 note: completed five year strategic plan is due with this report....

FLORIDA DEPARTMENT OF EDUCATION

Request for Proposal (RFP) for Discretionary, Competitive Projects

Bureau/OfficeDivision of Career and Adult Education

Program NameBuilding an Adult Education Career Pathways System for Transitioning to Postsecondary Education

Specific Funding Authority(ies)Adult Education and Family Literacy Act (AEFLA)State Grant Programs Title II of the Workforce Investment Act of 1998 (WIA)CFDA #84.002, Web site: http://www.cfda.gov/CFDA.pdf

Funding Purpose/Priorities The purpose of this funding is to build the capacity of eligible providers responsible for adult education and literacy services in the State of Florida to increase the number and percentage of adult education students who enter postsecondary education and earn a degree, certificate and/or industry credential.

The Florida Adult Education Career Pathway funding opportunity will provide the fiscal resources for eligible providers to analyze their adult education program components in the areas of: 1.) program design, 2.) curriculum and instruction, 3.) professional development, 4.) student support services, 5.) assessment, 6.) partnerships, 7.) dissemination / marketing, and 8.) accountability. The analysis will determine system changes needed to reach the goal of increasing the number and percentage of students that enter postsecondary education and earn a degree, certificate and/or industry credential. Applicants must also integrate career awareness, exploration, and planning programs that result in all adult learners developing a career and education plan. Applicants must include, in the application, how the improved and/or expanded delivery system for adult education career pathways will be sustained after this funding cycle ends.

Definition of Adult Education Career Pathways

An adult education career pathway is a systemic framework that connects adult education programs, work, and postsecondary education. Each step in a career pathway is designed to prepare the student for the next level of work and education. Each step measures skills and improves career and earning opportunities. The career pathway includes noncredit and college credit programs tied to high-growth industries, fields or occupations that provide family sustaining wages.

Key features of a comprehensive, fully implemented adult education career pathways system include:

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http://www.cfda.gov/CFDA.pdf

Basic skills instruction contextualized for a specific occupation or cluster of occupations within an industry or field;

Support services, such as counseling, academic advising, tutoring, career counseling, financial aid, and job placement;

Curriculum and coursework that are broken into steps and that are aligned with and articulate to academic and career advancement;

Visual diagram or “road map” that shows multiple entries and exit points and depicts vertical and lateral movement within an occupation or career cluster;

Transition or “bridge” programs to help adults improve their basic skills and prepare for postsecondary-level courses, especially math, reading, and writing courses; and

Community and business partnership arrangements (services such as childcare, transportation, and case management), job shadowing, and internships.

Outcomes associated with adult education career pathways provide higher rates of persistence, completion, transition between educational levels and employment.

Selected grantees will have the following responsibilities:

1. Establishing a steering committee to develop a post award five-year strategic plan focusing on the goals of increasing the number and percentage of adult education students that enter postsecondary education and earn a degree, certificate and/or industry credentials. The committee must include the school district and/or college adult education providers, workforce representatives, college/technical center serving the region, and others as determined locally.

2. Developing and implementing a post award five-year strategic plan for the period beginning upon award through June 30, 2015.

The purpose of the strategic plan is to improve, expand, or create an adult education program that includes adult education career pathways and transition to postsecondary programs as an integral component of the delivery system.

Note: The goal of the plan is to build the capacity of eligible providers responsible for providing adult education and literacy services in the State of Florida and to increase the number and percentage of adult education students who enter postsecondary education and earn a degree, certificate, and/or industry credential.

The required template for the post award Five-Year Strategic Plan is available at URL:

http://www.fldoe.org/workforce/dwdgrants/adulted.asp

All funded grantees must submit the completed template by June 30, 2011.

The strategic plan, to be guided by the steering committee, must include the following and must be tailored to the area’s needs:

a) Program Design – Programs are designed to transition or “bridge” adults between basic and college-level skills, especially math, reading, and writing courses. Programs provide


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clear pathways for participants, regardless of their skill level at the point of entry, to advance as quickly as possible to postsecondary programs and ultimately to family-sustaining employment or advancement in their careers. Programs provide visual diagrams or “road maps” that shows multiple entry and exit points and depicts vertical and lateral movement within an occupation or career cluster;

b) Curriculum and Instruction – Programs ensure that curricula covers the full range of basic and work-readiness skills needed for entry into and success in postsecondary education and training and the workplace, and use a range of resources and instructional techniques that optimize both educational learning gains and career and college readiness. Curriculum and coursework is aligned and articulated with academic and career advancement. Instruction provides basic skills contextualized for a specific occupation or cluster of occupations within an industry or field.

c) Professional Development – Teachers, counselors, and administrators need ongoing professional development to develop the skills and knowledge needed to plan and implement an Adult Education Career Pathways System.

d) Student Support Services – Programs provide services such as tutoring, career counseling, career exploration and planning (using Florida CHOICES or its equivalent), and access to case management, child care, transportation, financial aid, and job placement.

e) Assessment – Programs use a variety of assessment tools (in addition to standardized tests used in adult education) to measure postsecondary readiness such as college placement tests, SAT, and/or ACT tests.

f) Partnerships - Adult education in career pathways is part of a larger system and needs to be developed in partnership with other local educational institutions and stakeholders. Community and business partnership arrangements include services such as childcare, transportation, case management, job shadowing, and internships. Partnerships must include the school district, college/technical center serving the region, workforce representative, and other area education providers as determined locally.

g) Dissemination / Marketing – Promote awareness of Adult Education Career Pathways through targeting marketing of linkages between adult education, postsecondary, and workforce. Strategies will inform adult learners of unique program offerings as well as disseminate best practices for adult education providers.

h) Accountability – Programs will analyze student outcomes to set baseline data and goals for increasing the number and percentage of adult students who enter postsecondary education and earn a degree, certificate and/or industry credential. Programs will document, evaluate, and improve student and program outcomes on a continuing basis.

3. Providing opportunities for adult learners to develop a career and education plan using Florida CHOICES (or its equivalent) during the intake process, class time, or other time that fits local needs. The career and education plan must include, but is not limited to, activities such as interest assessments, career exploration, identification of career cluster(s) and a career pathway, and education plans to reach career goals. Implementation must begin during 2011 with the strategic plan indicating how and when all students will have a career and education plan.

4. Must participate in professional development opportunities on Building Adult Education Career Pathways System sponsored by the Department of Education. Workshops will be


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offered in 2011 through the Regional Training Councils (RTCs). Selected grantees must designate a team that will be trained. Grantees must also plan local professional development to meet the needs of their teachers, counselors, and administrators. CHOICES training will also be offered through the RTCs. The schedule of CHOICES and Adult Education Career Pathways workshops will be posted at www.floridatechnet.org.

Target Population(s)

Adults enrolled in Adult Basic Education (ABE), English as a Second Language (ESL), Adult High School, and/or General Educational Development (GED) instruction.

Although the audiences for transition to postsecondary programs tend to be adults in General Educational Development (GED), Adult High School (AHS), and high-level English as a Second Language (ESL) classes, Adult Basic Education (ABE) programs will integrate career awareness programs on careers and postsecondary opportunities to adults receiving ABE instruction.

Eligible Applicant(s)AEFLA, Section 203 (5) – ELIGIBLE PROVIDERS.

(A) a local educational agency;(B) a community-based organization of demonstrated effectiveness;(C) a volunteer literacy organization of demonstrated effectiveness;(D) an institution of higher education;(E) a public or private nonprofit agency;(F) a library;(G) a public housing authority;(H) a nonprofit institution that is not described in the above

subparagraph (A) through (G) and has the ability to provide literacy services to adults and families; and

(I) a consortium of the agencies, organizations, institutions, libraries, or authorities described in any of subparagraphs (A) through (H).

Application Due DateFebruary 18, 2011. The due date refers to the date of receipt in the Office of Grants Management. Facsimile and e-mail submissions are not acceptable.

Total Funding Amount/Approximate Number of Awards$7,495,004 total funding / 67 approximate number of awards

Application submission categories:

A. Single County Allocation Category Options:1. Joint application for single county allocation must: BONUS points – 10

include two or more adult education providers within the same county share fiscal resources (county allocation) include a separate Budget Narrative, DOE101S, for each agency receiving fiscal

resources qualifying applications will receive all 10 bonus points


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2. Single application for single county allocation is: NO BONUS points one adult education provider applying for a single county allocation

B. Multiple County Allocations Category Option:1. Single application for multiple county allocations is: NO BONUS points

one adult education provider applying for multiple county allocations

Requirements for ALL application submission categories: County allocation(s) must be expended and grant requirements implemented for Adult

Education Career Pathways services within the county for which funds are requested. Applications must receive a minimum base score of 70 points for funding eligibility.

Matching RequirementNone

Budget/Program Performance PeriodUpon application receipt and approval through June 30, 2012

Federal programs: Project effective date will be the date that the application is received within Florida Department of Education (DOE) in Substantially Approvable Form, or the effective date of the Federal Award Notification, whichever is later.

Contact PersonsProgram Office Contact Grants Management Contact

Ken Plummer Paula Starling

[email protected] [email protected]

850.245.9047 850.245.0711

AssurancesThe Florida Department of Education developed and implemented a document entitled General Terms, Assurances and Conditions for Participation in Federal and State Programs, to comply with:

• 34 CFR 76.301 of the Education Department General Administration Regulations (EDGAR) which requires Local Educational Agencies (LEAs) to submit a common assurance for participation in federal programs funded by the U.S. Department of Education (USDOE);

• Applicable regulations of other Federal agencies; and• State regulations and laws pertaining to the expenditure of state funds.

In order to receive funding, applicants must have on file with the Florida Department of Education, Office of the Comptroller, a signed statement by the agency head certifying applicant adherence to these General Assurances for Participation in State or Federal Programs. The complete text may be found at: http://fldoe.org/comptroller/doc/gbsectiond.doc

School Districts, Community Colleges, Universities, and State AgenciesDOE 905Revised 05/09

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http://fldoe.org/comptroller/doc/gbsectiond.doc

mailto:[email protected]


The certification of adherence, currently on file with the Department of Education Comptroller’s Office, shall remain in effect indefinitely. The certification does not need to be resubmitted with this application, unless a change occurs in federal or state law, or there are other changes in circumstances affecting a term, assurance, or condition.

Private Colleges, Community-Based Organizations, and Other AgenciesIn order to complete requirements for funding, applicants must certify adherence to the General Terms, Assurances, and Conditions by submitting the certification of adherence page, signed by the agency head.

Private colleges, Community and Faith-Based Organizations, and other non-public agencies must also submit upon approval of award, prior to the issuance of a project award.

(1) A copy of the organization’s current budget,(2) A list of the board of directors, and if available, (3) A copy of the institution or agency’s most recent annual audit report prepared by an independent Certified Public Accountant licensed in this state.

NARRATIVE COMPONENTS AND SCORING CRITERIA

The Instructions describe what the applicant must include in each Narrative Component.

Following the Instructions, within each Narrative Component, are Criteria. These are the bulleted, italicized statements used by proposal reviewers to assess and score each Narrative Component.

Complete the application using the same sequence presented in this narrative section.

Maximum number of pages for addressing Narrative Components (1-8) is 10. Any pages that exceed the 10 page maximum will not be included in the evaluation. This does not include any required forms or agreements.

The standard scoring Criteria are based on a 100 point scale, with a minimum score of 70 points required for an application to be considered eligible for funding or bonus points.


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1. Project Abstract or Summary FIXED REQUIREMENT

InstructionsProvide a one page summary for the proposed project including general purpose, specific goals, brief program design, and significance (contribution and rationale).

In addition, complete the Project Category Identification Form (located in the Attachments section) and place the form in front of the brief one page summary.

Criteria

The proposed project is described in a brief summary, including general purpose, specific goals, brief program design, and significance (contribution and rationale).

It is clear that the proposed project aligns with the intended Funding Purpose/Priorities.The applicant has included the completed Project Category Identification Form

(located in the Attachments section) - bonus points are addressed on the form.

2. Project Need __5___points

Instructions Describe the need for the proposed project and provide supporting data as evidence in order to

achieve program requirements outlined in the Funding Purpose/Priorities section.

CriteriaThe need for the proposed project is strongly justified through supportive data including

community served, demographics, and number of students served per year.The magnitude of the need for the services to be provided or the activities to be carried

out is apparent.The magnitude or severity of the problem is evident, compelling, and clearly linked to the

outcome(s) of the proposed project.The proposed project focuses on service or otherwise addresses the identified needs of

the targeted population(s). It is evident that the proposed project is focused on those with greatest needs.Gaps or weaknesses in existing services are explained, including the nature and

magnitude of the gaps and / or weaknesses.

3. Project Planning and Design

(Section 3. a – h is assigned a total of 65 points as specified below.)

InstructionsDescribe the preliminary design and approach to improve, expand, or create the following components of an adult education career pathway system. Describe how the components will be tailored to meet the adult education student needs as well as the area’s workforce needs.

Note: Funded grantees will be required to provide a more detailed description of each component in a post award five-year strategic plan due by June 30, 2011. The strategic plan, to be guided by the steering committee, must also include the following components and must


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be tailored to serve the area’s job demand needs. The required template for the post award Five-Year Strategic Plan is available at URL: http://www.fldoe.org/workforce/dwdgrants/adulted.asp.

a. Program Design 10 points

Criteria

The proposed preliminary project design will support the goals of the project. It is evident that the proposed project provides support to students in overcoming

barriers that may prevent them from attending and completing the postsecondary program.

It is evident, in the program design, that adequate support services and accommodations are in place to ensure inclusion for persons with disabilities and other special needs.

The applicant provides a clear description of the proposed program goals to effectively increase the capacity to provide career pathways options to adult learners.

b. Curriculum and Instruction 10 points

Criteria

The proposed project uses instructional practices that research has proven to be effective in preparing adult learners for postsecondary education.

The proposed project uses effective methods of instruction that enhance retention and completion.

The proposed project includes valuable courses, workshops, and/or other programs that bridge the gap between basic skills and those skills needed to succeed in postsecondary education.

The proposed project includes contextualized instruction that integrates industry/occupation knowledge with basic reading, math, and language skills.

c. Professional Development 10 points

Criteria

The duties outlined for all staff are aligned with the proposed project. The responsibilities of all staff are clearly described. The staff responsible for reporting data is identified and has the necessary expertise

to adequately perform this task. Staff responsible for submitting Project Progress Reports is clearly identified. The proposed project includes a training plan for teachers, counselors, and

administrators to develop the skills and knowledge they need to plan and implement an adult education career pathways system.

The proposed project identifies staff that will be trained in the use of Florida CHOICES.


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d. Student Support Services 5 points

Criteria It is evident that the proposed project will provide necessary flexible schedules and

access to support services (such as child care, transportation, tutoring, career counseling and case management) that are necessary to enable individuals to attend and complete programs.

The proposed project includes support services with postsecondary admissions applications, college placement tests to determine postsecondary readiness, financial aid, and the elimination of other identified barriers.

Academic assessments correlate with postsecondary institutions to ensure student readiness for enrollment, i.e., students will not need a remediation course at the postsecondary level, such as college placement tests.

The program offers adequate support services and accommodations to ensure inclusion for persons with disabilities and other special needs.

e. Career and Education Plans for Adult Learners 5 points

Criteria The projects design provides successful opportunities for adult learners to develop a

career and education plan using Florida CHOICES (or its equivalent) during the intake process, class time, and/or other times that fit local needs.

The career and education plan includes, but is not limited to, activities such as interest assessments, career exploration, identification of career cluster(s), an adult education career pathway, and education plans to reach career goals.

Implementation of a career and education plan is clearly targeted to begin during program year 2011 indicating how and when all students will have a career and education plan.

f. Partnerships 10 points

Criteria The applicant has a comprehensive plan to coordinate with available resources in the

community, such as: adult education program staff, postsecondary education personnel, One-Stop Centers, Workforce Boards, job training programs and social service agencies.

It is evident that there are collaborative partnerships, and plans for building on existing partnerships that will support the goals of this project.

It is evident that there is an existing foundation of collaboration with at least one postsecondary education partner which leads to institutionalized/long-term systemic changes in practices to support adult learners transitioning to postsecondary education.

The partners will work together to effectively support students transitioning to postsecondary.

Included are letters of support for all potential partners that contain:


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o Agency head signatures of both parties (the applying agency and partner)o Projected outcome of services, student transitions and instructional practices

to be provided by the partnero Designated fiscal amount(s) for each partner, if applicableo Services to be provided are identified as instructional or non-instructional

Note: The applicant is solely responsible for all programmatic, reporting and fiscal management of the project and ensuring that sub-recipients who provide services accurately report ALL required information to the applicant in the appropriate format as required by DOE.

g. Dissemination / Marketing Plan __5___points Criteria

The applicant’s dissemination plan will use effective and realistic means to reach the appropriate audiences, including the target population(s), the local community, and other organized entities, if/when indicated.

The methods or strategies used to share services provided by the proposed project are innovative.

The dissemination plan reflects a thorough grasp of the proposed project and the positive impact on the targeted population(s).

h. Accountability 10 points

Criteria

The applicant includes effective provisions for using NRS data on learning gains, employment, and postsecondary outcomes for establishing baseline data, program outcomes and program improvement.

The proposed project accountability plan includes regularly analyzing student outcome data to set program goals and using results for on-going program improvement.

4. Steering Committee 10 points

InstructionsA steering committee must be established to develop a post award five-year strategic plan for building an adult education career pathways system. Describe the scope of work for the steering committee.


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Criteria Steering committee members are identified and include participants from the school

district, the college/technical center serving the region, a workforce representative, and other area education providers as determined locally.

Scope of work for the steering committee includes planning, development, implementation, evaluation, adjustments and ongoing oversight for maintaining the post award Five-Year Strategic Plan.

5. Sustainability of Project 5 points

InstructionsExplain how the program will be implemented and sustained after the funding period is over. Address monetary considerations and program continuation.

Criteria The applicant clearly describes the methods for sustaining the program at the end of

the funding period. Monetary considerations for program continuation are adequately addressed. The proposed program continuation plan is feasible.

6. Evaluation 5 points

InstructionsDescribe the method(s) that will be used to evaluate the proposed project.

Criteria

The evaluation methods are thorough, feasible, and appropriate to the goals and outcomes of the proposed project.

The methods provide for examining the effectiveness of project implementation strategies and are appropriate to the context within which the project operates.

The methods include the use of objective performance measures that clearly relate to the intended outcomes of the proposed project and will produce quantitative and qualitative data.

The methods are likely to produce timely guidance for quality assurance. The evaluation process is comprehensive, likely to result in a successful project, and

includes an effective approach for using evaluation results to guide necessary adjustments to the proposed project.

The evaluation instruments are designed to effectively measure program progress and success.

7. Support for Strategic Plan FIXED REQUIREMENT

InstructionsIncorporate one or more of the Areas of Focus included in Florida’s Next Generation PreK-20 Education Strategic Plan.URL: http://www.fldoe.org/Strategic_Plan/pdfs/StrategicPlanApproved.pdf


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http://www.fldoe.org/Strategic_Plan/pdfs/StrategicPlanApproved.pdf

Describe how the proposed project will address the reading and math/science initiativesof the Department of Education. Just Read Florida URL: http://www.justreadflorida.com/

Math/Science Initiative URL: http://www.fldoestem.org/center13.aspx

CriteriaThe applicant has included effective methods for incorporating one or more of the Areas

of Focus from Florida’s Next Generation PreK-20 Education Strategic Plan.The proposed project utilizes a comprehensive plan for integrating pertinent aspects of

the Just Read, Florida and the math/science initiatives.

8. Budget __10___points

InstructionsExplain how the budget narrative reflects objectives and proposed costs of the project.

In addition to this required narrative, applicant must complete the DOE 101S, Budget Narrative Form, in detail, and ensure alignment with the projects goals, objectives and proposed costs.

CriteriaThe budget is thorough, specific, and supports the proposed project.The proposed project budget presents expenses that are allowable, realistic, accurate,

and clearly relate to and reflect project activities, objectives, and outcomes.The costs are reasonable in relation to the objectives, design, and potential significance

of the proposed project. The costs are reasonable in relation to the number of persons to be served and to the

anticipated results and benefits.The required personnel, professional and technical services, and/or travel for the

proposed project are clearly and adequately explained.The justifications for expenditures are reasonable and clearly explained.

Note: This Budget narrative component is in addition to completing the DOE 101S, Budget Narrative Form. When applying points, reviewers will consider both the form submitted in the application as well as these budget narrative responses.

The DOE 101S, Budget Narrative Form is not included in the maximum page count for this Narrative Components section.

Include a separate Budget Narrative, DOE101S, for each agency receiving fiscal resources.

Funding MethodCARDS - Cash Advance and Reporting of Disbursements System – Web-Based Reporting required monthly to record expenditures.DOE 905Revised 05/09

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http://www.fldoestem.org/center13.aspx

http://www.justreadflorida.com/

Federal cash advances will be made by state warrant or electronic funds transfer (EFT) to a recipient for disbursements. For federally funded projects, requests for federal cash advance must be made on the CARDS - Cash Advance and Reporting of Disbursements System. If at times it is determined that disbursements are going to exceed the amount of cash on hand plus cash in transit, an on-line amendment can be made prior to the due date of the next Federal Cash Advance distribution on the CARDS System.

Reimbursement with Performance (P)Payment is rendered upon submission of documented allowable disbursements, plus documentation of completion of specified performance objectives. See Invoicing Procedures section.

Fiscal RequirementsSupporting documentation for expenditures is required for all funding methods. Examples of such documentation include but are not limited to: payroll records, contracts, invoices with check numbers verifying payment, and/or bank statements; all or any of which must be available upon request.

Funded projects and any amendments are subject to the procedures outlined in the Project Application and Amendment Procedures for Federal and State Programs (Green Book) and the General Assurances for Participation in Federal and State Programs. URL: http://www.fldoe.org/comptroller/gbook.asp

The project award notification (DOE 200) will indicate:• Project budget • Program periods• Timelines:

Last date for receipt of proposed budget Program amendments Incurring expenditures and issuing purchase orders Liquidating all obligations Submitting final disbursement reports.

Project recipients do not have the authority to report expenditures before or after these specified dates.

Allowable Expenses: Project funds must be used for activities that directly support the accomplishment of the project purpose, priorities, and expected outcomes. All expenditures must be consistent with applicable state and federal laws, regulations, and guidance.

Unallowable Expenses: Project funds may not be used to supplant existing programs and/or funding. There is a limit of $5,000 of expenditures on any equipment purchased with these funds and the equipment must be used solely for the purpose(s) of administering this program.

Administrative Costs including Indirect Costs: In accordance with AEFLA, Section 233(a-b):(a) In General.-- Subject to subsection (b), of the amount that is made available under this subtitle to an eligible provider –

(1) not less than 95 percent shall be expended for carrying out adult education and literacy activities; and


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(2) the remaining amount, not to exceed five percent, shall be used for planning, administration, personnel development, and interagency coordination.

(b) Special Rule. -- In cases where the cost limits described in subsection (a) are too restrictive to allow for adequate planning, administration, personnel development, and interagency coordination, the eligible provider shall negotiate with the eligible sub-recipient in order to determine an adequate level of funds to be used for noninstructional purposes.Positions such as project coordinator, accountant, clerical staff, or other positions not directly involved in instructional activities of students are considered administrative. Travel, equipment, and supplies for administrators are also considered administrative costs unless used for the purpose of providing personnel development directly related to Adult Education and Family Literacy students.

All eligible providers are required to itemize administrative costs on the DOE 101S, Budget Narrative Form.

Administrative costs (including indirect) cannot exceed 5%. Indirect costs are considered administrative costs and applicable to Local Education

Agencies ONLY.

Grants Fiscal Management Training RequirementCommunity-Based Organizations (CBOs), Faith-Based Organizations (FBOs), and other private not-for-profit organizations that are recipients or sub-recipients of DOE grants are required to participate, annually, in Grants Fiscal Management Training offered by the DOE. Failure to obtain the training can have a negative impact on the ability of the Florida Department of Education to provide future funding to the organization.

Financial ConsequencesThe awarded agency shall submit to the Department deliverables for payment that are satisfactorily completed in accordance with the terms and conditions set forth in Scope of Work and Performance Deliverables Chart. Payment shall be delayed for any deliverables that are not satisfactorily completed until all deficiencies are corrected and accepted by the Department.

Intellectual PropertyThe awarded agency is subject to following additional provisions:

A. Anything by whatsoever designation it may be known, that is produced by, or developed in connection with, this Grant/Contract shall become the exclusive property of the State of Florida and may be copyrighted, patented, or otherwise restricted as provided by Florida or federal law. Neither the Grantee/Contractor nor any individual employed under this Grant/Contract shall have any proprietary interest in the product.

B. With respect to each Deliverable that constitutes a work of authorship within the subject matter and scope of U.S. Copyright Law, 17 U.S.C. Sections 102-105, such work shall be a "work for hire" as defined in 17 U.S.C. Section 101 and all copyrights subsisting in such work for hire shall be owned exclusively by the Department pursuant to s. 1006.39, F.S., on behalf the State of Florida.

C. In the event it is determined as a matter of law that any such work is not a "work for hire," grantee shall immediately assign to the Department all copyrights subsisting therein for the consideration set forth in the Grant/Contract and with no additional compensation.


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D. The foregoing shall not apply to any pre-existing software, or other work of authorship used by Grantee/Contractor, to create a Deliverable but which exists as a work independent of the Deliverable, unless the pre-existing software or work was developed by Grantee pursuant to a previous Contract/Grant with the Department or a purchase by the Department under a State Term Contract.

E. The Department shall have full and complete ownership of all software developed pursuant to the Grant/Contract including without limitation:

1. The written source code;2. The source code files;3. The executable code;4. The executable code files;5. The data dictionary;6. The data flow diagram;7. The work flow diagram;8. The entity relationship diagram; and9. All other documentation needed to enable the Department to support, recreate, revise,

repair, or otherwise make use of the software.

Funding Shall Supplement, Not SupplantSection 311 (a) of the Act states that the funds made available for Career and Technical Education activities shall supplement and not supplant non-federal funds expended for Career and Technical Education programs.

Non-duplication of EffortIt is the responsibility of the eligible agency to coordinate and insure non-duplication with other federal and state education, training, corrections, public housing, and social service programs.

Records RetentionIt is the responsibility of the fiscal agency to retain records for financial transactions and supporting documentation for auditing purposes. If records are requested by the Florida Department of Education or the State of Florida Division of Financial Services, all records must be provided. Records should be maintained for five years from the last day of the program or longer if there is an ongoing investigation or audit.

Project Performance Accountability and Reporting Requirements The Department’s program managers will track each project’s performance based on the information provided in the Performance Expectation section of this RFP document.

Reporting Outcomes Project Progress Reports will be used to monitor project progress and funding accountability.

See Project Progress Report Form in the Attachments section. Use this form for all progress reports and attach the DOE 499 form.

Compliance MonitoringThe state will evaluate the effectiveness of project activities based on established and approved performance goals. Department staff will monitor providers’ compliance with program and fiscal requirements according to applicable federal and state laws and regulations specified by: DOE 905Revised 05/09

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Education Department General Administrative Regulations (EDGAR), Office of Management and Budget (OMB) Circulars, and Florida Department of Financial Services Reference Guide for State Expenditures and guidelines published in the Florida Department of Education’s Green Book.

Amendment ProceduresProject amendments may be proposed by the provider or by the DOE Program Manager. Amendments will be approved according to the procedures described in the Green Book. Awarded providers shall obtain prior approval through a formal amendment process and submission of the DOE 150 and 151 forms available in the Green Book and on the Division of Career and Adult Education Grants website at: http://www.fldoe.org/workforce/dwdgrants/default.asp

The Detailed Project and Purchased Equipment form must be submitted with project amendments.


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http://www.fldoe.org/workforce/dwdgrants/default.asp

http://fldoe.org/comptroller/gbook.asp


Invoicing ProceduresALL agencies that are not paid through the Florida Department of Education, Federal Cash Advance Online System, and are paid by Reimbursement of Expenditures or Reimbursement with Performance must invoice for payment. See instructions on the Project Award Notification, DOE 200, to determine reimbursement requirements for awarded project(s).

The status of the provider’s invoice for payment is available through the Department of Education’s online grants management system at: http://gms.fldoe.org/gms/gms_home/home.jsp.

FORMS REQUIRED FOR EACH INVOICE

The following forms are required for agencies that invoice. They provide accountability for financial expenditures based on performance deliverables. Each time an invoice is submitted, all appropriate

forms and backup documentation must be included in the invoice request for payment.

Form Supporting DocumentationMust accompany forms

Invoice Form

Invoice Form - Return with each invoiceThis form is available in the Attachments section of this RFA and is also be available at: http://www.fldoe.org/workforce/dwdgrants/default.asp

Documentation of activities listed on the Scope of Work and Performance-Based Project Deliverables Form

Attach the updated DOE 499 form to each invoice. Allowed expenses for this project are: Programs of Instruction 0-8 and Programs of Instruction 9-12.

DOE 300

For Non-Governmental Recipients Only, Detail of Salary Expenditures

Form available at: Green Bookhttp://fldoe.org/comptroller/gbook.asp

Payroll register Timesheets

DOE 301Detail of Monthly Transactions

Form available at: Green Book

A copy of all invoices/receipts must be attached to support this request.

All invoices and receipts must include a legible itemized description of purchases.

DOE 499(Adult Education) -- Interim and Final

Form available at: Green Book

Submit invoices and all supporting documentation to:Office of Grants ManagementFlorida Department of Education325 West Gaines Street, Room 332, Unit BTallahassee, FL 32399-0400Attention: Sue Wilkinson


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http://www.fldoe.org/workforce/dwdgrants/default.asp

http://gms.fldoe.org/gms/gms_home/home.jsp

Notice of Intent-to-Apply The due date to notify the Program contact person, Ken Plummer, of Intent-to-Apply isFebruary 1, 2011. Email contact information: [email protected].

This notification is sent as an e-mail message and should include a return e-mail address. Providing the Intent-to-Apply is not required for an application to be considered, but assists the applicant by assuring receipt of answers to Frequently Asked Questions and competition updates. Conversely, eligible organizations which file Intent-to-Apply are not required to submit an application.

Method of Answering Frequently Asked Questions (FAQs) or Providing Changes All Frequently Asked Questions will be posted on the Program Office website at http://www.fldoe.org/workforce/dwdgrants/adulted.asp. Submit questions to: [email protected] or Fax 850-245-9052.

The last date that questions will be answered is February 1, 2011.

Method of Review A peer review process will be used to evaluate competitive proposals. Reviewers are selected to reflect a balance of backgrounds, experience, race, ethnicities, and geographic locations within Florida. Project proposals are screened by DOE program staff to ensure that federal regulations and state requirements (as conditions for acceptance) in the RFP are addressed (see next section for conditions). Proposals that meet all state and federal requirements are evaluated and scored according to the following process:

• Each proposal meeting the conditions for acceptance is reviewed and scored by three qualified reviewers representing experienced adult education professionals and stakeholders from Florida and, when applicable, around the country.

• The Program Office ranks the proposals in order from highest to lowest score.• DOE staff will review recommended proposals for compliance with the programmatic and

fiscal policies of the project. • Awards are subject to the availability of funds. • Proposals with a base score of less than 70 are not eligible for funding consideration.• Proposals submitted in the A.1. Single County Allocation Category Option must receive

a minimum base score of 70 points to be considered eligible for the 10 bonus points.• Proposals in B.1. Multiple County Allocations Category Option will receive the same

competitive score for each county included.

Conditions for Acceptance/Substantially Approvable Form The requirements listed below must be met for applications to be considered in substantially approvable form and thus eligible for review:

• Application is received within DOE no later than the close of business on the due date. • Application includes required forms:


18




DOE 100A Application Form bearing the original signature of the Superintendent for the school district or the agency head for other agencies.

Note: Applications signed by officials other than the appropriate agency head must have a letter signed by the agency head or documentation citing action of the governing body delegating authority to the person to sign on behalf of said official.

DOE 101S - Budget Narrative.• Submission of the signed certification signifying compliance with the “General

Assurances for Participation in Federal and State Programs” (if not already on file in the DOE Comptroller’s Office; see Post Award Requirements section).

Other Requirements

For Federal ProgramsGeneral Education Provisions Act (GEPA)In accordance with the requirements of Section 427 of the GEPA Public Law 103-382, a current fiscal year General Education Provisions Act (GEPA) plan is required. The applicant must submit, with this application, a one page summary description of the plan proposed by the District or other entity to ensure equitable access to, and participation of students, teachers, and other program beneficiaries with special needs.For details, refer to URL: http://www.ed.gov/fund/grant/apply/appforms/gepa427.pdf

Equitable Services for Private School Participation In accordance with P.L. 107-110, No Child Left Behind (NCLB) Title IX, Part E Uniform Provisions, Subpart 1, Section 9501, the applicant must submit a detailed plan of action for providing consultation for equitable services to private school children and teachers within the Local Education Agency(ies) service area. For details, refer to URL: http://www.ed.gov/policy/elsec/leg/esea02/pg111.html.

Contractual Service Agreements must be in compliance with Florida Statutes, Sections 215.422, 216.347, 216.3475, 287.058, and 287.133; Rule 60A-1.017, Florida Administrative Code. Applicants proposing fiscal / programmatic agreements should carefully review and follow the guidance of the State of Florida Contract and Grant User Guide, Chapter 3, Agreements at URL: http://www.myfloridacfo.com/aadir/docs/ContractandGrantManagementUserGuide.pdf. All proposed contractual expenditures between the fiscal agent and subcontractors shall be accompanied by a formal, properly executed (e.g., agency heads or designees’ signatures), clear and comprehensive agreement which provides the legal basis for enforcement. Because the success of a project can be directly linked to the quality of the agreement, issuing a formal agreement is critical.

Equipment PurchasesFederal RequirementThe OMB Circular A-87(15)(b)(2), Equipment and other capital expenditures states: Capital expenditures for special purpose equipment are allowable as direct costs, provided that items with a unit cost of $5,000 or more have the prior approval of the awarding agency.

Any equipment purchases not listed on the original budget approved by the Florida Department of Education require an amendment submission and approval prior to purchase by the agency awarded the funding.DOE 905Revised 05/09

19

http://www.myfloridacfo.com/aadir/docs/ContractandGrantManagementUserGuide.pdf

http://www.ed.gov/policy/elsec/leg/esea02/pg111.html

http://www.ed.gov/fund/grant/apply/appforms/gepa427.pdf

State RequirementThe Florida Administrative Code, Rule, 69I-72.002, Threshold for Recording Tangible Personal Property for Inventory Purposes states:All tangible personal property with a value or cost of $1,000 or more and having a projected useful life of one year or more shall be recorded in the state’s financial system as property for inventory purposes. Rule, 69I-72.003, Recording of Property, states: Maintenance of Property Records – Custodians shall maintain adequate records of property in their custody.

Budget Narrative Form, DOE 101 SWhen completing the Budget Narrative Form, located on the website (see Note below), under Column (3), Account Title and Narrative, for each line item specify the budgetary expenditures such as salaries, equipment and supplies. Expenditures should focus on performance improvement, as noted in the application.

Note: The DOE 101 Budget Narrative Form has been revised. The new budget form is now an Excel document titled Budget Narrative Form, DOE 101 S. Please visit our website at http://www.fldoe.org/workforce/dwdgrants/. See the Program Management Resources section to access the new budget form and the instructions for completing the form.

Applicants must use the new budget form.

Applications must include a separate Budget Narrative Form, DOE 101 S, for each participating fiscal partner.


20

http://www.fldoe.org/workforce/dwdgrants/

EXAMPLEBudget Narrative Form (DOE 101 S Form)

When completing the form, under Column (3), Account Title, Narrative and Explanation, for each line item specify the budgetary expenditures such as salaries, equipment and supplies, as well as providing an explanation. Expenditures should focus on performance improvement, as noted in the application. Applicants must use function codes, Column (1), and object codes, Column (2) appropriate for their agency.

(1) (2) (3) (4) (5) (6)

FUNCTION

OBJECT ACCOUNT TITLE, NARRATIVE, AND EXPLANATION

FTE POSITIO

NAMOUN

T

% ALLOCATE

D to this PROJECT

##### ##### Salaries: One (1) part-time hourly salary Adult Education teacher

Explanation: 20 hours per week x $25.00 per hour x 52 weeks x 1 part-time project Adult Education teacher.

.5 $26,000 100%

##### ##### Employee Benefits, Retirement: Contributions to retirement plan for 1 PT teacher- Adult Education Teacher at 9.85%

Explanation: The total cost for 1 PT Adult Education teacher (0.5 FTE), charged to this project. Therefore, the percent of the cost for Salaries and Benefits allocated to this project is 100%.

$2,561 100%

##### ##### Employee Benefits, Social Security: Contributions to retirement plan 1 PT Adult Education teacher at 7.65%

Explanation: The total cost for one (1) PT Adult Education teacher (0.5 FTE), charged to this project. Therefore, the percent of the cost for Salaries and Benefits allocated to this project is 100%.

$1,989 100%

##### ##### Employee Benefits, Worker’s Compensation: Contributions to retirement plan for 1 PT Adult Education teacher at 1.01%

Explanation: The total cost for one (1) PT Adult Education teacher (0.5 FTE), charged to this project. Therefore, the percent of the cost for Salaries and Benefits allocated to this project is 100%.

$263 100%


21

(1) (2) (3) (4) (5) (6)

FUNCTION

OBJECT ACCOUNT TITLE, NARRATIVE, AND EXPLANATION

FTE POSITIO

NAMOUN

T

% ALLOCATE

D to this PROJECT

##### ##### Travel: Three (3) Adult Education teachers - expenditures for costs of transportation, lodging, registration fees and meals (state per diem). This travel will support the Adult Education teachers to attend approved Adult Education training or other related travel to this project according to the state adopted rules and reimbursement procedures.

Explanation: Cost for 2 days lodging @ $89.00 = $178 x 3 Adult Education teachers =$534.00, 2 days meal @$36.00=$72.00 x 3 Adult Education teachers = $216.00, 1 day per diem @ $80.00 x 3 Adult Education teachers =$240.00, and mileage estimated travel for Adult Education teachers (car pool) to and from conference is 357 miles (round-trip) @ $0.44.5/mile = $159.00 . Therefore, the percent of the cost for the travel allocated to this project is 100%

$1,149 100%

##### ##### Purchased Services – Contract with ABC Company for the repair/maintenance of the office equipment; one laser printer and copier.

Explanation: The total cost for the maintenance contract for this equipment is $5,000. It has been determined that this project only uses this equipment 25% of the time. Therefore, the percent of the cost for Purchased Services allocated to this project is 25%.

$1,250 25%

Total $33,212


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EDGAR RegulationsThe Education Department General Administrative Regulation (EDGAR) requires that property records be maintained that provide an accurate accounting of equipment purchased with grant funds. The Projected Equipment Purchases Form references all of the required guidelines specified in EDGAR, Section 80.32, Equipment. A physical inventory of the property must be taken and the results reconciled with the property records at least once every 2 years.

The Projected Equipment Purchases Form, found in the Attachments section, must be completed as directed and submitted with the application. Equipment projected to be purchased with funds from this grant must be submitted on this form or in a format that contains the information appearing on this form.

Project Disbursement Report, DOE 499All awarded Adult Education projects must submit a final DOE 499, Project Disbursement Report and the Projected Equipment Purchases Form to the Florida Department of Education, Comptroller’s Office, by August 20, 2012.


23

TECHNICAL/FORMATTING AND OTHER APPLICATION SUBMISSION REQUIREMENTS

Applications that are late, faxed or e-mailed will not be reviewed or scored.

1. Number of application documents to be submitted: One application with original signatures Seven identical copies of the original application

Note: It is the submitting agency’s responsibility to ensure that all seven copies are identical to the original.

2. All application items must be placed in the order specified in the Application Checklist section (see the last page of this RFP document).

3. NARRATIVE COMPONENTS (1-9) MAXIMUM PAGE LIMIT 10. Any pages that exceed the 10 page maximum will not be included in the evaluation.This does not include any required forms and/or other requested information that also must be included in the application package.

Narrative Component response format:a) Font - Arial / Size – 12b) Margin size - 1” – both sides and top / bottom marginsc) Double spacedd) Single-sided pagese) Complete the narrative using the same sequence presented in the

Narrative Components section.f) Narrative pages must be numbered consecutively beginning with #1 through the maximum page limit stated above.

OTHER CONSIDERATIONS FOR PREPARING THE APPLICATION PACKAGE

1. Secure the original and all seven copies individually with a removable binder clip in the upper left hand corner of each document – do not staple or spiral bind.

2. Do not include covers, tabs or other items that will prevent ease of photocopying.

3. Do not submit unrequested materials such as: DVDs, newspaper clippings, brochures and/or agency manuals.


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Post Award RequirementsAfter the conclusion of the competition, if selected for funding, Community- and Faith-Based Organizations must submit the following upon notification by the DOE program manager:

List of current Board of Directors and Articles of Incorporation Copy of current operating budget Copy of current audit report - if available Copy of Chart of Accounts Proof of eligibility to operate a business in Florida (signed document from Florida

Secretary of State)

Application must be submitted to:Office of Grants ManagementFlorida Department of Education325 W. Gaines Street, Room 332Tallahassee, Florida 32399-0400


25

APPLICANT INSTRUCTIONS: PERFORMANCE ACCOUNTABILITY

Project Performance Accountability

The Florida Department of Education has a standardized process for preparing proposals/applications for discretionary funds. This section of the RFP, Project Performance Accountability, is to assure proper accountability in the use of federal and state funds. Using the following forms and instructions, applicants are to select Project Performance data for each proposed project. If funded, the data is entered into the DOE web-based Grants Management System; data entry continues through the life of the grant. The Department’s program managers will track each project’s performance based on the information provided.

This information will:

Provide a centralized capability for retrieving information about various discretionary projects awarded by the Department. Assist policy-makers and managers in monitoring discretionary funds and the impact they are having. Provide baseline information that can be used in assessing the alignment of funding to goals and strategic imperatives and in

allocating available funding to priority needs. Facilitate effective project monitoring.

Types of project performance have been organized into four categories. These are:

Deliverables: Category Includes: Documents such as manuals, reports, videos, CD ROMs, training materials, brochures, and any other tangible product to be developed by the project.

Training, Technical Assistance, and Dissemination: Category Includes: All training and technical assistance (TA) activities whether provided onsite, through distance learning media, conferences, workshops, or other delivery strategies.

Student Performance : Category Includes: Any measure that is specific to student performance (e.g., test scores, attendance, behavior, award of diplomas, certificates, etc. “Students” may include pre-k, K-12, and adult learners as well as parents.

Service Delivery: Category Includes: Delivery of intended services to target population (e.g., adult literacy services, child find services, student evaluation services, etc.)

For each type of performance for which a project will be held accountable, the applicant must complete the information specified in the attached forms. Use only those forms and types of performance applicable to the project. Instructions are provided for the completion of each form.

Selected projects are required to obtain independent, formal, third-party evaluations. Other projects elect to obtain such evaluations. If the proposal or application includes a required or optional third-party evaluation, a form and instructions for describing the proposal evaluation are provided.

DOE 905 Revised 05/09 26


Deliverables: Manuals, reports, videos, CD ROMs, training materials, brochures, and any other tangible product to be developed by the project.(1) For each deliverable in the proposed project, enter in Column (1), the name of the deliverable and a brief description. Use only the following list to identify each deliverable. Indicate the purpose of the deliverable, the target audience, and the type of content to be provided in the deliverable. For example, “Brochure for parents of retained students explaining options for assistance.” Include any required reports in this section.

(1) Name of Deliverable and Brief Description Announcement Brochure CD Rom Curriculum Database Database Analysis Display DVD Evaluation Instrument Guidelines Instructional Materials

Lesson Plans Manual Needs Assessment Newsletter Policy Paper Poster Public Service Announcement Report Report Format Screening Device Software

Survey Teacher’s Guides Technical Assistance Paper Training Materials – Handout Training Materials – Presentation

(PowerPoint) Training Modules - Online Video Website Workbook Other

(2) For each deliverable identified in Column (1), specify all of the proposed standards that should be used to determine whether the deliverable meets the expectations for the project. The standards should be selected from the following list and any additional detail appropriate to each standard should be provided. For example, if one of the standards is “Meets technical specifications,” the descriptions should outline the proposed technical standards.

(2) Standard(s) for Acceptance ADA Compliant Appropriate for Duplication Appropriately Organized Attractive Content Accurate Content Complete Design and Content Appropriate to

Intended Audience

Format Consistent with Content and Intended Audience

Grammatically Correct Includes Copyright and Funding

Information Meets technical specifications Peer Review Readability Level is Appropriate to

Audience

Review by DOE Staff Review by Other Entity Sufficient Copies Provided Translated into Appropriate Languages User-Friendly Other

(3) In the third column, provide the date when the deliverable will be complete. If applicable, include interim dates for drafts, review, etc.DELIVERABLES FORM (Examples: Manuals, reports, videos, CD ROMs, training materials, brochures, and any other tangible product to be developed by the project.)(1) Name of Deliverable and Brief Description (2) Standard(s) for Acceptance (3) Due Date(s)DOE 905 Revised 05/09 27


Training, Technical Assistance, and Dissemination: All training and technical assistance (TA) activities whether provided onsite, through distance learning media, conferences, workshops, or other delivery strategies(1) For each training, technical assistance or dissemination activity to be completed by the project, enter in Column (1), the name of the activity and provide a brief description. The name should be identified from the following list. The description should indicate the purpose of the activity,



including the target audience and should indicate the type of content to be provided. For example, “Training for third grade teachers of reading in use of multiple instructional strategies.”

(1) Name of Activity and Brief Description Coaching Conference Coursework at Institutions of Higher

Education Dissemination though the Media Dissemination Through Internet Distance Learning

Distribution of Media (Software, Videos, CD ROMs, etc.)Distribution of Printed Material

Exhibits Follow-up to Training Activities In-service Training Mentoring

One-On-One Training On-Site Technical Assistance Pre-service Training Seminars Telephone Technical Assistance Workshop(s) Other

(2) For each activity identified in Column (1), specify all of the proposed standards that will be used to determine whether the activity meets the expectations for the project. Select the standards from the following list and provide any additional detail appropriate to each standard. For example, if one of the standards is “Participant Feedback Indicative of Usefulness,” the descriptions should outline how participant feedback will be gathered and assessed.

(2) Quantity and Quality Standards for Acceptance Appropriately Organized Content Accurate Content Complete Delivery Appropriate to Content and

Audience Design and Content Appropriate to

Intended Audience

Use of Consultants Follow-up Data Indicative of Effectiveness

Format Consistent with Content and Intended Audience

Grammatically Correct Meets Technical Specifications

Participant Feedback Indicative of Usefulness

Replicable User-Friendly Other

(3) Provide in Column (3), the information/materials which will be provided (or otherwise available) to document the performance of the project. (3) Method of Documentation Agreements Analysis of Requests and Responses Anecdotal Data Contracts Evaluation Summaries List of Participants

NRS Report Observation by DOE Staff Participant Competency Evaluations Participant Feedback Summaries Peer Review Purchase Orders

Self-Reporting Sign-in Sheets Travel Itineraries Verification of Dissemination to Target

Audiences Other

(4) In the fourth column provide the critical timelines for completion of each activity (taking into consideration announcements of training availability, delivery of training, completion of follow-up, etc.).

TRAINING, TECHNICAL ASSISTANCE, AND DISSEMINATION FORM (All training and technical assistance (TA) activities whether provided onsite, through distance learning media, conferences, workshops, or other delivery strategies.)

(1) Name of Activity and Brief Description

(2) Quantity and QualityStandards for Acceptance (3) Method of Documentation

(4) Critical Timelines



STUDENT PERFORMANCE: Any measure that is specific to student performance; e.g., test scores, attendance, behavior, award of diplomas, certificates, etc. Students may include pre-k, K-12, and adult learners (1) For each type of student performance to be impacted by the project, enter in Column (1), the name of the performance from the following list and provide a brief description. The description should describe the student population and provide detail about the expected student



performance. For example, “Academic Achievement – Reading: Low-performing 3rd grade students in Smith Elementary School will increase by 1 level on the FCAT .”

(1) Name of Performance and Brief Description Academic Achievement – Language Arts Academic Achievement – Math Academic Achievement – Reading Academic Achievement – Science Academic Achievement – Social Studies Academic Achievement – Writing Achievement – Arts Achievement – Other Achievement – Vocational Education Attendance Award of Certificate Career Advancement Retention Decrease in Disciplinary Actions Decrease in Drop-out Rate Decrease in Suspensions/Expulsions

Diploma Enrollments GED High School Credential Job Placement Job Retention Improvement in Behavior Increased Self-Sufficiency Through Use

of Technology Literacy Completion Points Non-Traditional Enrollments Occupational Completion Points Parental Involvement in Education of

Dependent Children Parental Involvement in Literacy Activities

of Dependent Children

Participation in Assessment Participation in Least Restrictive

Environment (LRE) Placements, Retention, Completions

(postsecondary JOBS) Postsecondary Education Placement Postsecondary Education Completion Program Completion Promotion to Next Grade Satisfactory Completion of Coursework Secondary Credential State-Adopted Assessment Workplace Readiness Completion Other

(2) For each student identified in Column (1), specify all of the proposed standards from the following list that should be used to determine whether the performance meets the expectations for the project. Any additional detail appropriate to each standard should be provided. For example, if one of the standards is “Graduation Data,” the description should outline how the data will be gathered and what level of graduation rate is expected.

(2) Method of Evaluating Performance Anecdotal Data AYP Determination Disciplinary Referrals FCAT GED Data

Graduation Data Observation Participation Records Placement Data Portfolios

Progress Monitoring Promotion Data School Grades Standardized Tests Suspension/Expulsion Data Other


STUDENT PERFORMANCE (continued)

(3) Provide in Column 3, the information/materials which will be provided (or otherwise available) to document the performance of the project.

(3) Method of DOE Verification Agreements Analysis of Requests and Responses Anecdotal Data Contracts Evaluation Summaries List of Participants

NRS Report Observation by DOE Staff Participant Competency Evaluations Participant Feedback Summaries Peer Review Purchase Orders

Self-Reporting Sign-in Sheets Travel Itineraries Verification of Dissemination to Target

Audiences Other

(4) In the fourth column, provide the critical timelines for completion of each activity taking into consideration announcements of training availability, delivery of training, completion of follow-up, etc.

STUDENT PERFORMANCE FORM (Any measure that is specific to student performance; e.g., test scores, attendance, behavior, award of diplomas, certificates, etc. Students may include pre-k, K-12, and adult learners.)

(1) Name of Performance and Brief Description (2) Method of Evaluating Performance (3) Method of DOE Verification

(4) Timelines for Data Collection

SERVICE DELIVERY: Delivery of intended services to target population; e.g., adult literacy services, child find services, student evaluation services, etc.

(1) For each type of service to be delivered by the project, enter in Column (1), the name of the performance from the following list and provide a brief description. Describe the service and provide detailed information about the nature of the service to be delivered. For example, “Mentoring—The project will provide trained adult mentors to work at least once per week with elementary students who have scored Level I or II on the FCAT in reading or math.”

(1) Name of Service and Brief Description Adult Literacy Activities Career, Technical Education Interagency Collaboration Mentoring

Neighborhood Self-Sufficiency Through Collaboration

Participation in Defined Program (e.g., After-School)

Referrals for Other Services

Other Statewide Leadership Activities Student Evaluation/Assessment

(2) For each service identified in Column (1), specify from the following list all of the proposed standards that will determine whether the performance meets the expectations for the project. Any additional detail appropriate to each standard should be provided. For example, if one of the standards is “Mentoring is appropriate to identified needs,” the description should specify of the identified needs and indicate of how the project will determine that mentoring is appropriate.”

(2) Standard(s) for Acceptance Mentoring Is Appropriate to Identified

Needs Participation Rate Meets Established

Minimums Quality of Service Meets Generally

Accepted Guidelines

Quantity of Evaluations/Assessments Meet Established Minimums Quantity of Mentoring Meets Established Minimums

Quantity of Service Meets Established Minimums

Referrals Are Appropriate to Identified Needs

Specified Agencies Collaborate Students Evaluations/Assessments Are

Administered Appropriately Units of Service Meet Established

Minimums Other

(3) Provide in Column (3), the information/materials which will be provided (or otherwise available) to document the performance of the project. (3) Method of DOE Verification Agreements Anecdotal Data Attendance Records Case Records Contracts List of Participants

Meeting Agendas Meeting Minutes NRS Observation by DOE Staff Participant Feedback Summaries

Purchase Orders Sign-in Sheets State-Approved Assessments Travel Itineraries Other

(4) Provide in Column (4), the critical timelines for service delivery including initiation and termination dates, for example.

SERVICE DELIVERY FORM (Delivery of intended services to target population; e.g., adult literacy services, child find services, student evaluation services, etc.)

(1) Name of Service and Brief Description (2) Standard(s) for Acceptance (3) Method of DOE Verification

(4) Timeline for Service Delivery

Attachments

Allocation Chart Project Application Submission Category Identification Form Regional Workforce Board Coordination Assurance Form Scope of Work and Performance Based Project Deliverables Form Invoice Form Invoice Schedule Form Project Progress Report Form Strategic Plan Template DOE 100 A, Project Application Form DOE 101S, Budget Narrative Form Detailed Projected and Purchased Equipment Form Application Review Criteria and Checklist

36

Allocation Chart

Building an Adult Education Career Pathways System forTransitioning to Postsecondary Education

FY 2010 – 2012

(Base funds of $50,000 are allocated to each county.)

County Allocation

ALACHUA $ 82,277 BAKER $ 56,803 BAY $ 85,865 BRADFORD $ 58,150 BREVARD $ 146,924 BROWARD $ 440,473 CALHOUN $ 54,675 CHARLOTTE $ 88,890 CITRUS $ 86,816 CLAY $ 75,713 COLLIER $ 114,793 COLUMBIA $ 66,535 DESOTO $ 62,832 DIXIE $ 55,510 DUVAL $ 217,847 ESCAMBIA $ 115,499 FLAGLER $ 61,265 FRANKLIN $ 54,416 GADSDEN $ 64,595 GILCHRIST $ 54,259 GLADES $ 53,823 GULF $ 54,553 HAMILTON $ 55,375 HARDEE $ 61,276 HENDRY $ 65,128 HERNANDO $ 89,186 HIGHLANDS $ 79,346 HILLSBOROUGH $ 287,598 HOLMES $ 57,358 INDIANRIVER $ 79,778 JACKSON $ 66,720 JEFFERSON $ 54,186 LAFAYETTE $ 52,563 LAKE $ 108,706 LEE $ 162,042 LEON $ 83,886 LEVY $ 61,040

37

County Allocation

LIBERTY $ 52,783 MADISON $ 56,732 MANATEE $ 118,219 MARION $ 124,742 MARTIN $ 78,927 MIAMI-DADE $ 861,620 MONROE $ 68,677 NASSAU $ 64,022 OKALOOSA $ 79,432 OKEECHOBEE $ 63,628 ORANGE $ 250,421 OSCEOLA $ 92,735 PALMBEACH $ 315,013 PASCO $ 154,242 PINELLAS $ 268,086 POLK $ 195,967 PUTNAM $ 74,317 ST.JOHNS $ 73,556 ST.LUCIE $ 105,483 SANTAROSA $ 73,289 SARASOTA $ 120,574 SEMINOLE $ 111,401 SUMTER $ 67,114 SUWANNEE $ 61,010 TAYLOR $ 56,637 UNION $ 54,490 VOLUSIA $ 159,605 WAKULLA $ 56,032 WALTON $ 62,421 WASHINGTON $ 57,128

TOTAL $ 7,495,004

38

Project Application Submission Category Identification Form

Building an Adult Education Career Pathways System for Transitioning to Postsecondary Education

InstructionsComplete this form and place it in front of the Project Abstract or Summary one page narrative response.

Check One

Submission Category Option Identify county(ies) included in the application and the

funding amount(s) requested for the county(ies)

Points

A. Single County Allocation Category Options:

1. Joint application for single county allocation must: include two or more adult education providers within the same

county share fiscal resources (county allocation) include separate Budget Form DOE101S for each agency

receiving fiscal resources qualifying applications will receive all 10 bonus points

10 bonus points

2. Single application for single county allocation is: one adult education provider applying for a single county

allocation

No points

B. Multiple County Allocations Category Option:

1. Single application for multiple county allocations is: one adult education provider applying for multiple county

allocations

No points

Note:The standard scoring Criteria are based on a 100 point scale, with a minimum base score of 70 points required for an application to be considered eligible for funding or qualifying bonus points.

39

REGIONAL WORKFORCE BOARDCOORDINATION ASSURANCE FORM

Complete Section A or B as appropriate and include in application package.

-----Section A

The Superintendent or Agency Head certifies that this application has been submitted to the Regional Workforce Board and that the activities outlined in the application are consistent with current Regional Workforce Board plans.

Signature of Superintendent/Agency Head Date Submitted to Regional Workforce Board

Regional Workforce Boards are invited to submit comments regarding the application to the Division of Workforce Education, Grants Administration office by February 1, 2011.

Note: Section 112 (b) (8) and 121 (c), Title I, Workforce Investment Act (WIA), sets expectations for providers of Perkins postsecondary funds, or funds under Title II, WIA, Adult Education and Family Literacy, to enter into a Memorandum of Understanding with the Regional Workforce Board for participation in the One-Stop system.

-----Section B

The Superintendent or Agency Head certifies that this application covers more than one Workforce Development Region. The activities outlined in this application are related to Workforce Development and are consistent with the current Regional Workforce Board plans for all regions included in this application. Application submission to the Regional Workforce Board is not required.

Signature of Superintendent/Agency Head Date

Note: Section 112 (b) (8) and 121 (c), Title I, Workforce Investment Act (WIA), sets expectations for providers of Perkins postsecondary funds, or funds under Title II, WIA, Adult Education and Family Literacy, to enter into a Memorandum of Understanding with the Regional Workforce Board for participation in the One-Stop system.

40

SCOPE OF WORKAND

PERFORMANCE-BASED PROJECT DELIVERABLES FORM

Building an Adult Education Career Pathways Systemfor Transitioning to Postsecondary Education

Complete and return with the application

A. Project InformationAgency: Telephone:County: E-Mail:Contact Person: Fax:Title: Grant Amount:

Instructions for completing Section B:1. In Column 1 identify the project’s performance measures/criteria.2. Column 2 lists the evidence/deliverables to be submitted as proof of the project goals and performance

measures achieved.3. In Column 3 the applicant is to list the dollar amount allocated for each of the performance measures

identified.4. Use only the number of rows necessary. Add rows as necessary. Cells will expand when text is typed.

Definitions:Performance Measures/CriteriaProgram goals that are quantifiably measured.

Evidence/DeliverablesInformation submitted by the fiscal agency’s program coordinator documenting proof of performance measures/criteria achievement.

B. Performance Goals (See definitions for Performance Measures and Deliverables above.)

(1)Performance Measures/Criteria

(2)Evidence/Deliverables

(3)EstimatedAmount

$$$$$$$$$$$

Total

41

Invoice Form

Return with each invoice.


Invoice # ____________ Dates of Service for this Invoice _______________________

Agency: Project #: Project Title: Award Amount: Name: Phone: Email: Fax: Address: Zip: City: County:

Performance Measures Deliverables *

DeliverableAmount

Authorized

DeliverableAmount

Previously Earned

AmountDifference

$ AmountRequested

A B C D E F

Totals $ $ $ $

Note: Amounts will be paid on the lesser of expenditures or deliverables as reported on the DOE 499 form and Column F on the chart above. Applicant must request any carryover on a future invoice.

Attach the updated DOE 499 form to each invoice submitted. Allowed expenses for this project are: Programs of Instruction 0-8 and Programs of Instruction 9-12 as stated on the DOE 499 form.

*Attach proof of documented allowable expenses for the performance measure(s) achieved that support the listed deliverable(s) and mail to:

Florida Department of Education Bureau of Grants Management

Attention: Sue Wilkinson 325 West Gaines Street, Room 325, Unit B

Tallahassee, FL 32399-0400

_____________________________Print Name of Invoice Preparer

_____________________________ ___________________Signature of Invoice Preparer Date

INVOICE SCHEDULE FORMReturn with the application.


Agency Name: _______________________________________

Invoice #1 Projected Due Date: _________________Deliverable(s) Amount

$$

Invoice #2 Projected Due Date: _________________Deliverable(s)

$$

Invoice #3 Projected Due Date: ___________________Deliverable(s) Amount

$$


$$


$$


$$

Total $

Instructions for completing Invoice Schedule: 1. Add rows as necessary. Cells will expand when text is typed.2. List performance measures and the dollar amount and the due date for each projected invoice

submitted.3. The number of invoices is at the discretion of the applicant. Applicants who intend to invoice

only twice during the project period will complete the form indicating only two invoices. Applicants who intend to invoice more than six times during the project period may duplicate the form for a total of 12 invoices.

Note:When submitting an invoice for payment, attach proof of documentation for the performance measure(s) achieved that support the listed deliverable(s).

Project Progress Report FormThis form must be used upon post award.


Project Grant #Agency NameName/Title of PreparerContact Info Email Phone

Check report dateMay 6, 2011 June 30, 2011 Note: Completed Five Year Strategic Plan is due with this report.September 30, 2011December 30, 2011March 30, 2012June 30, 2012

Cell will expand when text is typed.1 Describe the grant objectives that have been

accomplished during this reporting period.2 Provide information on the process and the

number of students completing a career and education pathway plan.

3 Describe barriers and how they have been addressed.

4 Do you need technical assistance on any issues/barriers that may prevent your agency from meeting the objectives of this grant? If so, describe.

5 Attach copies of any significant materials, newsletters, brochures, articles, recruitment materials and/or Web links that have been developed specific to this grant.

6 Attach the updated DOE 499 form. Allowed expenses for this project are: Programs of Instruction 0-8 and Programs of Instruction 9-12 as stated on the DOE 499 form.

7 Comments:

Mail this completed form with a signed and updated DOE 499 to:Zelda Rogers, Program DirectorFlorida Department of EducationDivision of Career and Adult Education325 West Gaines Street, Room 754Tallahassee, FL 32399-0400

Five-Year Strategic Plan

The required template for the post-award Five-Year Strategic Plan is available at URL:


This completed template must be submitted by June 30, 2011 along with the Project Progress Report Form.


.

FLORIDA DEPARTMENT OF EDUCATION

Project ApplicationPlease return to:

Florida Department of EducationBureau of Grants ManagementRoom 325B Turlington Building325 West Gaines StreetTallahassee, Florida 32399-0400Telephone: (850) 245-0498

Program Name:

Adult Education and Family LiteracyBuilding an Adult Education Career Pathways

System for Transitioning to Postsecondary Education

CompetitiveFiscal Year 2010-2012

DOE USE ONLY

Date Received

B) Name and Address of Eligible Applicant: Project Number (DOE Assigned)

D)

Applicant Contact InformationContact Name: Mailing Address:

Telephone Number: SunCom Number:

Fax Number: E-mail Address:

CERTIFICATION

I, ______________________________________________, (Please Type Name) do hereby certify that all facts, figures, and representations made in this application are true, correct, and consistent with the statement of general assurances and specific programmatic assurances for this project. Furthermore, all applicable statutes, regulations, and procedures; administrative and programmatic requirements; and procedures for fiscal control and maintenance of records will be implemented to ensure proper accountability for the expenditure of funds on this project. All records necessary to substantiate these requirements will be available for review by appropriate state and federal staff. I further certify that all expenditures will be obligated on or after the effective date and prior to the termination date of the project. Disbursements will be reported only as appropriate to this project, and will not be used for matching funds on this or any special project, where prohibited.

Further, I understand that it is the responsibility of the agency head to obtain from its governing body the authorization for the submission of this application.

DOE 100ARevised 12/07

Page 1 of 2 Dr. Eric J. Smith, Commissioner

TAPS Number11B034

C) Total Funds Requested:

$

DOE USE ONLYTotal Approved Project:

E) ________________________________________________Signature of Agency Head

.

Instructions for Completion of DOE 100A

A. If not pre-printed, enter name of the program for which funds are requested.

B. Enter name and mailing address of eligible applicant. The applicant is the public or non-public entity receiving funds to carry out the purpose of the project.

C. Enter the total amount of funds requested for this project.

D. Enter requested information for the applicant’s contact person. This is the person responsible for responding to all questions regarding information included in this application.

E. The original signature of the appropriate agency head is required. The agency head is the school district superintendent, university or community college president, state agency commissioner or secretary, or the president/chairman of the Board for other eligible applicants.

Note: Applications signed by officials other than the appropriate agency head identified above must have a letter signed by the agency head, or documentation citing action of the governing body delegating authority to the person to sign on behalf of said official. Attach the letter or documentation to the DOE 100A when the application is submitted.

DOE 100A

Revised 12/07 Page 2 of 2 Dr. Eric J. Smith, Commissioner

Budget Narrative Form, DOE 101 S

When completing the Budget Narrative Form, located on the website (see Note below), under Column (3), Account Title and Narrative, for each line item specify the budgetary expenditures such as salaries, equipment and supplies. Expenditures should focus on performance improvement, as noted in the application.

Note: The DOE 101 Budget Narrative Form has been revised. The new budget form is now an Excel document titled Budget Narrative Form DOE 101 S. Please visit our website at http://www.fldoe.org/workforce/dwdgrants/. See the Program Management Resources section to access the new budget form and the instructions for completing the form.

Applicants MUST use the new budget form.

Place TAPS number 11B034 on the DOE 101 S form.

http://www.fldoe.org/workforce/dwdgrants/

Florida Department of Education, Division Career and Adult Education

Detailed Projected and Purchased Equipment Form(Purchasing/Tracking/Disposition of Equipment)

Equipment planned and/or purchased with funds from this grant must be submitted on this form or in a format that contains the information appearing on this form.

A) ___________________________________________________Name of Eligible Recipient

B) ___________________________________________________ Project Number (DOE USE ONLY)

PROJECTED EQUIPMENT PURCHASES(Cells will expand when text is typed.)

# DESCRIPTION ITEM 1 ITEM 2 ITEM 31 Function Code

2 Object Code

3 Account Title

4 Detailed Description

5 School/Program

6 Number of Items

7 Unit Cost

8 Total Amount

ACTUAL EQUIPMENT PURCHASES9 Purchase Order

Number and Date

10 Date Invoice Paid

11 Brand/Model/Make

12 Serial Number

13 Property/Decal Number

14 Inventory/Location

15 Disposal Date

16 Method of Disposal

17 Sale Price of Property(if sold)

Person completing form: _________________ Title: __________________________ Date: ___________Management review: ____________________ Title: __________________________ Date: ___________

TAPS Number11B034

Florida Department of EducationDivision Career and Adult Education

Instructions for CompletionDetailed Projected and Purchased Equipment Form

This form should be completed based on the instructions outlined below, unless instructed otherwise in the Request for Proposal (RFP) or Request for Application (RFA). Use multiple forms as needed.

A. Enter Name of Eligible Recipient.B. Project Number (DOE USE ONLY)

Row 1 - FUNCTION CODE: SCHOOL DISTRICTS ONLY: Use the four digit function codes as required in the Financial and Program Cost Accounting and Reporting for Florida Schools Manual.

Row 2 - OBJECT CODE: SCHOOL DISTRICTS:Use the three digit object codes as required in the Financial and Program Cost Accounting and Reporting for Florida Schools Manual.

COMMUNITY COLLEGES:Use the first three digits of the object codes listed in the Accounting Manual for Florida’s Public Community Colleges.

UNIVERSITIES AND STATE AGENCIES:Use the first three digits of the object codes listed in the Florida Accounting Information Resource Manual.

OTHER AGENCIES: Use the object codes as required in the agency’s expenditure chart of accounts.

Row 3 – ACCOUNT TITLE: Use the account title that applies to the object code listed in the accordance with the agency’s accounting system.

Row 4 – DETAILED DESCRIPTION: Provide detailed descriptions/specifications of all equipment items to be purchased having a unit value of $1000 or more with a useful life of one year or more.

Row 5 – SCHOOL/PROGRAM: Provide the name of the school and the name of the program for which the equipment is being purchased.

Row 6 – NUMBER OF ITEMS: Provide the total number of these items that are to be purchased.

Row 7 – UNIT COST: Provide the cost for each of these items.

Row 8 – TOTAL COST: Provide the total cost of these items.

*NOTE: Rows 9 – 17 are to be completed following the purchase and/or disposal of equipment, fixtures and other tangible personal property of a non-consumable and non-expendable nature purchased by the grant.

Row 9 – PURCHASE ORDER NUMBER AND DATE: Provide the purchase order number and date for this item.

Row 10 – DATE INVOICE PAID: Provide the date that the invoice was paid.

Row 11 – BRAND/MODEL/MAKE: Provide the brand, model, and/or make of the item purchased.

Row 12 – SERIAL NUMBER: Provide the serial number of the item.

Row 13 – PROPERTY/DECAL NUMBER: Provide the property number or decal (sticker) number that has been placed on the item.

Row 14 – INVENTORY/LOCATION: Provide the location (from the current inventory) where this item can be found.

Row 15 – DISPOSAL/DATE: Provide the disposal date if you have disposed of the item.

Row 16 – METHOD OF DISPOSAL: Provide the method of disposal.

Row 17 – SALE PRICE OF PROPERTY: Provide the sale price of the item (if it has been sold).


Competitive - Fiscal Year 2010-2012

APPLICATION REVIEW CRITERIA AND CHECKLIST

Include this form in the application package. Place all items requested in the order indicated below. Include only the items requested. Place page numbers on every page consecutively, at the bottom, beginning with the DOE 100A as page

one of the application package. Page numbers written by hand are permissible if electronic numbering is a problem.

Staple upper left corner of the complete application package (no spiral bindings, notebooks or cover pages).

Placement Order Item Applicant

DOE Staff Check appropriate

box belowIndicate

Page Numbers

Below

Complete IncompleteITEMS1 DOE 100A, Project Application – with original signature2 DOE 101S, Budget Narrative Form3 Project Performance Accountability

4 Detailed Projected and Purchased Equipment Formor other equipment documentation

5 Scope of Work and Performance-Based Project Deliverables Form

6 Invoice Schedule Form - if applicable

7 Regional Workforce Board Coordination Assurance Form

8 General Education Provisions Act (GEPA) – one page

9 Application Review Criteria and Checklist Form - this page

NARRATIVE10 1. Project Abstract or Summary and Project Category

Identification Form 2. Project Need 3. Project Planning and Design (a-h)4. Steering Committee5. Sustainability of Project6. Evaluation7. Support for Strategic Imperatives8. Budget

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