FY2014 EEC Child Care Quality Grant Fund Code 465

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FY2014 EEC Child Care QualityGrant Fund Code 465

Bidders ConferenceNovember 7, 2013 10 AM -12 PMWorcester, MA1Todays Agenda WelcomeOverview of the FY2014 Child Care Quality GrantQuestions and AnswersGrant Posting/Grant Timeline/Submission DeadlineGrant Application Components Purpose / FundingEligibilityGrant Priorities and Requirements Nuts and Bolts of the Application Submission ProcessApplication Forms and DocumentsBudgetary Guidance & Allowable Use of FundsGrant Specific Documents Re-cap of Submission Process

2FY2014 Child Care Quality Grant- Fund Code 4652Questions and Answers (FAQ)To ensure consistency in responsesAt 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 November 15 by 4:00 PM to [email protected] Subject line: FY2014 Child Care Quality Grant Fund Code 465The FAQ document will be posted online on or around November 29,2013The FAQ document then becomes an official part of the RFR.

3FY2014 Child Care Quality Grant- Fund Code 465To ensure consistency in responsesAt the end of the Bidders Conference presentation, an EEC staff member will record questions.Those questions will be reviewed and answered in the FAQs.All other questions must be emailed by Date, 2013 by 4:00 PM to [email protected] Subject line: FY14 EPS Fund Code 322The FAQ document will be posted on or around Date, 2013. The FAQ document then becomes an official part of the RFR.

3Posting of Grant Related Information Grant Posting Available: On Comm-PASS at www.comm-pass.com On EECs website at http://www.mass.gov/eec under Funding Opportunities- -Open Competitive Grants4Grantees are responsible for checking EECs website and Comm-PASS for any updates to the Grant Application Information.

FY2014 Child Care Quality Grant- Fund Code 4654

Grant Application Timeline

51. Grant Application Release/Posting: October 31, 20132. Bidders conference: Location: EEC-Central Regional Office10 Austin Street, Worcester, MA 01609http://mapq.st/10iOAI6 November 7, 201310:00-12:00 PM3. Submission of Intent to Bid: Email Intent to Bid [email protected] November 8, 20134:00 PM4. Submission of Written Inquiries: Applicants must submit written inquiries to [email protected] 15, 20134:00 PM5. Response to Written Inquiries: November 29, 2013 (estimated)6. Submission Deadline:Applicants must submit proposals to [email protected] 20, 20134:00 PM7. Bidders are Notified of Awards: January 29, 2014 (estimated)8. Grant Start Date: February 3, 2014 (estimated)FY2014 Child Care Quality Grant- Fund Code 4655Grant Submission DeadlinesThe EEC Central Office must have all documents by December 20, 2013 by 4:00 PMMail submission:One (1) original hard copyThree (3) hard copies

Electronic submission:ALL grant application documents (except Administrative documents)6FY2014 Child Care Quality Grant- Fund Code 4656Grant Application: Follow the ChecklistFY2014 Checklist for Grant Application FY2014 Signed cover page (authorized signatory) FY2014 Child Care Quality Budget WorkbookFY2014 Narrative QuestionsCopy of Indirect Cost Approval Letter (if you are claiming Indirect Cost)

FY2014 Child Care Quality Budget Workbook Components:

Budget Summary Form (read-only)Budget Feb-JunProgram ContactsCommunities ServedLanguages Spoken

7FY2014 Child Care Quality Grant- Fund Code 465The next section of slides will focus on assisting you through the budget workbook highlighted in red on the above slide. As you can see the budget workbook is one of many important components within the application checklist.

7Grant Appendices (For reference only)Appendix A: Budget WorkbookInstructions

Appendix B: Rating and Evaluation Criteria Appendix C: Grant Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law8FY2014 Child Care Quality Grant- Fund Code 4658Child Care Quality GrantFunded by the Child Care Quality Fund

Established in 1997 with revenues from Invest in Children license plates

To promote school readiness and success by supporting quality in early childhood and out-of-school time programs9FY2014 Child Care Quality Grant- Fund Code 465This competitive grant is funded through the Child Care Quality Fund, established in Massachusetts General Law, Chapter 29, section_2JJ (http://www.mass.gov/legis/laws/mgl/29-2jj.htm).

The Child Care Quality Fund was established in 1997, and is supported by revenues received from the sale of the Invest in Children Massachusetts license plates.

The purpose of the Child Care Quality Grant is to promote school readiness, school success, and positive outcomes for children by supporting and enhancing the quality of services being delivered to children in early education and out of school time settings across the Commonwealth.

9Funding and Distribution of Grants 10~ $ 1 million are available

Up to $50K per applicant

One-time expenses before June 30, 2014

May reopen the bid after February 3, 2014

One grant in 12 months

EEC anticipates that up to $1 million will be available for Child Care Quality Grants during this grant cycle.

Proposals submitted by eligible entities, requesting up to $50,000 in funding, will be considered.

All funds awarded and activities proposed must be spent and completed by June 30, 2014.

Should a substantial portion of the funds available for this grant not be awarded as a result of applications received by December 20, 2013, EEC reserves the right to reopen the bid and solicit additional grant applications for review after February 3, 2014.

In order to maximize the opportunity for members of the early education and out of school time care community to receive funding from the Child Care Quality Fund, only one grant will be awarded to an applicant within any 12 month period.

10Are YOU eligible to apply?Not-for-profit organizations, including:Licensed early education and out of school time care providers;License-exempt programs, including private schools;Family child care systems; andCommunity-based organizations.

No duplication with other EEC funding

License in good standing

QRIS level 1 final application

10FY2014 Child Care Quality Grant- Fund Code 465This is a competitive grant process. Not-for-profit organizations are eligible to apply, including but not limited to: Licensed early education and out of school time care providers;License-exempt programs, including private schools;Family child care systems; andCommunity-based organizations.For-profit organizations and municipalities are not eligible to apply for this grant funding. Please note: all applicants must have documentation of their not-for-profit organization status.

Not-for-profit programs receiving funding through other EEC grants are eligible to apply if the services that will be provided are not a duplication of efforts through other EEC grants (e.g., Universal Pre-Kindergarten, Accreditation, Mental Health, Assessment Planning, QRIS grants).

All licensed programs must have a license that is in good standing.

Early Ed and Care Programs applying must have submitted a final application for QRIS Level 1 or higher.

1112Grant PrioritiesImprove the quality of services delivered to high needs children;

Support program accreditation;

3. Enhance the skills of the workforce;

4. Provide specialized training for bilingual and bicultural consumers;

5. Improve outreach and communication to families and/or support childrens successful transitions;

6. Purchase educational curricula, instructional supports and technical assistance.

FY2014 Child Care Quality Grant- Fund Code 465"High needs children is defined as children who have two or more risk factors linked to poor school and life outcomes:Children and parents with special needs;Children whose home language is not English;Families and children involved with multiple state agencies;English language learners;Recent immigrants;Children with parents who are deployed and are not living on a military base;Low-income households; Parents with less than a high school education; andChildren who are homeless or move more than once a year.

. Improve early education and out-of-school time program quality and child learning environments by helping programs achieve and maintain accreditation through the National Association for the Education of Young Children (NAEYC), the National Association for Family Child Care (NAFCC), or National After-School Association (NAA) through the Council on Accreditation (COA);

Support workforce development through increased access to professional development opportunities;

improve the engagement of families and support childrens transitions from programs to kindergarten;

Improve child learning environments through the purchase and implementation of educational curricula, instructional supports and technical assistance that enhance the quality of the program and support upward movement in QRIS.

12Eligible Activities Reimbursement of up to 100% of NAEYC, NAA, or NAFCC accreditation fees

Fund staff and/or consultants to support accreditation

Purchase materials needed for accreditation, such as educational curricula, teaching materials, and supports such as books, computers, educational toys, etc.

Fund outreach and communication to improve family engagement and childrens transitions

Fund innovative approaches that support best practices in the curriculum.

13FY2014 Child Care Quality Grant- Fund Code 465. (Note: funding is available only to programs that do not already receive reimbursement of their accreditation costs through EEC grants.)13Eligible 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.

14FY2014 Child Care Quality Grant- Fund Code 465Materials that will help create effective learning environments for children must be movable and not a permanent fixture of a building. 1415Grant Reviewthe strength of the proposal

ability to achieve the grant goals

number of high needs and state-subsidized children who will benefit;

clearly demonstrate the funding will improve the quality of services for children and their families.FY2014 Child Care Quality Grant- Fund Code 465All grant applications will be reviewed based on the strength of the proposal and the applicants ability to achieve the goals outlined in this RFR. EEC reserves the right to prioritize grant recipients as follows: Proposals that benefit the greatest number of high needs and state-subsidized children;Proposals that can clearly demonstrate the funding will improve the quality of services for children and their families.

15Grant Requirements16 Detailed budgetSupport Brain Building in Progress initiativeIncorporate the tagline on printed materialsRefer to the website at www.brainbuildinginprogress.org; Display logo

incorporate the approved tagline for the Brain Building in Progress communications initiative on appropriate marketing and communications materials and resources that are funded in whole or part through this grant. (e.g., flyers, brochures, pamphlets; books/booklets, guides, course readers produced by grantee; websites; and other products as determined by EEC.)EEC has developed a two-page document that describes the Brain Building in Progress initiative, and launched a campaign website at www.brainbuildinginprogress.org. The Brain Building in Progress website promotes programs, activities, and sites where early education innovation is happening and will offer individuals, families, community organizations, policy makers, and business leaders tangible ways they can get involved and take action. Grantees should refer to the website and two-page document for background information on the Brain Building in Progress initiative. EEC has also developed the following logo for the Brain Building in Progress initiative: 1617FY2014 Reporting RequirementsEEC 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.

FY2014 Child Care Quality Grant- Fund Code 465In order to standardize data collected from various entities and sources, EEC is using NACCRRAware. This is a Web-based information management software designed to assist Child Care Resource and Referral agencies and other grantees to perform their critical roles by providing complete and accurate data and statistics.

Grantees will collect and compile most of the professional development data requested above via the NACCRRAware Training Tracker (TTAM). Data will include, but is not limited to:

EEC may require additional data beyond that specified including modifications/revisions to the FY2014 Professional Development Course Catalogue and data required for the Early Learning Challenge Grant. Number of attendees Number of trainings offered Where/when/how trainings are offered Language trainings offered Provider type Training and TA type and link to licensing

17Application Forms and DocumentsTo submit by mail and email: Checklist for Grant Application Signed Cover Page Budget Workbook FY2014 Narrative Questions Copy of Indirect Cost Approval Letter (if you are claiming Indirect Cost)

18FY2014 Child Care Quality Grant- Fund Code 465

Commonwealth of Massachusetts Standard Administrative Forms:

A signed Commonwealth Terms & Conditions formW-9 with DUNS #Contractor Authorized Signatory ListingAuthorization for Electronic Funds Payment (EFT) FormFederal 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.


Budget Workbook Components

There are 5 tabs that make up the entire Budget Workbook#1 Budget Summary (read only)#2 Budget February-June#3 Program Contact#4 Communities Served #5 Languages Spoken

20FY2014 Child Care Quality Grant- Fund Code 465Should we provide screen shots of Instructions, Allowable, Unallowable tabs too?For right now, I am going to copy the screen shots from the instruction workbook which start with the budget summary page

20Allowable Fund UsePersonnel and fringe benefits costs associated with staff time used to carry out the grant requirements. Travel expenses for in- state travel costs required for implement grant specific activities EquipmentSuppliesContractual consultants or subcontractors hired to carry out activities or specific provisions of the grant at a specific rate per hour/day. 21FY2014 Child Care Quality Grant- Fund Code 46521Allowable Fund Use ContinuedTraining StipendsOther: Memberships and Subscriptions - Costs of membership in civic, business, technical, and professional organizations are reimbursable provided that: (a) the benefit from the membership is related to the grant, (b) the expenditure is for agency -- and not individual -- membership, and (c) the cost of the membership is reasonably related to the value received. Indirect Costs: All Indirect Costs for the lead agency and subcontractors (if applicable) cannot exceed 8% of the grant requested amount.


Accessing the Budget Workbook:23Step 1: OPENING THE FILE: Click on the link: FY2014_FY2015_Child Care Quality_Budget_Workbook.xls. Step 2: You must click, on the Options box located to the right of the Security Warning. FY2014 Child Care Quality Grant- Fund Code 465

Accessing the Budget Workbook

24Step 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. FY2014 Child Care Quality Grant- Fund Code 465Saving the Budget WorkbookSAVING AND NAMING THE FILE: Once the file is open, select File and then select Save As. The file is currently named FY2014_Child Care Quality_ Budget_Workbook.xls. Edit the current file by adding your Agency Name. The file will now have the following name format: (Example):FY2014_Child Care Quality_Budget_Workbook_ABC_Agency.xls

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

25FY2014 Child Care Quality Grant- Fund Code 46525Using the Budget Workbook 26Use these arrows to navigate and access all of the tabs. These are the different tabs for the grant application. Tabs #2-#5 must be filled in by you. The first tab is 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.

FY2014 Child Care Quality Grant- Fund Code 46526Budget Summary:

27This tab has all of the totals from the entire budget narrative spreadsheet request. (Ex: if funds are being requested in tab 2, these amounts will show up automatically in tab 1). PLEASE DO NOT FILL IN ANY INFORMATION IN THIS TAB.

FY2014 Child Care Quality Grant- Fund Code 465TAB #2: Budget Feb-June

Project Name: 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.Phone: Provide the phone number of the grant contact.Email: Provide the email of the grant contact.Date Submitted: Provide the date when the workbook is being submitted.

28

Line 1: Personnel29


Line 1: Personnel Continued

In this tab, fill in: Number of Staff,their job title, the Full Time Equivalence (FTE), the total annual salary the percentage of fringe being paid.

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 Total Annual Salary is defined as the entire salary that an employee will receive for one fiscal year. - note whether funded by position or not


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.


Line 3: Travel

32Write the Total Travel Cost in the Direct cost and/or Admin cost column. Fill in the Mileage Rate* (*must be your agencys reimbursement rate, if applicable).List: Name and Position of staff who is traveling AND Estimated Miles per Month and the Number of monthsFY2014 Child Care Quality Grant- Fund Code 46533

Line 4: Equipment


Line 5: Supplies

34Please list Description of Supply For each Supply Listed provide Quantity to be purchased, basis for computation, and total. FY2014 Child Care Quality Grant- Fund Code 465

Line 6: Contractual

35Fill in the Purpose Fill in Name of the consultant and choose the title from the list of choices in the drop-down menu.FY2014 Child Care Quality Grant- Fund Code 465

Line 7: Training Stipends36Please list stipend to be provided For each Stipend listed provide purpose and description of stipend, cost of stipend and total. FY2014 Child Care Quality Grant- Fund Code 46536

Line 8: Other37Provide major type or category Provide purpose of expenditure, cost per item and total for each expenseFY2014 Child Care Quality Grant- Fund Code 465Line 10: Indirect Costs38Identify category to which IDCR is being appliedState 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.FY2014 Child Care Quality Grant- Fund Code 465TAB #3: Program Contacts39

Enter the program contact information for the following categories; Grant Coordinator, Lead Agency Contact, Superintendent/Executive Director, Summer and Fiscal Contact.FY2014 Child Care Quality Grant- Fund Code 465TAB # 4: Communities Served40

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.FY2014 Child Care Quality Grant- Fund Code 465TAB # 5: Languages Spoken41

List all the major languages spoken by the families in the communities you serve.FY2014 Child Care Quality Grant- Fund Code 465Narrative QuestionsAll 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 60.

Qualifications of the applicant to carry out the activities proposed 10 pointsCommunity Needs 10 pointsImpact of Proposed Activities/Services10 pointsAbility to Meet the Goals of the Grant 10 pointsAbility of applicant to use grant funds to leverage other resources 10 pointsProposed Costs/Budget 10 points

42FY2014 Child Care Quality Grant- Fund Code 46542Re-cap of Submission ProcessSubmission:By Mail: one (1) original, signed copy, three (3) copies of ALL documents (including Administrative Forms, if applicable)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: December 20, 2013(Your hard copy and electronic copy must be get to the EEC office before 4:00 PM)

43FY2014 Child Care Quality Grant- Fund Code 46543EEC ContactsGail PerryPhone: 508-967-3404 Email: [email protected]

Elizabeth BryantPhone: 617-988-6617 Email: [email protected]


FY2014 EEC Child Care Quality Grant Fund Code 465

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