SAN MATEO COUNTY by cTwFyL

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									     INVITATION TO NEGOTIATE
PRESCHOOL FOR ALL IMPLEMENTATION

        Proposals must be received by:

                 4:00 p.m.
               June 30, 2004

           First 5 San Mateo County
       1700 S. El Camino Real, Suite 405
             San Mateo, CA 94402
                                                     TABLE OF CONTENTS


SECTION I. TIMELINE ............................................................................................................................ 4
      Key Dates ........................................................................................................................................ 4
      Proposed Timeline and Process Summary................................................................................... 5


SECTION II. GENERAL INFORMATION AND PROGRAM REQUIREMENTS ........................................ 8
      A.      Invitation to Negotiate (ITN) Overview ................................................................................. 8
              1. Purpose/Intent ..................................................................................................................... 8
              2. Authority .............................................................................................................................. 8
              3. Eligible Applicants................................................................................................................ 8
      B.      Background ............................................................................................................................ 8
              1. Proposition 10...................................................................................................................... 8
              2. First 5 San Mateo County .................................................................................................... 9
              3. First 5 San Mateo County Strategic Plan ............................................................................. 9
              4. Preschool for All Movement ................................................................................................. 9
              5. Preschool for All Planning Process in San Mateo .............................................................. 10
      C.      Program Funding Requirements ........................................................................................ 11
              1. Key Characteristics of the Applicant(s) to be the Lead Agency .......................................... 11
              2. Key Characteristics of the Applicant(s) to be Partners/Subcontractors .............................. 11
              3. Program Evaluation ........................................................................................................... 11
              4. Contract Duration .............................................................................................................. 11
              5. Funding Allocation ............................................................................................................. 11
              6. Supplantation Policy .......................................................................................................... 12
              7. Population to be Served ..................................................................................................... 14

SECTION III. APPLICATION PROCESS AND INSTRUCTIONS ........................................................... 15
      A.      General ................................................................................................................................. 15
              1. Invitation to Negotiate (ITN) Characteristics ...................................................................... 15
              2. Disclosure of Proposal Contents ........................................................................................ 15
      B.      Proposal Format .................................................................................................................. 15
      C.      Signature ............................................................................................................................. 16
      D.      Proposal Due Date ............................................................................................................... 16


SECTION IV. APPLICATION REQUIREMENTS ................................................................................... 17
      Application Contents .................................................................................................................... 17
      Cover Sheet................................................................................................................................... 18
      Table of Contents ......................................................................................................................... 18
      Project Narrative ........................................................................................................................... 18
           A. Background ....................................................................................................................... 18
           B. Project Description ............................................................................................................ 20
           C. PFA Lead Agency Leadership Team ................................................................................. 25
           D. Evaluation.......................................................................................................................... 26

                                                                                                                                                          2
Scope of Work...................................................................................................................................... 27
         Measurable Objectives........................................................................................................... 27
         Major Activities and Timeline.................................................................................................. 27
         Lead Agency or Partner/ Subcontractor Responsible ............................................................. 27
         Documentation/Process Measures ........................................................................................ 27
         Expected Measurable Outcomes/ Results ............................................................................. 27
Cost Analysis /Budget Projection and Budget Narrative .................................................................. 28
         Infrastructure.......................................................................................................................... 28
         Preschool Program Direct Costs ............................................................................................ 28
         Personnel............................................................................................................................... 29
         Operating Expenses .............................................................................................................. 29


SECTION V. PROPOSAL SELECTION/NEGOTIATION PROCESS ..................................................... 30


SECTION VI. FORMS............................................................................................................................ 32


SECTION VIII. ATTACHMENTS/ELECTRONIC LINKS ........................................................................ 33




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SECTION I.         PROPOSED TIMELINE (Subject to Change)

KEY DATES:

  1.   Breakfast Reception and Release of ITN                                 April 1, 2004

  2.   ITN Questions Submission Deadline and R.S.V.P
       to Technical Assistance Workshop                                      April 20, 2004

  3.   Pre-Proposal Technical Assistance Workshop (Mandatory)                April 27, 2004

  4.   Additional Informational Meeting                                               TBD
       (Dates to be determined at the Technical Assistance Workshop)

  5.   Proposal Due Date                                                    June 30, 2004

  6.   Internal and External Review of Proposals                       July 1-July 30, 2004

  7.   Program Operations and Planning Subcommittee                        August 9, 2004
       Review of Proposals

  8.   Negotiation/Proposal Improvement Meeting                           August 13, 2004
       Based on Staff/Committee Recommendations

  9.   Staff/Committee Recommendation for Lead Agency                     August 23, 2004
       To F5SMC Commission

  10. Contract Negotiations begin between F5SMC and Lead Agency           August 24, 2004

  11. F5SMC Approval of Contract to Lead Agency                        September 27, 2004

  12. Preschool for All Contract Execution                                October 1, 2004




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                    PROPOSED TIMELINE AND PROCESS SUMMARY
                                (Subject to Change)


ITN Questions Submission Deadline;      Applicants may submit questions in writing about this ITN
                                         and/or requests for changes.
R.S.V.P. to Technical Assistance
Workshop                                Please mail or fax questions by April 20 to:
                                                       First 5 San Mateo County
April 20, 2004                                     1700 El Camino Real, Suite 405
                                                         San Mateo, CA 94402
                                                      Telephone: (650) 372-9500
                                                          Fax: (65)) 372-9588
                                        Applicants must RSVP intent to attend Pre-Proposal
                                         Technical Assistance Workshop by calling First 5 San
                                         Mateo staff at 650-372- 9500, ext. 223, no later than April
                                         20, 2004 by 5:00 p.m.

Pre-Proposal Technical Assistance       The purpose of the workshop will be to discuss questions
Workshop (Mandatory)                     or requests for changes in the ITN received on or before
                                         April 20, and to clarify how to complete the application.
April 27, 2004
                                        Additional questions or requests for changes arising from
                                         the discussion will be addressed to the extent possible in
                                         the time allotted and with the information available at the
                                         workshop.
                                        Responses to questions and/or requests for changes
                                         discussed at the workshop shall not be binding. Only
                                         responses and changes issued by the Commission as
                                         addenda to this ITN shall be binding.
                                        As stated above, please RSVP your intent to attend no
                                         later than April 20, 2004.

Proposal Format                         Must be typed, double-spaced in 12-point font, have
                                         margins not less than 1” on any side, and have
                                         consecutively numbered pages.
                                        Must respond to all questions in the order listed in the
                                         ITN.
                                        One original proposal (unbound)
                                        Five stapled copies (use industrial/heavy duty staples in
                                         upper left-hand corner)
                                        All proposals must be complete when submitted.

Proposal Submission Date                Proposals must be submitted by mail or in person.
                                        No faxed or e-mailed proposals will be accepted.
June 30, 2004, 4:00 pm
First 5 San Mateo County
1700 El Camino Real, Suite 405
San Mateo, CA 94402


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Internal and External Review of         F5SMC staff and external reviewers will review the Lead
Proposals                                Agency proposal and prepare recommendations for
                                         improvements.
July 1 – 30, 2004

POP Subcommittee Review of              Subcommittee will review selected proposal(s), and make
Proposal                                 recommendations for improvements.

August 9, 2004

Negotiation/Proposal Improvement        F5SMC staff and committee representatives will meet
Meeting                                  with Proposal Team to consider and negotiate changes
                                         recommended by committees.
August 13, 2004

Staff/Committee Recommendation for      F5SMC staff will forward the staff/committee
Lead Agency to the F5SMC                 recommendation for the Lead Agency to the F5SMC
Commission                               Commission.

August 23, 2004

Contract Negotiation and Program        Based on feedback from Commission members, F5SMC
Improvement Meeting                      staff will meet with Proposal Team to negotiate any
                                         necessary changes leading to a contract for Lead Agency
August 24, 2004                          and its partners/subcontractors.

Commission Approval of Proposed         At Commission Meeting, members will review and
Contract to Lead Agency                  determine whether to approve the recommended contract
                                         to the Lead Agency.
September 27, 2004

Contract Execution                      Contract is executed.
                                        Lead Agency and partners begin Preschool for All
October 1, 2004                          implementation.
Funding Allocation                      At a minimum, $1.3 million for the first year, with the
                                         second two years’ funding contingent on satisfactory
                                         performance.
                                        Additional funds may be approved, depending on
                                         availability of possible grants, matching funds, and/or
                                         passage of a statewide initiative.

Supplantation                        No First 5 San Mateo County funds shall be used to
                                     supplant state or local general fund money for any
                                     purpose. First 5 San Mateo County funds shall be used
                                     only to supplement existing levels of service and not to
                                     fund existing levels of service.




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Funding Duration                    3 years, with annual renewal for the second and third
                                     years contingent upon satisfactory performance and
                                     appropriate grant management.

Eligible Applicants                 Local government entities, local non-profit agencies
                                     [501(c)(3)], and local collaboratives may apply to be the
                                     Lead Agency.

                                    For-profits may serve as partners of the Lead Agency.

                                    Only agencies that submitted a Letter Of Intent on
                                     February 13, 2004 may apply to be the Lead Agency or
                                     its partners for Preschool for All.

Partnerships and Collaboration      F5SMC encourages formal partnerships and
                                     collaborations that seek to maximize service integration
                                     and to leverage multiple funding sources in the
                                     implementation of Preschool for All.

                                    F5SMC strongly encourages the submission of a
                                     proposal as a complete package including the proposed
                                     Lead Agency and Partners/Subcontractors.

Lead Agency                         Applications must identify a Lead Agency to serve as the
                                     primary applicant and fiscal sponsor, to which funds will
                                     be granted.

Evaluation                          The Lead Agency and its partners/subcontractors will be
                                     required to conduct an internal evaluation, establishing
                                     and tracking process and outcome measures for
                                     Preschool for All.
                                    Both the Lead Agency and its partner/subcontractors
                                     shall be required to participate in countywide data
                                     collection and evaluation of the effectiveness of
                                     Proposition 10 efforts.




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SECTION II. GENERAL INFORMATION AND REQUIREMENTS


  A.   Invitation to Negotiate (ITN) Overview

    1. Purpose/Intent

       The purpose of this Invitation to Negotiate (ITN) is to solicit proposals from qualified agencies
       interested in participating in contract negotiations to implement Preschool for All (PFA) in San
       Mateo County. The successful Lead Agency and its subcontractors/partners will be expected to
       implement preschool expeditiously and economically, to promote collaboration and teamwork
       among key agencies with complementary strengths, to provide fiscal oversight and
       coordination, and to create additional staff time and resources to complete tasks necessary for
       countywide implementation.

    2. Authority

       Proposition 10, the “California Children and Families Act of 1998,” imposed an excise tax on
       tobacco products and authorized counties to establish commissions to allocate these funds at
       the local level. The San Mateo County Board of Supervisors adopted Ordinance #03889 on
       March 9, 1999, creating the nine-member Children & Families First Commission (now referred
       to as First 5 San Mateo County). The Commission was authorized to develop a Strategic Plan
       and to allocate funds accordingly. In February 2000 the Commission approved six 10-year
       strategic initiatives, including the Child Care Subsidies for Working Parents Initiative. In
       October 2003, the First 5 San Mateo County Commission approved a name change from the
       Child Care Subsidies for Working Parents Strategic Initiative to Preschool for All (PFA) San
       Mateo County, and authorized the use of the ITN method to select the most qualified Lead
       Agency and its subcontractors to administer PFA. The Commission’s FY 2003-2004 approved
       budget includes $1.3 million for this strategic initiative. The Commission’s 10-year fiscal
       projection includes a 10-year commitment to this strategic initiative at $1.3 million per year, or
       $13 million over 10 years.

   3. Eligible Applicants

       Eligible applicants include local governmental entities, local non-profit agencies {501c (3)} and
       local collaboratives. There must be an identified Lead Agency or fiscal sponsor. A strong
       partnership structure with subcontractor agencies is strongly encouraged. Only agencies that
       submitted a Letter of Intent by February 13, 2004 may apply to be the Lead Agency for
       PFA.

  B.   Background

    1. Proposition 10

       In November 1998, the voters of California passed Proposition 10, the “California Children and
       Families Act of 1998,” which added a surtax on tobacco products to promote, assist, and
       improve the early development of children prenatal through age five. Proposition 10 facilitates
       the creation and implementation of an integrated, comprehensive, and collaborative system of
       information and services to enhance optimal early childhood development. It emphasizes local
       decision making to provide for greater flexibility in designing delivery systems and to eliminate
       duplicative administrative systems.
       The ultimate goal of Proposition 10 is for all California children to be healthy, to live in a healthy
       and supportive family environment, and to enter school ready to learn.
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2. First 5 San Mateo County

   Under Proposition 10, each county is required to appoint a local Commission with a maximum
   of nine members and to develop a Strategic Plan to determine how to allocate funding.
   Members of the First 5 San Mateo County Commission include a Board of Supervisors
   representative; the directors of the Health Services Agency and the Human Services Agency;
   the County Superintendent of Schools; the San Mateo County Chief of Pediatrics; and four
   public members.
   The current Commission members are:
          Maureen Borland, Director, San Mateo County Human Services Agency
          Patricia Bresee, Public Member
          Richard Gordon, San Mateo County Board of Supervisors
          Harvey Kaplan, M.D., Chief of Pediatrics, San Mateo Medical Center
          Christine Kennedy, Ph.D., R.N., P.N.P., Public Member
          Amy Liew, Public Member
          John Mehl, Ph.D., San Mateo County Superintendent of Schools
          Patricia Miljanich, J.D., Public Member
          Margaret Taylor, Director, San Mateo County Health Services

3. First 5 San Mateo County Strategic Plan

   The Strategic Plan outlines the Commission’s vision, mission, and core values. The Strategic
   Plan identifies focus areas, outcomes and goals for Commission activities as well as specific
   objectives and indicators that can demonstrate whether these outcomes are being achieved.
   Investment strategies including criteria, recommendations, and community investment policies
   are also outlined in the plan. Applicants should be familiar with the content of the Strategic Plan
   and the Strategic Plan update, which are available on the First 5 San Mateo County website at
   http://www.first5sanmateo.org.

4. Preschool for All Movement

   Within the past decade, there has been a growing interest nationally in making publicly
   supported quality preschool services available to all 3- and 4-year-olds, regardless of family
   income. Five states (Georgia, Oklahoma, New Jersey, New York and Florida) have established
   an explicit policy goal to make preschool available on a voluntary basis to all children, at least
   within specified geographic areas. Meanwhile, several states, including California, have been
   involved in significant planning efforts to make preschool available to all. The following is a brief
   summary of recent efforts contributing to the movement for universal access to preschool in
   California:
          In 1998, State Superintendent of Instruction Delaine Eastin’s Universal Preschool Task
           Force proposed that publicly funded preschool services be offered to all 3- and 4-year-
           olds within 10 years.
          In 2002, the state’s Master Plan for Education recommended that preschool services be
           made available to all three- and four-year-old children in the two years prior to school
           entry.
          In 2003, the David and Lucile Packard Foundation announced its commitment to
           Preschool for All and established Preschool California to help lead a campaign on
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          behalf of Preschool for All. Subsequently, they also funded Preschool for All “flagship”
          sites, of which San Mateo County is one.
         In April 2003, the First 5 Commission co-sponsored with First 5 San Mateo County, First
          5 LA, and the Packard Foundation the Preschool for All Summit.
         In April 2003, as an outgrowth of its School Readiness Initiative, the First 5 California
          Commission on Children and Families set aside $100 million over four years to support
          Preschool-for-All Demonstration Projects.
         In October 2003, the California Teachers Association announced plans to introduce a
          ballot initiative that would raise an estimated $4.5 to $6 billion for education annually,
          including at least $1.5 billion for preschool education.

5. Preschool for All Planning Process in San Mateo

   First 5 San Mateo County has been an early leader in the movement and planning for
   Preschool for All.
   In November 1999, First 5 San Mateo County (F5SMC) launched an ambitious Universal
   Preschool Feasibility Study, primarily funded by the David and Lucile Packard Foundation.
   Since the completion of the study, the Foundation has worked closely with F5SMC to contribute
   technical assistance to the Universal Preschool Design Group (UPDG). The goal of the Design
   Group has been to use the findings from the Feasibility Study to build consensus and to create
   action steps for the Child Care Subsidies for Working Parents Initiative, now also known as
   Preschool for All San Mateo County.
   Under the leadership of the Universal Preschool Design Group First 5 San Mateo County has
   spearheaded a 36-month planning process that has yielded a strategic plan endorsed by key
   stakeholders in San Mateo County.
   The Design Group has implemented, among other action steps, an extensive demand and
   supply study to be completed by September 2004. (See Attachment A for a description of the
   study.) The data collected from the study will be available to help inform the implementation of
   the PFA strategic initiative for years to come. The demand and supply study, funded in part by
   the David and Lucile Packard Foundation and F5SMC, will not only build local knowledge and
   data collection capacity, but will create a prototype for the rest of the state.
   The Design Group also unanimously agreed to seek the assistance of a Lead Agency and
   partner agencies in the implementation of PFA in San Mateo County.




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Program Funding Requirements

    1.   Key Characteristics of the Applicant(s) to be the Lead Agency
         First 5 San Mateo County seeks a Lead Agency that has an extensive history of providing
         early childhood educational services; the ability to promote collaboration and teamwork among
         key agencies with complementary strengths; the capacity to provide fiscal oversight and
         coordination with all PFA providers, partners and the Commission; and the ability to create
         additional staff time and resources to complete all tasks necessary for countywide
         implementation.

         Most important, the PFA Lead Agency must have the credibility and resources to plan, build
         and sustain a coherent, quality, and family-friendly preschool system in San Mateo County.
         The Lead Agency must also have the flexibility to adapt to changing circumstances and,
         should additional funds from outside the county become available for PFA, have a plan ready
         to address the infrastructure issues and expand preschool programs more rapidly than would
         otherwise be possible. To achieve these goals, the agency must become thoroughly aware of
         the existing supply of preschool in the county, be willing to build on the existing supply, identify
         where there are gaps in the supply of facilities and in workforce capacity, and work with
         partners to develop plans to address these deficiencies. Only through such a partnership will
         PFA enhance the overall supply of early care and education.

    2.   Key Characteristics of the Applicant(s) to be Partners/Subcontractors
         First 5 San Mateo County seeks partners/subcontractors with/to the Lead Agency that also
         have a history of providing educational services with preschool children, working
         collaboratively with other key agencies and providers, demonstrating complementary strengths
         to those of the Lead Agency applicant, and a record of completing tasks in the assigned time
         frame.

    3.   Program Evaluation
         The Lead Agency will be expected to evaluate the results of its own and its partners’ efforts in
         the provision of Preschool for All in San Mateo County. Additionally, funded projects will be
         expected to participate in a countywide client data collection effort and other activities as
         necessary to support assessment of the effectiveness of First 5 San Mateo County funded
         efforts (See Project Narrative, Section D for further detail re: the evaluation requirements).

         First 5 San Mateo County recognizes the effort that evaluation and client data collection
         requires and encourages the Lead Agency to allocate a minimum of 5-10 % of its annual grant
         award to evaluation.

    4.   Contract Duration
         The Commission intends to award a three-year contract for the purpose of implementing PFA,
         with annual renewal in the second and third years contingent upon satisfactory performance
         and appropriate grant management. Continuation of a contract with the lead agency after the
         first three years is contingent upon performance.

    5.   Funding Allocation
         As stated above, the F5SMC Commission’s approved FY 2003-2004 budget includes $1.3
         million for the PFA strategic initiative. The Commission’s 10-year fiscal projection includes a
         10-year commitment to this strategic initiative at $1.3 million per year. Therefore, at a
         minimum, $1.3 million is available for the first year of the contract with the successful bidder,
         followed by at least the same amount in the subsequent two years.


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     Although the $1.3 million is the only funding currently allocated to PFA in San Mateo County,
     the Commission’s investment in Preschool for All is intended to serve as seed money to draw
     down additional potential funds from First 5 California, private foundations and other possible
     state and national sources in the future. The Commission envisions that in the first year (2004-
     2005), up to 30% of the $1.3 million will be directed to direct program costs, some of which may
     be in the form of demonstration projects, with 70% for capacity building and infrastructure.

            Year            Program Cost            Capacity Building/Infrastructure

               1                  30%                              70%
               2                  50%                              50%
               3                  70%                              30%

     As indicated above, there is a possibility that PFA funds could increase substantially in 2005
     as a result of a possible First 5 California Preschool-for-All Demonstration Grant and/or
     passage of a statewide ballot initiative funding preschool for all four-year-olds.

6.   Supplantation Policy: Prohibiting Use of Commission Funds to Supplant State or Local
     Government Funds

     Purpose:

     The purpose of the policy is to assure compliance with Proposition 10, adopted by the voters
     in 1998. Revenue & Taxation Code section 30131.4 provides, in part, that Prop. 10 funds shall
     be used only to supplement existing levels of service and not to fund existing levels of service.
     It further provides that no money in the Commission’s trust fund shall be used to supplant
     state or local general fund money for any purpose.

     Policy:
     1.   No Commission funds shall be used to supplant state or local general fund money for any
          purpose. Commission funds shall be used only to supplement existing levels of service
          and not to fund existing levels of service.

     2.   To that end, no Commission funds shall be granted or used for any existing project or
          program funded by state or local general funds unless the proponent demonstrates to the
          Commission’s satisfaction that the Commission’s funding will be used to improve the
          quality or quantity of an existing service, and not to supplant existing funding.

     3.   The prohibition on supplantation was intended to prevent state and local governments
          from shifting fiscal responsibility for ongoing public programs to the state and local
          commissions. The prohibition on supplantation does not make reference to privately
          funded or federally funded programs. Therefore, the prohibition applies only to programs
          and services currently or previously funded by state or local government general funds,
          and which are “existing” as defined below.

     4.   The prohibition on supplantation was not intended to prevent, stifle or discourage state or
          local government agencies from funding pilot programs, which provide valuable
          innovations and formation. Therefore, the prohibition should not be interpreted to apply to
          pilot programs or services, as defined below.
     Definitions:

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            Existing means, with respect to a level of service, a service that is in effect or operation at the
            time a request for funding is acted upon by the Commission, or at any time within the 12-
            month period preceding the Commission’s action.

            State general funds means funds that are received into the treasury of the state and not
                                                              1
            required by law to be credited to any other fund.

            Local government general funds means funds that are received into the treasury of the local
            government and not specially appropriated to any other fund.2

            Level of service includes both the quality and quantity of services.

            Pilot with respect to programs or services means those that are implemented on a temporary
            and limited basis in order to test and evaluate the effectiveness of the program, develop new
                                                3
            techniques, or gather information.

            Supplant shall be given its ordinary meaning, that is, “to take the place of.”

            Guidelines:

            1.   Every applicant must disclose in its application whether the program has received funding
                 from other sources (whether local or state government, private, or federal) within the past
                 three years, and as to any public funding, identify the law or program under which funding
                 was received.

            2.   Any applicant that discloses that state or local government funding has been received for
                 the proposed program or service within the last three years, must also demonstrate to the
                 Commission’s satisfaction that:

                 a) The program or service has not received state or local general funds within the 12
                    month period preceding the Commission’s action; or

                 b) If received, such funds have not been reduced during the 12 month period preceding
                    the Commission’s action; or

                 c) The program or service was a pilot project; and

                 d) That the Commission’s funds will be used to augment or improve the existing level of
                    service, either in terms of quantity or quality.

            3.   The Commission may require the applicant to provide additional information regarding
                 sources and uses of funds at any time. Based upon all existing facts and circumstances,
                 the Commission shall determine whether the proposal would violate this policy. The
                 Commission’s determination will be made as of the time a grant agreement is entered
                 into. For multi-year contracts or commitments, the Commission reserves the right to re-
                 examine its determination that its funds will not be used in violation of this policy.




1
    See Gov. Code section 16300.
2
    See Gov. Code section 29301
3
    See Penal Code section 5058.1
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7. Population to be Served

   First 5 San Mateo County recognizes that county lines do not necessarily define where people
   work and consume services. However, the primary commitment of F5SMC is to residents of the
   county. Therefore, the focus for the Preschool for All Initiative will be on services for children
   and their families eligible to receive services from a Local Educational Agency (L.E.A.) within
   San Mateo County, with the recognition that some children whose families work in the county
   but reside elsewhere may secondarily be served.

   Preschool for All is intended to serve all children. At the same time, F5SMC wants to ensure
   that children just above the income threshold for subsidized programs are among the first
   served in the first year of operation and that the plan for subsequent years carefully addresses
   the needs of children in underserved neighborhoods.




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SECTION III. APPLICATION PROCESS AND INSTRUCTIONS

A.   General

1. Invitation to Negotiate (ITN) Characteristics

ITN is a collaborative process that allows multiple agencies to submit a proposal together. It allows the
Commission to release all data, strategic planning documents and state criteria to interested parties to
assist them in preparing a proposal. An ITN does not proscribe a Scope of Work or Budget in advance.
Applicants are asked to develop a plan, a budget and a group of subcontractors as a complete package.
Commission staff will initiate the ITN with basic guidelines and technical assistance to applicants.

An ITN is not a commitment or contract. There is no guarantee that the submission of a proposal will
result in funding, or that funding will be awarded at the level requested. Costs for developing the
proposal are entirely the responsibility of the applicant and shall not be reimbursed. The Commission
shall be the sole evaluator of the contents of the proposals submitted in response to this ITN and will
make the final selection of final contractors, if any.

Prior to award of a contract to implement Preschool for All, selected applicants will be asked to enter into
a discussion with First 5 San Mateo County to negotiate improvements/resolve any differences.
Applicants will be required to designate their representative to receive all correspondence and to serve
as the entity’s lead negotiator. F5SMC may request revisions in work plans as part of the contracting or
post-contracting process.


2. Disclosure of Proposal Contents
Government Code Sections 6550 et. seq., the “Public Record Act” defines public record as any writing
containing information relating to the conduct of the public business. The Public Record Act provides
that public records shall be disclosed upon written request, and that any citizen has a right to inspect any
public record, unless the document is exempted from disclosure.
First 5 San Mateo County cannot represent or guarantee that any information submitted in response to
this ITN will be confidential. If F5SMC receives a request for any document submitted in response to this
ITN, it will not assert any privileges that may exist on behalf of the person or business entity submitting
the proposal. It is the responsibility of the applicant to assert any applicable privileges or reasons why
the document should not be released/produced


B.   Proposal Format

1.   All proposals must follow and respond to questions in the same general order as this ITN.


2.   All proposals must be typed in Microsoft Word, double-spaced in 12-point font, have margins no
     less than 1” on any side, and have consecutively numbered pages. Please label any exhibits,
     charts, or other attachments included. The original proposal submitted should be unbound, along
     with five copies securely bound by an industrial/heavy duty stapler in the upper left-hand corner.




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C.   Signature

The Cover Sheet must be signed by is the head of the agency or a person authorized to represent the
agency who is an officer of a corporate applicant authorized by a Power Of Attorney or equivalent
document submitted to the Commission prior to the submission of proposals, or with the proposal.


D.   Proposal Due Date

All proposals must be received in hard copy (one unbound original and file stapled copies) by 4:00 p.m.,
June 30, 2004. Faxed or emailed proposals will not be accepted. Proposals will be accepted at the
following address:

                                      First 5 San Mateo County
                                  1700 S. El Camino Real, Suite 405
                                        San Mateo, CA 94402
                                     Telephone: (650) 372-9500
                                         Fax: (650) 372-9588




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SECTION IV.         APPLICATION REQUIREMENTS



APPLICATION CONTENTS

  1.   Cover Sheet/Letter
       Applicant must complete and sign the Cover Sheet.

  2.   Table of Contents
       For ease of reference, please include a Table of Contents by page number.

  3.   Project Narrative
       Background
       Project Description
       PFA Leadership Team
       Evaluation

  4.   Scope of Work

  5.   Cost Analysis/Projected Budget & Budget Narrative

  6.   Attachments
       Board Authorization (governmental agencies only)
       Most Recent Audited Financial Statements of Lead Agency and Partners
       Nonprofit Organization Status
       Articles of Incorporation*
       Letters of Support for Lead Agency and Partners
       Letters of Commitment for Lead Agency and Partners


       *Not required if non-profit submits Non-Profit Organization Status




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COVER SHEET

Complete the ITN Proposal Cover Sheet (See the attached Form A in Section VI). The form requests the
following information:

    The Lead Agency applicant’s legal name, mailing address, contact person and other contact
     information;

    The Lead Agency applicant’s status/type of agency;

    Names of partner agency applicants, their mailing addresses, and other contact information;

    Geographic regions served by the Lead Agency applicant and its partners.

TABLE OF CONTENTS

Please include a Table of Contents indicating the sections of the proposal by page number.

PROJECT NARRATIVE
The narrative must address all of the following questions. Please number each response and label in the
order requested in the ITN. Additional content areas are permitted; however, the narrative should focus
primarily on addressing the questions below.

A.    Background

      1.    Executive Summary (5-page limit)

            Please provide a brief (no more than 5–page) summary of the goals of the proposed
            Preschool for All system, existing county data assessing the need for the program, the
            program elements you propose, and the role of the Lead Agency and its
            partners/subcontractors in implementing the system.

       2.   Lead Agency Applicant Capability (10-page limit)

            Please describe the organizational structure and capacity of the entity applying to be the Lead
            Agency for implementing PFA in San Mateo County.

            a. Describe the agency’s experience in providing educational services to the target population,
               as demonstrated by a track record of:

              (1) Working on issues with the 0-5 population and their families

              (2) Providing or supporting county-wide, community or district-wide educational initiatives
                  and high quality, developmentally appropriate ECE/pre-K programs to 3-5 year olds

              (3) Working with children and families from diverse backgrounds and special needs

            b. Describe the agency’s capacity to lead the initiative and to manage the budget, as
               demonstrated by:

              (1) Experience in managing large budgets (include size of agency’s current budget)

              (2) Overseeing programs in multiple sites throughout the county

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  (3) Achieving goals for itself and subcontractors within a set timeframe

  (4) Experience in maintaining and evaluating contractors

  (5) Receipt of consistent, accountable and formalized audits (include copy of most recent
      audit; see list of required attachments)

  (6) Experience in serving as lead actuary and/or fiscal account manager with multiple
      partners

  (7) A clear, state aligned, maximum overhead/administrative infrastructure

c. Indicate the applicant agency’s ability and willingness to govern collaboratively, as
   demonstrated by:

  (1) Ability to mobilize and lead key stakeholders in the early care and education (ECE) field
      and the public and private sectors

  (2) Willingness to share governance with the existing ECE provider/stakeholder community,
      as well as with business, faith and other community leaders promoting teamwork
      among key agencies with complementary strengths

  (3) Understanding families’ needs, workforce issues, and the early education and care
      system in San Mateo County

  (4) An organizational culture that demonstrates flexibility in working with multiple partners

  (5) Openness and willingness to change the current delivery system for early care and
      education services

  (6) Willingness and ability to support or provide services in a variety of settings, such as
      private center and public-school-based

  (7) Practice of including parents and other family members

  (8) Applicant agency’s ability to listen to and solicit input from families, providers and other
      interested members of the community

d. Describe the applicant agency’s ability to implement a countywide program, as
   demonstrated by:

  (1) Ability to create additional staff time and resources to complete all tasks necessary, as
      demonstrated by other relevant experiences

  (2) Flexibility to develop plans for slow, medium, and rapid ramp-ups of programs,
      depending upon the availability of resources, as demonstrated by prior relevant
      experiences

  (3) Ability to utilize existing capacity to help accomplish program expansion and/or
      improvement in a cost-effective manner, as demonstrated by prior experiences

  (4) Credibility as a leader with school districts, publicly funded early care and education
      programs, and privately operated and funded ECE programs


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     3.    Partnership Structure and Subcontractor Applicant Capability (15-page limit, not including
           agency budgets and other required attachments)

           The ideal application will feature a strong partnership between the Lead Agency and its
           partners featuring complementary strengths. Please describe briefly the qualifications/capacity
           of the other key agencies proposed to be major subcontractors and partners in the
           implementation of Preschool for All in San Mateo County.

          a. For each proposed partner listed in the proposed budget, provide the date the agency was
             established, its primary mission, and a description of the services it currently offers.

          b. For each proposed partner, describe the agency’s proposed role in PFA and its capability
             as well as resources to manage its proposed portion of the initiative, including timely start-
             up and implementation.

          c. For each proposed partner, describe the agency’s financial ability to conduct its proposed
             portion of the initiative. Include: budget, staff size, and whether it has audited financial
             statements.

          d. Briefly describe how the members of the proposed partnership were selected and
             specifically involved in the planning and development of this application.

          e. Describe the meeting structure, communication, and governance system you will use to
             ensure that partners/subcontractors provide on-going input into the development of PFA.

          f.   Include an organizational chart indicating the relationship between the Lead Agency and its
               partners.

          g. Attach “letters of support” from each proposed subcontractor/partner. (See list of required
             attachments on page 30.)

          h. Attach “letters of commitment” from each subcontractor who will receive $25,000 or more
             annually as part of this project. These letters should indicate the specific responsibilities
             and services to be provided by the subcontracting agency. (See list of required attachments
             on page 30.)

B.   Project Description

     1. Preschool For All (PFA) Program Elements (30-page limit)

          The ideal applicant will propose a PFA program that meets both First 5 San Mateo County PFA
          Quality Standards that will be approved by the SMC PFA Steering Committee and First 5
          California Expanded Criteria for First 5 PFA Demonstration Projects, Project Partner(s), and
          County Commission Plans. Please describe how you will integrate the F5SMC PFA Quality
          Standards and the First 5 California Preschool-for-All criteria in the implementation of
          Preschool for All in San Mateo County. To complete this section, refer to:
              Attachment B (Preschool-for-All Quality Standards: Center-Based Recommendations and
               Family Child Care Recommendations);
              Attachment C (First 5 CCFC and County Commissions Preschool for All Demonstration
               Projects Criteria and Evidence for Participation and Expanded Criteria for First 5 PFA
               Demonstration Projects, Project Partner(s), and County Commission Plans.); and
              Attachment D: First 5 Association of California Guiding Principles; and


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         First 5 California Preschool for All, Step by Step: Planning Guide and Toolkit, available at
          http://www.ccfc.ca.gov/SchoolReady.htm. See especially Section 2 on “Determining the Key
          Program Elements”, Table 2-4: Preschool-for-All Program Elements Worksheet.

a. Describe the Lead Agency’s plan for ensuring that all PFA-funded settings protect and
   enhance the health and safety of the children and their families served, and the staff
   employed.

b. Explain how PFA will ensure that participating programs provide an indoor and outdoor
   physical environment that fosters optimal growth, and that is supportive of diverse cultures
   and roles, and accessible to children with disabilities or other special needs.

c. Describe the provisions for ensuring that PFA-funded services use developmentally
   appropriate curricula that are aligned with the California Department of Education’s
   Prekindergarten Learning and Development Guidelines (Attachment D).

         (1) Explain how the Lead Agency will ensure that PFA-funded services conduct ongoing,
             developmental, observation-based child outcomes assessment.

         (2) Explain how PFA will empower PFA-funded programs to use developmental profiles as a
             tool to improve curriculum.

d. Explain how PFA will promote warm, positive interactions between adults and children and
   children with each other.

e. Describe the proposed teacher qualifications, including:

         (1) Initial qualifications for teachers in programs receiving PFA funds, as indicated in the PFA
             Quality Standards

         (2) A plan that by 2010, the lead teacher in every classroom receiving PFA funds will have a
             BA or BS degree and sufficient units/experience in early childhood education/child
             development to qualify for a Master Teacher Permit (Option 1) on the Child Development
             Permit Matrix (Attachment E)

         (3) Provisions to have a diverse workforce that reflects the cultural and linguistic background
             of the children served

         (4) Provisions to help teachers work in inclusive settings with children with disabilities and
             other special needs

f.       Describe the proposed plan for teacher compensation, including:

         (1) How compensation (salary and benefits) will be linked to education and experience, and
             how it will be increased incrementally as teachers obtain the desired qualifications

         (2) The initial compensation package to be offered to teachers who already meet the 2010
             desired qualifications

         (3) How the Lead Agency and its partners will work toward the goal of parity with K-12
             salaries and comparable benefits
g. Describe the staff-child ratios and class/group size.


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h. Describe how PFA-funded services will invite and support partnerships with parents and other
   family members, and how PFA will model principles of family support in all program activities.

i.   Describe the length of the proposed PFA-funded day and year. Explain how the Lead Agency
     and its partners will promote a system that meets the extended day/year needs of families
     with two working parents or a single parent head of household who is employed.

     (1) Indicate how the Lead Agency and its partners will determine what percentage of PFA
         services will be located in part-day settings and what percentage will be located in
         settings that operate full-day, full-year

     (2) Provide some sample staffing patterns for embedding PFA in a full-day, full-year program.

     (3) Describe how part-day programs will be linked to wraparound services.

j.   Explain how PFA will demonstrate a commitment to understanding, respecting, and
     supporting individual and group similarities and differences; embracing family cultures and
     home languages; and making appreciation of diversity central to the program climate.

k. Describe how the Lead Agency and its partners will make the prevention of and amelioration
     of disabilities a central focus of PFA.

     (1) Describe how PFA will include developmental screenings to ensure that special needs are
         identified and that children receive appropriate services.

     (2) Indicate how PFA will provide inclusive programs for children with disabilities or other
        special needs.

l.   Describe how PFA-funded services will be made available in a variety of public and private
     settings – such as Head Start, Title 5 contracted State Preschool and General Child Care
     programs, and accredited private centers and accredited family child care homes — provided
     the above settings can meet other proposed PFA San Mateo standards.

m. Describe the proposed enrollment system for the PFA program.

     (1) How will families and children enter the PFA system?

     (2) How will the enrollment process be organized? Where will families go to enroll their
        children, how will the selection and/or assignment of children be determined?

     (3) Will families have a choice of programs and locations?

     (4) If there are fees to be collected for services provided beyond the publicly funded
        preschool hours, how will the fees be collected, and where will they be retained? Will
        collection of fees be centralized?

n. Explain how PFA-funded services will coordinate with other providers to make health and
   social services available, and how it will work with First 5 San Mateo County school readiness
   programs, which emphasize health, social services, and family involvement as well as early
   care and education.




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 o. Explain how the Lead Agency and its partners will ensure that the nutritional practices of the
    program meet the needs of children and adults in a way that promotes physical, social,
    emotional and cognitive development.

 p. Indicate how the Lead Agency and its partners will ensure that all PFA-funded services are
    efficiently and effectively administered.

 q. Describe the plan for providing technical assistance and monitoring program quality.

     (1) Describe the Lead Agency’s plan for providing technical assistance to PFA providers.
        Indicate the entity that will have responsibility for providing the assistance, and the type
        and frequency of the assistance to be provided.

     (2) How will the Lead Agency and its partners ensure that that there is an ongoing process
         for self-assessment by programs receiving PFA funds?

     (3) What guidelines/procedures does the Lead Agency applicant propose for conducting its
        own monitoring of program quality? For example, will the agency have its own team of
        monitors? What common instrument will the agency use to ensure that all programs offer
        quality services? How frequently will programs be monitored?

2. Maximizing Use of Existing Facilities/Creating New Facilities (5 pages)

    Describe how your plan will address the need for providing adequate preschool facilities.

    a. How will the Lead Agency and its partners use the PFA Facilities Plan (Attachment F) to
       maximize the use of the existing supply of early care and education settings?

    b. How will the Lead Agency and its partners determine the neighborhoods that have
       insufficient preschool facilities? (See Attachment A: San Mateo Demand and Supply Study
       Questionnaire and Project Timeline.)

    c. How will the Lead Agency and its partners develop a plan for preschool expansion that
       includes neighborhoods with a mix of achievement levels (including areas with high-priority
       schools API 1-5)?

    d. How will the plan address financing new, expanded or renovated facilities where needed?
       For example, how will the plan build on the existing First 5 San Mateo County commitment
       to SmartKids to help finance expansion or renovation of facilities? Would a bond measure
       be considered to help finance facilities? Community Development Block Grant funds?
       ABCD? Other ideas for leveraging existing funds?

3. Retaining, Upgrading and Recruiting Workforce

    a. Describe your plan for providing the time and opportunity for current teachers in ECE to
       upgrade their qualifications and obtain additional education if needed to meet the
       proposed PFA Quality Standards. For example, how will the plan build on the existing
       SaMCARES and community college tuition assistance programs?

    b. How will new teachers who meet First 5 San Mateo PFA Quality Standards be recruited
       where needed?



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    c. Describe your plan for working with higher education institutions to make pathways to AA
       and BA degrees accessible to both the current ECE workforce and new entrants in the
       profession. Indicate the higher education institutions that are committed to assisting.

    d. Indicate how PFA will make it a priority to have a workforce that is culturally and
       linguistically diverse, reflecting the demographics of the children and families in San Mateo
       County.

4. Target Population and Phase-In Scenarios (A, B AND C) (10-page limit)

   The Lead Agency and its partners selected to administer PFA will require the flexibility to
   respond to at least three different possible funding scenarios, ranging from a minimum of $1.3
   million per year to up to $50 million per year. The actual amount available will depend upon
   whether the funds are limited to the current First 5 San Mateo County allocation for PFA,
   augmented by the possible receipt of a First 5 California Preschool Demonstration grant,
   and/or greatly expanded by the passage of proposed state ballot initiative (Attachment G) and
   /or proposed state legislation (Attachment H). Please describe your plan to respond to each of
   these three possible scenarios.

  Scenario A:

   Assuming there is $1.3 million in F5SMC funds per year for three years in new PFA funds
   beginning in FY 2004-2005, it is likely that during the first year the major investment will be in
   capacity building/infrastructure aka “start-up” activities, not to exceed 70% in the first year, 50%
   in the second year, and 30% in the third year (see page 12).

   a. Please describe your start-up activities for the first year, and how you would go about
      working together to create a partnership team that would be able to make Preschool for All
      an initial and ongoing success. How would the Lead Agency engage the partners in the
      planning and provision of the enrollment process, training, technical assistance and
      monitoring and evaluating and in linkage with development of the workforce and facilities?

   b. How would you deliver services (“Learning Communities”) in the initial year to demonstrate
      how PFA will be integrated with Head Start, private child care, and the existing state
      preschool program?

   c. How many and what age group children would your plan serve in Fall 2005, Fall 2006, and
      Fall 2007?

   d. What geographic area(s) will be covered?

   e. In what neighborhoods would services begin and why, and where would they roll out in the
      subsequent two years? Would underserved areas be included in this initial roll-out?

   f.   How many children would receive services upgraded to preschool quality each year?

   g.   How many children would receive new services each year?

   h. Would the PFA portion of the day be free?

   Scenario B:

   Assuming that, as a result of a grant award supplementing F5SMC funds in spring 2005, there
   is $2.6 million in new PFA funds per year for three years beginning in the FY 2005-2006:

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        a. How many children would your plan serve in Fall 2005, Fall 2006, and Fall 2007?

        b. What age group would be served?

        c. In what neighborhoods would PFA begin and why, and where would they roll out in the
           subsequent two years?

        d. How many children would receive services upgraded to preschool quality each year?

        e. How many children would receive new services each year? How would you work to give
           underserved areas receive priority?

        f.   Would the PFA portion of the day be free?

        Scenario C:

        If $50 million in state funds became available in FY 2006 through the proposed CTA Ballot
        Initiative to provide a voluntary, free 3-hour per day preschool program to all 4-year-olds in
        California:

        a. How would the Lead Agency applicant and its partners work to create a countywide
           preschool system? What incentives would the Lead Agency and its partners provide for
           school districts and other receiving funds from the state to work together as part of a
           countywide system?

        b. How many children would your plan serve in Fall 2005?

        c. In what neighborhoods would services begin, and how fast would PFA be rolled out to the
           remaining neighborhoods, and why?

        d. How many children would receive services upgraded to preschool quality the first year?

        e. How many children would receive new services each year? How would you work to give
           underserved areas priority?

        f.   How would the Lead Agency applicant and its partners then propose to use the $1.3 million
             currently appropriated for PFA services? To help finance administration, workforce
             development, or a sliding scale to pay for the remaining hours of the day/year for children of
             working parents? Or to address some other aspect of PFA unlikely to be funded by the
             state?

C.   PFA Lead Agency Leadership Team (10-page limit)

     The implementation of Preschool for All in San Mateo County will require direction by a high level
     leadership team. Under each of the above possible funding scenarios, the implementation of PFA
     requires a dynamic leader with passion, management skills, experience, and credibility in the ECE
     and broader community. The PFA Lead Agency team should also include a fiscal officer with
     expertise in leveraging funds and a technical expert.

     1. Please describe the proposed staff and leadership team.
            Attach job descriptions for the director and for all key positions on the leadership team
             listed in the project budget under the Personnel line item. These should include the
             minimum qualifications for each position.
            Indicate the proposed salaries and benefits for each position.
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            Indicate whether staff supported by these funds will be newly hired or in existing positions
            Describe the process for selecting the PFA director. Please note that the selection of
             the director must be approved by the PFA partners and F5SMC.

     2. Include names and resumes for consultants if they are included in the proposed budget and if
        they have already been identified.

D.   Evaluation and Planning (5-page limit)

     Internal evaluation of results

     Please describe how the Lead Agency will evaluate the results of its own and its partners’ efforts in
     the provision of Preschool for All in San Mateo County, based on the measurable objectives
     selected in Section 5 of the Project Narrative.

     Participation in First 5 California Evaluation

     Please indicate willingness to participate in a countywide client data collection effort and other
     activities as necessary to support assessment of the effectiveness of First 5 San Mateo County
     funded efforts, as required by the First 5 California Children and Families Commission.

     Broader sampling using School Readiness Assessment Tool

     Please indicate support from school districts to participate in the continuation of San Mateo’s
     School Readiness Assessment Project. The 2002 School Readiness Assessment Project involved
     a core sample of observations of 553 students in eight school districts. As described in Attachment
     I, the project involves assessments of children’s proficiency in 19 key readiness skills areas by
     teachers using a four-point scale of proficiency. In connection with implementation of Preschool for
     All, provide letters from both the eight original and the remaining school districts in the county to
     participate in the evaluation.

     Development of School Readiness Master Plan (SRMP)

     Please indicate the Lead Agency’s willingness to develop a School Readiness Master Plan. In
     view of the leadership role that the PFA Lead Agency and its partners will play in early childhood
     education, it will be in the best position to develop this plan and to integrate school readiness
     activities with PFA.

     A full proposal for the proposed merger of the School Readiness Master Plan with PFA will be
     submitted to the Commission in the Spring.

     Data Collection System

     Finally, explain how you will go about collecting data on the school performance of children who
     have received preschool services, as compared with their non-preschool peers from similar
     backgrounds. For an example of a longitudinal study related to preschool, see Sections 6 and 7 of
     the First 5 California Preschool for All, Step by Step: A Planning Guide and Toolkit on the First 5
     California website at http://www.ccfc.ca.gov/SchoolReady.htm.
     First 5 San Mateo County recognizes the effort that evaluation and client data collection requires
     and encourages the Lead Agency to allocate 5-10% of its annual grant award to this purpose.

SCOPE OF WORK


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Please complete the Scope of Work (SOW) form (See Form B in Section VI in this ITN).
Please be prepared to identify the measurable objectives and achievable outcomes that your
efforts will produce within the three-year contract period. An objective is a sub-goal and includes
clusters of key activities that will be undertaken to achieve your goal. Please remember to include
start-up activities.
   Example:
   Goal: To upgrade PFA staff qualifications to meet proposed F5SMC Preschool For All Quality
   Standards for center-based and family child care
   Objectives: 1) To have, initially, lead teachers with at least an AA or AS degree, 24 ECE units
   including core courses and adult supervision, and a Teacher Permit; 2) To have, initially,
   teachers with at least 24 ECE units, including core courses, and an Associate Teacher Permit;
   3) To have a plan for having lead teachers to have BA or BS degrees, Master Teacher Permit
   (Option 1) and successful passage of CBEST exam by 2010; and 4) To have a plan for
   teachers to hold Master Teacher Permit (Option 1) by 2010.

The Scope of Work should include the following:
Measurable objectives:
 For each measurable objective, complete a separate page of the SOW Form.
 Be sure to include a separate objective for the number of children to be served for Scenario
   A, B and C.

Major activities and timeline:
 List the activities that will be undertaken to accomplish each objective.
 Include all relevant details, e.g., hiring leadership team; selecting and contracting with
    facilities that meet Preschool for All Quality Standards for initial implementation; partnering
    with an entity that will make college courses leading to a degree accessible to PFA
    workforce.
 At the end of each activity, include the timeframe by year and quarter. For example, Y1/Q1
    indicates the activity will take place within the first quarter of the first year. Y2/Q1-Q4
    indicates an activity that will take place during the first through fourth quarters of Year 2.

Lead Agency or Partner/Subcontractor Responsible:
  Indicate whether the Lead Agency or a partner is responsible for carrying out each activity,
    and specify the name of each partner responsible.

Documentation/process measures:
  Indicate the methods and tools you will use to document what you are doing and the children
   you are serving. Examples include: monitoring reports, program audits, enrollment records.

Expected measurable outcomes/results:
  On your Scope of Work Form, indicate the short-term and long-term outcomes and indicators
   that you will use to measure the success of the PFA implementation during the 3-year
   contract period.




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COST ANALYSIS/BUDGET PROJECTION AND BUDGET NARRATIVE
      Assuming that there is $1.3 million available from First 5 San Mateo County for Preschool for All
      for three years, provide a cost analysis/projected budget divided into two parts: Capacity
      Building/Infrastructure Costs and Preschool Program Operating Costs. Please provide a
      separate budget for each year. It is anticipated that Capacity Building/Infrastructure Activities will
      absorb a major portion of the budget in the first year, with a greater amount dedicated to direct
      program costs each subsequent year. Capacity Building/Infrastructure cost, may be up to 70% in
      year 1, 50% in year 2, and 30% in year 3, with the remaining funds designated for program
      operations. The components of the budget projection should include, at a minimum, the following
      expenditure categories:


                 Year            Program Cost             Capacity Building/Infrastructure

                  1                    30%                               70%
                  2                    50%                               50%
                  3                    70%                               30%

     Capacity Building/Infrastructure Costs:

         System Integration*
         PFA Lead Agency Personnel (FTE) and Operating Expenses
         Leadership Team Planning Expenses
         Enrollment Process*
         Training*
         Technical Assistance and Monitoring*
         Workforce Development*
         Facilities Development*
         Evaluation*
   *Please note: Indicate the expense in this portion of the budget if it is a Lead Agency
   expense; enter the expense under the subcontractor component if it is a Partner Agency
   expense.

     Preschool Program Operating Costs:
         Instructional Staff compensation
         Occupancy Costs (Rent or mortgage)
         Equipment
         Materials
         Curricula
         Food
         Developmental Screening
         Utilities
         Janitorial

The cost analysis/projected budget should indicate:
       The average per-child cost of upgrading existing programs to PFA standards, and the
          projected number of children who will receive upgraded services
       The per-child cost of new or expanded services, and the number of new children to be served
       The hours of service


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In your projected budget, please indicate by activity the amount and source of funds, including:
         First 5 San Mateo Preschool grant
         Another partner or subcontractor
         Another funder

Do not include in-kind support in the Projected Budget, but do indicate the source and amount of in-kind
support in the Budget Narrative, and how it will contribute to the Preschool for All Program.
For the Lead Agency, please provide the following information in the Projected Budget and Budget
Narrative:

     1. Personnel

         Positions: For the PFA Director, describe the functions of the position, include the annual salary
         range for a 100% Full Time Equivalent (FTE) and the actual percent FTE that will be charged
         to the First 5 San Mateo County grant. Please note that it is anticipated that this position will be
         a new position funded out of the grant.

         For each other position on the PFA Leadership Team, include the annual salary range for a
         100% FTE, the actual percent FTE that will be charged to the F5SMC grant. If you are funding
         a position through multiple funding sources, indicate the percent funded by each source.
         In the narrative, list the job title, salary range, and percent FTE to be charged to the First 5 San
         Mateo contract for each position. Briefly describe the job responsibilities of each funded
         individual.
         Benefits: Express the benefits as percentage of the total amount being requested for salaries.
         Indicate on the form the benefit rate (%) being used by your agency. If different rates are used
         for different positions, please itemize as necessary.
         IMPORTANT: For this section, Personnel refers to individuals directly employed by the fiscal
         agent for PFA. Any staff hired through subcontract or consultant arrangements should be
         included under Subcontractors/Partners or Consultant budget subcategories (see below), not
         under Personnel.

     2. Operating Expenses

         These are project expenses necessary to perform the services described in your project
         narrative.

          A. Rent and Utilities: The costs of office rental or lease necessary for completion of the
             project.
          B. Office Supplies and Materials: Necessary for completion of the project.
          C. Telephone/Communications: Necessary for completion of the project.
          D. Postage/Mailing: Necessary for completion of the project.
          E. Printing/Copying: Necessary for completion of the project.
          F. Equipment Lease: The cost of leasing equipment, such as computers.
          G. Travel: The travel costs associated with the completion of project activities by staff (i.e.
             travel to a collaborative meeting, travel to provide case management to clients). You may
             also include travel costs for program participants where appropriate. In the Budget
             Narrative, please specify the mileage reimbursement rate used in calculating your travel
             costs.



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       H. Training/Conference: You may budget for conference costs you would like staff or program
          clients to attend to support the project. In the Budget Narrative, list the name and cost per
          person of each conference to be funded.
       I.   Consultants: Consulting services are those services provided to the applicant on a
            contractual basis by individuals who are not employees of the agency. In the Budget
            Narrative, list each consultant and the expertise and service he/she will contribute to the
            project. Reference the specific objective(s) from the Scope of Work that the consultant will
            be responsible for completing. Please note that any consultant charging more than $100/hr
            must be approved by First 5 SMC staff prior to hiring, and that the maximum hourly rate for
            a consultant is $150 per hour.
       J. Subcontractors: Identify the total amount payable to subcontractors. In the Budget
          Narrative, please identify the name of each subcontracting agency and the services to be
          provided (make reference to specific objective(s) from your SOW). If subcontractors will
          employ staff for the project, please provide in the narrative the job title, salary range, %
          FTE charged to the grant, and a summary of job responsibilities for each position.
       K. Other (please specify): All costs that are necessary for the operation of the project and that
          are not identified under any of the other subcategories (e.g. stipends, food and
          refreshments). If stipends are included, please state the dollar amount per client.

   3. Capital Expenditures
      Capital Expenditures are not allowable for planning grant requests.

   4. Indirect Costs
      You may request indirect costs as a percentage of your personnel costs. Please indicate the
      rate (%) you are using in the Indirect Costs line item.

   5. Total Program Costs
      Total personnel services, operating expenses, and indirect costs.

   6. In-Kind Support & Other Funding
      At the bottom of the Budget Request Form, please itemize all in-kind contributions (these are
      non-cash contributions such as volunteer hours, use of rooms, etc.). Do not assign monetary
      value to In-kind support in the “Leveraged Amount Available” column of the Budget Request
      Form. This column is reserved for secured funding from other agencies

   7. Leveraged Amount Available.
      Please list the funding sources and their amounts for funds identified in Column B.

ATTACHMENTS

      Board Authorization (for non-governmental agencies only)
      Most Recent Audited Financial Statement of Lead Agency and Partners
      Nonprofit Organization Status
      Articles of Incorporation*
      Letters of Support for Lead Agency and Partners
      Letters of Commitment for Lead Agency and Partners

    *Not required if non-profit submits Non-Profit Organization Status
SECTION V. PROPOSAL SELECTION AND NEGOTIATION PROCESS


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A.   ITN Process is a collaborative process as described on page 15.

B.   Final Contract Document will be negotiated as outlined on page 15.

C.   Additional Information will be provided at the Technical Assistance Workshop. At
     the workshop, a regular schedule for meetings between F5SMC staff and applicants
     will be developed to provide information to the applicants during the application
     process.

D.   Late Proposals will be rejected.

E.   Application Evaluation/Review will be conducted as outlined on page 6.




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SECTION VI. ITN PROPOSAL FORMS

A.   ITN Cover Sheet

B.   Scope of Work Form

C.   Budget Request Form

D.   ITN Checklist




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SECTION VII. ATTACHMENTS/ELECTRONIC LINKS

1.   First 5 San Mateo County Strategic Plan (See http://www.first5sanmateo.org)
2.   San Mateo County Universal Preschool Feasibility Study (See http://www.first5sanmateo.org)
3.   Attachment A: San Mateo Demand and Supply Study Questionnaire and Project Timeline
4.   Attachment B: Preschool for All Quality Standards: Center-Based Recommendations and
     Family Child Care Recommendations
5.   Attachment C: First 5 California Preschool Demonstration Projects Criteria and Evidence for
     Participation and Expanded Criteria for First 5 PFA Demonstration Projects, Project
     Partner(s), and County Commission Plans
6.   Attachment D: First 5 Association of California Guiding Principles
7.   First 5 California Preschool for All, Step by Step: A Planning Guide and Toolkit (See
     http://www.ccfc.ca.gov/school.ready.htm)
8.   Prekindergarten Learning and Development Guidelines
9.   Attachment E: Child Development Permit Matrix
10. Attachment F: Preschool for All Facilities Plan
11. Attachment G: A Summary of the Preschool Aspects of the Improving Classroom Education
    Act (CTA/Reiner Initiative)
12. Attachment H: Assembly Bill 56
13. Attachment I: Assessing School Readiness in San Mateo County -- 2002




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