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					         FY2013 Head Start State
     Supplemental Renewal Grant RFR:

              Renewal Conference

    April 4 & April 13, 2012




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                 Agenda
    1. Welcome & Introductions
    2. Overview
    3. Grant Timeline
    4. Grant Application Sections
         • Procurement Information
         • EEC Purpose and Strategic
          Direction
        • Grant Specific Information
    5. Thank you
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    FY2013 Head Start State Supplemental
    Renewal Grant: Overview

       Grant Posting Available
           Comm-PASS at www.ebidsourcing.com
           Available on EEC’s website at
            www.mass.gov/EEC \


       Grantees are responsible checking EEC’s
        website for updates to the RFR



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     FY2013 Head Start State Supplemental Renewal
     Grant Timeline
                                                         Due Date
    1. Grant Application (RFR)            March 19, 2012
    Release/Posting:
    2. Bidder's /Renewal conference:      April 4, 2012 -10 AM to 12:30 PM

                                       April 13, 2012-10 AM to 12:30 PM
    3.Submission of Written Inquiries: April 11 - 4:00 PM

    Applicants must submit written        procure@massmail.state.ma.us
    inquiries to
    4. Intend to bid:                     March 26, 2012 - 4:00 PM
    5. Response to Written Inquiries: April 20, 2012 - 4:00 PM

    6. Submission Deadline:               May 8, 2012
    Applicants must submit proposals to   procure@massmail.state.ma.us

    7. Bidders are Notified of Awards:    June 30, 2012

    8. Follow-up:                         May 21-25, 2012
    9. Grantees Submit Final              May 31, 2012
    Documentation:
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    10. Grant Start Date:                 July 1, 2012
        FY2013 Head Start State Supplemental Renewal
        Grant: Purpose

       Through the FY13 Massachusetts Head Start State
        Supplemental Renewal Grant, EEC seeks to support the
        development and creation of a system of early quality
        education and care in which Head Start (HS) and Early Head
        Start (EHS) programs are key partners in supporting and
        enhancing the Department’s broader commitment to ensure
        that all children and families have access to the full array of
        Head Start services.




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        FY2013 Head Start State Supplemental Renewal
        Grant: Eligible Applicants
        This is an application for renewal. Only agencies that
         received a Head Start Supplemental grant in FY2012 are
         eligible to apply for these grant funds. All current HS and
         EHS programs seeking to renew their FY2012 grant must
         apply for renewal funding using this supplemental
         application. All renewal funding awards will be based on the
         quality and completeness of the renewal application and will
         be reviewed in accordance with the required services of this
         grant.


        Please note: The lead agency and any subcontracted providers must comply
         with all applicable statutes, regulations, policies, and procedures, inclusive of
         any changes made to the HS and EHS Programs as a result of enacted legislation,
         duly promulgated regulations, or policies enacted by the federal and/or state
6        government, EEC and/or its Board.
        FY2013 Head Start State Supplemental Renewal
        Grant: Project Duration and Funding
       The term of this grant is July 1, 2012 to June 30, 2013

       HS and EHS lead agency programs may apply for up to
        the level of funding identified in Appendix C. A total
        of $7,500,000 is available for this renewal period.
        EEC reserves the right to require grantees to submit
        amended budgets.


       Note:    Funding is subject to state and federal budget allotment and
        appropriation. Should additional funds become available, EEC reserves the right to
        make additional awards based on the responses received, the needs of the
        Commonwealth, identified professional development needs (if applicable), and/or best
        value to the Commonwealth. EEC reserves the right to reallocate funding to existing
        grantees in the event one or more grant is terminated or ended prior to the grant
7       term. EEC also reserves the right, in the event additional funding becomes available,
        to add additional required services and/or extend the existing services.
     FY2013 Head Start State Supplemental Renewal
     Grant: Priority Areas
    1.Enhance program capacity to serve state-funded children
    Activities:
     Continue to implement program practices that provide the
       full array of HS services to state-funded children by
       leveraging additional support and resources for children of
       working families and increase the number of children
       enrolled.
       Continue to enroll the number of state-funded children in
        HS programs as identified in the Office of Head Start’s Grant
        Award for each program, if applicable to your program.
       Continue to ensure that quality services are provided on a
        full-time basis during the entire year for state-funded
        children and working families.
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        Note: if state funded changed ,please include approval letter from Regional Office
    FY2013 Head Start State Supplemental Renewal
    Grant: Priority Areas
    2.Provide professional development opportunities for staff
    Activities:
     Provide staff with the ability to attend professional
      development opportunities by paying them competitive
      salaries, offering fringe benefits, stipends, and tuition
      reimbursement.
       Maintain support for staff to move along the professional
        development continuum and increase competency in
        relationship to EEC’s 8 Core Competency Areas. (See
        Appendix G: QRIS Standards and Core Competency Areas.)
       Support staff’s ability to earn credentials, certificates, and/or
        degrees in early education and care and related fields.
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         FY2013 Head Start State Supplemental Renewal
         Grant: Priority Areas
     2.Provide professional development opportunities for staff
     Activities continued:
      Support staff accessing on-line professional development
       opportunities (e.g. availability of equipment, space, internet
       connections, etc.)
        Encourage programs to partner with local institutions of
         higher education to support staff to matriculate into credit
         bearing programs.
        Provide staff with coaching and mentoring opportunities in
         the field of early education and care that meet the individual
         needs of staff.
        Collaborate and partner with local agencies to enhance
         information on roles and resources regarding professional
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         development opportunities.
      FY2013 Head Start State Supplemental Renewal
      Grant: Priority Areas
     3.Participation of HS and EHS programs in QRIS
     Activities:
      Continue to support program quality by ensuring that all HS
       and EHS center-based and family child care programs
       participate in the Massachusetts Quality Rating
       Improvement System (QRIS) by FY2014. Programs must
       achieve no less than 66% participation of their total center
       and family child care sites participating in FY2013.

        Continue to support program activities that promote and
         enhance upward mobility in the QRIS system.


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      FY2013 Head Start State Supplemental Renewal
      Grant: Priority Areas
     4. Use of state funds to match federal funding requirements
     Activities:
      Continue to use funds to supplement federal funding and
       support programs ability to meet the federal Head Start
       requirement of matching no less than 20% of the federal
       funds with non-federal funding.




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     FY2013 Head Start State Supplemental Renewal
     Grant: Priority Areas
     5. Program Staff Required to Register in the Professional
        Qualifications Registry
     Activities:
      All program staff must be registered in EEC’s Professional
       Qualifications (PQ) Registry and their titles must be
       entered in the PQ Registry to comply with EEC’s
       requirements issued in January, 2010.
        PQ Registry Update: If your PQ Registry Renewal Date was
         January 1, 2012, your renewal registration should have
         been completed between January 1 and February 3, 2012.
         Programs must ensure that no staff members are in an
         “expired” status as of February 3, 2012.

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           FY2013 Head Start State Supplemental Renewal
           Grant: Reporting
        In order to recognize accomplishments, identify challenges,
         and inform future decisions, all programs are required to
         complete and submit monthly progress reports. These
         reports will provide EEC with information regarding
         expenditures, as well as the successes and challenges in
         meeting grant priorities and required activities. A template
         for future reporting information to EEC will be forthcoming.
        Grantees must complete the Head Start Project Deliverables
         Form included with this application


         Note: EEC reserves the right to modify and/or add additional reporting requirements. In
          addition, all grantees are required to participate in EEC data collection initiatives during the
          grant period, including any reports that EEC may require to collect program performance
14        data. All grantees will be expected to report performance data in a format to be determined
          by EEC.
     FY2013 Head Start State Supplemental
     Renewal Grant: Fund Use

      Anticipating level funding
      Same guidelines as in FY2012
      Administrative costs must not exceed 8%




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         FY2013 Head Start State Supplemental Renewal
         Grant: Application Components
           Checklist for Grant Application
           Signed Cover Page
           The Application for Program Grants (Excel Workbook)
           Proposal Narrative
           Reporting Forms
              • Projected Deliverables Report
              • Head Start Site Survey
              • Monthly Report ( to be provided)
           One original signed and three hard copies
        Electronic All electronic submission information for this
         grant must be sent to: procure@massmail.state.ma.us

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     FY2013 Head Start State Supplemental Renewal
     Grant: Site Survey




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     FY2013 Head Start State Supplemental Renewal
     Grant: Site Survey (Center-based, Family Child Care, & Home-based)




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     FY2013 Head Start State Supplemental Renewal
     Grant: Application for Program Grants (Excel document)
      FY2013 Head Start State Supplemental
         Front Page
         Program Contact Information
         Communities Served
         Languages Spoken
         Lead Fund Allocation & Expenditure Description
             Subcontractor Fund Allocation & Expenditure
              Description (if applicable)
         Budget Detail
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         FY2013 Head Start State Supplemental Renewal Grant:
         Fringe Benefits Information – Lines 4a and 4b
      4a is fringe for staff in the "Program Costs" column for Line 1, 2 and/or 3
      4b is fringe for staff in the "Admin Costs" column for Lines 1, 2 and/or 3
      Fringe Benefits: Provide a breakdown & explanation in the Expenditure
       Description for Fringe on line.
        • If fringe exceeds 35%, provide a breakdown of categories and percentages.
        • If less or equal to 35%, provide a 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 this
            information in Expenditure Description.
             Health Insurance
             FICA
             Worker’s Compensation
             Medicare
             MA State Tax
             SUTA
             Other Retirement Systems
             Other
        Reminder that adding fringe in the Admin column may increase Admin expenses.
20       Applicants must stay within the 8% Admin cap.
     FY2013 Head Start State Supplemental Renewal
     Grant: Indirect Cost
        The indirect cost rate allocation is part of the expenses
         allocated to Administrative funds
        Under no circumstances can the use of the indirect cost
         rate and/or Admin costs exceed the amount of funds (8%
         of the total requested amount) allocated to administrative
         purposes
           For example, if a program is funded at $100,000, a
             grantee with an approved rate of 15% might think it
             can allocate $15,000. This would not be accurate. The
             amount of funds the grantee can allocate to indirect
             cost is limited to $8,000 because the administration
             allocation has been capped at 8%.

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     Note: must submit Federal approval letter for indirect rate, if higher than 8%
          FY2013 Head Start State Supplemental Renewal
          Grant: Indirect Cost
        If an agency requests any money on Line 9: Indirect Cost,
         they must provide an approval letter on letterhead stating
         their Indirect Cost Rate from the agency that provided
         them with their rate.
           Indirect Cost Rate Letter (Federal) is usually from Health
             and Human Services
           Public Schools do not need an Indirect Cost Rate
             approval letter. Their rate is provided by The
             Department of Elementary and Secondary Education.
           Applicants must write their actual approved Indirect
             Cost Rate in the box on Line 9 of the fund allocation tab.
           In the absence of having an approval letter, applicants
             must give us a detailed Admin budget.
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      Additional Information about Admin Costs
      All Admin Costs for Lead agency and Subcontractors
       (if applicable) cannot exceed 8% of the grant
       requested amount.
      For the purposes of this Grant Application, Grants
       Administration expenses are defined as the following:
         Salary of Supervisor/Director (Line 1)
         Secretary/Bookkeeper salary/wages and/or
            stipends for secretary/bookkeeper (Line 3)
         Fringe Benefits from positions on Line 1 & Line 3
            (Line 4b)
         Rental of Space
         Telephone/Utilities
         Indirect Costs (Line 9)
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     FY2013 Head Start State Supplemental Renewal
     Grant: Proposal Narrative

        The Standard Questions
           Questions related to EEC’s Strategic Directions
            and Mission

        The Program Specific Questions
           Questions related to the specific purpose of the
            funding
           Answers: Please limit your answer to each
            Narrative Question to 1.5 page. Your answer
            should be in Arial font, size 12 and single-
            spaced.

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     FY2013 Head Start State Supplemental Renewal
     Grant: Projected Deliverables




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         FY2013 Head Start State Supplemental Renewal
         Grant: Appendices
     Additional Information (for reference only)

        Appendix A: Instructions for completing the Application for Program
         Grants (Excel Workbook)

        Appendix B: Eligibility Amounts

        Appendix C: Evaluation and Rating Criteria

        Appendix D: Grant Payment Terms, Grant Expenditures, Termination,
         Recoupment of Funds, and Relevant Law

        Appendix E: Budget Guidelines/Use of Funds

        Appendix F: State-Funded Enrollment by Program

        Appendix G: QRIS Standards and Core Competency Areas
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     FY2013 Head Start State Supplemental Renewal
     Grant: Late Submissions
      In general, applications received after the deadline will
       NOT be reviewed or considered for funding.
         EEC reserves the right to review and/or fund an
           application submitted after the deadline where an
           emergency situation caused or contributed to the late
           submission.
      EEC shall have the right to specify the amount of time for
       submission of such additional information/ revisions.
      EEC shall have the right to disqualify responses where
       such information and/or revisions are not submitted
       within the timeframe specified by EEC.


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         FY2013 Head Start State Supplemental Renewal
         Grant: Scoring
      Scores will be used to assess the strength of
       proposals received and to determine whether a
       performance/monitoring plan should be developed
       and implemented for a grantee.
      The general criteria to be considered by evaluators
       and that more specific criteria may be developed
       and used by the evaluation team in scoring
       applications.
      Reviewers will score and evaluate the Projected
       Deliverables
      Additionally, EEC reserves the right not to renew a
       grant based on a Respondent’s proposal score.
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       FY2013 Head Start State
     Supplemental Renewal Grant


           Thank you!



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            FY2013 Head Start State
          Supplemental Renewal Grant
     Contact Programmatic Questions:
     Jennifer.amaya-thompson@state.ma.us
     617 988-6634


     Contact Fiscal/Budget Questions:
     Jessica.fix@massmail.state.ma.us
     617 988-7834

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