"FY2011 EEC CSEFEL RFP"
Massachusetts Department of Early Education and Care Request for Proposals PART I PROCUREMENT INFORMATION Proposal Due Date and Time: Number of Pages included in this RFP: 33 plus May 28, 2010 attachments 4:30 p.m. EEC contact: Issue Date: April 16, 2010 Judith Alexandre, Program Funding Specialist Issuing Agency: EEC Michele Smith, Program Funding Specialist Funds Type: CCDF ARRA Funding INSTRUCTIONS TO APPLICANTS Submit Proposal(s) to: Label Envelope/Package: “CSEFEL RFP” Grants Management RFP Title/Number: FY11 EEC CSEFEL – Fund Code 106 Department of Early Education and Care 51 Sleeper St., 4th floor Boston, MA 02210 Special Instructions: Applicants must submit one original and three copies of their complete Response package with all parts in numerical order (Part I, Part II…). This is a competitive RFP bid. Any and all questions regarding this RFP must be submitted in writing to firstname.lastname@example.org by 04/30/2010 with the RFP Title/Number in the subject line. No phone calls please. EEC expects to post responses to written questions on or around 05/7/2010. The Q&A document will be posted with this RFP posting. This section left intentionally blank. April 16, 2010 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 APPLICANT INFORMATION Please fill in the information below and return with your RFP response. It is EEC’s expectation that the person listed as the contact on this grant application will be the one to receive any and all pertinent information from EEC regarding this RFP and will forward such pertinent information on to relevant parties within their agency. Applicant Name/Address/Website: Authorized Applicant Signatory: Vendor Name 12345 Main St. 7th floor Sample Name Anytown, MA 00000 Applicant Contact Name for this RFP: Sample X___________________________________ Name Phone Number: 000-000-0000 (please type name, and then sign in blue ink) Email: email@example.com Applicant Federal Tax I.D. Number: Indicate (circle) whether this proposal is: 00-0000000 Original Copy This section left intentionally blank. 2 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 The Massachusetts Department of Early Education and Care (EEC) provides services for Purpose children in Massachusetts through a mixed delivery system, which includes child care centers, out-of-school time programs, family child care homes, public preschool programs, private school preschool and kindergarten, and Head Start programs. EEC is responsible for licensing early education and care and out-of-school time programs throughout Massachusetts and for providing child care financial assistance to low- income families with children birth to 13 years of age. In addition, EEC provides support for information and referral services, inclusive programming for children with special needs, parenting and family support, and professional development opportunities for educators in the early education and out-of-school time fields. These efforts affect thousands of early education and out-of-school time providers, who serve more than 275,000 children each day. In its broadest role, EEC also serves as a source of information to the families of more than one million children in Massachusetts. EEC is committed to helping ensure that all children have access to quality programs. The creation and implementation of a system to improve and support quality statewide is a key strategy in the EEC’s Board Strategic Five-Year Plan (http://www.eec.state.ma.us/docs/StrategicPlanFormatted.pdf) method to support developmentally appropriate individualized teaching and is an integral piece of high quality programming. The Center on the Social and Emotional Foundations for Early Learning (CSEFEL) is a national center focused on promoting the social emotional development and school readiness of young children birth to age 5, and a national organization that has funding from the Office of Head Start and the Child Care Bureau, Administration for Children and Families, U.S. Department of Health and Human Services to provide training and technical assistance to selected states. The broad goal of the intensive training and technical assistance (T/TA) activities is to foster professional development of the early care and education workforce that: • enhances knowledge and skills; • supports the implementation and sustainability of evidence-based practices; and • increases the size of the workforce skilled in supporting the social emotional development of young children (birth – 5 years old). CSEFEL has developed a conceptual model of evidence-based practices for promoting young children’s social and emotional competence and for preventing and addressing challenging behavior known as the Pyramid Model. The Pyramid Model builds upon a tiered public health approach by providing universal supports to all children to promote wellness, targeted services to children who need more support, and intensive 3 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 services to those who need them. The CSEFEL model is now in action in the following states: California, Colorado, Maryland, Iowa, Tennessee, Vermont, Hawaii, North Carolina, Nebraska and Wisconsin. Each state is adopting the Pyramid Model by fitting it into its existing state’s framework of child care. The CSEFEL model paradigm has undergone extensive peer review and is a proven, evidence based practice for teaching and developing children social emotional competency. In its literature, CSEFEL states that a quality child care program that makes the long term commitment to support the implementation of the CSEFEL model by investing the needed resources over a period of time (usually a two year period), will likely experience the following positive outcomes: • Reductions in child challenging behavior • Increases in children’s social skills • Increased satisfaction of program staff and families • Reduced turnover in the program • Increases in teachers’ competence and confidence in the support of children • Changes in classroom and program climate • Sustained implementation of the Pyramid Model Data from the first five years of implementing the Pyramid Model in several states indicates that the model is a sound framework for early care and education systems. CSEFEL has also developed extensive, user-friendly training materials, videos, and print resources to help communities and programs implement the model. CSEFEL’s Pyramid Model has already been implemented in a number of Massachusetts programs, which have experienced positive changes in supporting children’s social emotional development and in supporting children with challenging behaviors. Through this competitive Request for Proposals (RFP), EEC will award funds to one or more vendor(s) who will provide professional development, training , follow-up monitoring and mentoring to programs and individuals to implement the curriculum created by the Center on the Social Emotional Foundations in Early Learning (CSEFEL). EEC proposes to augment the Massachusetts CSEFEL initiative by seeking to purchase Priorities new CSEFEL training opportunities that will train up to 2000 early education and care staff in the Pyramid Model across the Commonwealth. EEC seeks to invest up to $300,000 dollars to provide high quality intensive training sessions to educators working in both center-based settings and family child care homes as well as to family child care system staff, DPH Regional Consultation Teams, 262 grantees, public schools teachers and administrators, mental health grantees, UPK grantees and other professionals in the early childhood education field who work directly with children. These trainings will allow front line staff and others to learn, firsthand, how the CSEFEL Pyramid Model works to: • Support young children’s social and emotional development to prevent challenging behaviors in the classroom; • Use individual child interventions to meet children’s and families’ unique 4 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 interests, strengths, and needs; • Promote skill building with enough intensity to affect change; • Teach how to implement strategies in the context of naturally occurring routines and environments; and • Teach how to modify strategies to meet the cultural and linguistic diversity of families and children. These intensive trainings will expose many child care staff and others to the CSEFEL Pyramid Model and the concepts of social emotional competency for young children. Participants will take away practical strategies and interventions from many of these concepts and can immediately apply them to their own work with children. While making an entire program a CSEFEL certified site requires a larger, more systemic investment and full program support, there is high confidence that educators will receive sufficient training and support to make systemic changes in their own programs based on this model. In addition, EEC seeks to purchase follow-up mentoring and coaching sessions embedded in each EEC region for programs participating in these CSEFEL training opportunities. This is a competitive grant to provide professional development services to the Eligibility Massachusetts early education and care workforce. The grant recipient(s) must have knowledge of child development, specifically infant, toddler, and preschool development; infant, toddler and preschool developmentally appropriate practices; and meeting the needs of children with disabilities and their families in community settings. The grant recipient(s) is required to have: • Knowledge of the CSEFEL Pyramid Model, ability to develop or identify a 15 hour training curriculum that meets the goals described in the Required Services section of this RFP; • Knowledge of national resources and standards related to social emotional development and this model as well as those of other states; • Experience in the delivery of training, mentoring and follow-up facilitation for EEC educators, early childhood professionals, and program administrators; • Excellent written and oral presentation skills; and • Ability to award academic currency such as continuing education units1 (CEUs) to educators participating in these professional development opportunities. 1 Continuing education units (CEUs) are a recognized method for recognizing participation in professional development and training activities. One CEU is granted for each 10 hours of instruction. CEUs must be issued by organizations approved by EEC. Professional development opportunities paid for with EEC funding cannot be less than 0.5 CEUs (5 hours). 5 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 The funds supporting this initiative are Child Care and Development Fund (CCDF) funds Funding received by the Commonwealth, through the American Recovery and Reinvestment Act (ARRA). This is a 14 month grant for the period of July 2010 to August 31, 2011. Up to $300,000 in CCDF ARRA funds will be awarded to a grant recipient(s) to implement a series of up to 100 15- hour trainings statewide on the CSEFEL training model as well as also providing mentoring hours to programs that participated in trainings. If additional funds become available during the grant duration period, EEC reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFP or to execute contracts with vendors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need. EEC intends to award one or more grants for the provision of professional Required development training in the CSEFEL Pyramid Model and follow-up mentoring and Services coaching for participating programs. Implementation Requirements: The chosen vendor(s) will begin to offer training sessions across the state in summer 2010 which will continue to August 31, 2011. The vendor(s) is expected to propose or identify an existing 15 hour course (1.5 CEUs) in the CSEFEL curriculum to enhance educators’ knowledge and skills for helping children develop social and emotional competency and lessening challenging behaviors. The trainings will focus on intentional instruction for addressing the needs of infants, toddlers and preschoolers in both center-based settings and family child care homes. Vendors must be able to provide training that meets the needs of diverse learners such as those whose primary language is not English. Training sessions will be followed up by mentoring and coaching support to assist participants in imbedding CSEFEL practices in their programs. This support will be offered by regionally based teams across the state. Topic areas to be covered in training may include but are not limited to: • Promoting Children's Success: Building Relationships • Creating Supportive Environments (Understanding the Pyramid) • Social-Emotional Teaching Strategies: Identifying the Importance of Teaching Social Emotional Skills (Why, When, How, and What) • Identifying Teachable Moments: Stages of Learning; Setting the Stage for Friendships • Individualized Intensive Interventions: Observations; Positive Behavioral Support • Understanding Emotional Literacy • Understanding Functional Assessments: Prevention Strategies • Understanding the Use of and the Design of a Behavioral Support Plan for 6 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Children with Challenging Behaviors • Maternal Depression and the Effects on Social, Emotional Development • Reflective Practice and Group Interaction and Exercises Training and Follow-up Requirements: • 15 hour (1.5 CEU) training sessions to be offered in several formats such as: o 6 evening sessions of 2.5 hrs. each o 3 Saturday sessions of 5 hrs. each • Cohort size for each training session between 20-30 participants (up to 100 trainings @ 20 participants each). There must be at least two staff from each program, preferably up to four, including teachers, supervisors and administrators. • Outreach for all trainings must include posting on EEC’s Professional Development Calendar • Each participant will receive a binder of materials on all the topics that are covered in the training including reflective exercises, research-based articles, and information on these topics. • Follow-up mentoring and coaching to support programs as they develop and modify their practices to incorporate this model must be provided on a regional basis by designated teams of specially trained coaches and mentors. Follow up must include one to two on-site visits with telephonic consultation thereafter. • Establish a community of practice where front line staff can share best practices and highlight successful programs. • Evaluation of the training sessions and resulting changes the participants have made in their practice as a result of this initiative. Quarterly reporting will be required through the lifetime of the grant. Funds must be used to support the grant requirements, goals, and priorities. EEC Fund Use reserves the right to approve, deny, or request modifications on planned fund use. Grant funds may be used to pay for the following: • Costs associated with the delivery of the required services, including staff salaries; • Administrative costs not to exceed 5% of total grant award including any subcontracts; • Instructional materials; • Printing; • Travel (to statewide and regional meetings); • Rental of space for necessary trainings; and • Other reasonable expenditures as necessary. Grant funds shall not be used to pay for the following: 7 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 • Equipment purchase, rental, or repair; • Depreciation of equipment; • Expenses charged to other ARRA-funded activities; • Fringe benefits; • Conference fees; • Out-of-state travel, hotels, car rental, or taxis; • Computer hardware or software for grant recipient or for program administrative purposes; • Telephone and utilities; and/or • Non-instructional supplies and non-instructional materials. Conditions of Grant Funding: • Recipient(s) acknowledge that the use of funds associated with this grant is governed by both federal and state law, including but not limited to the following: o 42 USC 9858 o 45 CFR Part 98 o 45 CFR Part 99 o Public Law 111-5, American Recovery and Reinvestment Act (ARRA) o 815 CMR 2.00 et seq • By accepting and utilizing funds associated with this grant, recipient(s) also acknowledges that it is bound by the terms and conditions placed on both the Commonwealth and its vendors under ARRA, as specified in the Terms and Conditions form (Appendix H). • All expenses must be of a one-time or non-recurring nature. For the purposes of this grant, including any federal and/or state reporting requirements under ARRA, grant recipients will be considered vendors. The selected vendor(s) will be required to submit a quarterly outcomes and measures Outcomes and report on grant fund use and outcomes on an EEC designed electronic report along Measures with a final grant report on the use of grant funds and outcome(s) of grant funded activities. In particular, individual educator and provider (program) level data (including directory information and other identifying information) as well as aggregated programmatic data will be required. The following data measures will be collected from the selected vendor(s): 1. Number of trainings offered including number and identity of educators attending each training. 2. Number of providers (programs) that participated in these professional development opportunities by provider type; number of educators participating by provider. 3. Number of professional development opportunities offered through non- traditional means, including using convenient community locations and approved distance and on-line learning, and intensive courses including 6 8 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 evening sessions of 2.5 hours each and/or 3 Saturday sessions of 5 hours each. 4. Total number of educators who participated in professional development opportunities and the number and percentage of those by: a. Setting type ; b. Position; c. Educational level; d. Demographic information; and e. Length of time in the early education and care field. 5. Number of mentoring and coaching services offered, including the number of site visits and consultation calls provided and the identity of the educators and providers (programs) who received these services. 6. Information about the educators and providers (programs) who received coaching and mentoring services including the number and percentage of those by: a. Setting type ; b. Position; c. Educational level; d. Demographic information; and e. Length of time in the early education and care field. 7. Number of educators and providers who have implemented CSEFEL related practices in their work. For more information regarding the information the vendor will be asked to collect, see Part IV – Required Responses from Applicants section. ARRA funds require unprecedented levels of reporting requirements, beyond the traditional federal and state audit requirements. Since this grant is supported with ARRA funds, grantees must track all expenditures separately from other program expenditures and maintain documentation of approved expenditures for submittal of all required grant reports. To comply with the federal and state ARRA reporting requirements, EEC will require information about the number of jobs created and retained through the expenditure of these funds and aggregated demographic data about these individuals whose jobs have been created or retained. A specific template for ARRA reporting will be forthcoming upon award of the grant. EEC expressly reserves the right to modify and/or add additional reporting requirements, fund tracking mechanisms, and/or performance measures for the grantee(s) to follow related to any of this grant funding. 9 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 EEC has established a deliverable timeline for this grant in Appendix F. EEC will Delivery measure delivery, responsiveness and quality of services as follows: Requirements and Payments Timely Delivery (Deliverables, Billing, etc.) measured by: • Adherence to project timelines • Bills submitted immediately upon satisfactory completion of work Responsiveness measured by: • Attendance at meetings as requested by EEC • Ability to coordinate and collaborate with EEC and its partners • Effective communication established with EEC project staff • Maintenance of a good working relationship with EEC project staff Quality of Services measured by: • EEC is satisfied with quality of services provided • Work is complete and in accordance with EEC’s specifications. EEC shall have sole discretion to determine whether a deliverable has been successfully completed thereby warranting payment. Note: Bidders shall submit a budget narrative that includes the number of hours it will take for each deliverable by hourly rate and specify how the hourly rate is determined. Deliverables and Payment: EEC will pay the agreed upon amount of this contract based upon satisfactory execution of the above responsibilities and on the submission and approval of the following deliverables. Please refer to Appendix F for a timeline for completion of these deliverables: For an initial payment of 25% the grantee must: • Submit the syllabus of the 15-hour CSEFEL training including materials that will be used and given out to each participant and documentation of CEU approval. • Demonstrate the capacity to use EEC-compatible technology to gather data, communicate with participants, and manage project. • Demonstrate the capacity to provide follow-up support to providers who have completed the training including on-site visits and telephone consultation. • Have dedicated program staff and place for potential providers and staff to call for information, and technical assistance and guidance. • Meet with providers and EEC staff in each EEC region to identify areas of need and potential partnerships with regional programs. 10 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 For a second payment of 25%, the grantee must: • Have trainings scheduled for the first half of the grant term including the ability to enroll educators and programs in all regions. Provide a projected schedule of trainings for the second half of the grant term. • Demonstrate that outreach has recruited providers from across the mixed delivery system. • Demonstrate the capacity to initiate and support communities of learning to share best practices and provide peer support to educators and providers. For a third payment of 25%, the grantee must: • Document the trainings held in the first half of the grant term, the number of educators who attended, the number of providers who received follow up support and other measures and outcomes identified by EEC. • Adjust and finalize the training schedule for the second half of the grant term based on outcome measurements and feedback analysis from the initial cycle of training. For a fourth and final payment of 25%, the grantee must: • Document the number of trainings held in the second half of the grant term, the number of educators who attended, the number of providers who received follow up support and other measures and outcomes identified by EEC. • Submit a final report aggregating the outcomes and measures accomplished by the project including on-going recommendations and resources that providers can access to continue to imbed CSEFEL in their programs Project July 1, 2010 through August 31, 2011. Duration Required Please refer to Appendix E for a checklist of all forms required for this submission. Forms to be Submitted Additionally, a grant outcomes report will be required of the selected vendor(s) upon completion of the grant (on or before August 31, 2011). This form will be provided to the selected recipient at a later date. Please note: If your application is selected for funding EEC will email you a Standard Contract Form which you will need to print, sign (in blue ink), and return to EEC. Directions on how to submit that signed form to EEC will be explained when you receive the form. 11 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Additional Timeline: Information • RFP Release/Posting: April 16, 2010 • Submission of Written Inquiries: no later than 4:00 p.m. on April 30, 2010 o Applicants must submit written inquiries to firstname.lastname@example.org with “EEC CSEFEL RFP” in the subject line o EEC will not respond to any potential bidder written inquiries that fail to be submitted within the prescribed timeframe and/or fail to include “CSEFEL RFP” in the subject line. • Response to Written Inquiries: May 7, 2010 (Estimated) • Submission Deadline: May 28, 2010 4:30 p.m. • Bidders are Notified of Awards: June 11, 2010 (estimated) • Grant Start Date: July 1, 2010 (estimated) EEC reserves the right to adjust the timeframe laid out above. It is the responsibility of the applicant to keep up to date on changes to this RFP by checking the EEC website. Submission Responses must be received at EEC’s Central Office by 4:30 p.m. on May 28, 2010 Instructions Please send one original (all signatures must be in blue ink) and three copies of these and documents to: Additional Info: Massachusetts Department of Early Education and Care 51 Sleeper Street, 4th Floor Boston, MA 02210 Attention: EEC CSEFEL RFP Parts II, III, IV, and Appendix B must also be submitted via email as an attachment to procure@ state.ma.us by 4:30 p.m. on May 28, 2010. Please include the name of your agency and the RFP Title/Number in the subject line. Required ARRA Performance and Reporting Requirements Form Notices for ARRA Job Quest Job Posting Flyer Review ARRA Section 1553 Whistleblower Flyer 12 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Part II: Budget Detail Please review and complete two (2) Budget Detail worksheets. The Budget Detail form is an excel document attached to the web posting. All applicants must submit one budget for FY2011 (July 1, 2010 – June 30, 2011) and one to cover the FY2012 (July 1, 2011 – August 31, 2011) portion of this grant funding since the grant duration crosses state fiscal years. Part III – Budget Narrative • Applicants must fill out a Part III: Budget Narrative for each corresponding Part II: Budget Detail that is submitted. • Applicants must clearly describe costs budgeted in each category. • Applicants must detail the number of hours required for each deliverable, by hourly rate and describe how the hourly rate was determined. • Applicants should be thorough in their responses, but limit budget narrative response to 2 pages. Line 1 – Administrators: Line 2 – Instructional/Professional Staff: Line 3 – Support Staff: Line 4 – Fringe Benefits: Line 5 – Contractual Services: Line 6 – Supplies and Materials: 13 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Line 7 – Travel: Line 8 – Other: Line 9 – Indirect Costs: Line 10 – Equipment: 14 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Part IV – Required Responses from Applicants All applicants must respond to the following questions. Points assigned to sections/questions are reflective of the value and expectations regarding thoroughness of responses. The maximum number of points available is 100. Please limit narrative responses to 10 single- spaced pages, excluding attachments (i.e. resumes, supporting documents, etc.). Please include the question and then the response. Applicant Name: (please include applicant name as a header on the top of each page of your proposal) I Bidder Experience – 30 Points 1. Describe your knowledge and experience with early childhood growth and development and with the CSEFEL Pyramid Model. 2. Describe your previous experience providing similar services to early education and care providers in a mixed delivery system (Head Start, private center-based, independent and system-affiliated family child care, private and public schools). 3. Identify your training team (include resumes) and other professionals who will work with educators and providers of diverse backgrounds, including educators for whom English is a second language. 4. Submit at least 3 professional references on the form in Appendix C addressing your ability to perform similar services. II Planning – 35 points 5. Describe in detail how you will meet the requirements of the RFP including the: a. specified timeframe, b. number of educators you propose to train, c. number, schedule, and locations of trainings you propose to offer, and d. number of providers (programs) you will support with follow up mentoring and coaching. 6. Describe how you will develop and implement or identify a 15-hour training on the CSEFEL model and provide an outline of its content. Identify the resources and materials you will use and explain how you will obtain CEU approval for the training. 7. Describe your plan to assess the needs of individual providers (programs) related to the CSEFEL model for training and to measure competency development. 8. Describe your plan to meet the training needs of working adult learners including offering training in community settings and at non-traditional hours such as evenings and weekends. 15 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 9. Describe your method for creating learning communities for ongoing peer learning and support among the educators and providers. 10. Describe what resources you will contribute to the success of the grant both fiscal and in-kind. III Outreach and Evaluation - 20 points 11. Describe your outreach plan including: a. The geographic areas you propose to serve; b. How you will recruit educators across the mixed delivery system; and c. Your methods to publicize the trainings. 12. Describe a plan for working with EEC’s regional offices to identify educators and providers who can most benefit from this training. 13. Describe how you will determine if the training and support has resulted in increased use of the CSEFEL model by educators and providers. IV Budget – 15 points EEC is seeking one or more vendors to provide the services as outlined is this RFP and will accept proposals up to, and not to exceed, the amount of $300,000. Please review and complete Part II – Budget Detail and Part III – Budget Narrative, as well as Appendix A for submitting budget information. 16 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Part V: Confirmation of Receipt/Review of ARRA Performance Reporting Requirements Form I, _______________________, hereby acknowledge that I have reviewed the following ARRA documents (one PDF file with posting): • Commonwealth of Massachusetts Contract Attachment Notice of American Recovery and Reinvestment Act (ARRA) Performance and Reporting Requirements form; • “How to Post Recovery Jobs” flyer from The Massachusetts Recovery Plan; and • “Know Your Rights Under the Recovery Act!” flyer from Recovery.gov _________________________________ Authorized Signatory of Bidder ___________ Date 17 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Appendix A: Budget Section Information For the budget section of the application, applicants must fill out and return: Part II – Budget Detail pages, including: • The budget detail form; • Instructions and definitions on how to fill out the form; and • Instructions and relevant law regarding Mass Teachers’ Retirement System (MTRS). Part III – Budget Narrative is a document that must not exceed two pages and must: • include a list all proposed expenditures; • provide a detailed explanation of how the funds will be used; and • adhere to the “fund use” section and other parameters detailed above in the RFP. A Note about Grant Administration: Some RFPs might only allow for a certain percentage of funding to be budgeted for the administration of the grant while others might not allow any grant administration funds to be budgeted. Some RFPs might allow a percentage of grant administration, but exclude certain categories from the list defined below. This information can always be found in the fund use section of the RFP. EEC defines Grant Administration as: • Project Coordinator (found under Line 1 of the Part II - Budget Detail pages) • Secretary/Bookkeeper; and/or stipends for secretary/bookkeeper (Line 3) • Fringe Benefits of Supervisor/Director, Project Coordinator, or Secretary/Bookkeeper (Line 4) • Rental of Space, equipment, and utilities (Line 8) • Indirect costs budgeted on (Line 9) Supervisors/Directors (line 1) do not need to be included in the Admin cap. If included in your proposed budget, Supervisor/Director salaries charged to a grant program must be proportionate/in direct relation to the hours of supervision of that grant program. A Note About Mass Teachers’ Retirement System (MTRS): Mass Teachers’ Retirement is only relevant to an applicant such as school system or charter school. County, municipal and district treasurers are required to make provisions for charging federal grants for pension costs of all active members of a retirement system whose salaries are paid from these grants. If the MTRS line of the budget does not apply to you, simply leave it blank. A Note About Indirect Costs: The Department of Elementary and Secondary Education (ESE) determines an indirect cost rate for each city, town, or regional school district for application to state and federal grants and contracts, 18 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 unless prohibited by federal regulations. If used, the indirect cost figure must be equal to or less than the approved restricted rate. The decision to recover indirect costs using these established rates is a local option. The rates are developed for school districts as the maximum allowable rate for a given fiscal year. For EEC grants, applicants may use their ESE approved indirect cost rate. However, you must adhere to any grant administration restrictions in each grant RFP, (found in the “Fund Use” section), and this might affect the amount of indirect applicants opt to budget for. If an applicant does not have an ESE approved indirect rate, they may still budget for indirect costs but EEC reserves the right to limit and negotiate the amount of indirect budgeted and often will outline parameters around such budgeting in the “Fund Use” section of the RFP. 19 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Appendix B: Recipient Contact Information Primary Contact This is the person who will receive an EEC approved copy of the grant and be responsible for the grant, the grant/project coordinator. Name: Position/Title: Mailing Address Phone: Fax: E-Mail: Secondary Contact This should be the lead agency contact. Name: Position/Title: Mailing Address Phone: Fax: E-Mail: 20 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Appendix C: Professional Reference Form Please type directly into the shaded boxes. Name of bidder: Name of professional reference: Relationship to bidder: Address of reference: Agency Street Number Street Name Apartment City State Zip Code Reference Contact Information: Phone Number E-Mail Address How long have you known this bidder? Please describe relevant work experience with this bidder: 21 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Please provide a description of the project that is the basis for this reference: Was the project described above completed according to specifications and were deliverables implemented on time? How would you characterize this bidder’s ability to work collaboratively with others? 22 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Appendix D: Evaluation of Responses In determining grant awards, EEC will consider a number of relevant factors, including each respondent’s score, adequate geographic coverage, best value to the Commonwealth, and any other relevant factors. EEC reserves the right to interview and/or negotiate with respondents as part of the application and evaluation process. The Part IV: Required Responses from Applicant section requests information on all of the required application factors for this grant: vendor experience, planning, outreach and evaluation, and budget. EEC staff will review the responses to the Part IV of the Proposal and will award a team score for each application based on the degree to which the response covers the question and the quality of the response content. Grant Review Scoring Criteria Maximum Points Available Bidder Experience 30 Planning 35 Outreach and Evaluation 20 Budget 15 Total 100 Following a review of all the responses, a recommendation will be made to EEC’s Commissioner regarding which respondent(s) should be selected as the grant recipient(s). The Commissioner will make the final decision based on the factors outlined above and any other relevant factors, including but not limited to a respondent’s prior contract and/or grant history with the Commonwealth, ensuring quality and best value. The grant award decisions made by EEC will be final and applicants will have no right to a formal debriefing and/or administrative appeal of such decisions. 23 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 24 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Appendix E - Required Forms Checklist for Applicant Applicants must complete and submit one original and three copies of the following required forms with their RFP response: Part I: Procurement Information Part II: Budget Detail for FY2011 and for FY2012(this is a separate excel attachment with web posting) Part III: Budget Narrative Part IV: Required Responses from Applicants (limit 10 pages single spaced; this page limit excludes the requested resumes and three professional references (see Appendix B)) Part V: Confirmation of Receipt/Review of ARRA Performance Reporting Requirements Form Recipient Contact Information Form: See Appendix B Professional Reference Form: See Appendix C Applicants must also complete and submit one original packet of the following forms with their RFP response (unless applicant already has these documents on file with the state of MA) An executed Commonwealth Terms and Conditions (unless a respondent is registered in MMARS as having one already executed and on file; if so, please note this in your response) Request for Taxpayer Identification Number and Certification W-9 (complete with DUNS #) (unless already on file with the Commonwealth; if so, please note this in your response) Contractor Authorized Signatory Listing Authorization for Electronic Funds Payment (EFT) Form (unless already on file with the Commonwealth; if so, please note this in your response) Executive Order 504 Contractor Certification Form Some of the forms listed above are also listed within the Forms tab and Specifications tab of the Comm-PASS Solicitation record for this RFP. These forms are also available at www.mass.gov/osd under the “OSD Forms” section. EEC reserves the right to discard any incomplete proposal submissions. 25 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Appendix F: Performance Measures and Outcomes Applicant must respond to the accountability criteria listed below within the timeline specified. Objectives Performance Measurement Target Date 1. Demonstrate materials and Submit the syllabus of the 15-hour CSEFEL training July 15, 2010 resources needed to fulfill including materials that will be used and given out to grant requirements. each participant and CEU approval. Demonstrate the capacity to use EEC-compatible July 15, 2010 technology to gather data, communicate with participants, and manage project. Demonstrate the capacity to provide follow-up July 15, 2010 support to providers who have completed the training including on-site visits and telephone consultation. Have dedicated program staff and place for potential July 15, 2010 providers and staff to call for information and technical assistance and guidance. 2. Communicate, coordinate, Meet with providers and EEC staff in each EEC region July 30, 2010 publicize and present to identify areas of need and potential partnerships trainings across state. with regional programs. Have trainings scheduled for the grant term. Have the July 30, 2010 ability to enroll educators and programs in all regions. Demonstrate that outreach has recruited providers September 30, from across the mixed delivery system. 2010 Demonstrate the capacity to initiate and support September 30, communities of learning to share best practices and 2010 provide peer support to educators and providers 3. Provide EEC with data about Data submitted on the trainings held in the first half of February, 2011 who is participating in CSEFEL the grant term, the number of educators who trainings, and follow-up attended, the number of providers who received sessions follow up support, and other measures and outcomes identified by EEC. February, 2011 Adjust the training content, schedule, and follow up support for the second half of the grant term based on outcome measurements and feedback analysis from the initial months of training. 26 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Submit data on the trainings held in the second half of August, 2011 the grant term, the number of educators who attended, the number of providers who received follow up support and other measures and outcomes identified by EEC. 4. Document the increased use Submit a final report aggregating the outcomes and August 31, 2011 of the CSEFEL model and measures accomplished by the project including on- practices in the field. going recommendations and resources that providers can access to continue to imbed CSEFEL in their programs. Please note: Quarterly reports required every 3 months through the duration of the grant 27 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Appendix G: Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law Amendments to required services or deliverables which do not affect funding changes: If during the project, either EEC or a Grantee would like to request a change in the required services, deliverables, or timeline, EEC or the Grantee may propose such changes to the other. The parties must mutually agree to such change(s) in writing. A written memorandum may be used to memorialize such changes; a formal grant amendment will not be required. Budget Adjustments: If during the project, a Grantee would like to request a change from the original approved budget, thus changing deliverables, or timeline, the Grantee may propose such changes to EEC who may agree to implement such changes. This is done by filing a Budget Adjustment Request Form. A Budget Adjustment Request Form is required 30 days in advance of proposed changes and in any case where the original budget line is changed by more than 10%. EEC reserves the right to approve or deny any proposed changes. Grantees are encouraged to use Electronic Funds Transfers (EFT). EFT allows for payments to be made from the Commonwealth to grantees electronically and is the preferred method of payment for all payees doing business with the Commonwealth. Use of EFT significantly reduces payment delays through a reduction in processing and mailing time. Registering a grantee for EFT payments requires completion of an Electronic Funds Transfer form by the Grantee and submission to EEC as part of contract execution. Grant payments will be released to you following your submission of the required deliverables and EEC’s acceptance of such deliverables. Request for Funds forms must be mailed (hard copy) to the following address: Attn: Accounting Unit Massachusetts Department of Early Education and Care 51 Sleeper Street, 4th Floor Boston, MA 02210 All grant recipients must use the grant monies in accordance with the terms and requirements set forth in this Request for Proposal (RFP), the Commonwealth Terms and Conditions, in addition to applicable EEC policies, regulations and/or state or federal laws. EEC reserves the right to recoup any and all monies which are not spent in accordance with such terms, conditions, policies, regulations, and/or laws. EEC further reserves the right to terminate grant funding to any recipient who violates any of the grant terms, requirements, and/or conditions which are 28 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 incorporated into this RFP. EEC has the right to suspend, amend, and/or terminate the grant funding in the event of a Budget reduction initiated under M.G.L. c. 29, sec. 9C. The selected grantee must comply with all applicable provisions of the Massachusetts General Laws, State Finance Law, 815 Code of Massachusetts Regulations 2.00 et seq. (regarding grants), and the Office of the State Comptroller’s policies and procedures regarding grants. 29 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 Appendix H: Terms and Conditions of CCDF ARRA Grant Funding to State Departments The recipient(s) of this grant is subject to the following terms and conditions of funding: ADMINISTRATION FOR CHILDREN AND FAMILIES OFFICE OF FAMILY ASSISTANCE CHILD CARE AND DEVELOPMENT FUND, RECOVERY ACT FUNDS STATES AND TERRITORIES TERMS AND CONDITIONS FISCAL YEAR 2009 These terms and conditions apply to the supplemental Child Care and Development Fund (CCDF) grant awards issued as a result of appropriations made by the American Recovery and Reinvestment Act of 2009 (Public Law 111-5). By acceptance of this award, the State or Territory agrees to comply with the terms and conditions detailed below. Failure to comply with these terms and conditions may result in the loss of Federal funds and may be considered grounds for the suspension or termination of this grant. These supplemental funds together with Discretionary funds provided through the Omnibus Appropriations Act, 2009 (Public Law 111-8), and Mandatory and Matching funds, constitute the aggregate CCDF grant award for FY 2009. This supplemental award is subject to the following terms, conditions and provisions: PROGRAM STANDARDS 1. The provisions of the Child Care and Development Block Grant (CCDBG) Act of 1990 as amended, the American Recovery and Reinvestment Act (ARRA) of 2009, and the provisions of the current approved CCDF State plan, including all approved amendments or revisions. ADMINISTRATIVE REQUIREMENTS 2. The following regulations from Title 45 of the Code of Federal Regulations (CFR): 45 CFR Part 98 - Child Care and Development Fund; Final Rule 45 CFR Part 99 - Procedures for Hearings for the Child Care and Development Fund 30 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 3. The following Circulars from the Office of Management and Budget (OMB): OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations and the Single Audit Act of 1984, as amended. 4. ARRA funds must be obligated by September 30, 2010 and liquidated by September 30, 2011. ARRA funds are 100% Federal funds and no State match is required. ARRA directs that the funds shall be used to supplement, not supplant, State general revenue funds for child care assistance for low-income families. a. The ARRA targeted specific amounts for the following activities: • Child Care Quality Improvement ($161.6 million) • Infant and Toddler Quality Improvement ($93.6 million) b. These targeted amounts are in addition to targeted funds contained in the Omnibus Appropriations Act, 2009 (Public Law 111-8). c. The expenditures of these targeted amounts are not counted as quality activities for purposes of meeting the 4% minimum quality expenditure requirement at section 6586 of the CCDBG Act. These targeted amounts are in addition to expenditures under the 4% quality requirement. d. The required amount of targeted funds for each State and Territory can be found on the Child Care Bureau's website at: http://www.acf.dl~hs.~ov/programs/ccb/law/aIlocations/state.htm. 5. Not less than 4% of the total expenditures of aggregate FY 2009 CCDF Federal funds (includes all supplemental CCDF ARRA funds, regular Discretionary funds, Mandatory funds, and Matching funds) and State Matching funds must be expended on quality activities. This includes funds transferred from the Temporary Assistance for Needy Families (TANF) program into CCDF. 6. Not more than 5% of the total expenditures of aggregate FY 2009 CCDF Federal funds (includes supplemental CCDF Discretionary ARRA funds, regular Discretionary funds, Mandatory funds, and Matching funds) and State matching funds may be expended on administrative costs. This includes funds transferred from TANF to CCDF. 7. Direct Federal grants, sub-awards, or contracts under this program shall not be used to support inherently religious activities such as religious instruction, worship, or proselytization. Therefore, organizations must take steps to separate, in time or location, their inherently religious activities from the services funded under this program. (See 45 CFR Part 98.54) 31 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 8. Federal grant funds provided under this award may not be used by the grantee or any sub- grantee to support lobbying activities to influence proposed or pending Federal or State legislation or appropriations. This prohibition is related to the use of Federal grant funds and is not intended to affect an individual's right or that of any organization, to petition Congress, or any other level of Government, through the use of other resources. (See 45 CFR Part 93) 9. In accordance with Public Law 103-333, the "Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act of 1995," the following provisions are applicable to this grant award: Section 507: "Purchase of American-Made Equipment and Products - It is the sense of the Congress that, to the greatest extent practicable, all equipment and products purchased with funds made available in this Act should be American-made." Section 508: "When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, all States receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2) the dollar amount of Federal funds for the project or program, and (3) percentage and dollar amount of the total costs of the project or program that will be financed by nongovernmental sources." 10. In accordance with Part C of Public Law 103-227, the "Pro-Children Act of 1994," smoking may not be permitted in any portion of any indoor facility owned or leased or contracted by an entity and used regularly for the provision of health, day care, education, or library services to children under the age of 18, if the services are funded by Federal programs whether directly or through State or local governments. Federal programs include grants, cooperative agreements, loans and loan guarantees, and contracts. The law does not apply to children's services provided in private residences, facilities funded solely by Medicare or Medicaid funds, and portions of facilities used for inpatient drug and alcohol treatment. The above language must be included in any sub-awards that contain provisions for children's services and that all sub-grantees shall certify compliance accordingly. Failure to comply with the provisions of this law may result in the imposition of a civil monetary penalty of up to $1,000 per day. SUB-RECIPIENTS AND VENDORS UNDER GRANTS 11. States are required to determine recipient type when sub-granting or contracting using Federal funds. Recipient type includes sub-grantees, sub-recipients, vendors and contractors. 32 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 OMB Circular A-133 establishes the standards for determining the difference between a sub- grantee and a vendor, based on the substance of the relationship with the State, rather than the form of the agreement. * A recipient is considered a sub-grantee and is subject to OMB Circular A-133 if it meets the following conditions: a. Determines who is eligible to receive what Federal financial assistance; b. Has its performance measured against whether the objectives of the Federal program are met; c. Has responsibility for programmatic decision making; d. Has responsibility for adherence to applicable Federal program compliance requirements; and e. Uses the Federal funds to carry out a program of the organization as compared to providing goods or services for a program of the pass-through entity. A recipient is considered a vendor and is not subject to OMB Circular A-133 if it meets the following conditions: a. Provides the goods and services within normal business operations; b. Provides similar goods or services to many different purchasers; c. Operates in a competitive environment; d. Provides goods or services that are ancillary to the operation of the Federal program; e. Is not subject to compliance requirements of the Federal program. 12. States are required to advise sub-grantees/sub-recipients of requirements imposed on them by Federal laws, regulations, and the provisions of grant agreements or contracts as well as any supplemental requirements imposed by the State. These include grant administrative requirements and cost principles according to recipient type. For example, nonprofit sub- recipients are subject to the cost principles at OMB Circular A-122; educational institution sub- recipients are subject to those at OMB Circular A-2 I ; and commercial organization vendors or subcontractors are subject to the cost principles under 48 CFR Part 3 1. Sub-recipients and sub- grantees are also subject to the provisions of OMB Circular A- 133. 13. States must ensure that sub-recipients and sub-grantees expending more than $500,000 or more in Federal awards during the sub-recipient/sub-grantee's fiscal year have an audit in compliance with the requirements of OMB Circular A- 133. 33 Massachusetts Department of Early Education and Care – FY10 EEC CSEFEL - Fund Code 106 FINANCIAL AND PROGRAM PROGRESS REPORTING 14. States and Territories are required to comply with reporting requirements under the American Recovery and Reinvestment Act (ARRA) of 2009, including section 1512 of the Act. The law includes clear expectations that States and other recipients of ARRA stimulus funds will be held accountable for how funds are expended and what benefits are derived from the use of these funds. ACF anticipates requests for spending and performance data that will be posted on the www.recovery.gov website. Therefore, States should anticipate accountability and transparency requirements specific to this grant award and take steps to ensure that information on the State-reported impact of these expenditures will be available to the public. 15. In accordance with 45 CFR 98.65 and ACF instructions, the grantee must submit a quarterly financial status report (ACF-696) of expenditures and next quarter estimates. A separate quarterly expenditure report is required for each fiscal year until all funds have been liquidated for the reported fiscal year. 16. States and Territories must report separately on expenditures from ARRA funds. Therefore, Lead Agencies will be required to submit CCDF financial status reports that separately detail categorical expenditures from the CCDF ARRA funds. NOTE: The U.S. Government Accountability Office (GAO) maintains FraudNET, a system for reporting allegations of fraud, waste and abuse under Federal grants and cooperative agreements. Reports are kept confidential; you need not provide your name. Information provided through the Internet web site is secure and all information is safeguarded against unauthorized disclosure. To report the possible misuse of federal funds, the E-mail address is email@example.com; the fax number is 202-5 12-3086 and the mailing address is GAO FraudNET, 441 G Street N.W., Washington, D.C. 20548. When you submit allegations, please provide as much detailed information as possible. 34