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									                    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: 39 plus attachments
August 20, 2010
4:00 pm

Content Expert:                          Issue Date: Friday, July 16, 2010
Nicole Lessard, Policy Analyst
                                         Issuing Agency: EEC


                                         Funds Type: CCDF ARRA Funding

                                      INSTRUCTIONS TO APPLICANTS

Submit Proposal(s) to:                   Label Envelope/Package: “FY2011/12 QRIS Program Quality
Grants Management                        Improvement Grant”
Department of Early Education and        RFP Title/Number: FY2011/12 QRIS Program Quality Improvement
Care                                     Grant - Fund Code 113
51 Sleeper St., 4th floor                Proposal Due Date: August 20, 2010, 4:00 pm
Boston, MA 02210

Special Instructions:

Intent to Bid:
EEC requests that all applicants intending to bid on this RFP send an “intent to bid” email to
procure@massmail.state.ma.us by August 6, 2010 with the RFP Title/Number in the subject line of the email.
In the intent to bid email please state the following: The name of the intended applicant / lead agency name.

Applicants must submit one original and three copies of their complete Response package with all parts in
numerical order (Part I, Part II etc.).

This is a competitive RFP bid. Any and all questions regarding this RFP must be submitted in writing to
procure@massmail.state.ma.us by July 23, 2010 at 4:00 pm with the RFP Title/Number in the subject line.
EEC expects to post responses to written questions on or around July 30, 2010. The Q&A document will be
posted with this RFP posting.
     Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113




                                                                Part I
                                            Procurement Information (continued)

                                                   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 Name                                        X___________________________________
Phone Number: 000-000-0000                         (please type name, and then sign in blue ink)
Email: sampleemail@abcdefg.edu


Applicant Federal Tax I.D. Number:                 Indicate (circle) whether this proposal is:
00-0000000                                                         Original       Copy




                                                             This space intentionally left blank.




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    Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



Purpose                   The Massachusetts Department of Early Education and Care (EEC) provides services for
                          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.1 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.2 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.3
                          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.4

                          Massachusetts developed a Quality Rating and Improvement System (QRIS), which is a
                          method to assess, improve, and communicate the level of quality in early care and
                          education and after-school settings.

                          QRIS is similar to other consumer rating systems that "rate" goods or services to
                          provide customers with a better understanding about the quality of a particular item.
                          More importantly, it provides an opportunity for continuous improvement of early
                          education and care and out of school time programs. EEC formally began developing its
                          QRIS during the spring of 2008. Seventeen other states have implemented QRIS over
                          the past decade and many more states are in the development process.

                          QRIS typically has five components:
                              Standards – The QRIS standards build on the various standards already used in
                                  the state, such as licensing, NAEYC, NAFCC, and Head Start Performance
                                  Standards, and organize them into one body of standards. The standards are
                                  usually categorized into a series of levels or steps, such as 1 - 5.
                              Monitoring and Accountability – The measures the state will use to recognize
                                  where programs are in relation to the standards’ levels.
                              Program and Practitioner Supports – The infrastructure to help programs meet
                                  and maintain the quality standards. The support infrastructure is built from
                                  current/existing resources (e.g., grants).
                              Fiscal Incentives – The incentives to encourage programs and


    1
      See M.G.L. c. 15D, §1A.
    2
      See M.G.L. c. 15D, §2.
    3
      See M.G.L. c. 15D, §2.
    4
        To view EEC’s Strategic Plan - (http://www.mass.gov/Eeoe/docs/EEC/fy09_legis_rpt/5yr_strategic_plan.pdf)
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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                providers/educators to pursue higher levels of quality.
                               Family and Consumer Engagement – The way that the content of the QRIS is
                                communicated to parents and programs.

                      There are many benefits to QRIS including:
                          Programs and educators use one streamlined set of standards that are
                              connected to supports and fiscal incentives to help them meet and maintain
                              the standards.
                          Programs receive feedback and are involved in continuous quality
                              improvement.
                          Policymakers understand where and how to invest additional resources.
                          Parents have easily accessible information about the quality of early care and
                              education programs.

                      Massachusetts’ Provisional QRIS (FY2010)
                      During the spring of 2010, EEC piloted the Massachusetts QRIS. The QRIS Pilot was an
                      opportunity for interested programs to engage in defining the effectiveness of the
                      provisional standards and the process of the MA QRIS and allowed EEC to learn more
                      about how the QRIS rating process works for programs and what changes the
                      Department can effect, prior to full implementation, to make the QRIS an evidence
                      based tool for improving program quality. As part of this pilot, EEC also provided 640
                      program quality improvement grants to eligible programs as an incentive to participate
                      in the pilot and to help them make progress up the levels of the QRIS system.

                      Massachusetts’ FY2011 QRIS
                      EEC will make revisions to the Provisional QRIS, based on an evaluation and input from
                      currently participating providers and the Board of Early Education and Care, and will
                      launch the FY2011 QRIS in its updated form in January, 2011.

                      Once the revisions to the FY2010 provisional standards are made, the updated QRIS
                      system will be operational and interested early education and care and after school
                      time programs across the mixed delivery system will be notified and asked to submit a
                      self-assessment of their program’s quality level based on the QRIS standards and
                      measures for EEC’s review and confirmation of an assigned rating.

                      All interested early education and care and after school programs will be notified that
                      self assessments will be accepted and reviewed on a rolling basis throughout the year
                      in order to attain a QRIS program rating provided by EEC.

                      Programs interested in receiving FY2011 QRIS Program Quality Improvement Grant
                      funding, will be given a priority deadline to submit their self assessments along with
                      additional documentation of their grant eligibility.

                      Once EEC reviews the provided self assessments and grant eligibility documentation,
                      the program will be assigned a QRIS program rating and EEC will provide the selected
                      vendor of this ARRA funding with a list of qualified applicants that will then be eligible

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     Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                           to receive training and apply for the FY2011 QRIS Program Quality Improvement Grant
                           funding.

                           It is likely that the number of qualified applicants and their funding requests may
                           exceed the allocation of available funds which will require the selected vendor to
                           provide EEC with a process for grantee selection that allocates funding in a manner
                           which ensures diversity in terms of geographic and program/educator type
                           representation (as represented in the QRIS Standard type: Family Child Care, After
                           School and Out of School Time (ASOST), and Center/School Based) to the extent
                           possible based on applications received.


Priorities                 The three priorities of this grant funding are to:

                           1. Programmatically and fiscally monitor a random sample of at least 15% (100) of
                              FY2010 QRIS Program Quality Improvement Grantees to ensure funding was
                              utilized in accordance with grantees’ descriptions of fund use.

                           2. Train early education and care and after school providers, that are eligible for QRIS
                              grants, focused on best practices for advancing to the next level(s) on the QRIS.
                              The training should provide insight and best practices for advancing the programs’
                              quality on the QRIS system and then offer an opportunity for reflective practice
                              and for participating programs to have time to engage in planning between
                              sessions. The trainings should also cover how programs will address other
                              requirements that may not be covered by the grant funding in order to continually
                              engage in the planning process for program improvement in order to reach the
                              next QRIS quality level within 18 months of receiving grant funding.

                           3. Award grant funding and provide on-going technical assistance to early education
                              and care and after school programs that receive FY2011 QRIS grant funding.

                                     Programs must engage in a strategic review of their programs’ quality as it
                                     relates to the QRIS standards.

                                     Based on their program’s EEC QRIS rating, each program will assess which QRIS
                                     standards they do not meet and then will submit a plan for how they propose
                                     to meet additional standards in order to advance their quality on the QRIS
                                     levels, with this funding.

                                     It is the goal of this initiative, that within 18 months of receiving grant funds,
                                     programs will advance at least one level on the QRIS in order to eventually
                                     realize greater outcomes for children regarding increased skills across all
                                     domains and improved levels of school readiness.

Eligibility                This is a competitive grant to monitor FY2010 QRIS Program Quality Improvement
                           Grantees, implement FY2011 QRIS grants, and provide training and on-going technical
                           assistance relative to the Massachusetts QRIS.
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    Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113




                          EEC seeks a vendor with established expertise in providing or coordinating
                          programmatic and fiscal monitoring, administering program level grants in significant
                          amounts on a large scale (i.e. $1M at a minimum), providing or coordinating training
                          and technical assistance and knowledge of the progress of the Quality Rating and
                          Improvement System (QRIS) in Massachusetts. All vendors able to meet the
                          requirements of this grant are eligible to apply. EEC expects to award funds to one
                          vendor able to provide services to the entire Commonwealth.

                          Due to a potential conflict of interest, the selected vendor is not allowed to monitor
                          grants or administer the program level grants to programs with which it has a fiduciary
                          relationship as the selected vendor will be developing the Request for Proposals (RFP)
                          for the FY 2011 QRIS grants then approving and awarding grant funding. The selected
                          vendor must maintain objectivity to ensure the integrity of this competitive grant
                          process, particularly in light of the funding source of this grant (American Recovery and
                          Reinvestment Act) which will be highly monitored and scrutinized.

Funding                   The funds supporting this initiative are Child Care and Development Fund (CCDF) funds
                          received by the Commonwealth, through the American Recovery and Reinvestment
                          Act (ARRA) and are available for one vendor to monitor FY2010 QRIS Program Quality
                          Improvement Grantees, administer the FY2011 QRIS Program Quality Improvement
                          Grant program, disseminate funds to provide program level grants to eligible programs
                          through a documented grant process and to provide follow up technical assistance
                          through the end of the grant period to grantees.

                          EEC is seeking a vendor to provide the services as outlined in this RFP and will accept
                          proposals up to, and not to exceed, the amount of $1,500,000. Of the $1,500,000,
                          vendors may allocate :

                               o    Up to $55,000 to programmatically and fiscally monitor a random sample of at
                                    least 15% (100) of the FY2010 QRIS Program Quality Improvement Grantees
                                    (September – December 2010).

                               o    Up to $65,000 (or 5% administrative capon $1.3M) to administer a grant
                                    process to include development of a Request for Proposal (RFP) process with
                                    communication and approval from EEC, a documented review process,
                                    bidders’ conferences and on-going technical assistance to grantees for the
                                    duration of the grant period (September 2010-September 2011). Please note,
                                    in that case that a vendor proposes to fund monitoring and training at lesser
                                    levels than the maximum funding level indicated, and chooses to fund program
                                    level grants at a level higher than $1,300,000, then the administration for
                                    grants shall not exceed 5% of the amount of program level grant funds (which
                                    may exceed $65,000).

                               o    Up to $80,000 to provide 10 trainings (two in each of the EEC regions) for
                                    providers that are eligible (EEC will provide a list) for FY2011 QRIS grants
                                    focused on best practices for advancing to the next level(s) on the QRIS (March
                                                                     6
    Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                    2011).

                               o    At least $1,300,000 shall be allocated to provide grants to programs to advance
                                    their program’s level of quality, according to the QRIS standards and measures
                                    (May 2011-August 2011).

                          EEC may have the opportunity to increase the funding available through this initiative.
                          If additional funds were to become available during the grant duration period, EEC
                          reserves the right to increase the maximum obligation to some or all grants executed
                          as a result of this RFP or to execute grants with vendors not funded in the initial
                          selection process, subject to available funding, satisfactory contract performance and
                          service or commodity need.

Required Services         EEC proposes to fund one vendor to implement a three part model.

                          Applicants must provide the following services with this funding:

                          1. Programmatically and fiscally monitor a random sample of at least 15% (100) of
                             FY2010 QRIS Program Quality Improvement Grantees to ensure funding was
                             allocated as described by grantees.

                                   Please see Appendix D for EEC guidance regarding fiscal and programmatic
                                    monitoring of programs.

                          EEC will forward the selected vendor a list of programs that are eligible to participate
                          in both the training and grant funding opportunity in March 2011.

                          2. Provide a minimum of 10 trainings (two in each of the EEC regions) for providers
                             that are eligible for QRIS grants focused on strategic planning to advance to the
                             next level(s) on QRIS.

                                   In approximately March-April 2011, the selected vendor must hold at least two
                                    trainings in each of EEC’s five regions (Western MA, Central MA, Northeast
                                    MA, Southeast MA and Cape Cod and Islands, and Metro Boston), for a
                                    minimum of 10 trainings total, offered to all programs that EEC indicates are
                                    qualified programs (as well as additional interested programs if the capacity
                                    exists). Programs would be required to have one representative (the same
                                    representative) attend the two training sessions to be eligible for FY2011 QRIS
                                    grant funding.

                                   The two trainings should offer insight and best practices for advancing a
                                    program’s quality on the QRIS system and offer an opportunity for reflective
                                    practice and for participating programs to have time to engage in planning
                                    between sessions. The trainings should also cover how the program will
                                    address QRIS standards that the program does not currently meet and does
                                    not plan to use grant funding to meet, in order to continually engage in the

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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                planning process for program improvement in order to reach the next QRIS
                                quality level within 18 months of receiving grant funding.

                               The trainings must be offered in multiple languages or offer translation, as
                                needed.

                               Trainings must meet the needs of early education and care and after school
                                time staff (after 6:30pm on weeknights and weekend training). The selected
                                vendor may propose to hold more than the ten required trainings in order to
                                offer additional content to programs or to meet the scheduling needs of the
                                subgroups of participant types (family child care educators, after school time
                                staff, etc.).

                               Participating Family Child Care Educators and other providers that are affiliates
                                of a Family Child Care Systems or other types of Lead Agencies must attend the
                                training sessions with the System representative.

                      3. Develop a RFP process, award grant funding, and provide on-going technical
                         assistance to early education and care programs that receive the grant funding.

                               The selected vendor must have an established, but flexible, documented
                                process for awarding grant funds to eligible programs within the mixed
                                delivery system statewide (center based providers, Head Start providers,
                                family child care providers affiliated with a System and independent family
                                child care providers; profit and non-profit), including:
                                    o A Request for Proposals (RFP), and other templates that indicate the
                                         programs’ plans to advance their quality on the QRIS based on the
                                         revised standards (before launching the grant, the selected vendor will
                                         need approval from EEC on the RFP language and requirements as well
                                         as related templates).
                                    o A documented proposal review and selection process.
                                    o Grant reviewers should receive training and have expertise in
                                         Massachusetts’ QRIS system and this grant initiative to ensure
                                         consistency in grant scoring and expertise in content knowledge.
                                    o An adjustment process that allows grantees flexibility to shift funds
                                         between line items from their approved budget in cases where they
                                         cannot spend the funding in that line item as it was approved. All
                                         budget adjustments must be approved by the selected vendor and
                                         must represent eligible purchases. Grant awards may not be increased
                                         once awarded to programs, this adjustment process is only a means of
                                         shifting funds between line items in limited cases where a grantee
                                         cannot spend funds as proposed (e.g. an item was purchased at a
                                         lower cost that the grantee estimated and the grantee would like to
                                         reallocate the remainder of those funds to another approved QRIS
                                         related purchase to advance their program quality). For additional
                                         guidance and requirements, see Appendix B.
                                    o Offer at least 5 Bidder’s Conferences (one in each EEC region) to
                                                            8
Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                          provide an overview of the grant requirements and to answer
                                          potential grantees’ questions (which must be formally documented,
                                          and distributed/posted with the required Questions and Answers
                                          document). The conferences must be held in a timely fashion to
                                          ensure interested applicants have an acceptable amount of time to
                                          apply for the grant.
                                     o    The selected vendor must provide an opportunity, via the RFP, for
                                          interested parties to submit questions electronically and the vendor
                                          must post answers on-line to all questions by the date provided in the
                                          RFP. All questions asked and answers given at the Bidder’s
                                          Conferences must also be captured and posted on-line.
                                     o    The vendor must provide a list of approved vendors for grantees to use
                                          when purchasing materials. The Massachusetts Statewide Vendor List
                                          must be used as the basis of this list, but the vendor may select
                                          additional vendors that they have experience with and feel provide a
                                          quality product, at a competitive price, that may not be found on the
                                          Massachusetts Statewide Vendor list (found at http://www.comm-
                                          pass.com/)
                                     o    Provide contact information to all grantees and respond to all on-going
                                          technical assistance needs of selected grantees through the life of the
                                          grant (answer on-going questions in a timely manner, provide
                                          resources, etc.)
                                     o    Have a documented plan for return and reallocation of funds and/or
                                          equipment purchased with grant funds if a selected grantee cannot
                                          fully spend the allocated funds or decides not to participate in the
                                          grant after receiving funding. (Please note: EEC has a mandatory
                                          process that will be shared with the selected vendor for returning all
                                          unspent funds).

                               Have expertise regarding program improvement project management (e.g.
                                awareness of the costs of projects, equipment, etc.; access to experienced
                                advisors as needed).


                      Information Regarding Program Level Grants to be Administered by Selected Vendor:

                      The Request for Proposal (RFP) or funding process that will be administered by the
                      selected vendor to provide program level grants must include the following eligibility
                      requirements and/or information:

                      Program Eligibility
                      EEC will provide the selected vendor of this ARRA funding with a list of qualified grant
                      applicants. It is likely that the number of qualified applicants and their funding requests
                      for these funds may exceed the allocation of available funds which would require the
                      selected vendor to provide EEC with a process for grantee selection.



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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                 EEC will ensure eligibility of programs by the following guidelines:
                                     1. The program submitting an FY2011 self assessment for an EEC rating, by the
                                         deadline that will be prescribed.
                                     2. The programs, across the mixed delivery system5, must be serving at least one
                                         child receiving financial assistance6 on December 1, 2010; programs must be at
                                         a QRIS level 1, 2 or 3 (as assigned by EEC) to be eligible to apply.
                                  or
                                                The program is non-licensable or is an EEC license-exempt program that meets
                                                EEC licensing requirements, submits an Acknowledgment of Meeting EEC
                                                Licensing Standards, which attests to meeting those requirements, and agrees
                                                to a future EEC licensing visit. Programs must be serving at least one child
                                                receiving financial assistance on December 1, 2010; programs must be at a
                                                QRIS level 1, 2 or 3 (as assigned by EEC) to be eligible to apply.

                                        3. Programs that received a FY2010 QRIS Program Quality Improvement Grant
                                           are only eligible for this funding in FY2011 if they are submitting a self
                                           assessment that indicates that they have advanced from their FY2010 self
                                           assessed level to the next level on the QRIS.

                                 The selected vendor will be responsible for ensuring that:
                                    1. Programs that are eligible for FY2011 QRIS Program Quality Improvement
                                         grant funding attend and complete two (minimum) training sessions focused
                                         on improving their quality according to the QRIS standards/measures.

                                 Allocation of Funding
                                 It is likely that the number of qualified applicants (EEC will provide a list to the selected
                                 vendor) and their funding requests may exceed the allocation of available funds which
                                 will require the selected vendor to provide EEC with a process for grantee selection.

                                 The selected vendor must:
                                      Allocate at least $1,300,000 (or more) to program level grants.
                                      Provide EEC with a documented process by which the vendor proposes to
                                         allocate funding (e.g. competitive scoring process, first come first serve within
                                         allocations for program type and region, etc.).
                                      Ensure funding is allocated in a manner which ensures diversity in terms of
                                         geographic and program/educator type representation (as represented in the

5
 The mixed delivery system includes center-based programs, Head Start, independent and system-affiliated family child care providers, public and private school preschool programs, and out-
of-school time programs.
6
    For the purposes of this funding, financial assistance is defined as:
          a.     Children accessing care through EEC contracts or vouchers;
          b.     Children funded with Head Start dollars;
          c.     Privately subsidized children from families meeting EEC income eligibility criteria (i.e., total household income at or below 85% of the state median income) with supporting
                 documentation from program; and
          d.     Children attending preschool programs operated by public schools that:
                                1. Have a high proportion of preschool children qualifying for free/reduced lunch;
                                2. Are at risk of or have been determined to be under-performing in accordance with sections 1J and 1K of Chapter 69 of the Massachusetts General Laws; and/or
                                3. Have been placed in the accountability status of identified for improvement, corrective action, or restructuring pursuant to Massachusetts Department of
                                Secondary and Elementary school regulations, or which have been designated Commonwealth priority schools or Commonwealth Pilot Schools pursuant to said
                                regulations.



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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                QRIS Standard type: Family Child Care, After School and Out of School Time
                                (ASOST), and Center/School Based) to the extent possible based on
                                applications received.
                               In the case that the initial applicants that EEC provides as eligible applicants to
                                the selected vendor do not fully expend the grant funding, EEC reserves the
                                right to provide the selected vendor with additional programs that would be
                                eligible to apply for this grant funding.

                      Funding Levels and Requirements
                      At least $1,300,000 of funding is available for program level grants. EEC anticipates the
                      ability to fund between 130-400 programs with these funds (dependent on the amount
                      of funding requested per applicant).

                      Programs/educators may only submit ONE application for this funding and may not
                      apply as both an individual program and as an affiliate of a Lead Agency; programs that
                      submit more than one application may be disqualified for this funding.

                      Individual Program Grants:
                           Educators/programs are eligible for individual grants up to $10,000 each.
                                   o Programs may choose to submit an individual application, even if
                                      programs are affiliated with a Lead Agency, Public School District or
                                      Family Child Care System. If the educator/program chooses not to have
                                      the overarching agency or system apply on its behalf, the
                                      educator/program will be considered as an individual applicant and the
                                      affiliate agency/system shall not also apply on their behalf.

                      Lead Agency7 Grants:
                          Lead Agencies, Public School Districts or Family Child Care Systems may apply
                             on behalf of their affiliate programs for up to $10,000 per site, with a
                             maximum grant of no more than $100,000 per umbrella agency (administrative
                             costs not to exceed 5%). Lead agencies are responsible for communicating and
                             jointly planning with their affiliate programs to ensure they are involved and
                             aware of every component of the self assessment and grant process.

                      Grants will be site specific (not classroom specific) based on the program types
                      provided in the QRIS Standard, which include:
                                   1. Center/School Based Programs;
                                        After School and Out of School Time Programs located in a school
                                            should use the template for After School and Out of School Time
                                            Programs.
                                   2. Family Child Care Programs; and

7
 For the purposes of the FY2011/12 QRIS Program Quality Improvement Grant Request for Proposal, “Lead
Agency,” in addition to Public School Districts and Family Child Care Systems, is intended to refer to an established
public or private corporate entity with demonstrated experience providing administration and management of
grants for more than one early education and care or after school program which the entity owns or is affiliated
with.
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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                     3. After School and Out of School Time Programs

                      Each program type that falls within the same site should fill out one application and
                      will be considered as an individual application; for example, if an After School and Out
                      of School Time Program is located at the same site as a Center/School Based Program,
                      each program type should fill out a separate application and will be considered for
                      funding separately.

                      The maximum funding amount is $10,000/program. It is not anticipated that all
                      grantees will require the maximum funding amount in order to advance their quality
                      on the QRIS. Programs should submit requests for funding up to $10,000 but may
                      submit requests for a lesser amount.

                      Fund Use
                      Acceptable use of grant funds should be clearly delineated in the RFP for
                      educators/programs. Grant funds may be used only by eligible programs to purchase
                      materials/services focused on advancing their quality levels on the Quality Rating and
                      Improvement System.

                      Fund use for this initiative must be directly aligned with the applicable QRIS Standard
                      to purchase resources that will allow an educator/program to advance on the QRIS
                      system. All funds from this grant must be expended, and products/services received
                      by grantees, between May 2011 and August, 2011 (unless otherwise approved by
                      EEC). Programs must have a plan to begin spending these grant funds in May 2011, or
                      upon receipt of the funds.

                      All products and services purchased with these grant funds must be purchased from
                      the approved vendors list that grantees will be provided by the selected vendor of this
                      initiative.

                       Eligible Purchases: ALL purchases made with these grant funds MUST be linked to
                      meeting a QRIS standard and advancing on the QRIS system. Grant funds may be used
                      to pay for the following:

                                    Training or professional development for educators and/or
                                     parents/families that occurs before July 31, 2011 (e.g., formal professional
                                     development in the curriculum and use of the MA Guidelines for Preschool
                                     Learning Standards and the Infant /Toddler Learning Guidelines,
                                     incorporating the Division for Early Childhood of the Council for
                                     Exceptional Children Recommended Practices into a program plan to
                                     better support children with disabilities, diversity training for staff, etc.)
                                    Travel expenses (in state travel only)
                                    Compensation for substitute staff to allow the program’s staff/educators
                                     planning time to:
                                         o build collaborative agreements with organizations providing
                                         screenings, supports for children with disabilities, or other
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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                          organizations that enrich the children and parents’ learning
                                          opportunities
                                          o engage more deeply with health consultants
                                          o develop policies, processes, or plans named in the QRIS standards
                                    Costs associated with Certified Playground Inspection
                                    Accreditation facilitation support or accreditation fees
                                    Materials that support QRIS progress:
                                          o Materials for staff or parent resource centers
                                          o Non-consumable/durable goods for interest areas in order to offer
                                              a variety of age appropriate materials and equipment available and
                                              accessible to all children
                                          o Portable sink with running water for hand washing
                                          o Materials from the Checklist in Early Childhood Program Standards
                                              for 3 and 4 year olds -- please note, purchases that are on this list
                                              but are considered “ineligible purchases” as noted below (e.g.
                                              computers) may not be made with this grant funding. (The
                                              checklist can be found on page 57 at this link:
                                              http://www.mass.gov/Eeoe/docs/EEC/research_planning/earlychil
                                              dcur_assess/ta_earlychildprogstan.pdf)
                                          o Materials to better reflect the language and culture of the children
                                              in the classroom
                                    Purchase of screening or assessment tools
                                    Annual financial review conducted by a certified public accountant
                                     (financial reviews should be specifically targeted to the early education and
                                     care and out-of-school time programs)
                                    Translation of materials and resources into parents’ primary or preferred
                                     languages
                                    Consultant regarding environmental design of space to meet requirements
                                     in the “Environment” section of the QRIS (e.g., to facilitate and support
                                     children’s independence in the development of self-care skills; ensure
                                     space accommodates individual, small group and large group work and the
                                     necessary adaptations for all children present, etc.)
                                    Application/renewal costs for Child Development Associate (CDA)
                                     credential
                                    Annual consultations by a Health Consultant to monitor records, update
                                     health care policies and practices, identify program issues, assist programs
                                     in complying with health and safety requirements and provide a written
                                     report to the program
                                    Administrative costs (not to exceed 5% of any total program level grant
                                     award or any subcontract)
                                    Technology/Electronic equipment directly related to meeting a QRIS
                                     standard (e.g. software, cameras, game consoles that offer opportunities
                                     for exercise)




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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113




                         Ineligible Purchases: Grant funds shall not be used by educators/programs to pay for
                         the following8:
                               Computers and other hardware
                               Goods and/or services that are delivered after August 1, 2011
                               Out of state travel
                               If an educator/program receives other EEC grant funds, these grant funds shall
                                  not be use to purchase duplicative goods or services
                               Consumables for the learning environment (e.g. craft supplies)
                               Stipends or bonuses for program staff (all staffing costs must be directly
                                  related to working additional hours to support the advancement of the
                                  program’s quality as it relates to QRIS)
                               Purchase of any one time activity that does not support sustaining quality in a
                                  program in the long term (e.g. DJ services)

                         Reporting Requirements 9
                                 Grantees will be required to complete an Outcomes and Measures Form,
                                    documenting the improvements they made with this grant funding and
                                    their updated self-assessed level on the QRIS, by July 31, 2011. The
                                    selected vendor must collect these Forms and submit a summary of all
                                    data received to EEC in an electronic format (Excel, etc.).

                                         Grantees will be required to complete and submit a QRIS Final Financial
                                          Form by July 31, 2011, which will outline how their grant funds were spent.
                                          The selected vendor must collect these Forms and submit a summary of all
                                          data received to EEC in an electronic format (Excel, etc.).




         8
              no items may be purchases if it exceeds the contractor's/grantee's capital asset threshold

         9
           Grantees, along with FY2011 QRIS participants, will be asked to participate in a voluntary evaluation of their perceptions of the
          QRIS grant process for FY2011 to help inform the next iterations of the QRIS in Massachusetts.


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    Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113




Fund Use                  Funds must be used to support the grant requirements, goals and priorities. EEC has
                          allocated up to $1,500,000 for this initiative, of those funds:

                               o    Up to $55,000 may be allocated to programmatically and fiscally monitor a
                                    random sample of at least 15% (100) of the FY2010 QRIS Program Quality
                                    Improvement Grantees (September – December, 2010).

                               o    Up to $65,000 (or 5% administrative cap on total amount of grants awarded to
                                    programs) may be allocated to administer a grant process to include
                                    development of a Request for Proposal (RFP) process with communication and
                                    approval from EEC, a documented review process, bidder’s conferences and
                                    on-going technical assistance to grantees for the duration of the grant period
                                    (September, 2010-September, 2011).

                               o    Up to $80,000 may be allocated to provide 10 trainings (two in each of the EEC
                                    regions) for providers that are eligible (EEC will provide a list) for FY2011 QRIS
                                    grants focused on strategic planning to advance to the next level(s) on QRIS
                                    (March-April, 2011).

                               o    At least $1,300,000 shall be allocated to provide grants to eligible programs to
                                    advance their program’s level of quality, according to the QRIS standards and
                                    measures (May, 2011-August, 2011).

                          Funds for this initiative shall be spent on:
                              Staff planning time directly related to preparing training sessions, monitoring
                                 visits and grant planning
                              Staff compensation related to providing or coordinating trainings and
                                 monitoring visits
                              Training materials
                              Translation of Training Materials
                              Translator for Trainings
                              In-state travel
                              Space and equipment rental for trainings
                              Costs associated with the delivery of the required services, including staffing
                                 and instructional supplies
                              Program level grants to early education and care providers
                              Telephone and utilities
                              Other reasonable expenditures as needed and as approved by EEC.

                          Grant funds shall not be used by the selected vendor to pay for the following:
                              Equipment purchase, rental, or repair
                              Depreciation of equipment
                              Expenses charged to other ARRA or EEC funded activities
                              Conference fees
                              Out-of-state travel

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   Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                  Computers, hardware or software for selected vendor or for program
                                   administrative purposes
                                  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 C).
                             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.

Outcomes and             The selected vendor(s) will be required to submit a quarterly Outcomes and Measures
Measures                 report on grant fund use and outcomes on an EEC prescribed format along 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 as well as aggregated
                         programmatic data will be required. The following data measures will be collected
                         from the selected vendor(s) (please note, these are subject to change):

                              1. Number of trainings offered including number and identity of educators that
                                 attended each training.
                                     a. Number of providers (programs) that participated in these professional
                                        development opportunities by QRIS program type; i.e. center/school
                                        based, family child care and after school programs

                              2. Number of programs monitored and outcome of monitoring.

                              3. Number of grant requests received through the RFP process (by program type,
                                 EEC region etc.).

                              4. Number of grantees selected (by program type, EEC region etc.) and list of
                                 those not selected.

                              5. Identification of amount of grant money awarded to selected programs.

                              6. Summary of proposed use of grant funds by each selected program and actual

                                                                    16
    Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                    use of funds.

                               7. Number of educators and providers who received technical assistance
                                  following grant award.

                               8. Report summarizing participating programs’ evaluations of each training.

                               9. Report summarizing participating program’s evaluations of the technical
                                  assistance received and grants distribution/funding process.

                          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.

Delivery                  The selected vendor will receive payment in three installments* on the following
Requirements and          approximate dates:
Payments                       o    September 2010: up to $55,000 to support the administration of
                                    programmatic and fiscal monitoring of a random sample of at least 15% (100)
                                    of FY2010 QRIS Program Quality Improvement grantees.

                               o    January 2011: up to $145,000 to provide a minimum of 10 trainings (two in
                                    each of the EEC regions) for providers (EEC will provide list) interested in
                                    learning about advancing to the next level on QRIS and to support the
                                    administration of a grant process to provide grants and on-going technical
                                    assistance to grantees for the duration of the grant period; and

                               o    April 2011: at least $1,300,000 to provide grants to programs to advance their
                                    program’s level of quality, according to the QRIS standards and measures.

                          *If the selected vendor anticipates meeting the above deliverables ahead of the
                          suggested timeline, the approximate payment dates may be flexible to accommodate
                          the proposal’s actual timeline.
Project Duration          September 1, 2010 - September 30, 2011
Required Forms to         Applicants must complete and submit one original and three copies of the following
be Submitted              required forms with their RFP response:

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    Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                              Part I: Procurement Information (pages 1 and 2 of this RFP document)
                              Part II: Budget Detail Form (please fill out these forms electronically, in order to
                               maintain the formulas in the excel document, and then print the documents for
                               submission with your application)
                                         o FY2011 Budget Detail (outlining funds to be spent July 1, 2010 – June
                                            30, 2011) (this is a separate excel attachment with RFP posting)
                                         o FY2012 Budget Detail (outlining funds to be spent July 1, 2011 –
                                            September 1, 2011) (this is a separate excel attachment with RFP posting)
                              Part III: Two Budget Narrative Forms
                                         o FY2011 Budget Narrative (providing details regarding funds to be
                                            spent July 1, 2010 – June 30, 2011)
                                         o FY2012 Budget Narrative (providing details regarding funds to be spent
                                            July 1, 2011 – September 1, 2011)
                              Part IV: Required Responses from Applicants (limit 20 pages single spaced)
                              Part V: Confirmation of Receipt/Review of ARRA Performance Reporting
                               Requirements Form

                          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
                          Commonwealth of MA)
                           A signed Commonwealth Terms and Conditions form
                           Request for Taxpayer Identification Number and Certification W-9 complete with
                              DUNS #
                           Contractor Authorized Signatory Listing
                           Authorization for Electronic Funds Payment (EFT) Form
                           Executive Order 504 Contractor Certification Form

                          EEC reserves the right to discard any incomplete proposal submissions.

                          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 the signed Standard Contract form to EEC will be
                          explained when you receive the form.

Additional                Timeline:
Information                      Grant Logistics
                              RFP Release/Posting: July 16, 2010
                              Intent to bid email to procure@massmail.state.ma.us by August 6, 2010 (In
                                 the intent to bid email please state the following: The name of the intended
                                 applicant, i.e. lead agency name, and “Intent to Bid: FY2011 QRIS” in the
                                 subject line of the email).
                              Submission of Written Inquiries: by 4pm on July 23, 2010
                                 o Applicants must submit written inquiries to
                                     procure@massmail.state.ma.us with “Question(s): FY2011 QRIS” in the
                                     subject line.
                              Response to Written Inquiries Posted: July 30, 2010 (Estimated)

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    Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                   Submission Deadline: August 20, 2010, 4pm
                                   Bidders are Notified of Awards: August 27, 2010 (Estimated)
                                   Grant Start Date: September 1, 2010 (Estimated)

                                    Grant Activities
                                   July -December 2010: Verification of QRIS program ratings for FY2010 Pilot
                                    occur; EEC staff provide external review for applicable programs:
                                   December 2010: FY2010 QRIS Pilot participants receive QRIS rating from EEC

                                   September-December 2010: Vendor monitors FY2010 QRIS grantees (to inform
                                    FY2011 RFP):
                                   January 2011: EEC Releases FY2011 QRIS (self assessment, based on the
                                    revised QRIS standards,) to all Early Education and Care and After School Time
                                    Programs
                                   February 2011: Programs Interested in Grant Funding Submit Self-Assessment
                                    to EEC
                                   March 2011: EEC rates FY2011 programs interested in FY2011 QRIS grants/
                                    programs requiring an external review receive visit from EEC
                                   March 2011: EEC Provides List of Providers Eligible for Grant to Selected
                                    Vendor
                                   March 2011: Vendor puts out the RFP (informed by new standards/monitoring)
                                   March-April 2011: Vendor Training Sessions for Programs that Submitted a Self
                                    Assessment to EEC (2 per region/10 minimum)
                                   March 2011: Vendor Holds 5 Bidder’s Conferences
                                   Mid-April 2011: FY2011 QRIS grants due (give programs 6 weeks)
                                   Late April 2011: Vendor Selects and Funds Grantees
                                   May - August 2011: FY2011 QRIS Grantees Spend Funds
                                   August 2011: Grantees Report on Progress (Reporting Requirements)

                          EEC reserves the right to adjust the timeframe above. It is the responsibility of the
                          applicant to keep up to date on changes to this RFP by checking the RFP posting.
Required Notices               ARRA Performance and Reporting Requirements Form
for Review                     ARRA Job Quest Job Posting Flyer
                               ARRA Section 1553 Whistleblower Flyer




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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                                     Part II: Budget Detail

Please review and complete two (2) “Budget Detail” worksheets. Please fill out these forms
electronically, in order to maintain the formulas in the excel document, and then print the documents
for submission with your application. The Budget Detail form is an excel document attached to this web
posting. All applicants must submit one budget outlining their proposed allocation of funds for FY2011
(September 1, 2010 – June 30, 2011) and one to cover FY2012 (July 1, 2011 – September 1, 2011)
portion of this grant funding since the grant duration crosses fiscal years.



                                                  Part III: Budget Narrative

Please complete two (2) “Budget Narrative” worksheets. All applicants must submit one budget
narrative describing their proposed allocation of funds for FY2011 (September 1, 2010 – June 30, 2011)
and one to cover FY2012 (July 1, 2011 – September 1, 2011) portion of this grant funding since the grant
duration crosses fiscal years. The two required “Budget Narrative” documents can be found on the
following two pages of this RFP.




                                                                 20
Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                          Part III – Budget Narrative (FY2011)
                                          September 1, 2010 – June 30, 2011
                                 Please use this form to provide the Budget Narrative.

The required Budget Narrative should include detailed information about the proposed allocation of
funds outlined in the “Part II: Budget Detail”; the Budget Narrative should match the Budget Detail
document.

         Applicants must submit a Part III: Budget Narrative which clearly describes costs budgeted in
          each category.
         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:



Line 7 – Travel:




Line 8 – Other:




Line 9 – Indirect Costs:



Line 10 – Equipment


                                                                 21
Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                          Part III – Budget Narrative (FY2012)
                                           July 1, 2011 – September 1, 2011
                                 Please use this form to provide the Budget Narrative.

The required Budget Narrative should include detailed information about the proposed allocation of
funds outlined in the “Part II: Budget Detail”; the Budget Narrative should match the Budget Detail
document.

         Applicants must submit a Part III: Budget Narrative which clearly describes costs budgeted in
          each category.
         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:



Line 7 – Travel:



Line 8 – Other:



Line 9 – Indirect Costs:



Line 10 – Equipment:


                                                                 22
Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                    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 the thoroughness of responses. The maximum
number of points available is 100. Please include the question number and then the response. Please
limit your responses to Part IV to 20 pages single spaced.

Applicant Name: (please include applicant name as a header on the top of each page of your
proposal).

     Vendor Experience - 20 points (5 points each)

1. Describe your experience:
   a. programmatically and fiscally monitoring grantees or other related parties;

     b. administering a grants process (i.e. development of a Request for Proposals(RFP) process,
        conducting and documenting a review process, holding bidder’s conferences and providing on-
        going technical assistance); Within your response, please include the following:
        o approximate dates that your agency administered grants
        o the number of grantees awarded funds
        o the number of grantees that requested funding
        o the process used to select grantees
        o amount of funding grantees each received
        o total amount of funding that the agency has previously administered

     c. implementing professional development opportunities/trainings regarding the Quality Rating
        and Improvement System or relevant topics regarding advancing the quality of early education
        and care and after school programs; and

     d. distributing grants to programs across the mixed delivery system to make appropriate quality
        improvements.

Staffing - 5 points
2. Describe the qualifications and experience for each staff/trainer/monitor/grant reviewer/
   administrator that will have a role in implementing your proposed model and their intended role.
   Please include whether the staff/trainers speak languages other than English and if they have the
   capacity to train English language learners (ELLs).


Model for Implementation of Training - 20 points (4 points each)
3. Describe your proposed model for implementation for providing professional development/training
   (please note that a minimum of two connected trainings must be offered in each of EEC’s five
   regions: Western MA, Central MA, Northeast MA, Southeast MA and Cape Cod and Islands, and
   Metro Boston) and include in your response:
                                                                 23
Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



          a) The topics that will be covered in each of the trainings you propose to provide (e.g. session
             one, session two, etc);
          b) Number of trainings that will be offered in each of EEC’s five regions and the number of
             hours proposed for each training; if you choose to offer a disproportionate amount of
             trainings in each region, please explain why (e.g., 4 trainings in Western MA and 2 in Metro
             Boston etc.)
          c) Total number of early education and care educators and related professionals that will be
             able to be trained in each region;
          d) Confirm that all training times will meet the needs of early education and care (including
             family child care educators) and after school programs family child care educators (please
             note: these educators are most often available on weekends and after 6:30pm on
             weeknights) ;
          e) How you will you:
               o    conduct outreach to the programs to notify them of their eligibility to attend training
                    (please note: all programs should be clearly told by the selected vendor that they are
                    only eligible to receive a grant if they attend the two trainings offered).
               o    conduct outreach to include programs with educators that do not speak English;
               o    meet the needs of training, monitoring and proving grants to participants that do not
                    speak English; and
               o    assess the need for translated materials and translators.


Model for Developing a RFP Process, Awarding Grant Funding and Providing On-Going Technical
Assistance - 27.5 points (2.5 points each)
Describe your proposed model for implementation of the following:
RFP Process and Awarding Grant Funding
4. Describe your proposed model for implementation of program level grant administration, and
   include in your response:
          a) The method by which you propose to alert programs to the funding opportunity (email,
             mail, during trainings, etc.);
          b) Assuming that the eligible list of grantees that EEC provides cannot all be funded due to the
             limitation of allotted funds, how would you propose to select grantees? (E.g. competitive
             scoring process, first come first serve within allocations for program type and region, etc.).
             Please include comprehensive details regarding the proposed process (e.g. if a competitive
             process, please indicate how grant reviewers would be selected and trained, scoring matrix
             considerations, etc.);


                                                                 24
Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



          c) In addition to the development of the Request for Proposal (RFP) document, what other
             templates do you propose to require from grant applicants in order to understand how they
             will use funds to advance on the QRIS quality levels;
          d) How do you propose to allocate funding to ensure diversity in terms of geographic and
             program/educator type representation (as represented in the QRIS Standard type: Family
             Child Care, After School and Out of School Time (ASOST), and Center/School Based) to the
             extent possible based on applications received;
          e) Please confirm that you will provide an approved vendor list to grantees, based on the
             Massachusetts Statewide Vendor list, for eligible purchases; (the list should be a document
             which provides the name of vendors, the relevant items they supply, and contact
             information for all approved vendors and shall not require the grantee to search for such
             information.); if you propose to add additional vendors to the list, please indicate the name
             of the proposed vendor, and how the proposed vendors were selected for inclusion on the
             list (e.g. past experience, etc.);
          f)   Describe how you will ensure programs receiving grants will have spent all funds and
               received all services related to this grant funding by August 1, 2011;
          g) Please describe your proposed budget adjustment process that allows grantees flexibility to
             shift funds between line items from their approved budget in cases where they cannot
             spend the funding in that line item as it was approved. All budget adjustments must be
             approved by the selected vendor and must represent eligible purchases. (All budget
             adjustments must be approved by the selected vendor and must represent eligible
             purchases) ; and
          h) Please describe how you will reallocate funds to another provider if a grantee must return
             funds due to the program closing or no longer willing to participate in the grant (e.g. keep a
             prioritized list of providers that were interested in grant funding, but did not receive the
             funds, etc).
          i)   Please confirm you will offer at least 5 Bidder’s Conferences (one in each EEC region) to
               provide an overview of the grant requirements and to answer potential grantee’s questions
               (which must be formally documented, and distributed/posted with the required Questions
               and Answers document). The conferences must be held in a timely fashion to ensure
               interested applicants have an acceptable amount of time to apply for the grant.
          j)   As EEC may have the opportunity to increase the funding available through this initiative, if
               additional funds were to become available during the grant duration period, EEC is
               interested in learning more about the capacity of the applicant vendors to accommodate
               such an increase. Please indicate your agency’s ability to provide additional training and
               grants to additional grantees (in line with those outlined in this RFP) if additional funding
               were to become available.


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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



          k) Describe the method by which you propose to provide on-going technical assistance to
             programs that are receiving grant funds (though the end of the grant period) and how
             programs will be able to contact your agency with questions to receive timely resources and
             feedback.


Monitoring FY2010 - 12.5 points
5.
       a. Please confirm that you will programmatically and fiscally monitor a random sample of at
           least 15% (100) of the FY2010 QRIS Program Quality Improvement Grantees (2 points).
       b. Based on the guidance provided in Appendix D, please indicate the process by which you will
           select programs to be monitored and how and when you will submit the monitoring results
           to EEC (2.5 points).
       c. Please attach the monitoring tool(s) that you propose to use to implement these monitoring
           visits. (8 points)



Reporting and Evaluation - 5 points (2.5 points each)
6.
     a. Please confirm that you will provide EEC with quarterly updates, as outlined in the Outcomes and
     Measure section of this RFP document

     b. Please confirm that you will provide EEC with a summary of grantees’ Outcomes and Measures
     and final grant reporting by September 15, 2011 (should we do this – if they do it, should we ask
     that they develop the form?).


Budget – 10 points (2.5 points each)
7. EEC is seeking a vendor to provide the services as outlined is this RFP and will accept proposals up
   to, and not to exceed, the amount of $1,500,000. Please see Part II – Budget Detail and Part III
   Budget Narrative as well as Appendix A for submitting budget information. EEC will score the
   budget based on the following:
     a) Budget Detail and Budget Narrative add up correctly, do not exceed $1,500,000 and match one
        another (Budget Narrative should explain the items entered into the Budget Detail);
     b) Budget forms clearly articulate how grant funds will be allocated;
     c) The funds allocated to the Administration of the Grants does not exceed more than 5% of the
        grant total;
     d) The vendor allocated:
        o Up to $55,000 to programmatically and fiscally monitor a random sample of at least 15%
            (100) of the FY2010 QRIS Program Quality Improvement Grantees;
        o Up to $65,000 (or 5% administrative cap on total program level grant awards) to administer
            a FY2011 grants process;

                                                                 26
Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



          o    Up to $80,000 to provide 10 trainings (two in each of the EEC regions) for providers that are
               eligible (EEC will provide a list) for FY2011 QRIS grants focused on strategic planning to
               advance to the next level(s) on QRIS; and
          o    At least $1,300,000 shall be allocated to provide grants to programs to advance their
               program’s level of quality, according to the QRIS standards and measures.




                                                                 27
Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



      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




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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                Appendix A: Budget Section Information
For the budget section of the application, applicants must fill out and return:


Part II – Budget Detail (This RFP requires the submission of two (2) “Budget Detail” worksheets. The
Budget Detail form is an excel document attached to this web posting. All applicants must submit one
budget outlining their proposed allocation of funds for FY2011 (September 1, 2010 – June 30, 2011) and
one to cover FY2012 (July 1, 2011 – August 1, 2011) portion of this grant funding since the grant
duration crosses fiscal years.)

Part II – Budget Detail pages includes:
     The budget detail form
     Instructions and definitions on how to fill out the form
     Instructions and relevant law regarding Mass Teachers’ Retirement System (MTRS)

Part II – Budget Narrative is a one page document that must:
      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 in the RFP


Part III: Budget Narrative (This RFP requires the submission of two (2) “Budget Narrative” worksheets.
All applicants must submit one budget narrative describing their proposed allocation of funds for FY2011
(July 1, 2010 – June 30, 2011) and one to cover FY2012 (July 1, 2011 – August 1, 2011) portion of this
grant funding since the grant duration crosses fiscal years. The two required “Budget Narrative”
documents can be found on the following two pages of this RFP.)


A Note About Mass Teachers’ Retirement System (MTRS):
For some grant applicants, Mass Teachers’ Retirement is not applicable (e.g. if an applicant is not a
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, 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,
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.

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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113




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 costs budgeted and often will
outline parameters around such budgeting in the “Fund Use” section of the RFP.




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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



          Appendix B: 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.

The selected vendor will be paid according to the terms outlined in the “Delivery Requirements and
Payments” section of this RFP, the first grant payment will be released to you automatically, once your
grant has been programmatically approved and then processed by the grants unit. It is the responsibility
of the grantee to request subsequent quarterly payments. To initiate subsequent grant payments, grantees
must submit a Request for Funds Form. Throughout the grant term, grantees must seek EEC’s approval for
any budget changes by filing EEC Amendment Forms. Within sixty (60) days of the termination of a grant, a
grantee must submit an FR1 Final Financial Report and repay the Commonwealth for any unexpended
funds. These forms are available at EEC’s website, www.mass.gov/eec, under the Grants section.

Request for Funds forms must 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
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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



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 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.




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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



          Appendix C: 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 Discretionary 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

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.
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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



4. ARRA funds must be obligated by September 30, 2010 and liquidated by September 30, 2011.
Discretionary 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 Discretionary 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)

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:

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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



          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. 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.


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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



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; and
     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.

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 Discretionary 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

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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



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 fraudnet@nao.rrov; the fax number
is 202-512-3086 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.




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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



  Appendix D: EEC Guidance Regarding Fiscal and Programmatic Monitoring of FY2010 QRIS Program
                                     Improvement Grantees



                                                     SELECTION PROCESS

The selected vendor must programmatically and fiscally monitor a random sample of at least 15% (100)
of FY2010 QRIS Program Quality Improvement Grantees (hereinafter “grantees”) to ensure funding was
utilized in accordance with grantees’ descriptions of fund use.

FY2010 grantees must be randomly selected for monitoring in a manner which ensures diversity in
terms of geographic and program/educator type representation (as represented in the QRIS Standard
type: Family Child Care, After School and Out of School Time (ASOST), and Center/School Based) and
geographic diversity in terms of location of the program (across five regions).



                                                    FISCAL MONITORING

         Ensure compliance with the policy and procedures as documented in the FY2010 QRIS Program
          Quality Improvement Grant RFP (found at:
          http://www.mass.gov/?pageID=eoeterminal&L=5&L0=Home&L1=Early+Education+and+Care&L
          2=Contracts%2c+Grants%2c+%26+Financial+Assistance&L3=Grant+Opportunities&L4=Competiti
          ve+Grant+Opportunities&sid=Eeoe&b=terminalcontent&f=EEC_qris_qris_grant_pilot_qris_grntp
          ilot2&csid=Eeoe)

         Review grant documentation and ensure grantees’ work and purchases were performed on a
          timely basis.

         Ensure grantees’ expenditures are allowable pursuant to the QRIS grant, and within budget for
          the period.

         Review grantees’ invoices for adequate documentation of purchases and/or work performed.

         Ensure all grantees’ personnel involved in financial administration of the QRIS Program are
          familiar with the EEC policy and procedures as documented in the RFP.

         Monitor QRIS grant awards to ensure that costs are appropriate, approved and reflected
          appropriately in the grantees’ accounting systems.

         Maintain a system to identify grantees monitored, dates of monitoring visits, and results of
          monitoring visit.




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Massachusetts Department of Early Education and Care – FY2011/12 QRIS Program Quality Improvement Grant - Fund Code 113



                                             PROGRAMMATIC MONITORING

Introduction to Monitoring / Entrance Interview
    o Explain purpose of visit

     o    Provide program with overview/background of programmatic requirements that will be
          monitored

     o    Assist program in gaining better understanding of programmatic requirements, if necessary

     o    Explain post-visit communication of results


Monitoring Visit
  o Review the approved “Program Improvement Plan” with the program, which outlines how funds
       were to be spent to advance on the QRIS

     o    Program explains their actual implementation of the “Program Improvement Plan”

     o    Vendor verifies purchases in line with the “Program Improvement Plan”

     o    Program produces documentation of practice for review

      (“Program Improvement Plan” template available for review at:
      http://www.mass.gov/?pageID=eoeterminal&L=5&L0=Home&L1=Early+Education+and+Care&L2=C
      ontracts%2c+Grants%2c+%26+Financial+Assistance&L3=Grant+Opportunities&L4=Competitive+Gr
      ant+Opportunities&sid=Eeoe&b=terminalcontent&f=EEC_qris_qris_grant_pilot_qris_grntpilot2&csi
      d=Eeoe)


Exit Interview
    o Identify any problem areas with grantee
     o    Discusses any observational findings with the program
     o    Explains next steps (reporting to EEC)


Reporting Back to EEC
    Provide details of monitoring to EEC for review including:
        o Name of program
        o Program Type
        o Contact at program
        o Findings of monitoring




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