STATE OF MISSOURI DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION Renewal Request Form
Renewal NO. SAC0809YR2 TITLE: School Age Community Program Grant (SAC) (Federal, CCDF program) ISSUE DATE: Wednesday, May 13, 2009 RETURN PROPOSAL NO LATER THAN: 3:00 p.m. Friday, June 12, 2009 (must be in our office, not postmarked) MAILING INSTRUCTIONS: Print or type Renewal Number and Return Due Date on the lower left hand corner of the envelope or package. Delivered sealed proposal must be in the office by the return date and time. RETURN PROPOSAL TO: MAILING ADDRESS (U.S. Mail): SCHOOL AGE COMMUNITY PROGRAM COMMUNITY EDUCATION DEPT OF ELEMENTARY AND SECONDARY ED P.O. BOX 480 JEFFERSON CITY MO 65102-0480 STREET ADDRESS (Courier Service): SCHOOL AGE COMMUNITY PROGRAM COMMUNITY EDUCATION DEPT OF ELEMENTARY AND SECONDARY ED 205 JEFFERSON STREET (5TH FLOOR) JEFFERSON CITY MO 65101 CONTACT PERSON: Kim Wolf PHONE NO.: (573) 522-2627 E-MAIL: kim.wolf@dese.mo.gov
Renewal Period: July 1, 2009 – June 30, 2010
The grantee hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements and specifications contained herein and the Terms and Conditions IFB. The grantee further agrees that the language of this IFB shall govern in the event of a conflict with his/her proposal. The grantee further agrees that upon receipt of an authorized purchase order from the DESE or when this IFB is countersigned by an authorized official of the State of Missouri, a binding contract shall exist between the grantee and the DESE. SIGNATURE REQUIRED
AUTHORIZED SIGNATURE (Superintendent) PRINTED NAME (Include Dr., Mr., Mrs., Ms., or Miss) DISTRICT NAME DISTRICT COUNTY CODE MAILING ADDRESS VENDOR NO. PHONE NO. FAX NO. SITE NAME CITY, STATE, COUNTY, ZIP CONTACT PERSON (If different than Superintendent) E-MAIL ADDRESS (Required) DATE TITLE
NOTICE OF RENEWAL AWARD (STATE USE ONLY)
ACCEPTED BY STATE OF MISSOURI AS FOLLOWS:
TITLE
DATE
Interim Commissioner of Education
Total Amount Awarded:
1
1. RENEWAL GUIDANCE This guidance refers only to any additions and/or changes that have occurred since the awarding of the School Age Community (SAC) award for the 2008-2009 period. It is understood that the applicant has on file a copy of their original Invitation for Bid (IFB) SAC0809 for the 2008-2009 school year. If you do not have copies on file, you may order copies from the office of Community Education; however, there will be an order and printing charge that you will have to pay. All terms and conditions, requirements, and specifications of the original award and any subsequent renewal awards must remain the same and apply during year two of the renewal period. Please refer to your original IFB as your guideline for this renewal. Note that from this point forward, the term “year two” will mean this renewal serves as the second year of the original 08-09 SAC award and the “DESE” is defined as the Missouri Department of Elementary and Secondary Education. 2. GENERAL INFORMATION Introduction: This is the renewal application for the SAC 08-09 grant which was originally awarded in February 2009. This renewal application is for year two of the three year SAC award. Only districts that received the SAC 08-09 grant award may apply for this renewal. The renewal pertains to services provided from July 1, 2009 to June 30, 2010. The renewal shall not bind, nor purport to bind, the DESE for any contractual commitment in excess of the original SAC award period or subsequent renewal awards. 3. GRANT REQUIREMENTS General Requirements: The original SAC award was for the year 2008-2009 with an option for up to two renewal years. This renewal period is for year two (2009-2010) and will run from July 1, 2009-June 30, 2010. Missouri SAC awards cannot exceed three (3) years. Upon receiving the initial award, grants may be renewed in one (1) year increments for a total of two (2) additional years, provided availability of funds and the following criteria and deliverables are met: Demonstration that substantial progress has been made towards meeting the goals and objectives of the program as outlined in the original award. Successful completion of all required forms submitted completely and on time. Updated documentation and plan for sustainability. Evidence of the program‟s licensure status or of the progress in working towards it for new grantees. Evidence of the program‟s accreditation or of the progress in working towards it for returning grantees. The Renewal shall not bind, nor purport to bind, the DESE for any contractual commitment in excess of the original award period. Awards cannot exceed $30,000 per site and $60,000 per district, pending funding availability. Applicants must note that DESE cannot pay out more than what was written in your original SAC 08-09 application pricing page. Please refer to ATTACHMENT TEN in your original IFB.
2
4. PROGRAM REQUIREMENTS The applicant must refer to the SAC IFB 08-09 for Program Requirements in the following areas: Goals and Objectives Facility Hours of Operation Staffing Requirements Licensing and Accreditation Technical Assistance Training Registering in the Personal Achievement Recognition System (PARS) Data Management (Kids Care Center) Advisory Councils Partnerships Sustainability Please refer to your SAC IFB 08-09 for other program requirements. New for the 2009-2010 grant year: All school administrators and/or regular day teachers who are also employed in the Afterschool program and receive Afterschool program salaries from grant money are required to maintain time sheets (i.e. time distribution sheets) as required by Office of Management and Budget (OMB) A-87. These time sheets must indicate the number of hours worked in the Afterschool program for each day separate from the amount of hours worked as school administrator and/or regular day teacher. In addition, the time distribution sheets must be signed by the employee, reviewed and signed by the supervisor, prepared monthly, and reviewed quarterly to ensure the accuracy of the report. Therefore, any employee of the district who is working in the Afterschool program and being paid from two funding streams must complete monthly distribution sheets to support amounts paid. Programs must keep time distribution sheets on file for review by auditors or state level administrators according to record keeping procedures as identified in the grant guidelines. If program staff are just receiving a stipend to only work in the Afterschool program (with no regular school day work), then a contract must be in place for such individuals outlining the payment structure. 5. REPORTING REQUIREMENTS The grantee must submit the reports identified hereinafter to the DESE for review and approval. All forms will be located on the DESE Portal and should be downloaded prior to completion for any updated or revised copies. Report forms as required by the DESE: The District is responsible for the completion of the following reports submitted in their entirety and on time. Failure to complete these reports by their stated completion date could result in the delay of payments or ultimately termination of the grant. (Please refer to your SAC IFB 08-09 for more information pertaining to these forms.) Primary Grant Contact Person – Information Sheet (as needed) Budget Amendment Form (if necessary) Invoice- One form per applicant, per payment period requesting quarterly reimbursement of appropriate and verifiable expenditures due no later than: September 15, December 15,
3
6. FUNDING
March 15 and June 15. These are the four pre-scheduled dates; however, invoices do not have to be submitted for each of these dates Final Program Report Mid-Year Report Program Self-Assessment Tool Kids Care Center Final Expenditure Report (FER) Any other forms and/or materials as required by the DESE.
All funds must be obligated by June 15, 2010. All awards must be expended no later than June 30, 2010. Indirect cost rates for the school must not exceed the certified indirect cost rates as established with the School Finance Section of the Missouri Department of Elementary and Secondary Education. It is important to note that indirect costs are based on your expenditures and not the amount of funds you are requesting. Expenses for Capital Outlay/Equipment cannot be included in indirect costs. For the list of approved rates, please refer to their Web site at http://www.dese.mo.gov/divadm/finance/indirect/. For purposes of this grant, you must use the 2007-2008 Indirect Cost Calculation list (you must refer to the unrestricted rates column). Please note: You do not have to request indirect costs for purposes of this grant. Unless otherwise specified herein, the public education institution shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.
7. ALLOWABLE COSTS These funds can be used in the following categories: Salaries Benefits Travel and Transportation Materials and Supplies Equipment Professional Development Purchased Services Accreditation Fees (up to $500 per grant cycle) Indirect Cost These funds must be: Reasonable and necessary to the grant Tied back to the grant through documentation (i.e. timesheets, purchased orders, paper trail, etc.). Tracked separately (i.e. separate account); Please refer to your SAC 08-09 IFB for more details in each category. 8. UNALLOWABLE COSTS Funding may not be used for any existing expenditures. The grant award cannot supplant existent funding or expenditures and must be used only to expand or enhance programs; Purchase of or improvement of land or property, except for minor remodeling; Snacks or meals for students participating in the program; Construction or permanent improvements, which exceed $5,000; 4
Rent of building or facility; Student and/or child tuition fees; Items not for afterschool programming; and Matching funds for other current state or federal grants.
9. INVOICING AND PAYMENT REQUIREMENTS Invoices can be faxed into our office and are due by the 15th of the month. Payments will be made the following month with the DESE school payment. Any invoices arriving after the due date may be held until the next payment cycle. Any invoice not completed according to specified instructions will be returned and may result in payment not being made until the next payment cycle. 10. OTHER GRANT REQUIREMENTS: Please refer to your SAC IFB 08-09 for more information regarding other grant requirements. The other grant requirements include but not limited to: Business Compliance Authorized Personnel 11. GRANT SUBMISSION INFORMATION When submitting the renewal application, you must include one original renewal application (with the original signature), plus two (2) additional copies. Please indicate between original and copies on the applications. All three copies must be contained within the same envelope. Electronic submission of the renewal through the on-line grant Web site is not available for this renewal. 12. SUBMISSION OF RENEWAL GRANT The following components must be returned in the order as indicated to be considered for this renewal: Application Cover (with required signature): Contact Information: Program Planning: Program Narrative: Budget and Sustainability Information: Budget: Itemize Budget: Budget Narrative: Goals Information: Additional pages (if applicable) Page 1 Page 6 Page 7 Page 7 Page 8 Pages 9 Page 10 Page 11 Pages 12 and 13
5
Contact Information
District Name
“Primary” Contact Person Name
Title
Mailing Address (For Contact Person)
Phone
City, State, and Zip E-mail (For Contact Person)
County
Fax
Name of Primary Kids Care Center Contact
E-mail for Primary Kids Care Center Contact
Superintendent Information:
Superintendent Name Phone Fax
Mailing Address
City, State and Zip
Non-Profit Partner: If applicable, provide the name and address of the outside agency or organization (must be not-for-profit) that administers or
will administer the program. Attach a copy of the Letter of Agreement or contact between the district and the not-for-profit agency if applicable.
Name of Organization/Entity Name of Contact Person
Mailing Address
City, State and Zip
Phone
Fax
E-mail
Site Information: Complete the box for the site that will provide a SAC program.
Site Name
Physical Site Address
City, State and Zip
Site Contact Person
Site Contact Phone
Site Contact E-mail
6
Program Planning A. Site Location: Is the program located on the school site? If no, where: B. Children Served: Total number of children served last grant year (08-09): ______ Grade levels for the 2009-2010 year (please check all that apply) K 1 2 3 4 5 6 7 yes no
8
9
Total number of students to be served for the 2009-2010 year: __________ C. Days of Operation: Which date (month and day) will the program begin and conclude during the regular school year? Begin: _______/_______ Conclude: _______/_______ (month) (day) (month) (day) Will the program provide summer services? D. Hours of Operation: Total # of hours program operates each week:__________ Total # of days program operates each week: __________ E. Licensed/Accreditation: Is the program licensed? yes no. If yes, please attach a copy of your current state license. If no, please describe where you are in the licensing process: Is the program accredited? yes no. If yes, please attach a copy of your current accreditation. If no, are you planning on seeking accreditation? yes no Program Narrative Has there been a change in any of the following? If yes, please attach on a separate piece of paper with a description of the change. Please label each additional page (i.e. if change in partners, please label additional page „Partners‟). Partners Goals Schedule Staff Community Need yes yes yes yes yes no no no no no Program Scope Evaluation Target Audience Proposed Services to Students yes yes yes yes no no no no yes no. If yes, what dates:______________________
7
Budget and Sustainability Information Please list the amount awarded for the 2008-2009 year: ________________ Please list the amount expended (grant funds only) for the 2008-2009 year: ________________ Please list the balance remaining: ________________ If any money was left unspent, please explain why and describe the steps to be taken this year to expend the dollars as awarded.
Will there be a fee schedule for year two?
yes
no. If yes, please explain fee amount(s):
Sustainability: Please describe your sustainability plan. Plans must describe how to sustain the program beyond the award period (it is not adequate to say “our sustainability plan is to look for more funds”). Descriptions shall include plans for maintaining important components of a high-quality program (e.g., transportation, staff retention [including volunteer participation], resources, academic enrichment activities, etc.). Plans will also address the roles of the specified partners beyond the award period. If more space is needed for sustainability, an additional page may be submitted directly behind this page.
8
Budget
Year Two Request 1. All figures MUST be rounded to the nearest dollar and be reasonable to the grant. Make certain all figures and calculations are correct. 2. Funding for a School Age Community Afterschool Grant is limited to one full award per funding year, per School Age Community afterschool site/school building. Funding up to, but not exceeding $30,000 per site or $60,000 per district for multiple sites may be awarded. BUDGET CATEGORY Year Two Dollars Requested Other Funds/In-Kind (if applicable)
Salaries
$ $ $
Benefits
Figured at ____% $
Travel and Transportation
$
$
Supplies
$ $
Equipment
$ $
Professional Development (educational
training/conferences)
$
$
Purchased Services
$ $
Accreditation (no more
than $500 per grant cycle) $ $
Other
$
$
SUBTOTAL
Direct Costs
$
$
Indirect Costs (do not
include equipment category amount in this calculation)
Calculated at ____% $ $
Calculated at ____% $ $
TOTAL
(Direct Costs plus Indirect Costs)
9
Itemized Budget
BUDGET CATEGORY BRIEF EXPLANATION / DESCRIPTION SINGLE PRICE $ TOTAL PRICE $
Salaries
Subtotal (Salaries)
$ Calculated at ____% $
$ $
Benefits
Subtotal (Benefits)
$ $
$ $
Travel and Transportation
Subtotal (Travel & Transportation)
$ $
$ $
Supplies
Subtotal (Supplies)
$ $
$ $
Equipment
Subtotal (Equipment)
$ $
$ $
Professional Development
(educational training/conferences)
Subtotal (Prof. Dev.)
Purchased Services
$ $
$ $
Subtotal (Purchased Services)
Accreditation
Subtotal (Accreditation)
$ $ $ $
$ $ $ $ $ $ $
Other
Subtotal (Other)
$ TOTAL OF DIRECT COSTS (Above Categories) Calculated at _____% $ $
SUBTOTAL - Direct Costs
Indirect Costs (do not include
equipment category amount in this calculation)
Total (Direct Costs plus
Indirect Costs)
$
$
10
Budget Narrative
You must submit a budget narrative for each budget category: 1. Describe how the funds meet and relate to the program‟s goals and objectives. 2. Describe how items in each budget category relate to program content and how this increases and/or enhances quality. 3. Describe how this expense will be covered after year three if applicable. 4. Describe how costs are reasonable in relationship to the number of students to be served. 5. Please indicate the average cost per child per day. All information must be confined to this page plus no more than 2 additional pages (if needed). Be sure to label 2nd& 3rd pages Budget.
11
Goals Information
School Age Community (SAC) Grantee Name (district/agency)
Directions: 1. Please re-state your goals and measurable objectives as they were written and approved in your grant for the 08-09 school year. Note: measurable objectives are statements of intended outcomes that can be measured (example: “45 percent of participating students will show improvement in reading grades” – NOT “students will improve in reading”). For each goal, please check all status that applies to each goal. If more than 3 goals, please copy page as needed.
Check One Cohort #: 4 5
Check One 6 7 Grant Year: Program/Site Name 1 2 3
2. 3.
Goal 1 (required):
Objective(s):
Status (check all that apply for this goal):
Have not measured progress, why: _________________________________________________________________ Met stated objective Did not meet, but progressed toward objective Revised the objective Did not meet and did not progress toward objective Dropped objective entirely
Unable to measure progress of objective
Objective not associated with the reporting period Goal 2 (required):
Objective(s):
Status (check all that apply for this goal):
Have not measured progress, why: _________________________________________________________________ Met stated objective Did not meet, but progressed toward objective Revised the objective Did not meet and did not progress toward objective Dropped objective entirely
Unable to measure progress of objective
Objective not associated with the reporting period
12
Goal 3 (required):
Objective(s):
Status (check all that apply for this goal):
Have not measured progress, why: _________________________________________________________________ Met stated objective Did not meet, but progressed toward objective Revised the objective Did not meet and did not progress toward objective Dropped objective entirely
Unable to measure progress of objective
Objective not associated with the reporting period
Required Reporting Submitted: Mid-Year FER Invoiced Full Partial Final Program Report Comments:
For DESE Office Use Only Compliance: Training Fulfilled KCC Regional State Self-Assessment Completed Meeting Licensing Meeting Accreditation Kids Care Center Data Entry PARS Registry Hours/Day of Operation Comments:
13