FY2014/FY2015 EEC Preschool Innovative STEM Curriculum Grant Fund Code 516

1. FY2014/FY2015 EEC Preschool Innovative STEM Curriculum Grant Fund Code 516 Bidders’ Conference October 25, 2013 1:30-3:30 PM Boston, MA

2. Today’s Agenda • Welcome • Overview of the FY2014/FY2015 Preschool Innovative STEM Curriculum Grant • Questions and Answers • Grant Posting/Grant Timeline/Submission Deadline • Grant Application Components • Purpose • Eligibility/Funding • Grant Priorities and Requirements • Nuts and Bolts of the Application Submission Process • Application Forms and Documents • Budgetary Guidance & Allowable Use of Funds • Grant Specific Documents • Re-cap of Submission Process

3. Questions and Answers (FAQ) To ensure consistency in responses • At the end of the Bidders’ Conference presentation, an EEC staff member will record questions. • It is suggested that questions be submitted in writing. • Those questions will be reviewed and answered in the FAQs. • All other questions must be emailed by October 29,2013 by 4:00 PM to EECSubmission@massmail.state.ma.us • Subject line: FY2014/FY2015 Preschool Innovative STEM Curriculum Grant– Fund Code 516 • The FAQ document will be posted online on or around November 6,2013 • The FAQ document then becomes an official part of the RFR.

4. Posting of Grant Related Information • Grant Posting Available: • On Comm-PASS at www.comm-pass.com • On EEC’s website at http://www.mass.gov/eec under Funding Opportunities- -Open Competitive Grants • Grantees are responsible for checking EEC’s website and Comm-PASS for any updates to the Grant Application Information.

5. Grant Application Timeline

6. Grant Submission Deadlines The EEC Central Office must have all documents by November 22, 2013 by 4:00 PM Mail submission: • One (1) original hard copy • Three (3) hard copies Electronic submission: • ALL grant application documents (except Administrative documents)

7. Grant Application: Follow the Checklist • FY2014/FY2015 Checklist for Grant Application • FY2014/FY2015 Signed cover page (authorized signatory) • FY2014/FY2015 STEM Budget Workbook • FY2014/FY2015 Narrative Questions • FY2014 Timeline and Expense Measures • Copy of Indirect Cost Approval Letter (if you are claiming Indirect Cost) • Memorandum of Understanding (MOU) (if applicable) • FY2014 & FY2015Preschool Innovative STEM Budget Workbook Components: • Budget Summary Form (read-only) • Budget Dec-Jun • Budget July-August • In-Kind Budget • Program Contacts • Communities Served • Languages Spoken

8. Grant Appendices (For reference only) • Appendix A: Budget Workbook Instructions • Appendix B: Rating and Evaluation Criteria • Appendix C: GrantPayment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law

9. FY2014/FY2015 Purpose • This Preschool Innovative STEM Curriculum Grant is looking for new ideas, methods, and ways, to provide significant positive change to how a preschool child experiences STEM education experiences. • EEC is looking to fund various STEM curriculum proposals that foster innovative thinking and creativity in preschool children. • EEC wants these curriculum experiences to have an impact on the child that gives him/her the view of what it is like to be a scientist, engineer, mathematician and/or technologist. • The innovative curriculum must take advantage of the child’s natural curiosity and help to further develop an early connection and interest in STEM education and later career paths. • EEC wants these experiences to include project based learning models and hands-on experimentation that fosters a child’s own natural curiosity and creativity. • The curriculum needs to provide children with 21st century skills, such as critical thinking and reasoning, information literacy, collaboration with other children, adults, and greater self-direction. • The curriculum must help develop a child’s literacy and numeracy skills using the world of technology and engineering to understand the nature of technology, master the skills needed, and apply those skills at their own age-appropriate level.

10. Are YOU eligible to apply? • This grant is open to both formal and informal child care organizations including: • Private early education and care programs • Public school pre-kindergarten programs • Coordinated Family and Community Engagement (CFCE) Grantee • Educator and Provider Support (EPS) Grantee • Head Start • Family Child Care System • Eligible partnering entities would include: • Non-profit Community Based Organizations • Business Organizations • Readiness Center • Children’s and Science Museums • Local STEM networks • Public Libraries • Institutes of Higher Education • Faith-Based Organization • Local City/Town

11. Funding and Distribution of Grants Total funding for this grant initiative is up to $250,000, subject to appropriation. EEC expects to fund between 10 and 20 grants. A program match is required of all applicants. The match must be a dollar for dollar up to the amount of funds requested in the grant. EEC reserves the right to set aside a portion of this grant for later use. Should additional funds become available, EEC reserves the right to make additional awards to successful vendors based on the responses received, identified needs, and /or the best value to the Commonwealth. EEC may fund a successful vendor’s entire proposal or may select to fund only those services that best meet EEC’s needs and that reflect EEC’s strategic direction and priorities. EEC reserves the right to reallocate funding to existing grantees in the event one or more grant is terminated or ended prior to the grant term. EEC also reserves the right, in the event additional funding becomes available, to add additional required services and/or extend the existing services. Funds must be used to support the grant priorities and requirements contained in this Grant Application as well as the expected outcomes and performance measures. EEC reserves the right to approve, deny, and/or request modifications to planned fund use.

12. Mandatory Requirements • Grantees will be required to incorporate the approved tagline for the Brain Building in Progress communications initiative on appropriate marketing and communications materials and resources that are funded in whole or part through this grant.  These materials and resources may include, but are not limited to, the following: marketing products (e.g., flyers, brochures, pamphlets); professional development products printed by the grantees (e.g., books/booklets, guides, course readers); websites; and other products as determined by EEC.   • EEC has developed a two-page document that describes the Brain Building in Progress initiative, and launched a campaign website at www.brainbuildinginprogress.org.  The Brain Building in Progress website promotes programs, activities, and sites where early education innovation is happening and will offer individuals, families, community organizations, policy makers, and business leaders tangible ways they can get involved and take action.  Grantees should refer to the website and two-page document for background information on the Brain Building in Progress initiative.  EEC has also developed the following logo for the Brain Building in Progress initiative:  

13. Grant Priorities • The main goals of this funding are: • Develop Innovative Preschool STEM Curricula that can be used in the EEC mixed delivery system. • Reflect current research and best practices for learning experiences for preschool children by linking research to daily classroom practice; • Provide enriching curricula models that integrate STEM concepts into memorable preschool activities; • Provide content rich material that is easily accessible and understood to all educators in the EEC mixed delivery system. • Leverage community, public and private partnerships to support development of this innovative curriculum projects; and • Demonstrate a rich family connection within the context of all curricula frameworks to ensure parental involvement, participation and interest in their child’s STEM education.

14. Grant Required Services • 1. Develop and implement an innovative STEM curriculum that is developmentally appropriate and reflects current research and best practices for learning experiences for children 2 years 9 months through kindergarten age. • 2. Develop an innovative curriculum that covers a particular topic or unit within STEM or all STEM disciplines. • Develop a curriculum that can be replicated by other educators and programs and be accessible to all childcare settings. • Document the use of the curriculum in FY2014 and FY2015 through pictures and written journal(s) or other methods approved by EEC. • Translate curriculum into languages frequently used within the EEC mixed delivery system. • Supply EEC with hard copies of the Innovative Preschool STEM Curriculum and produce a digital version of the curriculum. • Agree to participate in future EEC STEM events, during and after the conclusion of the grant period, to demonstrate curriculum, programmatic outcomes, documentation and other associated products.

15. FY2014 Reporting Requirements • EEC 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. • EEC will require monthly reporting of progress and grantee meeting as needed through project implementation. Meetings may be conducted by phone, face to face, or program visits as needed.

16. Application Forms and Documents To submit by mail and email: • FY2014/FY2015 Checklist for Grant Application • FY2014/FY2015 Signed Cover Page • FY2014/FY2015 STEM Budget Workbook • FY2014/FY2015 Narrative Questions • FY2014/FY2015 Timeline and Expense Measures • Copy of Indirect Cost Approval Letter (if you are claiming Indirect Cost) • Memorandum of Understanding (MOU) (if applicable)

17. Commonwealth of Massachusetts Standard Administrative Forms: • A signed Commonwealth Terms & Conditions form  • W-9 with DUNS #  • Contractor Authorized Signatory Listing  • Authorization for Electronic Funds Payment (EFT) Form  • Federal Funding and Accountability and Transparency Act (FFATA) Reporting Requirements If not already on file with EEC, you will need to fill out and mail to the EEC. You do not need to email these materials the Administrative Forms, please only sign and mail these in with your grant application if they are not on file.

18. Budget Workbook Components There are 7 tabs that make up the entire Budget Workbook • #1 Budget Summary (read only) • #2 Budget Dec-June • # 3 Budget Jul-Aug • #4 In-Kind Budget • #5 Program Contact • #6 Communities Served • #7 Languages Spoken

19. Allowable Fund Use • Personneland fringe benefitscosts associated with staff time used to carry out the grant requirements. • Travel Expensesfor program administrators, program coordinators, and professional staff for in-state travel costs required to implement grant specific activities. • Equipment items that have a useful life of more than a year. • Supplies: • Supplies that will be used to carry out the required services of the grant, including but not limited to purchasing instructional materials such as books, research materials related to curriculum development. • Contractual • Funds to pay to another program, agency or individual to carry out a specific service to meet the objectives of this grant. • Subcontractors: funds paid out to another program or agency to carry out an entire part (sub-part) of the grant.

20. Allowable Fund Use Continued • Training Stipends • Professional Development skill attainment to implement curriculum • Coaching and mentoring for educators on implementation of curriculum • Other: • Curriculum related costs • Digital services • Operating costs (i.e. telephone, computer and internet access, postage, etc.). • Printing/Reproduction • Indirect Costs: • Any costs that are incurred as a result of grant award activities and that provide a benefit to the grant project, but that cannot readily identified with or directly allocated to a specific grant.

21. Accessing the Budget Workbook: Step 2: You must click, on the Options box located to the right of the Security Warning. Step 1: OPENING THE FILE: Click on the link: FY2014_FY2015_STEM_Budget_Workbook.xls.

22. Accessing the Budget Workbook Step 3: After clicking the ‘Options’ button, a Security Alert box will appear. In order to use the workbook; you must click: ‘Enable this content’ and click ‘OK’.

23. Saving the Budget Workbook • SAVING AND NAMING THE FILE: Once the file is open, select ‘File’ and then select ‘Save As’. The file is currently named FY2014_FY2015­_STEM_ Budget_Workbook.xls. Edit the current file by adding your Agency Name. The file will now have the following name format:  (Example): FY2014_FY2015_STEM_Budget_Workbook_ABC_Agency.xls • Be sure to keep the exact filename as designated by the Department of Early Education and Care.

24. Using the Budget Workbook In the excel document, look for a series of colored tabs. These tabs are located on the bottom of the excel spreadsheet. Click a colored tab to access a specific page (each tab is labeled). Navigate the tabs by using the arrows found on the lower, left hand corner of the excel document. These are the different tabs for the grant application. Tabs #2-#7 must be filled in by you. The first tab is read only. Use these arrows to navigate and access all of the tabs.

25. Budget Summary: • This tab has all of the totals from the entire budget narrative spreadsheet request. (Ex: if funds are being requested in tab 2, these amounts will show up automatically in tab 1). • PLEASE DO NOT FILL IN ANY INFORMATION IN THIS TAB.

26. TAB #2: Budget Dec-June • Project Name: This information has already been completed and is populated on each tab. • Agency: Provide the Agency Name. • Project Date: This information has already been completed and is populated on each tab. • Person Completing the Budget and Narrative: Provide the name of the person completing this workbook. • Phone: Provide the phone number of the grant contact. • Email: Provide the email of the grant contact. • Date Submitted: Provide the date when the workbook is being submitted.

27. Line 1: Personnel

28. Line 1: Personnel Continued… In this tab, fill in: • Number of Staff, • their job title, • the Full Time Equivalence (FTE), • the total annual salary • the percentage of fringe being paid. • Full Time Equivalence (FTE): Staff time must be reported in Full Time Equivalences (FTE) under this grant. Example • Total Annual Salaries: For the purposes of the budget the Total Annual Salary is defined as the entire salary that an employee will receive for one fiscal year. - note – whether funded by position or not

29. Line #2: Fringe Benefits • The total fringe is calculated against the total salary (not the base salary) of each position under Personnel for the budget period. • The Fringe Contribution amount is added to the Total Request amount. • Provide a breakdown of the Fringe benefits. • If fringe exceeds 35%, provide a breakdown of categories and percentages. • If fringe is less or equal to 35%, provide breakdown of categories and percentages, if possible. • EEC will review the breakdown and contact you. • If the amount is coming from another source, please provide the name of the source(s) . • Example: • Basis for cost estimate calculation is position total from (Personnel Line) x fringe benefit % (Agency fringe rate) = Fringe Benefit Percentage Total.

30. Line 3: Travel List: Name and Position of staff who is traveling AND Estimated Miles per Month and the Number of months Fill in the ‘Mileage Rate*’ (*must be your agency’s reimbursement rate, if applicable). Write the Total Travel Cost in the Direct cost and/or Admin cost column.

31. Line 4: Equipment

32. Line 5: Supplies For each Supply Listed provide Quantity to be purchased, basis for computation, and total. Please list Description of Supply

33. Line 6: Contractual Fill in the Purpose Fill in Name of the consultant and choose the title from the list of choices in the drop-down menu.

34. Line 7: Training Stipends For each Stipend listed provide purpose and description of stipend, cost of stipend and total. Please list stipend to be provided

35. Line 8: Other Provide purpose of expenditure, cost per item and total for each expense Provide major type or category

36. Line 10: Indirect Costs • State the Indirect cost rate and total for each category IDCR is being applied Identify category to which IDCR is being applied You can use an indirect cost rate ONLY IF your agency submits documentation stating the approved rate. Under no circumstances can the use of the indirect cost rate exceed the amount of funds (8% of the total grant) allocated to administrative purposes.

37. Tab #3: Budget July-August • The blue tab labeled: ‘Budget Jul-Aug.’ is the same as Tab #2 except for the length of the project date and formula in the Personnel section.

38. TAB #4 In-Kind Budget • In-kind funding must be documented, what entity is giving the support, what is the in-kind service or support, how does the in-kind service or support contribute to the goals of the grant and how is the basis of the dollar of the in-kind service or support established. A Memorandum of Understanding (MOU) letter from donor(s) is required.

39. TAB #5: Program Contacts Enter the program contact information for the following categories; Grant Coordinator, Lead Agency Contact, Superintendent/Executive Director, Summer and Fiscal Contact.

40. TAB # 6: Communities Served Check off all communities served by the grant. If the grant serves an entire region, please check off the region that represents the service area.

41. TAB # 7: Languages Spoken List all the major languages spoken by the families in the communities you serve.

42. Narrative Questions • All applicants must respond to the following questions. Points assigned to sections/questions are reflective of the value and expectations regarding thoroughness of responses. • The maximum number of points available is 190. • Please limit narrative responses to 15 single-sided, single-spaced pages, using size 11 font; excluding attachments (i.e. resumes, supporting documents, etc.). • EEC will not consider information on additional pages beyond the maximum number. Responses must be numbered to correspond with the question numbers below. • Vendor Experience – 60 points • Development and Planning – 70 points • Content of Trainings and Training Team Qualifications – 20 points • Curriculum Design Use and Distribution – 20 points • FY2014/FY2015 Budget – 10 points • Projected Timeline and Expense Measures – 10 points

43. Re-cap of Submission Process Submission: • By Mail: one (1) original, signed copy, three (3) copies of ALL documents (including Administrative Forms, if applicable) • By Email: Email ALL individual documents as one email* to: EECSubmission@massmail.state.ma.us. (do not email Administrative forms) (*Save your email with the name of this grant and your agency) The ENTIRE submission process must be completed by: November 22, 2013 – 4:00 PM (Your hard copy and electronic copy must be get to the EEC office before 4:00 PM)

44. EEC Contacts • Eric Lieberman, Educator and Provider Support • Phone: 413-881-1542 • Email: Eric.Lieberman@state.ma.us • Elizabeth Bryant, EEC Program Funding Specialist • Phone: 617-988-6617 • Email: Elizabeth.Bryant@state.ma.us