FY2014 EEC Child Care Quality Grant Fund Code 465

1. FY2014 EEC Child Care QualityGrant Fund Code 465 Bidders’ Conference November 7, 2013 10 AM -12 PM Worcester, MA

2. Today’s Agenda • Welcome • Overview of the FY2014 Child Care Quality Grant • Questions and Answers • Grant Posting/Grant Timeline/Submission Deadline • Grant Application Components • Purpose / Funding • Eligibility • 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 November 15 by 4:00 PM to EECSubmission@massmail.state.ma.us • Subject line: FY2014 Child Care Quality Grant– Fund Code 465 • The FAQ document will be posted online on or around November 29,2013 • 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 December 20, 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 Checklist for Grant Application • FY2014 Signed cover page (authorized signatory) • FY2014 Child Care Quality Budget Workbook • FY2014 Narrative Questions • Copy of Indirect Cost Approval Letter (if you are claiming Indirect Cost) • FY2014 Child Care Quality Budget Workbook Components: • Budget Summary Form (read-only) • Budget Feb-Jun • 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. Child Care Quality Grant • Funded by the Child Care Quality Fund • Established in 1997 with revenues from “Invest in Children” license plates • To promote school readiness and success by supporting quality in early childhood and out-of-school time programs

10. Funding and Distribution of Grants ~ $ 1 million are available Up to $50K per applicant One-time expenses before June 30, 2014 May reopen the bid after February 3, 2014 One grant in 12 months

11. Are YOU eligible to apply? • Not-for-profit organizations, including: • Licensed early education and out of school time care providers; • License-exempt programs, including private schools; • Family child care systems; and • Community-based organizations. • No duplication with other EEC funding • License in good standing • QRIS level 1 final application

12. Grant Priorities • Improve the quality of services delivered to high needs children; • Support program accreditation; • 3. Enhance the skills of the workforce; • 4. Provide specialized training for bilingual and bicultural consumers; • 5. Improve outreach and communication to families and/or support children’s successful transitions; • 6. Purchase educational curricula, instructional supports and technical assistance.

13. Eligible Activities • Reimbursement of up to 100% of NAEYC, NAA, or NAFCC accreditation fees • Fund staff and/or consultants to support accreditation • Purchase materials needed for accreditation, such as educational curricula, teaching materials, and supports such as books, computers, educational toys, etc. • Fund outreach and communication to improve family engagement and children’s transitions • Fund innovative approaches that support best practices in the curriculum.

14. Eligible Activities • Purchase educational trainings aligned with Core Competencies, such as workshops on: • achieving accreditation; • inclusion of children with special needs; • adaptations to curricula or learning environments to foster positive development; • improving and/or increasing the family support skills of educators; • improving the learning environment for children for whom English is a second language; • serving high needs children including those with special needs, those experiencing homelessness, children of teen parents, families experiencing domestic violence, and children involved with the Department of Children and Families or Department of Transitional Assistance.

15. Grant Review • the strength of the proposal • ability to achieve the grant goals • number of high needs and state-subsidized children who will benefit; • clearly demonstrate the funding will improve the quality of services for children and their families.

16. Grant Requirements • Detailed budget • Support Brain Building in Progress initiative • Incorporate the tagline on printed materials • Refer to the website at www.brainbuildinginprogress.org; • Display logo

17. 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.

18. Application Forms and Documents To submit by mail and email: • Checklist for Grant Application • Signed Cover Page • Budget Workbook • FY2014 Narrative Questions • Copy of Indirect Cost Approval Letter (if you are claiming Indirect Cost)

19. 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.

20. Budget Workbook Components There are 5 tabs that make up the entire Budget Workbook • #1 Budget Summary (read only) • #2 Budget February-June • #3 Program Contact • #4 Communities Served • #5 Languages Spoken

21. Allowable Fund Use • Personneland fringe benefitscosts associated with staff time used to carry out the grant requirements. • Travel expensesfor in- state travel costs required for implement grant specific activities • Equipment • Supplies • Contractual • consultants or subcontractors hired to carry out activities or specific provisions of the grant at a specific rate per hour/day.

22. Allowable Fund Use Continued • Training Stipends • Other: • Memberships and Subscriptions - Costs of membership in civic, business, technical, and professional organizations are reimbursable provided that: (a) the benefit from the membership is related to the grant, (b) the expenditure is for agency -- and not individual -- membership, and (c) the cost of the membership is reasonably related to the value received. • Indirect Costs: • All Indirect Costs for the lead agency and subcontractors (if applicable) cannot exceed 8% of the grant requested amount.

23. 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_Child Care Quality_Budget_Workbook.xls.

24. 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’.

25. 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_Child Care Quality_ Budget_Workbook.xls. Edit the current file by adding your Agency Name. The file will now have the following name format:  (Example): FY2014_Child Care Quality_Budget_Workbook_ABC_Agency.xls • Be sure to keep the exact filename as designated by the Department of Early Education and Care.

26. 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-#5 must be filled in by you. The first tab is read only. Use these arrows to navigate and access all of the tabs.

27. 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.

28. TAB #2: Budget Feb-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.

29. Line 1: Personnel

30. 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

31. 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.

32. 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.

33. Line 4: Equipment

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

35. 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.

36. 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

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

38. 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.

39. TAB #3: 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 # 4: 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 # 5: 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 60. • Qualifications of the applicant to carry out the activities proposed –10points • Community Needs – 10 points • Impact of Proposed Activities/Services–10points • Ability to Meet the Goals of the Grant –10 points • Ability of applicant to use grant funds to leverage other resources – 10 points • Proposed Costs/Budget – 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: December 20, 2013 (Your hard copy and electronic copy must be get to the EEC office before 4:00 PM)

44. EEC Contacts • Gail Perry • Phone: 508-967-3404 • Email: Gail.Hanssen@massmail.state.ma.us • Elizabeth Bryant • Phone: 617-988-6617 • Email: Elizabeth.Bryant@state.ma.us