1 northern san diego county, california head start pre-application recording department of health...

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Northern San Diego County, California Head Start Pre-Application Recording

Department of Department of HHealth and ealth and HHuman uman SServiceservicesAAdministration for dministration for CChildren and hildren and FFamiliesamiliesOffice of Head StartOffice of Head StartWashington, DCWashington, DC

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Agenda Overview of Replacement Grantee Process

Overview of the Selection Process

Review of the Request for Applications (RFA) and Evaluation Criteria

Review of the Electronic Application Process (Grants.gov)

Q & A

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OverviewReplacement Grantee Process

A replacement grantee is needed when a Head Start or Early Head Start grant is terminated or relinquished.

The process begins with the RFA being published

A panel reviews all eligible applications

Site visits are conducted for fundable applicants

A notice is provided to the Governor

The overall selection process takes approximately 10 to 12 months before an award is issued

Replacement Steps and Timelines

Timeframe Steps

Start Replacement notice/effective date of termination or relinquishment; OGM conducts grant closeout with former grantee; RFA drafted

First 45 Days Fact sheets and inventory list developed

2 Months RFA published (within 60 days) of termination or relinquishment

4 Months RFA posted on ACF Web site and grants.gov for 60 days

5 Months Panel review conducted (within 30 days of RFA closing)

7 Months Site visits scheduled (within 60 days of panel review)

8-9 Months Letter to governor sent (45-day comment period)

10 Months Decision memo approved and forwarded to RO

11 Months Negotiations completed (within 30 days) of notification from OHS

12 Months OGM awards replacement grant (within 30 days) of receipt of budget negotiation sheet

Congressional notification

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Overview of Selection Process Applications are due April 20, 2009

Must be submitted electronically, mailed, or hand delivered in time to arrive by April 20, 2009 at 4:30 p.m. Eastern Time

This is NOT a postmark date

Official Receipt Point:ACYF Operations Center118 Q Street NEWashington, DC 20002-2132Attn: Tanyanic Brown(866) 796-1591

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Overview of Selection Process (cont.)

When submitting hardcopy applications, please mark envelopes “No. San Diego County, California Head Start Replacement”

Applications will be reviewed by an independent panel composed of three reviewers and one chair

OHS reviews each application and the panel comments as well as other available information about the applicant

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Eligible Applicants Any local public or private non-profit or local for-

profit agency or organization, in the community to be served (including Faith-Based Organizations)

For-profit agencies must agree to waive their fee/profit

Proof of legal or corporate status required

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Eligible Applicants must: Provide evidence of financial capability

Demonstrate financial viability to meet the

requirements of 45 CFR 1302.1 and 1302.2. Financial viability means the capability of an applicant

or the continuing capability of a grantee to furnish the non-Federal share of the cost of operating an approvable or approved Head Start program

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Service Area and Funded Enrollment

Service Area Northern San Diego County: Borrego Springs,

Carlsbad, Encinitas, Escondido, Poway, Ramona, and Solana Beach, California

Funded Enrollment for the area served by the previous grantee Head Start (ages 3-5) = 1,919 children and families

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Project Period and Funding

Initial one-year budget

Continuation awards

Subject to availability of funds

Based on grantee’s satisfactory performance

Subject to review after first year of operation

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Project Period and Funding (cont.)

Federal Funds Available for Northern San Diego County, California Head Start - $15,672,473

20% Non-Federal Match = $3,918,118

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Disqualification Factors Applications will be screened out and not

considered for funding for the following reasons: The amount of Federal funding requested for the base

year exceeds the ceiling amount in the announcement.

The application is not received by the ACYF Operations Center or Grants.gov before the announced closing time and date.

Applications do not meet the limited eligibility requirements of the announcement.

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Laws, Regulations and Policies The Head Start Program, originally authorized

under Public Law 97-35 (as amended), has recently been amended by The Improving Head Start for School Readiness Act of 2007, Public Law 110-134

Multiple Code of Federal Regulations (CFRs) and OMB Circulars apply to Head Start Grantees

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Laws, Regulations and Policies Some of the Administrative Requirements include:

OMB Circular A-102- State and local governments (Codified by DHHS in 45 CFR Part 92)

OMB Circular A-110 –Institutions of Higher Education, Hospitals and other non-profit organizations (Codified by DHHS in 45 CFR Part 74)

45 CFR Part 74, Subpart E – For-Profit Organizations

Relevant USDA Guidelines on For-Profit Center Participation in the Child and Adult Care Food Program can be found at: 7 CFR Part 226: Child and Adult Care Food Program

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Laws, Regulations and Policies

Some of the OMB Circulars discussing Cost Principles include:

OMB Circular A-21 - Educational Institutions

OMB Circular A- 87 – State and Local Governments

OMB Circular A-122 – Other Non-Profit Organizations

48 CFR Part 31 – Commercial Organizations (For Profits)

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Where Do I find…..? Head Start legislation, regulations and policies:http://eclkc.ohs.acf.hhs.gov/hslc/resources

Copies of grant documents (forms, assurances, etc.):

http://www.acf.hhs.gov/grants/grants_resources.html

OMB Circulars:http://

www.whitehouse.gov/omb/grants/grants_circulars.html

Pre-application materials:http://www.esi-bethesda.com/ohs

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The Request for Applications (RFA)

The RFA can be found at:

http://www.acf.hhs.gov/grants/index.html

RFA terms, conditions, and evaluation criteria have changed and should be reviewed carefully

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Application Format The double-spaced narrative section is limited to

a length of 100 pages Includes the abstract, budget pages, and budget

justification text

Up to an additional 100 pages of appendices and resumes will be accepted

Anything over 100 pages in the narrative section, and anything over the 100 pages of appendices, will not be reviewed.

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Application Format (cont.)

Pages removed from the application due to page limits may result in a lower score

Include information specific to the evaluation criteria and be concise

Follow the instructions for ordering application materials

Clearly label the beginning of each application section

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Application Ordering: SF-424, SF424A, SF424B Table of Contents Program Abstract Objectives and Need for Assistance Approach Staff and Position Data Organizational Profiles Budget and Budget Justification Appendices

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Information and forms to include with your application when you submit are clearly listed as a checklist in the announcement.

These include: SF 424 – Standard Cover Sheet SF 424A – Budget Information, Non-Construction SF 424B – Assurances, Non-Construction Program

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Documents to provide in the appendices include: Personnel policies and procedures (in whole or in

part) Resumes of key staff in the organization and

proposed Head Start program (CEO, CFO, Executive Director, Head Start Director, and content specialists)

Third-party Agreements Letters of Support Proof of existing Policy Council approval of grant

application (if applicable)

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Evaluation Criteria Criterion 1. Objectives and Need for

Assistance (10 points) Clearly indicate proposed service area to be covered Describe proposed service area demographics and

the greatest needs of the population as it relates to Head Start or Early Head Start

Provide evidence of community support and input into your assessment of need

Present a plan to be fully operational within 30 days of an award

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Evaluation Criteria Criterion 2. Approach (35 points)

Describe how comprehensive high quality services for children and families will be provided that prepare children to succeed in school

Educational services that use scientifically valid curricula and teaching practices, and that are developmentally appropriate

Health and Mental Health services Nutritional services Social services

Indicate how the proposed program design and approach are responsive to the community in terms of days, hours, and weeks provided

Describe ability to meet program governance requirements as described in the Head Start Act

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Evaluation Criteria Criterion 2. Approach (cont’d)

Describe plans to coordinate services with public and private entities that are willing to commit resources to assist the program. For example:

State pre-kindergarten programs

Early Reading First and Even Start programs

Other child care and preschool programs

Describe a plan to offer referral to local entities

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Describe how children and families will be recruited and selected, including:

Children with Disabilities Homeless Children Children in Foster Care Limited English proficient Children

Describe plans for implementing best practices in terms of child-to-teacher ratios and family service worker caseloads

Describe a plan to meet the needs of limited English proficient children and their families

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Describe a plan for facilitating parental involvement in the education of their children

Discuss plans for working with parents in the areas of: Literacy Substance Abuse Counseling Parenting Skills

If needed, include information on the effects of drug exposure on infants and fetal alcohol syndrome

Describe plans for outreach and strengthening the role of fathers

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Discuss how the proposed organizational structure supports the proposed program, including:

How key management functions will be assigned How content area expertise will be determined and assigned How overall management will be conducted

Describe the existing ability within the organization to perform:

Recordkeeping Reporting Self-Assessments Internal and External Communication Internal and External Monitoring

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Evaluation Criteria Criterion 3. Staff and Position Data (15

points) Discuss the qualifications and experience of the

organization’s staff Provide a clear plan for reviewing qualifications of currently

employed HS or EHS staff and the employment decision-making process

Detail plans for recruiting and retaining qualified staff who are capable of implementing a high quality, comprehensive program

Demonstrate that the proposed program director and key staff are qualified and knowledgeable about HS regulations and standards

Describe organizational procedures for staff professional development, supervision, and evaluation

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Evaluation Criteria Criterion 4. Organizational Profiles (20

points) Demonstrate capability to implement and sustain plan

to provide services at the community level Present organizational structure and clear lines of

responsibility Present potential for administering a program effectively, with

sound fiscal management, based on past performance Describe local community history and experience that

demonstrates ability to effectively and efficiently manage a program similar to Head Start or Early Head Start

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Evaluation Criteria Criterion 4. Organizational Profiles (cont’d)

Describe the ability to provide a timely and efficient implementation of the entire program, including:

The transition period

Classroom space availability

Transportation

Ability to recruit and select children and families

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Evaluation Criteria Criterion 4. Organizational Profiles (cont’d)

Detail the plans for, and ability of Senior Management in the organization to:

Exercise effective oversight of program operations and accountability for Federal funds;

Include the Policy Council in the planning and decision-making process;

Assure representation of the diverse community served Set and monitor overall agency priorities and systems; and Conduct community assessments, self assessments,

ongoing monitoring, and outcome based evaluations.

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Evaluation Criteria Criterion 5. Budget and Budget Justification

(20 points) Provide a budget to support the proposed program

Funds must support the provision of required comprehensive services

Clearly explain costs in the budget narrative

If combining with other funding streams, describe the tracking system to manage, account for, and allocate Head Start or Early Head Start funds

Describe plans to maintain strong fiscal controls and cost effective fiscal management

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Evaluation Criteria

Criterion 5. Budget and Budget Justification (cont’d) Discuss ability to meet 15% limitation on development

and administrative costs Applicant may submit written documentation of need for a

waiver to ACF

Detail ability to contribute the non-federal share of total project cost

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Start Up Budget If a start up budget is requested, it:

Must be justified

Must be a separate budget from the on-going operational budget

Must use a second set of budget forms

Must be reasonable

Will be counted in the 100 page limit

** Please note: Start-up funding can only be awarded if requested in an applicant’s original proposal.

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Budget Line Items

Criterion 5. Budget Line Items should include:

Personnel Costs Identify staff and time committed to project Annual salary

Fringe Benefits FICA Health Insurance

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Budget Line Items Criterion 5. Budget Line Items should include:

(cont’d) Travel

Cost of staff travel (do not include consultant travel)

Equipment Nonexpendable, tangible personal property having a useful

life of more than one year and an acquisition cost which equals or exceeds the lesser of (a) the capitalization level established by the organization for the financial statement purposes, or (b) $5,000.

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Budget Line Items

Criterion 5. Budget Line Items should include: (cont’d) Supplies – list all tangible personal property other

than that included under the Equipment category Contractual – list all contracts for services, including

contracts with secondary recipient organizations, including delegate agencies

Construction – Cost of construction by applicant or contractor. Specific Head Start regulations on construction found in 45 CFR Part 1309

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Budget Line Items Criterion 5. Budget Line Items should include:

(cont’d)

Other – Enter all other direct costs not shown in previous cost categories.

Indirect Cost – This category should be used only when the applicant has an indirect cost rate approved by the Department of Health and Human Services (HHS), Division of Cost Allocation, or other cognizant Federal agency.

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Grants.gov

Applications may be submitted electronically via Grants.gov

Electronic Submission is not required

Time to set up for first time use is necessary; may take 5 or more business days to complete

Applications will be disqualified by Federal staff if not received by due date and time

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Electronic Application Process

Download free Pure Edge viewer software Complete form(s) on local PC, including the

Central Contract Registry Get and register credentials Click “submit” Users will receive friendly error and correction

messages if necessary until process is complete

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“Getting Started”

HELPFUL “Organization Registration

Checklist”! http://www.grants.gov/assets/OrganizationRegCheck.pdf

Dun & Bradstreet number (DUNS)

by phone 15 min. to 2 days

toll free number in RFA

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“Getting Started” (cont’d)

Central Contract Registry (CCR) allow 3 business days use toll free number, first print & fill out worksheet business accounts, address maintenance, need

DUNS E-business Point of Contact (E-POC) sub-organizations set up with DUNS + 4 CCR must be renewed annually

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Questions about Grants.gov?

For additional training materials,

visit http://www.grants.gov “Customer Support”

For Grants.gov Help Desk support

contact [email protected]

1-800-518-4726

1-800-518-GRANTS

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For Further Information:

Any questions related to this announcement should be directed to the ACYF Operations Center at

1-866-796-1591or e-mailed to [email protected]. All registered applicants will receive submitted questions and responses.