Bidders’ Conference August 16, 2013 1:00-3:00 PM Boston, MA

1. FY2014/FY2015 EEC Assessment Grant Fund Code 513RTTT-ELCG Activity 3.8: Training for Teachers Participating in MKEA Bidders’ Conference August 16, 2013 1:00-3:00 PM Boston, MA

2. Today’s Agenda • Welcome • Overview of the FY2014/FY2015 Assessment 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. • Those questions will be reviewed and answered in the FAQs. • All other questions must be emailed by August 20, 2013 by 4:00 PM to EECSubmission@massmail.state.ma.us • Subject line: FY2014/FY2015 Assessment – Code 513 • The FAQ document will be posted online on or around August 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 by September 19, 2013 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 Narrative Questions • FY2014 Projected Outcomes and Measures • Race To The Top-Early Learning Challenge Grant Certification Regarding Lobbying • RTTT-ELCG Activity 3.8 Budget Workbook: • Grant Budget Summary (read only) • State Budget Summary (read only) • RTTT-ELCG Year 2 (a) • RTTT-ELCG Year 3 (b-1) • RTTT-ELCG Year 3 (b-2) • RTTT-ELCG Year 4 (c)

8. Grant Application: Follow the Checklist • FY2014 & FY2015Assessment Budget Workbook Components: • Budget Summary Form • Personnel • Consultants • Office & Program Supplies • Travel • Equipment • Other Costs • Budget Narrative • Subcontractor • Subcontractor Narrative • Program Contacts • Communities Served • Languages Spoken

9. Grant Appendices (For reference only) • Appendix A: Assessment Budget Workbook Instructions • Appendix B: RTTT-ELCG Budget Workbook Instructions • Appendix C: Grant Payment Terms, Grant Expenditures, Termination, Recoupment of Funds and Relevant Law • Appendix D: List of Cities and Towns in each EEC Region • Appendix E: Race To The Top-Early Learning Challenge Grant Contract Requirements

10. FY2014/FY2015 Assessment Grant: Purpose • Given the high demand for child screening and assessment to support MKEA, UPK and the QRIS, EEC will be funding an FY14 Assessment Grant. The use of child screening and assessment systems in preschool and after-school settings is an important method to support developmentally appropriate individualized teaching and is an integral piece of high quality programming. • Through this competitive Grant, EEC will award grants to one or more entities who will design, deliver and coordinate training to support the implementation of assessment systems. The vendor(s) will also coordinate with Educator and Provider Support (EPS) grantees and Readiness Center Grantees to ensure locally that programs engaged in formative assessment have access to and are being trained to integrate screening and assessment into their programs.

11. Are YOU eligible to apply? • This is a competitive grant. Only entities that are able to provide the required services outlined in this grant application are eligible to apply. EEC expects to award funds to one to three vendors that are able to provide services to either the entire Commonwealth or large portions of the state (portions of the state to be determined by the applications that are submitted). EEC’s preference is to award one grant to a vendor that will provide services throughout the entire Commonwealth.

12. Funding and Distribution of Grants • EEC estimates that up to $1,383,256 will be available for funding this GRANT APPLICATION through June 30, 2015 with both state and RTTT-ELCG funding. • In total, up to $700,000 will be funded through state funds and up to $683,256 will be funded through RTTT-ELCG funds. • EEC anticipates funding a third year of this grant at an amount as yet undetermined. However, all funding is subject to State and Federal budget allotment and appropriation. • 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 bidders based on the responses received, identified needs, and /or the best value to the Commonwealth. • RTTT-ELCG funds must be tracked separately from state funding. • EEC may fund a successful bidder’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 anticipates issuing an amendment each subsequent year of the grant to modify and/or further define the requirements so that they continue to reflect EEC’s priorities and an updated needs assessment.

13. Funding and Distribution of Grants • State Funds: Up to $700,000 • FY2014 (10/1/13 – 6/30/13): • Up to $300,000 • FY2015 (7/1/14-12/31/14): • Up to $400,000 -Subject to available funds. • RTTT-ELCG funds: Up to 683,256 • RTTT-ELC Year Two: FY14 (10/1/13to 12/31/13): • Up to $64,078 • RTTT-ELC Year Three: • FY14 (1/1/14-6/30/14): • Up to $345,872 • FY15 (7/1/14 -12/31/14): • Up to $103,653 • RTTT-ELC Year Four: • FY15 (1/1/15-6/30/15): • Up to $169,653

14. 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.   • Grantees must submit information related to the governance structure, including an organizational chart, a program organizational chart, and board report and bylaws indicating how often the governing body meets. A short description explaining how fiscal decisions are determined for the overall program/agency as well as for the proposed funding source must be submitted. List the names and position titles of those responsible for ensuring compliance with EEC Regulations and Policies, including the requirements of this grant application and changes. • Grantees must implement data collection methods and how these will be used to inform practice and improvements to grant services and activities.

15. Grant Priorities • Grantees must implement the Grant Priorities and continue to provide the following required services: • Provide effective child screening and assessment training for educators • Create access to specific tools • Build an infrastructure • Create access to training at multiple levels

16. Grant Required Services • Serve providers in the entire mixed delivery system • Support educators’ competency development in screening and assessment at all levels from initial through advanced • Develop services that address: • specific age groups • diverse learners • children with special needs • children who are at risk or subject to stress • Connect with existing state systems and resources • EPS • Readiness Centers

17. Grant Required Services • Collaborate with Educator and Provider Support (EPS) Grantees • IPDPs • Foundational Trainings • Service Delivery • Collaborate with Readiness Centers • MKEA • Ensure courses award currency • College Credit • CEUs

18. FY2014 Reporting Requirements • Monthly Excel Template due on the 5th of each month: • Number of educators who received assessment training through this grant, including • Level of assessment training educator attended • Professional Qualification Registry (PQR) number of educators trained • Number of educators from programs whose enrollment consists of at least 50% EEC subsidized children • Number of educators from MKEA programs • Number of programs represented by educators trained • Number of programs (including the portion of which are serving 50% or more of EEC subsidized children) that received the following through this grant: • Number of educators who received college credit or CEUs as a result of assessment training provided through this grant • Number of tools and materials distributed • Number and type of courses developed and delivered

19. Application Forms and Documents To submit by mail and email: • Checklist for Grant Application • Signed Cover Page • FY2014 Assessment Budget Workbook • FY2015 Assessment Budget Workbook • RTTT-ELCG Activity 3.8 Budget Workbook • FY2014/FY2015 Narrative Questions • FY2014 Projected Outcomes and Measures • Copy of Indirect Cost Approval Letter (if you are claiming Indirect Cost) • Race To The Top-Early Learning Challenge Grant Certification Regarding Lobbying

20. 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  • Supplier Diversity Program Plan Form (If the Grant is competitive and involves distributing more than $150,000 in funds.) • Federal Funding and Accountability and Transparency Act (FFATA) Reporting Requirements If not already on file with the 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.

21. Budget Workbook Components There are 15 tabs that make up the entire Budget Workbook • Instructions (read only)* • Fund Use Parameters (read only)* • #1 Budget Summary (read only)* • #2 Personnel • #3 Consultant • #4 Office and Programmatic Supplies • #5 Travel • #6 Equipment (n/a for Assessment) • #7 Other Costs • #8 Budget Narrative • #9 Subcontractors • #10 Subcontractor Narrative • #11 Program Contacts • #12 Communities Served • #13 Languages Spoken

22. 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_Assessment Grant_ Budget_Workbook.xls.

23. 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’.

24. Saving the Budget Workbook • SAVING AND NAMING THE WORKBOOK FILE: • Once the file is open, select ‘File’ and then select ‘Save As’ (Indicate where you want to save the file). • The file is named: FY2014_Assessment_Budget_Workbook.xls. • Edit the current file name by adding your Agency Name. • (Example): FY2014_Assessment_Budget_Workbook_KLM_Partners.xls Be sure to keep the exact filename as designated by the Department of Early Education and Care.

25. Budget Instructions: For more detailed instructions, see Appendix A.

26. Fund Use Parameters: Allowable (Direct & Admin) and Unallowable

27. Using the Budget Workbook These are the different tabs for the grant application. Tabs #2-13 must be filled in by you. The first 3 tabs are for your reference only. Use these arrows to navigate and access all of the tabs.

28. Allowable Fund Use • Personnel & Fringe Benefits • Consultants • Office & Programmatic supplies • Expenses that go directly to programs are considered direct costs. • Production of instructional materials for training sessions • Purchase EEC-approved child assessment system toolkits and/or screening tools for programs (with priority to programs serving 50% or more EEC subsidized children) with the exception of those programs participating in MKEA (see Required Services section above) • Purchase of supporting materials, i.e. manuals and tools (with priority to programs serving 50% or more of EEC subsidized children) • Cost of Office Supplies that will be used to carry out the administrative functions of the required services of the grant, including but not limited to non-instructional supplies. Expenses that are used to support programs are considered administrative expenses, such as pens, copy paper, Ink and toner, etc. • Travel expenses • Other Costs • Advertising • Conduct outreach to programs as a means of providing services • Fund planning time for implementation of training sessions • Membership/Subscriptions* • Printing/Reproduction • Training* • Subcontractors*

29. Allowable Fund Use Continued Allowed Grants Administration costs are: • Salary of Supervisor/Director • Secretary/Bookkeeper salary/wages • Stipends for Secretary/Bookkeeper • Fringe benefits for Secretary/Bookkeeper • Rental Space • Secure reasonably priced rental space and technology for training session • Telephone/utilities • Indirect costs ALL Administration costs for the lead agency and subcontractors (if applicable) CANNOT EXCEED 8% of the grant requested amount.

30. Additional Fund Use Guidelines: • Training Costs for grant-funded personnel and contracted consultants that specifically addresses grant priorities and required services. • Examples may include receiving trainer’s training from the Environment Rating Scales Institute to conduct required training. • Other programs and providers can be included in training opportunities • Training costs must not exceed 5% of the total amount requested for the grant • Grantees MUST consider including other professionals (non-funded) for grant-funded training • Detailed description in budget narrative is necessary • EEC reserves the right to approve/deny any costs associated with training requests if justification is deemed insufficient or unacceptable • Note: Online assessment licenses will be paid for and coordinated by EEC. EEC will provide access to vendor to assign and setup online access for participants of assessment tool training. • Memberships and Subscriptions: Costs of memberships in civic, business, technical, and professional organizations • Benefit from membership is related to the project • The expenditure is for agency, not individual membership • Cost of membership is reasonably related to services received • Subcontractors: All subcontractors and partners performing services on behalf of the applicant to meet required services of this grant proposal must be approved by EEC • If applicant proposes subcontracting some of its required services, the applicant must submit the proposed subcontracted services from each subcontractor and other partners as part of its grant applicant response.

31. Unallowable Fund Use • Professional development paid by other means including college courses paid by the ECE Scholarship; • Computer hardware (computer, laptops and printers); • Meals or refreshments for trainings. • Equipment purchase, rental, and/or repair; and • Out of state travel. • Lobbying Expenses: Grant funds shall not be used to cover costs incurred by employees, lobbyists, or consultants to influence anylocal, state or Federal legislation or policy in either the Legislative or Executive branch.

32. TAB #2: Personnel

33. TAB #2: Personnel Direct Cost vs. Administrative Cost? DIRECT Costs for Personnel ADMIN Costs for Personnel Other (Admin) Secretary/Bookkeeper Stipends (Admin) Supervisor/Director Fringe Costs are also ADMIN): • Aide/Paraprofessional • Coordinator • Early Childhood Assessment Specialist • Other (Direct) • Outreach Specialist • Program Specialist • Project Coordinator • Stipends (Direct) • Workshop Facilitator

34. TAB #2: 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

35. TAB #2: Fringe Benefits (Located on the Personnel Tab and the Subcontractor Tab) • The Fringe Contribution is calculated based on the FTE, the Total Annual Salary, and Fringe Percentage. • The Fringe Contribution amount is added to the Total Request amount. • Provide a breakdown and explanation in the Budget Narrative for Fringe. • 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) in Budget Narrative. • If you exceed the 35% allocation for Fringe, you will see an Alert on the Personnel Tab and you will need to provide a breakdown of fringe in the Budget Narrative. • Example of Alert: • FRINGE OVER 35% - PLEASE PROVIDE A ‘FRINGE BREAKDOWN’ IN THE BUDGET NARRATIVE FOR ALL PERSONNEL.

36. TAB #3: Consultant Fill in the # per Hours/Days/Weeks/Flat per year and Rate of Pay. Fill in Name of the consultant and choose the title from the list of choices in the drop-down menu.

37. TAB #4: Office and Programmatic Supplies For each expense item listed, fill in the cost under Direct and/or Admin cost. Please list Expense Items *A grantee can charge Office and Programmatic Supplies to Admin if those supplies are related to the administrative function of the grant.

38. TAB #5: 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.

39. TAB # 7: Other Costs Once the Expense item is selected, either the Direct or Admin column will appear in yellow according to which expenses are direct or admin costs. From a drop-down menu: select each Expense Item.

40. TAB # 7: Indirect Cost • Please enter in the Total Request for the Indirect Cost, if applicable. • Please enter your agency’s approved rate, if applicable and include an Indirect Cost Approval letter with your application. • The indirect cost rate allocation is part of the expenses allocated to administrative funds. 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.

41. TAB # 7: Indirect Cost (continued) • If you exceed the EEC 8% ADMIN limit, you will see this Alert on the Budget Summary and you will need to CHANGE the budget so that you are not over the 8% Admin limit. • Example of Alert: YOU HAVE EXCEEDED THE EEC 8% ADMIN LIMIT. YOUR BUDGET IS REJECTED. DO NOT SUBMIT. • Indirect Cost Letter must be submitted with the grant application • Applicants must write their actual approved Indirect Cost Rate in the box • In the absence of having an approval letter, applicants must put all “Indirect Costs” into the allowable lines for Admin costs

42. TAB # 8: Budget Narrative In order to copy and paste within the workbook, you must double click on the source cell, copy the text and then double click on the destination cell and paste. In order to paste text copied from an external source, double click on the destination cell and paste. Fill in information about: 2. Personnel, 2a. Fringe, 3. Consultant, 4. Office and Programmatic Supplies, 5. Travel, 6. Equipment, 7. Other Costs.

43. TAB # 9: Subcontractors • Please note that each column is divided into Direct and Admin costs (except the Consultant column.) Please make sure that you use the same guidelines as the Lead Agency for claiming Direct and Admin costs. List each subcontractor: Include Agency and Provider Name

44. TAB # 9: Subcontractors: Fringe and Indirect Cost Note: Each line is for a separate subcontractor. Fill out the TotalIndirect Cost amount and Indirect Cost Rate, if eligible. Each line must contain the total indirect cost amount per Subcontractor. Enter the Total Fringe amounts for Personnel in the Direct or Admin cost columns depending on whether the staff position is a Direct or Admin expense. Each line must contain the total fringe amount per Subcontractor.

45. TAB # 11: Program Contacts Enter the program contact information for the following categories; Grant Coordinator, Lead Agency Contact, Superintendent/Executive Director, Summer and Fiscal Contact.

46. TAB # 12: 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.

47. TAB # 13: Languages Spoken List all the major languages spoken by the families in the communities you serve.

48. RTTT-ELCG Activity 3.8 Budget Workbook • There are 6 tabs that make up the RTTT-ELCG Budget Workbook: • Grant Budget Summary (read only) • State Budget Summary (read only) • RTTT-ELCG Year 2 (a) • RTTT-ELCG Year 3 (b-1) • RTTT-ELCG Year 3(b-2) • RTTT-ELCG Year 4 (c)

49. 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: RTTT-ELCG_Activity 3.8_Budget_Workbook.

50. 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’.