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

1. Northern San Diego County, California Early Head Start Pre-Application Recording Department of Health and Human Services Administration for Children and Families Office of Head Start Washington, DC

2. 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

3. 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

4. Replacement Steps and Timelines

5. Overview of Selection Process • Applications are dueApril 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 Center 118 Q Street NE Washington, DC 20002-2132 Attn: Tanyanic Brown (866) 796-1591

6. Overview of Selection Process (cont.) • When submitting hardcopy applications, please mark envelopes “No. San Diego County, California Early 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

7. Eligible Applicants • Any local public or private non-profit or local for-profitagency 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

8. Eligible Applicantsmust: • 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

9. 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 • Early Head Start (ages 0-3) = 102 infants and toddlers

10. 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

11. Project Period and Funding (cont.) • Federal Funds Available for Northern San Diego County, California • Early Head Start - $1,115,966 • 20% Non-Federal Match = $278,992

12. 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.

13. 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

14. 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

15. 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)

16. 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

17. 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

18. 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.

19. 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

20. Application Format (cont.) • 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

21. Application Format (cont.) • 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

22. Application Format(cont.) • 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 Early Head Start program (CEO, CFO, Executive Director, Early Head Start Director, and content specialists) • Third-party Agreements • Letters of Support • Proof of existing Policy Council approval of grant application (if applicable)

23. 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

24. 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

25. 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

26. Evaluation Criteria • Criterion 2. Approach (cont’d) • 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

27. Evaluation Criteria • Criterion 2. Approach (cont’d) • 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

28. Evaluation Criteria • Criterion 2. Approach (cont’d) • 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

29. 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

30. 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

31. 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

32. 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.

33. 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

34. 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

35. 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.

36. 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

37. 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.

38. 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

39. 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.

40. 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

41. 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

42. “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

43. “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

44. Questions about Grants.gov? For additional training materials, visit http://www.grants.gov“Customer Support” For Grants.gov Help Desk support contact Support@grants.gov 1-800-518-4726 1-800-518-GRANTS

45. 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 OHS@dixongroup.com. All registered applicants will receive submitted questions and responses.