Early Years Capital 2015 Frequently Asked Questions (FAQs)

Early Years Capital 2015 Frequently Asked Questions (FAQs) ELIGIBLE APPLICANTS... 3 Who can apply under Early Years Capital 2015?... 3 Multiple Services are multiple services eligible to apply?... 3 Can a service that is not currently participating in one of the three Childcare Programmes i.e. CCS, TEC or ECCE apply for capital funding?... 3 Can Childminders apply?... 3 I am a private provider participating only in TEC. Can I apply?... 4 Can services that are applying to participate in a DCYA programme for the first time from September 2015 apply for capital funding?... 4 I am in the process of relocating premises; can I apply for funding for my new premises?... 4 If I was approved funding under Childcare Capital 2012 or Capital 2013 or EYC14, can I apply again?... 4 If I was declined funding under Childcare Capital 2012, Capital 2013 or EYC14, can I apply again?... 4 My service operates from rented premises. Can I apply for a grant?... 4 I have a lease with the County Council, Diocese, Parish etc. Can I apply for a capital grant?... 4 ELIGIBLE WORK... 4 What can be funded under Strand 1?... 4 What cannot be funded under Strand 1?... 4 What can be funded under Strand 2... 5 What cannot be funded under Strand 2... 5 What can be funded under Strand 3?... 5 What cannot be funded under Strand 3?... 5 What can be funded under Strand 4?... 5 What cannot be funded under Strand 4?... 6 Where can I find a list of registered BER assessors?... 6 Can I apply under more than one Strand?... 6 TUSLA has recommended that I upgrade my play equipment. Can I apply for this under Early Year Capital 2015?... 6 Can I apply to replace/repair the safety surfacing/rubber matting of my outdoor play area?... 6 My engineer has recommended that we undertake some insulation work in conjunction with other essential maintenance. Is insulation eligible under Strand 2?... 6 Can I apply for professional fees?... 6 Can I apply for the cost of the BER Advisory Report?... 6

How should I pay my Contractors/Suppliers?... 6 I received funding for equipment under EOCP/NCIP. Can I apply in 2015 to upgrade this equipment?... 7 SUPPORT DOCUMENTATION & QUOTES... 7 What type of documents will be accepted as evidence to support the application?... 7 What are valid quotes?... 7 What is meant by itemised quotes?... 7 What is meant by comparable quotes?... 7 Do I need to send in 3 quotes for everything that I am applying for?... 8 I have obtained 3 quotes for my project but they are all above the maximum available under the Strand. Can I pay the difference from my own funds?... 8 Can I apply for more than the quoted amount?... 8 The cost of my project is over 50,000 do I need to e-tender?... 8 ON-LINE APPLICATION FORM... 8 I operate an Afterschool Service only. Which type of service should I specify on the application form?... 8 My quotes include cent, how should I input these on the Quotes Template?... 8 What Web Browser should I use?... 9 Can I access PIP through Google Chrome?... 9 What are the recommended File formats to ensure my documents can be attached?... 9 I am having problems getting documents to attach. I am getting an error message that the attachments are too large. What can I do?... 9 APPROVAL & CONTRACT... 9 I have had a preschool inspection since submitting my application. Can I change the purpose of the funding to meet the Inspection report recommendations?... 9 If I am approved, when will I receive my grant money?... 9 What period of time does the Early Years Capital 2015 Contract cover?... 9 What is the situation if my service has no children eligible for ECCE/CCS/TEC during my contract period and is therefore not participating in one of the Government Programmes?... 10 Page 2

ELIGIBLE APPLICANTS Who can apply under Early Years Capital 2015? Services that are currently providing services under at least one of the three DCYA National Government programmes: 1) Community Childcare Subvention (CCS); 2) Training and Education Childcare (TEC) and 3) Free Pre-School Year in Early Childhood Care and Education (ECCE). Community- based Childcare Services can apply under Strands 1, 2, 3 and/or 4. Private providers and apply under Strand 4 only. Multiple Services are multiple services eligible to apply? Yes, in cases of service providers with multiple facilities, a maximum of four grant approvals may be permitted per applicant in the case of Strands 1,2 &3. All facilites can apply for Strand 4. What are the Strands of Funding for Early Years Capital 2015? Strand 1 Relocation/Major Refurbishment To provide for large scale works to allow community early years facilities undertake relocation/major refurbishment in order to maintain/improve services. To maintain the quality of services to children and families. Strand 2 - Essential Maintenance General maintenance works that will ensure that the building remains fit-for purpose and maintain quality standards within the facility. Strand 3 - Quality Improvement & Sustainability Works to improve the quality and support the sustainability of community early years services to children and families by improving the energy efficiency of facilities. Strand 4 ICT Equipment ICT equipment included in the list below which will be for use in early years facility only. PCs/Laptops Satellite for Broadband access (where broadband is otherwise inaccessible) Printer /Scanners Cameras/video equipment NB Tablets and other mobile devices that cannot be used to access the PIP portal are not eligible under the programme. Can a service that is not currently participating in one of the three Childcare Programmes i.e. CCS, TEC or ECCE apply for capital funding? No, one of the conditions of funding is that a service is currently providing services under at least one of the three DCYA National Government programmes: 1) Community Childcare Subvention (CCS); 2) Training and Education Childcare (TEC) and 3) Free Pre-School Year in Early Childhood Care and Education (ECCE). Can Childminders apply? Childminders can apply if they are currently providing services under at least one of the three DCYA National Government programmes: 1) Community Childcare Subvention (CCS); 2) Training and Education Childcare (TEC) and 3) Free Pre-School Year in Early Childhood Care and Education (ECCE). Page 3

I am a private provider participating only in TEC. Can I apply? Yes, you can apply under Strand 4. Can services that are applying to participate in a DCYA programme for the first time from September 2015 apply for capital funding? No, such services are not eligible to apply. Services must be providing one or more of the three DCYA funding programmes at the time of making an Early Years Capital application. I am in the process of relocating premises; can I apply for funding for my new premises? Yes, if your service is relocating with your existing ECCE, CCS or TEC contract being transferred to the new premises. If I was approved funding under Childcare Capital 2012 or Capital 2013 or EYC14, can I apply again? Yes. However, if you received funding under Early Years Capital 2014 the maximum funding available under Strands 2 & 3 will be 50,000 over the two years e.g. if you were approved 20,000 in 2014 you can apply for up to 30,000 in 2015. If I was declined funding under Childcare Capital 2012, Capital 2013 or EYC14, can I apply again? Yes. My service operates from rented premises. Can I apply for a grant? Yes, but you will need a lease agreement that covers the term for your contract from the date of receipt of your final payment. You also need to obtain a letter of permission from your landlord if you intend to undertake any work that will alter the premises (See below Approval & Contract). I have a lease with the County Council, Diocese, Parish etc. Can I apply for a capital grant? Yes, as long as the lease period is in order and you have obtained written permission as above. ELIGIBLE WORK What can be funded under Strand 1? All capital works pertaining to the relocation/refurbishment of the early years service are eligible for funding. In the case of refurbishment, works can include major repair or upgrade of the fabric of the current building and replacement of worn and dilapidated fixtures and fittings. Where relocation is required, any works that are necessary to ensure the new premises can support the delivery a quality childcare service are eligible. Professional fees (e.g. architect, project manager) to a maximum of 10% of total project costs can also be included. Where a mortgage/ or lien needs to be established solicitor s fees may be include in the 10%. What cannot be funded under Strand 1? Expenditure incurred PRIOR to APPROVAL date i.e. before the date on which funding approval is confirmed. Any additional non capital costs incurred during the project e.g. rent costs of alternate premises. Expenditure not related to the use of the Early Years building. Expenditure not spent for the purposes for which it was approved. Page 4

What can be funded under Strand 2 General maintenance works that will ensure that the building remains fit-for purpose and maintain quality standards within the facility for example: Essential repairs to fabric of the building e.g. roof, windows etc. Replacement of worn and dilapidated fixtures and fittings e.g. non moveable items such as kitchens or sanitary ware Essential repairs to outdoor play areas to allow continued access What cannot be funded under Strand 2 Expenditure incurred PRIOR to APPROVAL date i.e. before the date on which funding approval is confirmed. Funding will not be provided for additional structural work to the building. For example: Extensions New playgrounds Equipment, including furniture, table and chairs, installation of new CCTV /security systems Any work that requires planning permission Professional/legal fees. Should an applicant choose to engage a professional this will be at their own expense Expenditure incurred PRIOR to APPROVAL date i.e. before the date on which funding approval is confirmed Expenditure not related to the use of the Early Years building Expenditure not spent for the purposes for which it was approved What can be funded under Strand 3? Work that will have immediate or short term, medium/high impact on the Building Energy Rating (BER) of the building and is recommended in the BER report. For example: Insulation Windows Doors Draught stripping Water and heating systems Thermostatic controls What cannot be funded under Strand 3? Expenditure incurred PRIOR to APPROVAL date i.e. before the date on which funding approval is confirmed except for the cost of the BER report up to 200 Projects, such as installation of solar panels, where initial cost is high and impact in not achievable over the short or medium term will not be considered Additional work that is not recommended in the BER advisory report Expenditure not related to the use of the Early Years building Expenditure not spent for the purposes for which it was approved What can be funded under Strand 4? Only items include on the list in the application form can be funded e.g. PCs/Laptops Satellite for Broadband access (where broadband is otherwise inaccessible) Printer /Scanners Page 5

Cameras/video equipment What cannot be funded under Strand 4? Expenditure incurred PRIOR to APPROVAL date i.e. before the date on which funding approval is confirmed Any items not included on the list in the application form Expenditure on items not related to the use of the Early Years building Expenditure not spent for the purposes for which it was approved Where can I find a list of registered BER assessors? You can find a list of registered assessors on the Sustainability Energy Authority of Ireland website www.seai.ie There are currently 183 non domestic BER assessors registered across the country. There is no set fee for assessors and the advice is to shop around for the best value for money. Make sure that you confirm all the relevant fees in writing prior to commissioning a BER assessment. Can I apply under more than one Strand? Community services can make an application under either Strands 1, 2 or 3 and Strand 4. For example applications may be submitted under Stand 1 and 4, or Strand 2 and 4. Private providers can make one application under Strand 4 only per facility. TUSLA has recommended that I upgrade my play equipment. Can I apply for this under Early Year Capital 2015? No. New equipment or the replacement of old equipment is not eligible under Early Years Capital 2015. Can I apply to replace/repair the safety surfacing/rubber matting of my outdoor play area? Yes, you can apply under Strand 2 if you can demonstrate that the work is essential maintenance which will allow the continued use of the play area. My engineer has recommended that we undertake some insulation work in conjunction with other essential maintenance. Is insulation eligible under Strand 2? Yes, if you can demonstrate that the insulation will have an impact on the quality/sustainability of the service. Can I apply for professional fees? Under Strand 1 up to 10% of the total grant requested can be used towards professional fees. Under Strand 2 professional fees are not eligible. Under Strand 3 you can apply for up to a maximum of 200 against the cost of the BER advisory report only. Can I apply for the cost of the BER Advisory Report? Yes. As part of the total grant request you can apply for up to a maximum of 200 against the cost of the BER Advisory Report. The amount requested should be included in the quotes template and the invoice from BER Assessor attached with your application. How should I pay my Contractors/Suppliers? All payments must appear on your bank statement. No cash payment will be reimbursed even if receipted. Page 6

I received funding for equipment under EOCP/NCIP. Can I apply in 2015 to upgrade this equipment? No, replacement of equipment is not eligible. SUPPORT DOCUMENTATION & QUOTES What type of documents will be accepted as evidence to support the application? A number of different types of supporting evidence must be submitted with your application depending upon the Strand under which you are applying. Strand 1: Applications under this strand must provide evidence of the readiness of the proposed project proceed and be completed by the end of 2015. Tender documents, evidence planning permission (if required) etc. will need to be submitted with the application. To support the need for the works applied for, applicants must also include other material that validates that need. Evidence such as photographs, copy of most recent TUSLA inspection report, Engineer/Architect s report, Fire Officer s report etc. will be considered. Strand 2: Applications under this strand must provide a clear rationale for the works proposed. To support the need for the works applied for, applicants must also include other material that validates that need. Evidence such as photographs, copy of most recent TUSLA inspection report, Engineer/Architect s report, Fire Officer s report etc. will be considered. Strand 3: Applications under this strand must provide a clear rationale for the works proposed. Applications under this Strand must be supported by a BER Advisory Report. For the purposes of the grant application, the BER Advisory Report must be completed by a registered BER assessor. Applicants can also submit additional evidence of need, as per Strand 2, to support the application. What are valid quotes? Valid quotes are up to date (obtained and dated in 2015); on headed paper with VAT numbers if the company is VAT registered. Quotes must specify the VAT rate applicable and if the VAT has been included in the total quote amount. You can check that the VAT number included on a quote is valid on European Commission website HERE. Please note that the VAT Number field is case sensitive. Quotes must also be itemised i.e. list each item of work to be undertaken. Quotes must be in Euros and be comparable i.e. the items for purchase, or works to be undertaken must be similar across all 3 quotes to allow for comparison and value for money analysis. What is meant by itemised quotes? Each of the quotes you are required to submit must list all the items of work to be undertaken and cost each item separately. For example if a single quote is for repainting, replacement flooring and guttering, the quote must list each item and state the cost of each item separately. What is meant by comparable quotes? If you are submitting 3 quotes from 3 contractors which cover the same works each quote must include all the same items to be funded. For example if you are submitting 3 quotes for repainting, replacement flooring and guttering, each quote must include separate costing for repainting, replacement flooring and guttering. Page 7

Do I need to send in 3 quotes for everything that I am applying for? Three quotes are required for works that are in excess of 5,000 including VAT. If the cost of works is for 5,000 or less incl. VAT then only one quote is required. NB - Quotes must be from separate contactors/suppliers. Two or more quotes from the same contractor/supplier will be treated as one quote. I have obtained 3 quotes for my project but they are all above the maximum available under the Strand. Can I pay the difference from my own funds? Under Strands 2 & 3 the proposed project cannot cost more than the maximum available under each Strand. Applicants may not apply to part-fund a project. Under Strand 1 if the project is being part-funded from another source evidence that the full balance of funding has been secured must be submitted with the application. Under Strand 4 if the item/s to be purchase is in excess of 500 the grantee can pay difference from own funds. Can I apply for more than the quoted amount? No. The cost of my project is over 50,000 do I need to e-tender? Yes. This will apply in the case of Strand 1 applications only where it is expected that tendering will have already been complete or is at least commenced. The tendering process adopted must be in line with public procurement requirement. Further information on public procurement requirements can be found HERE. ON-LINE APPLICATION FORM I operate an Afterschool Service only. Which type of service should I specify on the application form? The type of service will depend on the length of time you operate. Sessional services offer a service for up to 3½ hrs. Part-time services offer a continuous service between 3½ and 5 hours. Full day is a service that offers a continuous service for over 5 hours and is notified to the HSE as a full day service. Afterschool services that offer a breakfast/before school service and an afterschool service should combine the two session times when calculating which type of service they provide. Example A: 1hour breakfast club with a 2hour afterschool session = 3hour sessional service. Example B: 1½hour breakfast club with a 4hour afterschool session = 5½ hours but should be entered as a part-time service on the application form, except where notified to HSE as full day service. My quotes include cent, how should I input these on the Quotes Template? If the quote amount includes cent values you should round these to the nearest euro when inputting in to the Quotes Template. Example 1: Quote Amount (incl. VAT) = 2,199.49 (Input as 2,199.00 on the Quotes Template) Example 2: Quote Amount (incl. VAT) = 2,199.50 (Input as 2,200.00 on the Quotes Template) Page 8

What Web Browser should I use? Pobal strongly recommends using the latest version of Internet Explorer. You can download the latest version HERE. Can I access PIP through Google Chrome? Yes, you can use other browsers, such as Google Chrome, to access PIP but Internet Explorer is strongly recommended. Pobal will not be able to support any issues experienced while using other browsers. What are the recommended File formats to ensure my documents can be attached? File formats such as Word, PDF, JPEG, PNG are recommended. Please ensure files are legible before attaching. *Please note some MAC file formats are not supported and should not be used. I am having problems getting documents to attach. I am getting an error message that the attachments are too large. What can I do? If this error message appears, try the following: Reduce the resolution when scanning your documents (on your scanner reduce the resolution from high to low). However please ensure that document is still legible Avoid scanning additional pages that are not required as part of the application Zip the file to make it smaller (right click on the document in question, select option send to, from the drop-down menu select compressed zipped folder ) Attach individual documents rather than a folder of documents APPROVAL & CONTRACT I have had a preschool inspection since submitting my application. Can I change the purpose of the funding to meet the Inspection report recommendations? No, services cannot change the purpose of the funding once the application has been submitted. If I am approved, when will I receive my grant money? Strand 1 projects will receive 1 st payment on receipt of the signed contract. The amount of payment will depend on the nature of the project. For Strand 2 & 3 approvals, the first payment of 90% of the approved grant will be paid on receipt of the signed contact. The final 10% will be paid retrospectively when the online report is submitted correctly and ALL funding is reported. Strand 4 approval will be paid on a 100% retrospective basis once the online report is submitted correctly and ALL funding is reported. Funding will be subject to recovery by Pobal if Pobal deems grant monies are not being used for the approved purpose or are not adequately documented or reported. What period of time does the Early Years Capital 2015 Contract cover? For Strand 1 services in receipt of grant funding must remain in operation for at up to 19 years after the date of the final payment depending on the level of funding. Page 9

Strand 2 & 3 services must remain in operation for at least 2 years after the date of the final payment, regardless of the amount of the grant awarded. For Strand 4 services must remain in operation for at least 1 year after the date of the final payment. If the childcare facility has already been funded under the Equal Opportunities Childcare Programme (EOCP) or the National Childcare Investment Programme (NCIP) and is still within the contractual period for that funding, the service will be required to remain in operation for the duration of that previous contract or the duration of the new (Early Years Capital 2015) contract, whichever is the longer period. What is the situation if my service has no children eligible for ECCE/CCS/TEC during my contract period and is therefore not participating in one of the Government Programmes? Conditions of funding require that the service is currently participating in one of the three Government schemes and must remain open for a specified period. It is difficult to predict what will happen in the future so situations will be looked at on a case by case basis. Last updated: 23/04/15 Page 10