Department of Early Education and Care Head Start Supplemental Grant Renewal Application Fund Code 390 FY 2009 Head Start Supplemental Renewal - 1 -
PART I: OVERVIEW, ELIGIBILITY, FUNDING, SUBMISSION AND CONTACT INFORMATION Background: The Massachusetts Department of Early Education and Care (EEC) provides services for children in Massachusetts through a mixed delivery system which includes child care centers, out-of-school time programs, family child care homes, public preschool programs, private school preschool and kindergarten, and Head Start programs. EEC is responsible for licensing early education and care and out-of-school time programs throughout Massachusetts and for providing child care financial assistance to low-income families with children birth to 12 years of age. In addition EEC provides support for information and referral services, inclusive programming for children with special needs, parenting and family support, and professional development opportunities for educators in the early education and outof-school time fields. These efforts affect thousands of early education and out-of-school time providers, who serve more than 275,000 children each day. In its broadest role, EEC also serves as a source of information to more than one million families in Massachusetts. Purpose: The purpose of the grant program is to supplement federal funding of Early Head Start and Head Start programs with state dollars to support program quality and access for children and families. Goals and Priorities: The priority of the state Head Start grant program is to support Early Head Start and Head Start programs ability to leverage federal Head Start dollars that require non-federal matching funds. By providing this support, state funds help to improve the quality of programs for children in Early Head Start and Head Start reduce staff turnover, retain qualified staff; and support eligible families receipt of comprehensive services. Funds also support the grantees ability to meet federal Head Start Performance Standards. Applicant Eligibility: This is an application for renewal of FY08 grant funding. The Head Start and Early Head Start programs that received Head Start Supplemental grant funding in FY08 are eligible to apply for these grant funds. Programs that received Expansion Grant funds in FY06 must continue to serve those children enrolled with these funds. Children who were enrolled when the program received expansion grants in FY06 and are currently enrolled must continue to be served with these grant funds. A lead agency subject to EEC licensure or subcontracted provider subject to EEC licensure shall be awarded funds only if it is in substantial compliance with applicable EEC regulations, as determined by EEC. Please note: The lead agency and any subcontracted providers must comply with all applicable statutes, regulations, policies, and procedures, inclusive of any changes made to the Head Start and Early Head Start Programs as a result of enacted legislation, duly promulgated regulations, or policies enacted by the federal and/or state government, the Department of Early Education and Care, and/or its Board. FY 2009 Head Start Supplemental Renewal - 2 -
Fund Use and Required Services: Funds must be used to support eligible programs (Head Start and Early Head Start programs that received Head Start Supplemental Grant funding in FY08 are eligible to apply for these grant funds) to perform activities associated with the purposes as follows: state funds help to improve the quality of programs for children in Early Head Start and Head Start reduce staff turnover, retain qualified staff; and support eligible families receipt of comprehensive services. Funds also support the grantees ability to meet federal Head Start Performance Standards. All budget items must be taken as direct costs (directly attributable to the project and documented). All classroom supplies, materials, and equipment purchased with these Grant funds must be developmentally appropriate for children enrolled in Early Head Start and Head Start programs. Supplies must be targeted for use with young children in Early Head Start and Head Start programs and/or family involvement activities. Massachusetts Head Start Supplemental grant funds shall not be used for capital expenditures such as to purchase or renovate facilities, pay debt, or reduce or supplant funds for federally funded Head Start enrollment. Services may be provided by the lead agency and/or through subcontracts. Grantees must work collaboratively with EEC in data gathering projects designed to identify and validate the wide range of comprehensive services purchased from Early Head Start and Head Start programs through many state funding sources. Fiscal Administration and Oversight Please note the limit on fiscal administrative costs. The sum of the following expenditures may not exceed 8.0% of the total grant award (as delineated in Part II: Budget Detail and Narrative): 1. Salary of the supervisor of the Head Start Director; 2. Salaries of fiscal staff (including but not limited to: bookkeeper, contract monitors); 3. Rental of space, telephone/utility, maintenance and repair of space, internal audit costs associated with the administration of the program; and 4. Costs of administrative caps on subcontracts. Administrative costs of any subcontract shall not exceed 8.0% of the subcontract award. Please use guidelines provided above, and delineated in Part II: Budget Detail and Narrative, to determine the administrative costs of a subcontract. Please note: EEC has reserved the right to include the above categories in its calculation of an approved administrative cap. Federal indirect rates or those assigned by other entities may not be charged to this grant. Grant Term: This is a one year Grant (7/1/08 to 6/30/09) subject to the following: legislative appropriation, legislative authorization, an annual award of grant funds, and any other modification(s) made by EEC. If additional funding becomes available in the FY 09 Final Budget or during the grant term, EEC may disperse such funds through an open grant award process or may amend existing grants, in accordance with the Final FY09 Budget line item language. EEC reserves the right to require Grantees to submit amended budgets. Head Start and Early Head Start lead agency programs may apply for up to the level of funding FY 2009 Head Start Supplemental Renewal - 3 -
identified in Appendix D, column 3 entitled Anticipated FY 09 Total. Contact: Nancy Doyle EEC Head Start Grant Coordinator (617) 988-7814 nancy.doyle@massmail.state.ma.us Timeline and Submission Date: Required Forms to be Submitted: Renewal Applications must be received at EEC s Central Office by 4:30 p.m. on July 27, 2008. 1. Part II: Budget Detail Page and Budget Narrative (Attached Separately) 2. Part III: Subcontractor Budget Detail and Narrative (Attached Separately) 3. Part IV: Questions to be answered by respondents 4. Part V: Program Contact Information 5. Part VI: FY 2009 Head Start Program Site Survey (Attached Separately) Please note: Part I: Standard Contract Form will be sent to you following programmatic approval of your grant. You will have to sign and return the contract form to EEC with original signatures (in blue ink). Additional Information for the Applicant: Appendix A: Budget Instructions Appendix B: Lead Agency Role and Responsibilities Appendix C: Grant Negotiation, Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law Appendix D: FY09 Head Start Supplemental Grant Eligibility Amounts Submission Instructions: **PORTIONS OF THIS APPLICATION MUST BE EMAILED** Applicants must mail two copies of the entire renewal application, to the following address: Tresa Glover-Smith Massachusetts Department of Early Education and Care 51 Sleeper Street, Fourth Floor Boston, MA 02210 ATTN: Fund Code 390 Please do not include any of the appendices in your mailing. The appendices contain additional program information and requirements for your reference. Please make sure to put the ATTN: line on the envelope as we have several grant applications due to us at the same time. FY 2009 Head Start Supplemental Renewal - 4 -
Submission Instructions (continued) Applicants must also *email* the following documents to: eec.hsgrant@massmail.state.ma.us Part II: Budget Detail and Narrative Part III Subcontract Budget Detail and Narrative (if applicable) Part VI: FY 2009 Head Start Program Site Survey Please include Head Start Renewal and the name of your Lead Agency in the subject line of the email message. Reporting: In order to recognize accomplishments, identify challenges and inform future funding decisions, mid and end-of-year progress reports are required of all FY09 EEC grant recipients. These reports will provide EEC with information regarding the successes and challenges in meeting grant goals and objectives. A template for reporting this information will be forthcoming. The mid year report is due by 4:00pm Friday, January 16th 2009 and receipt of the end-of-year report will be required for approval of final grant payments. These narrative reports are in addition to the existing reporting requirements below. FY 2009 Head Start Supplemental Renewal - 5 -
Plans for FY09 Activities: PART IV QUESTIONS TO BE ANSWERED BY RESPONDENTS A. This grant supports the Federal Head Start Grant. Describe the specific goals and expected measurable outcomes of the FY09 State Head Start Supplemental Grant funded program according to the following priorities of the grant program: (please note; all priorities do not need to be addressed address only those your grant program has selected to prioritize). State goals and specific outcome for each priority: Improve the quality of programs for children in Early Head Start and Head Start programs. Reduce staff turnover and retain qualified staff. Support eligible families in receipt of comprehensive services. Support the program s ability to meet federal Head Start Performance Standards. B. Application for Head Start grant funds requires the applicant to collaborate with EEC in data gathering efforts designed to identify and validate the wide range of comprehensive services purchased through many state funding sources from Head Start programs. Provide a statement of assurance certifying that your program will participate in future data gathering efforts. FY 2009 Head Start Supplemental Renewal - 6 -
PART V: FY09 PROGRAM CONTACT INFORMATION 1. HEAD START DIRECTOR Name: Name of Agency: Mailing Address: Phone: Fax: E-mail: 2. HEAD START FISCAL CONTACT Name: Name of Agency: Mailing Address: Phone: Fax: E-mail: FY 2009 Head Start Supplemental Renewal - 7 -
PART VI: FY 09 HEAD START PROGRAM SITE SURVEY Instructions: Please use your FY08 Head Start Program Site Survey to complete this section. Open the Excel document named, PART VI: FY09 Head Start Program Site Survey (this is the Part VI link included with the grant renewal posting) and save it to your computer. Rename the file so it includes the name of your Head Start Program. Complete the information requested for each site. You can use the FY08 Head Start Site Survey to copy and paste the information in (and include any changes or updates) and return. Please note: There is a new section regarding Early Head Start data in the FY09 version of the survey. You must complete this information if your program provides Early Head Start Services. If you do not have a copy your FY08 Head Start Site Survey data that you submitted to EEC last year, please email Nancy Doyle. Please put Request for FY08 Site Survey in the subject line of your email. Please include the name of your Head Start Lead Agency in your request for this information. FY 2009 Head Start Supplemental Renewal - 8 -
APPENDIX A BUDGET INSTRUCTIONS The budgetary section of this application requires financial information regarding the support of project expenditures. Its purpose is to obtain an applicant s budgetary information, using a line item or object of expenditure format. All amounts on budget lines must be rounded to whole dollars. General Instructions There are two tabs to your Head Start Budget Head Start Budget tab Expenditure Parameters tab Your Budget also contains the following: Expenditure Category: Delineates the specific expenditure categories that reflect allowable expenditures that can be used to support the program goals and priorities. Proposed FY 2009 Expenditure: Report the proposed funding you intend to allocate to specific expenditure categories. This column will auto-sum all of the figures entered to provide a subtotal amount and total grant award amount at the bottom of the spreadsheet. Expenditure Description: Provide a detailed explanation of how the funding proposed in the Proposed FY 2009 Expenditure column will be used. Please do not reiterate the definitions that are included in the Expenditure Parameters tab. Note: The sum of Lead Agency administrative costs and subcontracted administrative costs must not exceed 8% of the total grant. Federal indirect rates or those assigned by other entities may not be charged to this grant. Grant recipients must do the following: Maintain separate and auditable records for each project; Maintain time and attendance records to support payrolls; Maintain time distribution records for salaries and wages of employees that are chargeable to more than one grant program; and Administer funds in compliance with relevant federal, state and local laws, regulations, and/or policies, including but not limited to 815 CMR 2.00 et. seq. FY 2009 Head Start Supplemental Renewal - 9 -
APPENDIX B LEAD AGENCY ROLE AND RESPONSIBILITIES The lead agency in its fiscal capacity must meet the following requirements: 1. Ensure that Head Start funding is expended in accordance with the parameters of this renewal application and EEC policies. 2. Ensure accurate accounting of Head Start funds including but not limited to tracking direct service expenditures. 3. Respond to any fiscal queries from EEC. Designate a Head Start contact person as the main point of contact between the Lead Agency and EEC. The Head Start contact person is responsible for disseminating all relevant information to the proper agents and participating programs. The contact person must attend all relevant EEC trainings and meetings. If the contact person is not available year round, a designee must be identified by the Lead Agency to carry out program activities in their absence.5.prepare amendments as needed. Amendment requests should be submitted directly to EEC s Grant Management Department by May 30 th for EEC approval so that goods and services are received by June 30 th 6.Manage and monitor all subcontracts; adhere to Subcontract Requirements of Lead Agency set forth in Appendix B. 7. Verify that programs meet the required quality standards and that licensed programs are in good standing with EEC before placing children. 8. Submit all EEC required data reports by defined due dates. 9. Return any unspent funds to the Commonwealth on or before August 30 th FY 2009 Head Start Supplemental Renewal - 10 -
APPENDIX C GRANT NEGOTIATION, PAYMENT TERMS, GRANT EXPENDITURES, TERMINATION, RECOUPMENT OF FUNDS, AND RELEVANT LAW EEC may negotiate with the selected Grantee(s) the specific deliverables and timeline for their completion prior to the commencement of this project. Payments will be made according to the final negotiated terms. EEC will have sole discretion to determine whether a deliverable has been successfully completed by a Grantee thereby triggering a payment. Amendments to required services or deliverables which do not affect funding changes: If during the project, either EEC or a Grantee would like to request a change in the required services, deliverables, or timeline, EEC or the Grantee may propose such changes to the other. The parties must mutually agree to such change(s) in writing. A written memorandum may be used to memorialize such changes; a formal grant amendment will not be required. Programmatic Budget Adjustments (formerly called grant amendments): If during the project, a Grantee would like to request a change from the original approved budget, thus changing deliverables, or timeline, the Grantee may propose such changes to EEC who may agree to implement such changes. This is done by filing a Programmatic Budget Adjustment (formerly called a grant amendment). A Programmatic budget adjustment is required 30 days in advance of proposed changes and in any case where the original budget line is changed by more than 10%. EEC reserves the right to approve or deny any proposed changes. When the Programmatic Budget Adjustment forms are available, you will receive electronic notification regarding where they are posted on the EEC website. Grantees are encouraged to use Electronic Funds Transfers (EFT). EFT allows for payments to be made from the Commonwealth to grantees electronically and is the preferred method of payment for all payees doing business with the Commonwealth. Use of EFT significantly reduces payment delays through a reduction in processing and mailing time. Registering a grantee for EFT payments requires completion of an Electronic Funds Transfer form by the Grantee and submission to EEC as part of contract execution. First quarter grant payments will be released to you automatically. To initiate subsequent grant payments, grantees must submit a Request for Funds Form for the appropriate fiscal year. Throughout the grant term, grantees must seek EEC s approval for any budget changes by filing EEC Amendment Forms. Within sixty (60) days of the termination of a grant, a grantee must submit an FR1 Final Financial Report and repay the Commonwealth for any unexpended funds. These forms are available at EEC s website, www.eec.state.ma.us. Request for Funds Forms must be sent to the following address: Massachusetts Department of Early Education and Care 51 Sleeper Street, 4 th Floor Boston, MA 02210 Attn: Accounting Unit All grant recipients must use the grant monies in accordance with the terms and requirements set forth in this Request for Responses, in addition to applicable EEC policies, regulations and/or state or federal laws. EEC reserves the right to recoup any and all monies which are not spent in accordance with such terms and/or laws. EEC further reserves the right to discontinue grant funding to any recipient who violates any of the grant terms and/or conditions which are incorporated into this Request for Responses. FY 2009 Head Start Supplemental Renewal - 11 -
The selected Grantee must comply with all applicable provisions of the Massachusetts General Laws, State Finance Law, 815 Code of Massachusetts Regulations 2.00 et seq. (regarding grants), and the Office of the State Comptroller s policies and procedures regarding grants. In accordance with the Commonwealth s Terms and Conditions, EEC reserves the right to, among other things, withhold payment or seek reimbursement if the Lead Agency/Council does not comply with the requirements delineated in this RFR. FY 2009 Head Start Supplemental Renewal - 12 -
APPENDIX D FY 09 HEAD START SUPPLEMENTAL GRANT ELIGIBILITY AMOUNTS Grantee Name FY08 Grant Amt. Anticipated FY '09 Increase Anticipated FY '09 Total ABCD $1,955,484 191,032 $2,146,516 Berkshire County $274,048 25,378 $299,425 Cape Cod Child Development $305,294 30,827 $336,121 Citizens for Citizens, Inc. $286,771 34,641 $321,412 Communities United $245,495 29,114 $274,609 Community Action Agency of Somerville $442,034 28,802 $470,837 Community Action of Franklin $324,022 35,030 $359,053 Community Action Programs $299,686 19,150 $318,836 Community Action, Inc. $168,360 15,258 $183,618 Community Teamwork, Inc. $362,909 46,551 $409,460 Dimock Community Health $65,487 25,689 $91,176 Greater Lawrence $276,954 41,647 $318,601 Health & Education Services $176,356 19,383 $195,739 Holyoke/Chicopee/Springfield $636,487 89,678 $726,165 Lynn Economic Opportunity $341,745 27,246 $368,991 Martha's Vineyard $26,869 3,270 $30,138 Montachusett Opportunity $285,526 36,821 $322,347 PACE, Inc. $212,183 26,701 $238,884 Pathways for Children $102,141 13,389 $115,530 Quincy Community Action $244,545 19,851 $264,396 Self Help, Inc. $537,899 54,492 $592,391 Somerville Mental Health Association $14,012 9,341 $23,353 South Middlesex Opportunity $293,103 29,659 $322,762 South Shore Community Action $110,758 18,294 $129,051 Tri-City Community Action $170,256 12,922 $183,178 Triumph, Inc. $181,530 19,383 $200,913 Westfield $109,416 15,958 $125,374 Worcester Community Action $93,312 20,551 $113,863 Worcester Public Schools $457,319 59,941 $517,260 FY 2009 Head Start Supplemental Renewal - 13 -