Title: Northeast Harris County, Texas Early Head Start PreApplication Recording
1Northeast Harris County, Texas Early Head Start
Pre-Application Recording
- Department of Health and Human Services
- Administration for Children and Families
- Office of Head Start
- Washington, DC
2Agenda
- 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
3OverviewReplacement 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
4Replacement Steps and Timelines
5Overview 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
430 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
6Overview of Selection Process (cont.)
- When submitting hardcopy applications, please
mark envelopes Northeast Harris Cty, Texas 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
7Eligible 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
8Eligible 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
9Service Area and Funded Enrollment
- Service Area
- Northeast Harris County, Texas (boundaries
described in the program announcement) - Funded Enrollment for the area served by the
previous grantee - Early Head Start (ages 0-3) 66 infants and
toddlers
10Project Period and Funding
- Initial one-year budget
- Continuation awards
- Subject to availability of funds
- Based on grantees satisfactory performance
- Subject to review after first year of operation
11Project Period and Funding (cont.)
- Federal Funds Available for Northeast Harris
County, Texas - Early Head Start - 680,521
- 20 Non-Federal Match 170,130
12Disqualification 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.
13Laws, 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
14Laws, 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
15Laws, 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)
16Where 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.htm
l - OMB Circulars
- http//www.whitehouse.gov/omb/grants/grants_circul
ars.html - Pre-application materials
- http//www.esi-bethesda.com/ohs
17The 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
18Application 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.
19Application 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
20Application 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
21Application 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
22Application 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)
23Evaluation 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
24Evaluation 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
25Evaluation Criteria
- Criterion 2. Approach (contd)
- 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
26Evaluation Criteria
- Criterion 2. Approach (contd)
- 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
27Evaluation Criteria
- Criterion 2. Approach (contd)
- 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
28Evaluation Criteria
- Criterion 2. Approach (contd)
- 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
29Evaluation Criteria
- Criterion 3. Staff and Position Data (15 points)
- Discuss the qualifications and experience of the
organizations 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
30Evaluation 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
31Evaluation Criteria
- Criterion 4. Organizational Profiles (contd)
- 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
32Evaluation Criteria
- Criterion 4. Organizational Profiles (contd)
- 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.
33Evaluation 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
34Evaluation Criteria
- Criterion 5. Budget and Budget Justification
(contd) - 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
35Start 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 applicants original
proposal.
36Budget 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
37Budget Line Items
- Criterion 5. Budget Line Items should include
(contd) - 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.
38Budget Line Items
- Criterion 5. Budget Line Items should include
(contd) - 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
39Budget Line Items
- Criterion 5. Budget Line Items should include
(contd) - 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.
40Grants.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
41Electronic 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
42Getting 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
43Getting Started (contd)
- 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
44Questions about Grants.gov?
- For additional training materials,
- visit http//www.grants.gov Customer Support
- For Grants.gov Help Desk support
- contact Support_at_grants.gov
- 1-800-518-4726
- 1-800-518-GRANTS
45For 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_at_dixongroup.com. All registered
applicants will receive submitted questions and
responses.