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Northeast Harris County, Texas Early Head Start PreApplication Recording

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Title: Northeast Harris County, Texas Early Head Start PreApplication Recording


1
Northeast 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

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 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

6
Overview 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

7
Eligible 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

8
Eligible 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

9
Service 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

10
Project 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

11
Project Period and Funding (cont.)
  • Federal Funds Available for Northeast Harris
    County, Texas
  • Early Head Start - 680,521
  • 20 Non-Federal Match 170,130

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.htm
    l
  • OMB Circulars
  • http//www.whitehouse.gov/omb/grants/grants_circul
    ars.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 (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

26
Evaluation 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

27
Evaluation 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

28
Evaluation 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

29
Evaluation 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

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 (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

32
Evaluation 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.

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
    (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

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 applicants 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
    (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.

38
Budget 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

39
Budget 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.

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 (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

44
Questions 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

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_at_dixongroup.com. All registered
applicants will receive submitted questions and
responses.
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