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New Jersey Department of Children


New Jersey Department of Children & Families (DCF) Bidder s Conference August 25, 2014 Race to the Top-Early Learning Challenge (RTT-ELC) – PowerPoint PPT presentation

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Title: New Jersey Department of Children

New Jersey Department of Children Families
  • Bidders Conference August 25, 2014
  • Race to the Top-Early Learning Challenge
  • RFP to establish County Councils for Young
    Children in 20 Counties--Pregnancy to Age 8
  • RTT-ELC funds are issued to New Jersey by the
    U.S. Departments of Education, and Health
    Human Services.
  • NJ Department of Education is the lead RTT
    administrative agency.

NJs Early Childhood Infrastructure
  • Early Learning CommissionDOE, DHS, DOH, and DCF
  • Interdepartmental Planning Group4 departments
  • NJ Council for Young Children (NJCYC)general
    membership and designated committee meetings
  • County Councils for Young Children with
    representation on NJCYC and committees
  • Central Intake Hubs (to expand to 21 counties)

County Council for Young Children (CCYC) Funding
Information (RFP page 6)
  • RTT-ELC funding for CCYCs 1.5 million
  • 75,000 per county/per year (i.e. 12-month
  • Project period will begin October 1, 2014.
    RTT-ELC funds end December 31, 2017
  • Contingent on continued federal RTT-ELC grant
  • Year 3 matching funds of 15 are required.
  • Start-up funds up to 20,000 per county are
    permitted. Detailed justification is required.

CCYC State and Local Infrastructure
  • State Level DCF Early Childhood (Lead)
  • Project Director (PD) Sharon Budka, MSW
  • Three Regional Specialists
  • Kate DiMemmo
  • Deborah Johnson
  • Brenda Tift
  • County Level (all 21 counties)
  • Local Lead Agency - designated Project

County Councils for Young Children Purpose
  • Build strong partnerships with local
    constituentsparents/families, providers and
    other community stakeholdersto improve the
    health, education, safety and well-being of
    children, families, communities
  • Work together to develop mutually-established
    goals, and help to implement strategies that
    reflect the priorities of families and community
  • Provide advice and input to improve early
    childhood service coordination and systems
    integrationcollaboration with Central Intake,
    Community Health Workers, Grow NJ Kids, and more.

Local Constituents in Early Childhood Prenatal to
Age 8 Across Sectors
  • Expectant parents, mothers/fathers, grandparents
    other caregivers
  • Health Care, Home Visiting, Early Head Start/Head
    Start, Family Success Center (FSC), Community
    Health Workers (CHW), Parent Linking Program,
    Early Intervention, Special Child Health, Special
    Education, Child Care Centers, Family Child Care,
    Preschools, Elementary Schools, Child Care
    Resource Referral Agency (CCRR), School
    Districts, Fatherhood Support, Human Service
    Advisory Council (HSAC), Public Assistance/Social
    Services, Child Welfare, Family Support
    Organization (FSO), and more
  • Other stakeholderslocal government, businesses,
    recreational services, libraries, civic groups,
    faith organizations, foundations, etc.

CCYC Priorities and Activities Read all
priorities and service activities on pages 4-5.
  • Shared leadership that supports parents in
    leading roles
  • Promote active participation of parents as a
    voice for change at the family, community, and
    state level
  • Outreach to engage/retain hard-to-reach parents
    and caregiversmothers/fathers, grandparents,
    immigrants, migrant workers, military service
    members, etc.
  • Provide parents with orientation, ongoing
    mentoring, and leadership training opportunities
  • Provide concrete supports to enable family
    participation (e.g. childcare, transportation,
    light meal, etc.)

CCYC Priorities Activities (continued)
  • Promote parent/family participation over the next
    3 years that reflects the cultural diversity of
    the county
  • Recognize, support and encourage parents as
    decision makers and leaders, and create an
    engaging, respectful environment that welcomes
    their presence and input
  • Inform/impact/develop local (and state) policies,
    services, and/or practices to become more
    responsive to the needs of families in the county
    (and NJ).
  • Contribute to development/implementation of
    quality services, e.g. Grow NJ Kids quality
    rating system

CCYC Services Requirements Expectations Refer
to the RFP on pages 5 and 6.
  • Embrace the SF Protective Factors and Prevention
  • Develop a viable sustainability plan to continue
    the coordination of the CCYC beyond 12/31/17.
  • Promote positive working relationships and work
    collaboratively with the local Central Intake
    site (currently in 15 counties)actively promote
    linkages for families and providers to early
    childhood services.
  • Once fully developed, the CCYC will function as
    the local advisory board for Central Intake,
    CHWs, and Grow NJ Kids

CCYC Services Requirements (continued)
  • Participate in a joint needs assessment,
    environmental scan, and strategic planning
  • Track progress in reaching goals and performance
    benchmarks--status reports updates to a) local
    CCYC members, b) designated DCF staff, and c) the
  • Participation of CCYC Project Coordinator in
    statewide Peer Learning Collaborative, to be
    convened by DCF
  • Active participation from other DCF grantees
    (e.g. HV, FSCs, etc.) to invite families attend
    CCYC meetings

DCF Applicant Eligibility Requirements Read all
eligibility requirements as stated on page 7.
  • For-profit or not-for-profit corporation
    registered to conduct business in NJ, or a
    local/county health department
  • In good standing with all State and Federal
    agencies related to any existing grant or
    contractual relationships
  • May not be suspended, terminated or barred for
    deficiencies in performance of any award, and all
    past issues must be resolved as demonstrated by
    written documentation
  • In compliance with terms conditions of current
    DCF contracts
  • Non-governmental entities must have a governing
    body that provides oversight as is legally

Eligibility Requirements - continued
  • Demonstrate the capability to uphold all
    administrative and operating standards as
    outlined in this document
  • Must comply with State Affirmative Action
  • Must become fully operational within 45 days of
    contract date
  • Must have a viable plan to leverage matching
    funds in Year 3 and sustain the CCYC after
    RTT-ELC funds end on 12/31/17
  • Provide a Data Universal Numbering System (DUNS)
    number to acquire DUNS number go to
  • Must be fiscally viable and meet eligibility,
    terms and conditions of the RFP, and DCF
    contracting requirements

Closing Date Submission (RFP page 8)
  • Due Thursday, September 18, 2014 by 1200 pm
  • Applicants are encouraged to submit proposals
  • In-person or commercial carrier--submit one
    original signed copy and 1 CD ROM with all
  • No faxed or e-mailed copies
  • Administration and Review (RFP pages 9-12)
  • Upon receipt, all applications are screened for
    conformity with the stated RFP requirements.
    Applications will be disqualified if not in
  • Tentative date for funding decisions is 10/1/14

Proposal Narrative Instructions Pages 12 to 21
  • As stated on Page 13 of the RFP guidance,
  • a separate proposal is required
  • for each county

Proposal Narrative 1. Applicant Organization
(RFP page 13) 20 Points
  • A. Describe agencys background, experience and
    qualifications to lead this initiative.
  • Agencys history, mission and goals and relevant
    accomplishments in with DCF and/or with other
    state entitiesDOH, DHS, DOE
  • Agencys background/knowledge of MCH, early
    childhood services, childcare/early education,
    family support, child welfare, or related

1. Applicant Organization (continued)
  • Describe the governance structure and
    administrative, management organizational
    capacity. Note the existence of professional
    advisory boards that support operations.
  • Attach a current organizational chart as Appendix
    3 that shows placement of the CCYC within the
  • Describe relevant programs/service, and include a
    brief summary of performance evaluation outcome

1. Applicant Organization (continued)
  • B. Current Parent-Centered Activities Describe
    the participation of parents/families in your
  • Parent Roles may include
  • Parent Consumers Parents receive agency
    services (e.g. home visiting, food bank, child
    care, etc.).
  • Parent Involvement - Parents attend
    agency-sponsored events and support
    program/organization priorities (e.g. parents
    attend a monthly parent meeting).

1. Applicant Organization (continued)
  • Parent Engagement - parents routinely provide
    input/feedback (e.g. parents actively participate
    in meetings/board in an advisory capacity) and
    advise on setting program and/or organizational
  • Parent Organizing - parents are equal partners
    with agency organizers and help set priorities
    with broader community.

Table 1 - Sample Format - for example (add as
many rows as is needed)
Agency Program/Activity Target Population Parent Role of Parents
 Health Families Program  Pregnancy to Age 3 Consumer   100 families
 FSC Advisory Board  Pregnancy to Age 18 Engagement   10 parents
1. Applicant Organization (continued)
  • C. Commitment to Cultural Competency Diversity
    (p. 14)
  • Current culturally responsive servicesinclude
    related supports, such as, affiliations with
    natural helping networks, language services,
    neighborhood/civic associations, faith-based
    partners, etc.
  • Cultural competency planning and practices
    reflect the community promote the
    organizations cultural competence/diversitygover
    nance, policies, materials, environment, staff
    recruitment, hiring, promotion, training, board
    membership, and community partnerships

Proposal Narrative 2. Community Needs
Assessment (page 15) 10 Points
  • Provide an overview of community needs using the
    most recent relevant, county-specific data
  • This information may be presented in narrative
    and/or table format.
  • Include information for key cities and
    municipalities, and sub-populationsage
    categories for parents children (birth to age
    8), race, ethnicity, immigrant families, migrant
    families, languages spoken, and other
    characteristics relevant to your

2. Community Needs Assessment (continued)
  • Utilize local resources and/or the following
    data sources to complete this section
  • U.S. Census http//
  • NJ Dept. of Health http//
  • NJ Kids Count (2014) http//
  • You are encouraged to draw from other recent
    county/local needs assessment sources, e.g.
    Humans Services Advisory Council (HSAC), that are
    relevant to the target population pregnancy to
    age eight.

2. Community Needs Assessment (continued)
  • From your agencys perspective, and/or from your
    work with parents and families
  • Where are their gaps in services?
  • Identify a few key priorities for the work of the
    CCYCin health, child care, special needs,
    education, family strengthening/family support,
    family asset-building, child welfare, etc.

Proposal Narrative 3. Program Approach (RFP
page 15-17) 40 Points
  • A. Council Structure Development / Staffing
  • Describe CCYC structure, implementation
    staffing plan, i.e. FTEs qualifications of
    staff, consultants, volunteers. Attach resumes of
    Project Manager and CCYC Coordinator (if known)
    as Appendix 2.
  • How will lead agency facilitate a supportive
    climate for success of the CCYC and Project
  • Describe the process for management and
    supervision that will support project
    coordination and day-to-day responsibilities.
  • Revise job description on page 28 of RFP. Insert
    it as Appendix 1.
  • One-page timeline with key steps for start-up and
    implementation. Insert this as Appendix 4 in your

3. Program Approach (continued)
  • B. Mobilizing for Parent Involvement Shared
  • Based on Needs Assessment data (Section 2), how
    will you recruit engage parents for community
    action and parent leadership?
  • Identify the number of parents/caregivers you
    will recruit in Yr 1 implementation, and
    rationale for how you will reach this number.
  • Strategic use of supports/incentives for parent
    participationstipends, transportation, child
    care, refreshments, meals, etc.
  • How will the project recognize the contributions
    of parents?
  • Describe how the CCYC will meet the needs of
    various and diverse cultures within the target

3. Program Approach (continued)
  • C. Partners to Support Parent Involvement/Shared
  • How will you facilitate the commitment of
    community partners to promote parent involvement
  • Identify a plan to work collaboratively with
    local Central Intake and, if applicable,
    Community Health Worker lead agencies and ensure
    coordination/collaboration within the local
    system of care.
  • Describe your plan to develop and maintain
    effective relationships with community-based
    programs across early childhood sectors to
    facilitate active participation and shared
    leadership in CCYC workgroups and key activities.
  • Attach Letters of Commitment/MOUsinclude these
    as Appendix 7.

3. Program Approach (continued)
  • D. Training and Technical Assistance (TTA)
  • Identify your plans for supplemental trainings
    for the CCYC--staff, parents, community agency
    partners, and volunteers.
  • Note CCYCs to receive TTA from DCF staff
    other partners
  • Project Planning and Development--Environmental
    Scan, Strategic Plan, Logic Model, and
    Evaluation/CQI Plan
  • Strengthening Families Protective Factors
    Framework / Parent Cafés
  • Parent Advocacy and Leadership
  • Additional TTA as needed for related projects
  • Describe additional training/technical assistance
    needs that may be needed to support successful
    implementation of the CCYC.

3. Program Approach (continued)
  • E. Protective Factors / Standards for Prevention
  • Design and implementation of the CCYC must align
    with and incorporate the Strengthening Families
    Protective Factors Framework the NJ Standards
    for Prevention
  • SF Protective Factors (Center for the Study of
    Social Policy) --http//
  • Standards for PreventionNJ Task Force on Child
    Abuse Neglect (2003 version) http//
  • Complete Exhibit C (page 26 of the RFP) and
    include it in your proposal as Appendix 6

Appendix 21 Sexual Abuse Safe-Child Standards
  • RFP Page 17 -- DCF endorses the and the Sexual
    Abuse Safe-Child Standards, developed by the NJ
    Partnership to Prevent Child Sexual Abuse and the
    Enough Abuse Campaign as a preventative tool for
    organizations working with children to minimize
    the risks of the occurrence of child sexual
  • http//
  • Attach as Appendix 21, a brief description
    (maximum of 2 pages double spaced) of how your
    agency operations support and/or mirror these

Proposal Narrative 4. Data, CQI Evaluation
(RFP page 18) 10 Points
  • Reflecting on the program priorities/services
    outlined in the RFP (pages 2-6), identify at
    least five preliminary core objectives for your
    proposed CCYC.
  • SMARTSpecific, Measurable, Achievable,
    Realistic, Timely
  • Be sure to specify the measures and timeframe for
    each objective.
  • How will you monitor your progress in achieving
    program objectives, and ensure continuous quality
    improvement (CQI).
  • Note Awardees will be required to participate in
    DCFs data collection, evaluation and CQI process
    for RTT-ELC.

Proposal Narrative 5. Budget (RFP pages 18-19)
10 Points
  • Applicants must provide a feasible cost
    efficient budget that supports program activities
    outcomes, and includes
  • Budget Spreadsheet One-page 12-month operating
    budget (RFP Exhibit D-page 24) four columns 1)
    Total costs for each line 2) DCF grant funds
    requested 3) Funds from Other Sources, if any
    and 4) Start-up Funds, if requested. Attach the
    spreadsheet as Appendix 5.
  • Budget Narrative (Section 5 of the Proposal
    Narrative), clearly describe itemize program
    costs in each budget category for an initial
    12-month period.

5. Budget (continued)
  • General Administrative (GA) up to 10 of the
    programs direct costs. If your agencys GA
    costs exceed this rate, the applicant must
    provide this overage as an in-kind contribution,
    and explain this in the budget narrative.
  • One-Time Start-Up Budget Start-up funds are
    permitted. If requesting Start-up Funds, add a
    4th column to the 1-page worksheet (attach as
    Appendix 6)
  • If selected as a grantee, you will then be
    required to complete the full DCF Annex B
    multi-page form.

Proposal Narrative 6. Leveraging
Sustainability (RFP page 19) 5 Points
  • Leveraging Identify total amount source of any
    additional financial resources to be committed to
    the proposed project.
  • Matching funds are not required in Years 1 and 2,
    but additional consideration will be given to
    proposals that identify specific leveraged
    in-kind and/or cash resources.
  • In Year 3, awardees will be required to provide a
    15 match, therefore applicants will need to
    address this in your proposal.
  • Sustainability Describe ideas concrete plans
    to ensure that the CCYC remains an active
    community resource beyond 12/31/17.
  • Include Letters of Commitment or MOUs, especially
    to document any cash match. Attach these in
    Appendix 7.

Proposal Narrative Special Note 7.
Completeness (RFP page 19) 5 Points
  • Please Note Page 19 of the RFP
  • 7) Completeness of the Application
  • No narrative is expected. This is to notify you
    that proposals will be reviewed for completeness
    and a 5-point deduction will be take for
    incomplete applications.

Organizing the Application (page 20-21)
  • Proposal Authorization Cover Sheet (no page
  • Table of Contents (Page 1)
  • Part I. Proposal Narrative (25-page maximum)
  • Applicant Organization
  • Community Needs Assessment
  • Program Approach
  • Data Collection, CQI and Evaluation
  • Budget Narrative
  • Leveraging and Sustainability Plan
  • Completeness (no narrative required)

Organizing the Application (continued)
  • Part II. Appendices (do NOT count toward 25-page
  • 1. Job description for Key Personnel
  • 2. Resumes - Program Manager Key Staff, as
  • 3. Organizational chartshow placement of the
  • 4. Proposed Program Implementation Timeline
    (one-page limit)
  • 5. One-page Operational Budget, including
    Start-Up Budget, if applicable (use the template
    format in RFP Exhibit D)
  • 6. Protective Factors/Standards for Prevention
    (Exhibit C)
  • 7. Letters of Commitment, Agreement/MOUs and
    All Other Supporting Documents

Organizing the Application (continued)
  • 8. Current List of Lead Agency Board of
  • 9. Statement of Assurances
  • 10. Certification Regarding Debarment
  • 11. Chapter 51 Certification Regarding Political
  • 12. Source Disclosure Certification
  • 13. Ownership Disclosure-Certification and
    Disclosure Forms
  • 14. IRS Determination Letter regarding charitable
    contribution or non-profit status (if applicable)
  • 15. Copies of applicable licenses/licensure
    status, if appropriate
  • 16. Data Universal Numbering System (DUNS)
    numberacquire at http// or call

Organizing the Application (continued)
  • 17. Copies of audits/reviews completed or
    in-process by any State entities from 2013, with
    corrective action plan, if applicable
  • 18. Current Form 990 for non-profits
  • 19. Current Single Audit Report for non-profits/
    Current Audited Financial Statements for
    for-profit entities
  • 20. Signed Standard Language Document
  • 21. Safe-Child Standards - description of your
    agencys implementation of the standards (maximum
    of 2 pages)
    and )

REMINDER Format Requirements
  • Proposal Narrative Format (RFP page 12-13)
  • Spacing Double-spaced
  • Page Limit 25 pages (excludes Cover Page
  • Font Size Size 12, easily readable font
  • Margins 1 inch top bottom -- 1½ inch on
    left right
  • For the Entire Document
  • Page Numbers On ALL pages, starting with the
    Table of Contents, through the Proposal Narrative
    and Appendices
  • Binding For paper submissions, use one binder
    clip to assemble all pages the original proposal.
    Do not staple or use other types of binding.

REMINDER Submission Timetable
  • Application Forms http//
  • Proposals must be received by Thursday, 9/18/14
    - 1200 PM
  • On-line submission (RFP pages 8-9) to DCF is
    preferred !!
  • Training TODAY for online submission
  • Also available online at
  • OR, submit by Mail/Commercial Carrier or
    In-Person (pages 7-8) One (1) original and 1
    CD-ROM with all documents--deliver to
  • Catherine Schafer, Director of Grants Management,
  • NJ Department of Children and Families
  • 50 East State Street, 3rd Floor, Trenton, NJ

RFP Questions Technical Assistance
Please ask your questions NOW!! Q A Period Ends