Transcript New Jersey Department of Children & Families (DCF) Telephone/Web Bidder’s Conference

New Jersey Department of
Children & Families (DCF)
Cumberland County Council for Young Children
Telephone/Web Bidder’s Conference
March 26, 2013 – NFP
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Cumberland County Council
for Young Children (CCCYC)
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This project was identified as a priority of the New
Jersey Council for Young Children (NJCYC) -Coordinated & Targeted Outreach Committee
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Cumberland was selected based on identified Needs
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Goal: Cumberland County will become a strong
and successful community with active input from
parents & other interested community members.
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CCCYC Project Objectives
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Local parents and other community partners help to identify
issues/concerns that affect infants, young children & families
from pregnancy/birth through early childhood (to 3rd grade).
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State & local policies, services, and practices become more
responsive to the needs of families in Cumberland County.
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Children, parents and families of Cumberland County will
have a positive transition to pre-school, kindergarten and
elementary school, and will be successful learners throughout
their education.
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Eligibility and Funding Allocation
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Only open to agencies with an active presence in
Cumberland County and a current DCF contract
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$65,000 for a 12-month period; continuation funding
is not committed at this time
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Quick Start-Up – By June 1, 2013
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Start-up costs are permitted with a detailed budget line
item summary and justification itemizing costs
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Matching funds are not required; leveraging of other
funds/resources is always encouraged
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Funding Sources and State Collaboration
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Funding support is provided in collaboration with
the New Jersey Council for Young Children
(NJCYC), and the Community Based Child Abuse
Prevention Fund (CBCAP)
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Ongoing State Level Early Childhood Collaboration
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DCF-Family & Community Partnerships
Education-Head Start
Interdepartmental Workgroup
NJCYC Outreach Committee
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Local Lead Agency
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Provide oversight & support for development,
planning & operation of the CCCYC-- including
organizational structure, i.e. Steering Committee,
and other committees or workgroups as needed.
Appoint a project coordinator(s) to work
collaboratively with local stakeholders—parents,
families & community organizations
Oversee the day-to-day work of CCCYC
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Project Coordinator (PC) Duties:
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Build strong relationships with parents, families and
other community stakeholders in Cumberland Co.
Ensure stakeholder investment and participation in
the Council, and/or related workgroups/activities—
conduct outreach & make personal visits, as needed
Assess/address parents’ leadership training needs
Be a knowledgeable resource for parent-child health,
family support & early childhood education services;
and facilitate connections
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Continued… NOTE: Job Description - Exhibit 1 (p18)
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Develop a CCCYC Early Childhood Plan with local
stakeholders’ input, and state/regional partners.
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Establish a timeline to ensure that key tasks are
identified, assigned and addressed/completed.
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Provide regular status reports & updates to CCCYC
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Review & assess CCCYC progress--reaching goals,
performance targets, and benchmarks.
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Communication & updates to NJCYC/State Partners
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The Protective Factors and
Standards for Prevention Programs
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Recommended by DCF for all prevention-focused RFP’s
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The Protective Factors – Center for the Study of Social Policy
http://www.cssp.org/reform/strengthening-families/the-basics/protective-factors
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Standards for Prevention–NJ Task Force on Child Abuse & Neglect
http://www.nj.gov/dcf/documents/about/commissions/njtfcan/StandardsPrevention.pdf
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Complete Exhibit 3 (p. 20) and include this in your application
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DCF Applicant Requirements (RFP page 6)
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For-profit or not-for-profit corporation registered to conduct
business in NJ, or a local/county health department
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In good standing with all State and Federal agencies related to
any existing grant or contractual relationships
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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
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In compliance with terms & conditions of current DCF contracts
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Non-governmental entities must have a governing body that
provides oversight as is legally required
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Applicant Requirements (page 6) - continued
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Demonstrate the capability to uphold all administrative and
operating standards as outlined in this document
Only current DCF contracted agencies serving Cumberland
County
Must comply with State Affirmative Action requirements
Provide a Data Universal Numbering System (DUNS)
number
Must be fiscally viable and meet eligibility, terms and
conditions of the RFP, and DCF contracting requirements
Demonstrate a history of success in implementing programs
for children & families
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Closing Date and Submission (read pages 6-7)
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Due Wednesday, April 24, 2013 – no later than 12:00 Noon
DCF encourages agencies to submit applications on-line
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If in-person or commercial carrier--submit an original signed copy and 1
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CD ROM with all documents
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No faxed or e-mailed copies
Administration and Review (pages 8 and 9)
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Upon receipt, all applications are screened for conformity with the stated
RFP requirements. Applications will be disqualified if not in compliance.
Review committee–State of NJ staff
Tentative date for funding decisions is 5/15/13
Contracts will be Managed by DCF
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Program oversight by Division of Family & Community Partnerships (FCP)
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Proposal Narrative
1. Applicant Organization
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20 Points
Agency’s history, mission and goals; and relevant
accomplishments in with DCF and/or with other state
entities—DOH, DHS, DOE
Agency’s background/knowledge of MCH, early
childhood services, childcare/early education, family
support, or related services
Experience (and success) in implementing a
community board or related activities, and in
parent/community outreach.
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Proposal Narrative
1. Applicant Organization
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(continued)
Commitment to cultural competency & diversity—through
staffing, training, governance, planning & partnerships (pp.11-12)
Access to culturally responsive services & supports, such as,
affiliations with informal helping networks--language services,
neighborhood /civic associations, faith-based organizations, etc.
Relevant experience in working with community residents—
with a particular focus on pregnant women, parents and families
of infants and young children— is required.
Demonstrate positive relationships with other community
partners and stakeholders; and manage complex issues in the
community across child serving systems.
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Proposal Narrative
1. Applicant Organization
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(continued)
Agency’s governance structure and administrative,
management and organizational capacity. Identify current third
party contract(s) with DCF.
Agency’s demonstrated capability to provide services that are
consistent with goals and objectives for this project. Summarize
current programs managed by the agency, the funding amounts
and sources, and available service and/or outcome data.
Attach a one-page copy of the agency’s organizational chart
showing the location of proposed project, and to whom the
project reports.
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Proposal Narrative
2. Community Needs Assessment
20 Points
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Describe needs within the community and among the targeted
population(s) that demonstrate an understanding of the relationship
of the project to the needs of the target population
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Briefly describe the county, key municipalities & target populations
for this project. Identify any special target sub-groups to be served.
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Use Exhibit 2 (page19) to identify existing prenatal, HV, fatherhood,
early childhood, family support, educational/libraries, health, social
service & community groups, e.g. faith-based, etc. (add rows as needed)
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Identified any service gaps
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Relevant statistics (with citations) and discussions of studies that
reflect issues and unmet needs of the target population(s).
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Proposal Narrative
3) Program Approach
35 Points (Total)
a) Project Staffing, Administration & Oversight (5 points): Describe
staffing, supervision & administrative support for project coordination
and day-to-day responsibilities (modify the sample job description in
Exhibit 1 to include educational and/or salary requirements for your
agency. Attach resume of any staff being considered for a key position.
b) Parent Outreach & Recruitment (5 points): Discuss participant
recruitment—parents & other stakeholders; parent involvement—
planning, design, administration, implementation & evaluation;
participant retention—ongoing parent/community participation;
collaborations for parent recruitment form stakeholders and/or parents.
Describe how you will address cultural/linguistic needs of families—
specific to the project. Do not repeat the prior section describing your
agency’s cultural competence (just refer back to prior pages, if relevant).
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Proposal Narrative
3) Program Approach (continued)
c) Local Agency Partners (5 points): Based on Exhibit 2, describe plan
to develop/maintain effective relationships with existing community
partners, e.g. FSC, HV, PLP, SBYSP, Head Start/Early Head Start,
Fatherhood Programs, Parenting Programs, Child Care Resource &
Referral Agency (CCRR), Strengthening Families (SF), Child Care
and Pre-K providers, Health Care, Early Intervention, Special Child
Health, Social Service agencies, School Districts, and others.
d) Council Development & Structure (5 points): Outline a preliminary
plan for the structure and functions of the council. Include meeting
frequency, locations, times, and committees or workgroup—DCF
fully understands that parent & community stakeholder input will be
an integral to finalizing the structure & functions of the council.
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Proposal Narrative
3) Program Approach (continued)
e) Training & Technical Support (5 points): Training plans for agency
staff / CCCYC parents / community members. Describe anticipated
TA needs. Note: DCF & State partners will provide ongoing
consultation & technical support.
f) Data/Performance Assessment, Monitoring & Reporting (5 points):
Project Coordinator’s role in establishing & tracking performance
targets/benchmarks (DO NOT list objectives here—they go in the
next section); and in preparing reports and updates to CCCYC and
NJ-CYC. Notes: PC will periodically attend state-level meetings/
activities. TA for project evaluation & oversight provided by DCF.
g) Project Timeline (3 points): Identify and prioritize essential tasks-start and estimated completion dates for Year 1 (12 months).
h) Protective Factors & Standards for Prevention (2 points): Use
Exhibit 3 to provide selected examples of how the project aligns
with and integrates Protective Factors & Standards for Prevention.
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Proposal Narrative
4) Outcome Evaluation
10 Points
Identify specific measures that will be used to determine CCCYC success.
 Objective 1. Local parents & community partners help to identify
issues/concerns that affect infants, young children and families from
pregnancy, birth and early childhood to school entry to the 3rd grade.
 Objective 2. State and local policies, services & practices become
more responsive to the needs of families in Cumberland County.
 Objective 3. Children/families have a positive transition to Preschool/
Kindergarten; children become successful learners in school & beyond.
Logic Model with short-term, intermediate, and long-term outcomes,
strategies, resources needed, indicators & measurement tools.
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Proposal Narrative
5) Budget
10 Points
Applicants must provide a feasible & cost efficient budget that supports
program activities & outcomes. The budget proposal must include:
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Budget Spreadsheet: One-page 12-month operating budget (Exhibit 4page 21) three columns—1) Total costs for each line; 2) DCF grant
funds requested ($65K); 3) Funds secured from other sources, if any.
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Budget Narrative: Provide a clear narrative description of itemized
program expenses in each budget category for a 12-month operating
period, including all miscellaneous expenses or “other” items.
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General & Administrative: G&A may not exceed 10% of direct costs
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One-Time Start-Up Budget: Attach as Appendix 10 (spreadsheet &
itemized narrative)
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If selected, you will then be required to modify your Annex B forms
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Proposal Narrative
6) Leveraging
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5 Points
Identify the total amount and source of any additional financial
resources that will be committed to the proposed project as a
leveraging mechanism.
Leveraged resources may include in-kind contributions, e.g.
office space, utilities, photocopying, or cell phone costs.
Include Letters of Commitment for any cash match.
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Organizing the Application (page 16)
REFER TO PAGE 16 of the RFP
Proposal Authorization Cover Sheet
Table of Contents (page 1)
Part I. Proposal Narrative (20 pages max)
A. Applicant Organization
B. Community Needs Justification
C. Program Approach
D. Outcome Evaluation
E. Budget Narrative
F. Leveraging
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Organizing the Application (page 16)
Part II. Appendices (do not count toward 20 page limit)
1. Job description for the Project Coordinator
2. Resumes - Program Manager & Project Coordinator, if available.
3. Organizational chart–show placement of the CCCYC in agency
4. List of community partners (use DCF template in Exhibit 2)
5. Proposed Program Implementation Timeline Schedule
6. One-page operational budget (use spreadsheet in Exhibit 4)
7. Agreements/MOUs, Commitment Letters, and other support docs
8. Copies of audits/reviews completed or in-process by DCF or other
State entities from 2010, with corrective action plan, if applicable
9. Current Form 990 for non-profits
10. Start-Up Budget, if applicable
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REMINDER: Format Requirements
Narrative Format
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Spacing:
Double-spaced
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Page Limit: 20 pages (excludes Cover Page & Appendices)
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Font Size:
Size 12, easily readable font style
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Margins:
1 inch top & bottom -- 1½ inch on left & right
Entire Document
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Page Numbers: On ALL pages, starting with the Table of
Contents, through Proposal Narrative and Appendices.
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Binding: Use one binder clip to assemble all of the pages for
each copy. Do not staple or use other types of binding.
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REMINDER: Submission Timetable
DCF application forms: http://www.state.nj.us/dcf/providers/notices/
 Proposals must be received by: Wednesday, 4/24/13,
no later than 12:00 PM
 Complete the DCF on-line submission (page 7)—Preferred!
 OR, submit by Mail/Commercial Carrier or In-Person (page 7) Submit One (1)
original and 1 CD-ROM with all documents and deliver to:
Catherine Schafer, Director of Grants Management, A&R
Department of Children and Families
101 South Broad Street, 7th Floor
Trenton, NJ 08625
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Questions & Technical Assistance
Please ask your questions NOW!!
Q & A Period Ends Today
GOOD LUCK!!
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