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www.dcyf.wa.gov

Applicant’s Webinar for 2020-21 ECEAP Expansion

Jennifer Anderson and Nicole Lor, Request for Application CoordinatorsJanuary 2020

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• Welcome and Reminders• Definitions • Clarifications• Exhibits • Scoring and Selection

Today’s Agenda

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Welcome and Reminders

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Request for Application (RFA)

Due Date:

January 29, 2020

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Other Calendar EventsEvent Name Date

Four applicant webinars December 18 (one in a.m. and one in p.m.),December 19 and January 15

All questions submitted January 17, 2020

Q&As available on the DCYF website Now, with the last update made January 22, 2020

Applications Due January 29, 2020 by 4 p.m.

Application review period January 30 through March 5, 2020

Announcement of successful applicants March 6, 2020

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Why an RFA?• Washington State’s ECEAP Expansion in law• For 2020-21, the State Legislature has allocated 662 new slots. 337 allocated to

contractors that were awarded slots for 2019 but did not receive slots. What will be awarded through this RFA:

Model 2020-21 Slots

Part Day 0

School Day 286

Working Day 39

Awarded from 2019 RFA 337

Total 662

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ECEAP ExpansionSlots needed for statutory entitlementBased on November 2019 Caseload Forecast

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Submitting QuestionsQuestions about the RFA should be submitted to the ECEAP inbox:

eceap@dcyf.wa.govPlease use “RFA Question” as your subject line

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Submitting QuestionsAll questions need to be submitted no later than:

January 17, 2020By 4 p.m.

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Answers to Questions

Questions should be responded to by the RFA Coordinator and posted on the ECEAP

website:

https://www.dcyf.wa.gov/services/early-learning-providers/eceap/expansion-of-services

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Tips for a Complete RFA• Read the entire RFA completely • Make notes of any information needed that you do not have

available and need to gather from others in your organization • Plan out asking questions and submitting them by the question due

date• Name your submitted documents according to the directions

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Definitions

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ECEAP Class Models

Part Day

• Minimum of three hours per day

• 30 weeks per year

• 360 hours per year

School Day

• Average of six hours per day

• At least four days per week

• 1,000 hours per year

Working Day

• 10 hours per day

• Five days per week

• Year round – at least 2,370 hours per year

2019-20 ECEAP Slots

Program Model # Slots % Slots

Part Day 10,387 74%

School Day

3,046 22%

Working Day

567 4%

Total 14,000 100%

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What is a contractor?• An organization that signs and carries out the contract for ECEAP

services with the department.

What is a subcontractor?• An organization that has a subcontract with a contractor to provide

ECEAP services.

Contracting and Subcontracting

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Age eligible* and one of the following:• Income at or below 110% of the

Federal Poverty Level (FPL)• Qualified by their school district for

special education services• Over 110% FPL, but with:

• Environmental or developmental risk factors linked by research to school success

An Eligible Child

*Age eligible means a child is at least 3 years old by Aug. 31 of the school year and is not age-eligible for kindergarten.

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Clarifications

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More Information! • Submitting your application by the due date

• Submit it all to the ECEAP inbox• Follow the directions in naming your documents• Submit all exhibits and any supporting attachments

• For some questions, existing contractors may choose to complete the questions or be evaluated on already known performance, or both

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More Information!• Be sure to answer each question in each section completely, since it

may be rated on its own merits by evaluators who do not read the entire application.

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Exhibits

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Exhibit AApplication Form

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Exhibit ANumber of Slots (SCORED)

Type Current2019-20 slots

(enter 0 in ECEAP rows if first application)

Requested new2020-21 slots

Requested reductionof current ECEAP slots*(For existing contractors only)

Requestedtotal 2020-21 slots

ECEAP Part Day -

ECEAP School Day -

ECEAP Working Day -

Head Start/EHS total

Tribal Early Learning program total

TOTALS - Total this horizontal row.

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Exhibit A – Example for New ContractorType Current

2019-20 slots

(enter 0 in ECEAP rows if first application)

Requested new2020-21 slots

Requested reductionof current ECEAP slots*(For existing contractors only)

Requestedtotal 2020-21slots

ECEAP Part Day 0 0 0 0

ECEAP School Day 0 80 0 80

ECEAP Working Day 0 0 0 0

Head Start/EHS total 0

Tribal Early Learning program total

0

TOTALS 0 80 0 80

*Slots would only be reduced if you received your requested “exchange” slots.

4. Number of Slots (SCORED)

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Exhibit A – Example of Contractor Requesting an Exchange of Slots

Type Current2019-20 slots

(enter 0 in ECEAP rows if first application)

Requested new2020-21 slots

Requested reductionof current ECEAP slots*(For existing contractors only)

Requestedtotal 2020-21 slots

ECEAP Part Day 80 0 -62 18ECEAP School Day 0 57 0 57ECEAP Working Day 0 0 -0 0Head Start/EHS total 0Tribal Early Learning program total

0

TOTALS 80 57 -62 75Total this horizontal row.

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Exhibit A• Section 5: ECEAP Infrastructure

• Program planning and system design • Ongoing monitoring and continuous improvement • Early Achievers• Screening and assessment• Marketing and recruitment • Human resources & recordkeeping • Cultural relevance • Serving all eligible children • Family input in the RFA

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Exhibit A • Section 6, Fiscal Management:

• Internal control practices, cost allocation, inventory • Additional fiscal information in Exhibit D: Budget

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Exhibit A• Section 7

• 7A, Organizational Chart: ensure that evaluators can see: • Who will be in which role in ECEAP • How ECEAP fits within the organization as a whole

• 7B: Key ECEAP roles• Lead Teacher and Family Support• Contracting capacity and disclosure of improvement plans

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Exhibit A • Section 8 & 9 & 10:

• Optional8: Consider tribal community assessment data

tribe and community-based data around numbers of eligible children 9: Consider additional community assessment data

additional community level assessment data that differs from the Saturation Study data10: Anything additional for DCYF to consider

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Exhibit BLetters of Support and Collaboration

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Exhibit B• This will take some time to do. Start early!• This is only for new applicants. Existing contractors do not need to do

this part.

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Exhibit CCoordination with Neighboring Organizations

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Exhibit C• Applicants must have and document conversations with tribes, or ECEAP &

Head Start organizations who are recruiting within the same school district boundaries as their proposed new slots.

• Additionally, organizations must have and document conversations with the tribe or tribal early learning program if they are applying for slots located anywhere within the boundaries of a federally recognized tribal reservation.

• Start early on this, it will take time due to the conversation piece• Intent: to build partnership to ensure children are being served through

collaboration and coordination between neighboring organizations

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Requirements for Exhibit C• Applicant needs to contact every neighboring Head Start, ECEAP, or

tribal early learning program Within the same school district boundary

Unless the Applicant is applying for slots anywhere within a federally recognized tribal reservation, then the Applicant must have and document conversations with the tribe or tribal early learning program

You are able to request a list from DCYF to ensure you contact them all

• Applicant needs to have a conversation with each neighbor, and document a separate Exhibit C with each one

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Requirements for Exhibit C• What if there are no neighboring Head Start, ECEAP, or tribal early

learning programs? • The Applicant must submit a brief letter of explanation that there are no

neighboring organizations.

• What if the Applicant is unable to complete a discussion?• The Applicant must submit a brief letter of explanation of the reasons and

their summary of potential impacts to the neighboring organization.

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Exhibit DBudget

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Exhibit D

• This Exhibit’s intent is to:• To document the Applicant’s total costs to support all current and requested

ECEAP slots• Serve as a smaller example of what successful applicants would need to

submit annually to DCYF

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Requirements for Exhibit D• Proposed slots• Estimated proposed DCYF contract amount• Funding for direct service classrooms and subcontractors• Total budget, with the percent funded by ECEAP contract, including:

• Staff salaries, employee taxes, and benefits• Contracted services • Equipment, supplies, and materials • Staff travel,• And more!

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Requirements for Exhibit D• Fill out all gold colored fields, even if the value is zero. • These should calculate automatically into the locked cells • Ensure that the Administrative Rate does not exceed 15% (as required by

the ECEAP Contract)• Make sure the Estimated Proposed Contract amount matches the total

ECEAP Contract Funding. If funding amounts don’t match, check to see if funds need to be entered in the in-kind section.

*Tip! Read Tab 1, Instructions, thoroughly before completing the Exhibit

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Exhibit EProposed Sites

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Exhibit E• Tab 1: plan for all sites with the contractor

• Existing sites• Proposed new sites

• Tab 2: details for all sites with requested slots

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Requirements for Exhibit E: Tab 1

• Name existing sites as they are named in ELMS • Put in both current and proposed slots on Tab 1 • List any new sites at the bottom

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Requirements for Exhibit E: Tab 2

• Name existing sites as they are named in ELMS • List all sites that are proposed to receive new slots

(not just new sites)• Answer all questions for each site • New this year: question about curriculum • New this year: questions about subcontractor

responsibilities

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Tips for Exhibit E

• Email eceap@dcyf.wa.gov with any questions • You may receive an email from DCYF staff with

questions on this Exhibit after it is submitted. Be prepared to respond as quickly as possible.

• If you need to request a copy with additional columns or rows for sites, email the ECEAP inbox.

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Exhibit FCertifications and Assurances

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Exhibit F• New completion checklist• Document naming• Signatures

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Scoring and Selection

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Section 3, Evaluation and Contract Award• Mandatory versus Scored

• Mandatory means it has to be included for the Application to be considered responsive

• Scored means the item will be awarded points by the evaluation team

• Minimum threshold of 80% in each scored section

• Pg. 12 RFA

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Section 3, Evaluation and Contract Award

Applications meet all 80% thresholds

Award slots by type, by Saturation Study Priority Groupings

Slots still remain? Awarded by highest total application scores (pg. 14 RFA)

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Estimated Announcement of Successful Applicants:

March 6, 2020

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Q & A

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Thank you for participating!

Questions?eceap@dcyf.wa.gov