New Jersey Department of Children

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New Jersey Department of Children Families
(DCF)

• Race to the Top-Early Learning Challenge
  (RTT-ELC)
• RFP to establish County Councils for Young
  Children in Bergen, Burlington and Middlesex
  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.

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NJs Early Childhood Infrastructure

• Early Learning CommissionDOE, DHS, DOH, and DCF
  Commissioners
• 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)

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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
  period)
• Project period will begin March 1, 2015. RTT-ELC
  funds end December 31, 2017
• Contingent on continued federal RTT-ELC grant
  funds
• Year 3 matching funds of 15 are required.
• Start-up funds up to 20,000 per county are
  permitted. Detailed justification is required.

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CCYC State and Local Infrastructure

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

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County Councils for Young ChildrenPurpose

• 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
  stakeholders
• Provide advice and input to improve early
  childhood service coordination and systems
  integrationcollaboration with Central Intake,
  Community Health Workers, Grow NJ Kids, and more.

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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.

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CCYC Priorities and ActivitiesRead 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.)

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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

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CCYC Services Requirements ExpectationsRefer
to the RFP on pages 5 and 6.

• Embrace the SF Protective Factors and Prevention
  Standards
• 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

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CCYC Services Requirements (continued)

• Participate in a joint needs assessment,
  environmental scan, and strategic planning
  process.
• Track progress in reaching goals and performance
  benchmarks--status reports updates to a) local
  CCYC members, b) designated DCF staff, and c) the
  NJCYC.
• 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

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DCF Applicant Eligibility RequirementsRead 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
  required

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Eligibility Requirements - continued

• Demonstrate the capability to uphold all
  administrative and operating standards as
  outlined in this document
• Must comply with State Affirmative Action
  requirements
• 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 www.dnb.com
  
• Must be fiscally viable and meet eligibility,
  terms and conditions of the RFP, and DCF
  contracting requirements

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Closing Date Submission (RFP page 8)

• Due Thursday, February 19, 2015 by 1200 pm
• Applicants are encouraged to submit proposals
  on-line
• In-person or commercial carrier--submit one
  original signed copy and 1 CD ROM with all
  documents
• 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
  compliance.
• Tentative date for funding decisions is March 20,
  2015

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Proposal Narrative InstructionsPages 12 to 21

• IMPORTANT
• As stated on Page 13 of the RFP guidance,
• a separate proposal is required
• for each county

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Proposal Narrative1. 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
  services

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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
  agency.
• Describe relevant programs/service, and include a
  brief summary of performance evaluation outcome
  data.

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1. Applicant Organization (continued)

• B. Current Parent-Centered Activities Describe
  the participation of parents/families in your
  organization.
• 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).

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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
  priorities.
• 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
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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

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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
  county/community.

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2. Community Needs Assessment (continued)

• Utilize local resources and/or the following
  data sources to complete this section
• U.S. Census http//quickfacts.census.gov
• NJ Dept. of Health http//www4.state.nj.us/dhss-s
  had/query/result/birth/BirthBirthCnty/Count.html
• NJ Kids Count (2014) http//acnj.org/downloads/201
  4_04_24_kidscount_statereport.pdf
• 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.

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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.

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Proposal Narrative 3. Program Approach (RFP
page 15-17) 40 Points

• A. Council Structure Development / Staffing
  Oversight
• 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
  Coordinator?
• 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
  application.

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3. Program Approach (continued)

• B. Mobilizing for Parent Involvement Shared
  Leadership
• 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
  community.

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3. Program Approach (continued)

• C. Partners to Support Parent Involvement/Shared
  Leadership
• How will you facilitate the commitment of
  community partners to promote parent involvement
  leadership
• 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.

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3. Program Approach (continued)

• D. Training and Technical Assistance (TTA)
  Support
• 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
  RTT-ELC, ECCS, LAUNCH
• Describe additional training/technical assistance
  needs that may be needed to support successful
  implementation of the CCYC.

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3. Program Approach (continued)

• E. Protective Factors / Standards for Prevention
  Programs
• 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//www.cssp.org/reform/streng
  thening-families/the-basics/protective-factors
• Standards for PreventionNJ Task Force on Child
  Abuse Neglect (2003 version) http//www.nj.gov/d
  cf/documents/about/commissions/njtfcan/StandardsPr
  evention.pdf
• Complete Exhibit C (page 26 of the RFP) and
  include it in your proposal as Appendix 6

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Appendix 21Sexual 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
  abuse.
• http//www.state.nj.us/dcf/SafeChildStandards.pdf
  
• Attach as Appendix 21, a brief description
  (maximum of 2 pages double spaced) of how your
  agency operations support and/or mirror these
  standards.

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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.

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Proposal Narrative5. 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.

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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.

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Proposal Narrative6. 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.

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Proposal Narrative Special Note7.
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.

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Organizing the Application (page 20-21)

• Proposal Authorization Cover Sheet (no page
  number)
• 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)

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Organizing the Application (continued)

• Part II. Appendices (do NOT count toward 25-page
  limit)
• 1. Job description for Key Personnel
• 2. Resumes - Program Manager Key Staff, as
  appropriate
• 3. Organizational chartshow placement of the
  CCYC
• 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

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Organizing the Application (continued)

• 8. Current List of Lead Agency Board of
  Directors
• 9. Statement of Assurances
• 10. Certification Regarding Debarment
• 11. Chapter 51 Certification Regarding Political
  Contributions
• 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//www.dnb.com or call
  1-866-705-5711

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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)
• PLEASE REFER BACK TO THE FULL RFP (page 21) FOR
  INFORMATION ON ALL ITEMS MARKED WITH ASTERISKS (
  and )

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REMINDER Format Requirements

• Proposal Narrative Format (RFP page 12-13)
• Spacing Double-spaced
• Page Limit 25 pages (excludes Cover Page
  Appendices)
• Font Size Size 12, easily readable font
  style
• 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.

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REMINDER Submission Timetable

• Application Forms http//www.state.nj.us/dcf/pro
  viders/notices/
• Proposals must be received by Thursday, 2/19/15
  - 1200 PM
• On-line submission (RFP pages 8-9) to DCF is
  preferred !!
• Training for online submission is available at
  www.nj.gov/dcf/providers/notices/
• 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,
  AR
• NJ Department of Children and Families
• 50 East State Street, 3rd Floor, Trenton, NJ
  08625-0717

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RFP Questions Technical Assistance
Please submit all your questions on or before
January 28, 2015!! GOOD LUCK!!