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New Jersey Department of Children & Families (DCF)

Cumberland County Council for Young ChildrenTelephone/Web Bidder’s Conference

March 26, 2013 – NFP

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Cumberland County Council for Young Children (CCCYC)

This project was identified as a priority of the New Jersey Council for Young Children (NJCYC) -- Coordinated & Targeted Outreach Committee

Cumberland was selected based on identified Needs

Goal: Cumberland County will become a strong and successful community with active input from parents & other interested community members.

CCCYC Project Objectives 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).

State & local policies, services, and practices become more responsive to the needs of families in Cumberland County.

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

Only open to agencies with an active presence in Cumberland County and a current DCF contract

$65,000 for a 12-month period; continuation funding is not committed at this time

Quick Start-Up – By June 1, 2013

Start-up costs are permitted with a detailed budget line item summary and justification itemizing costs

Matching funds are not required; leveraging of other funds/resources is always encouraged

Funding Sources and State Collaboration

Funding support is provided in collaboration with the New Jersey Council for Young Children (NJCYC), and the Community Based Child Abuse Prevention Fund (CBCAP)

Ongoing State Level Early Childhood Collaboration

DCF-Family & Community Partnerships Education-Head Start Interdepartmental Workgroup NJCYC Outreach Committee

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Local Lead Agency

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:

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)

Develop a CCCYC Early Childhood Plan with local stakeholders’ input, and state/regional partners.

Establish a timeline to ensure that key tasks are identified, assigned and addressed/completed.

Provide regular status reports & updates to CCCYC

Review & assess CCCYC progress--reaching goals, performance targets, and benchmarks.

Communication & updates to NJCYC/State Partners

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The Protective Factors and Standards for Prevention Programs

Recommended by DCF for all prevention-focused RFP’s

The Protective Factors – Center for the Study of Social Policyhttp://www.cssp.org/reform/strengthening-families/the-basics/protective-factors

Standards for Prevention–NJ Task Force on Child Abuse & Neglect

http://www.nj.gov/dcf/documents/about/commissions/njtfcan/StandardsPrevention.pdf

Complete Exhibit 3 (p. 20) and include this in your application

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DCF Applicant Requirements (RFP page 6) 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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Applicant Requirements (page 6) - continued

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) Due Wednesday, April 24, 2013 – no later than 12:00 Noon DCF encourages agencies to submit applications on-line If in-person or commercial carrier--submit an original signed copy and 1

CD ROM with all documents No faxed or e-mailed copies

Administration and Review (pages 8 and 9)

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 Program oversight by Division of Family & Community Partnerships (FCP)

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Proposal Narrative1. Applicant Organization 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 (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 (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

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

Briefly describe the county, key municipalities & target populations for this project. Identify any special target sub-groups to be served.

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)

Identified any service gaps

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 Narrative3) 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 Narrative3) 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 Narrative4) 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 Narrative5) Budget 10 Points

Applicants must provide a feasible & cost efficient budget that supports program activities & outcomes. The budget proposal must include:

Budget Spreadsheet: One-page 12-month operating budget (Exhibit 4- page 21) three columns—1) Total costs for each line; 2) DCF grant funds requested ($65K); 3) Funds secured from other sources, if any. 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. General & Administrative: G&A may not exceed 10% of direct costsOne-Time Start-Up Budget: Attach as Appendix 10 (spreadsheet & itemized narrative) If selected, you will then be required to modify your Annex B forms

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Proposal Narrative6) Leveraging 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 agency4. 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

docs8. 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-profits10. Start-Up Budget, if applicable

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REMINDER: Format Requirements

Narrative Format•Spacing: Double-spaced•Page Limit: 20 pages (excludes Cover Page & Appendices)•Font Size: Size 12, easily readable font style•Margins: 1 inch top & bottom -- 1½ inch on left & right

Entire Document•Page Numbers: On ALL pages, starting with the Table of Contents, through Proposal Narrative and Appendices.

•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&RDepartment of Children and Families101 South Broad Street, 7th Floor Trenton, NJ 08625

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Questions & Technical Assistance

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Q & A Period Ends Today

GOOD LUCK!!