PART I

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PART I

  1. 1. Massachusetts Department of Early Education and Care Request for Proposals PART I PROCUREMENT INFORMATION Proposal Due Date and Time: Number of Pages included in this RFP: 17 plus attachments January 27, 2010 4:00 p.m. Procurement Officer: Issue Date: Monday, December 21, 2009 Kelly Schaffer, Policy Analyst 617-988-7803 Issuing Agency: EEC Kelly.schaffer@state.ma.us Funds Type: 2010 State Funds INSTRUCTIONS TO APPLICANTS Submit Proposal(s) to: Label Envelope/Package: “Assessment RFP” Jennifer Ahern RFP Title/Number: FY10 EEC Assessment 513 Department of Early Education and Care Proposal Due Date: Wednesday, January 27, 201 51 Sleeper St., 4th floor Boston, MA 02210 Special Instructions: Applicants must submit one original and three copies of their complete Response package with all parts in numerical order (Part I, Part II…). This is a competitive RFP bid. Any and all questions regarding this RFP must be submitted in writing to eecgrants@state.ma.us with the RFP Title/Number in the subject line. EEC expects to post responses to written questions on or around January 18, 2010 here: http://www.eec.state.ma.us/kr_grant_submit.aspx Q&As will be listed with this RFP posting. APPLICANT INFORMATION (fill in the information below and return with your RFP response) Applicant Name/Address/Website: Authorized Applicant Signatory: Vendor Name 12345 Main St. 7th floor Sample Name Anytown, MA 00000 Applicant Contact Name for this RFP: Sample Name X___________________________________ Phone Number: 000-000-0000 (please type name, and then sign in blue ink) Email: sampleemail@abcdefg.edu Applicant Federal Tax I.D. Number: Indicate (circle) whether this proposal is: 00-0000000 Original Copy
  2. 2. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Purpose The Massachusetts Department of Early Education and Care (EEC) provides services for children in Massachusetts through a mixed delivery system, which includes child care centers, out-of-school time programs, family child care homes, public preschool programs, private school preschool and kindergarten, and Head Start programs. EEC is responsible for licensing early education and care and out-of-school time programs throughout Massachusetts and for providing child care financial assistance to low-income families with children birth to 13 years of age. In addition, EEC provides support for information and referral services, inclusive programming for children with special needs, parenting and family support, and professional development opportunities for educators in the early education and out-of-school time fields. These efforts affect thousands of early education and out-of-school time providers, who serve more than 275,000 children each day. In its broadest role, EEC also serves as a source of information to the families of more than one million children in Massachusetts. EEC is committed to helping ensure that all children have access to quality programs. The creation and implementation of a system to improve and support quality statewide is a key strategy in the EEC’s Board Strategic Five-Year Plan (http://www.eec.state.ma.us/docs/StrategicPlanFormatted.pdf). In its efforts to develop high quality early education and care programs, EEC will be implementing a Quality Rating and Improvement System (QRIS), which will define levels of quality for programs and requirements for moving up the four levels of the current system. An integral part to this program quality is providing teaching and learning experiences, based in a framework of birth to age 8, which addresses the individual and unique needs of children served by early education and care programs. The purpose of this Request for Proposals (RFP) is to award funding to one or more vendor(s) to provide specific theory, training, strategies and opportunities for reflective practice for programs from the mixed delivery system to develop skills in research-based child assessment and screening. Child Assessment and Screening Child assessment systems are used to capture information on children’s developmental progress through teacher observations of each child’s work and abilities. Results from the assessment can show an educator what children in their care know and need to learn, and where their own strengths and weaknesses as an educator lie. These tools, which are becoming increasingly regarded as a marker of high quality programming, can be used as a valuable method for educators to improve their instruction to meet the needs of individual children as well as inform their general program practice. 1 Early education and care providers have a responsibility and opportunity to enhance their ability to identify unique needs of young children who are in their care through the use of screening tools. Identification, coordination of service Purpose 1 National Research Council. (2008). Early Childhood Assessment: Why, What and How. Committee on Developmental Outcomes and Assessments for Young Children, C.E. Snow and S.B. Van Hemel, Editors. Washington, DC: The National Academies Press. 2
  3. 3. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Cont… provision and support of families in locating and obtaining needed services are valuable and necessary skills in the field. Early educators can benefit from support and training on how to use research-based screening tools and to communicate with families and ensure the needs of children are met. Context for Request for Proposals In fiscal year 2009, the Department of Early Education and Care (EEC) contracted with Abt Associates, Inc. to conduct an evaluation of the level of quality in a statewide sample of early childhood settings that serve at-risk preschool children. The study used the CLASS observation measure to evaluate provider/child interactions in three primary domains (emotional support, classroom organization, and instructional support) for licensed center-based programs, Head Start centers, public school programs and family child care providers. Programs from Massachusetts’ Universal Pre-Kindergarten (UPK) and non-UPK programs were included within each program type. A final report prepared by Abt Associates found across program types programs scored high in emotional support and classroom organization, though performed significantly lower on instructional support. Given the low results on instructional support, EEC seeks to address this issue by supporting the implementation and utilization of research- based comprehensive child assessment systems and screening tools in preschool settings so that educators can individualize their instruction by child and improve program practice. The use of child assessment systems and screening in preschool settings is an important method to support developmentally appropriate individualized teaching and is an integral piece of high quality programming. Through this competitive Request for Proposals (RFP), EEC will award grants to one or more vendor(s) who will provide training, professional development, and assessment tools to programs to support the implementation of assessment systems and screening in settings serving preschool children across the Commonwealth. Ultimately, EEC seeks to make child assessment and screening sustainable practices in the early education and care field. Priorities Through this grant opportunity, EEC seeks to gain: • Effective child assessment training for educators serving preschool children in the mixed delivery system (Head start, private center-based programs, independent and system-affiliated family child care providers, and public and private schools), including those new to providing assessment as well as those skilled in assessment but needing additional support for using assessment information to individualize teaching and target learning strategies • Technical assistance and consultation for educators related to child assessment and screening • Widespread availability of child assessment and screening tools and materials Priorities Activities funded through this grant must lead to the following for programs receiving 3
  4. 4. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Cont… services from the selected vendor(s): • Improved individualized instruction for children • Informed program practice and targeted professional development • Enhanced communication and engagement with families about their children’ s developmental progress and improved ability to provide anticipatory guidance • Ongoing support and reflective supervision for educators in using child assessment and screening systems • Enhanced capacity of program staff to train their colleagues and ensure successful assessment practices are implemented over time Eligibility This is a competitive grant that is open only to the following entities (non-profit or for- profit): public school districts, private schools, charter schools, educational service agencies, institutions of higher education, faith-based and community-based organizations, training and technical assistance providers, and private businesses. All vendors able to meet and carry out the requirements of this grant are eligible to apply. EEC expects to award funds to one to three vendors which are able to provide services to either the entire Commonwealth or large portions of the state (portions of the state to be determined by applications that come in). Vendors who intend to apply to serve the entire state, the following benchmarks are expected: • A minimum of 400 early educators will be trained o At least 50 percent of the persons trained will be working in a program with 50% or more subsidized children • A minimum of 100 programs serving 50% or more subsidized children will receive assessment and/or screening tools • A minimum 200 programs will develop a plan for integrating assessment and screening into their early education and care program and advancing individualized teaching and learning strategies If multiple vendors are selected, these benchmarks will be broken up across the vendors TBD based on applications Funding There is $800,000 available for these grants, which may be awarded to one vendor or divided amongst three vendors depending on the number of quality bids and the coverage across the Commonwealth. One half of the available funding, or $400,000 must be used for training and technical assistance to programs implementing or enhancing the use of child assessment systems and screening tools. The remaining 50%, or $400,000, must be used by the vendor to purchase EEC-approved child assessment systems, Funding screening tools and supporting materials (on behalf of the providers to then distribute Cont… these materials to providers) for the purpose of meeting vendor-defined benchmarks in implementation of child assessment systems and screening tools. 4
  5. 5. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Applicants must provide the following services with the grant funds they are awarded: Required Services • Training and technical assistance/consultation with Early Education and Care programs • Purchase child assessment and/or screening systems and/or supporting materials • Prioritize services to all programs serving three and four year old children that have at least 50% of their enrolled children receiving subsidized child care services. Vendors who intend to apply to serve the entire state, the following is expected: • A minimum of 400 early educators will be trained o At least 50 percent of the persons trained will be working in a program with 50% or more subsidized children • A minimum of 100 programs serving 50% or more subsidized children will receive assessment and/or screening tools • A minimum 200 programs will develop a plan for integrating assessment and screening into their early education and care program and advancing individualized teaching and learning strategies • If multiple vendors are selected, these benchmarks will be broken up across the vendors TBD based on applications Training and Technical Assistance/Consultation with Programs Fund Use With 50% of the allocated amount, the selected vendor(s) will support the field through three primary means: • provide information on the theory related to child assessment practices for children birth to age 8 ; • target specific strategies for assessment implementation and sophisticated use in programs serving preschool children; and • provide intentional professional development with hands-on guidance and ongoing technical support for beginning and advanced learning. Training Vendor(s) must provide at least 3-4 training sessions to address the varying needs of programs implementing or continuing to expand use of child assessment systems and screening tools. Topics to be addressed include, but are not limited to, the following: • Selecting and beginning to implement a child assessment system • Selecting and effectively using screening tools • Observation and data collection • Documenting and recording developmental progress Fund Use Cont… • Assessing English language learners • Assessing children with special needs • Analyzing and interpreting data • Using assessment data to inform program practice and target professional 5
  6. 6. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 development • Using assessment to implement differentiated/individualized teaching and learning strategies for children • Using assessment data to communicate with and engage families and provide anticipatory guidance • Using technology to support child assessment • Aligning assessment practice with curriculum, standards and guidelines (i.e. EEC’s Guidelines for Preschool Learning Experiences - http://www.eec.state.ma.us/docs/TAGuidelinesForPreschoolLearningExperiences .pdf) Trainings offered must enhance the capacity of participating staff to implement practices learned at their program site. Additionally, training opportunities must provide two tracks; • one for programs in the beginning stages of using an assessment system, and • one for programs who have been using assessment systems but need assistance with gaining more sophisticated use of the tool and assessment data. Technical Assistance and Consultation The vendor(s) will offer technical assistance to programs on an as needed consultation basis. There should be a communication system set up where the vendor(s) must be available to respond to programs inquiries regarding the implementation of child assessment systems. Vendors should seek to set up peer learning communities for ongoing support from the providers who are trained. Purchase of Child Assessment Systems and Supporting Materials The remaining 50% of funds allocated must be used to support programs purchasing one of the four EEC-approved child assessment systems and supporting materials. The EEC- approved child assessment systems include: • Ages & Stages*, • Creative Curriculum Developmental Continuum, • High Scope Child Observation Record (COR), and • Work Sampling System. *Please note that EEC recognizes Ages & Stages is a screening, rather than assessment Fund Use tool. Programs currently using Ages & Stages as an assessment tool are encouraged to Cont… transition to one of the three child assessment systems listed above for the purpose of ongoing assessments of children’s developmental progress. Allocation of child assessment systems and screening tools must be prioritized for programs serving 50% or more subsidized children. 6
  7. 7. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Target of Services Services and materials made available through these funds must first target all programs serving three and four year old children with 50% or more subsidized children. It is encouraged that services are made available to those serving less than 50% or more subsidized children when possible (i.e. trainings are encouraged to be open to all programs, while those serving 50% or more subsidized children may receive a subsidy to attend). For a list of programs in the state serving 50% or more subsidized children, see Appendix C (separate excel document with EEC web posting – 30 pages). Use of Funds Selected vendor(s) may use the Training and Technical Assistance portion of these funds (50% of the amount allocated) for the following purposes: • Conduct outreach to programs as a means to providing services • Fund planning time for implementation of training sessions • Pay qualified consultants/contractors, or vendor staff to conduct assessment training • Pay stipends to staff attending trainings from programs serving 50% or more subsidized children • Secure reasonably priced rental space and technology for training sessions • Production of instructional materials for training sessions • Other reasonable expenditures as needed (i.e. Grant Administration – see Appendix A for more information on Grant Administration funding.) Selected vendor(s) may use the Child Assessment System and Supporting Materials portion of these funds (50% of the amount allocated) for the following purposes: • Purchase the four EEC-approved child assessment system toolkits and/or screening tools for programs serving 50% or more subsidized children. See Fund Use section above for detail on EEC-approved child assessment systems. • Purchase of and supporting materials for programs serving 50% or more subsidized children, for example: o Manuals o Technology  Digital cameras o Online licenses: EEC has worked with the publishers of the Creative Curriculum Developmental Continuum, High Scope Child Observation Fund Use Record (COR), and the Work Sampling System to establish a Cont… Massachusetts licensing agreement for their online systems, which offers a discounted price to programs. Individual child costs for the online systems are as follows:  Creative Curriculum: $11.75  High Scope COR: $11.10  Work Sampling: $12.45 7
  8. 8. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Please note, EEEC does not currently have a licensing agreement in place with Ages & Stages, though an online data management system for the tool does exist. • Other reasonable expenditures as needed (i.e. Grant Administration – see Appendix A for more information on Grant Administration funding.) Vendor(s) are encouraged to leverage resources and utilize additional sources of funds when available. Outcomes The following data outcomes will be collected from the vendor(s) receiving this grant: and Measures Number of educators who received training through this grant • Number of educators from programs whose enrollment consists of at least 50% of families receiving subsidized child care services Number of programs that received technical assistance/consultation through this grant • Number of programs serving 50% or more subsidized children Number of programs serving 50% or more subsidized children that received the following through this grant: • EEC-approved child assessment system • Research-based screening tool • Supporting technology or materials For vendors applying to serve the entire state, the following benchmarks are expected: • A minimum of 400 early educators will be trained o At least 50 percent of the persons trained will be working in a program with 50% or more subsidized children • A minimum of 100 programs serving 50% or more subsidized children will receive assessment and/or screening tools • A minimum 200 programs will develop a plan for integrating assessment and screening into their early education and care program and advancing individualized teaching and learning strategies Training through a selected vendor or vendors must be available across the Commonwealth and be provided in a minimum of three to four sessions. Training must include and be relevant to the four EEC-approved child assessment systems: • Ages & Stages*, Outcomes • Creative Curriculum Developmental Continuum, and • High Scope Child Observation Record (COR), and Measures • Work Sampling System. Cont… *Please note that EEC recognizes Ages & Stages is a screening, rather than assessment tool. Programs currently using Ages & Stages as an assessment tool are encouraged to transition to one of the three child assessment systems listed above for the purpose of ongoing assessments of children’s developmental progress. The vendor(s) must define a set of recommended screening tools on which to train 8
  9. 9. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 programs. Project February 15, 2010 – June 30, 2010 Duration Required See the Appendix B - Required Forms Checklist for Applicant for all forms required with Forms to be this submission. EEC reserves the right to discard incomplete submissions. Submitted Additionally, a grant outcomes from will be required of the selected vendor(s) within 30 days of the completion of the grant (project duration February 15, 2010 – June, 30, 2010). Please note: If your application is selected for funding EEC will email you a Standard Contract Form which you will need to print, sign (in blue ink), and return to EEC. Directions on how to submit that signed form to EEC will be explained when you receive the form. Additional Timeline: Info RFP Release/Posting: December 20, 2010 Submission of Written Inquiries: January 13, 2010 Applicants must submit written inquiries to eecgrants@massmail.state.ma.us with “Assessment RFP” in the subject line. Response to Written Inquiries: January 18, 2010 (Estimated) Submission Deadline: January 27, 2010 Responses Reviewed at EEC: February 1, 2010 (Estimated) Bidders are Notified of Awards: February 3rd – 4th 2010 (Estimated) Grant Start Date: February 15, 2010 EEC reserves the right to adjust the timeframe laid out above. It is the responsibility of the applicant to keep up to date on changes to this RFP by checking the EEC Website. (Part II Budget Detail is a separate attachment in the web posting) Part III – Budget Narrative • Applicants must fill out a corresponding Part II Budget Detail that corresponds with this narrative. • Applicants must complete and submit a Part II Budget Detail as well as this Part III Budget Narrative. • Applicants must clearly describe costs budgeted in each category. • Applicants should be thorough in their responses, but limit budget narrative response to 2 pages. • Applicants should attach additional pages as needed – limit 2 Budget Narrative pages Line 1 – Administrators: 9
  10. 10. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Line 2 – Instructional/Professional Staff: Line 3 – Support Staff: Line 4 – Fringe Benefits: Line 5 – Contractual Services: Line 6 – Supplies and Materials: Line 7 – Travel: Line 8 – Other: Line 9 – Indirect Costs: Line 10 – Equipment: Part IV – Required Responses from Applicants All applicants must respond to the following questions. Points assigned to sections/questions are reflective of the value and expectations regarding thoroughness of responses. The maximum number of points available is 100. Please limit narrative responses to 10 single-spaced pages, excluding attachments (i.e. resumes, supporting documents, etc.). Please include the question and then the response. Vendor Experience – 25 points 1. Describe evidence of your experience with early childhood assessment and ability to provide the services outlined in this RFP. (10) 10
  11. 11. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 2. Describe your previous experience working with early education and care providers in a mixed delivery system (Head Start, private center-based, independent and system-affiliated family child care, private and public schools) in Massachusetts. Please provide at least three references. (10) 3. Describe what resources you or your organization will contribute to the success of the grant. (3) 4. Describe the geographical target of your strategies (i.e. statewide, regional, etc.). (2) Outreach and Planning – 15 points 5. Describe your outreach plan to programs to determine the following: a. Interest in participating in trainings (6) i. Please provide letters of support from providers who would be interested in the training should you be awarded the contract. Please provide a draft Memorandum of Understanding (MOU) between you, the program and the staff who will participate in the training, including the roles and responsibilities for each party. b. Level of training to be provided (detail on trainings to be provided in response to question #6) (3) c. Projection for the number of assessment tools which you will provide to programs (3) i. Describe the conditions under which you will make these resources available (timeframe, plan for distribution, etc.). d. Projection for the types and number of screening tools you will purchase and other materials for programs to implement screening (3) i. Describe the conditions under which you will make these resources available (timeframe, plan for distribution, etc.). Content of Trainings and Training Team Qualifications – 25 points 6. Outline the schedule of anticipated training sessions including content, estimated number of participants, hours and expected location and dates of trainings. (10) 7. Describe the training team (include resumes) and other professionals who will work with providers of diverse backgrounds from all sectors of the mixed delivery system (Head Start, private center-based, independent and system-affiliated family child care, private and public schools). (10) 8. Describe how you will support programs to plan for implementation of the assessment and screening systems. (3) 9. Discuss how you will provide training to early educators for whom English is a second language. (2) 11
  12. 12. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Consultation, Coaching and Mentoring – 25 points 10. Describe how you plan to assess the needs of individual programs and provide technical assistance/consultation services to programs before, during, and after trainings. (10) 11. Describe your method for creating learning circles for ongoing peer learning among the programs after the grant terms ends. (10) Budget – 10 points Please see Part II – Budget Detail and Part III Budget Narrative as well as Appendix A for submitting budget information. 12
  13. 13. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 APPENDIX A: Budget Section Information For the budget section of the application, applicants must fill out and return: • Part II – Budget Detail pages • Part III – Budget Narrative Part II – Budget Detail pages includes: • The budget detail form itself • Instructions and definitions on how to fill out the form • Instructions and relevant law regarding Mass Teachers’ Retirement System (MTRS) Part II – Budget Narrative is a one page document that must: • list all proposed expenditures; • provide a detailed explanation of how the funds will be used; and • adhere to the “fund use” section and other parameters detailed in the RFP A Note about Grant Administration: Some RFPs might only allow for a certain percentage of funding to be budgeted for the administration of the grant while others might not allow any grant administration funds to be budgeted. Some RFPs might allow a percentage of grant administration, but exclude certain categories from the list defined below. This information can always be found in the fund use section of the RFP. If there is no mention in the Fund Use section, it is likely allowable to budget for grant administration but EEC reserves the right to negotiate these charges in any given budget. EEC defines Grant Administration as: • Supervisor/Director (found under Line 1 of Budget Detail pages) • Project Coordinator (Line 1) • Secretary/Bookkeeper; and/or stipends for secretary/bookkeeper (Line 3) • Fringe Benefits of Supervisor/Director, Project Coordinator, or Secretary/Bookkeeper (Line 4) • Rental of Space, equipment, and utilities (Line 8) • Indirect costs budgeted on (Line 9) A note about Mass Teachers’ Retirement System (MTRS): For some grant applicants, Mass Teachers’ Retirement is not something you have to think about (if an applicant is not a school system or charter school, for example). County, municipal and district treasurers are required to make provisions for charging federal grants for pension costs of all active members of a retirement system whose salaries are paid from these grants. If the MTRS line of the budget does not apply to you, simply leave it blank. 13
  14. 14. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 A note about Indirect Costs: The Department of Elementary and Secondary Education (ESE) determines an indirect cost rate for each city, town, or regional school district for application to state and federal grants and contracts, unless prohibited by federal regulations. If used, the indirect cost figure must be equal to or less than the approved restricted rate. The decision to recover indirect costs using these established rates is a local option. The rates are developed for school districts as the maximum allowable rate for a given fiscal year. For EEC grants, applicants may use their ESE approved indirect cost rate. However, you must adhere to any grant administration restrictions in each grant RFP, (found in the “Fund Use” section), and this might affect the amount of indirect applicants opt to budget for. If an applicant does not have an ESE approved indirect rate, they may still budget for indirect costs but EEC reserves the right to limit and negotiate the amount of indirect budgeted and often will outline parameters around such budgeting in the “Fund Use” section of the RFP. 14
  15. 15. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 Appendix B - Required Forms Checklist for Applicant Applicants must complete and submit one original and three copies of the following required forms with their RFP response:  Part I: Procurement Information  Part II: Budget Detail (this is a separate excel attachment with web posting)  Part III: Budget Narrative  Part IV: Required Responses from Applicants (limit 10 pages single spaced)  Part V: Outcomes and Performance Measures Applicants must also complete and submit one original packet of the following forms with their RFP response (unless applicant already has these documents on file with the state of MA)  A signed Commonwealth Terms and Conditions form  Request for Taxpayer Identification Number and Certification W-9 complete with DUNS #  Contractor Authorized Signatory Listing  Authorization for Electronic Funds Payment (EFT) Form  Executive Order 504 Contractor Certification Form EEC reserves the right to discard any incomplete proposal submissions. 15
  16. 16. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 (Appendix C is a separate attachment with the grant posting) Appendix D: Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Law Amendments to required services or deliverables which do not affect funding changes: If during the project, either EEC or a Grantee would like to request a change in the required services, deliverables, or timeline, EEC or the Grantee may propose such changes to the other. The parties must mutually agree to such change(s) in writing. A written memorandum may be used to memorialize such changes; a formal grant amendment will not be required. Budget Adjustments: If during the project, a Grantee would like to request a change from the original approved budget, thus changing deliverables, or timeline, the Grantee may propose such changes to EEC who may agree to implement such changes. This is done by filing a Budget Adjustment Request Form. A Budget Adjustment Request Form is required 30 days in advance of proposed changes and in any case where the original budget line is changed by more than 10%. EEC reserves the right to approve or deny any proposed changes. Grantees are encouraged to use Electronic Funds Transfers (EFT). EFT allows for payments to be made from the Commonwealth to grantees electronically and is the preferred method of payment for all payees doing business with the Commonwealth. Use of EFT significantly reduces payment delays through a reduction in processing and mailing time. Registering a grantee for EFT payments requires completion of an Electronic Funds Transfer form by the Grantee and submission to EEC as part of contract execution. Initial grant payments will be released to you automatically, once your grant has been programmatically approved and then processed by the grants unit. It is the responsibility of the grantee to request subsequent payments. Since the grant term for this award is 5 months, EEC will release the first half upon approval and the grantee will need to request the second half approximately halfway through the grant term. To request subsequent grant payments, grantees must submit a Request for Funds Form. Within sixty (60) days of the termination of a grant, a grantee must submit an FR1 Final Financial Report and repay the Commonwealth for any unexpended funds. These forms are available at EEC’s website, www.eec.state.ma.us, under the Grants section. Request for Funds Forms must mailed (hard copy) to the following address: Attn: Accounting Unit Massachusetts Department of Early Education and Care 51 Sleeper Street, 4th Floor Boston, MA 02210 All grant recipients must use the grant monies in accordance with the terms and requirements set forth in this Request for Proposal (RFP), the Commonwealth Terms and Conditions, in addition to applicable EEC policies, regulations and/or state or federal laws. EEC reserves the right to recoup any and all monies which are not spent in accordance with such terms, conditions, policies, regulations, and/or laws. EEC further 16
  17. 17. Massachusetts Department of Early Education and Care – FY10 EEC Assessment RFP – Fund Code 513 reserves the right to terminate grant funding to any recipient who violates any of the grant terms, requirements, and/or conditions which are incorporated into this RFP. EEC has the right to suspend, amend, and/or terminate the grant funding in the event of a Budget reduction initiated under M.G.L. c. 29, sec. 9C. The selected grantee must comply with all applicable provisions of the Massachusetts General Laws, State Finance Law, 815 Code of Massachusetts Regulations 2.00 et seq. (regarding grants), and the Office of the State Comptroller’s policies and procedures regarding grants. 17

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