SEC

RFP 168 04/14 Revised

CONNECTICUT STATE DEPARTMENT OF EDUCATION

EARLY CHILDHOOD BOND FUNDS GRANT PROGRAM FOR MINOR CAPITAL IMPROVEMENTS JULY 1, 2014, TO JUNE 30, 2015

Purpose: In accordance with Section 9(e)(4) of Public Act 12-189 as amended by Section 72 of Public Act 14-98, and Section 13(h)(2) of Public Act 13-239 as amended by Section 75 of Public Act 14-98, $13,500,000 in bond funding is available to provide grants-in-aid to sponsors of school readiness programs and statefunded day care centers for facility improvements and minor capital repairs to that portion of facilities that

house school readiness programs and state-funded day care centers.

Applications Due: On or before Friday, August 22, 2014

NOTE: This RFP is in compliance with the laws governing the bond funding authorizations. Those laws are written to ensure that the state's interest is protected and there are provisions addressing: 1) the length of time (funded) space must be used; and 2) execution of a formal contract with grantees. As a result, grantees must demonstrate that their improved space will continue to be used for the granted purposes for 10 years. In instances where, within ten (10) years of the date of the grant, the premises for which the grant was made cease to be used for the granted purpose, the grant will be subject to repayment minus 10 percent per year for each full year elapsed since the date of the grant. Finally, each grantee, upon award, will be required to enter into a contract with the Connecticut State Department of Education.

STEFAN PRYOR COMMISSIONER OF EDUCATION

The State of Connecticut Department of Education is committed to a policy of equal opportunity/affirmative action for all qualified persons. The Connecticut State Department of Education does not discriminate in any employment practice, education program, or educational activity on the basis of race, color, religious creed, sex, age, national origin, ancestry, marital status, sexual orientation, gender identity or expression, disability (including, but not limited to, intellectual disability, past or present history of mental disorder, physical disability or learning disability), genetic information, or any other basis prohibited by Connecticut state and/or federal nondiscrimination laws. The Connecticut State Department of Education does not unlawfully discriminate in employment and licensing against qualified persons with a prior criminal conviction. Inquiries regarding the Connecticut State Department of Education's nondiscrimination policies should be directed to:

Levy Gillespie Equal Employment Opportunity Director American with Disabilities Act Coordinator Connecticut State Department of Education

25 Industrial Park Road Middletown, CT 06457

860-807-2071 Levy.Gillespie@

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER.

TABLE OF CONTENTS

SECTION I

II

TITLE

OVERVIEW AND DESCRIPTION OF GRANT

PURPOSE ELIGIBLE APPLICANTS/FUNDING FUNDING AND PROGRAM CRITERIA REQUESTING A GRANT FOR MULTIPLE PROJECT CONSTRUCTION COMPONENTS PRIORITIES FOR FUNDING GRANT PERIOD DUE DATE GRANT CONTACT APPLICANTS' QUESTIONS PROCEDURE OVERVIEW OF PROCUREMENT SCHEDULE GENERAL PROPOSAL REQUIREMENTS PROJECT REPORTING GENERAL SUBMISSION REQUIREMENTS GRANT REQUIREMENTS PAYMENT PROCESSES RETAINAGE FISCAL AGENT/FIDUCIARY CONTRACT PROVISIONS

PAGE

5

5 6 6 7 7 7 8 8 8 8 8 9 9 9 9 9 10 10

APPLICATION REQUIREMENTS

GRANT COVER SHEET RECEIPT OF ADDENDUM ACKNOWLEDGEMENT(S) CHILD CARE LICENSING STATUS VERIFICATION CHEFA'S LETTER OF CONSENT TO PLACEMENT OF LIEN TABLE OF CONTENTS ABSTRACT PROJECT QUESTIONNAIRE BUDGET FORM - ED 114 BUDGET JUSTIFICATION COMPETITIVE BIDDING ASSURANCE STATEMENT OF ASSURANCES AFFIRMATIVE ACTION PACKET SUPPLEMENT NOT SUPPLANT ASSURANCE CODE COMPLIANCE ASSURANCE FISCAL AGENT/FIDUCIARY IDENTIFICATION FORM PERMISSION TO ALLOW CAPITAL IMPROVEMENTS TO LEASED OR RENTED SPACE ATTACHMENTS STYLE REQUIREMENTS PACKAGING AND LABELING REQUIREMENTS

11

11 11 11 11 11 11 12 12 12 12 12 12 13 13 13 13 13 13 13

CSDE ? EC BOND FUNDS FOR MINOR CAPITAL IMPROVEMENTS

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III

APPLICATION PROCESS

14

OBLIGATIONS OF GRANTEES

14

FREEDOM OF INFORMATION ACT

14

MANAGEMENT CONTROL OF THE PROGRAM AND GRANT CONSULTATION

14

STATE MONITORING

14

PROPOSAL DUE DATE AND TIME

14

MAILING AND DELIVERY INFORMATION

15

EVALUATION OF PROPOSALS

15

GRANT AWARDS

15

IV

APPLICATION FORMS

16

(EXCLUDING REQUIRED PROJECT ABSTRACT AND RECEIPT OF ADDENDUM ACKNOWLEDGEMENT)

GRANT COVER SHEET

16

RECEIPT OF ADDENDUM ACKNOWLEDGEMENT(S)

17

ABSTRACT

18

PROJECT QUESTIONNAIRE

19

BUDGET FORM - ED114

23

BUDGET OBJECT CODES

24

SAMPLE BUDGET JUSTIFICATION

25

COMPETITIVE BIDDING ASSURANCE

26

STATEMENT OF ASSURANCES AND SIGNATURE PAGE

27

AFFIRMATIVE ACTION PACKET AND CERTIFICATION PAGE

32

SUPPLEMENT NOT SUPPLANT ASSURANCE

34

CODE COMPLIANCE ASSURANCE

35

FISCAL AGENT/FIDUCIARY IDENTIFICATION FORM

36

PERMISSION TO ALLOW CAPITAL IMPROVEMENTS TO LEASED OR RENTED SPACE 37

AND AGREEMENTS FOR PLACEMENT OF LIEN

APPENDIX A: CHILD CARE PROGRAMS ELIGIBLE TO APPLY FOR

38

EARLY CHILDHOOD BOND FUNDS FOR MINOR CAPITAL IMPROVEMENTS

2014 SCHOOL READINESS FUNDED PROGRAMS BY TOWN AND SITE

39

2014 COMPETITIVE SCHOOL READINESS FUNDED PROGRAMS BY TOWN AND SITE

47

2014 STATE-FUNDED DAY CARE CENTER PROGRAMS BY TOWN AND SITE

51

APPENDIX B: APPLICATION CHECKLIST

55

APPENDIX C: LICENSING STATUS VERIFICATION FORM

57

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SECTION I ? OVERVIEW AND DESCRIPTION OF GRANT

Section I: Overview and Description of Grant

Purpose: Early childhood providers have reported physical barriers to maintaining and achieving quality facilities. To help address building and site deficiencies, and to promote the health, safety and learning of children in appropriate environments, funds will be granted for facility improvements and minor capital repairs; the repairs must be done to the part(s) of the facilities that house school readiness programs and state-funded day care centers to businesses or entities that currently accept School Readiness or Child Day Care funding, for facilities where children are currently located or will be relocated.

Eligible minor capital projects include repair and replacement work and other general improvements not covered by the State's existing public school construction grant program. (See Chapter 173 of the Connecticut General Statutes.) Examples of work which may be considered for grant award include, but are not limited to:

1. Indoor Projects replacement of windows and doors; replacement of boilers and other heating and ventilation components; replacement of internal communication systems; ceiling and floor covering upgrades/replacements; upgrading restrooms, including new fixtures and water fountains; upgrading or replacement of lighting fixtures and/or electrical upgrades; replacement of equipment and/or furnishings which have exceeded their useful life, are no longer functional, or present a possible safety concern; code compliance projects--American Public Health Association (APHA) and American Academy of Pediatrics (APA) Caring for Our Children: National Health and Safety Performance Standards and Guidelines for Early Care and Education Settings. Third Edition, 2011; Americans with Disabilities (ADA) (provided the building is not a public school building, which could be eligible for Chapter 173 School Construction reimbursement); building alterations to better align space design with program needs, ensuring greater quality of care for students. Examples include: wall removal to increase room size or make bathrooms accessible, child-size sinks in classrooms/access to water in classrooms, specialized storage areas and storage cabinets, partition installation, improvement of space for staff, staff storage areas and meeting rooms, accessibility for children and staff with disabilities and repurposing staff space for classroom instruction; upgrading wiring for technology; and minor addition or minor new construction to convert existing space into classroom space.

2. Outdoor Projects replacing or installing security systems, including, but not limited to, video surveillance devices and fencing; and alterations to premises such as playground improvements to include, but not limited to, safety surfacing and fencing, shading, play-area expansion, redesign to support gross motor needs of children, and equipment upgrade.

Projects are limited to permanent upgrades and/or physical improvements to facilities. Funds may not be used for general operating purposes or consumable supply expenses.

Work/items not eligible for grant consideration include, but are not limited to: computers, smart boards, fax machines, printers, copy machines; routine building maintenance and maintenance cleaning supplies; equipment repairs and other minor repairs; salaries of in-house maintenance staff and other program staff; and gardening and landscaping undertaken as beautification projects.

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SECTION I ? OVERVIEW AND DESCRIPTION OF GRANT

Eligible Applicants/Funding: The Connecticut State Department of Education (CSDE) has approximately $13,500,000 to award for general improvements and minor capital repairs authorized under Sec. 9(e)(4) of PA 12-189 as amended by Sec. 72 of Public Act 14-98, and Sec. 13(h)(2) of PA 13-239 as amended by Sec. 75 of Public Act 14-98.

Eligible applicants include (Appendix A-Child Care Programs Currently Eligible to Apply for Early Childhood Bond Funds, pages 37-53):

School Readiness funded programs located within priority school districts and competitive communities, State-funded Day Care Centers; (*) Public Schools running a School Readiness Program; and (*) Public Schools running a State-funded Day Care Center Program.

(*)Projects eligible for funding through the state's School Construction Grant Program (Chapter 173 of the Connecticut General Statutes) are not eligible for grants under the EC Bond Funds for Minor Capital Improvements Program.

Eligible applicants who have loans from the Connecticut Health and Educational Facilities Authority (CHEFA) must inquire whether CHEFA will be able to consent to the placement of a lien on the property occupied by the program in favor of the CSDE in the amount of the grant. The applicant must include with its application written consent from CHEFA for the placement of such a lien. Allow at least two weeks for CHEFA to respond to your request.

Once program eligibility has been confirmed, the CSDE will score all grants. Projects will be sorted by score in descending order. Selected projects will be submitted to the Bond Commission for approval. Grants will be awarded until all funding has been exhausted or until all projects are funded, whichever occurs first.

The CSDE reserves the right to make grant awards under this program without discussion with the applicants; therefore, applicants should submit proposals that present their project(s) in the most clear and concise manner from both technical and cost standpoints. All awards are subject to the availability of state funds. Grants are not final until the award letters are executed. The level of funding and effective dates of the project will be set forth in the notification of the grant award.

Funding and Program Criteria: 1. Grant amount cap, project costs for professional/technical services and performance bonding criteria: a. Grant amount cap: applications for minor capital improvement projects must not exceed $95,000 per site. b. Project costs for professional/technical services: up to 5 percent of the requested amount may be dedicated to purchase services which, by their nature, can be performed only by persons or firms with specialized skills and knowledge. c. Performance bonding: in accordance with C.G.S. Section 49-41, the CSDE will require performance bonds on any job where the total estimated to cost of labor and materials under the contract is $25,000 or more. At the time the contract is drawn, the CSDE will ask the grantee to submit the contractor certificate and bond.

2. Program criteria: Programs that are applying for a grant must submit documentation indicating: a. The program is under a contract or grant to provide services to children birth-to-5 years of age. b. The facility is owned by the applicant or the applicant has a multi-year lease for at least 10 years remaining, with competitive and comparable rental costs. The CSDE must receive PROSPECTIVE NOTIFICATION in the event the building site goes up for sale within the 10year term of the grant. If the building is sold during the 10-year term of the grant, the grant's

CSDE ? EC BOND FUNDS FOR MINOR CAPITAL IMPROVEMENTS

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SECTION I ? OVERVIEW AND DESCRIPTION OF GRANT

terms shall be assumed by the new building owner and will continue to apply until the 10-year grant period expires. c. The site will be utilized to house the applicant's early childhood program for a minimum of 10 years from the date of approval for the funding. d. All new construction funded through this grant must comply with all applicable state and federal codes, regulations, laws and standards. e. Playground projects will adhere to the safety guidelines adopted by Connecticut's Department of Consumer Protection and the guidelines for play areas established through the ADA. Prior to use of the playground, equipment shall be inspected by an independent, qualified safety inspector hired by the owner. f. The site is licensed by the Connecticut State Department of Public Health (DPH), unless exempt. If exempt, Appendix C - Licensing Status Verification Form (see page 57) must be completed and submitted with the application. g. The program is accredited by the National Association for the Education of Young Children (NAEYC) or Head Start approved.

Requesting a Grant for Multiple Project Construction Components Applicants are not limited to a single project.

For different types of projects at a single site: o complete a single application, which covers all work to be done at that site; o provide detailed supporting information regarding each type of project for which you seek a grant; o submit an individual project description, budget and corresponding budget narrative for each project. (Examples: Upgrading of restrooms and playground alterations would require separate project descriptions, separate budgets and separate budget narratives); o include an overall budget that includes and summarizes the individual budgets for all the projects for which you seek a grant at this particular site; and o make sure the overall budget does not exceed $95,000 per site.

For projects at different sites: o complete and submit a separate application for each site; o make sure the overall budget does not exceed $95,000 per site; and o if more than one project per site, please see above.

The CSDE reserves the Right to Fund select components of an application, if the full scope of work is deemed to be either cost or time prohibitive.

Priorities for Funding: Scoring priority will be given to:

Programs located outside of public school buildings; Projects to correct code violations; Renovations where a safety concern has been identified; Projects to obtain or keep national accreditation; and Minor new construction/addition to convert existing space into classroom space.

Grant Period: Grants will be awarded for a two-year period during which time all projects shall be completed. All funds are subject to approval by the Connecticut State Bond Commission.

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SECTION I ? OVERVIEW AND DESCRIPTION OF GRANT

Due Date: Proposals, REGARDLESS OF POSTMARK DATE, must be received no later than 4 P.M. on Friday, August 22, 2014. Extensions will NOT be granted. The original proposal must bear original signatures of the authorized legal representative of the applicant, the fiscal agent/fiduciary and the building owner, as specified on and appropriate to each form.

Grant Contact: Amparo Garcia, Lead Planning Analyst, 860-713-6783 (PHONE), 860-713-7042 (FAX), E-MAIL: amparo.garcia@

Applicants' Questions Procedure: Interested applicants may submit questions regarding this RFP to Amparo Garc?a, the Grant Contact, through facsimile (860-713-7042) or e-mail (amparo.garc?a@.) To be considered, questions regarding this RFP must be received in writing by the Grant Contact no later than 3 P.M. Eastern Standard Time, on Wednesday, July 2, 2014. Questions should be submitted as early as possible. Such questions must identify the source (i.e., program and individual), and must relate to the RFP or the procurement process to be answered. The CSDE may combine similar questions and give only one answer. It is solely the applicant's responsibility to ensure and verify the Grant Contact's receipt of questions.

The CSDE will respond only to those questions submitted by the date and time listed above. Official responses to questions will be in the form of a "Questions/Answers Addendum" to this RFP, posted on the Office of Early Childhood Web page at , and on the CSDE's RFP Web page at

The anticipated posting/release date for the "Questions/Answers Addendum" is July 25, 2014. It is solely the applicant's responsibility to access the Office of Early Childhood Web page, or the CSDE's RFP Web page, to obtain any and all addendums or official announcements pertaining to this RFP.

To submit a responsive proposal, THE APPLICANT SHALL include a signed acknowledgment of the receipt of each addendum (see SAMPLE on page 17) posted to the Office of Early Childhood Web page and the CSDE's RFP Web page.

Overview of Procurement Schedule: Dates after the due date for proposals ("Proposals Due") are target dates only (*). RFP Released: June 11, 2014 Deadline for Questions: July 2, 2014, 3 P.M. Eastern Standard Time Answers Released: July 25, 2014 Proposals Due: August 22, 2014, 4 P.M. Eastern Standard Time (*) State Bond Commission approval: December 12, 2014 (*) Projected start date for work funded under this RFP: February 1, 2015 (*) Projects shall be completed by June 30, 2016

The CSDE may amend the schedule, as needed. Any change will be made by means of an addendum to this RFP and will be posted on the Office of Early Childhood Web page at , and the CSDE's RFP Web page at

General Proposal Requirements: The proposal must identify the site name, location of the building and description of each proposed project, with clear language around the perceived need for the work. Each applicant's proposal must include a statement of

CSDE ? EC BOND FUNDS FOR MINOR CAPITAL IMPROVEMENTS

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