CHILD CARE RESOURCE AND REFERRAL PROGRAM - New Jersey
CHILD CARE RESOURCE AND REFERRAL PROGRAM
REQUEST FOR PROPOSALS FOR
CAPE MAY AND GLOUCESTER COUNTIES
TABLE OF CONTENTS
purpose of funding: 2
BACKGROUND: 2
PROJECT GOAL: 2
amount AND SOURCE of FUNDING: 2
CONTRACT PERIOD: 5
ELIGIBLE APPLICANTS: 5
AGENCY QUALIFICATIONS: 6
allowable USE OF FUNDS: 7
SERVICES TO BE PROVIDED: 9
SERVICE LOCATIONS: 22
ADMINISTRATIVE REQUIREMENTS: 22
REPORTING REQUIREMENTS: 25
COORDINATION WITH OTHER AGENCIES: 26
MANDATORY TECHNICAL ASSISTANCE CONFERENCE: 28
TIMETABLE: 29
APPLICATION PROCESS: ..............................................................................................................................30
NOTIFICATION OF ACCEPTANCE OR REJECTION OF AWARD: 31
APPEAL PROCESS: 31
CONTRACT NEGOTIATIONS: 31
PROPOSAL EVALUATION AND SELECTION CRITERIA: 32
PROPOSAL CONTENT Outline: 36
Program Narrative REQUIREMENTS: 38
CHILD CARE RESOURCE AND REFERRAL PROGRAM
REQUEST FOR PROPOSALS FOR
CAPE MAY AND GLOUCESTER COUNTIES
purpose of funding:
The New Jersey Department of Human Services (DHS), Division of Family Development (DFD), is issuing this Request for Proposal (RFP) for the purpose of awarding contracts for the administration of specified child care voucher programs and other programs that improve the provision of child care services. One administrative entity referred to as the county Child Care Resource and Referral(CCR&R) Agency will be selected for Cape May and Gloucester Counties to provide the child care services described in this RFP either directly or through subcontract(s). Applicants seeking to serve more than one county must submit a separate and distinct proposal for each county to be served.
BACKGROUND:
Effective April 1, 1997, DHS’ Divisions of Family Development and Youth and Family Services, the latter currently a Division within the Department of Children and Families (DCF), consolidated the administration of many of the DHS’ child care programs through the execution of contracts that were referred to as Unified Child Care Agency (UCCA) contracts. DFD has been renewing those contracts each year with the original local UCCAs, which are currently referred to as CCR&Rs.
Through experience acquired in overseeing these contracts for more than ten years and changes to Federal rules and regulations, DFD has determined that significant changes must be implemented to address program, administrative, systems and financial requirements that were not included in the original RFP and are not part of the current contracts. As certain conditions are not in accordance with the CCR&Rs’ current requirements, it has been decided that it is in the State’s best interest to issue a new RFP for these child care services.
PROJECT GOAL:
The overall goal of this project is to award contracts for the administration of child care voucher subsidy programs and other services designed to enhance the quality of child care programs.
amount AND SOURCE of FUNDING:
Funding of $7,005,903 is being made available through the New Jersey DHS/DFD, for this Request for Proposals. The maximum amount of funding available will vary by county. Prospective Applicants should refer to Attachment A for the allocation amount available for their county.
In addition to State funds, these contracts include Federal funds from the Child Care and Development Fund (CCDF) Block Grant, Temporary Assistance for Needy Families (TANF) Block Grant, and Title IV-E (Foster Care) of the Social Security Act. The approximate annualized amounts that are available through this RFP are stated below. The approximate annual amounts that will be available to each county are included in Attachment A.
TOTAL ANNUALIZED
PROGRAM/SERVICE AMOUNT AVAILABLE
I. Voucher Programs
A. State/Federally Funded Voucher Programs
1. Vouchers:
a. Active TANF and Transitional Child Care $ 2,745,322
b. CCAP $ 1,154,466
c. Child Protective Services $ 630,014
d. Early Employment Initiative $ 16,658
e. Post Transitional Child Care $ 400,004
2. Non-Voucher Costs (Voucher Support)
a. Administration $ 150,008
b. Voucher Operations $ 537,282
Total $ 5,633,754
B. Kinship Child Care
1. Vouchers $ 105,018
2. Administration $ 1,080 Voucher Operations $ 12,414
Total $ 118,512
C. DOE Pre-School Wraparound Voucher Program
1. Vouchers $ 0
2. Administration $ 0
3. Voucher Operations $ 0
Total $ 0
D. Post Adoption Child Care
1. Vouchers $ 189,279
2. Administration $ 926
3. Voucher Operations $ 4,028
Total $ 194,233
II. Other Child Care Support Programs
A. Child Care Resource and Referral Services $ 386,608
B. Strengthening Families Initiative $ 55,738
C. Family Child Care Network (Ocean County only) $ 0
D. Family Child Care Registration $ 201,795
E. Child Care Health Consultation Coordination $ 181,290
F. Parent/Provider Education Campaign $ 177,163
G. One-Time Systems Funding $ 33,820
H. Waiting List Consolidation
1. Administration $ 3,983
2. Voucher Operations $ 19,006
Total $ 22,989
Total - Other Child Care Support Programs $ 1,059,403
___________
III. Total Available $ 7,005,903
No funding match is required; however, Applicants will need to identify any other sources of funding, both in-kind and monetary, that will be used. Any income resulting from this contract (e.g., interest on bank accounts, allowable fees) must be used to support the contract’s operating costs.
Agencies may not fund any costs incurred for the planning or preparing of a proposal in response to this RFP from current DHS/DFD contracts.
Continued funding for the contracts resulting from this RFP are subject to the availability of State and Federal funding. Contract awards are subject to change at time of contract renewal or during a contract period based on prior expenditure trends and other factors. It is anticipated that these funds will be subject to the RFP process again in five years.
CONTRACT PERIOD:
The initial contract period is October 1, 2010 to September 30, 2011. Contracts will continue to be on a Federal Fiscal Year basis, (October 1st through September 30th of the following calendar year). The actual contract beginning and end dates are contingent upon the contract being fully executed and signed by all appropriate parties (DHS/DFD and Grant Recipient). The Department reserves the right not to issue a contract for a second year under certain circumstances, such as, but not limited to, the unsatisfactory work of the selected vendor, failure to meet agreed upon minimum standards, or the failure to submit required documentation within requested timeframes.
ELIGIBLE APPLICANTS:
Applicants must be New Jersey based and may be for-profit, not-for-profit, or public entities that can demonstrate the ability to administer and deliver the services required under this RFP.
Eligible Applicants must comply with the following statements, as well as any requirements set forth in the following documents:
• Statement of Assurances (Attachment F)
• Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion (Attachment G)
• Executive Order No. 189 – Conflict of Interest (Attachment H)
• N.J.S.A. 52:34-13.2 Certification-Source Disclosure Certification Form (formerly Executive Order No. 129) (Attachment I)
• Public Law 2005, Chapter 51(Executive Order 134) “Pay to Play” Certification and Disclosure I Form, and Executive Order 117 Certification of Compliance forms, For Profit Agencies Only Signature Required, (Attachment J) can be downloaded at:
Note: Completion of the “Pay-to Play” forms requirement does not apply to non-profit or public agencies.
A CCR&R contract will not be awarded to an agency that owns and/or operates a child care facility that is registered/licensed by the Office of Licensing, Department of Children and Families. An agency that currently owns and/or operates a child care facility must include in its proposal(s) the process that would be employed to dissolve this relationship by no later than May 26, 2010 (approximately 30 days after Notification of Grant Award). Applicable agencies would receive a conditional grant award, subject to notification to DFD of the actual dissolution of the child care center/CCR&R relationship no later than June 2, 2010. If notification is not received by that date, the agency’s Grant Award may be rescinded and
another agency may be awarded the county(s) CCR&R contract. Federally funded Head Start programs that only provide Head Start services are eligible to apply.
A Provider Agency’s Board of Directors, Officers, staff members or any other person in a position of trust, shall not use his or her position, or knowledge gained from that position of trust, in such a manner that a conflict arises between their personal or financial interests and the interests of the DHS or its contracted Provider Agency. No Provider Agency shall own, operate or have an interest in any supplier of goods or services to the Provider Agency, or any organization that is engaged in doing business with or serving the Provider Agency. No Provider Agency Board Member, Officer, staff member, or any other person in a position of trust (e.g., consultants, agents, lawyers, advisors or benefactors of any sort), or any member of his or her immediate family shall have any personal or financial interest in, or substantial obligation to, any supplier of goods or services, or any other organization that is engaged in doing business with or serving the Provider Agency unless it has been determined by the Board of Directors, based on the full disclosure of facts and circumstances, that such interest does not give rise to a direct conflict of interest or the substantial appearance of a conflict of interest. A position of trust may include Provider Agency staff members, Officers, Governing Board Members, legal advisors, agents, consultants, or benefactors. See, Contract Reimbursement Manual, Glossary of Terms, for definition of “Conflict of Interest.”
Any Board Member who is aware of a potential conflict of interest with respect to any matter coming before the Board of Directors shall disclose such potential conflict to the Board. If it is determined that a conflict exists, the Board Member shall recluse himself or herself from any discussion or vote in connection with the matter involving a conflict.
AGENCY QUALIFICATIONS:
Through written proposals, agencies must demonstrate the capacity to coordinate, develop and carry out the administrative, fiscal and service delivery elements of the specific child care programs in accordance with Federal and State laws, regulations, policies and procedures. An Agency may initiate subcontracts for specific responsibilities. The entity that is submitting the proposal shall be responsible to DFD for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors and for the acts and omissions of persons directly employed by the Agency submitting the proposal.
The Applicant Agencies shall demonstrate the ability to coordinate their respective operation with preschool programs funded under Chapter 1 of the Education, Consolidation and Improvement Act of 1981 (Public Law 97-35); school and non-profit child care programs (including local public schools and community-based organizations receiving funds designated for pre-kindergartens and programs for handicapped children); with organizations sponsoring before-and-after school activities; private child care providers; Head Start grantee agencies; sectarian providers; and with Federal and/or State demonstration programs.
Applicants must comply with State and DHS rules and regulations governing the purchase of services contract process, the DHS’ Standard Language Document, the Contract Reimbursement Manual and the Contract Policy and Information Manual, in addition to the terms and conditions set forth in this RFP. Contract recipients are required to comply with the Affirmative Action Requirements of Public Law 1975, c. 124 (N.J.A.C. 17:27) and the requirements of the Americans with Disabilities Act of 1991 (P.L. 101-336). Applicants must also sign the Statement of Assurances (Attachment F) and the Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion (Attachment G). Applicants must review DHS’ contracting rules and regulations, as defined in the Contract Reimbursement Manual, and the Contract Policy and Information Manual. Copies of these manuals are available in libraries throughout the State. (See the "List of Library Depositories" in Attachment K). Applicants may also review and download the DHS contract manuals from the Office of Contract Policy and Management’s (OCPM) website at:
allowable USE OF FUNDS:
To be allowable, costs must meet the following general criteria:
• Be necessary and reasonable for proper and efficient performance and administration of the contract.
• Be allocable under the terms of the contract.
• Be authorized or not prohibited under Federal, State or local laws or regulations.
• Be accorded consistent treatment. A cost may not be assigned to the contract as direct cost if any other cost incurred for the same purpose in like circumstances has been allocated to another contract/program as an indirect cost.
• Be determined in accordance with generally accepted accounting principles.
• Be adequately documented.
A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost. In determining reasonableness of a given cost, consideration shall be given to:
• Whether the cost is of a type generally recognized as ordinary and necessary for the performance of the contract.
• The restraints or requirements imposed by such factors as: sound business practices; arms length bargaining; Federal, State and other laws and regulations; and terms and conditions of the contract.
• Market prices for comparable goods or services.
• Whether the individuals involved in incurring the cost acted with prudence in the circumstances considering their responsibilities to the State and Federal governments and the public.
• A significant deviation from the established practices for the purchase of similar goods and services which may unjustifiably increase the contract's cost.
Definitions of Administrative and Operational Costs:
The following definitions apply to non-voucher costs for this contract:
• Administrative Costs are defined as those costs, which are restricted to activities related to programmed plan development; complaint files management; public hearing information; program monitoring and coordination; report preparation; evaluation of program outcomes; personnel management; travel; equipment; supplies; audits and response management; and indirect costs, such as, maintenance of facilities, utilities, and general management staff.
• Operational Costs are defined as costs which are directly associated with the delivery of child care services. Allowable expenditures in this category are all activities which are required to ensure direct child care services are provided to eligible families. These include functions, as well as personnel costs, which are related to eligibility determination and redetermination; preparation and participation in judicial hearings; child care placement; recruitment; licensing, inspection; reviews; supervision of child care placement; rate setting; resource and referral services; and the establishment and maintenance of computerized child care information.
Additional requirements pertaining to non-voucher costs are stated in Section 4, Principles for Determining Costs, of the DHS Contract Reimbursement Manual. This Manual is available on the web at:
Voucher costs shall be incurred in accordance with eligibility requirements stated in the Child Care Services Manual (N.J.A.C. 10:15) and applicable DFD Instructions.
SERVICES TO BE PROVIDED:
CCR&Rs shall be responsible for administering the following programs within the county:
I. Voucher Programs
A. Program Description
Stated below is a description of each of the voucher programs and client population to be served. Attachment B contains the estimated average monthly number of children that would receive a voucher (i.e., Level of Service), by program and by county. These estimates are based on the approximate county allocations.
1. State/Federally Funded Voucher Programs
a. Active TANF Recipients
This program provides a child care subsidy to parents who are currently receiving TANF cash assistance while engaged in an Employment Directed Activity (e.g., an occupational training program, Job Search, etc.). The program also serves employed families, but whose earnings are insufficient to make the family ineligible for a cash grant. New Jersey’s TANF program is called Work First New Jersey (WFNJ). A referral is initially made from the appropriate County Welfare Agency/County Board of Social Services’ (CWA/CBSS) case manager, Department of Labor and Workforce Development’s County One Stop Career Centers, or designee, pursuant to applicable Federal and State regulations. (See P.L. 104-193 and New Jersey Administrative Code 10:90.)
b. Transitional Child Care (TCC)
Former TANF recipients who have become employed are eligible for TCC for two years after their TANF case is closed. Similar to active TANF families, the establishment of a child care subsidy is initiated by the CWA/CBSS.
c. New Jersey Cares for Kids (NJCK) includes the following components:
Child Care Assistance Program (CCAP)
i The Child Care Assistance Program (CCAP) previously had two components, the At Risk Child Care (ARCC) and Child Care Development Block Grant (CCDBG) programs. They are now combined into one funding stream and are called the Child Care Assistance Program (CCAP). Similar to the former ARCC and CCDBG
child care components, following the initial determination into the CCAP child care component, child care services continues until the gross annual income of the family exceeds 250 percent of the Federal Poverty Level (FPL), adjusted for family size.
Families are eligible for the CCAP child care component if they are in need of child care services in order to remain employed full-time, to accept full-time employment, to avoid dependency on TANF or to attend full-time educational and/or work/training programs. For initial program entry, the maximum annual gross income of the family shall not exceed 200 percent of the FPL. If the family is transitioning directly from the WFNJ TCC program or the Post-Transitional Child Care (PTCC) program, the gross income of the family shall not exceed 250 percent of the FPL.
Families shall make the required co-payment in accordance with N.J.A.C. 10:15-9 and as specified on the current co-payment schedule, depending on family income, family size, number of children receiving a child care voucher and the amount of time child care is utilized.
The parent/applicant is required to report changes in circumstances that affect continued eligibility or level of benefit to the CCR&R as soon as the change occurs.
ii Child Protective Services (CPS)
A child is eligible for CPS child care services if the child is under the CPS supervision of DYFS within the DCF, including children in out-of-home placements supervised by DYFS. Any parent and his or her child or children, a legal guardian and his or her children, or the foster parent of a protective services child under the supervision of the DYFS shall be given the opportunity to apply without delay for child care services at the CCR&R.
iii Early Employment Initiative (EEI)
In addition to other supports, in an effort to avoid becoming recipients of TANF cash assistance, families enrolled in the county’s EEI program may receive a child care subsidy. The county’s lead WFNJ agency (or its subcontractor) refers the EEI participant to the CCR&R and the EEI participant completes an application for a child care subsidy.
iv Post Transitional Child Care (Post TCC)
Post TCC services are available to TANF families that have exhausted their 24 months of TCC eligibility, but have not yet been reassigned or redetermined to the CCAP program. As long as they remain eligible for the NJCK CCAP program, families may remain in the Post TCC funding source for up to one year, from October 1st to September 30th (the end of
the contract year). At that time, those families currently receiving services in the Post TCC program get reassigned or redetermined to the CCAP program.
2. Other Voucher Programs
a. Schools Development Authority (SDA)/ Preschool Wraparound Child Care Program
The Department of Education provides funds to the SDA districts (formerly known as the Abbott districts) for preschool education services. Income eligible families of the children enrolled in these programs may apply for Wraparound child care (additional four hours of child care during the school year and full-time care during the summer months) at the county CCR&R.
In addition to the administration of the voucher program, the Agency provides technical assistance and facilitates child care centers’ coordination with School Districts, Early Childhood Program Aid (ECPA), and Early Launch to Learning Initiative (ELLI) school districts.
The CCR&R must:
Maintain communication with School Districts to ensure that families that apply for Wraparound child care services are registered to receive educational services.
b. Kinship Child Care
Families who obtain Kinship Legal Guardianship of a child in their care and are income eligible (up to 350 percent of FPL, or 500 percent for caregivers more than 60 years old) may receive a child care subsidy.
c. Post Adoption Child Care
Preschool child care services may be available for children whose adoptions were finalized after January 1, 2005. Child care services are available to adoptive parents who work or attend school full-time.
B. Voucher Program Requirements
Program requirements for the majority of child care voucher programs are contained in the Child Care Services Manual (N.J.A.C. 10:15).
1. General Requirements
The CCR&Rs must ensure that the voucher programs will be conducted in accordance with established State and Federal regulations and policies, including, but not limited to the following:
• Make program applications available, as appropriate, to the public throughout the county to ensure potentially eligible families are afforded the opportunity to apply for child care assistance.
• Inform families who request child care services how to complete and submit program applications and the required attachments.
• Verify citizenship and immigration status of families applying for a child care program.
• Provide families with information regarding child care concerns, such as, licensing and regulatory requirements, complaint procedures, and policies and practices relative to child care services available in the State, through consumer materials developed by the Agency or provided by DHS or DCF.
• Inform families of applicable State or local health and safety requirements for all categories of child care.
• Maintain, store and retain appropriate file documents for families and providers as required by State and Federal requirements.
• Perform quality assurance reviews at least semi-annually of active cases.
• Review Wage Match and Unmatched Social Security reports provided by DFD for families whose income, as recorded in CARES, is not consistent with other sources and follow-up with the families, if appropriate.
• Provide training and technical assistance to child care providers to ensure prompt, accurate and timely issuance of payment.
• Perform home inspections of prospective approved home providers for families enrolled in the WFNJ, TCC, CCAP, EEI, Post TCC and Kinship Care programs. None of the program requirements for Approved Homes are
meant to establish an employee-employer relationship between the CCR&R and the approved home provider.
• Provide information to all families regarding child care choices, including:
▪ Publicly and privately funded licensed child care centers (including DFD Contracted, Head Start and DOE Early Childhood Education programs)
▪ Registered family child care providers
▪ School age child care (SACC)
▪ Approved homes
▪ Summer camps
▪ Drop-in care
▪ Alternate child care arrangements for holidays when the regular
provider is not available
• Establish an internal appeals process for dispute resolution raised by parents for issues other than child abuse/neglect, prior to the matter being forwarded to DFD. Cooperate with DHS, DCF, and the Child Care Workers Union (CCWU) to resolve provider disputes as agreed upon in the CCWU Agreement.
• Inform TANF/TCC participants of their rights to request a fair hearing.
• Inform parents of their responsibilities and rights for the receipt of services (e.g., their right to visit the child care site(s) to which they have been referred and responsibility to report to the CCR&R, changes that could affect program eligibility).
• Inform the CWA/CBSS if child care is unavailable, inaccessible or unacceptable to parents receiving TANF cash assistance.
• Maintain open line of communication with respective DYFS Local Offices for the processing of applications and payments.
• Review the attendance forms (vouchers) and certify them for payment, for children in the care of providers participating in the child care service programs.
• Submit monthly reports as required.
II. Other Child Care Programs
A. Community Pre-K Support Services
1. Program Description
In conjunction with the administration of the Wraparound voucher program, the Agency provides technical assistance and facilitates child care centers’ coordination with School Districts, Early Childhood Program Aid (ECPA) and Early Launch to Learning Initiative (ELLI) school districts.
2. Program Requirements
Maintain communication with School Districts to ensure that families that apply for Wraparound child care services are registered to receive educational services.
A. Child Care Resource and Referral Services
1. Program Description
The program provides a wide variety of services to child care providers, families seeking child care, and communities in addressing early care and education needs.
2. Program Requirements
• Ensure that all families and providers represented in the service delivery area have access to information about child care.
• Purchase, maintain, and utilize the NACCRRAware application. NACCRRAware is Web-based information management software designed by NACCRRA (National Association of Child Care Resource and Referral Agencies) members to assist CCR&Rs in performing their critical role by providing complete and accurate data and statistics. NACCRRAware is referral friendly and allows CCR&Rs to collect, report, and distribute information in an efficient, meaningful, and cost-effective manner. CCR&Rs must routinely update their database to include information on local licensed child care facilities, Head Start centers, registered family child care providers, licensed summer camps, and pre-schools.
• Conduct parent/provider satisfaction surveys with a minimum of 10 percent of users annually.
• Assess families’ child care needs and provide complete and current information about the range of choices available to families (e.g., pre-school services, child care options, financial assistance, and specialized child care services).
• Provide parents with referrals to programs that are appropriate to their expressed needs and preferences.
• Provide parents with information about evaluating pre-school and child care environments to assist them in making informed decisions when selecting and monitoring programs.
• Provide referrals to other community services as needed.
• Provide additional resource information to parents as needs are identified (e.g., child development, parent provider communication, separation anxiety, etc.).
• Compile, analyze, publish and distribute child care supply and demand data annually for the designated service area.
• Ensure equity in making referrals to providers and distribute written referral procedures to providers.
• Ensure that the Agency’s staff do not recommend or endorse any particular program or child care setting.
• Establish and maintain professional relationships with individuals and groups interested in pre-school and child care issues.
• Provide detailed information to prospective providers on licensing, certification and registration and their benefits.
• Ensure that meaningful training and professional development opportunities are available for CCR&R staff employed in programs and regularly notify staff of those opportunities.
• Promote the development of quality child care services by explaining the benefits of accreditation and provide technical assistance to providers on how to become accredited.
• Provide comprehensive technical assistance to employers on employer- supported child care options and work/family issues.
• Provide training and technical assistance opportunities for community- based providers.
• Submit quarterly statistical reports as required.
B. Strengthening Families Initiative (SFI)
1. Program Description
Through funding provided by the DCF, CCR&Rs serve as the vendors for SFI training in all 21 NJ counties. The program supports the development of a strong working relationship with the Division of Prevention and Community Partnerships (DPCP), Office of Early Childhood Services. CCR&R staff will
train the director and at least one staff member in eight centers in their designated counties. The participating centers will receive education on SFI protective factors, such as social-emotional development, parent relationships, child abuse prevention, community resources, family-friendly policies and the topics covered at the SFI Institute.
2. Program Requirements
• Monitor and assess child care centers’ compliance with SFI principles;
• Conduct a minimum of two on-site visits per year;
• Annually conduct and submit an evaluation report to DFD and DPCP;
• Meet quarterly with SFI participating centers; and
• Conduct SFI trainings.
C. Family Child Care Network (Ocean County)
1. Program Description
In collaboration with the Ocean County Board of Health, the program provides free training, technical assistance and support to family child care providers in Ocean County interested in and caring for special needs children on topics such as:
• Awareness of Inclusion and Red Flag Behaviors;
• ABC’s of Asthma;
• CPR and First Aid; and
• How to promote language development.
2. Program Requirements
Annual recruitment and training of family child care providers to become members of the Special Needs Network.
D. Family Child Care Registration
1. Program Description
Prospective individuals voluntarily become registered with DYFS as family child care providers or renew their registration pursuant to the Manual of Requirements for Family Child Care Registration. Family Child Care providers are self-employed individuals who voluntarily register with DYFS through the county-based Sponsoring Agency or the county’s CCR&R.
2. Program Requirements
As part of the State's voluntary family child care (FCC) registration program, the CCR&R must comply with the regulations governing sponsoring organizations, in accordance with the Manual of Requirements for Family
Child Care Registration. The CCR&R assumes responsibility for the regulatory, enforcement and support aspects of the FCC registration program. The regulatory and enforcement aspects include:
• Inspect and evaluate prospective provider homes and existing homes for renewal, as well as monitor at least 20 percent of all registered homes on a random basis each year;
• Investigate complaints concerning registered providers;
• Manage enforcement activities to ensure provider compliance with registration requirements;
• Immediately notify DYFS’ Office of Licensing of any imminent danger or hazard that may threaten the health and safety of children served in a registered family day care home;
• Provide 8 hours of pre-service training for provider Applicants and 8 hours of in-service training for registered providers;
• Administer the local provider appeals process;
• Ensure the due process rights of providers in enforcement procedures; and
• Submit quarterly reports to DCF and DFD as required.
Support services provided by the CCR&R also include:
• Recruit prospective FCC provider Applicants;
• Provide information and technical assistance to registered providers and prospective provider Applicants;
• Conduct pre-service training for provider Applicants and in-service training for registered providers;
• Allow for distribution and presentation of CCWU information during family child care training sessions, as agreed upon by DHS, DCF and the CCWU;
• Distribute educational and technical assistance materials to assist the provider in operating a family day care home;
• Maintain a list of support services available and refer providers and parents of enrolled children upon request; and
• Issue Certificates of Registration and collect registration fees.
The CCR&R must also:
• Maintain bilingual or multilingual outreach strategies to counties with significant numbers of non-English speaking residents; and
• Operate the FCC registration program separate and apart from the Agency's family child care network (if applicable).
Note: None of the program requirements are intended to establish an employee-employer relationship between the Sponsoring Agency and the Family Child Care Provider.
E. Child Care Health Consultation Coordination
1. Program Description
The purpose and intent of this service is to create a system for health consultation in each county for child care programs. The goal is to enable child care providers to have access to resources and services that promote and maintain the health and safety of children in child care. The objective will be achieved by integrating the activities and resources made available through this service component and by collaborating with existing community resources to promote healthy, safe, developmentally appropriate early care and education.
2. Program Requirements
The CCR&R must employ a full-time Child Care Health Consultant Coordinator (CCHCC). A Registered Nurse (RN) is required for the
position. If the agency cannot hire an RN, a Licensed Practical Nurse (LPN) may be hired, but must be supervised by an RN.
The CCHCC shall:
• Conduct an annual community assessment to determine the needs of providers and children and develop a written county child care health plan, based on the outcome of the assessment data;
• Submit to DFD a written county child care health plan delineating services, including activity/goal and timelines;
• Provide technical assistance and training on health-related issues to child care providers, health consultants, and parents;
• Provide on-site assessment of health and safety practices of child care providers;
• Assist in the development of policies, procedures, and maintenance of health records;
• Coordinate health supervision services on-site;
• Offer parent and child health education programs;
• Submit a monthly report to DFD by the 10th of every month; and
• Work co-operatively with the New Jersey Association of Child Care Resource and Referral Agencies (NJACCRA) to support collaboration with the Department of Health and Senior Services.
F. Parent/Provider Education Campaign
1. Program Description
The purpose and intent of this service is to:
• Educate parents concerning availability and/or need for quality child care services;
• Assist parents to become informed consumers by providing information on the availability of quality child care services; and
• Increase the awareness of child care issues for providers and the general public.
2. Program Requirements
• Advertise this service through a listing in the Yellow Pages and other local advertising media;
• Offer group presentations on the indicators of quality care to parents; and
• Promote community and consumer awareness of health and safety or other issues related to child care.
Note: DFD maintains a Child Care Help Line (800-332-922). If an Agency wishes to maintain a local toll-free Hot Line, the costs cannot be funded through any DFD contract.
G. One-Time Systems Funding
The initial contract will include funds for the purchase of new computer equipment that is necessary to access and operate DFD’s automated child care systems, On-line Management for Economic Goal Achievement (OMEGA) system and the Childcare Automated Resource and Eligibility System (CARES). The funds may also be used for other one-time expenses necessary to operate these systems (e.g., building wiring, Information Technology consultants to assist in the installation of the computer equipment). One-time Systems Funding will not continue past the initial contract.
H. Waiting List Consolidation
1. Program Description
On October 1, 2009, the county’s CCR&R assumed the responsibility for determining eligibility for the CCAP child care program for the entire county.
Families that need to be placed on the waiting list shall be determined eligible and placed on the new combined child care waiting list if they are in need of child care services in order to remain employed full-time, to accept full-time employment, to avoid dependency on TANF or to attend full-time educational and/or work/training programs. The financial eligibility threshold will not change for initial entry into the Waiting List; the maximum annual gross income of the family shall not exceed 200 percent of the FPL. If the family is transitioning directly from the WFNJ TCC program
or the Post TCC program, the gross income of the family shall not exceed 250 percent of the FPL.
The number of CBC contracts and the number of contracted slots for each county as of May 2009 are listed in Attachment P.
2. Program Requirements
• Accept applications and determine eligibility for families that will be placed on the waiting list in the county to receive a voucher or contract based child care subsidy through the CCAP program;
Determine eligibility for all applicants via CARES and place all families that are eligible for the CCAP program on one county-wide waiting list;
• Maintain communication with CBCs regarding the availability of contracted slots;
• Inform eligible families on the waiting list when CBC slots become available. (Families may decline enrollment in a particular CBC and
could receive a CCAP voucher from the CCR&R, if funds are available.)
SERVICE LOCATIONS:
Applicant Agencies must either currently maintain a fully functional administrative office within the applicable county, capable of handling all child care services required in this contract, or be able to demonstrate that a permanent, fully functional administrative entity will be established in the county for the purpose of carrying out the administration and operation of these child care program services by no later than October 1, 2010. "Fully functional" means accessible to families and persons with disabilities and able to conduct programmatic responsibilities as an all-inclusive county-based child care service entity as determined by DFD.
The successful Applicant may be required to out-station staff on-site in one or more locations throughout the county (LWD One Stop Offices, and/or CWA’s). This assignment will enable child care service information and assistance to be co-located with other available social and supportive entities for ease of access to child care services.
ADMINISTRATIVE REQUIREMENTS:
By submitting a proposal, an Agency agrees to the following:
A. Program Requirements
The Agency shall be required to:
• Coordinate and interact with the Head Start, the CWA/CBSS, DFD, DFD contracted child care centers, DYFS Local Offices, DCF/OOL, Department of Labor and Workforce Development’s One-Stop Career Centers, School-Based Youth Services Programs, Adolescent Pregnancy and Prevention Programs, Teen Parenting Programs, local school districts, and with any other provider entities and agencies or resources as deemed appropriate.
• Identify those community agencies with which formal coordination and referral agreements will be accomplished, and delineate the elements that will be addressed with these agencies.
• Cooperate with DFD to allow remote access to provider and parent data compiled utilizing NACCRRAware.
• Cooperate with DFD to meet the requirements for registered and approved providers that chose to become members of the CCWU.
• Employ a sufficient number of bilingual staff to provide services to clients or child care providers that have limited ability to speak English.
• Develop and utilize sound fiscal and programmatic accountability procedures and policies, which are approved by DFD for all other service components of this unified child care service delivery system.
• Ensure that continuous communication exists between fiscal and program staff.
B. Fiscal
The Agency shall be required to:
• Maintain the following three separate bank accounts:
a. TANF and TCC vouchers;
b. EEI, Post TCC, CCAP, CPS, PACC, Kinship, and DOE Preschool Wraparound vouchers; and
c. Administrative and operation funds.
• Promptly inform DFD of all bank account information that is necessary for the electronic transfer of funds into these accounts.
• Ensure all funds are disbursed and tracked through the appropriate funding stream and automated system in accordance with program requirements.
• Ensure DFD’s procedures for manual (off-line) payments for child care services are adhered to.
• Ensure fiscal accountability for all Agency developed payment processes and that effective internal controls are present.
• Administer the contract’s program and fiscal requirements as stated in the DHS Contract Reimbursement Manual and the Contract Policy and Information Manual.
• Employ a full-time fiscal officer to serve as a liaison with program staff, monitor spending, prepare budget modifications, as necessary, and report quarterly expenditures to the DFD.
C. Information Systems
Successful Applicants that do not have prior experience with DFD systems will be provided with orientation and training.
• Administer the child care voucher programs through State-maintained automated systems. The automated systems which will be used are:
OMEGA system for the WFNJ and TCC Programs; and CARES for the NJCK
Child Care Certificate Programs, which includes the EEI, Post TCC, CCAP,
CPS, PACC, Kinship and DOE Preschool Wraparound Voucher Services.
• Cooperate with DFD to allow remote access to provider and parent data compiled utilizing NACCRRAware.
• Assume the cost of installing telecommunication equipment and operating and maintaining all computer equipment, as well as any physical site modifications and/or preparations necessary to accommodate the equipment included in their Budget (Annex B).
• Certify that the automated systems for fiscal and programmatic accountability and reporting, which will be provided by DFD, will be utilized as required. The automated systems provided shall be used to administer the Voucher programs funded through WFNJ, TCC, EEI, Post TCC, CCAP, CPS, PACC, Kinship and DOE Preschool Wraparound Child Care.
• Purchase a personal computer for each full-time eligibility and payment processing staff and one for every two full-time CCR&R staff.
• Purchase, maintain and support computer equipment that is necessary to access and operate the State’s automated child care system(s) – CARES and OMEGA. See Attachment Q for Staff Qualifications and Tasks for Systems Support Staff. The establishment of any additional sites requiring system access will be the responsibility of the entity.
• All hardware/software and network services are to be maintained by and are the sole responsibility of the entity.
• Distribute software and updates as needed (CARES version updates).
• Purchase an independent (of the State) internet service including e-mail.
• Purchase workstations with standard specifications, including the following minimum requirements: Microsoft’s Windows XP with Service Pack 2, Microsoft’s Windows Update Software, and a Security Suite for adequate anti-virus protection. (Vista not supported at this time.)
• Assume the costs of the monthly data line (T-1) charges.
• If multiple sites exist (entity supports multiple counties and/or multiple sites within a county), then the entity must initiate and assume the cost of the purchase and installation of the hardware necessary to ensure interconnectivity between the sites.
• Assume the cost of installing telecommunication equipment and operating and maintaining all computer equipment as well as any physical site modifications and/or preparations necessary to accommodate the equipment.
• Must maintain a firewall to protect their network connectivity.
• Work with State network staff to establish Extranet Partnership.
DFD’s Responsibilities include:
• Provide the necessary software (GLPRO and CARES installation pack with the most current version) for entity’s installation on all the workstations.
• Provide data connectivity between one main location within the Agency and the host application in Trenton by establishing one data line (T-1) and one router at that main location.
• Provide update files via secure File Transfer Protocol for entities to retrieve CARES revisions.
• Provide application support (issues concerning the use of CARES and OMEGA) via the DFD Helpdesk at (609) 588-3717 or dfd-helpdesk@dhs.state.nj.us.
• Provide initial application training.
REPORTING REQUIREMENTS:
Agencies must certify that they will utilize DFD’s CARES and OMEGA systems for fiscal and programmatic accountability and reporting.
A. Program Reporting
Attachment O contains a list of reports the CCR&Rs must submit to DFD.
B. Fiscal Reporting
Fiscal reporting is required on a quarterly basis, combining subcontracted and direct Agency expenditures. The Annex B must be submitted with expenditures reported on a
cumulative basis by the 20th of the following month after each calendar quarter. All outstanding obligations must be paid within 90 days of the end of the contract period. The Final Report of Expenditures is due 120 days after the end of the contract period. All expenditures must be reported on a cash basis, including the subcontractor’s costs.
COORDINATION WITH OTHER AGENCIES:
A. Division of Family Development, Department of Human Services
In addition to other areas, CCR&Rs interact with DFD to perform the following responsibilities:
• Ensuring State and Federal laws, rules and regulations are being adhered to and changes to those requirements are being implemented in a timely manner;
• Contracts and contract modifications are being executed in a timely manner and the contracts are being administered in accordance with its terms and conditions, including attaining contracted Level of Service requirements;
• Ensuring that the Agency’s operations are being effectively monitored, through DFD staff and its representatives (State and Federal) having access to Agency staff and its records;
• Child care benefits and services to families and payments to the county’s child care providers are being provided in a timely manner;
• The CARES and OMEGA systems operate properly; and
• The Agency is striving to fill all budgeted positions and capable staff is being hired and staff is receiving appropriate training.
B. Division of Youth and Family Services, Department of Children and Families
The mutual responsibilities of the CCR&Rs and DYFS’ Local Offices include:
• Maintaining open lines of communication and a good working relationship, including procedures for the prompt resolution of problems;
• Development and implementation of procedures for referral and admission;
• Determining or ruling out the availability of a child care placement in other publicly or privately funded programs that are reasonably accessible to the family;
• Notifying DYFS, the child care provider and/or the CCR&R within five working days of any change in child care status, including case transfers to other DYFS offices, changes in the child’s placement, changes in assessed co-payments, discontinuance of child care service, and termination of the DYFS case;
• Maintaining accurate records of the referral and placement of eligible CPS children and the tracking of vacant contracted child care spaces held for the DYFS Local Office use, as notified by each child care agency;
• Promptly and accurately processing application forms and supporting documentation to ensure children are recorded in CARES and child care providers are paid in a timely manner; and
• Promptly responding to child care issues and hold regularly scheduled child care meetings, as required.
C. County Welfare Agencies/Boards of Social Services/One Stop Career Centers
The mutual responsibilities include:
• Make entries on the required automated systems to ensure the provision of child care services so as not to impede the ability of an individual to participate in the required employment directed activity or maintain employment or delay payments to providers;
• Provide notification to the other agency on all issues which impact the participant’s eligibility or ability to obtain child care services or child care conditions (e.g., change in child care provider, hours of care, co-payment amount etc.);
• Assist in child care related initiatives, as directed by the DFD; and
• Assist in the fair hearing process for child care issues as it relates to the determination of eligibility for child care services.
D. School Districts
In addition to other areas, CCR&Rs interact with the counties’ school districts to perform the following responsibilities:
• Ensure that families that are entitled to receive child care services in conjunction with the ECPA program are promptly notified regarding the availability of this service and that applications are processed timely;
• Changes in circumstances which affect a child’s eligibility for child care services or conditions thereof are promptly communicated; and
• Provide notification to the other agency whenever there are changes to conditions applicable to a specific child care center (e.g., loss of child care license, facility problems, etc.).
E. Kinship Navigator Agencies
The agency that has the Kinship Navigator contract with DFD and the CCR&R will coordinate efforts to support the provision of child care services
to the families that participate in DFD’s Kinship Navigator program and are eligible for a child care voucher.
MANDATORY TECHNICAL ASSISTANCE CONFERENCE:
The DFD will conduct a Technical Assistance Conference that will provide clarifying information about this RFP and related proposal procedures.
Attendance at the conference is MANDATORY. A representative of your Agency must attend and sign in at the conference. Proposals submitted by any Agency or organization not officially represented at the conference will be considered disqualified for funding consideration at time of proposal receipt. At the conference, persons attending who are representing more than one agency/organization must sign-in separately for each agency/organization represented.
The Technical Assistance Conference will provide potential Applicants an opportunity to ask any and all pertinent questions regarding this RFP and receive technical information regarding this RFP from DFD representatives.
NOTE: No further technical assistance on the programmatic aspects of this RFP will be provided after the Technical Assistance Conference is held.
Applicants are to pre-register for the Technical Assistance Conference no later than
February 4, 2010 by calling Penelope Casarico at the Office of Policy and Standards
Development/Grants Unit (OPSD/Grants Unit) at (609)584-4040 or by Fax at (609)588-7240. Each Applicant will be limited to two (2) representatives at the conference. If pre-registering by phone, please leave a message on the Grants Unit’s voice mail that includes your name, agency affiliation, address, telephone number and the number of attendees (maximum of 2 persons). In addition, please advise if special accommodations for someone with a physical disability will be required.
The Technical Assistance Conference is scheduled as follows:
Place: Division of Family Development
Quakerbridge Plaza
Building 7
Quakerbridge Road
Mercerville, New Jersey 08619
Date: Monday, February 8, 2010
Time: 10:00 A.M.
Directions to the Technical Assistance Conference site are provided as Attachment M to this RFP. Please note that In the event of an official closing of State Offices (e.g., due to an official “State of Emergency”, such as bad weather conditions), the Technical Assistance Conference will be rescheduled. Announcements concerning the closure of State Offices are broadcast on radio stations throughout the State. The rescheduled date will be faxed, phoned or mailed to anyone who has pre-registered for the conference.
TIMETABLE:
Time frames for completion of the RFP process are as follows:
January 27, 2010 Public Notice of Availability of Funds and Request for Proposals published on the Department of Human Services’ website.
February 4, 2010 Deadline Date for Pre-Registration for the
Mandatory Technical Assistance Conference
February 8, 2010 MANDATORY Technical Assistance Conference
March 8, 2010 Deadline for Receipt of Grant Proposals
(No later than 4:00 P.M.)
April 26, 2010 Notification of Grant Awards
(Subject to Funding Availability)
October 1, 2010 Contracts Begin
APPLICATION PROCESS:
Eligible Applicants interested in applying for funding must submit a complete proposal package, which consists of one signed original and nine (9) copies of the proposal document and all support materials, which must be received by the OPSD/Grants Unit no later than 4:00 P.M. on March 8, 2010. FAXED proposals/documents will not be accepted. Applicants opting to apply for funding to serve multiple counties must submit a separate and distinct proposal package for each county to be served. Proposal packages may be mailed or hand delivered as follows:
US Mail Delivery:
Marvina Jackson
Office of Policy and Standards Development/Grants Unit
Department of Human Services
PO Box 716
Trenton, New Jersey 08625-0716
or,
Hand Delivery or
Commercial Courier/Mail Service:
Marvina Jackson
Office of Policy and Standards Development
Grants Unit
NJ Division of Family Development
Quakerbridge Plaza
Building 3*
Quakerbridge Road
Mercerville, New Jersey 08619
* Building #3 is the only location that
will be recognized for Hand Deliveries
or Commercial Courier/Mail Service.
Directions to Quakerbridge Plaza for proposal hand deliveries are contained in Attachment L.
When submitting a proposal package, it is critical that the Applicant note the following:
□ FAXED documents/information will not be accepted at any time.
□ APPLICANTS ARE RESPONSIBLE FOR MAILING AND DELIVERING PROPOSALS WELL IN ADVANCE OF March 8, 2010 BY 4:00 PM TO ENSURE THAT THE PROPOSALS ARE RECEIVED ON TIME.
□ Postmarks and other similar documents do not establish receipt of a proposal.
□ PROPOSALS that DO NOT MEET THE CRITERIA STATED ABOVE AND ARE NOT RECEIVED BY THE DEADLINE DATE AND TIME ARE deemed LATE AND WILL NOT BE CONSIDERED for funding.
□ aNY DOCUMENTS THAT ARRIVE UNDER SEPARATE COVER WILL NOT BE INCLUDED AS PART OF THE PROPOSAL PACKAGE.
NOTIFICATION OF ACCEPTANCE OR REJECTION OF AWARD:
Applicants will be notified of their proposal award status on or before April 26, 2010. All grant awards will be contingent upon subsequent contract negotiations.
The Department reserves the right to reject any and all proposals when it is in the Department’s best interest to do so. The Department’s best interests include, but are not limited to, loss of funding, inability of the Applicant to provide adequate services, indication of misrepresentation of information, and/or non-compliance with State and Federal laws and regulations and any existing Department contracts and procedures.
APPEAL PROCESS:
An appeal will not be heard based on a challenge to the evaluation of a proposal.
An appeal of the selection process will be heard only if it is alleged that the Division has violated a statutory or regulatory provision in the awarding of a grant. Applicants requesting an appeal based on a statutory or regulatory violation must submit a written request stating the alleged violation to the Department of Human Services, Division of Family Development,
Office of the Director, PO Box 716, Trenton, New Jersey 08625-0716, no later than 10 calendar days following the date of a non-award notification.
CONTRACT NEGOTIATIONS:
Upon award notification, the DHS/DFD will negotiate a contract with the selected Applicants and proceed with the process of preparing and finalizing formal contracts with the selected Applicants, as appropriate.
New Vendors that are awarded contracts will be allocated start-up resources that are considered appropriate and reasonable and may have the initial contract date begin prior to October 1, 2010.
Funding and issuance of this proposed contract is contingent upon the availability of sufficient resources in the SFYs 2010-2011 DFD budget. No legal responsibility for payment on the part of DFD shall be made, unless and until funds are made available to DFD from the Legislature and incorporated into the DFD budget for this purpose.
The Department assumes no responsibility or liability for the costs incurred by an Applicant for the planning or preparing of a proposal in response to this RFP. The Department also reserves the right to conduct a facility inspection and/or pre-award survey with any individual, agency or organization that submits a proposal in response to this RFP.
All proposals are considered public information and as such will be made available upon request after the completion of the RFP process.
PROPOSAL EVALUATION AND SELECTION CRITERIA:
The evaluation of proposals will have two parts.
Part I
A review team of at least three people will review and evaluate each proposal. The review team will consist of staff members of DFD, DHS, and may include representatives of other State/local agencies and organizations.
Proposals will be rated in accordance with the narrative information provided as outlined in the Program Narrative Requirements section of this RFP. Applicants are eligible to receive a maximum point score of 100 points for proposal content. The maximum point score for each Narrative section is provided in the Program Narrative Requirements section of this RFP. Proposals receiving an average numerical rating of 65 or less will not be considered for funding.
Part II
After the proposals have been reviewed, scored, and ranked, the Applicant agencies of the highest ranked proposals will be scheduled for a Panel Interview. There will be three to five Panel members, which will consist of DFD staff, and may include staff from DHS. The Panel will seek additional and clarifying information during the interview. Applicants may receive a maximum score of 100 points for their interview responses, which will count toward the final score.
PAST PERFORMANCE
As an integral part of the evaluation and review process, Applicants will be rated on their performance in previously held CCR&R contracts, or similar service contracts, including DHS/DFD service provider contracts or any other State or private agency contracts for the same or similar services. The rating of the areas listed below, will be done by the Panel to
determine Applicant’s performance history on those service contracts held within the past three (3) years. Applicants may receive a total of fifteen (15) points for the following:
• Timely submission of fiscal reports (3 points);
• Adherence to contracted budget amounts (3 points);
• Timely submission of programmatic and Level
of Service (LOS) reports (3 Points) ;
• Provision of contracted services (3 points) and
• A record of compliance with contracts as demonstrated by monitoring reports and submission of required corrective action plans (3 points).
As an outcome of the team review and the panel review, a list of recommended proposals, will be submitted to the Director of DFD for approval. During the selection process, additional information may be requested by DHS/DFD.
Proposals will be selected on the basis of the following evaluation criteria:
A. Completeness of Proposal
• Inclusion of all required documents.
• Complete and thorough response to all provisions.
Proposals will be evaluated solely on the proposal package submitted by the Applicant. Submitted responses may not include references to information located elsewhere, such as libraries and Internet Websites, unless specifically requested.
B. General Program Administration
1. Scope of Service Availability
• Description of knowledge and prior experience in delivering child care services and working with income eligible populations;
• Evidence of the existence of adequate fully functional site(s) (current or proposed) in the selected county(s) and other necessary resources and equipment;
• Convenience of access to services for the eligible population;
• Sufficiency of hours of operation; and
• Attainable timetable for implementation of services.
2. Integration of Services
• Feasibility of plan to establish linkages and work cooperatively and effectively with the child care community, WFNJ agencies, (LWD), One Stop offices, and other State and local agencies;
• Appropriate utilization of existing resources;
• Willingness to pursue additional community resources to serve eligible families; and
• Documentation of support from the county (e.g., local governments, community organizations, etc.).
3. Personnel
• Organizational chart and job descriptions reflecting number of staff and their level of expertise necessary to implement a comprehensive child care service delivery system;
• Adequacy of Agency staff to serve non-English speaking population;
• Plan for management and supervision of the Agency in one or more counties; and
• CCR&R staff development and training plans.
4. Subcontracts and Consultants
• Plan for management and monitoring of subcontractors and consultants;
• Staffing, personnel, fiscal and/or Level-of-Service information provided by subcontractors or consultants that indicate adequate ability to perform tasks for the identified programs and tasks.
5. Systems Requirements
• Ability of the Agency to maintain the operation of the CARES and OMEGA systems, including the timely implementation of DFD-issued system changes;
• Adequacy of the Agency’s hardware and system’s infrastructure and ability to maintain same; and
• Adequacy of the Agency’s system security measures.
6. Fiscal Requirements
• Capacity to administer cost effective child care programs/services;
• Demonstration of sound financial management and accountability;
• Capacity to fulfill all fiscal accounting, record keeping and reporting requirements;
• Adequacy of Agency’s systems of Internal Controls;
• Ability to comply with all terms and conditions of the DHS Standard Language Document and its associated annexes and the DHS Contract
Reimbursement Manual and Contract Policy and Informational Manual;
• Ability to operate within contracted amounts while maximizing services to families and child care providers.
C. Child Care Services
1. General Requirements
• Adequacy of ongoing plans to measure and evaluate the delivery of services;
• Plans to provide a comprehensive and attainable program approach for all components; and
• Capacity to fulfill all reporting requirements.
2. Voucher Programs
• Thoroughness of description and feasibility of approach regarding the Agency’s method to ensure the provision of information to eligible families;
• Adequacy of internal procedures for:
▪ Intake
▪ Eligibility determinations and redeterminations
▪ Initiating changes affecting a family’s eligibility conditions/child care arrangements;
• Sufficiency of procedures pertinent to the review of completed vouchers and subsequent issuance of payments to child care providers;
• Ability to perform on-site health and safety inspections of approved homes;
• Ability to comply with or exceed expected Level-of-Service requirements;
• Completeness of plans to maintain a county-wide Waiting List and to coordinate the placement of eligible children in DFD’s contracted CBC centers;
• Measures to avoid a conflict of interest with child care providers regarding the placement of children;
• Adequacy of dispute resolution procedures.
3. Other Child Care Support Services
• Methods to identify and coordinate services with specific agencies/organizations;
• Agency understanding of each of the program’s requirements and its ability to meet those requirements and expected Level-of-Service.
D. Budget
• Feasibility and reasonableness of expenses (salary and non-salary) included in the proposed budget; and
• Conformance of the preparation of the budget to State and Federal rules and regulations.
PROPOSAL CONTENT Outline:
Applicants must submit one signed original and nine (9) copies of the completed proposal package.
Failure to submit a signed original and the required number of copies will result in the proposal not being considered for funding (disqualification). Note: It is suggested that a blue ink pen be used for all required signatures.
Applicants seeking to serve more than one county must submit a separate and distinct proposal for each county to be served. If an agency is awarded a contract for more than one county, there will be a separate DFD contract for each county. An Applicant agency that expects to realize reduced overhead costs as a result of serving multiple counties should explain and document this in the proposal.
Prior to submitting a proposal, Applicants should be familiar with DHS’ Contract Policy and Information Manual and Contract Reimbursement Manual. Copies of these documents are available on the web at:
or at the libraries listed on Attachment K.
All proposals submitted for consideration must:
• be fastened securely;
• include all of the following items in the order indicated:
A. PROPOSAL/AUTHORIZATION COVER SHEET (ATTACHMENT C) SIGNATURE REQUIRED
B. CHECK LIST (ATTACHMENT E)
C. TABLE OF CONTENTS
D. NARRATIVE
▪ All narrative information provided in Sections I through VII must not exceed 50 pages;
▪ The Applicant may not use a type font lower than 12 point; and
▪ Pages must be one-sided and single spaced.
Program Narrative Requirements
I. Agency Overview
II. Service Goals and Objectives
III. Program Approach
➢ Program Specific Responses
IV. Management Plan
V. Service Coordination/Collaboration
VI. Timetable
VII. Budget/Matching Funds
E. BUDGET PROPOSAL ATTACHMENT D
F. STATEMENT OF ASSURANCES ATTACHMENT F SIGNATURE REQUIRED
G. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION ATTACHMENT G SIGNATURE REQUIRED
H. PUBLIC LAW 2005, CHAPTER 51, (Executive Order 134) “PAY TO PLAY” CERTIFICATION AND DISCLOSURE FORM, AND EXECUTIVE ORDER 117 CERTIFICATION OF COMPLIANCE FORMS FOR-PROFIT AGENCIES ONLY SIGNATURE REQUIRED (SEE ATTACHMENT J) CAN BE DOWNLOADED AT:
Note: Completion of “Pay-to Play” forms requirement does not apply to non-profit or public agencies.
I. OTHER REQUIRED DOCUMENTS
Failure to submit these required documents may deem your proposal ineligible for funding consideration
• Copy of the Applicant's organizational chart
• Copy of the most recent organization-wide audit report or financial statement
• Agency's Code of Ethics/Conflict of Interest Policy (Must include Policy of Applicant Agency). (Attachment H is provided only for guidance.)
• List of the Board of Directors, Officers and their terms (as applicable)
• Charitable registration status (non-profits only)
• Applicant’s Certificate of Incorporation
• Collaboration agreements as appropriate
• Contract Information Sheet for previously held Contracts Attachment R
OTHER REQUIRED DOCUMENTS (continued)
Applicants please indicate if you currently own and/or operate a childcare facility registered/licensed by the Office of Licensing, Department of Children and Families;
___YES ___NO
If you answered YES, please indicate in writing the process that would be employed (if selected) to dissolve this relationship within 30 days of Notification of Grant Award. This information should be included in the “Other Required Documents” section in your proposal package.
Program Narrative REQUIREMENTS:
The Total number of pages which may be used for the narrative should not exceed 50 (FIFTY) pages
I. Agency Overview [5 Points] 3 Pages
• Include a brief description of the Applicant's history, purpose, goals, and objectives; include demonstrated experience and knowledge in child care service delivery and working with low-income families.
• Include information on current programs managed by the Applicant and the funding sources.
II. Service Goals and Objectives: [5 Points] 2 Pages
• Provide a brief description of the Applicant’s goals and objectives, and related information concerning the proposed project.
III. Program Approach [40 Points] 35 Pages
Program Overview:
In this section, the Applicant is to provide an overview of the total service package, including a description of how the services will be implemented and the time frames involved.
Include a description of the county's child care population and its specific characteristics.
In addition to an Agency-wide Organization Chart, include for each program a description of the skills and qualifications of the staff and job descriptions for each type of position.
Proposals must include information on the accessibility of services, including:
• Hours and days that services will be available;
• Emergency procedures (e.g., Agency or provider closings, client crisis, after hours contacts);
• A list and descriptions of service locations;
• A description of transportation options for clients in obtaining services;
• A description of handicapped accessibility accommodations; and
• Plans to serve the county’s non-English speaking population.
An indication must be made of those services that will be subcontracted or where resources are shared through an agreement with another agency. A description of the qualifications of each such agency must be included.
Program-Specific Responses:
Applicants must respond to each of the following program-specific areas and number each response accordingly.
Voucher Programs
1. Describe the consumer education materials (attach actual or draft(s) copies) which shall be provided and indicate when these materials will be provided to families and the general population regarding child care concerns, such as licensing and regulatory requirements, complaint procedures, and policies and practices relative to child care services available in the State.
2. Thoroughly and completely describe internal program procedures for each of the voucher programs. Included must be the manner in which services will be coordinated to facilitate client flow and access to child care services.
3. Describe the plan to semi-annually conduct an internal quality assurance self-assessment based on a file review of active cases from the voucher programs. The assessment must focus on: client eligibility, need (qualifying hours of care), family co-payments, provider eligibility and payment (timeliness and accuracy).
4. List any internal accountability and quality assurance measures to reduce incidences of misreporting, improper payments or fraud. Include staff training plans to address these problems.
5. Describe how NACCRRAware will be used to ensure and confirm provider eligibility and the increase success rate of the Agency in preventing improper payments (i.e., to unlicensed child care centers and centers that have lost accreditation).
6. Describe procedures to minimize improper payments at the time of application and redetermination.
7. Describe the Improper Payment procedures to review and follow-up of DFD-provided Wage Match Reports.
8. Describe measures taken to ensure confidentiality of client information, including Wage Match and unmatched Social Security reports. Indicate if a Client Confidentiality Agreement must be signed by each Agency employee. If yes, attach a copy of the Agreement(s).
9. Explain how and when parents will be informed of their responsibilities and rights for the receipt of services, e.g., their right to visit the child care site(s) to which they have been referred, rights to a Fair Hearing; responsibility to appropriately report to the Agency staff
member their choice of provider; and requirements to report changes in family circumstances which effect eligibility, etc.
10. Explain the process the Agency will use to ensure that parents receive assistance and child care options counseling services in order for them to make informed choices in selection of child care arrangements which are authorized for payment through the DHS programs.
11. Explain the internal procedures for processing voucher payments, including policies and procedures established for administering overdue vouchers that have exceeded their validity period.
12. Describe the administrative processes for the NJCK Program. Include a description of how and when the required policies will be implemented regarding intake, determination of eligibility, continued eligibility, case changes, and redetermination.
13. Describe internal procedures to ensure the maximum number of families will be served, in priority order, within the available funding and that commitments will not exceed the available funds.
14. Describe the compliance policies and procedures to be used for dispute resolutions raised by parents for issues other than child abuse/neglect.
15. Briefly describe your Agency’s Conflict of Interest policy (current or proposed) and any internal checks and balances that have been put into place to ensure that employees or members of their families and friends who may be eligible to receive voucher subsidy assistance are treated equitably, and are not given any unfair advantage over other eligible families.
Also explain how you will ensure that families are not improperly influenced by Agency staff to enroll with a specific child care provider.
As a part of your personnel process, DFD requires that if an Applicant agency is awarded a contract, the agency must have on file Conflict of Interest Agreements that have been signed by each Agency employee, if one exists or is proposed. The Agreements must be available for DFD review upon request.
16. Describe, within the parameters of the State requirements, the timelines and internal procedures for conducting approved home inspections. Include procedures for scheduling, interviewing, home inspection practices, follow-up visits, training and technical assistance provided. Also describe and include Agency-developed materials that will be used, other than those mandated by DFD, to administer this process.
17. Ensure that a contact person(s) will be designated for each local school district that contracts with a licensed child care center for preschool education services.
18. Describe how coordination will be achieved and maintained with the school districts’ staff and the child care centers that contract with the school districts for preschool education services.
19. Describe how the Agency will work with the child care centers’ family workers to support their efforts to assist families with submitting applications for DOE Preschool Wraparound Child Care services.
20. Describe the plan to educate parents and providers about enrolling in the DOE Preschool Wraparound Child Care program. Include plans for Agency staff to visit child care centers and public school site locations when parents are present.
Child Care Resource and Referral Services
1. Describe the internal Agency procedures and practices by which the Agency will meet the program requirements listed in this RFP.
2. State the primary duties and responsibilities of each type of position that will perform CCR&R services. Include the percentage of time spent in each service category that those staff will perform.
3. Indicate if your Agency has met the National Association of Child Care Resource and Referral Agencies (NACCRRA) quality standards. If it has not, explain why it has not and identify barriers to meeting the criteria, if any.
4. Provide a projected annualized level of service for:
• Number of parent intakes;
• Technical assistance calls/visits provided to parents, providers, employers and the general public;
• Number of training hours provided; and
• Number of child care slots developed.
5. Describe how NACCRRAware will be utilized to support all functions of the CCR&R services.
6. If resources will be shared through an agreement with another agency or employ an outside professional consultant through a third party contract, list each such agency, describe what CCR&R services will be provided by each agency and how the activities of that third party will be monitored.
7. If fees will be collected for CCR&R services, state the anticipated annual amount of revenue by source (e.g., application, training, registration, conference). Also state how those revenues will be used to offset the contract’s costs.
8. If additional dollars will be used to provide funding in support of this contract service component, identify estimated annual amount by each source. Examples: County donor
match, Community Development Block Grant, United Way, Employer-Support Grant from a Fund or Foundation. Also state how those revenues will be used to offset the contract’s costs.
Strengthening Families Initiative
1. Describe your Agency’s capability for provision of training, technical assistance and monitoring the SFI centers and assessing them for compliance with the SFI principles.
2. State whether these services will be provided by Agency staff or consultant trainers. If by Agency staff, provide information about the trainer’s experience with group training and the number of hours weekly that the staff will spend administering this program. Provide this same information if services will be provided through a consultant.
3. Describe how your Agency will disseminate information to the participating centers about activities in the community that will assist them in forming social connections.
Family Child Care Registration
1. Briefly describe internal practices and procedures for:
• Recruiting provider Applicants, including strategies for recruiting approved home providers for registration;
• Providing information about the registration program to registered providers and provider Applicants;
• Inspecting, evaluating and monitoring family child care homes at least once every two years, including annual unannounced monitoring of at least 20% of the registered homes on a random basis;
• Registering providers, issuing Certificates of Registration and collecting registration fees;
• Providing 8 hours of pre-service training for provider Applicants and 8 hours of in-service training for registered providers (including frequency);
• Providing consultation and technical assistance to registered providers and provider Applicants;
• Investigating complaints concerning registered providers;
• Managing enforcement activities to ensure provider compliance with registration requirements;
• Encouraging approved informal caregivers to attend pre and in service training focusing on child development, discipline and health and safety; and
• Compiling and submitting quarterly reports to the Division of Licensing within the Department of Children and Families and DFD.
2. Project the annual number of new providers to be registered.
3. Project the annual number of renewals to be completed.
4. Describe how consultation, training and technical assistance to prospective and registered providers will be provided.
5. Briefly state procedures and timelines for the investigation of complaints filed by families using family child care.
6. Briefly describe the procedure for public access to family child care provider files.
7. Provide a job profile by listing the primary responsibilities by each type of position that will perform Family Child Care Registration services (e.g., outreach efforts; providing training; conducting initial inspections and renewal inspections; and making unannounced visits to monitor registered homes). Include the percentage of time spent in each area.
8. State the anticipated percentage of the Family Child Care Registration staff time that will be spent in the field.
9. If resources will be shared through an agreement with another agency or employ an outside professional consultant through a third party contract, state the agency(s) name, describe what Family Child Care Registration services will be provided by each third party and how that third party’s activities will be monitored.
10. If fees will be collected for this service, state the anticipated annual amount of revenue by source (e.g., application, training, registration, agency conferences). Also state how those revenues will be used to offset the contract’s costs.
11. If additional dollars will be used to provide funding in support of this service component, identify estimated annual amount by each source. Examples: County donor match, Community Development Block Grant, United Way, Employer-Support, or Grant from a Fund or Foundation. Also, state how those revenues will be used to offset the contract’s costs.
Child Care Health Consultation Coordination (CCHCC)
List the primary staff responsibilities of the CCHCC staff and the percentage of time spent completing assigned tasks, including conducting community needs assessments and
developing policies, procedures, training, and technical assistance. Include the percentage of time spent in each area.
1. State the frequency and duration of training and identify for whom.
2. State the anticipated percentage of CCHCC staff time that will be spent in the field.
3. If resources will be shared through an agreement with another agency or employ an outside professional consultant through a third party contract, list these agencies, describe what CCHCC services will be provided by each third party and how that third party’s activities will be monitored.
4. If fees will be collected for this service, state the anticipated annual amount of revenue by source. Also state how those revenues will be used to offset the contract’s costs.
5. If additional dollars will be used to provide funding in support of this contract service component, identify estimated annual amount by each source. Examples: County donor match, Community Development Block Grant, United Way, Employer-Support, Grant from a Fund or Foundation. Also state how those revenues will be used to offset the contract’s costs.
6. Indicate an anticipated number of parent/child health education programs/sessions that will be offered each year.
7. Describe planned professional development activities and identify available resources utilized to support the work of the CCHCC.
Parent/Provider Education Campaign
1. Describe methods to be used to increase parent awareness of child care issues, such as differences among child care options available, choosing appropriate care; and helping them to become informed consumers.
2. Describe outreach activities that will be used to inform the community about the availability of group presentations and to encourage parents’ attendance.
3. Is or will there be a web page on the internet? If yes, are there linkages (actual or planned) with the DFD Child Care web page and other appropriate early care and education web pages at the national, state or local level?
4. If resources will be shared through an agreement with another agency or employ an outside professional consultant through a third party contract, list the name of each agency, and describe what education services will be provided by each of the other parties and how that third party’s activities will be monitored.
5. If fees will be collected for this service, state the anticipated annual amount of revenue by source (e.g., application, training, registration, agency conferences). Also state how those revenues will be used to offset the contract’s costs.
6. If additional dollars will be used to provide funding in support of this contract service component, identify estimated annual amount by each source. Examples: County donor match, Community Development Block Grant, United Way, Employer-Support, Grant from a Fund or Foundation. Also state how those revenues will be used to offset the contract’s costs.
Professional Development, Training and Accreditation
The New Jersey Professional Development Center (NJPDC) should be informed of training that is to be scheduled on an open enrollment basis for child care staff or registered family child care providers for listing in that Agency’s Directory of Instructional Resources. State if this will be done and if not, explain why not.
1. For those staff that will perform training programs, state the percentage of such staff that are members of the New Jersey Registry for Childhood Professionals Serving Children Birth Through Age Thirteen that is offered through NJPDC. If there are plans to increase this percentage, describe the efforts to accomplish this goal.
2. Will consultants who perform more than 6 hours of training annually be members of the NJ Registry? If not, explain why not. Also list the consultants that will be utilized and whether or not each is a member.
3. State if your Agency is involved in any provider accreditation projects in this county or elsewhere. If it is, list project(s) and indicate if it is interrelated with the statewide accreditation project. If not interrelated with the statewide accreditation project, explain why not.
Waiting List Consolidation
1. Describe the process to become aware when DFD-contracted slots in a child care center become vacant and the procedure to refer interested families to such centers.
2. Describe the eligibility determination process for families interested in DFD-contracted slots or enrolled in same.
3. Describe proposed method of communication between Community Based Centers and the CCR&R agency to ensure seamless services for families that are placed on the waiting list for subsidy services.
IV. Management Plan [20 Points] 5 Pages
In this section, provide the following information:
• The manner in which service objectives will be measured and monitored;
• Agency’s systems of internal controls, including its system of checks and balances in areas of child care eligibility determinations, child care placements, and payment processing and contract management;
• A list of those persons responsible and authorized within the Agency to approve and certify binding documents, reports and financial information. If administrative services (e.g., payroll services, Information Technology consultants, audit services, etc.) will be utilized through an outside professional consultant, state the party’s name, describe the services that
will be provided by each third party and how that third party’s activities will be monitored;
• A description of the Agency’s employee evaluation process and employee grievance policies;
• Plans to address the systems requirements as stated in Section C of the Administrative Requirements; and
• Résumés for the individuals that will hold the following key positions:
Agency Director
Administrators
Chief Fiscal Officer
Management Information Systems Coordinator
V. Service Coordination/Collaboration [10 Points] 2 Pages
• The Proposal must describe how the Agency will work with the community (Head Start agencies, WFNJ case management, registered family child care providers, public and privately funded child care centers, school-age programs, local public school programs, employers, local government agencies and community agencies, etc.) to ensure an efficient delivery of quality child care services.
• Describe and explain how the Agency will coordinate and verify information with the CWA and/or WFNJ/TCC staff pertinent to initial and continued eligibility for child care services.
• Explain how the Agency will coordinate and cooperate with Department of Labor and Workforce Development’s One Stop Career Centers to ensure child care services are provided for eligible WFNJ participants.
• Describe how the Agency will coordinate and cooperate with local DYFS offices to ensure the timely enrollment of CPS children for child care services and that all necessary information will be received in a timely basis.
• Describe how the Agency will coordinate and cooperate with local school districts to ensure that only children currently enrolled in DOE’s Preschool Education program are receiving Wraparound child care services.
VI. Timetable [5 Points] 1 Page
Based on the parameters set forth in the RFP, describe the timetable for implementation of the CCR&R Program. Describe how the Applicant will ensure that the proposed services will be in operation within 30 days of contract finalization. If the proposed project/services will not begin within the 30-day timeframe, provide the reasons along with a revised timeframe.
VII. Budget/Matching Funds [15 Points] 2 Pages
Provide a narrative that explains how the costs in the budget form (Attachment D) were derived and how they relate to the proposed project. Budget, salary and non-salary should reflect reasonable cost and be in compliance with state contracting standards.
1. Indicate any other funding that will be utilized in combination with the RFP funding to complete the proposed project. Identify the sources for the funding (names and addresses).
2. Although no funding match is required, indicate any other funding (both in-kind and monetary) that will be utilized in combination with the RFP funding to complete the proposed project. Identify the sources for the funding (names and addresses).
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