Introduction: - SOM - State of Michigan
REQUEST FOR PROPOSALProposals Due: November 20, 2020,by 4:00 PMMigrant Education Program Identification, Recruitment & Reporting CentersGrant Application 2021For more information, contact:Michelle WilliamsSpecial Populations Manager, Michigan Department of EducationPhone (517) 241-6977Application Submitted By: Contact Person for the Proposal:Telephone:E-mail:Submit Application via E-mail: OESSpecialPops@ Issued by:Michigan Department of EducationOffice of Educational Supports608 W. Allegan St. Lansing, MI 48909Table of Contents TOC \o "1-2" \h \z \u Introduction: PAGEREF _Toc55202471 \h 3Part I: Areas of Support PAGEREF _Toc55202472 \h 3Area 1: Identification, Recruitment & Reporting Centers: Staff and operate centers to identify, recruit, and report migratory children and youth from specified regions of the State of Michigan. PAGEREF _Toc55202473 \h 3Area 2: State MEP Leadership & Support: Provide leadership for program implementation in collaboration with MDE’s Migrant Education Program. PAGEREF _Toc55202474 \h 4Area 3:Re-interviews: Provide re-interview support for verifying the eligibility of random samples. PAGEREF _Toc55202475 \h 4Area 4:Michigan MEP COE Approvers: Review and Approval of Certificates of Eligibility (COEs) entered in the Migrant Information System (MIS2000). PAGEREF _Toc55202476 \h 4Part II: Eligible Applicants PAGEREF _Toc55202477 \h 4Part III: Available Funding PAGEREF _Toc55202478 \h 5Part IV: Closing Date and Submission Instructions PAGEREF _Toc55202479 \h 5Part V: Application PAGEREF _Toc55202480 \h 6Part VI: Review Criteria PAGEREF _Toc55202481 \h 9Appendix A: Map of IDRR REGIONS PAGEREF _Toc55202482 \h 132021 Migrant Education Program Identification, Recruitment & Reporting Centers GrantIntroduction: The Michigan Department of Education (MDE) offers the opportunity for local and intermediate school districts, or organizations and agencies receiving Title I, Part C federal funds to compete for funds to operate Identification, Recruitment, and Reporting Centers (IDRR Centers) that serve the Migrant Education Program (MEP) and to perform the Re-Interview activities required by the Office of Migrant Education (OME). The purpose of these funds is to ensure accurate, efficient, and timely identification, recruitment, and reporting of all migratory children and youth in the State of Michigan.The 2021 Identification, Recruitment, and Reporting Centers Grants will be awarded based on the overall quality of the application, and the proposal's alignment to the regulations and guidance of the Title I, Part C Migrant Education Program as amended by the Every Student Succeeds Act (ESSA). An entity applying may select from any of the four areas detailed in the application to design an IDRR Center. The amount of the grant will be based on the functions and responsibilities undertaken by the proposed centers. The entity applying will complete and submit the following application via e-mail to OESSpecialPops@ by November 20, 2020, at 4:00 pm. Please direct questions about the Identification, Recruitment, and Reporting Centers Grant or training to Michelle Mattson, Office of Educational Supports at 517-241-6977, or by e-mail at OESSpecialPops@. Part I: Areas of SupportArea 1: Identification, Recruitment & Reporting Centers: Staff and operate centers to identify, recruit, and report migratory children and youth from specified regions of the State of Michigan.Title I, Part C of the Elementary and Secondary Education Act seeks to provide educational services to children and youth from migratory families. In order to accomplish this, the Michigan MEP is required to identify, recruit, and report all eligible migratory children and youth, birth through 21. IDRR Centers ensure that identification, recruitment, and reporting activities occur statewide in areas not served by local Migrant Education Programs. IDRR Centers coordinate with local MEPs and local school districts for these activities. Michigan is divided into five regions for purposes of complete coverage. See map in Appendix A.The MDE will award up to three grants in this area. Area 2: State MEP Leadership & Support: Provide leadership for program implementation in collaboration with MDE’s Migrant Education Program. In order to have effective coordination for the identification, recruitment, and reporting efforts across the state, one IDRR Center will provide leadership and statewide support to local MEP recruiters, data entry staff, and directors through on-demand trainings, regular webinars, mentorship, and other technical assistance. Leadership and support include training, mentorship, and technical assistance for local migrant education programs as well as technical support for data collection and reporting. In addition, this IDRR Center coordinates with the MDE and MIS2000 data system vendor as well as data quality and validation efforts for the end of year reporting. The MDE will award one grant in this area in conjunction with an award in Area 1. Area 3:Re-interviews: Provide re-interview support for verifying the eligibility of random samples. The Office of Migrant Education within the U.S. Education Department requires that State Education Agencies (SEAs) randomly select eligible migratory children and youth to verify their eligibility under Title I, Part C. This is referred to as the "re-interview" process. Migratory children and youth are selected from across the state using the established state process for re-interviews. The Re-interview grant includes all five regions identified on the map in Appendix A. The re-interview award will not be split between regions. The MDE will award one re-interview grant.Area 4:Michigan MEP COE Approvers: Review and Approval of Certificates of Eligibility (COEs) entered in the Migrant Information System (MIS2000).Michigan MEP COE Approvers verify the eligibility and MEP enrollment data of migratory children and youth entered in Migrant Information System (MIS2000) through the state-level approval of each COE and enrollment in accordance with required quality control procedures. One IDRR center will serve as the fiduciary agent for this area. MDE MEP selects the Michigan MEP COE Approvers and determines the contract details. The MDE will award one grant in this area in conjunction with an award in Area 1.Part II: Eligible ApplicantsEligible applicants are any local (LEAs) or intermediate school districts (ISDs), organizations, or agencies, including higher education institutions, that currently operate Title I, Part C Education Programs serving migratory children and youth. Each successful grantee will serve as the fiduciary?agent?for?the?grant?received.?All applicants must submit an assurance that all information within the application is true and accurate. If MDE determines inaccurate information was utilized in the presentation of the application at any time during the implementation of the grant period, MDE reserves the right to rescind the grant award.Part I: Contact Information Contact Information:Name of Entity that will serve as the fiscal lead:Contact Person for the Proposal:Mailing Address:Telephone:E-mail:Part III: Available FundingMDE's?Office?of?Educational Supports (OES) is allocating $490,000.00 for the funding of functions of IDRR Centers. Limited administrative costs are allowed as part of these grants. The grants will be awarded for one year beginning January 1, 2021, and ending December 31, 2021, and may be renewable for up to two additional years pending an annual review and evaluation of operations.Any grantee may select from the areas detailed in the application to design an IDRR Centers. The amount of the grant will be based on the functions and responsibilities undertaken by the proposed centers. Part IV: Closing Date and Submission InstructionsThe application will be disseminated electronically as a PDF. The application bearing signatures must be received no later than 4:00 pm Friday, November 20, 2020.Applications may be submitted by email to OESSpecialPops@.All applications must include a narrative, budget summary, budget detail, certification of the fiscal agent, supporting attachments (if needed), and comprehensive contact information.It is anticipated the grant notification letters will be issued around December 15, 2020, for implementation on January 1, 2021. No grant funds may be expended until the receipt of the official grant notification.The tentative time frame for the management of the grant award process includes these key dates:November 6, 2020Application PostedNovember 20, 2020Applications DueDecember 1, 2020Application ReviewDecember 15, 2020Official Award LettersJanuary 1, 2021Grant ImplementationJanuary 1, 2022Grant Renewal or TerminationMarch 1, 2022Final Expenditure Report DueMarch 15, 2022Annual Performance Report DueUnexpended FundsThe use of any unexpended funds within any program year will be negotiated with the Office of Educational Supports, MDE, and be budgeted in accordance with subsequent year activities. Approval by the Michigan Migrant Director is required for budget amendments or extensions.Rejection of ProposalsThe Michigan Department of Education reserves the right to reject any proposals received as a result of this announcement that does not meet the requirements of the grant. Part V: ApplicationSuccessful applications will contain detailed plans for the four (4) areas the district or agency proposes to undertake. Proposal narrative is limited to 10 pages, including maps or charts. Any attachments (budget summary, budget details, certifications, etc.) may not exceed five additional pages. Address all criteria listed in the rubric.The proposal will be processed in eleven (11) font-size with no less than 1-inch margins.Proposals may be disqualified for failing to meet these directions.Selection ProcessA panel of individuals will review all applications with knowledge and awareness of migratory children and youth, and their educational needs. Please review the embedded rubric when composing your proposal. The proposals most likely to be funded will have addressed all criteria and met the descriptors in the rubric's "exceptional" column. Grant awards will be based on merit and quality, as determined by the awarded points. Final awards may be subject to negotiations with the OES.Technical Assistance MeetingApplicants are encouraged to contact Michigan's Migrant Director or Migrant Education Consultant for technical assistance. OESSpecialPops@ or 517-241-6977.Required Application Components Check the areas included in the application. Complete each area as specified.? Area 1 - Statewide?IDRR?(See Appendix A for the Map.)?? Area 2 - Statewide Leadership and Support? Area 3 - Statewide?Re-Interview?Process? Area 4 – Michigan MEP?COE ApproversArea 1: Identification, Recruitment, and Reporting Centers: Staff and operate centers to identify, recruit, and report migratory children and youth from specified regions of the State of Michigan.Check?the?IDRR?regions in which?propose?to?implement?this?application:?Note:?In order to?allow for maximum efficiency in the use of funds, applicants may request specific counties in close geographical proximity. ? Region?#1 IDRR Center? Region?#2 IDRR Center? Region?#3 IDRR Center?? Region?#4 IDRR Center? Region?#5 IDRR CenterIdentify any county level adjustments: __________________Provide a detailed narrative for the proposed design, implementation, and evaluation of the IDRR Center.Describe in detail the staffing required to fulfill all functions of the proposed IDRR plan, January through December of 2021, using this format:?PositionCountFTESalaries & BenefitsMileageSub-TotalRecruiters?????Data Entry Staff??????Administration??????Other ExpendituresPhone?????Other??????Total?Requested:?______?Area 2: State MEP Leadership and Support: Provide leadership and support for program implementation in collaboration with MDE's Migrant Education Program. Apply for this area in conjunction with Area 1.Provide a detailed narrative of the proposed design, implementation, and evaluation of the leadership and support provided through this area. Describe in detail the staffing required to fulfill the proposed leadership and support activities, January through December of 2021, using this format:?PositionCountFTESalaries & BenefitsMileageSub-TotalStaff?????Administration??????Other ExpendituresPhone?????Other??????Total?Requested:?______?Area 3:Re-interviews: Provide re-interview support for verifying the eligibility of random samples. Provide a detailed narrative of the proposed design, implementation, and evaluation of the re-interview activities. Describe in detail the staffing required to fulfill all functions of the proposed IDRR plan, January through December of 2021, using this format:?PositionCountFTESalaries & BenefitsMileageSub-TotalRecruiters??????Administration??????Other ExpendituresPhone?????Other??????Total?Requested:?______?Area 4: Michigan MEP?COE Approvers: Review and Approval of Certificates of Eligibility (COEs) entered in the Migrant Information System (MIS2000). Apply for this area in conjunction with Area 1.Provide a detailed narrative of the proposed process for coordinating the COE Approvers' work with the MDE Migrant Education Program.Describe?any costs associated with the implementation of this area. ExpenditureCountFTESalaries & BenefitsMileageSub-Total??Total?Requested:?______?Part VI: Review Criteria Use the following rubric to ensure the application reflects the required detail. Successful proposals will include the details outlined in the “Exceptionally comprehensive and rigorous” category. Rubric points are assigned as follows:Marginally comprehensive, lacks rigor (1)Comprehensive, rigorous (2)Exceptionally comprehensive and rigorous (3)Area 1: Identification, Recruitment, and Reporting CentersIn the narrative, include a detailed explanation of the design for the IDRR Center, implementation activities, and an evaluation plan. Include reasons why the district, ISD, organization, or agency would be a reliable, professional IDRR Center. Necessary staff and their responsibilities should be articulated in this section.RubricMarginally comprehensive, lacks rigorComprehensive, rigorousExceptionally comprehensive and rigorousThe proposal includes a minimal description of the design for identification, recruitment, and reporting process that the district/agency proposes to operate. Staffing and responsibilities are incomplete.The proposal includes an adequate description of the design for identification, recruitment, and reporting center. Staffing and responsibilities are adequately detailed.The proposal includes a complete description of the design for the identification, recruitment, and reporting process. The plan for implementation and staffing is detailed and spells out responsibilities clearly.The proposal includes a minimal description of the strategies and activities to operate the IDRR Centers that will provide in support of statewide identification, recruitment, and reporting of migratory children and youth.The proposal includes an adequate description of the strategies and activities to operate the IDRR Center to support statewide identification, recruitment, and reporting of migratory children and youth.The proposal includes a comprehensive and detailed description of the strategies and activities to operate the IDRR Center that describes how the center will support statewide identification, recruitment, and reporting of migratory children and youth.The proposal includes a minimal description of the evaluation that does not provide sufficient detail to support the identification, recruitment, and reporting of migratory children.The proposal includes an adequate description of the evaluation, but the overall design is inadequate to provide necessary data and feedback to ensure continuous improvement to the statewide identification, recruitment, and reporting process.The proposal includes a comprehensive and detailed evaluation plan that provides information and data to evaluate the impact of statewide identification, recruitment, reporting, and effectiveness.Area 2: Statewide Leadership & SupportProvide a detailed proposal for leading and supporting statewide efforts to identify, recruit, and report eligible migratory children and youth. Include information on how recruiters, data entry staff, and directors will be supported through training, webinars, mentorship, and other technical assistance in coordination with the MDE Migrant Education Program and the MIS2000 data system vendor. RubricMarginally comprehensive, lacks rigorComprehensive, rigorousExceptionally comprehensive and rigorousThe proposal provides an incomplete plan with inadequate strategies and activities to provide leadership and support to statewide efforts accurate identification, recruitment, and reporting of eligible migratory children and youth. The proposal provides an adequate plan that includes the necessary strategies and activities to provide leadership and support to statewide efforts to accurately identify, recruit, and report eligible migratory children and youth.The proposal provides comprehensive and detailed with specific strategies and activities to provide effective leadership and support to statewide efforts to accurately identify, recruit, and report eligible migratory children and youth.??Area 3: Statewide Re-Interview ProgramProvide a detailed proposal for the hiring, training, organizing, and completing the re-interview process for the Michigan MEP, including accurate and timely completion of required reports.RubricMarginally comprehensive, lacks rigorComprehensive, rigorousExceptionally comprehensive and rigorousThe proposal provides:An incomplete plan with insufficient detail for carrying out the required activities for the re-interview of migratory children in Michigan.The proposal provides:An adequate plan for hiring, training, organizing, and completing the re-interview process set by the Michigan MEP.The proposal provides:A clear and concise plan for hiring, training, organizing, and completing the re-interview process set by the Michigan MEP, including accurate and timely completion of required reports.Area 4: Budget InformationInclude a detailed budget with salaries and/or stipends for all individuals serving this program's goals in a specific role. All resources requested must be necessary and aligned to the functions included in the program design. The budget should also include all supporting activities and services required for the effective implementation of the selected areas.RubricMarginally comprehensive, lacks rigorComprehensive, rigorousExceptionally comprehensive and rigorousThe budget is incomplete. It is not sufficiently detailed, nor does it align the expense to the identification, recruitment, and reporting process goals. Costs are not realistic when compared to the proposed services.The proposed budget is adequate and includes salary and support expenses for the components. Costs are realistic and show evidence of understanding fiduciary responsibility.The budget is detailed and cost-effective. The detail shows the alignment between cost and the program goals. The budget demonstrates realistic costs and an understanding of reliable fiduciary responsibilities and demonstrates adequate internal controls are in place at the fiduciary agency. There is a clear alignment of personnel time and resources and proposed costs. There is ample evidence that the principle of cost-effectiveness has been applied to all salaries and resources, including all staff support costs (mileage, travel, and supervision). Budget items are based on reasonable timelines and a calendar of known migratory patterns and peak recruitment. Costs for supervision are reasonable and based on actual time and resources spent in achieving identification, recruitment, and reporting objectives.Qualification of Key PersonnelProvide the qualifications of each key program staff and how they will be supported in accomplishing the responsibilities outlined in Part I: Areas of Support.RubricMarginally comprehensive, lacks rigorComprehensive, rigorousExceptionally comprehensive and rigorousThere is incomplete evidence of the qualification of key personnel to accomplish the critical components of the proposed program.There is adequate evidence that key personnel is qualified to ensure the effective implementation of the selected areas. There is evidence of understanding the relationship between the staff, time, and resources needed to complete the program.There is detailed evidence that administrative, financial, and key program staff have the necessary training, experience, certification, and knowledge to successfully implement the selected areas. In addition, all staff demonstrate the cultural sensitivity, credibility, and qualifications to fulfill assigned responsibilities.Appendix A: Map of IDRR REGIONS ................
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