RFP - Cohart-2 K-3 Literacy Support Grant Summer Reading Camps

Agency: Mississippi Department of Education
State: Mississippi
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Mar 13, 2020
Due Date: Apr 15, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFP - Cohart-2 K-3 Literacy Support Grant Summer Reading Camps

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Test Title

REQUEST FOR PROPOSALS

Cohort 2: K-3 Literacy Support Grant: Summer Reading Camps

Mississippi Department of Education

Office of Elementary Education and Reading

359 North West Street, Suite 111

Jackson, Mississippi 39201

Contact: Kristen Wynn

Date: March 13, 2020

Table of Contents

GENERAL INFORMATION

Program Purpose and Goals 3

Eligibility Criteria ………………………………….……………………………………………………………..3

Notice of Intent to Apply ……...……..………………………………………………………………...……..3

Request for Information ……………………………………………………………………………………….4

Proposal Formatting and Submission Information …………………………………………………..4

Formatting Directions ……………………………………………………………………………………….….4

Submission and Delivery of Proposals ……………………………………………………………………5

Risk of Delivery ……………………………………………………………………………………………………6

Conditions of Solicitation ……………………………………………………………………………………..7

Acceptance of Proposals ……………………………………………………………………………………….7

Rejection of Proposals ……………………………………………………………………………………...….7

Disposition of Proposals ……………………………………………………………………………………….8

Conflict of Interest ……………………………………………………………………………………………….8

Timeline of Activities …………………………………………………………………………………………...9

Details ……………………………………………………………………………………………………………………9

Grant Period ……………………………………………………………………………………………………..10

Award Amount ……………………………………………………………………………..……………………10

Use of Funds ………………………………………………………………………………………………………11

Budget Requirements ………………………………………….…………………………………………...…11

Responsibilities of a Fiscal Agent ………………………………………………………………………….11

Audit …………………………………………………………………………………………………………………….13

Proposal Review and Selection Process ……..……………………………….……………….……….13

Proposal and Scoring ……………………..………………………………………………………………..…14

FORMS

Supplemental Form A ………………………………………………………………………………………….17

Notice of Intent to Apply ………..……………………..……………………….……………..………………18

Form 1 – Cover Page ………………………………………………………………………………………….20

Form 2 – Assurances ……………………………………………………..…………………………………..21

Form 3 – Standard Terms and Conditions …………………………………………………..…......23

Form 4- Conflict of Interest Disclosure Form ………………………..…………………..…………26

Budget Forms …………………………………………….…………….……………………………..…………..27

Budget Form A –Budget Overview ………………………………………………………………...28

Budget Form B – Budget Summary ………………………………………………………………..29

Budget Form C – Budget Narrative (Year 1) …………………………………………………...30

Budget Form D – Budget Narrative (Year 2) ……………………………………….……….... 33

Form 5 – Summer Reading Camp Grant Plan Outline……………………………………………36

GENERAL INFORMATION

1. MISSISSIPPI BOARD OF EDUCATION PROGRAM PURPOSE AND GOALS

The Mississippi Department of Education (MDE), Office of Elementary Education and Reading, Division of Literacy is seeking competitive written proposals for Kindergarten – 3rd grade literacy support grants for summer reading camps.

The Division of Literacy continues to work to make significant gains in student achievement through the activities that support the following State Board of Education (SBE) goals:

1. To increase reading proficiency for all students; and

2. To graduate all students to be college and/or career-ready.

In an effort to improve literacy outcomes for students across Mississippi, the Mississippi Legislature passed the Literacy-Based Promotion Act (SB 2157), which became law on July 1, 2013. The legislation was passed in an effort to improve the reading skills of kindergarten through third grade public school students so that every student completes third grade reading at or above grade level. A centerpiece of Mississippi’s overall reform strategy is its investment in K-3 literacy.

2. ELIGIBILITY CRITERIA

Applications will be accepted from Mississippi school districts on behalf of individual schools that serve any configuration of students in grades K-3. There is a limit of two (2) applications per school district. One application per school must be submitted for each school to be considered. Schools who were previously awarded three (3) year grants will not be considered for new grants. Schools previously awarded two (2) year grants are eligible to apply for a one (1) year grant. Schools previously awarded one (1) year grants are eligible to apply for a two (2) year grant.

3. NOTICE OF INTENT TO APPLY

All entities planning to apply should submit a Notice of Intent to Apply found at https://www.mdek12.org/Literacy . The Notice of Intent to Apply should be received by the March 25, 2020 deadline. The Notice of Intent to Apply is not required to apply but may be necessary to assist the MDE in planning purposes and preparation for proposal scoring. You may submit the form one of three ways:

1. Email: kwells@mdek12.org

2. Mail: Mississippi Department of Education

Cohort 2: K-3 Literacy Support Grant: Summer Reading Camps

Office of Elementary Educationand Literacy

PO Box 771

Jackson, MS 39205-0771

4. REQUESTS FOR INFORMATION

Written questions concerning the RFP should be emailed to:

kwells@mdek12.org

The deadline for submitting written questions by email is Friday, March 27, 2020 at 5:00 p.m. Copies of all questions submitted, and responses will be posted to MDE’s website www.mdek12.org under the Public Notices section and will be available to the general public on Tuesday, March 31, 2020. No individual replies will be granted.

5. PROPOSAL FORMATTING AND SUBMISSION INFORMATION

Developed by the MDE, this proposal information package contains all the forms and instructions necessary to apply for a subgrant under the Cohort 2: K-3 Literacy Support Grant: Summer Reading Camps. Please review the enclosed materials and carefully follow the instructions for completing the subgrant proposal. Before submission, review the proposal requirements to ensure that all sections and documents are complete.

6. FORMATTING DIRECTIONS

Proposals must be submitted in a sealed envelope, utilizing the format described here in the Request for Proposals (RFP). This file may be downloaded from the Mississippi Department of Education's web page at http://www.mdek12.org or may be e-mailed upon request. The following components must be included, in the following order, in all proposals that are submitted. Failure to submit the required completed forms with original signatures will result in the rejection of the proposal. The narrative portions of the proposal should not exceed fifteen (15) pages.

REQUIRED ELEMENTS submitted in this order:

REQUIRED ELEMENTS BY THE DISTRICT:

• Form 1: Signed Cover Page (pg. 20) —Required Signature(s)

REQUIRED ELEMENTS PER SCHOOL :

• Form 2: Signed Assurances (pg. 21) – Required Signature(s)

• Form 3: Signed Standard Terms and Conditions (pg. 23) —Required Signature(s)

• Form 4: Signed Conflict of Interest Disclosure Form (pg. 26) – Required Signature

• Form A: Budget Overview (pg. 28)

• Form B: Budget Summary Page (pg. 29)

• Form C: Budget Narrative FY1 (pg. 30)

• Form D: Budget Narrative FY2 (pg. 33)

• Form 5: Grant Plan Outline (pg. 36)

Offerors are encouraged to submit using the following parameters:

• Submitted on 8.5” x 11” white paper using 12-point Times New Roman font;

• Formatted using 1” margins on all sides;

• Portrait setting (see narrative requirements for information about Goals, Objectives, Activities, and Timeframe table that must be landscape formatted);

• Double-spaced and single-sided (pages must include grantee’s name and page number within the footer in the lower right-hand corner);

This grant competition is highly competitive. Offerors should ensure that all guidelines and requirements are met before submitting proposals. Please note that the MDE staff will not grant permission to offerors to change the criteria established in the proposal. This includes extending the date and time proposals are due.

7. SUBMISSION AND DELIVERY OF PROPOSALS

One (1) original and two (2) copies of the sealed proposal must be received by 5:00 p.m. on Wednesday, April 15, 2020 at the following address based upon the delivery method used:

Hand Deliver Proposals to: Monique Corley, Director Office of Procurement

Mississippi Department of Education

K-3 Literacy Support Grant: Summer

Reading Camps

Central High School Building, Suite 307

359 North West Street

Jackson, MS 39201

(DO NOT OPEN)

Ship Proposals to: Monique Corley, Director

(FedEx, UPS, etc.) Office of Procurement

Mississippi Department of Education

K-3 Literacy Support Grant: Summer

Reading Camps

359 North West Street

Jackson, MS 39201

(DO NOT OPEN)

8. RISK OF DELIVERY

• The offeror is responsible for ensuring the competitive proposals are delivered to the Office of Procurement by the deadline and assumes all risks of delivery.

• Proposals and modifications received in the room after the time designated in the RFP will be considered late and will not be considered for award. Proposals must be received in the room designated in the RFP by the deadline to be considered.

• At the time of receipt of the proposals, the proposals will be date stamped, and recorded in Suite 307, Office of Procurement of Central High School Building.

• Incomplete proposals will not be evaluated and will not be returned for revisions. No faxed or emailed copies will be accepted.

• The proposals must be signed by an authorized official to bind the offeror to the proposal provisions.

The MDE is required to enforce the established submission deadline to ensure fairness to all offerors. Faxed proposals are not acceptable and will not be reviewed by the MDE.

To ensure your proposal is received by the deadline, please allow adequate time for parking and time to proceed through building security procedures.

It is the responsibility of the offeror to ensure and verify that the proposal package, in its entirety, is received by the deadline. Due to the periodic disruptions to normal mail delivery, we strongly encourage the use of an alternative method (e.g., a commercial carrier such as Federal Express or UPS, U.S. Postal Service Express mail, a courier service or personal delivery) to deliver proposal packages to the MDE.

Supplemental or revised proposal information, either from the offeror or another source, will not be accepted. A proposal package must contain every element intending to be submitted. Offerors are encouraged to carefully review the procedures for submitting their materials. No changes or additions to a proposal will be accepted after the deadline.

Offerors are strongly encouraged to submit only the requested information. Readers will have limited time to evaluate proposals; and for that reason, their consideration of the proposal against the selection criteria will focus solely on the required sections of the proposal; and the appendices. Supplementary materials such as videotapes, CD-ROMs, publications, press clippings, and testimonial letters will not be reviewed nor will they be returned to the offeror, unless requested.

Before proposals are forwarded to the readers, MDE staff will review paper proposals for formatting and submission requirements. To be read and scored, all paper proposals must follow the formatting and proposal submission directions. Please be advised that proposals that fail to contain any of the required elements will not be given to readers for scoring. Please see the Required Elements Checklist (Supplemental Form A) page #17 for mandatory proposal components. Those offerors may reapply during a future grant competition, if funding is available.

9. CONDITIONS OF SOLICITATION

The MDE reserves the right to accept, reject, or negotiate regarding submitted proposals based on the evaluation criteria contained RFP. The final decision to award a grant rests solely with the MDE.

The offeror should note the following:

a. The MDE will not be liable for any costs associated with the preparation of proposals incurred by the offeror;

b. The selection of an offeror is contingent upon favorable evaluation of the proposal; approval of the proposal by the review panel selected by MDE, approved budget and the State Board of Education approval;

c. The selection of an offeror is contingent upon successful negotiation of any changes to the proposal as required by MDE.

d. The MDE also reserves the right to accept any proposal submitted for grant award, without negotiation. Therefore, offerors are advised to propose their most favorable terms initially.

Offerors will be required to assume full responsibility for meeting all specified

requirements stated in the RFP.

10. ACCEPTANCE OF PROPOSALS

The Mississippi Department of Education (MDE) reserves the right, in its sole discretion, to waive minor irregularities in proposals. A minor irregularity is a variation of the RFP that does not affect the proposal or the competitiveness, give one party an advantage or benefit over other parties, or adversely impacts the interest of the MDE.

11. REJECTION OF PROPOSALS

Proposals that do not conform to the requirements of this RFP will be rejected by the Mississippi Department of Education. Proposals will be rejected for reasons that include, but are not limited to, the following:

• The proposal is received late. Late proposals will be maintained unopened in the procurement file.

• The proposal contains unauthorized amendments to the requirements outlined in the RFP.

• The proposal is incomplete or contains irregularities that make the proposal indefinite or ambiguous.

• The proposal contains false or misleading statements or references.

• Proposals that do not meet and conform to all requirements as outlined in Supplemental Form A, Required Elements Checklist on page #17.

• The offeror has previously been cited with major and/or significant deficiencies by the MDE in one or more programs or included on the debarment list.

• Required forms with required signatures are not included.

• The /proposal is determined non-responsive.

• The offeror owes the State money.

• The offeror did not perform prior services in a proper, workmanlike, and/or dignified manner.

• The Format and Procedure for Delivery of Proposals Section was not followed.

• Proposals submitted for schools awarded three (3) year grants in the 2019-2020 school year will not be awarded.

12. DISPOSITION OF PROPOSALS

All proposals become the property of the state of Mississippi.

Protest/Complaint Policy (State Funds Only)

When an award complaint is issued the complaint must be submitted in writing to the Mississippi Department of Education, Office of Elementary Education and Reading.

Complaints should be sent to the Elementary Education and Reading. The mailing address is: Mississippi Department of Education, Elementary Education and Reading, PO Box 771, Jackson, Mississippi 39205-0771.  The office may also be contacted via telephone at (601) 359-2586.

13. CONFLICT OF INTEREST

Each subgrantee must maintain a written conflict of interest policy.

14. TENTATIVE TIMELINE OF ACTIVITIES

The grant expects to recommend approval of new subgrantees at the May 2019 meeting of the State Board of Education (SBE). All new subgrantees approved for funding by the SBE at that time must attend subsequent mandatory meetings for subgrantees. An award letter will be sent to subgrantees confirming the SBE’s action. This letter will include specific information on these meeting dates and times. Important dates and activities related to this round of proposals are listed below.

Important Dates

Activity

March 13, 2020

March 20, 2020

RFP Issued – Email and Post to MDE Website/Newspaper

March 20,2020

Informational Webinar

March 25, 2020

Notice of Intent to Apply

March 27, 2020

Deadline for submitting questions

March 31, 2020

Questions will be posted to the MDE website

April 15, 2020 at 5:00 pm

Proposals due

April 21-27, 2020

Evaluation of proposals

May 21, 2020

State Board of Education approval

May 22, 2020

Notification of awards (contingent on State Board approval)

June 30, 2020

Budget Revisions due (if needed)

15. DETAILS

1. Eligibility Criteria

Applications will be accepted from Mississippi school districts on behalf of individual schools that serve any configuration of students in grades K-3. There is a limit of two (2) applications per school district. One application per school must be submitted for each school to be considered. Schools who were previously awarded three (3) year grants will not be considered for new grants. Schools previously awarded two (2) year grants are eligible to apply for a one (1) year grant. Schools previously awarded one (1) year grants are eligible to apply for a two (2) year grant.

2. Good Standing

Offerors that previously received a grant award must be in good standing with MDE to receive a grant award through this RFP. To be in good standing, offerors must have submitted all final evaluation reports and data as required, (Such as annual performance reporting data, finalized all monitoring review corrective actions, submitted all requests for reimbursement of allowable expenditures following MDE’s reimbursement process, and submitted the Year-End Budget Report.) If an offeror is not in good standing, then its Proposal will not proceed to Phase 2 of the proposal process.

3. Program Activities

Each eligible school district/school receiving an award will use the funds to carry out activities that advance student achievement and support student success. The purpose of the grant is to increase the proficiency rates in reading for all K-3 students by providing funding to support schools in implementing summer reading camps.

Offerors are also obligated under Section 504 of the Rehabilitation Act, the Americans with Disabilities Act, and the Individuals with Disabilities Education Act to ensure that their proposed community learning center program is accessible to persons with disabilities.

16. GRANT PERIOD

A subgrant award is made available for an approved project period up to two (2) years contingent upon the availability of continued funding, and evidence of progress as documented in the annual evaluation report (if required).

17. AWARD AMOUNTS

Funds are subject to appropriations by the state government. This grant will be awarded in the amount of $50,000 per year. All grants will be awarded up to two (2) years contingent upon proper implementation of the proposed project and completion and submission of all required documentation and future appropriations. Funding to eligible schools (no more than 2 per district) is subject to State Board of Education approval. The Mississippi Department of Education reserves the right to negotiate grant award amounts with all Grantees.

When determining the amount to be requested, offerors are required to consider the needs of the school and the number of students to be served. All offerors must submit budgets and sustainability plans. Recipients will receive reimbursement funding pending appropriations.

18. USE OF FUNDS

Funds are used for program implementation, as well as for operating expenses such as:

• evidence-based intervention programs;

• reading materials;

• reading manipulatives;

• support provided by local teachers or interventionists working directly with students in the area of reading/literacy; and,

• transportation.

Subgrantees should be aware that funds must be used in a manner consistent with all requirements of the statute and must be used only to supplement, not supplant, any federal, state, local, or non-federal funds available to support activities.

19. BUDGET REQUIREMENTS

All offerors’ budgets must meet the following requirements:

In order to be considered, applicants must submit a proposal that includes the budget narrative which addresses all costs for services, expenses, and products specified in the RFP. The budget narrative is a maximum cost. The MDE will not pay any costs above this amount.

20. RESPONSIBILITIES OF A FISCAL AGENT

The following are some of the expectations, roles, and responsibilities of a fiscal agent:

1. As the official subgrant recipient, all awards must be adopted by the Local Board of Education for LEAs or the Board of Directors for non-LEAs.

2. Administer the subgrant from award to closeout in accordance with all applicable laws and regulations.

3. Serve as the organizational representative and point-of-contact for all business management aspects of the award agreement.

4. Apply appropriate management controls using management systems, checklists, and records, including, but not limited to:

i. Internal Controls

a. Safeguard assets; ensure reliability of accounting data and subgrant terms and conditions

ii. Operating Controls

a. Fiduciary procedural manuals; budgetary control

iii. Accounting Controls

a. Implement controls to ensure reliability of recorded financial data;

b. Maintain appropriate level of transaction review and authorization;

c. Develop and implement proper procurement procedures and cash management procedures that are well defined; and

d. Develop procedures that facilitate timely review and audit of financial activity.

iv. Compliance Controls

a. Consider mechanisms to monitor and review compliance with subgrant terms (i.e., ensure grant funds are disbursed only to eligible recipients);

b. Ensure all expenditures and disbursements are consistent with the objectives of the subgrant award and comply with applicable federal, state, and local laws and regulations governing the program and use of funds.

v. Document Control System

a. Develop written documentation of adequate internal operating and accounting controls that demonstrate evidence of controls related to grant compliance.

5. Assemble appropriate staff resources and communicate all compliance requirements and resources of the subgrant.

6. Keep abreast of changes in policies, procedures or requirements and continue to advise program staff of subgrant requirements.

7. Request any further “prior approvals” when identified.

8. Submit subgrant reimbursement requests no later than July 30th .

i. Eligibility of Expenditures

a. Adhere to the list of eligible activities for which funds under the program may be spent, as well as allowable cost objectives in applicable cost principles; and

b. Ensure that transactions are made in a reasonable and prudent manner, are allowable and allocable, and avoid double charging and ensure that credits are applied appropriately.

9. Prepare necessary reports:

i. Source Documentation

a. Appropriately support transactions entered into the subgrantee’s system

b. Documentation tracks each subgrant transaction and supports the validity of financial data reported; and

c. Maintain separate funding lines for funds

ii. Audit Trail

a. The lowest level of detail the system should provide is documentation that supports all transactions (e.g., invoices, contracts, purchase orders);

b. The overall recordkeeping system should be able to trace financial statement balances through the subgrantee’s general ledger, cash books and other journals; and

c. Amounts claimed on financial statements and reports accurately reflect the accounting books and records from which they were prepared.

10. Use feedback from site visits by the MDE to enhance the program, show organizational strength, and demonstrate commitment to the project.

11. Keep the MDE and the public aware and informed about grant project progress.

12. Evaluate the extent to which measurable project objectives are being met.

13. Liquidate all obligations incurred under the award within the set deadline.

14. Ensure and oversee the performance of final audits and resolution of findings.

15. Establish adequate system for records retention.

21. AUDIT (If funding with federal funds or is a requirement of the grant regulations from the granting authority)

Please note that the subgrantee is required to, if applicable, have the financial and compliance audits conducted in accordance with the Single Audit Act Amendments of 1966 and 2 C.F.R. Part 200 Subpart F – Audit Requirements. Any non-federal entity that expends $750,000 or more in a year in federal awards shall have a single or program specific audit conducted for that year in accordance with the provisions of 2 C.F.R. Part 200 Subpart F. If the non-federal entity did not expend $750,000 or more in a year in federal awards, a letter MUST be provided stating that this requirement does not apply.

The financial audit shall be conducted by a certified public accountant or by an accountant certified as qualified to audit local government accounts. The audits must be performed in accordance with generally accepted auditing standards (GAAS) and the financial statements must be prepared in conformity with general accepted accounting principles (GAAP)

22. PROPOSAL REVIEW AND SELECTION PROCESS

Phase 1 – Review of Proposal Components

Proposals are reviewed to determine if all the formatting and submission requirements are met. If any proposal fails to meet the established Required Elements Checklist, the proposal will be disqualified. Please see Supplemental Form A on page #18 for the Required Elements Checklist. Those offerors not meeting the “Required Elements” may reapply at a future date.

Phase 2 – Evaluator Review and Scoring

An Evaluation Committee authorized by the MDE will evaluate and score each proposal based on the quality of the proposed activities and the evidence provided to demonstrate the capacity of the offeror to implement the proposed program. These readers are comprised of expert grant readers from various professions and backgrounds.

Each proposal will be evaluated using the criteria beginning on page #18. The review committee will recommend the proposals to be funded by the Mississippi Department of Education’s Office of Program Office.

A minimum of five readers will evaluate each proposal Scoring Rubric. A reader may award up to 100 points for each proposal. As discussed in the competitive priority section, a proposal must receive a minimum total quality score of 70% before it can be considered eligible for funding. The MDE will allocate funding based upon the combined scores and will continue funding to subsequent proposals until funding is exhausted or all eligible programs receive funding.

The MDE reserves the right to reject any proposals and to negotiate with the best offerors to address issues other than those described in the proposal.

After the selection process, offerors that were not recommended to the SBE for funding may receive copies of the readers’ comments and feedback upon a Public Records Request only.

23. PROPOSAL AND SCORING PROCESS

This section covers the criteria an offeror must address when submitting an . The proposal is the organization’s program operating plan, not simply a proposal. The stated plan must be implemented with fidelity upon SBE approval. When completing the proposal, please remember that subgrantees will not be permitted to change the program’s scope (i.e., type of services and/or target population) that is originally outlined in the proposal, scored by reviewers during the proposal review process, and approved by the SBE. This is designed to provide basic fairness to offerors for competitive subgrants.

Sample below – selection must mirror the rubric criteria – (MUST Total to 100 points)

a. Description of Need/Project Narrative (20 Total Points)

Guidance for Conducting a Needs Assessment:

A needs assessment is the process of gathering information to guide program development and implementation. It is one of the essential tasks in planning to apply for this grant and must be completed prior to the start of the writing process. A needs assessment will help to identify both the needs of the students and their families and the gaps in services.

A needs assessment provides a complete description of the community and school(s) to be served by citing factors that impact the educational outcomes of the identified students. This information should come from the local school district, local school and/or community-based data and will assist in determining the program’s mission.

b. Budget (20 Points)

Budget Overview, Narrative, and Summary

All offerors must submit a Budget Overview and Budget and a Budget Summary for years one (1) through two (2).

Allowable Expenses

Project funds must be used for activities that directly support the accomplishment of the project purpose, priorities, and expected outcomes. All expenditures must be consistent with applicable state and federal laws, regulations, and guidance.

Offerors must list all budgetary costs based upon the narrative components and program design and ensure that the budget includes a line item description for every allowable cost necessary to carry out the goals and objectives of the proposed program. It is advisable to consult with the financial office of the applying agency prior to submitting the proposal. Funds must be used to support schools in implementing summer reading camps. Acceptable expenditures include but are not limited to evidence-based intervention programs; leveled reading materials; reading manipulatives; support provided by local teachers or interventionists working directly with students in the area of reading/literacy; and, transportation.

Successful offerors may use grant funds for allowable costs only during the grant award period. Any costs occurring outside the grant award period are solely the responsibility of the subgrantee and will not be reimbursed by the MDE.

c. Summer Reading Plan (30 Points)

As part of the proposed summer reading plan, offerors must provide evidence that otherwise demonstrates experience or the promise of success in providing services for scope of work. The offeror must provide a narrative with a complete plan explaining how the program will operate, will address the needs of the program, and align activities with the Mississippi College and Career Ready Standards. The plan should also provide a clear, concise description of how the program activities are expected to improve student outcomes.

d. Plan of Action (30 Points)

As part of the program plan, the offeror should continue with a complete plan that utilizes specific goals, strategies and action steps that outline objectives, activities and a timeframe. This section provides complete details to address these requirements:

a. Goals (Global Outcomes): Program goals should be realistic and directly

aligned with the goals of the specification.

b. Measurable Objectives & Measurement Tools (Specific Outcomes): For each goal, the offeror must include specific objectives with accompanying performance.

c. Activities & Timeframe: Activities are even more specific than objectives. They explain who will do what, when, where, and for how long. Offerors must include specific activities that will clearly allow the program to progress towards the stated objective(s).

Sample Table:

Goals, Strategies, Actions Steps, Measurable Objectives, Measurement Tools, Activities, and Timeframe

Goals

Measurable

Objectives

Measurement

Tools

Activities

Timeframee

25. FORMS

Each of the forms in this section must be included for each submission and can be found on the MDE website under the Request for Proposals tab. Please follow the instructions detailed in the previous sections, as well as on the individual forms, when completing the attachments. Any questions should be submitted to kwells@mdek12.org .


SUPPLEMENTAL FORM A

Required Elements Checklist

The proposal must include all the required components listed on this form to proceed to Phase 2 of the proposal process. Proposals without all required components and forms will not be reviewed (Phase 2). The narrative portions of the proposal should not exceed 15 pages.

REQUIRED ELEMENTS submitted in this order:

Required Elements by the District:

• Form 1: Signed Cover Page (pg. 18) —Required Signature(s)

Required Elements per School:

• Form 2: Signed Assurances (pg. 21) – Required Signature(s)

• Form 3: Signed Standard Terms and Conditions (pg. 23) —Required Signature(s)

• Form 4: Signed Conflict of Interest Disclosure Form (pg. 26) – Required Signature

• Form A: Budget Overview (pg. 28)

• Form B: Budget Summary Page (pg. 29)

• Form C: Budget Narrative FY1 (pg. 30)

• Form D: Budget Narrative FY2 (pg. 33)

• Form 5: Grant Plan Outline (pg. 36)

FORMATTING and SUBMISSION DIRECTIONS

Offerors must:

• Include one (1) completed original proposal with original signatures preferably in blue ink and two (2) printed copies, secured solely by a single binder clip at the top

• Assemble the proposal and submit in the order as noted above

Offerors are encouraged to submit proposals using the following parameters:

• Submitted on 8.5” x 11” white paper using 12-point Times New Roman font

• Formatted using 1” margins on all sides

• Portrait setting (see narrative requirements for information about Goals, Objectives, Activities, and Timeframe table that must be landscape formatted)

• Double-spaced and single-sided (pages must include grantee’s name and page number within the footer in the lower right-hand corner)

Notice of Intent to Apply

, 2020

Dear Mrs.Wynn:

This notice confirms that (organization) is interested in applying for the Cohort 2: K-3 Literacy Support Grant: Summer Reading Camps grant and intends to submit a proposal by the March 25, 2020 deadline.

Organization Name________________________________________________

Superintendent/Director/Fiscal Agent___________________________________

Address________________________________________________________

City_____________________State______________Zip__________________

Email_________________________________________________________

Phone_________________________________________________________

Sincerely,

Authorized Signature

Title of Authorized Person

Please complete and fax this form to Kristen Wynn at 601-359-2040 or email ...

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