Applicant's Webinar for 2022-2023 ECEAP Expansion - Jennifer Anderson and Nicole Lor, Request for Application Coordinators
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Applicant’s Webinar for
2022-2023 ECEAP Expansion
Jennifer Anderson and Nicole Lor, Request for Application Coordinators
November 2021
www.dcyf.wa.gov
1
Today’s Agenda
• Definitions
• Clarifications
• Exhibits
• Scoring and Selection
2
Request for
Application (RFA)
Due Date:
Dec. 15, 2021
3
Event Name Date
Other Calendar Events
Pre-recorded webinars:
Listen at your leisure
• Applicant webinar
Other Office hours on Zoom check-in times for
Q&A
Nov. 18, 1 – 2:30 p.m.
Nov. 29, 8:30 – 10 a.m. Tribal Applicants
Dec. 6, 8:30 – 10 a.m.
Calendar All questions submitted Dec. 8
Events Q&As available on the DCYF website
Applications Due
Now, with the last update made Dec. 10
Dec. 15 by 4 p.m.
Application review period Dec. 16 through Jan. 26
Announcement of successful applicants Feb. 4, 2022
4
Why an RFA?
• Washington State’s ECEAP Expansion in law, including changes from the Fair
Start for Kids Act – “Funding shall continue to be phased in each year until full
statewide implementation of the early learning program is achieved in the 2026-
27 school year, at which time any eligible child shall be entitled to be enrolled in
the program.”
• For 2022-2023, the State Legislature Model 2022-2023 Slots
has allocated 750 new slots: Part Day 0
School Day 600
Working Day 150
Total 750
5
ECEAP Expansion 27,500
Slots
School year 2026-27:
Slots needed for statutory entitlement +2,919 slots
24,581
Slots
School year 2025-26:
+2,918 slots
21,663
Slots School year 2024-25:
+ 2,918 slots
18,745
Slots School year 2023-24:
+ 2,918 slots
15,827
Slots
15,077 School year 2022-23:
+750 slots
Slots
School year 2021-22:
+500 slots
6
Submitting Questions
Questions about the RFA should be submitted to the ECEAP inbox:
dcyf.eceap@dcyf.wa.gov
Please use “RFA Question” as your subject line
7
Submitting Questions
All questions need to be submitted no later than:
Dec. 8, 2021
By 4 p.m.
8
Answers to Questions
Questions should be responded to by the
RFA Coordinator and posted on the ECEAP
website:
https://www.dcyf.wa.gov/services/early-learning-
providers/eceap/expansion-of-services
9
Tips for a Complete RFA
• Read the entire RFA completely
• Make notes of any information needed that you do not have
available and need to gather from others in your organization
• Plan out asking questions and submitting them by the question due
date
• Name your submitted documents according to the directions
10Definitions
11ECEAP Class Models
2021-22 ECEAP Slots
Part Day School Day Working Day
Program
# Slots % Slots
Model
• Minimum of three • Average of six • 10 hours per day
hours per day hours per day Part Day 10,119 67%
• Five days per week
• 30 weeks per year • At least four days School
4,226 28%
Day
per week • Year-round – at
• 360 hours per year least 2,370 hours Working
732 5%
• 1,000 hours per per year Day
year
Total 15,077 100%
12Contracting and Subcontracting
What is a contractor?
• An organization that signs and carries out the contract for ECEAP
services with DCYF.
What is a subcontractor?
• An organization that has a subcontract with a contractor to provide
ECEAP services.
13Fair Start for Kids Act Flexibilities
Eligible children are 3 or 4 years old on August 31 and either:
• At or below 36% of State Median Income (SMI);
• On an Individualized Education Program (IEP) for special education; or
• Currently experiencing homelessness;
• Participated in ECLIPSE, ESIT, Early ECEAP or Early Head Start; or
• With family income above 36% and impacted by specific research-based
prioritization factors (up to 10% of the state’s ECEAP slots)
14
www.dcyf.wa.govFair Start for Kids Act Flexibilities - Tribal Children
Income:
• At or below 100% state median income
Prioritization Factors:
• Have a family member who attended an Indian Boarding School
• Moved to engage in traditional cultural practices or employment
• Involvement in tribal or state child welfare services
Definition of an Indian Child for ECEAP (temporary):
• For all sovereign nation ECEAP contractors/sites enrollment in ELMS, children
are considered tribal if they are a member of a tribe per parent report and per
tribal approval.
• For all non-tribal ECEAP contractors/sites enrollment in ELMS, children are
considered tribal if they are a member of a tribe per parent report.
15
www.dcyf.wa.govChildren Allowed to be Enrolled
Allowed children, as space is available,
are either:
• 3 and 4 year olds above 36% SMI up to
50% SMI with prioritization factors
• Children turning 3 during the school year,
at or below 50% SMI and participated in
ECLIPSE, ESIT, Early Head Start or Early
ECEAP or impacted by at least one
prioritization factor
16Clarifications
17More Information!
• Submitting your application by the due date.
• Submit it all to the ECEAP inbox.
• Follow the directions in naming your documents.
• Submit all exhibits and any supporting attachments.
• For some questions, existing contractors may choose to complete the
questions or be evaluated on already known performance, or both.
18More Information!
• Be sure to answer each question in each section completely, since it
may be rated on its own merits by evaluators who do not read the
entire application.
19Exhibits
20Exhibit A
Application Form
21Exhibit A
Number of Slots (Scored)
Type Current Requested new Requested Requested
2021-22 slots 2022-23 slots return TOTAL 2022-23
of current (includes current,
(enter 0 in new, and any
ECEAP rows if
ECEAP slots*
(For existing returned slots)
first application)
contractors only)
ECEAP Part Day -
ECEAP School Day -
ECEAP Working Day -
Head Start/EHS total
Early ECEAP total
*If you are interested in applying
for Early ECEAP please see Early
ECEAP application here.
Tribal Early Learning
program total
TOTALS - Total this horizontal
row.
22Exhibit A – Example for New Contractor
23Exhibit A – Example of Contractor Requesting an
Exchange of Slots
24Exhibit A
• Section 5: ECEAP Infrastructure
• Program planning and system design
• Ongoing monitoring and continuous improvement
• Early Achievers
• Screening and assessment
• Marketing and recruitment
• Human resources and recordkeeping
• Cultural relevance
• Serving all eligible children
• Family input in the RFA
25Exhibit A
• Section 6, Fiscal Management:
• Internal control practices, cost allocation, inventory
• Additional fiscal information in Exhibit D: Budget
26Exhibit A
• Section 7
• 7A, Organizational Chart – ensure that evaluators can see:
• Who will be in which role in ECEAP
• How ECEAP fits within the organization as a whole
• 7B: Key ECEAP roles
• Lead Teacher and Family Support
• Contracting capacity and disclosure of improvement plans
27Exhibit A
• Section 8, 9, and 10:
• Optional
8: Consider tribal community assessment data
Tribe and community-based data around numbers of eligible children
9: Consider additional community assessment data
Additional community level assessment data that differs from the Saturation Study data
10: Anything additional for DCYF to consider
28Exhibit B
Letters of Support and Collaboration
29Exhibit B
• This will take some time to do. Start early!
• This is only for new applicants. Existing contractors do not need to do
this part.
• Submit at least four letters of support and collaboration to the
Application:
• One must be from a family who has received your services.
• One must be from one of your local school districts.
• Two must be from community partners that you would work with to provide
ECEAP services.
30Exhibit C
Coordination with Neighboring Organizations
31Exhibit C
• Applicants must have and document conversations with tribes or ECEAP
and Head Start organizations that are recruiting within the same school
district boundaries as their proposed new slots.
• Additionally, organizations must have and document conversations with
the tribe or tribal early learning program if they are applying for slots
located anywhere within the boundaries of a federally recognized tribal
reservation.
• Start early on this, it will take time due to the conversation piece
• Intent: to build partnership to ensure children are being served through
collaboration and coordination between neighboring organizations
32Requirements for Exhibit C
• Applicant needs to contact every neighboring Head Start, ECEAP, or
tribal early learning program.
Within the same school district boundary.
o Unless the Applicant is applying for slots anywhere within a federally recognized tribal
reservation, then the Applicant must have and document conversations with the tribe or
tribal early learning program.
You are able to request a list from DCYF to ensure you contact them all.
• Applicant needs to have a conversation with each neighbor, and
document a separate Exhibit C with each one.
33Requirements for Exhibit C
• What if there are no neighboring Head Start, ECEAP, or tribal early
learning programs?
• The Applicant must submit a brief letter of explanation that there are no
neighboring organizations.
• What if the Applicant is unable to complete a discussion?
• The Applicant must submit a brief letter of explanation of the reasons and
their summary of potential impacts to the neighboring organization.
34Exhibit D
Budget
35Exhibit D
• This Exhibit’s intent is to:
• Document the Applicant’s total costs to support all current and requested
ECEAP slots.
• Serve as a smaller example of what successful applicants would need to
submit annually to DCYF.
36Requirements for Exhibit D
• Proposed slots
• Estimated proposed DCYF contract amount
• Funding for direct service classrooms and subcontractors
• Total budget, with the percent funded by ECEAP contract, including:
• Staff salaries, employee taxes, and benefits
• Contracted services
• Equipment, supplies, and materials
• Staff travel
• And more!
37Exhibit D: Budget
38Requirements for Exhibit D
• Fill out all gold colored fields, even if the value is zero.
• These should calculate automatically into the locked cells.
• Ensure that the Administrative Rate does not exceed 15% (as required by
the ECEAP Contract).
• Make sure the Estimated Proposed Contract amount matches the total
ECEAP Contract Funding. If funding amounts don’t match, check to see if
funds need to be entered in the in-kind section.
*Tip! Read Tab 1, Instructions, thoroughly before completing the Exhibit.
39Exhibit E
Proposed Sites
40Exhibit E
• Tab 1: plan for any sites with changes in the application year at the
contractor.
• Existing sites with slot changes or additions
• Proposed new sites
• Tab 2: details for all sites with requested slots.
41Requirements for Exhibit E: Tab 1
• Name any existing sites as
they are named in ELMS.
• Put in both current and
proposed slots on Tab 1.
• List any new sites in the
same list.
• Slots will calculate
automatically.
42Requirements for Exhibit E: Tab 2
• Name existing sites as they
are named in ELMS.
• List all sites that are proposed
to receive new slots (not just
new sites).
• Answer all questions for each
site.
• New this year: question about
Early Learning Facilities grant.
43Tips for Exhibit E
• Email dcyf.eceap@dcyf.wa.gov with any questions.
• You may receive an email from DCYF staff with questions on this
Exhibit after it is submitted. Be prepared to respond as quickly as
possible.
• If you need to request a copy with additional columns or rows for
sites, email the ECEAP inbox.
44Exhibit F
Certifications and Assurances
45Exhibit F
• New completion checklist
• Document naming
• Signatures
46Saturation Study
• Produced annually by DCYF
• Estimates eligible children who are not yet
served by ECEAP or Head Start, by school
district boundary.
• Is one of the factors in determining where
ECEAP Expansion slots go, along with:
• Provider readiness for high-quality services
• Available facilities
• RFA
47Scoring and Selection
48Section 3, Evaluation and Contract Award
• Mandatory versus Scored:
• Mandatory means it has to be included for the Application to be considered
responsive.
• Scored means the item will be awarded points by the evaluation team.
• Minimum threshold of 80% in each scored section.
• Pg. 12-13 RFA document
49Section 3, Evaluation and Contract Award
Applications meet all 80% thresholds
Award slots by type, by Saturation
Study Priority Groupings
Slots still remain? Awarded by highest
total application scores (pg. 15 RFA)
50Estimated Announcement of Successful
Applicants:
Feb. 4, 2022
51Thank you for participating!
Questions?
dcyf.eceap@dcyf.wa.gov
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