February 6, 2013Robin Harrington, Specialist

Workforce and Economic Development DivisionCalifornia Community Colleges Chancellor’s Office

http://extranet.cccco.edu/Divisions/WorkforceandEconDev/WEDDRFAs.aspx

Regional Consortia RFABidder’s Conference

CALIFORNIA COMMUNITY COLLEGESCHANCELLOR’S OFFICE

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 1

Bidder’s Workshop Overview

Format of Bidder’s Conference● Muting of Participants

● Overview of RFA Instructions, Terms & Conditions

● Questions & Answers

● Clarification Questions:Abigail Sifritasifrit@cccco.edu

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 2

B. Program Overview

Carl D. Perkins Career and Technical Education Improvement Act

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 3

The source of funding for this grant is Carl D. Perkins, Title I, Part B – State Provisions Section 124. The allocations of funds are as follows: RFA Identification:

13-150-001 Greater Sacramento, Northern Inland, Northern Coastal ($300k + $70k)

13-150-002 East Bay, North Bay, SF, Peninsula, Silicon Valley, Santa Cruz, Monterey ($300k + $70k)

13-150-003 Los Angeles, Orange County ($300k + $70k) 13-150-004 Central, Mother Lode ($150k + $70k) 13-150-005 South Central ($150k + $70k) 13-150-006 Inland Empire ($150k + $70k) 13-150-007 San Diego, Imperial ($150k + $70k)

C. Categories for Which Funding is Available

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 4

● Only California Community College districts are eligible to apply.

● Only those applicants that have a Regional Consortium Chair identified may apply.

● In order to be eligible for funding an application must meet a minimum score of 75 points.

D. Eligibility

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 5

● Only those applicants that have the Regional Consortium Chair identified may apply.

● The Chancellor’s Office reserves the right to review and approve the Regional Consortium Chair selection within the application.

● At the discretion of the Chancellor’s Office, an interview may be required with the key talent prior to final selection.

● The Regional Consortium Chair role is a key talent role for the system and is expected to be minimally 30% of a position. However, the RFA gives the flexibility to fund up to a 100%. For this reason no individual can hold more than one key talent role for the system. Note: those regions funded at a $300K level must have two key talents at 30% each and the key talent must come from different economic Regions.

● The Chancellor’s Office reserves the right to evaluate the Regional Consortium Chair by using feedback from Quality of Service Measures using a CCCCO-provided evaluation instrument.

Regional Consortium Chair (Key Talent)

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 6

● July 1, 2013 to June 30, 2014 is the performance period of this grant.

● No extensions will be granted for this funding.

● Application may be renewed for an additional four years depending upon successful completion of required outcomes and availability of funding.

● Year One of the performance period will be considered a time for setting up accountability structures by the Chancellor’s Office and grantees.

● By the end of Year Two, for those grants renewed, the Chancellor’s Office reserves the right to offer for competitive bid those grantees at the bottom quartile (25%) of performers.

E. Performance Period

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 7

F. RFA Clarification

If any ambiguity, conflict, discrepancy, omission, or other error in this RFA is discovered, immediately notify the Chancellor’s Office of the error and request a written modification or clarification of the document. A clarifying addendum will be given to all parties who have obtained the RFA, without divulging the source of the request. Insofar as practical, the Chancellor’s Office will give such notice to other interested parties, but the Chancellor’s Office shall not be responsible for failure to do so.

Contact person for these Instructions and/or RFA Specification is:

Abigail Sifrit (916) 322-4285 asifrit@cccco.edu

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 8

G. Application Format & Instructions

● Follow the format and sequence instructions (in order to receive the highest possible score).

● To avoid being disqualified application format instructions must be followed, all questions answered, and all data supplied.

● The RFA Specification and Appendix B forms will be used as tools.

● Computer facsimiles of the forms in Appendix B may be used, but under no circumstance may the language on these forms be altered. Any application using altered language on the forms may be disqualified.

● Grant applications are scored based on a maximum of 100 points as indicated on the table to the right.

● A minimum averaged score of 75 points must be obtained within the reading process in order to be considered for funding.

Need 10

Response to Need 10

Annual Workplan 30

Application Budget Summary/Application Budget Detail

10

Project Management 20

Dissemination 5

Feasibility of the Project 15

Total Points 100

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 9

G. Application Format & Instructions (Cont.)

All narrative sections of the application must have 1” margins, single- or double-spaced, and 12 pt. Arial font. All narratives have a page limit.

● Face Sheet● Cover Letter● Contact Page● Application Abstract (One page)

● Table of Contents● Need (5 pages, 10 points)

● Response to Need (10 pages, 10 points)

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 10

G. Application Format & Instructions (Cont.)

● Workplan (30 points)

► Objectives

► Activities

► Timelines

► Responsible Persons

► Performance Outcomes

► Metric Number

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 11

G. Application Format & Instructions (Cont.)

●Application Budget Summary/Application Budget Detail Sheet (10 points)

► Application Budget Detail Sheets

► Application Budget Summary

► Indirect Administrative Costs

► Travel

► Consortium Chair Fund Allocation

 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 12

● Project Management Plan (7 pages, 20 points)

● Dissemination (1 page, 5 points)

● Overall Feasibility of the Project (15 points)

● Lobbying, Debarment & Suspension

● Application Procedures

G. Application Format & Instructions (Cont.)

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 13

H. Rejection of Application● Application is not received by 5 p.m. on Monday, March 18, 2013 at regionalconsortia@cccco.edu

● Application is sent to wrong e-mail address

● Application is sent in multiple e-mails

● Application has the wrong RFA Grant Number (anywhere in the application)

● Application is missing any of the required components:

► Cover Letter

► Contact Page

► Application Abstract

► Table of Contents

► Need

► Response to Need

► Annual Workplan

► Application Budget Summary

► Application Budget Detail

► Out-of-State Travel Request (if applicable)

► Project Management

► Dissemination

► Lobbying, Debarment & Suspension

● Key Talent (Regional Consortium Chair) has not been determined

● Key Talent (Regional Consortium Chair) does not meet 30% time requirement

● Narratives exceed maximum page limit

● Application Budget Detail or the Budget Summary Sheets exceed the total allocation

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 14

I. Calendar of Key & Reporting Dates

Key Dates January 28, 2013 RFA Revision Released February 6, 2013 Regional Consortium Chair Bidders Conference March 18, 2013 Deadline for Submitting Application April 2, 2013 Notification of Intent to Award April 17, 2013 Appeal Deadline July 1, 2013 Grant Commencement

Reporting DatesOctober 25, 2013 1st Quarter Year-to-Date Expenditure and Progress Report due January 25, 2014 2nd Quarter Year-to-Date Expenditure and Progress Report due April 25, 2014 3rd Quarter Year-to-Date Expenditure and Progress Report due

and Last day for workplan amendments June 30, 2014 Projects Completed July 25, 2014 4th Quarter Year-to-Date Expenditure and Progress Report due August 31, 2014 2013-2014 Final Performance Reports and Final Report of

Expenditures due

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 15

Request for Applications Specification

RFA SpecificationRFA Title: Regional Consortia Grant Funding Source: Carl D. Perkins Leadership, Title I-B funds Funding Period: July 1, 2013 through June 30, 2014 Total Funds Available: $220,000 or $370,000 depending upon the regionRequired Match: None Number of Awards: Up to 7

● Background

● Need

● Response to Need

● Objectives

● Project Management Plan

● Reporting Requirements

► Year-to-Date Expenditure and Progress Report

► Accountability Reporting

● Reference Materialshttp://doingwhatmatters.cccco.edu/portals/6/docs/rfa/Sector_Selection_by_Region_Matrix.pdf

● Terms and Conditions

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 16

Appendix ALegal Terms and Conditions

● Article I, Program-Specific Legal Terms and Conditions

► Cost and Payments

► Budget Changes

► Application Amendment Requests

► Reporting

● Article II, Standard Legal Terms and Conditions 

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 17

● Application Checklist Regional Consortia Package● Contact Page● Annual Workplan● Application Budget Summary● Application Budget Detail Sheet● Application Budget Detail Sheet (Format Example) ● Crossover Chart● Certifications - Lobbying, Debarment, Suspension and Other Responsibility Matters, Drug-Free Workplace Requirements

Appendix BApplication Forms

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 18

● Determining if Cost is Allowable

►Is the Proposed Cost Allowable?

►Is the Proposed Cost Reasonable?

►What is Supplanting?

 

Appendix CGuidelines, Definitions and Allowable Expenditures

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 19

Appendix DCommon Metrics and Accountability Measures

● Background● ARCDC 2.0 Framework● Measures

California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students 20