018_PUR_2025_Addendum 1.pdf

Addendum No. 1

PROJECT: Student Program to Promote Technical Education and Careers

RFP 018-PUR-2025

OWNER: Dougherty County School System

601 Flint Avenue

Albany, Georgia 31701

CONTACT: Sharonda Thompson

Dougherty County School System

601 Flint Avenue

Albany, Georgia 31701

Phone: (229) 431-1270 Fax: (229) 431-1814

Sharonda.thompson@docoschools.org

DATE ISSUED: February 21, 2025

DUE DATE: February 28, 2025

PAGE TOTAL: Four (4)

Bid 018-PUR-2025, dated February 11, 2025, is hereby amended and shall be interpreted as noted herein. Vendor-submitted questions, if any, are quoted. Responses are bold and underlined.

CLARIFICATION(S) THRU Q&A

Q1 “What percentage or amount of the total contract value must be matched?”

A1 This grant seeks a 1:1 match from all project partners and vendors.

Q2 “Can the matching funds be provided entirely as in-kind contributions, or is a cash contribution required?”

A2 . Match requirements can be met entirely by in-kind contributions.

Q3 “Are there specific types of in-kind contributions that are acceptable or not acceptable? (For example, can volunteer hours, facility usage, donated supplies, or administrative support count?)?”

A3. Gift cards and stipends cannot be counted towards match. Attached to this Addendum is an informational. You may also research the GEAR UP program match requirements further independently.

Q4 “Is there a required format or documentation method for reporting matching funds?”

A4. Written documentation of the value of the in-kind contributions will suffice.

mailto:Sharonda.thompson@docoschools.org

Q5 “Does your organization require us to input matching fund details before the contract is awarded?”

A5. Yes.

Q6 “Are there specific federal or state regulations governing how matching funds are calculated and reported??”

A6. See attached informational for guidance.

Q7 “Will there be an audit or review process to verify our matching contributions?”

A7. The GEAR UP program, which is funded by the U.S. Department of Education, is subject to a federal audit. GEAR UP Dougherty, which is a unit of the Dougherty County

School System, is subject to a state audit.

Q8 “Can matching contributions be reported on a rolling basis, or must they be submitted in full at a specific milestone?”

A8. All matching contributions should be reported by the conclusion of the contract.

Q9 “I am preparing my proposal for the GEAR UP program and wanted to clarify if all 150 students will be present at each workshop session, or if attendance will vary depending on the schedule or student participation. Are there select days/ times of the week that the students in the GEAR UP program typically meet?

A8. Not necessarily, as students should be split into affinity groups based on their career interests. Meeting days/times will be dependent upon student availability. Further, programming cannot interrupt instructional time.

Q10 “Since our training is 100% remote, does the school system have any specific requirements for student participation (e.g., access to technology, internet)?”

A10. A 100% remote program as does not provide participants access to the hands-on training expected in this project.

Q11 “Are there specific areas of focus or challenges (e.g., academic performance, career interests) that the school system would like us to prioritize in our remote training program?”

A11. The guiding principle of this work should be to direct interested participants towards the appropriate trades career and ensure that they are prepared to enter and succeed in postsecondary education.

Q12 “Can you provide more details on the matching requirements (e.g., percentage, types of contributions) for our remote training program?”

A12. There is a 1:1 matching requirement for GEAR UP project partners and vendors. See also the attached informational.

Q13 “Is the number of students fixed at 150, or is there flexibility based on enrollment or interest?”

A13. We are interested in working with an organization that has the bandwidth to support programming for 150 students.

Q14 “The RFP states that all programming must be completed by May 2025. Are there specific milestones or deadlines within that timeframe that we should be aware of?”

A14. By this deadline, participants should have completed an inventory assessment to determine which trades career would be a good fit based on their interests and aptitude, have an opportunity to network with professionals in their chosen field, participated in a hands-on shadowing opportunity, have learned about workplace etiquette and safety, and have applied to the trades program of their choice.

Q15 “The RFP mentions incorporating mentorship sessions. Since our training is remote, should we propose virtual mentorship sessions, or are in-person sessions required?”

A15. The awarded vendor will have the capacity to provide in-person opportunities.

Q16 “Our company offers multiple training options in the tech field. Does the RFP require vendors to offer multiple training areas, or can vendors propose a single training program based on the needs of the students?”

A16. The goal is to provide students with an inventory assessment to identify the trades field that meets their interests/aptitudes. In the same vein, it is the responsibility of the selected vendor to provide participants with access to information and professionals who work in their respective fields. This is not solely intended for students interested in the tech industry.

Q17 “Are there specific categories or line items you would like us to include in the budget for our remote training program?”

A17. We cannot answer this question because we do not know how your organization plans to carry out this work.

Q18 “Can you clarify what types of in-kind contributions are acceptable (e.g., volunteer hours, donated materials) for our remote training program?”

A18. See A3.

Q19 “The RFP mentions incorporating educational field trips. Is our company responsible for providing transportation to and from the field trip destination, or just setting up the field trip itself?”

A19. Yes, the organization will be responsible for organizing transportation to/from the field trip destination. Additionally, the organization will be responsible for leading this work.

Q20 “Can you clarify the payment schedule for this program (e.g., weekly, monthly, at the end of training, or after specific milestones)?”

A20. We accept monthly invoices providing that the organization has provided the required participant data, the invoice indicates the services provided, and match documentation is provided.

Q21 “The RFP requires background checks for all employees working on campus. Since our training program is remote, does this requirement still apply? If so, are there specific forms or processes we need to follow to comply?”

A21. A background check is required of any individual seeking to provide services to students enrolled in the Dougherty County School System. Also, see A15.

Q22 “The RFP mentions job-shadowing opportunities. Are there specific requirements or expectations for how job shadowing should be structured (e.g., duration, number of students per session, industries to focus on)?”

A22. The goal is for students to participate in at least one (1) job shadowing opportunity.

Q23 “Since our training is 100% remote, are we able to propose virtual job-shadowing opportunities?”

A23. The goal is for students to participate in in-person job shadowing opportunities. They need to be in the space so that they can have an understanding of the expectations required in the workspace.

GAINING EARLY AWARENESS AND READINESS FOR

UNDERGRADUATE PROGRAMS (GEAR UP),

OFFICE OF POSTSECONDARY EDUCATION,

UNITED STATES DEPARTMENT OF EDUCATION

Matching Requirements

What are the matching requirements for the GEAR UP program?

• Dollar-for-dollar match: Section 404C(b) of the Higher Education Act requires that at least 50 percent of the total cost of a GEAR UP project to be paid with State, local, institutional, or private funds (i.e., for each dollar of Federal funds received, at least one dollar of State or private funds must be contributed).

Matching contributions can be in the form of cash or documented in-kind contributions.

• Contributions that exceed the statutory minimum: Some GEAR UP grantees proposed in their applications matching contributions exceeding the statutory minimum. Under the GEAR UP regulations at 34 CFR 694.7(a)(2), a grantee is obligated to contribute the entire amount of match stated in its application, even if the amount exceeds the statutory requirement.

• Timing of contributions: Grantees are required by the GEAR UP regulations at 34 CFR 694.7(a)(2) to comply with the matching percentage stated in their applications for each individual year of the grant. In other words, grantees must make their matching contributions in the year designated in their applications. Federal grants are subject to audit at any time during the grant period, and auditors may look at matching contributions before the end of the grant period. Accordingly, grantees cannot fail to make matching contributions in the early years of a grant and then “catch up” in the final year or two of the grant.

What are the consequences for failure to provide matching dollars as proposed in the application?

• Potential consequences: Failure to provide the level of cost sharing reflected in the approved award budget may result in the reduction of the Federal award amount, a refund of Federal funds to the Department of Education, or possible termination of the award.

• Audits: Cost sharing commitments are subject to audit, including audit by the

Inspector General’s office.

What types of matching contributions count toward the GEAR UP matching requirement?

• Types of matching: The following three types of matching are authorized specifically by Section 404C(c) of the Higher Education Act:

1. Financial assistance: The amount of financial assistance paid to students from State, local, institutional, or private funds;

2. Waivers: The amount of tuition, fees, room, or board waived or reduced for GEAR UP students; and

3. Early intervention activities: The amount expended on documented, targeted, long-term mentoring and counseling provided by volunteers or paid staff of nonschool organizations, including businesses, religious organizations, community groups, postsecondary educational organizations, nonprofit and philanthropic organizations, and other organizations.

• Applicable cost principles: Any items that would be allowable under the applicable cost principles if charged directly to the grant may be included as match for the grantee’s cost sharing requirement. Please review OMB circulars that apply to your type of organization.1 Requirements from these circulars, such as requirements that costs be reasonable, allocable, and consistent, apply to matching as well as direct costs.

• Indirect costs: A GEAR UP grantee may charge indirect costs of eight percent or the grantee’s negotiated indirect cost rate (whichever is less) of allowable Federal direct costs and of allowable matching contributions. Indirect costs cannot be charged for scholarship components of grants. The grantee must have an approved indirect cost rate agreement in order to charge indirect cost to its project. However, unrecovered indirect costs cannot be counted as matching funds. For example, if a grantee has a negotiated indirect cost rate of 40 percent, the grantee may charge up to eight percent of the Federal direct costs and matching costs (excluding scholarship funds) to the grant as indirect costs.

1 For States, local governments, and Indian tribes, the applicable OMB circulars are A-87, A-102, and A- 133; for educational institutions (even if part of a State or local government) the applicable OMB circulars are A-21, A-110, and A-133; and for non-profit organizations, the applicable OMB circulars are A-122, A- 110, and A-133.

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What are appropriate sources of matching contributions?

• Sources of matching contributions: Matching contributions may be made from any non-Federal source, including non-Federal grants. (Under the Education Department General Administrative Regulations “EDGAR” 34 CFR 80.24, matching or cost sharing requirements may be satisfied by (1) allowable costs incurred by the grantee and/or (2) the value of third party in-kind contributions.)

• Changes in the source of matching contributions: If a grantee finds that one or more of the partners in its original grant application is not meeting commitments to the GEAR UP project, the grantee may find a new partner to provide additional resources. In such cases, the grantee’s project officer should be notified.

Are there any limitations with respect to matching contributions?

• Matching contributions can be counted only one time: A matching contribution may be counted as cost sharing towards only one Federal project. If a grantee has multiple Federal grants, the same contributions cannot be counted as cost sharing for two or more Federal grants (including multiple GEAR UP grants).

• Matching contributions must be incurred solely to advance the

GEAR UP project: If matching contributions benefit both a GEAR UP project and another project or entity, the matching contribution must be credited in the proportion that it benefits the GEAR UP project. For example, if a GEAR UP partner hires a tutor to work with GEAR UP students and students that are not in the GEAR UP cohort, only the time that the tutor spends with GEAR UP students may be counted as match. Also, please note that if a GEAR UP project staff member divides his or her time between a GEAR UP project and another activity (including another GEAR UP project), time and effort reports must reflect the percentage of time devoted to the GEAR UP project.

• Matching contributions cannot be shifted from one project to another: Grantees that have more than one Federal grant, including more than one GEAR UP grant, must document match separately for each grant. Matching contributions cannot be shifted from one project to another.

• Matching contributions must be obligated during the grant period: Matching contributions must be obligated during the grant period. In the case of scholarship money that will not be awarded until after the grant period, matching contributions should be placed in a trust fund or otherwise set aside for the benefit of the GEAR UP cohort during the grant period.

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How should grantees document matching contributions?

• Documentation of a match: To avoid potential audit findings, documentation of match should:

1. Capture the cost sharing identified with a particular project;

2. Contain adequate source documentation for claimed cost sharing;

3. Provide clear valuation of in-kind documentation; and

4. Provide support of cost sharing by grant partners.

• Fiscal agent: The fiscal agent of a GEAR UP project is responsible for documentation of all matching contributions for the entire grant – even matching provided by its partners. In the event that a grantee is audited, documentation of the match should be housed with the fiscal agent. (See EDGAR, 34 CFR 75.730).

• Valuation of in-kind contributions: Costs and third party in-kind contributions counting toward a matching requirement must be verifiable from the records of the grantee and must show how the value of third-party contributions was derived. (See EDGAR 34 CFR 80.24(a)(6).) Note: Please review applicable OMB circulars and EDGAR for details regarding how to value in-kind contributions. Requirements vary by type of organization, and by whether the donation came from the grantee or a third party. In most cases, grantees are required to value in-kind contributions of facilities and equipment using depreciation or use allowance rather than fair market value.

Are there any exceptions to the minimum statutory match?

• Reduced matching: In a limited number of cases, some grantees may be eligible for an exemption from part of the statutory matching requirement.

Partnerships that meet the eligibility requirements under the GEAR UP regulations at 34 CFR 694.7(b)(2) may request waivers in their applications for funding, and their budgets must reflect the reduced cost share levels. As with all grantees, GEAR UP grantees that are eligible for this waiver are held to the amount of match indicated in their applications.