RFA Questions and Answers (Part 1 of 2).pdf

RFA # S-58100-00008392 – Integrated Community Partnership Grants Q&A

ODE RFA Q&A Page 1 of 6

RFA # S-58100-00008392 – QUESTIONS & ANSWERS (PART 1 OF 2)

INTEGRATED COMMUNITY PARTNERSHIP GRANTS

Date: 10/24/2023 Single Point of Contact: Ufemia Castañeda Phone: 971.208.0432 Email: Ufemia.castaneda@ode.oregon.gov

Question Response

1. Where can I locate the RFP? The RFA can be accessed through the OregonBuys system, under the listing: S-58100-00008392.

2. What is the grant amount? Grants may be awarded in amounts up to $300,000. The total number of grants awarded will be impacted by applications throughout the state, as well as the amount requested in the top-scoring applications.

Partnerships

3. In the RFA, districts are listed under the partnerships definition. Can a school or school district be an eligible partner for a nonprofit applicant? Does this include partnerships with individual schools?

A school or district cannot be a fiscal partner of this grant – they can’t receive pass through funding from the community partner or funding through this grant. Fiscal Partnerships must be between applicants who are listed eligible partners for this grant (Community-Based Organization (“CBO”);

Culturally-Specific Organization (“CSO”); Early learning hub or an early learning provider;

Education Service District (“ESD”); Tribal Nation; or Consortia of the above eligible entities).

The letter of support outlined as an application requirement demonstrates a collaborative and communicative relationship between school(s)/district(s) and the Applicant.

4. Can we as a vendor submit the grant application without an Oregon partner?

A partnership with Oregon schools is a requirement.

5. Can we reach out to community-based organizations to explore partner opportunities?

Your company can absolutely reach out to other organizations to explore partnerships.

6. What is the best way to approach ESDs to introduce our company and advise them that we would like to partner on the grant?

The state is not in a position to guide vendors as to how to approach finding folks wanting to use their services.

https://oregonbuys.gov/bso/

ODE RFA Q&A Page 2 of 6

7. Does the “authorized contact” on page 2 of the Application form refer to an authorized signer or just the best point of contact for the Application process?

“Authorized Contact” means someone who has the authority to apply for grants and is the point of contact for the grant application. When it comes to signing the Grant Agreement, that will be the person authorized to sign on behalf of the organization.

8. We are trying to expand our community after school program for grades 1-8. We work closely with elementary and middle schools. Should we plan to apply with them?

Or is our ongoing relationship and coordination with them enough to be eligible?

Applicants will not be applying with school districts. However, there will be a requirement that applicants demonstrate how they have or are developing a collaborative partnership with local schools and/or districts as part of the eligibility requirements. Please submit a Letter of Support. In this RFA a “Letter of Support” refers to a document between the Applicant and school(s) or district(s) demonstrating support of the Applicant and their Proposed Project.

Eligibility

9. Are nonprofit 501(c)(3) community-based organizations eligible to apply if they already have an active grant open with the Oregon Department of Education in a different grant category or department?

Yes, nonprofits may apply, even if they have other active grants with ODE.

10. I am assuming that funds can be used to create a program that incentivizes attendance among families and their children?

The use of incentives should be evaluated to determine how these help students to feel a stronger sense of engagement and belonging in the school. For example, lunch with the principal can be relationship building in ways that stars on a chart or certificates may not.

11. For culturally responsive org do these need to be nonprofit or are all organizations available?

Culturally Specific Organization LLCs may apply if they are in partnership with a non-profit organization, and the non-profit organization is the lead/fiscal entity. Like all eligible entities, applicants are required to share a Letter of Support from a school and/or district(s) of their work and their proposed Project.

12. We are a charter school within the School District...Is our school considered an eligible entity to apply for this grant?

Eligible recipients of this grant include:

-Community-based Organizations -Culturally Specific Organizations -Education Service District -Early Learning Hubs and Early Learning Providers -Tribal Nations

ODE RFA Q&A Page 3 of 6

-A consortia of the above eligible entities

ODE Relationship

13. How important is it to build a relationship with ODE prior to funding?

No prior relationship with ODE is required prior to applying for this Grant. Ongoing relationships are important to ODE staff. This grant will provide ongoing opportunities for learning and collaboration with grantees and ODE personnel.

14. If we already have the ODE grant, for example serving BIPOC students 1-5 grades.

If we serve middle school students, they are not the same. Do they not need to be in the same age group, how different can they be?

If you hold one grant, you can also hold another one to do another body of work to expand upon the work that is covered in the first grant.

Submitting Applications

15. What information is needed when I submit my application?

Please submit your application directly to ufemia.castaneda@ode.oregon.gov We ask that you place the grant information in the subject line (58100-00008392).

Be sure to attach all necessary documents. If possible, multiple files should be compressed (zipped) into a single folder for submission.

16. How many awards are expected to be awarded?

Grants may be awarded in amounts up to $300,000. The total number of grants awarded will be impacted by applications throughout the state, as well as the amount requested in the top-scoring applications.

There will be at least 13 grants awarded statewide.

17. An organization that serves 4 communities.

Can they apply for more than one application?

The organization would complete one application and would identify the four communities that would be served.

18. If an organization serves a focal student group but it's a small number of students served annually (maybe 25 youth) because of the depth of services needed by this population, would that still be a competitive application?

This grant seeks to fund organizations of all sizes and encourages organizations that focus on specific focal student groups to apply.

Funding/Budgeting

19. Is the funding amount per year or for the biennium?

The total funding will be for the remainder of the 23-25 biennium, ending June 30, 2025.

20. Will monies be distributed upfront, or will it be by reimbursement?

This grant will utilize a quarterly disbursement model. Funds to be expended over the biennium will be divided by the remaining quarters in the biennium with equal disbursement amounts. All mailto:ufemia.castenada@ode.oregon.gov https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-58100-00008392&external=true&parentUrl=close

ODE RFA Q&A Page 4 of 6 funds expended must align with the budget that is developed with and approved by ODE at the beginning of the grant cycle.

21. Will this be a reimbursement grant, or money up front for programming?

This grant will use a quarterly disbursement model.

The Project may request up to $50,000 of their first year’s Grant Funding for Project Startup Costs, summer programs and/or building capacity for the 2023-2024 school year, based on a demonstrated ability and need to implement the strategies provided in the Plan. Such a request shall be subject to Agency approval and conditions.

22. How will the program ensure funds are not used to supplant direct LEA educational funds to support district personnel. How flexible will these funds be in terms of serving youth and families.

A school or district cannot be a fiscal partner of this grant. The primary uses of these grants are for non-school districts that support students in their community (please see list of eligible entities within the RFA). These funds are intended to be used in a way that addresses the root causes of chronic absenteeism through both direct service and capacity building Strategies.

23. When would grant dispersal begin? What is the timeline?

After a fully executed grant agreement is completed. We anticipate grant agreements will be executed at the end of January 2024.

24. What can the funding be used for? What can the funding not be used for? What will make your grant application more competitive?

Competitive grants will utilize a targeted universalism approach, with additional support and/or consideration for addressing root causes of chronic absenteeism by specific focal student groups, such as students experiencing houselessness. Projects must include direct service strategies and capacity-building strategies (please see RFA section 2.4.4.).

Budget plans for grantees will be reviewed with ODE personnel prior grant agreement execution to address any concerns around allowability of services listed in the budgetary plan.

25. Can contractors be hired to support the work?

This may be possible, based on the type of contractor that will be used and the services provided. This would be determined by the grantee’s plan and approved budget, developed in collaboration with ODE.

26. How do we represent the budget in the grant application?

It is part of the Project Activity Table. You can add as many additional rows as you need.

ODE will do a more in-depth budget review and

ODE RFA Q&A Page 5 of 6 approval process prior to grant agreement execution with grantees. This application does not require an itemized list. This application was designed to be as approachable for the whole state as possible.

27. This grant is for the 2023-2025 biennium.

Does that mean that we can apply funds starting in July 2023, or will program costs be available after we receive the grant?

Expenses can be retroactively reimbursed as long as they are incurred after the effective date of the agreement. The effective date of the Grant can be dependent on many factors and the Procurement Officer assigned to the project will work with each awarded applicant to determine the effective date of their Grant

28. Will estimated cost include in-kind support? In-kind support can be explained in the Project Description & Overview narrative section proceeding the Project Activities Table.

29. Does the grant cover all general operating costs or just project fees?

The Grant funds should be used for the costs associated with implementing the Project. For Indirect/Administrative costs, please see Attachment A - Proposed Grant Agreement.

30. What is the official start of the grant period ending June 30, 2025?

The grant period will begin as soon as grants are executed. This is anticipated to be at the end of January 2024.

Grant Outcomes and Reporting

31. What does the reporting process look like, specifically around Capacity building? Will there be student specific reporting as well as activities?

We will provide templates for reporting. Reporting will connect to Applicant’s Project Outcomes and Strategies.

We will not require reporting on identifiable student information, and we do want to ensure Projects have an impact on students. We will work with Grantees to identify an appropriate level of reporting, based on student participation size and other identifying information to protect students’ safety.

32. Can you talk more about Targeted Universalism?

Part of the guidance is from the Office of Education Innovation and Education and the Integrated Guidance (IG). The concept is that universal strategies and systems that support all students as an overall goal, with focused supports for specific groups of students. Essentially, when supports are created for focal student groups that can be accessed by all, then all students benefit. There is a whole section on targeted universalism in the IG.

ODE RFA Q&A Page 6 of 6

Example:

A universal goal is for all students to be regular attenders (engaged and present at school more than 90% of school days). Engaging with students, families and staff, exploring disaggregated data and conducting a strength and needs assessment may also require that more specific goals and strategies are created that support specific focal student groups in accessing meaningful education.

33. Can you please talk about the reporting requirements? I am gauging staff capacity, and the time commitment and overall content of the report impacts that.

Grantees will complete a quarterly report on specific Outcomes from their Project. Within the Quarterly Report, Grantees will submit an expenditure report. We want to make this grant as accessible as we can, and will take the reporting requirements into account with this in mind.

Application Scoring

34. Is there a scoring rubric for grant selection?

What are the sizes of the grants and number that will be awarded?

A copy of the scoring rubric can be found in the RFA, Section 4. Grants may be awarded in amounts up to $300,000. The number of grants awarded will be influenced somewhat by the amount requested by the top-scoring applicants. There will be at least 13 grants awarded statewide.