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Questions and Answers on the State Adult Literacy and Basic Education RFP

In question #3, references to the maximum individual award were changed from $175,000 to $200,000 on 4/1/08.

Question 1:

Are public school districts and BOCES eligible to apply?

No.

Question 2:

Can programs still use the READ and the ESLOA?  I thought they were no longer allowed.

No, the READ and ESLOA can not be used.  That language has been removed from the RFP.

Question 3:

Under the section titled IV Funding Considerations in the ALE RFP Application Guidelines, it states "The maximum individual award is $200,000 per year."  We were hoping to submit two separate proposals from two different programs, one focusing on ESOL and the other on BE and GED for a general adult population as well as for a deaf & hard of hearing group of adults. Each of the applications would likely be for the capped amount of $200,000. Is it permissible to submit two applications from the same institution that will total more than the $200,000 cap? [References to the maximum individual award in this question were changed from $175,000 to $200,000 on 4/1/08.]

Yes, but the services provided cannot duplicate or enhance services provided to existing students. 

Question 4:

If we have to rent space (away from our office) specifically for this program, would that be an instructional cost or an administrative cost?

Programs may rent space for instructional purposes.
 
Question 5:

Is classroom rent an instructional cost?

Classroom rent is an instructional cost.

Question 6:

Is the one-page Proposal Abstract considered part of the 10 page limit on the narrative?  Or is the one page Abstract separate from the 10 page limit?

The abstract is not part of the 10 page limit.  The abstract must not exceed one  page.
 
Question 7:

Is counseling and case management time spent to help participants achieve NRS core outcomes an instructional cost?

Counseling and case management costs are not considered instructional costs.

Question 8:

You indicate in the RFP that "providing staff development to a corps of volunteer tutors is considered an 'instructional service.'"  What about providing ongoing staff development and supervision to one's paid professional staff: is that considered an "instructional service'?

Staff development is an allowable instructional cost. Staff development costs that can be considered instructional include: salary of the staff developer, time of the   instructional staff to attend the staff development activities and substitute teachers.

Question 9:

On page 4 of the Application Form, in Section 7 Program Budget, it says that 90% of the budget must be instructional costs. Are any of the following instructional costs:

• counseling and case management time spent to help participants achieve NRS core outcomes
• classroom rent
• administrative staff salaries used to track, document and enter NRS outcomes
• time spent by an employment counselor to track and document NRS employment core outcomes
• time spent by an employment counselor to help participants reach job retention outcomes
• academic coordinator's time spent on curriculum development incorporating scientifically based research
• academic coordinator's time and teaching staff time spent on incorporating scientifically based research into the classroom
• academic coordinator's time and teaching staff time spent on staff development on NRS outcomes and reporting
• supervisor's time spent on direct classroom observation, and discussing the       results of that observation with the teacher

All the above-captioned activities can be included in the application. However, it   is the intent of this RFP that 90% of the funds in any award are devoted to classroom instruction in GED preparation, adult basic education or English language learning. Only those costs related to pre and post testing and tracking clients to document NRS outcomes as well as direct supervision of instructional staff are considered instructional costs.

Question 10:

For those professionals on our staff who are not classroom teachers -- counselors,   language workshop coordinator, program director, instructional supervisor -- who, as part of their work responsibilities, do pre-and post-testing of students, provide curricular    development, and, in the case of the program director and instructional supervisor, do ongoing staff development and supervision, can we charge a portion (appropriate to the amount of time they do these activities) of their salary, benefits, and space use as part of the 90% of budget applicable to 'instructional services'?

90% of the funds must be used for classroom instruction in GED preparation, adult basic education or English language learning. Only those costs related to pre and post testing and tracking clients to document NRS outcomes as well as direct supervision of instructional staff are considered instructional costs.

Question 11:

On page 6 of the Application Guidelines, it lists the "allowable instructional expenditures." Is this the same thing as "instructional costs?"

Yes, see above for specific information.
 

Question 12:

Is the NYSED Indirect rate 2.6% for community based organizations?

Yes, unless a CBO has requested a change to the rate. 

Question 13:

Will any priority be given to programs that have at least 60% of their participants   at ABE and ESL levels 1 and 2?

No.
 
Question 14:

On the Program Component Worksheet on page 5 of the Application Form, if we have Family Literacy activities in our ESL and ABE classes, without having them be a part of a traditional four component family literacy program, do we list those students under ESL or ABE, AND then list them again under Family Literacy?  Or do you want an unduplicated count on that page?

The Program Component Worksheet should only reflect an unduplicated count.
 
Question 15:

On the Program Component Information Sheet on page 6 of the Application Form is it allowable to list Instructional Type and Level and then give a total.  For example:

            Program Type:

                ESL NRS 1
                ESL NRS 2
                ESL TOTAL

            Or would you prefer to just see the total for ESL without having it broken down into levels?

The RFP asks only for the total served in ESL.
 
Question 16:

Do we need to include copies of all the assurances attached to the document, or is the Executive Director's signature on the Cover Page sufficient for satisfying the Assurance section on the Application Checklist?

Applicants must include both copies of all the assurances and the Executive Director's signature on the Cover Page in their application.
 
Question 17:

Will an agency's previous performance be a consideration in this RFP?

No, prior performance is not used as a rating criteria for this RFP.
 
Question 18:

In the Page Limits and Standards section of the Application Instructions, if paragraph headings take up more than one line, can they be single-spaced?

Yes.

Question 19:

In the In the Page Limits and Standards section of the Application Instructions, regarding the use of graphs: do the axis labels, legends, subtitles and other labels have to adhere to the 12 point font size requirement?

No.
 
Question 20:

In the Page Limits and Standards section of the Application Instructions, are the graph axis labels, subtitles and other labels required to be double spaced?

No.

Question 21:

Do graphs have to stand alone with a double space between them and the rest of   the text, or can they be embedded in the text?  For example is it acceptable for a grant to   take up the lower left hand portion of the page, and for text to be on the lower right hand corner of the same page?

Yes.
 
Question 22:

Do CBOs that are now, and have been in the past, receiving contracts and grants from SED need to submit a Vendor Responsibility Questionnaire and a Payee ID Form?

Yes.

Question 23:

You indicate that we don't need to count the FS-20 as part of the ten pages of the proposal; do the budget narrative pages count in the 10 page limit?

No.   

Question 24:

Are space rental costs for classrooms where the classes will be held count as an      instructional cost or administrative cost?

Classroom rental is an allowable instructional cost.

Question 25:

On the budget, how should we indicate what are in-kind costs?

The ALE RFP does not require applicants to describe in-kind costs.  Do not           include any in-kind costs on the budget.

Question 26:

How many hours do you consider to be full time equivalent (FTE)?  Is it acceptable to designate a number such as 30, 35 or 40 hours as FTE?

An agency determines the hourly value of an FTE but it is expected that a full       time equivalent is at least 30 hours per week.

Question 27:

How important is advertising considered for the proposal?  Do you expect more than 2-3 ads placed in area newspapers?

Advertising is not a required expenditure but is an allowable expenditure.

Question 28:

Is the salary of the program coordinator of the ALE project considered to be an instructional cost?

It is an allowable cost if the program coordinator provides instruction or provides direct supervision of instruction.

Question 29:

If we must rent classrooms for any site, is the rental cost considered instructional costs or indirect costs?

Classroom rental is considered an instructional cost.

Question 30:

Do you have an upper limit for fringe benefits?

The fringe benefit rate is determined by the agency using appropriate and acceptable accounting practices.  All expenses charged to the grant should be appropriate and reasonable.

Question 31:

For this proposal, is there any difference between a consortium and collaborating partners?

No.

Question 32:

Must the applicant, who is the lead organization, provide classes on their site if the program is providing instructional classes at partnering sites?

No, offsite instruction is allowable.

Question 33:

Is there a minimum number of hours per student for instruction that is expected?

No.

Question 34:

Are there minimum qualifications for instructors?

No, but teachers must receive at least 10 hours of staff development per year.

Question 35:

Does the ALE RFP give “bonus” points for Family Literacy programs similar to the WIA RFP?

No, programs which provide family literacy will not receive bonus points in the ALE RFP.
 
Question 36:

Is there an attachment similar to the NYS Performance Target chart on page 4 of 11 in the application guidelines?  If so, where can I download the attachment?

Applicants can copy the format of the Performance Target chart below for submission of the applicant’s targets.

Question 37:

At the top of page 4 of the Application Form, it says that the targets on the Performance Target Worksheet must be consistent with the NYS 2007-2008 targets.  However, I can't find a Performance Target Worksheet to complete.  Has one been included?  Or should we describe our targets in the narrative?

Agencies may create a chart similar to the one in the RFP which identifies the applicant’s 2008-2009 targets. The 2008-09 targets for gain have now been negotiated and are attached at the end of the Q and A.  Agencies should use the 2007-2008 follow up measures as a guide for 2008-2009 when setting follow up goals.  See below: