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Adult and Community Learning Services (ACLS)

FY2022: Fund Code 587 — AE Services Planning Grant. Questions & Answers (Q & A)

  • Additional questions may be submitted for posting through Friday, January 28, 2022, to Derek.Kalchbrenner@mass.gov and all answers will be posted to the Adult and Community Services Funding Opportunities webpage.


Questions from the Bidders' Conference on January 21, 2022

Q.1. What is the reimbursement rate for a Pay for Performance completion and placement?
A.1. It is $2,500 for a completion and $1,000 for a placement.

Q.2. How many organizations are currently funded through Pay for Performance?
A.2. Two.

Q.3. Do we know what level of funding will be available for Pay for Performance in FY23?
A.3. Based on our current thinking it is $5 million over three years, but it has not been confirmed.

Q.4. Is there any restriction on who we can serve through pay for performance?
A.4. It would depend on the contract. Applicants can look at the current target population to get an idea of the future population.

Q.5. Are we allowed to apply for more than one planning grant?
A.5. Yes.

Q.6. What are the restrictions on spending?
A.6. Please consult the Fund Use section of the RFP. Food and beverages are not allowed.

Q.7. After submission, when will programs be notified that they have been successful so they can write the grant?
A.7. This grant does not have an accompanying implementation grant. Implementation RFPs for all of the services in this RFP will be released in the summer and fall of FY 2023.

Q.8. Does the five-page limit apply per planning grant request or per applicant?
A.8. It is five pages per proposal.

Q.9. Is there a Match requirement for this planning grant?
A.9. No.

Q.10. The budget narrative is narrating the planning phase only, correct? We build the budget for program implementation during the planning phase?
A.10. This planning grant does not have an accompanying implementation phase. The budget narrative is only for the planning grant.

Q.11. In the past separate planning grants for each potential employer partner were required. Would that still be the case or could we include multiple employer partners in a single planning grant application?
A.11. Either separate or combined proposals would be acceptable. Applicants do not have to identified a business in order to apply for a grant. Applicants could submit a proposal to find a business that they don't currently have.

Q.12. In this time of Covid are there some fields that would get priority, such as first responders, CNAs?
A.12. This grant does not prioritize fields.

Q.13. Who can I contact to speak make sure I qualify? I have been approved as a vendor.
A.13. Please see the list of eligible agencies in the RFP. An agency does not have to be an approved vendor to apply for this grant. An agency also does not need to have received funding from DESE to be eligible. Eligibility for this grant is quite broad.

Q.14. A workplace education question: are there specific required activities for the planning grant? For example, in the past conducting a workplace needs analysis was required.
A.14. There are no specific required activities for this grant. However, there are some best practices in the workplace education planning process (like a workplace needs analysis) that applicants may want to incorporate into this planning process. This is designed to get agencies to the standards for providing a program that would be high quality and so it is probably advisable to imbed a workplace needs analysis in this planning phase.

Q.15. Will there be a CALC RFP for FY2023? (for funding to start in the fall of 2022?)
A.15. DESE does not have plans to release a CALC RFP for FY 2023. A CALC RFP is scheduled to be released in July 2022 for funding to start in FY 2024 (July 1, 2023 – June 30, 2024).

Q.16. Does DESE have a list of possible ESOL consultants to hire, if this is approved as part of planning grant?
A.16. DESE does not have a list of ESOL consultants.

Q.17. Can "costs to support an inclusive process to gather input from staff" include staff salaries who are working on planning?
A.17. The planning grant can cover eligible costs associated with planning. If staff are already getting paid, they could be give stipends.

Q.18. Will there be a "year 2" grant to help with implementation that goes beyond the planning?
A.18. There is currently no plans for any other RFP to complement this funding opportunity. The planning grant for new and expanded CALCs is to prepare applicants for the July 2022 release of the next five-year CALC RFP (services to start in FY 2024). Applicants should look at the end dates for current RFPs to get an idea of when proposals for services will be offered.

Q.19. Are you required to apply for this solicitation to be eligible to apply for the upcoming ABE Corrections solicitation?
A.19. No. This is true for all the services. Applying for any of them is optional. Applicants can respond to implementation RFPs when available.

Q.20. In the case of a CALC and CHOC designing a new joint program together, are they encouraged to apply for 1 planning grant or individual ones? And, similar to the question above, is there a list of ABE consultants available?
A.20. Either option would be acceptable. DESE does not maintain a list of ABE consultants.

Q.21. So if a staff is full time already, would we give that person a stipend to work beyond her 40 hours in order to plan this? Or hire a new person?
A.21. DESE cannot advise on this, but both stipends and new hires are allowable.

Q.22. If you are currently DESE funded to provide ESOL services are you eligible to apply for this funding?
A.22. An agency in this situation would be eligible to apply for a significantly expanded CALC.

Q.23. Would additional program components developed under this planning grant be able to be added to our FY23 continuation grant for ABE or would it be something to include in the FY24 open and competitive?
A.23. Yes. However, if there are costs associated with the additional components, there may not be ACLS funds to cover them in FY 2023.

Q.24. Can we use the funds in this grant for curriculum development and equipment although we are just planning the program and do not know that the program will be eventually funded?
A.24. Curriculum development could be an allowable cost. However, agencies should first determine the desirability, feasibility, and sustainability of a program before developing curricula. It is unlikely that planning funds would be granted for equipment purchases.

Q.25. Where do we go to read the Q&A on Funding opportunities?
A.25. The Q&A will be posted underneath the FY2022: Fund Code 587 — Adult Education Services Planning Grant link.

Q.26. Are IET programs paid by slot?
A.26. No. There is a grant range for IET. Applicants should look at the last RFP to see the range. The range will likely be higher in the next RFP.

Q.27. I am still stuck on funding for staff hours. We have full time staff who would be working on this, and their positions are not fully funded by other grants or state/federal funding sources, but we pay them as full-time staff and use philanthropy, etc. to fill in the funding gaps. Would we be able to use the planning grant to pay for some of their time?
A.27. We are not able to advise on this. Again, the intention is to provide extra funds for extra work. However, agencies should ask for funds that they need to cover their costs.

Q.28. Since there won't be a new CALC RFP to start in FY23, if one did a planning grant for a new CALC site, it would be to start in FY24?
A.28. Yes.

Q.29. What is the amount budgeted for the implementation grants?
A.29. That has yet to be determined.

Questions from the Bidders' Conference on January 24, 2022

Q.1. Single or double spaced on the written proposal?
A.1. Either is fine.

Q.2. If there is a gap between the end of this fiscal year and beginning of next cycle for Pay for Performance, will currently funded programs have the opportunity to apply for continuation funding to avoid a gap in services?
A.2. The current contract can not be extended to cover additional months beyond the date of the contract.

Q.3. It sounds like these grants are primarily for community colleges and community agencies?
A.3. The list of eligible agencies in the RFP. Eligible agencies include school districts, community-based organizations, correctional institutions, community colleges, public libraries, four-year colleges, among other eligible agencies and collaborations.

Q.4. I work for a school district. Would my school district need to partner with a community college to get a grant?
A.4. No. School districts are eligible applicants.

Q.5. Is there an obligation to apply for an implementation grant?
A.5. No.

Q.6. Is there a cap for Pay for Performance?
A.6. $30k is the maximum amount an applicant can request for this planning grant. Applicants should look at the last Pay for Performance RFP to get a sense of the amounts for services.

Q.7. Are any Memoranda of Agreement required?
A.7. No, not for this planning grant.

Questions sent to the Q&A as of January 24, 2022

Q.1. If agencies find during the planning process that a program is not feasible, can they opt-out from applying for implementation funds?
A.1. Yes. The intent of this planning grant is to determine the to determine the desirability, feasibility, and viability of a proposed new or expanded program.

Q.2. Can an agency apply for expanded Transition to Community College services?
A.2. No, this RFP is planning for new Transition to Community College services.

Q.3. Can workplace education include funding for pre-apprentice/apprentice training?
A.3. No, workplace education funding is for ABE and ESOL services for incumbent workers. Agencies could potentially apply for MassSTEP funding for a program to support a pre-apprentice/apprentice program. All MassSTEP Programs must include concurrent and contextualized adult education, workforce preparation activities, workforce training, and, for MassSTEP ESOL Programs, civics education.

Q.4. Does the timing work out so that the planning for this grant can apply to the next open and competitive for FC563—ABE grant? We can plan for a significantly expanded ABE program for FY 2023?
A.4. The purpose of grant program is to support capacity building and planning activities to prepare organizations to provide new and/or expanded services in FY23 and beyond.

Q.5. Can a correctional institution propose a collaboration with a local Community Adult Learning Center (CALC) and/or community college for HiSET credentialing and pathways to college?
A.5. A correctional institution can apply for a new CALC or a significantly expanded CALC (e.g., new site, newly offering adult basic education services or English for Speakers of Other Languages (ESOL), or an increase in program size of 50 seats or more annually), depending on whether or not the institution is currently funded.

Q.6. Is the Transitions to College funding listed for Transition to Community College Programs or can a CALC create some transitions to college classes, such as a transition to a Transition to Community College program or for people interested in a four-year program?
A.6. Eligible applicants for Transition to College funds are Massachusetts public colleges.

Q.7. Will collaborative efforts be considered?
A.7. Yes, particularly for MassSTEP, Career and Technical Education (Perkins V) in Correctional Institutions, and Workplace Education.

Q.8. Are currently funded DESE agencies eligible to apply for expand their ESOL program services based on demand?
A.8. A currently funded DESE agency could apply for funds to plan for a significant expansion of ESOL services, e.g., 50 seats or more annually.

Q.9. Can a community college apply for funds for a significantly expanded Transition to Community College Program?
A.9. No, these funds are for new Transition to College Programs.

Q.10. Under the planning grant part V. "Transition to College," Part III, #3 reads "Describe how your agency has reviewed the information provided at Transition to Community College to determine the desirability, feasibility, and viability of a proposed new program." Are we required to also respond to issues raised in the "Transition to College" RFP or just note how we have "reviewed the information" contained in the Transition To College RFP?
A.10. Applicants are required to describe how they reviewed the information to determine the desirability, feasibility, and viability of a new program.

Q.11. Are the initial narratives (5-page requirement) considered the "planning grant?"
A.11. There are three planning grant documents required for submission: Part I — General — Program Unit Signature Page — (Standard Contract Form and Application for Program Grants), Part II — Budget Details, and Part III — Required Program Information. The page limit for Part III is five pages.

Q.12. The first and second prompt for all of the topics (i.e. College Transition, MassSTEP, Pay for Performance, etc.) are the same. Should we respond to the prompts generically or specifically? In other words, just note experience and successes for all programs or experiences and successes for a specific programs (i.e. College Transition). And if generic, should we quantify successes or just mention?
A.12. We cannot advise applicants on what to write. A separate Part III is required for each proposal written. Applicants should respond to the prompts as they see fit.

Q.13. Will there also be a requirement of completing Deliverables in addition to the now required 5 page narrative and if so what will each Deliverable require? If the Deliverables are required will they be similar to the Deliverables required in the recent Perkins grant funding.
A.13. Awarded applicants will be required to submit a progress report by May 15, 2022. The progress report template will be provided to funded agencies.

Questions sent to the Q&A as of January 28, 2022

Q.1. For participant eligibility in the Pay for Performance, how is "basic skills deficient" defined? We run a workforce readiness program for women who have high school diplomas or equivalencies, but are unemployed or underemployed, living in poverty, and lacking the basic skills needed to enter the workforce, including: employability skills, arithmetic, and the ability to read and gather information from what is read. Would they be eligible as basic skills deficient?
A.1. Yes, these individuals would be eligible and are considered "basic skills deficient" because they still need the literacy, numeracy, and workforce readiness skills for employment and economic self-sufficiency.

Q.2. For Pay for Performance, are general workforce readiness certifications that are recognized by area employers acceptable for component 2? Our participants all take the National Workforce Readiness Exam and receive National Workforce Readiness Certificates. Participants also receive a graduation certificate from Training & Workforce Options, a collaboration between two local community colleges. Would either or both of these certifications qualify for the Pay for Performance component 2?
A.2. Yes, both of these certifications would qualify for the Pay for Performance component 2.

Q.3. The 2020 Integrated Education and Training/Integrated English Literacy and Civics Education (MassSTEP) RFP says implementation grants were from $30,000 to $80,000. Do you think this will increase?
A.3. The exact amounts for FY 2023 MassSTEP grants have not been determined yet, but the grant size range will most likely increase.

Q.4. Is Home Health Aide (HHA) considered an acceptable training for MassSTEP? If so, must they receive ESOL instruction or can it be direct job training?
A.4. No, Home Health Aide training alone is not allowable for MassSTEP. However, Home Health Aide training is allowable as part of a Certified Nursing Assistant program. MassSTEP services must include concurrent and contextualized adult education, workforce preparation activities, and workforce training. MassSTEP ESOL programs must also include civics education.

Q.5. Can the grant fund job coaches and educational and career advisor positions?
A.5. Yes, job coaches and educational and career advisors could be part of a planning process. Please keep in mind that this is a planning grant and not a direct services grant.

Q.6. Can ESOL and HiSET students who are preparing to enter training be supported with preparation services such as educational and career advising and coaching under this RFP?
A.6. No. This is a planning grant to determine the desirability, feasibility, and sustainability of various adult education services. It does not include any direct services to participants.

Q.7. The timeline is very short for staff for this planning grant. Our agency doesn't want to double dip on any positions. Stipends really aren't supported by ACLS at the director level as we know. Our directors are exempt positions according to the tax code. What do you suggest if they are doing this work?
A.7. We cannot advise on this question.

Q.8. Are Mass Step or Pay for Performance programs required to offer a minimum number of seats?
A.8. No, there is no minimum number of seats for either MassSTEP or Pay for Performance.

Q.9. All of our clients are referred to us by agencies that already provide extensive case management. For the Pay for Performance grant, is it acceptable to simply make sure we have systems in place to provide clients' case managers at other agencies with thorough information and to make sure that we are in communication with them and well informed by them, rather than doubling up on their work by adding our own thorough case management support?
A.9. Lead agencies are responsible for obtaining sufficient and accurate information about students' academic and work-readiness skills and barriers in order to inform personalized instruction. While it is acceptable to partner with other agencies to provide services for the Pay for Performance contract, ACLS would need more details about the partnership for approval.

Q.10. Will the Pay for Performance bid prioritize agencies that are designed to ensure that nearly all or as many as possible of their clients achieve all three outcome tiers? What if an organization provides workplace readiness training for people who might not choose a job certification as the next step on their career path, and applies knowing that only a percentage of clients will even try to achieve the certification outcome. Would that organization be less likely to be funded than an organization designed to funnel all clients through all three outcome tiers?
A.10. The components of Pay for Performance were designed as an integrated whole, and students are expected to complete all three outcome tiers. However, the exact criterion for each component is subject to change in the future round of funding. The upcoming contract may or may not require entities to provide Industry Recognized Credentials for a Component 2 outcome, but completion of a sufficiently rigorous work-readiness training program. For this planning grant, ACLS will consider all applications that will use these funds to determine their viability to provide a Pay for Performance program.

Q.11. For Pay for Performance, if a client participates for more than 11 days, does not earn a qualifying certification, and then obtains and stays over 30 days in a job that is related to the training received from the organization and pays over $16.25/hour, would the organization receive reimbursement payment for both outcomes achieved (component 1 and component 3), or only for component 1?
A.11. No, Pay for Performance students must complete Component 2 to be eligible for the Component 3 payment.

Last Updated: February 7, 2022

 
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