0211-QA- Child Care Mandatory and Matching Funds of the Child Care and Development Fund

Frequently Asked Questions:

FY18 Child Care Resource &Referral NOFO  18-444-80-0211-01

April 5, 2017

1. Can you clarify the due date? #17 lists April 27, 2017 but 1a under Submission the due date is listed as April 29, 2017.

  • The due date is Saturday, April 29, 2017. The NOFO has been corrected.

2. Is there a Program Risk Assessment (PRA) posted that is associated with this application?

  • Yes, there is a PRA associated with the FY18 CCR&R NOFO. Please go to the link listed below. The PRA is it listed in the Programmatic Risk Assessment column of the CSFA number 444-80-0211. http://intranet.dhs.illinois.gov/oneweb/page.aspx?item=92470

3. Prior to submitting the Budgets for FY18, will we receive a predetermined breakdown of CCAP, CORE (Provider Services), and QRIS as in past years? Or are we to determine these based on projected need/cost?

  • Applicants are to establish and submit a budget for each program area (CCAP, CORE and QRIS) based on the projected need within the estimated available funding for the particular Service Delivery Area.

4. Do I submit a separate budget for each program area?

  • Yes, applicants will submit a separate budget and narrative for CCAP, CORE and QRIS services.

5. Do I submit a separate Program Plan for each program area?

  • No, the Program Plan addresses all the CCR&R service program areas.

6. Are there any budget categories that aren't applicable to CCR&R services?

  • Yes, Budget Category 8 - Construction and Budget Category 10 - Research & Development.

7. Can you define "Provider Services"?

  • Provider Service activities is a deliverable within the Core program area. It is funds, within the Core program area, set aside to enhance the professional development of individual child care practitioners, improve program quality, and improve the quality of care given to children.
  • Please refer to the following sections in the FY18 CCRR Program Manual for details:
  • Section 1, #7 second dot point
  • Section 2.3.7.b

8. Where would the Provider Services amount be noted on the budget?

  • On the Core budget, use 15 A - Grant Exclusive.

9. a. Under #15 Restrictions on Indirect Costs on the NOFO, can you clarify "indirect cost may not be charged against Provider Services (Core Program Area)? Does this mean that no Indirect Cost can be charged against any portion of the Provider Services (Core Program Area) or is this applicable to a portion that is either pass through in the form of program/quality improvement grants or some other department designated area?

  • The term "Provider Services" refers to a specific contract deliverable (Section 2.3.7.b), not the entire Core program area. As noted in 2.3.7.b -1d, "No administrative or other expenses shall be budgeted / charged against the amount for Provider Services Grant Opportunities. All funds shall be used for grant award payments to child care providers."

b. Could you please provide some insight into why this restriction is in place? The Core Program Area has the same direct expenses as the CCAP and QRIS areas and therefore shares in the use of the indirect costs too.

* Again, this only refers to the budgeted amount for Provider Services within the Core program area.

10.  In reference to 2.1.6 (d) 2 and 2.3.5 (o), is the "annual distribution" required to be a hard copy distribution and mailing or can it be electronic (with the option to request hard copy to be mailed)?

  • This is a decision that the applicant can make. The plan should be clearly noted in the applicant's Program Plan.

11.  In reference to 4.3.3 bullet point 3 of the CCR&R Program Manual, will the "comprehensive background check" be the responsibility of the host agency or that of the State?

  • The noted citation references a specific requirement for a specific job position, the License Exempt Child Care Provider Monitor. Ideally, the background check will be conducted prior to completion of the training and it will be paid for by IDHS as a supportive service.

12.  In reference to 2.1.4 (h) 6c, individuals will be required to "maintain files and enter data in the format and timeframes specified by the Department". Has the database been established and if so, do we know the minimum specs for the computers these individuals will utilize? These requirements will assist in making the most accurate projection of technology and equipment costs for year one.

  • No further information is available at this time; however, the database/system used will coordinate with other system requirements noted in the FY18 CCR&R NOFO.

13. On the Notice of Funding Opportunity: in reference to 5 (B) 5, it states the awarded agency is to "conduct a minimum of one on-site monitoring visit to all CCAP Approved License Exempt providers by November 19, 2017". As I read that, it sounds as if we are to advertise the new position (preferably in partnership with the FCRC), identify the new LE Monitor team, conduct a comprehensive background check, fully train each monitor, and visit all LE providers within the Service Delivery Area between July 1 and November 19, 2017. Is this accurate?

  •  Applicants responding to the FY18 CCR&R NOFO will not advertise for this position. This position is part of an employment and training program initiative of the Department of Human Services for TANF and SNAP program participants. Candidates for this position will be recruited and screened through the FCRC offices. Initial training will occur prior to being referred to FY18 CCR&R agencies for hire. Additional training (e.g., agency orientation) will be required by the CCR&R Agency. The expectation, per the FY18 CCR&R Program manual - and determined by the CCDBG Reauthorization, is that at a minimum one on-site visit to each CCAP approved license exempt provider will be completed by November 19, 2017.

14.  The program manual on page 18 section 4.3.3 dot point 1 says the monitor has to be pre-screened and referred by the FCRC / Employment and training liaison staff. Do all hires have to come from the FCRC? If I advertise with FCRC in addition to my usual advertisement does that satisfy the requirement or do they have to come from FCRC?

  • Yes, all candidates for the License Exempt Child Care Monitor will be referred from the FCRC.
  • Applicants for the FY18 CCR&R NOFO do not advertise for this position. This position is part of an employment and training program initiative of the Department of Human Services for TANF and SNAP program participants.

15.  In FY18 we are to use the Personnel Tab of the Budget Template and will not receive a separate Personnel Matrix, correct?

  • Applicants are to use the provided templates attached and/or linked to the FY18 CCR&R NOFO.

16. NOFO states that a completed application packet needs to contain a budget and narrative. However at the bottom of the NOFO under mandatory forms it states that the budget template is for determining expenses and will not be accepted that the information needs to be completed in the CSA. So how does this work? Do you need this electronic copy with the application packet or are we really only doing the CSA. I guess I'm wondering because I don't want to type all my staff into it twice (once on personnel page and once on fringe page) if I don't have to. Also, is there a separate personnel document like FY17?

  • Applicants are required to submit a written budget and narrative with the NOFO application pack. The budget template is attached to the NOFO notice to assist in determining expenses. The PDF format of the budget will be accepted for the NOFO application review.
  • Once a final budget is determined, it must be completed in CSA.
  • No, there is not a separate personnel document for FY18. Applicants are to use the statewide forms.

17. Per the FY18 CCR&R Program Manual under operating hours/accessibility (2.1.3. f), the CCR&R agency shall follow the State Holiday schedule. Exception requests must be submitted and approved by IDHS. Could you tell us what would qualify as an acceptable exception?

  • For FY18, applicants will be required to follow the State holiday schedule. Should an applicant want an exception to the stated schedule, they would need to make the request and provide rationale as to why they are making the request. For example, if an applicant is housed at a college or university, they might request an exception for additional closure during Christmas due to the fact the campus closes during break. The applicant has to explain the need for the request. If an applicant makes such a request, IDHS staff will review and either approve or deny.

18.  The NOFO (B. Funding Information) indicates "Budget proposals and narratives will identify a three year spending plan with outcomes and impact described over the three-year period, but new budget, updated narrative and grant agreement is required annually". However, the budget template only is for 1 year. How do I address the three year spending plan?

  • Applicants submit a budget on the budget template for FY18.  Applicants should address the 3 year plan via the program plan under Budget section.

19.  This proposal is due on a Saturday?

  • No, thank you for bringing this to our attention.  Because the due date was Saturday, proposals will be accepted through midnight May 1 in observing federal rules.

20.  Please expand/clarify the process for recruiting /selection of the License Exempt Monitoring Position.

  1. This position is part of a dual employment and training program initiative of the Department of Human Services for TANF and SNAP program participants.
  2. Candidates for this position will be recruited and screened through the FCRC offices., and undergo a second intensive screening by DHS Employment & Training staff.
  3. Selected candidates will participate in an intial three day training covering Health & Safety, Child Development topics, critical skills training as well as submit to background checks.
  4. Successful candidates will be matched and referred to a CCR&R agency based on geographical location for an interview and consideration for hire by the CCR&R.
  5. CCRR will conduct the interview process.

21. Is there flexibility to expand the potential pool of candidates for the license exempt monitor positions?

  • Priority will be the TANF and SNAP candidates from the dual employment and training program. Dependent on the results of the initial recruitment efforts and interviews, the Department will work with the CCR&R to explore other options.