Questions submitted regarding RFA
Request for Applications—Adult Education Providers 2017-2018
Sent: Wednesday, October 19, 2016
1. Does a program have to submit intent to apply?
Programs that have not given intent may still submit applications for funding.
Sent: Wednesday, November 23, 2016
2. How do we calculate the funding in our RFA? What happens if only 20 programs apply?
The total funding for 2017-2018 to be allocated for providing Adult Education Services statewide is estimated to be approximately $8,474,000 (plus an additional $210,000 for Integrated English Literacy and Civics Education). However the State portion of the allocation ($5,115,000) might be reduced in the upcoming legislative session due to New Mexico’s current budget crisis, and the Federal portion could be reduced due to the Congressional sequester. We will know the amounts of both State and Federal allocations in June, 2017.
Individual program funding allocations will be distributed equitably after the awards are granted. Funding amounts will be determined based on the funding available, number of programs selected for awards, statewide and community need, the anticipated level of service to be provided, the anticipated quality of service likely to be provided (based on past performance), and cost efficiency.
3. Will audits be provided before we submit the RFA or will HED just keep the data?
Applicants are expected to submit certified financial statements/or independent audits for a minimum of the most recent two years with the RFA.
4. It asks for 2 years of program performance data – specifically what data are you looking for? What is the difference between the performance data and demonstrated effectiveness?
A minimum of 2 years of performance data must be provided to demonstrate effectiveness, the threshold requirement for provider eligibility. The data should support the criteria enumerated under Section 2. Demonstrated Effectiveness.
Data should be included in Section 7. Also include in Section 7 any other data to support responses to items in Section 3.
In Section 3. Funding Application Narrative, applicant should refer to data (provided in Section 7) and cite research when it would be helpful to support any responses.
5. Our brick and mortar site is in Cibola County but we serve students from other Counties and regions, do we include those other counties in this answer?
Respond by selecting the counties in which you intend to provide services. The addresses of the students are not relevant for this question.
6. If yes and the other counties are located in another WFS region will we have to make our RFP follow more than one regional plan?
Yes—the services you provide should be aligned with the WIOA plan for the region in which you provide them. Your application will be reviewed for alignment by each region in which you intend to provide services.
7. At one time Cibola County was part of Valencia County. Several of our students who now reside in Cibola County are being placed in Valencia County by LACES. I have mentioned this several times over the years but nothing has changed. Since Valencia County is in the Central WFS region will I have to use the Central Regions plan in developing my RFP even though it is a glitz in the system?
If your program is not providing services in the Central Region, you need not align your services to that region’s plan.
8. What is “progress toward milestones”?
If the eligible provider uses student performance measures other than NRS pre- and post-testing (for example, other assessments (other than NRS-approved), competency based performance measures) for which the provider has systematically set milestones by which to measure skill gains, then progress toward those milestones may be reported in the RFA as evidence of program effectiveness.
9. What is “passing technical/occupational knowledge based exam”? What are these exams? Work Keys?
That means passing an industry-recognized certification exam required for a particular occupation, such as Certified Nursing Assistant, Emergency Medical Technician, Certified Commercial Pilot, etc.
WorkKeys could be “progress toward milestones.”
10. How is “evidence of continuous program improvement” defined?
Over time, the provider’s data show a trend of improving student outcomes.
11. There is a total of 480 possible points. How are the points to be given?
The points are assigned to each item in Section 3. They total 480. They will be assigned by application readers according to a rubric to be published on the NMHED website on December 1, 2016.
12. Do “cooperative arrangements” have to be formalized MOUs?
They must be verifiable. Either by MOU, or NMHED may interview organizations with which the applicant has cooperative arrangements.
13. What if there is no local one-stop? There are all sorts of issues involving one stops.
The information that there is no local one-stop should be included in the narrative, along with information about the location of the nearest one available to students, accessibility, etc.
14. Under section 4 part e it states that all applicants “provide representation on the State Board to the extent provided under section 101 of WIOA”. Does this mean that each provider is entitled to representation on the State Board? Section 101, C ii, III.
No. Item 4 asks all applicants to “. . . address items such as how you will . . . [a through e]” it is a list of examples of activities and strategies that might demonstrate partnership with the Local Workforce Development Boards and one-stop operators.
15. Where can we find the “most rigorous research available”?
Websites such as the American Institutes for Research ( www.air.org ) and National Center for the Study of Adult Learning and Literacy ( www.ncsall.net ) are good places to start. There are also many examples, including training, on practices based on the “most rigorous research available.” A good place to start is https://lincs.ed.gov .
16. “Adult education means services or instruction below the post-secondary level.” (emphasis is mine) If this is the case why are we so concerned with college and career readiness?
This question is related to program operation rather than to clarification of the RFA. However, we are concerned with college and career readiness—up to the post-secondary level. That is, we do not provide postsecondary instruction.
17. I wanted to know how the State is planning on allowing agencies to share participant information across disciplines for sake of tracking participants in multiple agencies. For example, how will Adult Education be able to track students in DVR? Is there a plan to assist programs in tracking this data?
This question is related to federal reporting by WIOA State partners rather than to clarification of the RFA. Local providers will not be required to track participants as long as they attempt to collect Social Security Numbers. For the foreseeable future this will remain the duty of the State Office.
18. How will funding be allocated for programs who have participants in multiple programs that achieve both agencies targeted performance measures? For example, a participant in an Adult Education program is concurrently participating in NMHELP program who attains the HSE. Who receives the credit?
Adult Education and Literacy funding will only go to programs that are selected to be funded through this grant application process.
In your example with NMHELP, NMHELP is not funded through AEFLA funding.
Under the WIOA regulations, student outcomes are reported jointly by WIOA funded agencies. It is reported to the federal government by the state agencies and is not the responsibility of local service providers.
Sent: Monday, November 28, 2016
19. Who is eligible to apply for the funding?
This information is in the application document. It can be found on page 3 of the application.
20. What formula is used determine how much one (institution) can apply?
At this time there is no formula for the funding. Please see page 37 of the application. Complete the budget worksheet to determine a reasonable amount of funding to apply for.
21. Can these funds be used for life skills like time mgt, financial literacy, career job applications, social skills etc
No. See page 2 of the application. It outlines what funding may be used for. This information is also covered in the WIOA law itself: https://www.congress.gov/113/plaws/publ128/PLAW-113publ128.pdf as well as the regulations: https://www.federalregister.gov/documents/2016/08/19/2016-16049/programs-and-activities-authorized-by-the-adult-education-and-family-literacy-act-title-ii-of-the?utm_content=&utm_medium=email&utm_name=&utm_source=govdelivery&utm_term
22. What is this funding supposed to cover? Salaries, benefits, rent, equipment, supplies, training, field trips etc.
See page 37 of the application: Budget Forms. This will give you information on the types of expenditures appropriate for this application. Funding expenditures are governed by the Office of Management and Budget (2 CFR 200).
23. What are the minimum qualifications for the tutors?
New Mexico does not have established qualifications for adult education service providers. However, it is an expectation that programs funded through WIOA Adult Education and Literacy monies will provide quality instruction and employ well-trained instructors, counselors, data technicians, and administrators.
24. Is the funding renewable every year?
This information is in the application document. It can be found on page 9 of the application.
25. How is the high school equivalency credential attainment rate calculated?
The high school equivalency rate is calculated by dividing the number of students who passed the test divided by the number of students who took the test.
26. What is meant by (state element)?
“State element” means the state office added the consideration; it is not federal
Sent: Tuesday, November 29, 2016- During the Presentation
27. Where will the local workforce boards publish their rubrics? How are they accessed?
Local Workforce Development Boards (LWSBs) will not publish rubrics.
LWDBs will provide feedback about application alignment with local plan to NMHED AE. NMHED AE will share applicable feedback with each applicant.
Contact information for each LWDB is located on pages 4-5 of the application. Contact the LWDB for the region(s) in which you plan to provide services on or after December 1, 2016 to find out where their local plan is posted for public comment.
28. Question about LACES. We use Apricot database system. Do we need to purchase LACES or do we connect through a link to the Department's database?
LACES is a web-based system provided to each adult education service provider free of charge. NMHED AE will provide training in its use to each local provider’s data technician.
Local providers may of course continue to use legacy systems in addition to the required LACES database system.
29. Once it is decided which programs will receive funding, will the final funding amounts be determined by a funding formula?
No. There will not be a formula for funding at this time.
30. Will the current providers be giving the state director input into the formula as we have done in past years?
Not at this time. Funding will be held steady without a formula for FY 17/18 and 18/19.
31. Is a letter of partnership from the collaborative parties sufficient in place of an MOU?
Yes. See question # 12.
32. If our clients do not have SSN, is that a problem?
Not having SSN information on participants means that we will not be able to collect performance information through data matching or follow the participant to other WIOA partner agencies (DWS, DVR, etc.)
33. If AE students enter post-secondary education while they are still in the AE program (do not exit), is that still a gain?
The Measurable Skill Gain (MSG) does not count unless the participant exits the program.
34. I would think that financial literacy is a component of math CCRS and soft skills such as time management fall under professionalism skills as part of Career Pathways programming. Why would these not be funded activities?
They are not funded activities as stand-alone activities. If they are part of a curriculum of workplace readiness training they can be funded.
35. If you are partnering with other agencies and they have presentations in your classes, are they fundable since they are "stand alone"?
They are not funded activities as stand-alone activities. If they are part of a curriculum of workplace readiness training they can be funded.
36. How do we demonstrate financial responsibility?
Applicants will provide at least two years of certified financial statement or audits with their applications. NMHED will make a determination of financial responsibility based on the documentation provided.
37. Will we get another statement from HED?
No. NMHED does not provide financial statements.
38. Are the financial statements to be for our institution as a whole, or for our program specifically?
It depends on the institution. We need as much program specific information as possible in the financial statement.
39. What about if we don't have certified statements?
Your organization must provide either certified financial statements or audits for at least 2 years.
40. Are you going through the entire RFA in our meeting today? I have some questions regarding the number of pages given verses the scoring points? For example on page 26 of the RFA, the possible points are 60, but yet we only have 1 page in which to answer the question.
Be concise with your answers. The number of points assigned is based on the importance and/or complexity of the topic addressed. NMHED expects complete and concise responses.
Sent: Tuesday, November 29, 2016
41. The RFA states that a minimum of 2 years of data is required, can I submit 5 years of data to show "demonstrated effectiveness"?
Yes. You may provide more data. 2 years of data is the minimum.
42. How can I find out who is applying for the RFA in my area?
Answer from Jeneva LiRosi, General Counsel New Mexico Higher Education Department, 2044 Galisteo Street Suite 4, Santa Fe, NM 87505-2100 (505) 476-8402:
We have received your request for information, which has been interpreted as a request for information under New Mexico’s Inspection of Public Records Act. Attached, please find responsive material. The attached document includes a list of entities that have provided notice of intent to apply, however personal contact information has been redacted.
List from Attachment: Alamo Navajo School Board; Albuquerque GED; Catholic Charities; Central New Mexico Community College; Clovis Community College; Dine College; Dona Ana Community College; Eastern New Mexico University-Roswell; ENMU-Ruidoso Branch Community College; Literacy Volunteers of Doña Ana County; Literacy Volunteers of Socorro County; Luna Community College; McCurdy Ministries; Mesalands Community College; New Mexico Corrections Department; New Mexico Junior College; New Mexico State University-Alamogordo; NMSU-Carlsbad; NMSU-Grants; Northern New Mexico College; Pueblo of Zuni; Reading Works; Rio Arriba Adult Literacy Program; San Juan College; Santa Fe Community College; Socorro Consolidated Schools; Southwestern Indian Polytechnic Institute; Taos Education & Career Center; Tepeyac Consortium, Inc.; UNM- Gallup; UNM- Valencia; UNM-Los Alamos; Western New Mexico University