Begin Main Content Area
Q&A text
collapse Funding Announcement Title : Law Enforcement and Corrections Re-Release BWC PIP ‎(25)
collapse Question Title : Body-Worn Camera Policy ‎(1)

Question: Is it necessary to have an approved Body-Worn Camera (BWC) policy in place at the time of grant submission or is a draft version acceptable that will be completed in advance of the implementation of the technology?

Answer:  It is not necessary to have an approved BWC policy in place at the time of grant submission.  Successful applicants will be required to work with the Bureau of Justice (BJA) designated training and technical assistance (TTA) provider as part of the policy approval process prior to funds being released.

collapse Question Title : Budget ‎(1)

Question: Our quote for body worn cameras are for a 3 year subscription period, which is the required amount of time with the products needed for our department. However, I can only add into the budget line items for 2 years. I need guidance on how to ensure that we can apply for the funding needed, as well as how to input it correctly so that it doesn’t get rejected over the information not being inputted correctly.

Answer: Funding is limited to grant activities that occur between January 1, 2021 and September 30, 2022.  Costs incurred after 9/30/22 are not eligible for grant reimbursement.

collapse Question Title : Civil Rights Training ‎(1)

Question:  When I click the link for the online training on federal civil rights laws, it comes up as a YouTube video.  Is there only 1 video to watch?

Answer:  Currently there is 1 YouTube video found at the link for the Civil Rights Training.

collapse Question Title : DUNS Number ‎(1)

Question:  Our application might involve BWC purchases that will exceed $25,000 in BWC-PIP funding.    Is the vendor required to have a DUNS number?

Answer:  If the vendor is just listed as a consultant or in the budget in Egrants, it would not be required.  If the vendor is listed as a recipient on the main summary page and has their own pass through budget the answer would be yes.

collapse Question Title : Eligibility ‎(4)

Question:  Are university police agencies eligible for the LE & Corrections Re-Release Body Worn Camera grant?

Answer:  Under this funding announcement, eligibility is limited to municipal and regional police departments and County law enforcement and correctional agencies.

Question: Our university has its own police force and our officers are certificated as a full Municipal Police Officers.  With that in mind, would we be eligible to apply for the BWC PIP funds referenced in the recent announcement?

Answer: Under this funding announcement, eligibility is limited to municipalities, regional police departments, and County law enforcement and correctional agencies.

Question:  Does a submitting agency need to be an “accredited” police department?

Answer:  There is not a requirement that the applicant agency be accredited.

Question: Is our county allowed to apply for the BWC Grant again even though we have already been awarded the Grant once? This application would be for a different agency (Sheriff's Office) within our County.

Answer: Yes, agencies previously awarded are eligible to reapply for the current BWC PIP grant open, as long as the agency can provide the required match.

collapse Question Title : Eligible Expenses ‎(3)

Question: Can this funding be used for in car camera systems?

Answer: Funds are intended only for agencies seeking to establish or expand comprehensive Body-Worn Camera programs.

Question:  The funding announcement says that funds may be used for any part of the BWC program other than line item storage costs.  Line-item storage costs can only be supported with matching funds. 

We must do a server upgrade to support the body camera program.  Our IT company advised that of the upgrade costs $20k are due to implementing body cameras.  Can we use the $20k quote from the IT company, and say that our matching funds will be paying for the server upgrade? 

Answer:  Yes, a server upgrade necessary to support the body camera program is an allowable matching funds expense.

Question:  Are warranty costs associated with the initial purchase of BWCs eligible for this funding?

Answer: Warranty costs associated with the initial purchase of BWCs are an allowable expense during the project period of the grant. Funding is limited to grant activities that occur between January 1, 2021 and September 30, 2022 and the overall requested budget for federal funds cannot exceed $2000 per BWC system requested.

collapse Question Title : Funding Availability ‎(2)

Question: The grant announcement (page 4) notes that “applicants must apply for a minimum of $5,000 and up to a maximum amount of up to $200,000.”   We assume this means that the maximum amount one can apply for is $200,000, but that applicants can actually apply for any amount in between $5,000 and $200,000.

Answer: Correct.  Please note that a dollar for dollar match is required as well.

Question:  Does the $2,000 limit in federal funding include the cost of docking stations, or may applicants budget them separately for additional federal funds (plus the 50 percent match)?

Answer: The $2000 limit in federal funding per body-worn camera (BWC) system includes the cost of docking stations and other related BWC program costs. The overall budget for federal funds cannot exceed $2000 per BWC system requested.

collapse Question Title : Letter of Intent ‎(2)

Question:  I am currently working with several police departments on a regional application. We are putting together the Letter of Intent – would each department need to sign the letter?

Answer:  Yes, each department would need to sign the letter of intent and the letter must include the number of body-worn cameras requested and funds requested for each police department.  A separate letter of intent from each participating police department is also acceptable. 

Question:  Does the letter of intent need to be mailed to the name/address on the sample letter or should it only be included within the application?

Answer:  The letter should only be uploaded to the “Additional Attachments” section of the application in Egrants. 

collapse Question Title : Main Summary Page ‎(1)

Question: On the MAIN SUMMARY page there are 2 boxes labeled “Start Date” and “End Date” that need completed.  What are these signifying the start and end of? 

Answer:  The “Start Date” and “End Date” on the main summary page are referring to the start and end date of the grant. Per page 5 of the funding announcement, awarded grants will be 21-month projects and have a start date January 1, 2021 and an end date of September 30, 2022.

collapse Question Title : Match Funds ‎(1)

Question: Several of our Law Enforcement agencies have storage for their MVRs.  Since this is part of their digital storage component, can these costs be used as match for this grant?

Answer: Match funds must be directly related to the purpose for which the grant is awarded.  Storage costs used exclusively for a law enforcement agency’s MVR would not be an eligible match expense for this grant.

collapse Question Title : Performance Indicators ‎(1)

Question:  Under performance indicators guide it states: You are not required to enter any performance measures in this section as part of your application. Any measures that you do enter, however, will appear on your quarterly program reports . When I do this and save it I get an error message to answer the questions.

Answer:  Target values must be entered for all of the Performance Indicators that are listed under Established by PCCD.  You are not required to create new performance indicators as part of your application. 

collapse Question Title : Procurement ‎(1)

Question: Does the use of COSTARS-approved vendors adhere to the bidding requirements?

Answer: A purchase made via CoStars is considered a competitive proposal.

collapse Question Title : Project Dates ‎(1)

Question: Can this grant cover body-worn cameras purchased in the last few months?

Answer: PCCD is not liable for costs incurred prior to the official start date of the award. Applications approved at the December 9, 2020 Commission meeting will be 21-month projects and have a start date of January 1, 2021 and an end date of September 30, 2022.

collapse Question Title : Regional Projects ‎(3)

Question: For the implementation plan and performance metrics,  is it expected for each partner to follow the same implementation plan or is it okay for each dept/partner to have their own (based on need) plan?

Answer:  Each agency should have their own implementation plan which should be described in the Project Description section of the application. 

Question: In our regional project, some of the departments may have different metrics than others. Should this be showcased by department/noted in the performance metrics section? Or can they be combined without noting which department?

Answer:  In the Performance Indicators section of the application, the metrics of participating agencies should be combined.  If applicant is awarded  grant funds, the required quarterly reports should describe each agency’s program progress.

Question:  For the certifications section, is it okay that just the lead applicant is signing off on the/agreeing to the terms in the certification(s) sections?

Answer: The applicant agency is the one who must answer the certification questions, however the applicant agency is responsible for ensuring all pass through agencies are in compliance with all terms of the grant.

collapse Question Title : Storage Costs ‎(1)

Question: Can we include the storage costs into our total expected cost, but have to pay for it with our matching funds and not federal monies?

Answer: Body-Worn Camera (BWC) systems are often bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data storage costs; therefore, purchases of cameras with bundled costs (specifically no line-item storage costs) are permissible for reimbursement, and the agency will not be asked to break out the costs. The $2000 limit in federal funding per BWC system includes the cost of docking stations and other related BWC program costs. As indicated in the funding announcement, line item storage costs are only permitted using matching funds.

collapse Question Title : Training and Technical Assistance ‎(1)

Question:  Is ‘federal training and technical assistance’ provided by an agency?  What or who is that agency?  Or is this training on our own?  If the training is provided by an outside agency, do you know what the approximate cost would be and would any training costs associated with this training be eligible to be rolled into the grant funding?

Answer The Bureau of Justice Assistance (BJA) funds the training and technical assistance (TTA) provider.  The TTA provider is designated by BJA and will be a subject matter expert assigned to successful applicants.  PCCD works closely with the TTA for the coordination of Body-Worn Camera Policy review.  Successful applicants will have no costs associated with the TTA.

collapse Funding Announcement Title : Paul Coverdell Forensic Science Improvements ‎(3)
collapse Question Title : Eligibility ‎(2)

Question: The Northampton County Coroner’s Office is not an accredited laboratory nor are we in the process of accreditation at this time. Is Northampton County eligible to apply for the equipment needs for our forensic center?

Answer:  As per the funding guidelines outlined in the Certification as to Forensic Science Laboratory System Accreditation form, eligible applicants must be accredited by an accrediting body that is a signatory to an internationally recognized arrangement, or if not so accredited, will use a portion of the grant funds to prepare and apply for such accreditation not more than 2 years after the date on which a grant is awarded. 

Question:  I live in an area which does not have a county or municipal forensic laboratory.  The same forensic laboratory has been providing all of the forensic services for our county and toxicology for our coroner’s office for over twenty years.  Would they be eligible to apply for the Paul Coverdell Forensic Science Improvement Grant or is it only limited to government run laboratories? 

Answer: This solicitation is open to state, county and municipal forensic crime laboratories. Private forensic laboratories are not eligible to apply for this funding. 

collapse Question Title : Signature Page ‎(1)

Question:  In previous years, signature pages and some other components had to be mailed to PCCD, per the Applicant Manual and the individual solicitations. This year, the solicitation makes no mention of hard copies, but the Manual remains the same. Could you clarify? Are all components, including signature pages, now submitted online? Or must signature pages still be mailed/delivered to you?

Answer:  Due to the Coronavirus (COVID-19) situation and the uncertainty related to when everyone's normal business operations may resume, PCCD has provided guidance on submitting required documentation to PCCD. Please visit our website at https://www.pccd.pa.gov/Funding/Pages/Subrecepients.aspx for important subrecipient information and guidance issued during the COVID-19 pandemic including how to submit your signature page to PCCD.  This page will be updated accordingly.  Please review page 14 of PCCD's Applicant's Manual for direction on who must sign the signature page for your organization.

Q&A text
collapse Funding Announcement Title :  COVID-19 School Health and Safety Grants FY20-21 ‎(1)
collapse Question Title : Application Sections ‎(1)

Question:

 There are two new sections of the funding announcement that do not have a corresponding help guide: Civil Rights Responsibilities and Federal Funding Announcement Certifications.  Do we need to complete these?  

Answer:

 Yes, those two sections are required for federal funding.  If you have specific questions regarding these sections please email the school safety account at RA-CD-SSSC@pa.gov.


collapse Funding Announcement Title : COVID-19 Nonpublic School Health and Safety Grants FY20-21 ‎(28)
collapse Question Title : Allowable Expenses ‎(1)

Question:

I am enquiring about whether granted funds may be used to contribute part of the cost of a project, or if they can only be applied to projects that are $10,000 or less.  

For example, if we wish to modify / expand a classroom to allow for greater social distancing  but the cost is closer to $30,000 can we apply for - and use - up to $10,000 towards this project, with remaining funds coming from elsewhere? 

Answer: 

Yes, a school is able to use a percentage or all of the $10,000 to offset the cost of a more expensive item.  Please submit for only the allowable expenses, up to and including $10,000, to your local IU.  

collapse Question Title : Applicant Eligibility ‎(9)

Question:   

Dear Sir/Madam - could you clarify who/what is an intermediate unit (IU) and how we would know if we could qualify for this funding? 

Answer:

“Intermediate Units (IUs) are entrepreneurial, highly skilled, technology-rich, and agile providers of cost-effective, instructional, and operational services to school districts, charter schools, and over 2,400 non-public and private schools. Additionally, intermediate units are direct providers of quality instruction to over 50,000 Pennsylvania students.”  IUs act as a liaison between schools and the Pennsylvania Department of Education.  There are 29 IUs in the Commonwealth.  The following link will provide you with information about the IUs, and help you to determine which IU you should contact to apply for the COVID-19 Nonpublic School Health and Safety Grant.   https://paiu.org/    

Nonpublic schools are eligible to apply through their local IU.  Nonpublic schools are defined by 24 P.S. §9-923.3-A as “any school, other than a public school within this Commonwealth, wherein a resident of this Commonwealth may legally fulfill the compulsory school attendance requirements of this act and which meets the requirements of Title VI of the Civil Rights Act of 1964 (Public Law 88-352, 78 Stat. 241).” 

Question:

Needing clarification to eligibility for the COVID-19 Nonpublic School Health and Safety Grants.  We are a Non-Profit Behavioral HealthCare facility, would we be able to participate in this opportunity to provide Mental Health services regarding trauma related to Covid-19?  It looks like the grant is directed towards Intermediate Units, but I was hoping for some additional clarification.   

Answer:

COVID-19 Nonpublic School Health and Safety Grants provide for Intermediate Units to apply on behalf of Nonpublic Schools.  Behavioral health organizations can connect with schools to provide mental health and trauma-related programs and trainings. 

Question:

I am the program director at St. Katharine Drexel School at St. Francis- St. Vincent's Homes for Children.  We are a PRRI program.  Are we eligible for this program?  Do we need to go through the BCIU to receive funds? 


Answer: 

 

PRRIs are eligible to apply for COVID19 Nonpublic School Health and Safety funding through their local Intermediate Unit. 



Question:

Are Approved Private Schools (APS) eligible for these funds? If so, do APS apply through the local IU? 

 

Answer: 

Yes, approved private schools are an eligible nonpublic school that may apply through the local IU. 

Question:

Vista is an Approved Private School in the Commonwealth of PA. With that classification are we to apply through the local IU or independently through the egrant system? 

Answer: 

Yes, an approved private school is a nonpublic school eligible for funding under the COVID-19 Nonpublic School Health and Safety Grant. 

Question:

Our nursery school is licensed by the PA Dept of Ed Private Academic Schools.  Would we be eligible for this grant as well?

 

Answer:  

The COVID-19 Nonpublic School Health and Safety Grant funds are intended for use in nonpublic schools serving students in grade levels K-12.  If a nonpublic school is serving any of these grades, they are an eligible applicant. 


Question: 

Is the PCCD grant through the IU only for non-profit schools?  I own a private academic preschool and I wasn’t sure if I qualify. 

  

Answer:  

The COVID-19 Nonpublic School Health and Safety Grant funds are intended for use in nonpublic schools serving students in grade levels K-12.  If a nonpublic school is serving any of these grades, they are an eligible applicant. 

​Question:

Are "For Profit" Nonpublic Schools eligible for this grant? 

Answer: 

The School Safety and Security Committee (SSSC) has not yet determined if for-profit nonpublic entities are eligible applicants under Act 30; however, at this time, due to the short timeframe of the application process, for-profit nonpublic entities may make application to their local intermediate unit for inclusion in their grant submittal.  The IU shall indicate to PCCD if an entity, included in the application, is a for-profit nonpublic school entity.  The SSSC will make final funding determinations at the July 29, 2020 meeting.  

​Question:

Our Intermediate Unit is applying on behalf of nonpublic schools and one of our private schools, Cornell Abraxas Youth Center, is asking if they are eligible. Is the funding only for schools registered as nonpublic, or are Licensed Private schools eligible as well? 

Answer:

The School Safety and Security Committee (SSSC) has not yet determined if for-profit nonpublic entities are eligible applicants under Act 30; however, at this time, due to the short timeframe of the application process, for-profit nonpublic entities may make application to their local intermediate unit for inclusion in their grant submittal.  The IU shall indicate to PCCD if an entity, included in the application, is a for-profit nonpublic school entity.  The SSSC will make final funding determinations at the July 29, 2020 meeting.   

collapse Question Title : Contact at IU ‎(1)

Question:

I would like to apply for the grant as an Approved Private School. We must go through our local IU however, I get their closed to COVID-19  recording. I sent an email to the business office with no response. Is there a specific IU office I should contact to Apply? 

  

Answer:  

Please contact the Office of the Executive Director.  They will be able to direct you to the office that has been designated to assist non-public schools with their grants. 

collapse Question Title : Egrants Help ‎(1)

Question:

Where can I find assistance with the Egrants application?

Answer:

Please refer to the COVID-19 Nonpublic School Health and Safety Grants site for assistance with the grant process.   

collapse Question Title : Eligible Applicants ‎(3)

​Question:

Good Morning. I am the HOS of a non-profit preschool in Pennsylvania that is accredited by the PA Association of Independent Schools. We are a school that goes through prekindergarten with no kindergarten and no daycare. Would we would be eligible for reimbursement? When our children need services, they are provided by the Montgomery County I.U.  Thank you for taking the time to respond to my question. 

Answer:

The COVID-19 Nonpublic School Health and Safety Grant funds are intended for use in nonpublic schools serving students in grade levels K-12.  If a nonpublic school is serving any of these grades, they are an eligible applicant. 

​Question:

Hello,  

Regarding the PCCD Grant for school safety, under the non public school designation, will a child care center or a Private Academic Kindergarten be able to apply for this grant?   If so, what is the nature of the letter that must be given to the IU from the preschool or Private Academic Kindergarten? 

Answer:

The COVID-19 Nonpublic School Health and Safety Grant funds are intended for use in nonpublic schools serving students in grade levels K-12.  If a nonpublic school is serving any of these grades, they are an eligible applicant.   

At a minimum, the letter of support should include a basic overview of your nonpublic school and basic budget of what you intend to expend the funding on.  Please contact your local intermediate unit who will be applying on your behalf for specific details on what should be included in your letter of support.   

Question:

Are for-profit nonpublic schools able to apply for funding? 

 

Answer: 


The School Safety and Security Committee (SSSC) has not yet determined if for-profit nonpublic entities are eligible applicants under Act 30; however, at this time, due to the short timeframe of the application process, for-profit nonpublic entities may make application to their local intermediate unit for inclusion in their grant submittal.  The IU shall indicate to PCCD if an entity, included in the application, is a for-profit nonpublic school entity.  The SSSC will make final funding determinations at the July 29, 2020 meeting.   


collapse Question Title : Eligible Expenses ‎(2)

Question:

Could these funds be used for a cleaning service to come into the nonpublic schools throughout the school year to thoroughly clean carpets and other areas of the school? 

Answer:  

Yes. 



Question:

As long as funds are expended under the 7 eligible categories, can the $10,000 allocation to the IUs be spent for any program or are they restricted to services for nonpublic schools? 

 

Answer: 

IUs can expend the $10,000 allocation under the Nonpublic School Health and Safety Grants FY20-21 for any eligible activity as allowed in Act 30.   


collapse Question Title : Funding ‎(3)

Question:

I am looking for confirmation on the process for non-public schools purchasing their items once the grant is awarded. Are they to purchase the items directly and the Intermediate Unit reimburses them, or should they send their invoices to the Intermediate Unit to pay the vendor directly? 

  

Any information you can provide is greatly appreciated. 

 

Answer: 

Yes, nonpublic schools are to purchase the items directly and the intermediate unit will reimburse them. 


Question:

 Is the Nonpublic School grant funding affiliated with or a pass through of CARES act funding or are funds specifically allocated from the state of PA? 

 

Answer:


The funding supporting the COVID-19 Nonpublic School Safety and Security Fund are state funds. 


Question:

 In last year's Safety Grants for Non-Public schools that ran through Intermediate Units (IUs), the IUs had to do all the purchasing.  So all funding had to be directly released from the IU to the businesses performing the services for safety upgrades and providing the safety equipment.  At no time, were the IUs able to pay or reimburse the Subgrant Awardees any funds.  

  

Is that the same scenario for this funding project?  Or can the Non-public schools buy items and submit receipts for reimbursement to the IU? So that we end up sending money to the Non-public School.


Answer:


 Act 30 of 2020 does not specify how IUs are to provide the awards to the nonpublic schools that apply for these grants.  PCCD would encourage IUs to use the most efficient and fiducially sound method possible to ensure that the nonpublic school receives the items, activities or services requested.  For example, an IU may consider that the bulk purchase of certain universally requested items may be the best approach.  Conversely, in certain instances, reimbursement for a service specific to a single nonpublic school (e.g., cleaning service) may be more appropriate.


collapse Question Title : Indirect Costs ‎(2)

​Question:

Is a school entity permitted to include an indirect cost (at a federally negotiated/approved rate) as part of its grant budget? 

Answer:

Indirect costs for intermediate units are limited to 2% of the $10,000 allocated to the intermediate unit or $200 as provided for in Act 30 of 2020. 

Question:  

Is the indirect cost just 2% of $10,000 or is it up to 2% for each non-pub application we complete.  I have at least 21 applications to submit and anticipate at least 40 hours to complete them.  If possible, I would like to use the IU grant of $10,000 to cover all of our costs to write on behalf of the non-pubs.  The Funding Announcement specifically states: the intermediate unit may not use more than 2% of the intermediate unit's allocation under this section for targeted grant administration.

Answer:

You will budget each school as follows under the Consultant category:

            School A             $10,000.

            School B              $10,000

The budget detail computation does not need to include any additional details.  You will create one budget line item for each school you are submitting on behalf of.  IUs should include more detailed information on each nonpublic school's budget request in a separate Excel spreadsheet to be attached to your application in Egrants.

collapse Question Title : IU Contact ‎(1)

Question:

I received the email regarding the new grant that IU/Non-Public schools are eligible for. Who would the contact person be at Colonial IU 20? I’m familiar with the therapists that  is it our school from there, but not who the person would be that would submit the grant on our behalf. 

Answer:

Please contact the IUs main phone number.  They will be able to direct you to the office that has been designated to assist non-public schools with their grants. 

collapse Question Title : Letters of Support ‎(1)

Question:

What information should nonpublic schools include in their letter of support?  We were hoping for some guidance about what to submit with the letter of support for our school. We have prepared receipts of purchased items that meet the listed criteria, as well as documentation on item specifications. We thank you in advance for any guidance you can provide. 

Answer:

At a minimum, the letter of support should include a basic overview of your nonpublic school and basic budget of what you intend to expend the funding on.  Please contact your local intermediate unit who will be applying on your behalf for specific details on what should be included in your letter of support.   


collapse Question Title : Non-Public School Application ‎(2)

Question:

We are currently working on our grant request and will get it to you as soon as it is completed.  Besides our list of items, services, etc we will use the money for, what other information do you need from us as a non-public school? We want to make sure we get everything needed sent over at one time.  Are there specific requirements we need to include in the letter of support? 

 

Answer:  

Nonpublic schools applying for the COVID19 Nonpublic School Health and Safety Grants should apply directly to their local Intermediate Unit.  Intermediate Units will submit applications on behalf of the nonpublic schools in their area.  Information regarding the requirements of the grant can be found in the COVID-19 Nonpublic School Health and Safety Funding Announcement which can be found on PCCDs webpage at: https://www.pccd.pa.gov/schoolsafety/Pages/COVID-19-Non-Public-School-Grants.aspx 

Question: 

I am writing regarding the health and safety funding announcement that MMR's Principal Denise Judge passed along. I have begun to fill out the grant on the e-grants website, but realized that there are specific questions regarding the IU unit.  

Am I supposed to fill out the application on e-grants, or am I to answer the questions and send it to the MCIU to fill out on our behalf? 

 

Answer:  

Nonpublic schools applying for the COVID19 Nonpublic School Health and Safety Grants should apply directly to their local Intermediate Unit.  Intermediate Units will submit applications on behalf of the nonpublic schools in their area.  Information regarding the requirements of the grant can be found in the COVID-19 Nonpublic School Health and Safety Funding Announcement which can be found on PCCDs webpage at: https://www.pccd.pa.gov/schoolsafety/Pages/COVID-19-Non-Public-School-Grants.aspx 

collapse Question Title : Signatory Page ‎(1)

Question:

 Page 2 signature page,  our Executive Director/CEO, I believe they should be our attesting officer.  Am I correct? 

Is a Solicitor required? 

Can I sign as Comptroller, I am the Dir of Finance. 

 

Answer:


Yes, your Executive Director/CEO can be the attesting officer. Your solicitor’s signature is not required.  As comptroller, you are eligible to sign as your agency's director of finance. 


collapse Question Title : Signature Page ‎(1)

​Question:

May the signature page contain electronic signatures? 

Answer:

An electronic signature such as Adobe Sign is acceptable as well as a wet signature that is scanned and emailed.

collapse Funding Announcement Title : COVID-19 School Health and Safety Grants FY20-21 ‎(44)
collapse Question Title :  ‎(1)

​Question:

I had a question in regards to the COVID-19 School Health and Safety Grant.   

My question really pertains to this: 

EEOP Requirements: 

Pursuant to U.S. Department of Justice regulations, all applicants must submit an EEOP Certification Form to the Office for Civil Rights (OCR) at the federal Office of Justice Programs.  The applicant may also be required to develop an EEOP and submit an EEOP Utilization Report to OCR.  The matrix at the end of this section is meant to help you determine your agency's EEOP requirements.  All applicants for federal funds are required to certify that they are in compliance with OCR requirements and PCCD will monitor successful applicants to ensure compliance with OCR requirements.  Please visit OCR's website at https://ojp.gov/about/offices/ocr.htm for additional information.  Prepare and submit EEOP and Certification forms referenced in the matrix below at https://ojp.gov/about/ocr/eeop.htm

As a school district, do we need to complete a certification form? 

Answer:

As an educational institution you are NOT required to submit the EEOP Certification form to OCR. 


collapse Question Title : Allowable Expenses ‎(8)

Question:

We are in the process of completing our application for the School Safety and Security Grant announcement.  We are interested in purchasing a full body scanner as well as a bag scanner as safety and security enhancements for our school. Can you tell me if these items would be eligible under the COVID-19 School Safety and Security Grant? 

Answer: 


The COVID-19 School Health and Safety Grants FY20-21 must be expended on items and activities that address COVID-19 Emergency Disaster relief.  Any item, activity or service provided must be justified in its relation to addressing COVID-19-related concerns.  As expressed in the funding announcement, “any items not related to addressing the COVID-19 disaster emergency as identified in section 5 - Eligible Program Activities and Expenses above are ineligible.”

Question:

The guidance states, "purchasing educational technology for distance learning to ensure the continuity of education" (pg. 5) is an allowable expense but provides no further clarity as to what kinds of equipment or software would be considered eligible under the "educational technology" blanket term. Would subscription licenses to make proposed distance learning software solutions work be considered eligible? If so, can these funds be used to cover licenses/subscriptions beyond the 8 months allotted for the project if those licenses/subscriptions are only offered in 36month packages (i.e. would it be allowable for these funds to pay now for licenses that could extend distance learning capability beyond Oct. 30)? 

Answer:

Yes, the project period is from March 1, 2020 to October 30, 2020.  Per the CARES Act, all funding must be used to cover expenses incurred during that period.  Items and products must be purchased during the project period; their use after the project period is allowed. 

​Question:

The award may be used to provide mental health services and supports.  May the district use this grant on the salary and benefits of a psychologist (new position) for August through October 2020? 

Answer:

Yes, that is an allowable expense, so long as it is expended during the project period of March 1, 2020 and October 30, 2020. 

Question:

During the COVID situation we have been paying our custodians to clean and sanitize the schools.  Some of this cleaning is standard even without COVID.  Can we use the cost of paying the custodians in whole or would we need to account for only specialized COVID sanitizing? 

Answer:  

The CARES Act requires that payments be used only to cover costs that were not accounted for in the budget most recently approved as of March 27, 2020. A cost meets this requirement if either (a) the cost cannot lawfully be funded using a line item, allotment, or allocation within that budget or (b) the cost is for a substantially different use from any expected use of funds in such a line item, allotment, or allocation. 

  

The “most recently approved” budget refers to the enacted budget for the relevant fiscal period for the particular government, without taking into account subsequent supplemental appropriations enacted or other budgetary adjustments made by that government in response to the COVID-19 public health emergency. A cost is not considered to have been accounted for in a budget merely because it could be met using a budgetary stabilization fund, rainy day fund, or similar reserve account. 



Question:

For the COVID-19 School Health and Safety FY20-21 grant, can we use funding to contract an “everyday” substitute teacher to allow greater social distancing in areas that we are not able to meet social distancing guidelines?  Would this qualify under:  (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency.?

 Answer:

 If an applicant feels that an expense would fit within the seven eligible categories, including (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency, you can provide that justification within the Budget Justification box located in the budget detail section of Egrants.


Question:

Would remodeling the school entry to “force” visitors to enter through the office be an allowable expense? This modification would allow us to better control who enters our building and to better enforce social distancing. 

Answer:

Yes.

Question:

If the district hired additional cleaning staff for the purpose of disinfecting schools with newly purchased equipment, is the additional salary considered an allowable expense? 

Answer:

Yes. 

Question:

 Would personnel costs be eligible expenses under section 7 of the allowable expenses?  More specifically, this would apply to current and potentially yet-to-be-hired staff who are responsible for the planning, implementation and monitoring of a safe reopening plan. 

 

Answer: 


Yes, so long as they fall in the proposed project period (March 1-October 30, 2020). 


collapse Question Title : Applicant Eligibility ‎(1)

Question:

Are Private Residential Rehabilitative Institutions (PRRIs) eligible for this finding?  I noticed that PRRIs were not included in the list of school entities specified in the funding announcement.

Answer:

Per Act 30 of 2020, PRRIs are not an eligible school entity for the COVID-19 School Health and Safety Grants, but they ARE eligible to apply for the COVID-19 Nonpublic School Health and Safety Grants


collapse Question Title : Application Extension ‎(1)

Question:   

I guess the announcement just went out today but the deadline is June 30, 2020?  Any way I can get an extension? 

Answer:

Due to the short timeframe for the allocation of these awards, no extensions will be provided to schools for the submission of these grants.  The application must be entered into Egrants no later than Tuesday, June 30, 2020 by 11:59 PM. 

collapse Question Title : Award Date ‎(1)

Question:

If funds are used for mental health services contracted through a community agency, can the agency be contracted before the October spending deadline for the whole school year through June 2021? That is, can we pay them for a school year contract with these funds for them to continue services past the October spending deadline? 

Answer:  

No.  The project period is from March 1, 2020 to October 30, 2020.  Per the CARES Act, all funding must be used to cover expenses incurred during that period. 



collapse Question Title : Budget ‎(3)

​Question:

I am working on completing this grant and would like to know if our budgeted items must value exactly 90,000 dollars (since we are a recipient of 90,000)? We would like to order technology to assist with distance learning but the number we need exceeds 90,000. I was not sure if we could complete the budget at 92,000 and then the 2,000 overage we could cover with other funding? 

Answer:

No, the budget you include in your Egrants application is not to exceed the formula distribution for your school entity.  However, you may use other funding to support the portion of an expenditure that exceeds this amount.   

Question:

The original bill listed an allocation of $300,278; however, since there are two pots of money funding this allocation, the first award is for $225,487.  Should the budget provided by June 30, 2020 reflect the entire allocation of $300,278 or just the first part of funds that have been released of $225,487? 

Answer:

Act 30 of 2020 directed $150M in federal CARES Act funding and $49.8M in Elementary and Secondary School Emergency Relief (ESSER) funding to PCCD for School Health and Safety Grants.  At this time, the $150M in CARES Act funding is immediately available for school entities.  The $49.8M in ESSER funding is not yet available to be awarded as it is pending an amendment to the ESSER grant between PA Department of Education and the US Department of Education.  More information regarding those funds will be made available at a later time.  Any previous estimated grant amount you may have been in receipt of was not released by PCCD.  Please craft your budget according to the allocation included in the solicitation. 

Question:

 A school social worker worded 70% of the time in district and the remainder of the time in another district.  In anticipation of increased mental health issues, we are no longer contracting with the other district and the social worker will be in-district 100% of the time.  Is the 30% of her salary and benefits an allowable expense?  Or, is only the increased portion of her salary through 10/30/2020 allowable? 

Answer:  


The CARES Act requires that payments be used only to cover costs that were not accounted for in the budget most recently approved as of March 27, 2020. A cost meets this requirement if either (a) the cost cannot lawfully be funded using a line item, allotment, or allocation within that budget or (b) the cost is for a substantially different use from any expected use of funds in such a line item, allotment, or allocation.  

   

The “most recently approved” budget refers to the enacted budget for the relevant fiscal period for the particular government, without taking into account subsequent supplemental appropriations enacted or other budgetary adjustments made by that government in response to the COVID-19 public health emergency. A cost is not considered to have been accounted for in a budget merely because it could be met using a budgetary stabilization fund, rainy day fund, or similar reserve account.  

  

So, the short answer for the scenario you posed would be, yes, you can cover the 30% of her salary and benefits as an allowable expense, but it can only cover costs incurred from March 1, 2020 to October 30, 2020. 



collapse Question Title : Budget Allocations ‎(2)

Question:

Per the information from the State, Downingtown Area School District was to receive $1,026,366; however, the PCCD grant we are eligible to apply for is only $621,202.  Will there be another PCCD grant later in the fall for the difference or has our estimated grant funding been cut? 


Answer:  

Act 30 of 2020 directed $150M in federal CARES Act funding and $49.8M in Elementary and Secondary School Emergency Relief (ESSER) funding to PCCD for School Health and Safety Grants.  At this time, the $150M in CARES Act funding is immediately available for school entities.  The $49.8M in ESSER funding is not yet available to be awarded as it is pending an amendment to the ESSER grant between PA Department of Education and the US Department of Education.  More information regarding those funds will be made available at a later time.  Any previous estimated grant amount you may have been in receipt of was not released by PCCD. 

Question:

I understand that all expenses cannot exceed the formula distribution for our school district but can our school districts' total requested grant dollar amount in the application be less than the CARES Act allocation for our school?  Please advise.


Answer:  

Yes, the requested grant dollar amount in the application can be less than the CARES Act allocation for the school. 


collapse Question Title : Budget Detail ‎(1)

Question:

We are currently working on completing our COVID-19 PCCD Grant for $292,200.  While we have a general idea of what categories we will need to utilize the funds for, we have no idea specific vendors, procurement methods or detailed line items.  Is this required for the submission of the grant? 

Answer:

Due to the short timeframe for the allocation of these awards, applicants will only be required to provide broad budget line items at the time of application. However, applicants may enter more detailed line items in the budget for the items/services that have been, or they know will be purchased with these grant funds to avoid the need to submit additional documentation at a later date. School entities will be required to provide additional budget and/or expenditure detail and program narrative to PCCD during the award period via project modification requests and/or quarterly fiscal and program reports to meet federal and state fiscal requirements. 

collapse Question Title : Civil Rights ‎(2)

Question:

 After reviewing the section on Civil Rights, I believe that we are required to submit a certification form to OCR. I went to the website but am not sure where to find this form. Could you please advise? 

Answer:  

School Districts are exempt from submitting the certification form to OCR. 


Question:

After reviewing the section on Civil Rights, I believe that we are required to submit a certification form to OCR. I went to the website but am not sure where to find this form. Could you please advise?  

Answer:  


School Districts are exempt from submitting the certification form to OCR.


collapse Question Title : Egrants Help ‎(2)

Question:

I just tried to link my egrants account and keystone account to gain entrance to the PA commission on Crime and delinquency and it won't accept my username and password. Help! 

Answer:

You may have an alternative login that was used previously.  Please contact the Egrants Help Desk at 717.787.5887, 800.692.7292 or by emailing RA-eGrantsSupport@pa.gov. 

Question:

Where can I find assistance with the Egrants application?  

Answer: Please refer to the COVID-19 School Health and Safety Grants FY20-21 site for assistance with your grant application.   


collapse Question Title : Eligible Expenses ‎(3)

Question:

Would the contracting of security personnel to monitor visitors and temperatures be approved under the following?: 

(7) other health and safety programs, items or services necessary to address the covid -19 emergency.   


Answer:  

Yes. 



Question:

I have a question in regards to the COVID-19 School Health and Safety Grant and eligible expenses.   

As most school districts who had to respond to the pandemic and quickly close schools, we needed to implement distance learning ASAP.  To comply with our Continuity of Education Plan, we decided to implement a 1:1 initiative for students meaning each student would receive their own district laptop.  For this to be possible, the district did not have a million dollars, in their back pocket, to spend immediately so we were able to pay this amount over 5 years.  Are we able to use this grant to pay down the amount needed for laptops for each student? 

Answer: 

Yes, that is an allowable expense, so long as it is expended during the project period of March 1, 2020 and October 30, 2020. 


Question:

In reviewing the funding announcement and grant guidelines, I have some questions related to eligible expenses. Would the following items be eligible expenditures? (under the category - other health and safety programs, items or services necessary to address the covid-19 disaster emergency) 

Loss of Food Service Fund (March-June 2020) Expenditures related to Food Services provided to low income students (Breakfast and Lunch program) during the COVID-19 School Closure, and continued program during summer months 

Answer:

The short answer to your question is yes -- if an applicant feels that an expense would fit within the seven eligible categories, including (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency, you can provide that justification within the Budget Justification box located in the budget detail section of Egrants.  Additionally, please note the guidance below: 

The CARES Act requires that payments be used only to cover costs that were not accounted for in the budget most recently approved as of March 27, 2020. A cost meets this requirement if either (a) the cost cannot lawfully be funded using a line item, allotment, or allocation within that budget or (b) the cost is for a substantially different use from any expected use of funds in such a line item, allotment, or allocation. 

The "most recently approved" budget refers to the enacted budget for the relevant fiscal period for the particular government, without taking into account subsequent supplemental appropriations enacted or other budgetary adjustments made by that government in response to the COVID-19 public health emergency. A cost is not considered to have been accounted for in a budget merely because it could be met using a budgetary stabilization fund, rainy day fund, or similar reserve account. 

collapse Question Title : Eligible Programs ‎(1)

Question:

As long as funds are expended under the 7 eligible categories, are use of funds restricted to K-12 activities or may they may be used in IU early child education or IU adult education programs?   

 

Answer:

Funding is to be used by the school entity to primarily support items or services necessary to address the COVID-19 Disaster Emergency for K-12 activities. 


collapse Question Title : ESSER PDE Funding ‎(1)

Question:

I was just notified of the COVID-19 School Health and Safety Grant for public schools this morning. My question is, we are applying for the ESSERS (Elementary and Secondary School Emergency Relief Fund) Grant via the Department of Education. Are we able to apply for this grant through PCCD or is that considered double dipping? I could not find a definite response in the FAQ.  

 

Answer:  

Yes, an eligible school entity under Act 30 is eligible to apply for the COVID-19 School Health and Safety Grants, and it is not considered double-dipping.  School entities should make every effort, however, to coordinate the use of their COVID-19 related funding streams to ensure their maximum use within the time frames allotted and meet the parameters of their grants. 

collapse Question Title : Funding ‎(3)

Question:

I was working on our application yesterday and I saw that the expenses are to be made by October 31, 2020. I was wondering if you had information on how the grant money would be received. Will we receive the money up front, or do we need to pay the costs first, and submit for reimbursement? Any information on this funding that you can provide would be greatly appreciated. Thank you. 

Answer: 

The project period is from March 1, 2020 to October 30, 2020.  Funding will be received up front, but all expenses must be incurred within the project period (i.e., March 1, 2020 to October 30, 2020).  Per the CARES Act, any funding remaining after that date must be returned to PCCD for remittance back to the US Treasury. 



Question:

Related to the PCCD CARES Act, can you provide a funding source code for tracking and reporting of expenditures? 

 

Answer: 

I would advise you to refer to the funding information contained in your Award Letter when you receive it.  It will include the federal award and CFDA number.  How you choose to track the funding is dependent upon your accounting system. 


Question: 

If new technology purchases will be made during the grant period to facilitate/enhance remote learning, but will maintain utility beyond the grant period and our school's physical closure, should these expenses be prorated, or listed at 100%? 

 

Answer:


100% of all expenses must be incurred during the project period (March 1-October 30, 2020).  Use of an item after the project period closes is completely acceptable. 


collapse Question Title : Indirect Costs ‎(1)

Question:

Is a school entity permitted to include an indirect cost (at a federally negotiated/approved rate) as part of its grant budget? 

Answer:

 

Since funding for the COVID-19 School Health and Safety Grants is from federal CARES Act funding, PCCD can accept a federally approved indirect cost rate. 


collapse Question Title : Procurement ‎(3)

Question:

Hello, 

Does purchasing from a contract such as COSTARS, which has already been bid, meet the requirements for "Small-Purchase Procurement" requirements? 

Answer:

Yes, utilizing a purchasing network such as COSTARS does meet the qualifications for Small Purchase Procurement.  We do request you include the contract number in the Justification section of the budget category applicable to the contract.  

Question:

 If we are using existing contracts, to add services resulting from covid 19 emergency, how do we reflect that in the procurement details section?  

For example: we will need to add transportation services/runs in order to social distance our students. We plan to utilize our existing contractors, therefore this specific service was not bid….? 

 

Answer:  If the amount will exceed the Simple Acquisition threshold of $10,000 and you will not be using a competitive process to select the vendor, you will need to complete the Procurement Details section of the application by answering yes, to question number 1, completing the grid in question 3, selecting sole-source as the procurement method and fully responding to questions 4.1 through 4.8.  Please let me know if you have additional questions. 


​Question:

The information regarding the funds states the federal money must be allocated/used between March 1 and October 30.  Does this mean the purchase must be received and paid for within that time period or just encumbered. There is concern items have been ordered and encumbered, but because of demand and availability, may not be received and paid for until after October 30.   

Answer:

Purchases must be paid for by 11:59 pm on October 30, 2020.  Unlike other funding streams where the funds need only be  obligated by the project period end date, these specific funds have to be expended, not just obligated by the project end date. 

collapse Question Title : Program Activities ‎(1)

Question:

 Also, I was wondering if there is any additional guidance or a FAQ being created concerning the allowable program activities? Specifically, I am wondering what types of programs/services would fall under #7? 

(7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency. 


Answer:

If a program or service is related to addressing the COVID-19 disaster emergency and it’s not listed in Items #1-6, then it would fit into this category.  If you feel that an item/service/program would fit into this category, please provide a justification in your budget justification section. 

collapse Question Title : Project Modifications ‎(1)

Question:

Our District is wondering because of the quick grant application due date of 6/30, are we able to change the dollar amounts of our program activities after the grant is submitted?  We are doing our best to nail down dollar amounts, but as stated already, wanted to know if there was any flexibility after the fact. 

Answer:  

Yes, school entities may submit a PMR at any time to revise their budgets. 


collapse Question Title : SAM Registration ‎(2)

Question: 

Do I need to have a DUNS and SAM Identification number to receive a grant? 

 

 

Answer:

Yes, school entities must have a DUNS and SAM Identification to receive a grant due to federal funding requirements.  PCCD recognizes that it may take a few weeks to successfully register in SAM.  Regardless, you can still apply for the grant at this time and register with SAM now.  You can provide PCCD with confirmation that you registered and you registration expiration date once the information once it is received.  Please email the RA-CD-SSSC@pa.gov resource account directly for additional assistance with DUNS/SAM inquiries.


Question:

We are in the process of applying for a SAM identification number. I was told that I could submit our grant application without it and provide the information when it is received, however I cannot submit without marking the Federal Transparency Act Certification section complete and I cannot mark it complete without that number. Can you provide assistance 

Answer: 

 

You can put all “9’s” in the DUNS number section.  Also, you will need to enter a date in the past for the SAM expiration date. 


collapse Question Title : Signature Page ‎(4)

Question:

Does the Counsel/legal rep. needs to sign this page also?

Answer:

No, your counsel or legal representative does not need to sign this page.  This page must be signed by the head of the organization or an official with documented signature authority (e.g. superintendent for school districts; board president or vice president for charter school; etc.).  Another official of the organization must sign as the Attesting Officer attesting to the authenticity of the authorized official’s signature (e.g. business manager for school districts, board secretary or treasurer for charter schools, ).


Question:

We are in the process of applying for a COVID-19 Safe Schools Health and Safety Grant and have a question on the signature page.  Can the attesting officer be the Board Secretary or does it have to be a board member?  Is the APPROVED AS TO FORM AND LEGALITY: necessary since we are not going thru our local government? 

Answer: 


You only need two signatures.  The righthand side of the signature page can be signed by the head of the organization or an official with documented signature authority (e.g., superintendent for school districts; CEO for charter schools; etc.).  Another official of the organization must sign as the Attesting Officer attesting to the authenticity of the authorized official’s signature (e.g., business manager for school districts, etc.). 


Question:

What address can I overnight (sent via FedEx or UPS) the signature pages to.  Also, If you receive them on Tuesday June 30th, is that OK.  I am completing the applications for 10 charter schools.


Answer:  


Once the board members have provided their signatures, a scanned copy of the signature page can be uploaded in the Required Attachment section as part of the application or can be emailed to: ra-cd-grantsigs@pa.gov 



Question:

 May the signature page contain electronic signatures? 

Answer:

  

An electronic signature such as Adobe Sign is acceptable as well as a wet signature that is scanned and emailed. 


collapse Question Title : Sole Source ‎(1)

Question:

 We would like to allocate some of our funds for architectural services related to the modification of classroom spaces. Considering the timeframe in which the work of modifying classroom spaces must be completed, the district didn't have time to bid this work out and is using an on-call contractor. Am I correct that this would fall under one of the four sole source circumstances: "The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation"? 

Answer:


 Yes, that is a viable reason to submit a sole source. 



collapse Question Title : Subrecipient ‎(1)

Question:

 Hi-trying to get clarification on subrecipients.  Not every vendor or contractor who would perform work or provide items under this grant project is considered a subrecipient, correct?

Answer:

 Correct, an applicant passes grant funds through to a subrecipient to carry out a portion of the project.  A contractor is providing goods and/or services procured by the applicant. 


collapse Funding Announcement Title : Endowment Act - Child Advocacy Centers ‎(2)
collapse Question Title : Allowable Expenses ‎(2)

Question:

Would the replacement of carpet with laminate flooring (easier to clean and sanitize) be an appropriate request for this funding? 

Answer: 

If an applicant feels that an expense would fit within the seven eligible categories, including (7) Other health and safety programs, items or services necessary to address the COVID-19 disaster emergency, you can provide that justification within the Budget Justification box located in the budget detail section of Egrants.

Question:

Good morning. Can you clarify if my school entity can apply for funds to cover my school counselors salary in the 2020/2021 SY to do counseling as a result of COVID-19 emergency, as it relates to students in food shortage, stressful housing situation, parent employment changes..etc. I am looking at categorizing this under section 24 P.S. s 13-1312-B(b), (5) providing mental health services and supports, including trauma-informed approaches for students impacted by the covid-19 disaster emergency. We are currently providing these services. 

Answer:  

Yes, that is applicable.  However, please note that the CARES Act requires that payments be used only to cover costs that were not accounted for in the budget most recently approved as of March 27, 2020. A cost meets this requirement if either (a) the cost cannot lawfully be funded using a line item, allotment, or allocation within that budget or (b) the cost is for a substantially different use from any expected use of funds in such a line item, allotment, or allocation.  

   

The “most recently approved” budget refers to the enacted budget for the relevant fiscal period for the particular government, without taking into account subsequent supplemental appropriations enacted or other budgetary adjustments made by that government in response to the COVID-19 public health emergency. A cost is not considered to have been accounted for in a budget merely because it could be met using a budgetary stabilization fund, rainy day fund, or similar reserve account. 



collapse Funding Announcement Title : ESSER School Health and Safety Grants FY20-21 ‎(32)
collapse Question Title :  ‎(1)

Question: 

 

A question I have is on the ESSER Equitable Services page.  Question 1.2 states: Number of Nonpublic Institutions within the LEA’s district”.  My questions is if we have zero Nonpublic schools within our district footprint, are we exempt from providing an allocation?  The way that question is worded made me question it. 

 

Answer: 

 

The question was updated to as follows: 

Number of Nonpublic Institutions the LEA provides services to? This should be the number of Affirmations of Consultation attached to this section as requested in question #1.3 below. Section 18005 of the CARES Act requires school districts that receive Elementary and Secondary School Emergency Relief Funds (ESSERF) provide equitable services in the same manner as provided under Section 1117 of ESEA, which means in in the same manner as equitable services are provided in Title I, Part A. 

collapse Question Title : Affirmation of Consultation ‎(2)

Question: 

 

Is a new specific nonpublic affirmation form for the new ESSER School Safety Grant available? 
If so can you please tell us where to find it? 
If not, can you please advise which one to use? 

 

Answer: 

 

The Affirmation of Consultation is included as a part of the ESSER Equitable Services Section in Egrants.  The LEA is required to submit a signed copy of the affirmation form for each nonpublic school.  

​​Question: 

 

Can I use the affirmations I've recently completed when applying for PDE grants? 

 

Answer: 

 

Previous affirmations may not be used for this grant application. New affirmations are required. 

collapse Question Title : Allocation ‎(1)

Question: 

What is the amount that our district could be awarded for this grant? I don’t see in the grant application any reference to funds. 
 

Answer: 

 

The total allocated amount for each school district is listed in Appendix A of the Funding Announcement  

collapse Question Title : Budget ‎(1)

Question: 

 
I am working on my ESSER Health and Safety grant application.  Do you suggest that I do Agency or Pass through budget? 

 

Answer: 

 

School districts that are applying for ESSER School Health and Safety Grant funding should be submitting Agency budgets.  

collapse Question Title : Budget Detail ‎(1)

​Question:

1. Personnel - when adding position and name - regarding name: Are we being asked to give an individual's specific name? or a title to that position? 

2. For nonpublic school equitable services  - are we required to put in each non pubs specific request or general requests?


Answer:


 1. Generally, names and titles should be added within the personnel section. 

2. A general explanation of each non-pubs request should be included. 


collapse Question Title : Due Date/Time ‎(3)

Question:   

When is my ESSER grant application due?

 

Answer:  

 

ESSER School Health and Safety Grants FY20-21 applications are due by 11:59pm Wednesday, January 6, 2021. However, we advise submitting your application as soon as possible since we will be processing applications as they are received.  For more information on the requirements of the application and guidance on how to complete an application in the PCCD Egrants system, please see the ESSER School Health and Safety Grants FY20-21 webpage.

Question:

Hi.  I received an email notification with a press release dated 10/27/20 that indicated funding for 20-21 School Safety and Security grants were posted but when I clicked on the link the new grant had a June deadline which was very confusing.  

Can you send info or a link that includes correct deadline for this announcement that was just released?  

Answer:

The application deadline for the ESSER School Health and Safety Grants is Wednesday, January 6, 2021. However, we advise submitting your application as soon as possible since we will be processing applications as they are received.

Please follow the link below to the ESSER School Health and Safety Grants FY20-21. ttps://www.pccd.pa.gov/schoolsafety/Pages/ESSER-School-Health-and-Safety-Grants-FY20-21.aspx

Question:

As a follow-up to this email, are the start and end times for the grant 3/1/2020 to 10/30/2020 or have the deadlines been extended? Also should this grant be tracked separately or be combined with the first allocation of the PCCD Health and Safety Grant? I just want to make sure we do our reporting correctly. 

Answer:

The project dates for the original COVID-19 Health and Safety grants was 3/1/2020 - 10/30/2020. There was no extension for this project. This project should have been completed with all fiscal and program reports being submitted by 11/10/2020. 

 The project dates for the ESSER School Health and Safety Grants are 3/13/2020 - 9/30/2022. This is a separate project and should be tracked and reported on as such.  

collapse Question Title : Eligible Applicants ‎(1)

Question:

Allocations for public charter schools are not included in Appendix A of the November 2, 2020 announcement.  Please advise where these allocations are identified.

Answer:

This funding announcement is open to eligible school districts ONLY.

collapse Question Title : Eligible Expenses ‎(6)

Question:

I am wondering if the funds the School District will receive through the School Safety and Security Commission may be used to offset cyber school costs?

Answer:

All funding must be used in accordance with 24 P.S. §13-1312-B(b).  Items or services noted in subsection (7) of 24 P.S. §13-1312-B(b) may also refer to programs, items or services allowed by the CARES Act Section 18003(d)(1) through (d)(12).  Section 1312-B(b)(6) refers to the purchasing educational technology for distance learning to ensure the continuity of education. A justification will need to be provided regarding how cyber school costs will assist the district in mitigating the impact of COVID-19.

Question:

I have a non public that has already purchased chromebook charging carts, they want to know if it would be possible if we could reimburse them the costs for their portion of the non public funds?

Answer:

The start date for this project is March 13, 2020. ESSER funds may be used to cover any allowable expenditure incurred on or after March 13, 2020 following approval of the submitted application.

​Question:

With the recent release of additional funds, I am wondering if we can use our district portion to increase the daily rate for substitute teachers? We are struggling on a daily basis to fill classrooms for absent staff members. I could see this potential falling under the grant requirements as "items of services necessary to address the COVID 19 disaster emergency."

Answer:

All funding must be used in accordance with 24 P.S. §13-1312-B(b).  Items or services noted in subsection (7) of 24 P.S. §13-1312-B(b) may also refer to programs, items or services allowed by the CARES Act Section 18003(d)(1) through (d)(12).  The justification should include how raising substitute teachers salaries will mitigate the impact of COVID-19.


Question:

My school district has asked to continue school safety assessments during the COVID pandemic as we returned back to school. Do you know if the State has continued assessments or has it officially been on hold? Also aspects of the assessments can not be evaluated due to COVID ie, lunches, can that be waived or supplemented later? 

Answer:

All funding must be used in accordance with 24 P.S. §13-1312-B(b).  Items or services noted in subsection (7) of 24 P.S. §13-1312-B(b) may also refer to programs, items or services allowed by the CARES Act Section 18003(d)(1) through (d)(12) 

School districts will need to provide a justification as to how the assessment would impact the mitigation of COVID-19. 


Question: 

 

We desperately need vans to deliver food for our students. I have 2 questions. 

1. Can we purchase a van or two through this grant? 
2. If yes, must we keep them for 10 years? 

 

Answer: 

 

1.  All funding must be used in accordance with 24 P.S. §13-1312-B(b).  Items or services noted in subsection (7) of 24 P.S. §13-1312-B(b) may also refer to programs, items or services allowed by the CARES Act Section 18003(d)(1) through (d)(12).  Please provide an appropriate justification as to how the purchase of the vans mitigates the impact of COVID-19. 

2.  Applicants must follow the Property Standards guidelines in the federal Uniform Administrative Requirements for Federal Awards (2 CFR § 200.310 through 2 CFR § 200.316) and the property records and disposition guidelines in PCCD’s Applicant’s Manual. 


Question:
 
Is personnel overtime or additional staffing due to the COVID-19 emergency an eligible category for this grant? 
 
Answer:
 
All funding must be used in accordance with 24 P.S. §13-1312-B(b).  Items or services noted in subsection (7) of 24 P.S. §13-1312-B(b) may also refer to programs, items or services allowed by the CARES Act Section 18003(d)(1) through (d)(12).  The justification should include how personnel overtime or additional staffing costs are necessary to mitigate the effect of COVID-19. 
collapse Question Title : Eligible Programs ‎(1)

Question:

I have a question regarding the ESSER grant.  Can this money be used to pay for after school tutoring?  Our district is using a hybrid method for instruction, and our students are struggling academically.

Answer:

All funding must be used in accordance with 24 P.S. §13-1312-B(b).  Items or services noted in subsection (7) of 24 P.S. §13-1312-B(b) may also refer to programs, items or services allowed by the CARES Act Section 18003(d)(1) through (d)(12).  Section 18003(d)(11) refers to Planning and implementing activities related to summer learning and supplemental afterschool programs, including providing classroom instruction or online learning during the summer months and addressing the needs of low-income students, students with disabilities, English learners, migrant students, students experiencing homelessness, and children in foster care.  Please refer to the CARES Act for more information.

collapse Question Title : Equitable Services ‎(11)

Question:

Under this newest grant announcement, I see equitable services apply.  Are we to treat this like we would under Title I where we provide services for not only a non-public school within our boundaries, but also for schools outside our district where our students may attend?  Also is there an affirmation of consultation form we will need to have completed for this grant?  Please advise.  Thank you.

Answer:

Equitable services should be distributed similarly to the way that school districts distributed the funding that was received from PDE.  Section 18005 of the CARES Act requires school districts that receive Elementary and Secondary School Emergency Relief (ESSER) funds to provide equitable services to local nonpublic schools. School districts should refer to PDE's Equitable Shares Guidance for more information on this process.

There is an Affirmation of Consultation that is included as a part of the ESSER Equitable Services Section in Egrants.  Each nonpublic school will be required to submit a signed copy of the affirmation. 

Question:

Can you confirm that this grant is to follow the 19-20 non-public summary?  In other words, our share is based on what we shared at that time, correct?

If a non-public did not participate in T1 during the 19-20 school year, are we are required to invite them again at this time as we did with the first ESSERf grant application?

Answer:

Equitable services should be distributed similarly to the way that school districts distributed the funding that was received from the Pennsylvania Department of Education (PDE).  Section 18005 of the CARES Act requires school districts that receive Elementary and Secondary School Emergency Relief (ESSER) funds to provide equitable services to local nonpublic schools. School districts should refer to PDE's Equitable Shares Guidance for more information on this process.  Nonpublic school shares are found in Appendix A of the ESSER School Health and Safety Grants FY20-21.

All schools that were eligible under the ESSER Fund through the PDE are eligible for funding through PCCDs ESSER School Health and Safety Grants FY20-21 and must be consulted for this application

Question: 

 

Regarding the PCCD Grant-  ESSER School Health and Safety Grants FY20-21.  We do not have any non-public schools within our district boundaries.  However, we do have two just outside the lines that we provide services for students.  The ESSER Equitable Services section asks several confusing questions about this.  How do we answer those questions if the non-public is NOT within our LEA but we provide services to the non-public? 

 

Answer: 

 

School Districts must follow the guidelines set with the Pennsylvania Department of Education(PDE) regarding the nonpublic schools that are eligible to receive funds through ESSER School Health and Safety Grants FY20-21.  Please consult PDEs Guidance on Calculating and Administering Equitable Shares Reservations.  The text of the question has been revised in Egrants. 

​​Question: 

Does this grant just require reaching out to the Catholic schools again for that non-public affirmation Form That We’ve had to do when we’re doing the grants  on the Egrants PDE website ? Very time-consuming effort.

Answer: 

The ESSER School Health and Safety Grants FY20-21 requires that each school district follow the equitable share guidelines set forth by the Pennsylvania Department of Education (PDE).  All nonpublic schools that are eligible should be contacted for this funding announcement. Each School district is required to complete the Affirmation of Consultation form that is found in the ESSER Equitable Services Section in Egrants 

Question: 

 

 For our district’s grant, I am having trouble determining the per poverty pupil allocation for the equitable share to non public schools.  I have numbers for how many poverty students, but without the per pupil allocation I am stuck in my attempts to determine how much each school would be entitled to.  Are you able to provide guidance? 

 

Answer: 

 

Section 18005 of the CARES Act requires school districts that receive Elementary and Secondary School Emergency Relief (ESSER) funds to provide equitable services to local nonpublic schools. School districts should refer to PDE’s Equitable Shares Guidance for more information on this process.   

 

Per student equitable shares are based on the total number of low-income nonpublic school students  and the ESSER nonpublic equitable share per district.  The total  amount for ESSER nonpublic equitable shares is listed in the funding announcement on PCCD’s website. The amount will be calculated in the Equitable Services section in Egrants. 

Question:  

Pease provide some direction on the non-public's equitable share and how this is entered into the grant. 

 

  1. Does the nonequitable share amount listed in the funding announcement get treated like a pass through the school district? 
  2. On the Main Summary Page, the non-public is not a school district, so do I list them as a recipient? 
  3. Do I have to list the non-public entitled to ESSER funds as a sub-recipient and does the district have to manage their portion?   

 

Answer: 

The nonpublic school should not be listed as a recipient agency since the funds don’t simply pass-through the district.  The equitable services costs should be entered as a separate line item in the correct budget category and clearly identified as equitable services costs.   

Question: 

We are allotted $161,149  (LEA share ESSER Funding), and the non-pub share is $1,449. 
 
1. Is the non-pub share of $1,449 taken from the $161,149? 

2. We have three (3) non-pub schools (Catholic) in the district, would the $1,449 be divided between the 3 non-pub schools? Or, can it go to one of the three? 

 

Answer: 

 

1.  The $1,449 is taken from the $161,149. 

2.  Equitable services should be distributed similarly to the way that school districts distributed the funding that was received from PDE.  Section 18005 of the CARES Act requires school districts that receive Elementary and Secondary School Emergency Relief (ESSER) funds to provide equitable services to local nonpublic schools. School districts should refer to PDE’s Equitable Shares Guidance for more information on this process. 

Question: 

 

The first section asks about the number of non-public school districts within our District, of which we have none.  The second section asks to list the non-public institutions within our District, which would also be none.  However, I noticed that on the announcement letter that was released, my district has a non-equitable share allocation listed.  The directions on the page seem to contradict the letter in terms of how to calculate the allocated share.  Are we to determine the amount based upon non-public schools within our district boundaries (like we do with Title II and IV), or are we to calculate the allocation based upon our number of low-income students at non-publics regardless of where the school is located (like we do for Title I)?   

 

Answer: 

 

Please follow the guidance in the Equitable Services section in egrants and copied below: 

An LEA receiving ESSER funds will provide equitable services to students and teachers in nonpublic schools as determined through timely and meaningful consultation with representatives of nonpublic schools.  The nonpublic equitable share should be calculated and based on the 2019-20 low income students of nonpublic schools that participated in 2019-20 Title I, Part A programming. 

  • Section 18005 of the CARES Act requires school districts that receive Elementary and Secondary School Emergency Relief Funds (ESSERF) provide equitable services in the same manner as provided under Section 1117 of ESEA, which means in in the same manner as equitable services are provided in Title I, Part A. 

  • The equitable services provided to nonpublic school students and teachers should be determined in consultation with nonpublic school representatives. School districts may provide services directly or may contract with a public or private entity after following the appropriate 
    procurement procedures to deliver the services. 

Question:  

How can a nonpublic school view a school district’s ESSER application? 

Answer:  

The school district can click the View Contract button on the Application Summary page in Egrants to generate a PDF document of the application which can be provided to the nonpublic school. 

Question:

Regarding the newly released PCCD grant with ESSER funds, for the non-public equitable share, while there are 4 non-publics in the district, only one is eligible for Title I funding 

Two of the other schools do not have low-socioeconomic students, so they are not participating in Title I or the ESSER grant. 

The last school does not want to participate in any Federal funding. 

When completing the Equitable Services section, should I indicate one school and then add just that school? I have already spoken with that principal and sent her the Affirmation of Consultation form.

Answer:

Yes. Please have the non-public school that is eligible for the funding complete the certification. The completed Affirmation form will  need to be added to the ESSER Equitable Services Section of your grant. 

​Question:

A question I have is on the ESSER Equitable Services page.  Question 1.2 states: Number of Nonpublic Institutions within the LEA’s district”.  My questions is if we have zero Nonpublic schools within our district footprint, are we exempt from providing an allocation?  The way that question is worded made me question it.  I appreciate you taking the time to help me out. 

Answer:

School Districts must follow the guidelines set with the Pennsylvania Department of Education(PDE) regarding the nonpublic schools that are eligible to receive funds through ESSER School Health and Safety Grants FY20-21.  Please consult PDEs Guidance on Calculating and Administering Equitable Shares Reservations.  The text of the question has been revised in Egrants to provide a clearer understanding of the information that is needed. 

collapse Question Title : Equitable Services Attachments ‎(1)

Question:

In regard to the nonpublic section of the grant application and the uploading of nonpublic school Affirmation of Consultation forms, are we able to upload the same Affirmation of Consultation forms that we collected for our other ESSER grant we worked on over the summer?  They are the exact same forms with the same nonpublic schools involved. 

Answer:

The Affirmation of Consultation is included as a part of the ESSER Equitable Services Section in Egrants.  Each nonpublic school will be required to submit a signed copy of the affirmation based on the current funding announcement, ESSER School Health and Safety Grants FY20-21. 

collapse Question Title : Non-Public Shares ‎(1)

​Question:

 It states that the LEA share is $653,852 and the non-public share is $15,339.  Does that mean the district share is actually $638,513?


What is the formula and process for equitable distribution of funds to the non-public schools.  How do we determine a cost per non-public building? 

A. Is the non-public portion included in the district application or do they complete a separate application.  I don’t remember there being a non-public section in any of the PCCD grant applications that we have completed? 

B. Are the funds for non- public schools in our attendance boundaries or do the funds follow a student like Title 1? 

C. Are there consultation documents that need to be filled out? 


Answer:


1. Yes, the total application amount would be for $653,852, and the nonpublic portion of the total application amount would be $15,339.  

2. Funding is being distributed via the formula outlined in Act 30 of 2020. Act 30 provides that ESSER funding distribution is determined by the 2018-2019 average daily membership for each school district. 

  

A. There is only one application that needs to be completed. The non-public allocation  is listed in Appendix A. 

  

B. Section 18005 of the CARES Act requires school districts that receive Elementary and Secondary School Emergency Relief (ESSER) funds to provide equitable services to local nonpublic schools. School districts should refer to PDE’s Equitable Shares Guidance for more information on this process at Equitable Services Reservation Guidance (pa.gov) 

  

C.  Affirmation of consultation documents should be attached within Egrants for each participating non-public school. A blank form is attached in Egrants for your use. 


collapse Question Title : Procurement ‎(1)

Question:

If I purchase equipment that is $15,000 for cleaning, do I need to go out to bid?

Answer:

Yes. All procurement transactions shall be conducted in a manner that provides open and free competition. Grant recipients must follow the Procurement Standards as described in 2 CFR §200.320 and in PCCD's Applicant's Manual.

collapse Question Title : Project Dates ‎(1)

Question:

The project dates are listed as March 13, 2020 through September 2022, but the fully executed date is May 5, 2021. Must all funds be expended by the May date? If so, why would the grant run until 2022? 

Answer:

The ESSER subgrant contracts between PCCD and school districts must be fully executed on or before May 5, 2020.  Schools have until September 30, 2022 to expend the funding. 

Q&A text
collapse Funding Announcement Title : 2019-20 PACTT Competitive Funding Announcement  ‎(7)
collapse Question Title : Eligibility to Apply ‎(2)

​Question: I see multiple sites can apply for the 201-20 PACTT Competitive solicitation, but I recall it had to be different Federal I'd numbers.  Is this different this year?  We want to submit for a few but have the same fed I'd #.

Answer: For this funding announcement, eligible applicants include entities that are NOT currently PACTT Affiliates OR entities that were PACTT Affiliates at some point in the past but allowed their affiliate status to lapse.  Only one application may be submitted per non-affiliated provider.  Providers are regarded as separate and distinct sites/facilities. This allows multiple applications to be submitted from more than one established provider. For example, ARC, Inc. has four individual sites and each could submit an application for these funds. ii. However, ARC, Inc. would not be permitted to submit one combined application for funds for all four of its sites.

If an entity submits an application, the entity would only have one Federal Identification number and would not have different federal identification numbers for each site/facilities.  More than one application can be submitted for the same entity and that entity must be listed as the applicant agency.  On the line for Recipient Agency the entity name along with the site/facility name could be identified.

Question: Can a for-profit organization conducting training and employment-related services targeting the population to be served apply for this grant?

Answer: For this solicitation, eligible applicants can include both for-profit and non-profit licensed human service agencies that serve Pennsylvania's adjudicated youth in a community-based, out-of-home or probation setting within Pennsylvania.  The goal of these funds is to provide a fiscal incentive for residential, community-based, and/or juvenile probation office service providers to qualify to become PACTT Affiliates.  Current Affiliated programs do not include non-human service agencies, local school districts, intermediate units, post-secondary institutions, detention centers or private businesses. 

collapse Question Title : Impact and Outcomes ‎(1)

Question: Are you more concerned about the impact of the project/program or reaching the larger numbers of the audience?

Answer: The size of PACTT affiliates varies greatly, therefore no specific number of youth to be served has been established.  With regard to the impact of the program, the "Anticipated Impacts" of the program can be found on page 6, Section C of the funding announcement. If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

collapse Question Title : Impacts and Outcomes ‎(1)

Question: Is there a minimum for the # of youth being served in the project/program?

Answer: The types and size of PACTT affiliates varies greatly, therefore no specific number of youth to be served by a project or program has been established.  As outlined on Page 5, Section 5a of the funding announcement "All residential facilities, community-based, and/or juvenile probation office providers that are not currently PACTT Affiliates and serve primarily adjudicated delinquent youth are considered eligible to apply for these funds."

If the applicant believes that the project/proposal fits within one or more of the eligible activities, the applicant can provide that justification (i.e. "make the case") within the application.

collapse Question Title : Program Implementation ‎(1)

Question: I'm a grant writer and we're interested in applying for the upcoming PACTT funding cycle.

We've closely reviewed the RFP and noticed that this funding opportunity is specifically open to organizations that are interested in achieving "affiliate status." Once affiliate status is attained, what do organizations that have this status have to do in order to keep it?

Answer: Eligible applicants once awarded, and Affiliate status is attained, are expected to maintain Affiliate status.  Affiliates will work their assigned Adjudicated Youth Education Program Consultant in order to meet the required expectations of Affiliate status.  Please note, that awarded grantees are expected to commit to a quality implementation of their project, participate in an annual re-affiliation review, and to participate in the data collection activities set forth under the Research for Action program in conjunction with the County Commissioners Association of Pennsylvania.  Agencies found to not be fulfilling PACTT's affiliation standards are subject to removal of their status as an affiliate. 

collapse Question Title : Project Goals ‎(1)

​Question: Is this grant only for the purpose of applying for PACTT affiliation or is an actual project expected?

Answer: The goal of the PACTT solicitation is to provide a fiscal incentive for residential, community-based, and/or juvenile probation office service providers to qualify to become PACTT Affiliates.  Proposed applicants are expected to work through twelve months of the project period with the Bureau of Juvenile Justice Services (BJJS) PACTT Staff in order to meet benchmarks to become a PACTT Affiliate.  Applicants are to propose a project that will lead to the completion of PACTT Affiliation goal at the end of the twelve months, or prior to the end of the grant, if awarded.

collapse Question Title : Project Timelines ‎(1)

Question: Does the proposed project/program need to be active throughout the entire 12-month period?

Answer: With the exception of some academic programs that may not provide services over the summer months, PACTT related services traditionally operate throughout the year.  It is recommended that the proposed applicant clearly outline what portion(s) of its program will be "inactive" during the year and include what other parts of its program will continue to operate.

collapse Funding Announcement Title : 2020 PA Start Messaging Campaign (2020)  ‎(28)
collapse Question Title : Application Process ‎(1)

Question:

Should ad spend, such as social media boosting and digital ads, be included in the provided budget?

Answer:

It is up to the proposed applicant to add line items within the Budget detail section that will contribute to the success of the proposed project.  Applicants are to provide a detailed justification of each proposed line item.

collapse Question Title : Data ‎(1)

​Question:

Do you have analytics on the site now?

Answer:

PCCD does not have analytics information on the site at this time.

collapse Question Title : Egrants ‎(2)

Question:

Budget Detail?  Do I need to do anything here…I don't have access to that section.  I did several PCCD Grants in the past when I was with York County and we needed to show a budget…I'm guess we wait to see if we're awarded the funding?

Answer: 

Applicants are to enter a Recipient Agency in the Main Summary Page of the application in Egrants in order for the Budget Detail section to open.  For additional technical assistance or system questions, please contact the Egrants Help Desk at 717.787.5887, 800.692.7292 or by emailing RA-eGrantsSupport@pa.gov.  

Question:

I am not finding our Financial Officer in the "drop down" for the Main Summary page.  I know he is registered and I added him as a "Signatory".    I searched the link for "Additional contacts" and he is not found.  Any help in adding him would be greatly appreciated, as it is required to complete the application. 

Answer:

If your agency cannot add the appropriate individual in the Main Summary Section, please contact the Egrants Help Desk.  This individual might not have the appropriate roles within Egrants.  Please contact the Egrants Help Desk at 717.787.5887 or by email to RA-eGrantsSupport@pa.gov       

collapse Question Title : Eligibility to Apply ‎(2)

Question: 

West Chester University is interested in applying for the above-referenced funding opportunity.  The eligibility criteria includes:   Any private non-profit agency, any private for-profit agency, public agency, or unit of local government.  Does PCCD consider West Chester University to be a public agency.  

Answer:

As stated in the funding announcement, any private non-profit agency, any private for-profit agency, public agency, or unit of local government is eligible to apply.  It is up to the proposed applicant to determine if the applicant meets the criteria for this application.    

Eligible applicants must also:

  • Must have a Dun and Bradstreet Data Universal Numbering System (DUNS) number (https://fedgov.dnb.com/webform).  Time length to receive: 1-2 business days.  For more information, please call 1-866-705-571.
  • Must be registered with the System for Award Management (SAM), accessible online at https://sam.gov.  Time length to receive: 7-10 business days.

Question:

The research office at Temple asked us to make sure that proposals aren’t limited to one proposal per institution. Please let me know if that is the case.

Answer:

The PA Start Messaging Campaign solicitation is expected to award a total of $102,000 in Federal State Opioid Response funds to support this initiative.  PCCD expects to award one project to implement this initiative.  Proposed applicants can submit more than one application, however only one project will be awarded.

collapse Question Title : Eligible Activities ‎(4)

​Question: 

Is this grant award for the dissemination of PA Start materials in a geographic location? Are PA Stop materials included?

Answer: 

The goal of this prevention initiative is to implement a 60-90-day concerted dissemination effort within the Commonwealth in order to make the best use of taxpayer dollars.  It is up to the proposed applicant to describe the geographic location for the dissemination of the materials. 

It is expected that the PA Start Initiative will include the following: 

  • A website expansion and enhancement. 
  • Web Search Engine Optimization (SEO) and Social Media Integration. 
  • Expanded messaging materials to include new specific substance abuse issues as well as specific messages to diverse ethnic, socio-economic, and cultural communities.
  • Media distribution and public relations work to include a needs-based map to provide prevention messaging. 
  • Metrics and evaluation support in order to measure the success of the campaign.

PA Stop materials are not included in this solicitation.  

​Question:

Under project description where it states the PA Start Initiative will include the following:

  1. A website expansion & enhancement
  2. Website search engine optimization & social media integration
  3. Expand messaging materials to include new specific substance abuse issues as well as specific messages to diverse, ethnic, socio-economic, & cultural communities
  4. Media distribution & public relations work to include a needs based map to provide prevention messaging
  5. Metrics & evaluation support in order to measure success of campaign

Are the above a list of things that are being given to the grant award recipient in addition to the award money for dissemination of materials? I am unclear as to what this is in regards to.

Answer: 

The activities listed under the Project Description are the required activities that the project must include and proposed applicants must include within the project description.  These activities will not be provided to applicants.  

Question: 

Does PA Start have any social media profiles? If yes, which ones? Has PA Start ever run a digital advertising campaign on their social media profiles?

Answer:

The goal of this prevention initiative is to implement a 60-90-day concerted dissemination effort within the Commonwealth in order to make the best use of taxpayer dollars.  The PA Start initiative is a messaging campaign and does not have a social media profile.    

​Question:

Is there a priority geography within the state?

Answer:

It is up to the proposed applicant to describe the geographic location for the dissemination of the materials.

collapse Question Title : Fiscal ‎(1)

​Question:

My question is in reference to the third and fourth question in the Federal Transparency Act Certification section of the application.  For those of us who are going to propose utilizing a competitive bid process in order to provide the marketing campaign, I am just wondering how these questions should be completed.  I am assuming that question #3 regarding subrecipients receiving $25,000.00 or more would have to marked as “no” because if it marked as “yes” you are required to list the subrecipient/ contractor DUNS number and SAM registration date.  Without completing the competitive bid process, this information would not be able to be supplied as the subrecipient/ contractor has not yet been determined.  Since there is no alternative option to list Competitive Bid Process or Subrecipient/ Contractor not yet determined, this is my assumption and the agreements would just be considered a consultant (per the budget category), with the specifics to be determined after the competitive bid process is completed.

Answer:

The Federal Transparency Act Certification section within the application is in reference to a grant subrecipient agency, such as a pass-through agency, not a vendor hired to perform a service, act in a consultant capacity, or supply a product.

collapse Question Title : Funding Availability ‎(1)

​Question:

Are you only selecting one award recipient to receive up to $102,000?

Answer:

For this solicitation, PCCD expects to award one project to implement this initiative for up to $102,000.

collapse Question Title : PA Start ‎(2)

Question: 

Is there something that’s not working about the current campaign or is this just an expansion on the current campaign?

Answer:

This solicitation is an expansion of the current PA Start Messaging Campaign.   

Question:

Will Spanish language campaign materials and efforts be needed?

Answer:

It is up to the proposed applicants to describe the items needed for a successful implementation for the PA Start Messaging Campaign.


collapse Question Title : PA Start Campaign ‎(2)

Question:

Can you clarify use of the current PA Start messaging?  Are you looking for new creative or will visuals stay the same?

Answer:

The goal of this solicitation is the expand the current work PA Start Messaging Campaign.  It is up to the proposed applicants to describe how the proposed applicant will implement the expansion of the PA Start Campaign.

​Question: 

Our website designer would like to gain a better sense about what is meant about website expansion and enhancement. Would that mean editing and building out what already exists or starting from scratch?

Answer:

The goal of this solicitation is the expand the current work PA Start Messaging Campaign.  It is up to the proposed applicants to describe how the proposed applicant will implement the expansion of the PA Start Campaign.  Please also see Q10.

collapse Question Title : PA Stop Campaign ‎(1)

Question: 

Are we expected to leverage the PA Stop campaign?

Answer:

The PA Start Messaging Campaign will expand the work of the PA Stop Campaign and complete the prevention initiative circle by addressing problem or risky behaviors in youth before they begin.  

collapse Question Title : Performance Indicators ‎(1)

Question:

Performance indicators?  Do I have to do anything here…I couldn’t find any references to them in the application manual.  

Answer:

Applicants may include performance measures that are specifically related to the activities outlined in their application. However, applicants are not required to develop performance measures as part of their application. Applicants not submitting performance measures as part of their application will need to change the performance indicator section status in Egrants to “Complete” in order to submit their application.


collapse Question Title : Performance Measures ‎(1)

​Question:

What does PA Start hope to achieve with this campaign? Are there any defined KPIs (key performance indicators) that will be used for the campaign?

Answer:

The goal of the PA Start Messaging Campaign is to implement a 60-90-day concerted dissemination effort within the Commonwealth in order to make the best use of taxpayer dollars.  It is up to the proposed applicant to develop performance indicators within the application. 

collapse Question Title : Project Activities ‎(4)

Question:

Are we expected to develop creative assets with the intent of handing them off to you (i.e. we build out the website and then give you they keys; we create Facebook ads that we hand off to you by September 29) or do the deliverables need to run/be live between July 1 and September 29? Or do we do both? ( i.e.: run the campaign between July 1 and Sept 29 and then hand you all files/keys to the website on Sept 30)

Answer:

The Awarded project for this solicitation is expected to have both completed the project activities within the project period, as well as provide the provide all the deliverables to PCCD.  

Question:

Do you need all metrics and evaluation completed by September 29, or can that be done after the campaign has run?

Answer:

All proposed project activities are to be completed before the end date of the project period, September 29, 2020. 

​Question:

Will we be expected to communicate with/check in with an official from PCCD as we work on this project? Will we run deliverables by this person before running them live on the various media platforms?

Answer:

The awarded project is expected to have regular communication with the PCCD program contact.  The deliverables are to be approved by PCCD prior to the release on media platforms.  

Question:

We are interested in buying advertisements for PA STOP at our local supermarkets.  Can we purchase a year’s worth of advertising (July 1, 2020 to June 30, 2021) even though the grant cycle end Sept 29th.? We would essentially purchase a year’s worth of advertising up front instead of paying a monthly fee.

Answer:​

This solicitation is for the PA Start Campaign.  PA Stop is a different campaign, which focuses on the backend of prevention.   All proposed project activities for the PA Start Campaign are to be completed before the end date of the project period.  The project period for this solicitation is July 1, 2020 through September 29, 2020.  

collapse Question Title : Project Dates ‎(1)

Question:

Does the campaign need to be completed by September 29th? Or will it continue to run after that time? Do we need to have the creative assets developed before the start of the grant, or can we start to develop them after July 1 with the intent to start running them by August 1?

Answer:

Based on the availability of funds, the project start date will be July 1, 2020 and the project end date is Sept 29, 2020.  All proposed project activities are to be completed before the end date of the project period.  

collapse Question Title : Project Description ‎(3)

​Question:

Can you provide specific audience profiles and target demographic breakdowns? Partners; Profiles of clients/those affected that may be used for priority messaging and targeting.

Answer:

The proposed applicants are to describe in the Project Description section of the application, an implementation plan and the proposed methods the applicant intends to utilize in order to accomplish the proposed activities.  

​Question:

Are we looking to reach program users and partners with different messaging?

Answers:

Proposed applicants are to develop and describe an implementation plan which should include information on a target audience for the messaging campaign.  This information is to be provided in the Project Description of the application in Egrants.  

Question: 

You note SEO, are you speaking to backend technical SEO or frontend such as blog content, etc.? Or may we provide recommendations for both?

Answer: 

It is up to the proposed applicant to describe the proposed methods to complete the goals and Start Messaging Campaign.  This can include recommendations for SEO objectives of the PA.

collapse Question Title : Project Goals ‎(1)

​Question:

On the cover letter of this RFP, it says this messaging campaign is "intended to support, advocate, and supplement existing or future programming, targeting caregivers and influencers." Does that mean your existing programming (at PCCD)? Or does it mean a program that we are currently running in-house?

Answer:

This project is intended to support the existing programming or future prevention programming within the Commonwealth of Pennsylvania.  This can include prevention programming that is supported through PCCD funding or other prevention programs that are not PCCD funded.  

collapse Funding Announcement Title : 2020 Violence and Delinquency Prevention Programs ‎(27)
collapse Question Title : Application Sections ‎(2)

Question:

In the Executive Summary, what exactly are you looking for in question 5 – number of annual cohorts?

Answer:

The response to this question depends on the chosen program. A cohort refers to the group of people receiving the program for the duration of the delivery of the curriculum. For some programs, this does not apply. The response to this question should clearly explain how many people will be served by the proposed project during each iteration of delivery.

Question:

I am referencing the section name "Performance Indicators" under the application summary section.  Should I just mark it complete and wait until PCCD establishes it?

Answer:

The Performance Indicators section in Egrants can be marked complete without adding any additional measures. The awarded applicants will be required to report on program-specific measures in coordination with the EPISCenter.

collapse Question Title : Application Type ‎(1)

Question:

The agency I represent will be submitting an application to provide CBITS in one school district.  We already are providing CBITS as a contractor in another district, but we were not the applicant to PCCD for that project - the application came from the District. Is our application to provide the program in the new district considered a new implementation (since we did not directly receive funding from PCCD for the existing program), or an expansion?

Answer:

Because your agency was not the applicant or recipient agency, the application would be considered a new implementation

collapse Question Title : Collaborative Board ‎(1)

Question:

Can a Public/Charter school apply using the Board of Trustees as the necessary collaborative board or do we need to partner with another non-profit organization?

Answer:

The program for which funding is being requested should be identified by a broad-based prevention planning effort and not through a stand-alone or single agency driven planning effort. Applicants must demonstrate collaboration and/or partnerships within the community to be served.

For more information about collaborative boards, please see Appendix C of the funding announcement.

collapse Question Title : Definition of an Expansion ‎(1)

Question:

I understand that for non-school based programs, funds may not be used simply to offer the same services to more individuals. However, I am wondering if expanding the same services, but to a Spanish-speaking population would be acceptable, since we are not able to reach them currently due to language barriers.

Answer:

If you are not currently serving a specific population and your project design is crafted in such a way as to highlight that your proposed target population is a new one, you are eligible to apply to serve that new population, but not the population currently being served.

collapse Question Title : Eligibility to Apply ‎(5)

Question:

Would a non-profit hospital with 501(c)(3) status be considered a non-profit agency? Please further define a non-profit agency.

Answer:

Yes. As stated in the funding announcement, any private non-profit agency, public agency, or unit of local government can apply.

 Eligible applicants must also:

  • Have a Dun and Bradstreet Data Universal Numbering System (DUNS) number
  • Be registered with the System for Award Management (SAM)
  • Applications must be submitted on behalf of a collaborative board that has been established for at least one year, or on behalf of two or more collaborative boards that wish to partner to implement the same program. Applicants must demonstrate collaboration and/or partnerships within the community to be served.

    For more information about collaborative boards, please see Appendix C of the funding announcement.
     
  • Applicants must have conducted a community Risk and Resource Assessment after December 31, 2017 (within the last 36 months). This is used to provide a baseline for measuring program outcomes. 

    For more information about the Risk and Resource Assessment, please see Appendix C of the funding announcement.

Question:

We currently have another PCCD grant which is prevention focused (working with parents and young children). Are programs only eligible for this grant if they work directly with older children and adolescents.

 Answer:

Applications should plan to serve the populations targeted by the selected program as listed on the EPISCenter site - http://www.episcenter.psu.edu/ebp. Please refer to Answer 1 for more information on eligibility to apply.

Question:

According to the Application Manual: "The applicant agency must include a copy of their executed pass-through contract between the governmental applicant and the agency as part of the application." The county requires the use of an RFP process for all contracts and a contract for this service would not be in place by application deadline. If the county was notified in early spring, the contract could be in place by end of the summer. Are we able to apply given these circumstances?

Answer:

Yes, the applicant must keep a fully executed contract on file and may be required to submit it to PCCD upon execution.

Question:

Our Coalition that operates under a 501C3 is looking to apply for this grant for the Strengthening Families Program. The confusion lies in this situation.  Our community has previously had the Strengthening Families Program provided through another agency as part of a grant they received. Our Community was able to receive 4 courses of Strengthening Families through this partnership. We did not apply for the grant and the Coalition did not implement the program per se. Members of our coalition, myself included were employed by the other agency to help in the implementation of this program. We served approximately 35 families over two years, a small number, reaching only one corner of our school district.  We are currently running the Life Skills Program in our School District and we know that evidence has indicated these two programs complement each other. 

 I am trying to determine if we are eligible to apply for this grant through the new agency and offer the program in the portion of the community that was not touched by the prior implementation and parts of the another, new School District.

Answer:

New implementation applications must propose to implement a program that has not previously been implemented by the applicant or recipient agency. Expansion applications must propose to serve a new target population than that currently being served. For non-school-based programs, like SFP 10-14, this would mean expanding services to a different geographic area as defined by school district boundaries. Funds may not be used to increase the services you are currently providing by offering the same services to more individuals (e.g., reducing a waiting list).

Question:

We had previously applied for funding for Project Towards No Drug Abuse with PCCD and it was rejected because we had a Strengthening Families 10-14 grant. We are in our final grant funded year for SFP 10-14. Are we now eligible to apply for Project Towards No Drug Abuse under the newest grant announcement?

Answer:

There is no prohibition on applying for a new grant if currently on PCCD funding. Agencies may apply for a new program (one for which they have never received PCCD funds to implement) or to expand a program for which that agency (the applicant and/or recipient) has previously received PCCD funding to implement. Expansion applications must propose to serve a new target population than that currently being served. For school-based programs, like PTNDA, this would mean serving either a new school district or expanding an existing implementation into new school buildings or grades within a district.

collapse Question Title : Eligible Expenses ‎(2)

Question:

We are working on planning to submit to the above funding announcement. For clarification, when we are doing budget for the cost of clinicians to participate in TF-CBT training, can we also add "lost opportunity" for time spent during training and required consultation? For example, clinician cannot see client for therapy due to being in training.

Answer:

You may bill your grant for the time that staff is participating in training at their normal rate, but you may not bill for lost clinical opportunities.

Question:

We are planning to submit for funding of TF-CBT to have our current clinicians trained, as well as hiring a Part Time Therapist to work with our Latino population as we experienced an influx of Latino residents from Puerto Rico. Can we include the salary of hiring a part time therapist in our cost of the grant?

Answer:

You may include the salary of a part-time therapist in the cost of the grant; please include justification that the position is integral to program implementation. PCCD will determine whether each expense is appropriately explained and justified and will have final approval of all budget requests.

collapse Question Title : Funding ‎(1)

Question:

I noticed the Violence & Delinquency Prevention Program funding amount listed below reflects $1.00. Can you share the funding amount for this grant?

Answer:

The amount of funding available for the 2020 Violence and Delinquency Prevention Programs funding announcement is contingent upon the final 2020-2021 and 2021-2022 state budgets.

collapse Question Title : Performance Measures ‎(1)

Question:

What are you looking for under the Performance Indicators section?

Answer:

If you are referencing Section 9, on page 14, of the application, this is not a part of the application. The Performance Measures section describes additional requirements of applicants should you be awarded:

  • The applicants must report on program-specific measures in coordination with the EPISCenter
  • Submit quarterly reports via Egrants, including attaching the program-specific performance measure Excel spreadsheet provided by the EPISCenter
  • Accept technical assistance from EPISCenter Implementation Specialists
  • Create additional performance measures if believed they will provide PCCD with useful information about the project.
collapse Question Title : Procurement by Noncompetitive Proposal ‎(2)

Question:

We are requesting funding for TF-CBT web training, live training and consultation calls through a Developer from EPISCenter. We will also have travel expenses and loss of billable hours.

In the procurement section, will we have to fill out all the information for a noncompetitive proposal? Training is required through EPISCenter, travel expenses will be according to our union contracts and billable hours will be based on our current rates.

Answer:

Yes. The procurement section must be completed for the chosen program. Please reference page 18 of the Applicant's Manual (https://www.pccd.pa.gov/Funding/Documents/Applicants%20Manual/Applicant%27s%20Manual%20-%20Current%20Version.pdf) on PCCD's website for instructions on Procurement by Noncompetitive Proposal Approval Procedure.

Please note that you may bill your grant for the time that staff is participating in training at their normal rate, but you may not bill for lost clinical opportunities.

Question:

If we are to provide a letter from the Program Developer (or their designee) stating their ability to provide training and the agreed upon amount, does that mean we can use the Program Developer for the training and do not have to competitively bid the training?  If that is correct, what do we select for procurement method – Competitive Bid, State Contract Procurement or Sole Source?

Answer:

Yes. You can utilize the Program Developer (or their designee) for the training and do not have to competitively bid the training. Please reference page 18 of the Applicant's Manual (https://www.pccd.pa.gov/Funding/Documents/Applicants%20Manual/Applicant%27s%20Manual%20-%20Current%20Version.pdf) on PCCD's website for instructions on Procurement by Noncompetitive Proposal Approval Procedure.

collapse Question Title : Program Eligibility ‎(3)

Question:

Of the 14 programs eligible for funding under this announcement we have a request to provide something other than one of the 14 listed. Several of our LEAs are requesting Train the Trainer (TOT) on Youth Mental Health First Aid from the National Council for Behavioral Health. Would this be considered an eligible program or is the list of 14 solid?

Answer:

For the 2020 Violence and Delinquency Prevention Programs funding announcement, only the 14 programs listed are eligible.

Question:

Bounce Back is an evidence-based trauma-informed program that was developed as an adaptation for elementary aged students of the Cognitive-Behavioral Intervention for Trauma in Schools (CBITS) program. Bounce Back contains many of the same therapeutic elements but is designed with added elements and engagement activities and more parental involvement to be developmentally appropriate for 5-11-year olds. As such, would Bounce Back also be a program eligible for 2020 Violence and Delinquency Prevention funding?

Answer:

For the 2020 Violence and Delinquency Prevention Programs funding announcement, only the 14 programs listed are eligible.

Question:

Is the Promoting Alternative Thinking Strategies (PATHS) Emozi program eligible under this funding announcement or is the elementary PATHS program the only one available under the announcement?

Answer:

Only the preschool/kindergarten, and elementary Promoting Alternative Thinking Strategies (PATHS ®) programs are eligible under the 2020 Violence and Delinquency Prevention Programs funding announcement. The Emozi adaptation is not eligible.

collapse Question Title : Program Implementation ‎(2)

Question:

Is it permissible to partner with a local private mental health agency and use funding (we are looking at the C-BITS program) to train our own school staff and some of the agency's staff? If it is permissible, would we be able to allow the agency to run the program in year one, and then have the school trained staff take over the program for year 2 and beyond for sustainability purposes? If this grant does not allow, is it ever ok to partner with outside agencies on PCCD grants?

Answer:

It is permissible to partner with a private non-profit organization and use funding to train the school and agency staff to implement the program. Please reference page 11 of the Applicant's Manual (https://www.pccd.pa.gov/Funding/Documents/Applicants%20Manual/Applicant%27s%20Manual%20-%20Current%20Version.pdf) on PCCD's website for guidance on requirements for contracting procedures.   

Question:

Can I partner with a private mental health agency that is "for profit" to assist in implementing the C-BITS curriculum into my school while training my own district staff to ensure the program can be continued for subsequent years?

Answer:

While the applicant must be a non-profit or government entity, you may partner with a for profit entity for service delivery while your staff is being trained on the model.

collapse Question Title : Required Attachments ‎(1)

Question:

On Page 27 of the funding announcement, the checklist states: "Obtained a letter of agreement (including implementation/materials costs) from the Program Developer?" For an application for SFP 10-14, is this letter necessary since the EPISCenter already provided an on-line guidance document specifying costs?

Answer:

If implementing SFP 10-14, obtaining a letter of agreement from the Program Developer is not necessary as training will be coordinated by the EPISCenter. However, applicants are encouraged to contact the Program Developer to ascertain all costs related to the implementation of the selected program.

collapse Question Title : Risk and Resource Assessment ‎(2)

Question:

If the organization is going to implement one of the three evidence-based programs that do not require a collaborative board, is a Risk and Resource Assessment required?

Answer:

No. A Risk and Resource Assessment is not required for projects implementing Project Towards No Drug Abuse (PTNDA), Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) or Aggression Replacement Training® (ART) in a residential treatment setting.

Question:

Clarification regarding question #3 that was submitted – Is a Risk and Resource Assessment not required for any TF-CBT program or only if the TF-CBT is in a residential treatment setting?

Answer:

A Risk and Resource Assessment is not required for Trauma-Focused Cognitive Behavioral Therapy (TF-CBT) program being implemented in a residential facility. If the implementation is to be community-based, the applicant must work with a local collaborative board who has conducted a risk and resource assessment that illustrates the need for TF-CBT in their community.

collapse Question Title : Signature Pages ‎(2)

Question:

The grant announcement states that our application will not be complete unless the original signature page is received. While completing the application we did not see anything regarding a signature page. Can you clarify for us please?

Answer:

The signature page is only generated when you are ready to print your completed application; the second page of the PDF that is generated is the signature page.

Question:

I can't find the signature page, but I believe that needs to be submitted by mail. Where can I find that?

Answer:

The signature page is only generated when you are ready to print your completed application; the second page of the PDF that is generated is the signature page.

collapse Question Title : Training ‎(1)

Question:

When it states that we need to have a letter from the program developer for training and staff has already been trained. Do we need to include this in the grant application? 

Answer:

If you are not including the cost for training in your budget, you should clearly describe when and where you were trained on the program model and which trained staff will be implementing the program using PCCD funding. Please note that these funds must be used to expand into a new geographical area/new grades/school building. They may not be used to support an existing implementation.

collapse Funding Announcement Title : 2020-2021 Innovative PACTT Projects ‎(3)
collapse Question Title : Eligible Applicants ‎(1)

Question 1:

Hello, I just wanted to be sure that only existing PACTT affiliates are eligible? Our organization has many youth job training programs in the region. Would our agency be eligible?  Would we be able to partner with an existing PACCT agency? Possibly be contracted as a service provider.

Answer 1:

All residential facilities, community-based, and/or juvenile probation office providers applying for funds under this announcement must meet the following conditions:

    1. Applicant must be a current PACTT Affiliate in good standing and may NOT be on provisional status; Applicant must primarily serve adjudicated delinquent youth; and
    2.  Applicant must have exhausted each of the five (5) tiers of grants included in the PACTT Mini-Grants Program.

At the discretion of an eligible applicant, they may choose to incorporate contractors or consultants into its proposal.  However, of note is that the use of funds may not be used to supplant or replace state, federal or local funds that would otherwise be available to provide for program-related services.  PCCD funding is to be used in addition to other funds that are made available for services.

Please see Appendix B, page 20, of this solicitation for more information.

PLEASE NOTE: If your agency is currently receiving PACTT funds through Egrants, your agency is not eligible to apply for this solicitation.


collapse Question Title : Signature Pages ‎(2)