First 5 Sonoma County Commission
________________________________________________________________________
Preschool Facilities and Services Grant Program
Grant Application
April 2016
Introduction
The First 5 Sonoma County Commission established the Preschool Facilities and Services Grant
Program to improve the community’s capacity to support the healthy development of young
children and support their families in Sonoma County by improving access to high quality early
care and education. The Preschool Facilities and Services Grant Program is intended to promote
greater community partnership between school districts, preschool providers, municipal
governments, businesses and other private founders that will leverage state and federal slots
through the development of facilities. This effort also aligns with the Cradle to Career Goal Area
1: Every Child Enters Kindergarten Ready to Succeed and aligns funding to improve the
educational achievement of all children and youth in Sonoma County. Funds will be made
available through the Preschool Facilities and Services Grant Program in support of projects
that address the project criteria.
Background
The purpose of the California Children and Families First Act of 1998 (Proposition 10) is to
promote, support, and optimize early childhood development and school readiness. Under the
Act, each county is charged with the development of a comprehensive strategic plan guiding
services and supports for children from the prenatal stage to age 5 (0-5) and their parents and
caregivers.
The First 5 Sonoma County Commission was established in December 1998 through an
ordinance adopted by the Sonoma County Board of Supervisors. The nine-member
Commission includes representation from the Board, County health and human services
agencies, individuals with expertise in early child development, health, and education, and
recipients of project services. In April 2000, the Commission developed its first Strategic Plan
outlining goals, objectives, and funding priorities to benefit children and families in Sonoma
County. The Plan was revised in 2006 and again in 2010. In July 2010, the Commission began
allocating funds for selected evidence-based programs proven to achieve outcomes in three
programmatic goal areas, as well as in systems integration, policy change, and community
engagement to support children and families. The Commission’s Strategic Plan and related
documents can be viewed at http://www.first5sonomacounty.org/.
The First 5 Preschool Facilities and Services Grant Program supports the strategic vision of the
Sonoma County Board of Supervisors to promote a safe, healthy and caring community and
represents an investment in the community’s future.
During the economic recession, school districts and community preschool providers closed
classrooms and laid-off teachers and are now struggling to get back facilities to meet the
increased capacity in state subsidized preschool spaces. Furthermore, with the high cost of real
April 2016
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estate and local school campus expansion projects, many preschool providers are finding it
difficult to fund and develop the new classrooms needed to provide services to subsidy-eligible
children. This is compounded by the fact that the state and federal governments do not provide
any resources for the development of facilities to house programs.
The First 5 Sonoma County Commission and Sonoma County Board of Supervisors established
the Early Childhood Education (ECE) Facilities Grant to enable three specific contractors of state
and federal preschool slots to maintain and expand early education funding from state and
federal sources available to Sonoma County. Funds were made available in 2015 through the
ECE Facilities Grant for capital and brick and mortar projects in support of ECE facilities to three
ECE providers with identified needs who established their eligibility criteria. The total fund of
$655,000 was expended in support of seven projects that leveraged $2.39 million annually by
preserving and expanding 274 preschool seats in areas of low preschool access. On August 24,
2015 the Commission approved an additional $200,000 to develop the Preschool Facilities and
Services Grant Program. The purpose of the fund is to promote broad community partnerships
in developing preschool and school readiness programs in areas of low preschool access.
Applicants are encouraged to seek out match or contributing funds that can be designated to
their specific projects.
Preschool Facilities and Services Grant Program applications will be accepted beginning April
21, 2016. Total funding currently available for the Preschool Facilities and Services Grant
Program is $200,000. Projects deemed to meet all the above criteria may be ranked and placed
on a waiting list pending additional funding, with priority placed on projects that have matching
funds and partnerships with other entities.
ECE Facilities Grant may not be used to supplant or replace funding from state or local
government general funds. The Commission’s Supplantation Policy, adopted January 23, 2002,
can be viewed at: http://www.first5sonomacounty.org/content.aspx?sid=1058&id=3272
Project Criteria:
The Preschool Facilities and Services Grant Program must address the following criteria:

Projects improve access to subsidized preschool programs in areas that have low access
to subsidized quality preschool programs in areas with low access to subsidized
preschools;

Grant funds leverage state and federally subsidized contracts through the provision of
new facilities or renovation of existing facilities;

Projects provide long term stability of facilities designated for early care and education;

The funds must leverage support from other entities or donors.
The funds will support capital for bricks and mortar projects in support of preschool facilities, as
well as provide program support for school readiness or preschool programs where facilities
may already exist, especially in rural and isolated areas of the county.
Preschool Facilities and Services Grant Program applications will be accepted beginning April
21, 2016. Awards will be made contingent upon the availability of sufficient funds and the
applicant’s ability to meet eligibility requirements. Total available funding available for the
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Preschool Facilities and Services Grant Program is $200,000. Projects deemed to meet all the
above criteria may be ranked and placed on a waiting list pending additional funding. Priority
will be given to projects that have multiple partnerships and matching funds from other
entities.
For questions regarding the Preschool Facilities and Services Grant Program,
please contact Kate Pack at: [email protected] or: (707) 565-5387
Eligibility
Preschool Facilities and Services Grant Program applicants must demonstrate:

Applicant is a non-profit or public organization or agency operating state and/or
federally-funded ECE program(s) in Sonoma County.

Demonstration of state or federal preschool contract or application

Facility and/or program requests include budget, estimates from licensed contractors,
costs for any requested program materials or equipment.

Signed lease agreement with a preschool provider at designated site(s) through 2021 at
minimum.

Partnership with school districts and community organizations including leveraged and
in-kind funding, letters of support, matching funding from other entities, or other
evidence of support.

Designated sites serve First 5 Focus School areas or are located in Portrait of Sonoma
County priority areas (see attached documents). Programs that would serve rural and
isolated areas of the county that have low access to preschool programs will also be
considered.
Funding Considerations, Requirements and Restrictions
In making funding decisions, the Commission will weigh favorably projects that:

Provide or increase an organization’s ability to provide culturally competent services
and programs (in terms of language, strategies and interventions) to meet the needs of
Sonoma County’s diverse population;

Demonstrate and promote collaboration among service providers;

Demonstrate ability to leverage other funding or resources;

Demonstrate that projects are sustainable beyond the funding supported by the
Commission;

Fill service gaps and/or add value to existing systems of effective services and programs
to better serve any special populations;

The facilities developed through this grant will be dedicated to preschool activities for 5
to 15 years, depending on project investment.
Grantees will be expected to provide periodic progress reports to First 5 Sonoma County and to
coordinate with Commission staff, consultants, and other partners, as requested.
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Grantees may be required to participate in First 5 Sonoma County evaluation activities,
including, but not limited to: meetings with Commission staff and evaluation consultants; data
collection and reporting; and any other activities deemed appropriate by the Commission for
assessing both the process and outcome results of its investments.
Grantees must maintain a tobacco-free environment and agree not to accept any funds from
the tobacco industry, including event sponsorships and in-kind contributions.
Grantees will be required to enter into a contract with the County of Sonoma acting on behalf
of the Commission. A copy of the County’s standard contract is available on the First 5
Sonoma County website:
http://www.first5sonomacounty.org/documents/service_agreement_template.pdf
Grantees must be willing to provide the required insurance and accept the terms of this sample
agreement. With few exceptions, the terms of the County’s standard agreement will not be
negotiated. Indemnification language will not be negotiated.
Review and Selection Process
Preschool Facilities and Services Grant Program applications are reviewed by Commission staff
and a Preschool Facilities and Services Grant Program Review Committee composed of nonconflicted Commissioners and First 5 staff. Independent reviewers with subject matter
expertise may be invited to assist in the evaluation of applications. Potential grantees or
persons affiliated with applicant organizations are not eligible to serve as reviewers. The Review
Committee will present funding recommendations to the Commission for its consideration and
final decision. All funding decisions made by the Commission are final and not subject to
appeal.
There is no guarantee that submission of an Application will result in funding, or that funding
will be allocated at the level requested. The Commission reserves the right to fund one or none
in this funding category, or to release a new Facilities Grant Request for Applications (RFA). The
Commission also reserves the right to request modifications to the submitted application.
No agreement with the County shall have any effect until a contract has been signed by both
parties. Pursuant to Sonoma County Code Section 1-11, County personnel are without
authorization to waive or modify agreement requirements.
Application and Submission Instructions
Interested applicants for Preschool Facilities and Services Grant should complete the Preschool
Facilities and Services Grant Program Application provided here as Attachment A.
Preschool Facilities and Services Grant Program applications will be accepted beginning April
21, 2016. In order to be considered for funding, applications must include the following
completed documents:
I. Preschool Facilities and Services Grant Program Application Cover Sheet
II. Application Narrative
III. Scope of Work / Plan for Reporting Results
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IV. Budget and Budget Narrative
 Capital Projects: Budget Information Sheet – For Capital Requests (If applicable)
V. Copy of California State Preschool or Head Start/Early Head Start agreements for
designated location
VI. Copy of any funding support letters
VII. Copy of contract or lease agreement indicating length of agreement (for facility requests)
In order to be considered, the application must be submitted by the date and time listed in
Schedule of Key Dates and to the person and address shown below:
Please e-mail your application to: [email protected]
AND mail or hand-deliver one (1) original and seven (7) copies of your application to:
First 5 Sonoma County Commission
County of Sonoma Department of Health Services
490 Mendocino Avenue, Suite 203
Santa Rosa, CA 95401
Do not place an original or copies in binders. The Commission and its staff assume no
responsibility for technical failures or other delivery problems associated with the electronic or
other submission of your application.
Schedule of Key Dates
The following schedule of key dates is subject to change without notice to respondents.
April 21, 2016
Grant Application Release Date
April 27, 2016 2:00 PM
Respondent Questions Due by 2:00 PM
April 28, 2016
County Response to Questions
May 09, 2016 2:00 PM
Grant Application Submissions Due by 2:00 PM
May 16, 2016
Submissions Evaluated by County
May 24, 2016
Notice of Intent to Award
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ATTACHMENT A
Preschool Facilities and Services Grant Program Application
I. COVER SHEET
Amount of Grant Requested from First 5 Sonoma County: $enter amount
Project Name: enter Project Name
Brief Project Summary: Click here to enter 2-3 sentences.
Time Period of Project: from start date to end date
Applicant Agency or Individual (per IRS Form W-9): Click here to enter legal name.
Mailing Address: Street address City: City Zip Code: Zip
Contact Person/Title: Contact Name and Title
Phone: Area code and number Fax Area code and number
E-mail: E-mail address
Tax ID Number/Tax exempt status: Click here to enter Tax ID # and Tax exempt status.
(FEIN, SSN, 501c3, etc.)
Certification of Application
The Applicant Certifies:
To the best of my knowledge and belief, data in this application are true and correct.
This application has been authorized by the governing board of the applicant agency (if
applicable). I understand that any materials created under a grant agreement are public
domain and may be used and/or reproduced by the State of California and the County
of Sonoma Department of Health Services and the First 5 Sonoma County Commission.
I understand that this is a public document and open to public inspections. I
acknowledge willingness to accept the sample agreement terms and willingness to
submit and comply with all insurance requirements as referenced, available on the First
5 Sonoma County website. Securing this insurance is a condition of award for this
contract.
I also understand that before being approved for a grant, additional documentation may
be required to support the application.
Signature: ________________________________
___________________________________________
Name/Title of Person Certifying Application
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Date:
ATTACHMENT A
II. APPLICATION NARRATIVE
Please insert your answers to the following questions directly in the document below.
Limit your responses to the maximum number of pages indicated for each section.
A. Problem Statement (1 page)
1. Do you currently have a state or federal contract or subcontract (name the prime
contractor) to provide subsidized early care and education services or plan to apply
for a contract?
2. What First 5 Focus school area(s) will be benefiting from the proposed project?
3. Is the project intended to reach any special population(s) that are not currently being
served?
B. Agency Description and Capability (2 page maximum)
Describe the work of your organization, addressing each of the following topics:
1. A brief description of your organization, its history and mission.
2. The group that your agency reaches, including geographic location, socio-economic
status, race, ethnicity, gender, age, and special abilities or circumstances.
3. The qualifications of staff who will work on this project.
C. Project Description (3 pages + Scope of Work / Plan for Reporting Results)
1. Please answer based on the type of project, (facilities or services):
a. Construction or renovation. Describe the building, or planned building (e.g.
location, general condition, square footage, cost, age. Are there any preexisting environmental issues? What is the stage of permitting processes and
regulatory approval? At what stage are any of the architectural plans?)
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ATTACHMENT A
b. Describe the intended use of grant funds and impacts. (Include all planned
activities to be carried out and the number of children expected to be served.
What are the neighborhood and environmental impacts of construction or use?)
c. What is the basis for the cost of the building, and/or renovation that you are
including in your budget? (Was there a bid process, or are the costs an estimate?
If an estimate, what is the basis for the estimate? Have you researched
comparable sales or renovation projects? Attach site and floor plans in sufficient
detail to justify cost estimates.)
d. Describe your plan to manage this building or property. (What will be the financial
impact of the operation of the building or property on your organization?)
e. Is there any relationship between the seller or principal vendors and any member
of your Board of Directors or paid staff? Please submit any letters of financial
support for this project
2. What other resources or community partners will be leveraged to support this
project? How do these partnership fill current service gaps?
3. Is there a commitment to maintain the facilities developed under this grant for
preschool use? Is there a lease or contract agreement? For what length of time?
Please submit lease or contract agreement.
4. Describe your organization’s capacity to complete the proposed project.
D. Reporting Plan
If funded, you will be asked to provide all of the following:
1. Capital project start and completion dates
2. ECE service start date
3. Report numbers and demographic makeup of children and families served annually
for the term of the contract
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ATTACHMENT A
III. SCOPE OF WORK / PLAN FOR REPORTING RESULTS
Organization:
Project Title:
Project Summary:
Strategies / Activities
Timeline
Person(s)
Responsible
Measurable
Deliverables
(i.e., Process Outputs)
Measurable
Program Outcomes
We will employ the following key strategies to
achieve our desired outcomes:
Strategies
will occur
on this
schedule
(months):
We will employ
the following
person(s) to be
responsible for
completion.
We expect the strategies to
produce the following measurable
deliverables or products:
We expect that once completed
the strategies will achieve the
following measurable
changes/results in our target
populations/service systems:
1.
2.
3.
4.
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ATTACHMENT A
IV. PROJECT BUDGET AND BUDGET NARRATIVE FOR CAPITAL PROJECTS
1. Please complete the attached “Capital Projects Budget Information Sheet” showing
the amount and purpose of requested funds. Clearly detail the amount and source of
all funds from other sources.
2. Please provide a brief narrative describing your proposed budget, explaining how
each line was calculated and providing any supplemental information that you feel
may further clarify or justify your budget.
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ATTACHMENT A
CAPITAL PROJECTS: BUDGET INFORMATION SHEET - For Capital Requests
Please provide cost estimates for all requests, include supporting documentation
Site Location:
Date:
Building purchase $
KEY DATES
Date General construction
contract was/will be signed
Land purchase $
Building construction $
Project start date
Building renovation $
Building purchase date
Equipment purchase: new $
Land purchase date
Equipment purchase: replacement $
Equipment purchase date
Furnishings $
Project completion date
Fees $
Contingency $
Permit Fees $
Moving Costs $
Other (identify) $
Other (identify) $
Subtotal $
Other Sources of Funding for this Project
(show only formal commitments):
Private funds $
Government $
Long-term financing $
Organizational funds $
Bequests $
Other: (identify) $
Other: (identify) $
Total funds available $
Amount requested
from First 5 Sonoma County $
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