SCSEPapply.org

Instructions

Overview and Registration
Map
Bidding Views
Bidding Requirements of the SGA
Entering Tentative Bids
Submitting Final Bids
Deadline
Help

Overview and Registration

The site provides an interactive map where applicants may see the available national grantee positions at the nationwide, state, or county level and tables where applicants may enter their bids for an entire state or for specific counties. The FOA rules regarding minimum bid size and contiguous counties have been programmed into these bidding tables. The site is designed to allow applicants to enter and save tentative bids until they are ready to submit their final bid. This will enable applicants to create and revise different scenarios within individual states and across multiple states to maximize efficiency and facilitate quality service delivery. When the bid is final, the applicant uses this site to submit it to DOL for inclusion with its application in response to the FOA.

There are separate bid forms for the general national grant funds and for the set-aside national grant funds for Indian or Native American organizations and for Asian and Pacific Islander organizations.

Applicants are required to register before they may access the rest of this site. The registration requirements are designed to ensure the security and integrity of each applicant's bids. Each applicant organization may designate one, and only one, user of SCSEPapply.org. It is possible to download the bidding tables to share with other members of the organization, but each organization can have only one set of bids on the site. Multiple users for the same organization would create the possibility of multiple and conflicting bids.

New applicants can register as both general grantees and set-aside grantees in a single registration. The same is true for current grantees that have both general and set-aside grants in PY 2015. Current grantees that have only a single grant in PY 2015 - either general or set-aside - but want to apply for both types of grants must register twice, once as a general grantee and once as a set-aside grantee.

Applicants must list in their registration form the individual who is authorized to make legally binding commitments for the applicant organization as the Authorized Organizational Representative (AOR); someone other than the AOR may also be listed as the authorized user representing the AOR, however. When you first register, you will see an acknowledgment on your screen and will then receive an e-mail confirmation with a link back to the site. Once you log in with your password, your registration is complete, and registered applicants will have immediate access to tools through which they must enter their bids for the general or set-aside funds that they indicate in their registration form. Whenever a registered applicant returns to the site, he or she will be directed to a customized dashboard that will provide access to the appropriate tools based on the information provided in the registration form. You may change your registration information at any time by using the Edit Profile tab.

Applicants should e-mail all questions regarding the FOA to flowers.jeannette@dol.gov and must specifically reference FOA-ETA-16-04-A. Along with their question(s), they must include a contact name, e-mail address, fax and phone number. For technical questions about or assistance with SCSEPapply.org, applicants must use the "Contact Us" function. A link is provided on each page of this application. Back to top

Map

For general applicants, an interactive map shows the PY 16 available positions for national grantees, PY 16 authorized positions for state grantees, and PY 15 enrollments as of June 2016 for state and national grantees.

The map first opens to the nationwide view. If you hover your cursor over a state, you will see a box with the summary information for that state. If you click once on a state, you will zoom in to a view of that state with all of its counties. Hovering your cursor over a county will display all of the information for that county. On this state view, if you click once on a county, you will zoom in to see that county and a surrounding band of contiguous counties. Hovering your cursor over a county will again display all of the information for that county.

When viewing a county, you can see additional bands of contiguous counties by clicking the minus sign on the navigation tool in the top right corner of the map. To return to the state view, click once on the box in the center of the compass at the top of the navigation tool. To return to the nationwide view of the map, click on this box again.

The icons visible at the state and county level tell you the relative number of national grantee available positions and state grantee authorized positions for PY 16 and the relative number of authorized positions and enrollments for national grantees and state grantees in PY 15. A legend to the right of the map explains the color, shape, and size of the icons.

From the menu at the top of the page, you can click on "Map" in order to open the map in a new browser tab, which you can also then move to a new browser window if you want. Doing so will allow you to view the map for a state while you are entering your bids for that state.Back to top

Bidding Views

A. Current Grantees View:

Current Grantee View: In this view, current grantees will initially see only the states in which they had active enrollments in June 2016. In each of these states, you will see all counties, both those in which you currently have enrollments and those in which you do not have enrollments. You will be able to bid for all available national grantee positions in the state using the checkbox at the top of the page. When you use this feature, you cannot then delete specific counties; you must either save all positions in the state or deselect all positions and bid on individual counties. You may also bid for individual counties regardless of whether you currently have enrollments in them. All bids are subject to the rules regarding minimum bid size and contiguity.

In this view, you can add states in which you do not currently have any enrollments so you can use this view for your entire bid. Any bids you enter in this view will be visible in the All Applicants View as well.

For each county in the state in which you are bidding, you will see four columns of data for PY 15 that are purely for informational purposes:

  • PY 15 Total Authorized Positions (ED)
  • Your PY 15 Authorized Positions (ED) (if you do not have any positions, these cells will show 0)
  • PY 15 Total Enrollments as of June 2016
  • Your PY 15 Enrollments as of June 2016 (if you do not have any enrollments, these cells will show 0)
  • You will also see three columns for PY 16:

    • PY 16 State Grantee Authorized Positions
    • PY 16 National Grantee Available Positions
    • Empty cells for entering your PY 16 tentative bid
    • On the right side of the view, you will see the following information:

      • Total number of available national grantee positions in the state
      • Minimum bid size for the state
      • A summary of your tentative bids nationwide, for the state you are currently bidding on, and for all states for which you have saved tentative bids, along with the number of your current enrollments nationwide and in each state
      • You can click any of the states in the summary to go to the bidding page for that state to either enter a new tentative bid or revise a tentative bid already saved. You can select a new state in which you do not have authorized positions or enrollments in PY 2015 using the drop down list at the upper right of the page.

        You can save your tentative bids for the state you have active on the page at any time by clicking on the "Save Tentative State Bid" button. All your tentative bids will be saved in this way until you are ready to submit your final bids using the "Submit Final Bids to DOL" page.

        Current grantees may also use the All Applicants View described below.

        B. All Applicants View:

        In this view, bidders can enter bids in a state-by-state interface. You start by selecting the state in which you first want to bid. After you have entered your bids for that state, you may select additional states. There is a button provided at the top of the page to select all the available national grantee positions in all the counties in a state. (When you use this feature, you cannot then delete specific counties; you must either save all positions in the state or deselect all positions and bid on individual counties.)

        For each county in the state in which you are bidding, you will see two columns of data for PY 15 that are purely for informational purposes:

      • PY 15 Total Authorized Positions (ED)
      • PY 15 Total Enrollments as of June 2016
      • You will also see three columns for PY 16:

      • PY 16 State Grantee Authorized Positions
      • PY 16 National Grantee Available Positions
      • Empty cells for entering your PY 16 tentative bid
      • On the right side of the view, you will see the following information:

      • Total number of available national grantee positions in the state
      • Minimum bid size for the state
      • A summary of your tentative bids nationwide, for the state you are currently bidding on, and for all states for which you have saved tentative bids
      • You can click any of the states for which you have saved a tentative bid and that will enable you to review or revise that tentative bid.

        C. Set-aside Applicants View:

        Both current grantees and new applicants proposing to serve one of the two groups for which positions have been set aside have access to a specific view for entering tentative bids for the counties they propose to serve. Up to 630 positions are available for each category of set-aside grant. There are no rules regarding contiguity or minimum number of positions for set-aside bids. A counter will let you know how many positions you have already requested as you proceed to enter tentative bids by county and how many of the 630 positions remain available for the set-aside category on which you are bidding.Back to top

        Bidding Requirements of the FOA

        Pursuant to the FOA, bids for general grant funds will be tested against the following rules prior to being accepted by SCSEPapply.org:

        • Bids must be for an entire state or for one or more clusters of contiguous counties within a state. The minimum bid size is 165 positions (if the state has fewer than 165 positions, the applicant must apply for the entire state) or 10% of the available slots, whichever is greater. Each cluster of counties must total at least 165 slots in all but five states. In these 5 states, 10% of the total available positions is greater than 165 slots. See the list of the five states and the minimum bid size in Table 1 to the right.
        • Bids for all but the 21 largest counties must be for the entire number of positions available in a county. See the list of the 21 large counties in Table 2 to the right. In these large counties, you may bid for any number of available positions as part of a cluster bid that meets the minimum size requirements for the state in which the county is located. Note that most but not all of these counties are in states where the minimum bid is greater than 165 positions.
        • For these 21 large counties, applicants may bid on fewer than the entire number of available national grantee positions as long as applicants have sufficient bids in contiguous counties to constitute the minimum bid for the state in which the counties are located.
        • Counties with no available national grantee positions are considered part of any cluster to which they are contiguous
        • Applicants must submit bids in at least two states
        • No final bid may exceed 5155 positions

        An applicant will not be able to save a tentative bid or submit a final bid that violates the first five of these rules. An applicant may save an otherwise acceptable tentative bid that exceeds the maximum bid size (the last rule) in order to preserve as many scenarios as the applicant desires. However, the applicant will receive an error message that must be addressed before the final bid can be submitted. You may save an acceptable tentative bid for any county or state at any time and modify it until you submit your final bid. At that time, you will not be able to make any further changes. Back to top

        Entering Tentative Bids

        The bidding process enables applicants to enter tentative bids in a way that conforms to the FOA bidding rules. You satisfy the bidding rules if you select all the available national grantee positions in a state. To do so, click on the box at the top of the bidding view. By clicking on the box again, all of the bids will be reset to 0. You may also select all counties using this checkbox at the top of the page. When you use this feature, you cannot then delete specific counties; you must either save all positions in the state or deselect all positions and bid on individual counties. You may also delete the entire last cluster you created by pressing the link at the top of the table of county data marked "Delete Last Cluster."

        If you wish to build your tentative bid by selecting specific counties rather than the entire state, follow these steps immediately below. Note that it may help to have a copy of these instructions at hand while you are entering your tentative bids.

        • All general applicants, regardless of what view they use, begin by entering their bids for a state by selecting one county to bid on. In the last column, labeled "Enter Your Tentative Bid Here," click in the box associated with that county.
        • When you do this, all the counties contiguous to the selected county will turn red (You may need to scroll down the page to see all the contiguous (red) counties).
        • You may now enter your bid for the selected county. Unless this county is one of the 21 largest counties (see Table 2), you will only be able to bid on the entire number of positions or enter zero.
        • While you are clicked into a county bid box, you may press the TAB key to move automatically to the next available contiguous county in the list.
        • If you click in the last column for any of the red contiguous counties, you will notice that additional counties that are contiguous to those counties will also turn red. Enter your bids in any of the red counties until you reach the minimum cluster bid.
        • When you have reached the minimum cluster bid for the first set of counties, the county highlighting will turn green.
        • After you begin bidding on a cluster of counties by clicking into a box, you will not be permitted to click into a county box that is not highlighted in red or green.
        • Once a cluster of counties turns green, all the counties that you have already selected by entering bids and all of the counties contiguous to those counties that you have not yet selected will be green and can be changed or added to the cluster you are creating at any time.
        • Once you have created a first set of counties that has turned green, you are permitted to start a second non-contiguous cluster in the same manner by clicking into the box in the last column of a county without any highlighting and entering a tentative bid.
        • When you enter a bid in this new non-contiguous county, you will see a new set of counties highlighted in red that are contiguous to the new county. As you are selecting from these counties (or also now from the green counties in the first cluster), all the additional counties that are contiguous to the new bids will be highlighted as well - either red for a county in a new cluster that has not reached the minimum bid or green for an expansion of counties contiguous to a green county in the first cluster.
        • As you select from the green counties in an already qualified cluster, you may cause the red counties in this new cluster to turn green all at once if you select a county that is contiguous to a red county you have already selected.
        • If you do not end up connecting with a previously qualified cluster in this way, you can keep selecting from the red counties (and the expanding list as more contiguous red counties are added) until the new cluster qualifies for the minimum bid size and turns green.
        • At that point, you can start a third cluster (and as many other clusters as you wish) by clicking into a new county that is still white (not highlighted green or red) and the process starts over: The contiguous counties will be red until you either connect with a previous cluster or achieve the minimum size for the new cluster.
        • You may delete the entire last cluster you created by pressing the link at the top of the table of county data marked "Delete Last Cluster." The cells for the counties in the last cluster you created will lose their highlighting and the value in these cells will be returned to blank.
        • When you have completed your tentative bidding on a state and have only green highlighted counties on the list of counties you have selected, you can click "Save Tentative State Bid" and go on to the next state. If there are red counties remaining in the list, you cannot save that state and you will need to either de-select the red counties (by changing the bid amount to zero) or increase the bids in that red cluster to meet the minimum by selecting more counties.
        • Be sure not to leave the page you are on without saving your tentative bids. If you leave the page without saving, all of your work on that state will be deleted.
        • Once you have saved a tentative bid in a state, you can come back to adjust your bid up until the time you submit your final bid using this same process by selecting the state from the dropdown list.
        • You can export a tentative bid in progress or a saved tentative state bid at any time by using the export buttons on your bidding pages or your dashboard. Back to top
        • Note on non-contiguous counties: There are some landlocked counties, e.g., two Virginia counties on the Maryland Eastern Shore and 15 counties in the Michigan Upper Peninsula, that are separated from the rest of the state by a body of water and cannot be bid on as part of a state cluster. If you wish to bid on such counties but are unable to do so, use the Contact Us function to let us know. Your interest in these counties will be documented and will be considered, if appropriate, in the allocation process.

          Submitting Final Bids to DOL

          Applicants may log on to the site as often as they wish prior to the close of the competition at 4:00 PM Eastern Time on July 25, 2016. Applicants may save and modify tentative bids in any county or state at any time during the competition until they are ready to submit their final bids. Applicants can download an Excel file or PDF of their tentative bids at any point while they are in the process of bidding. When you are sure of all of your final bids, you must click on the button labeled "Submit Final Bids to DOL." This officially transmits to DOL your final bids for all of the categories of grants for which you are applying. After you have submitted your final bid, you will receive a confirmation e-mail with a copy of your bids in PDF format. You will not be able to save or submit another bid after you have submitted your final bids. Back to top

          Deadline

          Applicants must be fully aware of the proposal submission requirements in the FOA and adhere to all requirements. Applications received after the deadline or incomplete applications will not be considered.

          The closing date for the FOA is 4:00 PM Eastern Time on July 25, 2016, and bids will be accepted in SCSEPapply.org up until that time. However, the instructions in the FOA strongly advise applicants to submit their applications before the deadline:

          Applicants must submit bids for their preferred authorized positions on SCSEPApply.org by no later than 4:00:00 p.m. Eastern time on the closing date. You are strongly advised to initiate the process as soon as possible and to plan for time to resolve technical problems if necessary. We strongly recommend that you submit your final bids through SCSEPapply.org at least three business days prior to the deadline in case you encounter technical challenges with your equipment or the website. Your application will not be considered complete if your official final bid is not submitted through SCSEPapply.org by the deadline.

          Help

          Applicants should e-mail all questions regarding the FOA to flowers.jeannette@dol.gov and must specifically reference FOA-ETA-16-04-A. Along with their question(s), they must include a contact name, e-mail address, fax and phone number. For technical questions about or assistance with SCSEPapply.org, applicants must use the "Contact Us" function. A link is provided on each page of this application. Back to top

Table 1

Table 2