The Colorado Department of Early Childhood (CDEC) requires Early Childhood Councils to follow the process below when reviewing and approving TSQI Capital Improvement Requests in the SugarCRM system.  When an Early Childhood Council needs to approve a Capital Improvement Request in Sugar, they will receive an email with the Spending Request associated with the $0 Requisition that was created. This Spending Request will show as a "Pending Preapproval" status in Sugar. The Council Navigator/Grant Lead will use the steps below to review Capital Improvement requests for accurate documentation and to pre-approve and send to their Program Officer at the CDEC for final approval.  Please note- these projects must be linked to a Quality Improvement  goal in the Program’s Colorado Shines Program Profile. 

 

*Please make sure that Vendors have pulled the proper permits and city inspections are completed prior to final payments being made on ANY projects requiring permits and inspection.* Great resource for which projects need permits https://h3constructionanddesign.com/2021/05/21/which-remodel-projects-do-and-dont-require-a-permit-in-colorado/

 

The Capital Improvement Application period is July 1, 2022 - March 31, 2023. Projects and spending must be completed by June 30,2023.  While all of the documentation listed below may not be required in Sugar at the time of approval (depending on the Payment to Type Selected in ecConnect), all documentation listed below must be attached to the Spending record in Sugar before the end of the grant cycle, June 30th, 2023.  

 

Please Note: All Programs that have a Reconciled Capital Improvement Spending request (CSQI/TSQI) in the year prior to submitting this application can not submit a new Capital Improvement Spending request. 

 

The Requirements for TSQI Capital Improvement Funding are as follows:

  • Programs must have classrooms that are licensed for infants/toddlers (age 29 months or younger) and the Capital Improvement Project must benefit or expand the capacity for Infant and Toddler Care within those classrooms.
  • Program is a Level 2 or higher
  • Has an active CCAP fiscal

 

The Maximum QI request amount is $7,500.00.  Possible Capital Improvement Project Include but are not limited to:

  • Gates and fencing
  • Impact absorbing playground materials
  • Access and egress improvements
  • Safety-approved playground equipment and structures - must be permanent
  • Minor modifications to infant/toddler classroom layout, and Physical safety improvements
  • Opening a new infant or toddler classroom
  • Roofing/flooring


*Bonus Tip: If you are having trouble seeing the screenshots in any of these articles click directly on the image to enlarge the picture for more clarity!   
 


If you are the Navigator for your Council please follow the steps below to review and approve a Capital Improvement Request:

Step 1)  Log in to Sugar and navigate to the Capital Improvement Spending record. It  will be named "Funding Stream- Council Abbreviation-Site Abbreviation- Spending" (make sure you are looking at the Spending record, not the Requisition record.  If you see the little "Sp" box in the corner of the record, you are in the correct place).  

 

Example: TSQI23-DTESTECC-BILL-4007 - Spending 

Step 2) Carefully review the following documents in the SugarCRM system (which are required for approval) to ensure accuracy (You can find the documents under the Notes Section of the Spending Request).

  • 3 detailed bids from the Vendor or Vendors Program wants to use (In very special cases you may work with your CDEC Program Officer to obtain two bids.  This will be decided on a case by case basis) 
  • A Before Picture
  • A valid Contractor License and insurance related to the work being performed is required. NO exceptions! (Reputable contractors will be able to provide you with the correct documents so make sure the Provider asks specifically for the Contractor license and Insurance related to the work being performed.)  Insurance Provided should include Liability. 

*NOT REQUIRED BUT HIGHLY ENCOURAGED: Bonding information for Selected Bid. (More information on what this is and how to get https://smallbusiness.chron.com/request-insurance-bonding-contractor-80071.html) *

 

  • If the Program wants to have the approved project completed, pay for it out of their own personal/operating budget (not State funded QI Dollars), and request reimbursement upon completion of the Capital Improvement Project (payable to type ="Child Care Site (Reimbursement)") the site would also be required to provide these additional documents (in addition to the documents required for approval):
  • An Invoice to show the work was completed and paid. A RECEIPT AND PROOF OF PAYMENT MUST BE SUBMITTED (ex. a credit card statement showing the charge or a copy of the canceled check- See checklist HERE for more details on what this could look like)
  • An “After Photo” of the work

 

If a Provider is requesting to purchase from a vendor outside of ecConnect the Council can go about this two ways:                   

1) Order these materials utilizing their Amazon or other vendor account. It is preferred that the council deliver the goods to the site and provide documentation that the Program received them. 

OR  

2) The provider can order materials with approval from the council. This would require signed documentation from Provider that the materials were received and attach the signed document to the Spending Record in Sugar before Reimbursement can be issued

 

Step 3) On the "Spending Summary" tab, use the Actions field to select "Submit to Program Manager/Grant Lead for Preapproval" and then SAVE! This will send an email to the Grant Lead at your Council, letting them know they should review the spending request. 

 

Once the Navigator submits the request to the Grant Lead for Pre-Approval, the Status will change to “Pending Preapproval for Manual Order '' and the Message from sugar will say “ Successes, you have Submitted the Request to the Program Manager for Preapproval”.  If your role is specifically "Navigator" in this process, you are DONE.  

 

IF you are the Grant Lead please follow the steps below to pre-approve the Capital Improvement Request as the Grant Lead: 

Step 1) Log into Sugar and navigate to the Spending request.  

Step 2) Fill in your Statement of Support (New Requirement)  There will be a new field “Does the ECC attest that the program has classrooms that are licensed for infants/toddlers (age 29 months or younger) and that this capital improvement spending will directly support program goals of increasing or affecting the Infant/Toddler care within those classrooms?”” with a Y/N drop down option.   The Grant Lead will select YES, and in the dialogue box labeled “explanation of how this Capital Improvement Request meets the Provider's goals” the Grant Lead will write an detailed explanation of how this request will support program goals of increasing or affecting the Infant/Toddlers care within the Program:

 

Step 3) Carefully review the following documents in the SugarCRM system (which are required for approval) to ensure accuracy (You can find the documents under the Notes Section of the Spending Request).

  • 3 detailed bids from the Vendor or Vendors Program wants to use (In very special cases you may work with your CDEC Program Officer to obtain two bids.  This will be decided on a case by case basis) 
  • A Before Picture
  • A valid Contractor License and insurance related to work being performed is required. NO exceptions! (Reputable contractors will be able to provide you with the correct documents so make sure the Provider asks specifically for the Contractor license and Insurance related to the work being performed.)  Insurance Provided should include Liability. 
  • Please make sure that Vendors have pulled the proper permits and city inspections are completed prior to final payments being made on ANY projects requiring permits and inspection.

 

**NOT REQUIRED BUT HIGHLY ENCOURAGED: Bonding information for Selected Bid. (More information on what this is and how to get https://smallbusiness.chron.com/request-insurance-bonding-contractor-80071.html) **

 

  • If the Program has already Completed the work and paid for it from their own budget and would like to be reimbursed for a Capital Improvement Project (payable to type="Child Care Site (Reimbursement)") the site would also be required to provide these additional documents:
    1. An Invoice to show the work was completed and paid. A RECEIPT AND PROOF OF PAYMENT MUST BE SUBMITTED (ex. a credit card statement showing the charge or a copy of the canceled check- See checklist HERE for more details)
    2. An “After Photo” of the work

 

If a Provider is requesting to purchase from a vendor outside of ecConnect the Council can go about this two ways:                   

1) Order these materials utilizing their Amazon or other vendor account. It is preferred that the council deliver the goods to the site and provide documentation that the Program received them.

 

OR  

2) The provider can order materials with approval from the council. This would require signed documentation from Provider that the materials were received and attach the signed document to the Spending Record in Sugar before Reimbursement can be issued

 

Step 4) Use the Actions field to select "Pre Approved and Notify Navigator to Place Order" then SAVE!  

 

This will send an email to your CDEC Program Officer to let them know the request is ready for them to review and approve.

 

Please Note: If the amount of the request changes after the Program Officer at CDEC approves the order, Sugar will prevent the Council from continuing the approval process and will send an email to the Program Officer, cc'ing the QI Navigator/Council Staff, requesting that the Program Officer approve the change.   

The Program Officer at CDEC then needs to open the Spending record, review the change and if appropriate, update the "Approved by Program Officer" field to "Yes". Doing so will result in another email to the QI Navigator/Council Staff, cc'ing the Program Officer, saying that the change has been approved and the QI Navigator/Council Staff can proceed.