WIOA YOUTH PROGRAMS RFP QUESTIONS AND ANSWERS

Transcription

1 WIOA YOUTH PROGRAMS RFP QUESTIONS AND ANSWERS QUESTIONS SUBMITTED ON JANUARY 22, Are students who have a diploma or GED, but who are still skills deficient, eligible to participate in this WIOA opportunity? Yes, recipients of a secondary school diploma or its recognized equivalent who is low- income and basic skills deficient or an English language learner are eligible. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Can the cost of transporting OSY to work- experience placement sites count towards the 25% minimum requirement? Yes, the cost of transportation of an out- of- school youth to a work experience placement site can count towards the 25% minimum requirement. A minimum of 25% of the funds allocated must be spent on paid and unpaid work experiences. Including summer and yearlong employment opportunities, pre- apprenticeship programs, internships and job shadowing. Allowable expenditures beyond wages can include staff time spent identifying potential work experience opportunities, staff time working with employers to develop the work experience, staff time spent working with employers to ensure a successful work experience, staff time spent evaluating the work experience, participant work experience orientation sessions, classroom training or the required academic education component directly related to the work experience, and orientation for employers. Reference: RFP Section Program Components, Work Experience and Section 5.1 Work Experiences, Page 18 & Can supportive service funds used to address barriers to participating in work- experience be used towards the 25% minimum requirement? No. A minimum of 25% of the funds allocated must be spent on paid and unpaid work experiences. Including summer and yearlong employment opportunities, pre- apprenticeship programs, internships and job shadowing. Allowable expenditures beyond wages can include staff time spent identifying potential work experience opportunities, staff time working with employers to develop the work experience, staff time spent working with employers to ensure a successful work experience, staff time spent evaluating the work experience, participant work experience orientation sessions, classroom training or the required academic education component directly related to the work experience, and orientation for employers. Reference: RFP Section Program Components, Work Experience and Section 5.1 Work Experiences, Page 18 & 19-20

2 4. We have multiple letters of commitment from employers and partners is it possible to increase the 10- page attachment allowance so we can present these letters? No. The additional attachments have a 10- page limit Reference: RFP Section 4.1 Required Documents and Page Limits, Page If the attachment allowance can not be increased will the SDWP accept a statement that a letter of commitment is on file along with the names of employers/partners and description of their commitment as evidence of employer/other partner engagement? It is up to the Respondent on how they want to submit the letters of support/commitment and Memorandum of Understanding (MOUs) that details partnership roles and responsibilities and any in- kind resources committed are encouraged and can be included in the 10 pages of additional attachments. Reference: RFP Section Program Design, Page In Section 4.3 it is clear that the Executive Summary needs to adhere to the formatting requirements as outlined in Section 4.2. Do the Title Page and Table of Contents as well? Yes, the title page and table of contents need to follow the formatting requirements. Reference: RFP Section 4.2 Formatting Requirements, Page In Section of the application, it explains that an indirect cost rate agreement and cost allocation plan must be attached. We currently have an indirect cost rate agreement with the Department of Labor for our WIOA Adult Program. Would we attach this agreement? In our indirect cost rate agreement, we also have a cost allocation plan for our adult program. Do we need to create a new cost allocation plan specific to the WIOA Youth Program and is it required? Yes, include your DOL approved indirect cost rate agreement which includes your cost allocation plan with your proposal. Reference: RFP Section 5.3 Indirect Cost and Negotiated Profit, Page Should the org chart be current (like the one I attached with the SOQ) or should it include the WIOA youth program, as well? Yes, the organizational chart should be current and include the WIOA youth program. Reference: RFP Section 4.4 Business Description and Qualifications, Page When procuring subcontractors, are we required to compensate them based on a cost- reimbursement model, or are other methods of payment acceptable, such as pay- points? The funds for subcontractors need to be on a reimbursement basis. Reference: RFP Section 5.6Subcontractors, Page 21

3 10. Are we able to pay for a visit to a clinic or a substance abuse counselor with supportive service dollars? Yes, but when utilizing support service dollars all other resources need to be exhausted and allowable under WIOA guidelines. For our current contractors, the cap for Supportive Services is $800. SDWP updates the policy on an annual basis. Reference: SDWP Operations Manual manual QUESTIONS SUBMITTED ON JANUARY 21, The Organization Chart is a one- page limit. On the checklist, it is a separate page from the 10 additional pages of attachments. Therefore, is the organizational chart is not considered as part of the 10 page attachments? Yes, that is correct the organizational chart is not considered part of the additional attachments. The organizational chart has a one- page limit. Reference: RFP Section 4.1 Required Documents and Page Limits, Page In your answer for allowable expenditures for the 25% toward work experience - staff time of the BSR, classroom training or orientations directly related for employers can be charged. How will this be designated on the budget- staff, space and related expenses as part of the 25%? The Respondent does not need to break it out on the budget shell. It needs to be explained in section Program Components, under the work experience section. The question asks for the Respondent to describe how a minimum of 25% of funds will be spent on work experience. A minimum of 25% of the funds allocated must be spent on paid and unpaid work experiences. Including summer and yearlong employment opportunities, pre- apprenticeship programs, internships and job shadowing. Allowable expenditures beyond wages can include staff time spent identifying potential work experience opportunities, staff time working with employers to develop the work experience, staff time spent working with employers to ensure a successful work experience, staff time spent evaluating the work experience, participant work experience orientation sessions, classroom training or the required academic education component directly related to the work experience, and orientation for employers. Reference: RFP Section Program Components, Work Experience and Section 5.1 Work Experiences, Page 18 & 19 QUESTIONS SUBMITTED ON JANUARY 19, Cell B- 143 on the budget shell template says Exclusion: Participant Training How is participant training defined and what does it include? Typically, participant training includes tuition to complete an academic course or subsidized salary/wages to complete a training or internship. Cell B- 143 is only applicable to organizations that have an indirect rate agreement which require the organization to exclude training funds from the indirect cost base.

4 14. Does a lead organization have to complete an RFP process (for partners) prior to partnership with another organization? The lead organization must complete a procurement prior to partnership with another organization. SDWP will not approve any partnership using WIOA funds that was not properly procured. Procurement of subcontractors may be done before or after submitting a proposal. Reference: RFP Section 5.6 Subcontractors, Page 21 QUESTIONS SUBMITTED ON JANUARY 18, Page 14 of the RFP identifies and provides definitions for performance measures expected as outcomes for Youth enrolled in WIOA Youth Program. However, the POP included in Attachment J does not ask respondents to identify a target number for the Earnings after entry into unsubsidized employment and the In- program skills gain measures. Will the data for those two measures be collected by the Workforce Partnership or through an independent consultant? SDWP will measure the performance for earnings after entry into unsubsidized employment and the in- program skills gain. Reference: RFP Section 3.6 Program Management, Page Can one of the Past Performance Questionnaires be submitted by the organization that is partnering with a lead organization on this proposal? In other words, if a lead organization has done similar work (within the past 5 years) with an organization they will partner with for this proposal, is it okay for the partnering organization to submit the Past Performance Questionnaire regarding the lead organization? If the partnering organization demonstrates the Respondent s direct involvement in projects similar in scope, then they may submit a Past Performance Questionnaire regarding the lead organization. Reference: RFP Section 4.6 Past Performance, Page 19 QUESTIONS SUBMITTED ON JANUARY 15, Does the flow chart count toward the 25- page limit? The client flow chart is encouraged, but not required. If included, Respondent must follow the page limit requirements. Reference: RFP Section 4.1 Required Documents and Page Limits, Page 15 QUESTIONS SUBMITTED ON JANUARY 13, The budget shell is password protected to limit the number of rows/items, thereby, restricting the entry of additional items under each line item (i.e. Personal Costs, Participant Costs, Furniture and Equipment Purchases, Facilities/Infrastructure Cost, Programmatic Subcontract Costs, Supplies Costs, Staff Training Costs). For example, the budget only includes five rows under the supplies cost category; however, we will need to purchase more than 5 supplies for participant training. In addition, there

5 were not enough rows to list all program staff including those paid through in- kind/match funds. We need clarification on to incorporate this information into the budget shell. We have amended the budget shell to include 30 lines for personal costs and increased the number of lines items for each cost category from 5 lines each to 10 lines each. 19. Please check the budget shell and the personnel tab especially the following: how will you determine amount of salaries if you cannot insert a "% of FTE" for each position? this column is locked see instructions that ask you to put the "amount each will charge the contract" this is the % of FTE correct? The personnel positions are not totaling up on the far right TOTAL column. The personnel tab is not linking to the budget summary page. Instructions states the following but these steps aren t working. In order to resolve this issue, please change your excel setting for formulas calculation from manual to automatic. For older versions of Excel select Tools > Options > Calculation. For 2007, it s the Formulas Ribbon > Calculation Options and on Calculation tab select Automatic verse Manual calculation. 20. I am trying to fill out the Budget Shell Attachment J but there is a password needed to edit it. Is that something you can give us or are we expected to redo the entire spreadsheet? We are trying to add more positions in the document, but it will not let us. We have amended the budget shell to include 30 lines for personal costs and increased the number of lines items for each cost category from 5 lines each to 10 lines each. 21. I am working on a MAC and the budget shell is not allowing the information from the personnel detail automatically populate the first tab. Also, the percent are not populating and I am unable to place cursor in the cell. In order to resolve this issue, please change your excel setting for formulas calculation from manual to automatic. For older versions of Excel select Tools > Options > Calculation. For 2007, it s the Formulas Ribbon > Calculation Options and on Calculation tab select Automatic verse Manual calculation. 22. The Post- Secondary Education definition in Attachment D- Glossary reads A program at an accredited degree- granting institution that leads to an academic degree (e.g. AA, AS, BA, BS). Does not include programs offered by degree- granting institutions that do not lead to an academic degree (e.g. certificate programs). Is it true that only an accredited degree- granting institution can issue post- secondary education certification rather than a private vocational school or a bureau for private post- secondary education institution? WIOA (52) RECOGNIZED POSTSECONDARY CREDENTIAL. The term Recognized Postsecondary Credential means a credential consisting of an industry- recognized certificate or certification, a certificate of completion of an apprenticeship, a license recognized by the State involved or Federal Government, or an associate or baccalaureate degree. Reference: 113hr803enr.pdf

6 YOUTH CREDENTIAL ATTAINMENT All Year- Long- Youth Contracts will use the DOL definition of Certificate under the WIA Common Measures for all Credential Attainments as defined in the Training and Employment Guidance Letter (TEGL) Common Measures Policy for the ETA Performance Accountability System and Related Performance Issues, issued on February 17, This TEGL can be accessed at: Attachment K- Budget Narrative shell does not include a section to describe in- kind personal costs or other in- kind items. Do we need to submit two separate Budget Narrative Forms one for Proposed Contract Funds and the other for In- Kind/Matching Funds? The respondents should include contract costs and in- kind/matching costs within one narrative. The in- kind/matching costs should be listed in the budget category most related to the cost. 24. Does the Budget Narrative Form need to be double spaced? Respondents must adhere to the double spacing format requirement on the budget narrative. Reference: RFP Section 4.2 Formatting Requirements, Page When we submitted a proposal to the Workforce Partnership in March 2013, a past performance questionnaire was included from the California Emergency Management Agency for a program similar to the one proposed under the WIA Youth Pilot Project to serve Out of School Youth with Disabilities. The performance questionnaire covered the period of March 2011 to June It is important to note that our agency managed this program within the past five year. Since it appears that the content of the past performance questionnaire form included in the 2013 WIA Youth Pilot Project to serve youth with disabilities is exactly the same as the questionnaire form in the RFP for WIOA Youth Programs, except for minor changes to the format. Can we resubmit the past performance questionnaire form previously completed and submitted to the Workforce Partnership by the California Emergency Management Agency in March 2013 that was similar to the proposed WIOA program that offers career pathway training? No, you cannot submit the past performance questionnaire. Each of the Respondent s Questionnaires must be completed and ed directly to YouthRFP@workforce.org by the referring agency by the proposal due date. Reference: RFP Section 4.6 Past Performance, Page 19 QUESTIONS SUBMITTED ON JANUARY 12, Please check the budget shell and the personnel tab especially the following: how will you determine amount of salaries if you cannot insert a "% of FTE" for each position? this column is locked see instructions that ask you to put the "amount each will charge the contract" this is the % of FTE correct? The personnel positions are not totaling up on the far right TOTAL column. The personnel tab is not linking to the

7 budget summary page. Instructions states the following but these steps aren t working. SDWP is currently working on fixing the budget shell. 27. Can youth funds be used to pay for participant expenses such as tuition, fees, tools or clothing for employment? Yes, support services can be used to pay for participant expenses. For our current contractors, the cap for Supportive Services is $800. SDWP updates the policy on an annual basis. Reference: SDWP Operations Manual manual 28. Currently, section: 4.4 Business Description and Qualifications requires a response to six dot- points asking for extensive information in a range of topics including: an agency overview; experience with past projects of similar scope; a description of the agency knowledge and skills; a description of both the agency s approach to recruitment and training and their staffing plan; and an agency organizational chart. With the current two- page limitation on this section, in addition to the 12- point font and double- spaced formatting requirements imposed on the entire proposal, we have concerns regarding the feasibility to provide an adequate response to each request made. Would it be possible to expand the 2- page limitation currently required of this section by an additional two, for a total of four pages? Another alternative would be to increase the number of Additional Attachments allowed and include the organizational chart and staffing plan as attachments. The Business Description and Qualifications has a two- page limit. The Organizational Chart does not count in the two- page limit, but has a one- page limit. It is up to a Respondent on what to use for their additional attachments that has a 10- page limit. Reference: RFP Section 4.1 Required Documents and Page Limits and Section 4.4 Business Description and Qualifications, Pages 15 and 16 QUESTIONS SUBMITTED ON JANUARY 11, I am trying to fill out the Budget Shell Attachment J but there is a password needed to edit it. Is that something you can give us or are we expected to redo the entire spreadsheet? We are trying to add more positions in the document, but it will not let us. SDWP is currently working on the budget shell to fix the issue of not being able to add additional lines for more positions. 30. How are funds awarded to successful providers? Is it on a reimbursement basis? Yes, the funds are awarded on a reimbursement basis. 31. We have an approved indirect cost rate of 18.73%, which are our administrative costs. Page 4 of Attachment I states: Note: This category may only be used by organizations with an Indirect Cost Rate approved by an authorized federal or state

8 agency, not to exceed 15% of the total budget. Should we prepare our budget based upon our approved indirect cost/administrative cost of 18.73% of the total amount of funds requested? I would prepare the budget based on your indirect cost rate 18.73% if it doesn t exceed 15% of the total budget. However, if using your approved rate exceeds 15% of the total budget, please reduce it accordingly. Reference: RFP Attachment I, Budget Instructions QUESTIONS SUBMITTED ON JANUARY 8, Based on the Post- Secondary Education definition included in Attachment D, Glossary of Terms, it appears that a certificate awarded to a participant in recognition of their attainment of measurable technical or occupation skills required to gain employment or advance within an occupation would not count toward the education placement performance measure. Is this interpretation correct? The measure for placement includes placement in employment, education or training. Post- secondary is not the only measurement for placement. Reference: RFP Section 3.6 Program Management, Page 14 and RFP Attachment D Glossary of Terms 33. Is there a Supportive Service policy for amount or cap allow to serve youth? For our current contractors, the cap for Supportive Services is $800. SDWP updates the policy on an annual basis. Reference: SDWP Operations Manual manual 34. I am working on a MAC and the budget shell is not allowing the information from the personnel detail automatically populate the first tab. Also, the percent are not populating and I am unable to place cursor in the cell. Make sure to download the amended Attachment J Budget Shell on our website. Reference: SDWP Website innovation- and- opportunity- act- wioa- youth- programs- rfp QUESTIONS SUBMITTED ON JANUARY 7, Does a cost allocation plan need to be submitted if our organization has an indirect cost rate approved by a federal cognizant agency? Yes, you need to submit a cost allocation plan and an indirect cost rate agreement. The cost allocation plan explains the methodology of allocating costs that benefit more than one cost center. The indirect cost rate agreement explains the organization's indirect cost rate and how it should be applied. Reference: RFP Section 5.2 Cost Allocation Plan and Section 5.3 Indirect Costs and Negotiated Profit, Page 20

9 36. Can internships be subsidized through stipend payments equal to the minimum wage rather than hourly wages that include fringe benefits? Yes, an internship can be subsidized through stipend payments. Reference: RFP Attachment D Glossary of Terms 37. When amendments are made to the RFP, how will we know what section is amended? Respondents are responsible for checking the website frequently to remain informed about the procurement process, receive addenda to the RFP, read responses to questions and remain updated on other information that may affect this RFP. On the website under the WIOA Programs RFP page, on the right side, the third box down shows any amendments that are made to the RFP. The latest amendment was made on December 22, Reference: RFP Section 1.9 Addenda to this RFP, Page Would a low- income with a disability that is not attending any school that is a recipient of secondary diploma or its recognized equivalent and is not basic skills deficient be eligible for services under a Workforce Partnership funded WIOA Youth Program? A low- income youth age with a disability that is not attending any school will be eligible for services under this RFP. If the youth is not basic skills deficient does not determine the eligibility in this situation with the youth having a disability. Reference: RFP Section 3.5 Eligibility and Enrollment, Page 13 QUESTIONS SUBMITTED ON JANUARY 5, Are headers and footers considered to be inside the specified margins? Headers and footers do not need to be within the one- inch margin. Reference: RFP Section 4.2 Formatting Requirements, Page Must all information inside of tables and graphics conform to the line spacing requirement for the narrative? No, information inside of tables and graphics is not subject to the formatting requirements. Reference: RFP Section 4.2 Formatting Requirements, Page Must questions be included in the narrative responses? If so, are they subject to the font size and line spacing requirements for the narrative answers? Questions do not need to be included in the narrative responses, but the proposal needs to be clear on which question or section is being addressed. Font size and line spacing in your narrative must adhere to the formatting requirements. Reference: RFP Section 4.2 Formatting Requirements, Page Are budget forms subject to the same spacing, font, and margin requirements for the narrative? The budget narrative must adhere to the formatting requirements. Reference: RFP Section 4.2 Formatting Requirements, Page 16

10 43. Are all attachments - required and optional - subject to the same font, type, spacing, and margin requirements as the proposal narrative? If so, how is this applied to externally created documents such as insurance certificates? No, all attachments are not subject to the formatting requirements. Reference: RFP Section 4.2 Formatting Requirements, Page 16 QUESTIONS SUBMITTED ON JANUARY 4, For subcontracted partners: What are the procurement thresholds (amounts of $) for conducting full competitive RFPs versus obtaining bids/quotes for services, etc? Contract General Provisions- Attachment L (Section 29.2) states that for all purchases using State WIA [WIOA] funds, procurement standards must follow the EDD Directive WSD Procurement issued November 30, This EDD Directive will provide thresholds that, at a minimum, must be followed. Reference: RFP Section 5.6 Subcontractors, Page 21 QUESTIONS SUBMITTED ON DECEMBER 28, If our agency is submitting 2 proposals, one for the North Region and one for the Metro Region, how many total Past Performance Questionnaires do you need to receive for the agency, 2 or 4? We would like to use the same references for each proposal, so in that case would the referring party need to the same form twice? You need to submit two Past Performance Questionnaires for each proposal, so a total of four would need to be submitted. You can use the same Past Performance Questionnaire for each proposal, so the referring party would need to send them twice and make sure to label the region. Reference: RFP Section 1.2 Estimated Funding, Page 5 and Section 4.6 Past Performance, Page 19 QUESTIONS SUBMITTED ON DECEMBER 22, Original Question: My organization is determining the best way to position their proposal and to partner and facilitate career pathways to Adult Education, Career Training (CTE) and Community College for the Metro Region. As you know, "WIOA recognizes the need for a new game plan and reauthorizes the nation s employment, training, adult education, and vocational rehabilitation programs created under WIA. WIOA improves connections to employment and training opportunities that lead to economic prosperity for workers and their families. The law also calls for alignment of planning and accountability policies across core programs (including Adult Education) to support more unified approaches to serving low- income, low- skilled individuals." (CLASP, Key Provisions of WIOA, September 2014, Bird, K., Foster, M., Ganzglas, E.) Multiple entities, particularly in Southeastern San Diego, have indicated a desire to

11 partner with our organization for adult education and CTE courses. Continuing Education wishes to present the most efficient proposal that is inclusive, partnership oriented, that builds on strengths of organizations, and that provides connections to Adult Education, Pre- Apprenticeship, CTE, and Bridge programming to Community College. We wish to do this with any successful bidder in the Metro region. One way that we could do this is to submit a proposal that only has some of the core program elements described on (page 13) specifically: Educational Services. Services must include instructional approaches that offer a continuum of skill, grade- level, and developmentally appropriate educational options that connect to career pathways. WIOA and local mandated educational activities include: Tutoring; Study skills training; recovery strategies that lead to completion of secondary school diploma or its recognized equivalent or for a recognized post- secondary credential; Alternative secondary school services; Dropout recovery services; Activities that help youth prepare for and transition to post- secondary education and advanced training; and Prepares an individual to be successful in any of a full range of secondary or post- secondary educational options. Career Pathways. WIOA places a strong emphasis on career pathways, defined as a combination of rigorous and high- quality education, training, and other services that: Includes counseling to support individuals in achieving education and career goals; Includes, as appropriate, education offered concurrently with and in the same context as workforce preparation activities and training for a specific occupation or occupational cluster; Organizes education, training, and other services to meet the particular needs of an individual in a manner that accelerates the educational and career advancement of the individual to the extent practicable; and Helps an individual enter or advance within a specific occupation or occupational cluster. Would my organization be responsive if they were to propose to provide only the above services and connect with any awarded WIOA youth contractor? Continuing Education feels that they could strengthen the entire metro region youth system with these components and having community based organizations focus on the case management and youth development elements? Page 10 states: Contractors must ensure that they will provide the following core program requirements. This includes Access to a Range of Services and on page 13 it states that Contractors must ensure that they will provide the program design components. Any guidance would be appreciated. Restated Question: Will a Respondent be deemed responsive if they submit a proposal to provide ONLY Educational Services and Career Pathways and seek to partner with Respondents awarded contracts in a particular region to provide the case management and youth development services? No. Pursuant to Section 1.1 Solicitation in the RFP, the proposal must demonstrate that all contractual responsibility rests solely with one legal entity. Respondents do not need to provide the fourteen required WIOA elements to each youth participant; they have

12 the flexibility to determine what specific services a youth will receive based upon the youth s assessment and service strategy. However, as stated in Attachment E, Respondents must ensure that all WIOA program elements are available to all enrolled participants, either by the led Respondent, subcontractors, collaborators and/or through referral relationships. Reference: RFP Section 1.1 Solicitation, Page 4 and Section 6.1 Compliance Review, Page 21. QUESTIONS SUBMITTED ON DECEMBER 15, Could a youth be co- enrolled in a Youth Build program and a WIOA Workforce Youth Program? If so, would the Youth Build funds be considered as in- kind match resources? Yes, a youth can be co- enrolled in both programs and Youth Build funds can be considered as in- kind match resources. Reference: RFP Section 5.5 In- Kind and Cash March Resources, Page If a student is within the age of compulsory school attendance and has been out of school for less than a school year calendar quarter and meets one of the criteria (homeless, foster, etc.) can that student be served because he or she meet one of the other requirements? For example, a student is 17, homeless and has been out of school for two weeks. Would this student be eligible for services? Yes. WIOA simplified eligibility requirements to serve OSY that do not meet the criteria to within the age of compulsory school attendance, but has not attended school for at least the most recent complete school- year calendar quarter. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Reference: SDWP Website (workforce.org) - Operations Manual, VII. Part II: Draft WIOA Youth Program Eligibility Manual RESPONDENTS ORIENTATION, DECEMBER 15, How many current providers do you have for this current year? The list of current Youth Service Providers can be found on our website. Reference: programs 50. Is there a cost per youth range? No, you may submit a program design that includes your own identified cost per youth. The lowest- cost proposal may not be determined to be the most responsive when all factors of evaluation of the proposal have been considered. However, the quoted budget will be an important factor in the determination of the successful proposal. Reference: RFP Section 1.2 Estimated Funding, Page 5 RFP Section 6.3 Selection, Page Is an organization allowed to be a lead on one proposal and a partner on another, even if in the same or different region?

13 Yes, an organization can be a lead and a partner on a different proposal if it is the same region or multiple regions. A consortium, joint venture, or collaboration of organizations is permitted to respond to this RFP, however, the proposal must clearly demonstrate that all contractual responsibility rests solely with one legal entity and that the proposed arrangement would enable the Respondent to provide both efficient and quality services. Reference: RFP Section 1.1 Solicitation, Page If you are submitting a proposal as a partnership, do all agencies need submit a notice of intent? No, only the lead agency should submit a Notice of Intent to Submit a Proposal. Reference: RFP Section 1.6 Notice of Intent to Submit a Proposal, Page 6 Reference: Attachment B Notice of Intent to Submit a Proposal 53. What are the categories that represent Out- of- School youth (OSY) if they are attending school? A youth is considered OSY for WIOA eligibility purposes if the only school the youth attends is adult education provided under Title II of WIOA, Youth Build, or Job Corps. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Reference: SDWP Website (workforce.org) - Operations Manual, VII. Part II: Draft WIOA Youth Program Eligibility Manual 54. Are there guidelines on the number of youth to be served in each region? No, the respondent can determine the number of youth that will be served depending on the program design. Reference: RFP Section 1.2 Estimated Funding, Page Does the proposal need to serve a certain percentage of the priority populations? No. Respondent can determine the population to be served that is identified in the program design. SDWP will require you to adhere to the services and populations identified in your program design. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Our program currently provides services to both in- school youth (ISY) and out- of- school youth (OSY). Can the proposal include OSY and ISY? We are accepting proposals for Out- Of- School Youth (OSY) participants ages Reference: RFP Section 1.1 Solicitation, Page If awarded a contract, will you be limited in service on the priority populations listed in your proposal? Yes, SDWP will require that you adhere to the services and populations identified in your program design. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Can you submit a proposal that targets year olds? Yes. Respondents can submit a proposal for any age within the range.

14 Reference: RFP Section 1.1 Solicitation, Page If a youth lives in a high poverty area, will that make them low income eligible? Yes, WIOA simplified eligibility requirements to serve more OSY youth that do not meet the income guidelines. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Reference: SDWP Website (workforce.org) - Operations Manual, VII. Part II: Draft WIOA Youth Program Eligibility Manual 60. If a youth is 18 years old and living with a parent, will they be considered independent? It depends on how the 18- year- old qualifies. WIOA simplified eligibility requirements to serve more OSY that are not low income, but meet other criteria. Reference: SDWP Website (workforce.org) - Operations Manual, VII. Part II: Draft WIOA Youth Program Eligibility Manual 61. During recruitment a youth is not attending any school, but once enrolled in the program they enter school? The youth will be an out- school youth since they enrolled as not attending school. Reference: RFP Section 3.6 Program Management, Pages Are there any local expectations on eligibility? A low- income individual who requires additional assistance to enter or complete an educational program or to secure or hold employment is further defined. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Do students have to be out of school for a quarter to be considered OSY? If they do not meet any of the other eligibility criteria, then it will depend on the school district definition of the most recent complete school- year calendar quarter. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Reference: SDWP Website (workforce.org) - Operations Manual, VII. Part II: Draft WIOA Youth Program Eligibility Manual 64. If a younger youth has been out of school for a month, do they still need to wait the quarter to be considered an OSY? If they do not meet any of the other eligibility criteria, then it will depend on the school district definition of the most recent complete school- year calendar quarter. Reference: RFP Section 3.5 Eligibility and Enrollment, Pages Reference: SDWP Website (workforce.org) - Operations Manual, VII. Part II: Draft WIOA Youth Program Eligibility Manual 65. Does the client flow chart count in the 25- page limit? The client flow chart is encouraged, but not required. If included, Respondent must follow the page limit requirements. Reference: RFP Section 4.1 Required Documents and Page Limits, Page 15

15 66. Does the service delivery location have to be stationary or can it be mobile? Respondents should address whether they will maintain a main office, a satellite office, or co- locate with other organizations in the proposed service area. Reference: RFP Section 3.3 Additional Program Requirements- Access & Location, Page When formatting, can you restate the question so the reader will know what you are answering? The proposal must clearly demonstrate the Respondent's ability to provide the requested services. The RFP provides information regarding the format in which proposals should be submitted, the requirements that must be met to be eligible for consideration, the Respondent s responsibilities and the documents that must be included. Reference: RFP Section 4.1 Required Documents and Page Limits, Page Are subcontractors required? No. Reference: RFP Section 5.6 Subcontractors, Page Are partners/collaborations considered subcontractors? A subcontractor is a legal entity that holds a contractual agreement with a prime contractor to provide services for the performance of a prime contractor s sub award of federal funds. Reference: RFP Section 5.6 Subcontractors, Page Is there a monetary threshold for subcontractors? No. However, Respondents are encouraged, but not required, to demonstrate either in- kind or cash match resources from a variety of funding sources. Reference: RFP 5.5 In- Kind and Cash Match Resources, Page 21 Reference: RFP Section 5.6 Subcontractors, Page 21 Reference: Attachment L Contract General Provisions 71. If your program design is longer than a year, how do you capture attainments in a certificate program? Describe in proposal narrative how you will connect youth to education that leads to post- secondary degrees and/or industry recognized certifications. Reference: RFP Section 3.6 Program Management, Pages Reference: RFP Section Program Components, Career Pathways, Page Is an entrepreneurship training considered a recognized certificate? Entrepreneurial skills training is a youth development program component. However, WIOA has strict criteria to be considered a recognized certificate. Reference: Attachment D Glossary of terms for the definitions. Operations Manual, Chapter 4

16 73. Should the executive summary be double spaced? Yes. The entire proposal must adhere to the formatting requirements. Reference: RFP Section 4.2 Formatting Requirements, Page Did SDWP increase the expenditure of 20% of funds to be spent on the work experience requirement for WIOA to 25% locally? Yes, SDWP increased the minimum from 20% to 25%. Reference: RFP Section 5.1 Work Experience, Pages Will the Business Service Representative position count towards the 25% work experience expenditure requirement if they are engaged in both paid and non paid work experiences? Yes, the Business Service Representative staff time counts towards 25% work experience expenditure requirement. Allowable expenditures beyond wages can include staff time spent identifying potential work experience opportunities, staff time working with employers to develop the work experience, staff time spent working with employers to ensure a successful work experience, staff time spent evaluating the work experience, participant work experience orientation sessions, classroom training or the required academic education component directly related to the work experience, and orientation for employers. Reference: RFP Section 5.1 Work Experience, Pages Program components dictates that academic and occupational education must be taught within the same timeframe and connect to training in a specific occupation, occupational cluster, or career pathway. Can it run consecutively or must it be concurrently? Yes, programming can either run concurrently or consecutively. Reference: RFP Section 3.4 Program Components Work Experience Opportunities, Page If the funder cannot complete the past performance questionnaire, can you submit a performance report? No, the past performance questionnaire must be submitted by another agency or organization with which the respondent has had direct involvement in projects similar in scope. Reference: RFP Section 4.6 Past Performance, Page If you have no past performance because you were not awarded a grant, will you lose points? The Past Performance Questionnaires must be completed by another agency or organization that the respondent has had direct involvement with in projects similar in scope. Respondents may be deducted points in this category if SDWP does not receive two past performance questionnaires via from the referring agency by the proposal deadline. Reference: RFP Section 4.6 Past Performance, Page 19

17 79. What is the process to have a past performance questionnaire completed by SDWP on a respondent s behalf? your SDWP Program Specialist and the YouthRFP@workforce.org. Reference: RFP Section 4.6 Past Performance, Page Do all partners need to submit past performance? The Past Performance Questionnaire must be completed for the lead entity (i.e. the organization that assumes financial responsibility). Reference: RFP Section 4.6 Past Performance, Page If you are leveraging from your own agency, can a grant award letter be used to indicate the funds used for in- kind documentation? Yes. Reference: RFP 5.5 In- Kind and Cash Match Resources, Page Is there a criteria or minimum amount required for leveraging or an in- kind match? No. Respondents are encouraged, but not required, to demonstrate either in- kind or cash match resources from a variety of funding sources. Reference: RFP 5.5 In- Kind and Cash Match Resources, Page If your agency has an approved indirect cost rate, is the agency required to use it/include it in this grant proposal budget? No. Indirect cost rates are not required to be included in the grant proposal. However, if you include indirect costs be sure to update the budget shell and budget narrative of the proposal. Reference: RFP Section 5.3 Indirect Costs and Negotiated Profit, Page If your indirect cost rate percentage has decimals, is that allowable? Yes, approved indirect rates with two decimals are allowable. If more than three decimals places were approved by Cognizant Agency, then round accordingly. Reference: RFP Section 5.3 Indirect Costs and Negotiated Profit, Page If your indirect cost rate exceeds the administrative cap of 20%, does that require you to take a lower indirect cost rate? If the Respondent's indirect cost rate exceeds 20%, the Respondent will need to factor that into their budget knowing SDWP will not reimburse costs above the 20% Program/Administration Support limit. Reference: RFP Section 5.3 Indirect Costs and Negotiated Profit RFP Section 5.4 Program/Administrative Support vs. Program Costs, Page Is Staff Training cost category required in the Budget Shell? No. Staff Travel/Development Costs related to the professional development of staff and related local or out- of- town travel expenses are optional. Reference: RFP Attachment I (Amended) Budget Instructions 87. Should required mental health trainings be included in budgets?

18 Contractor staff will be required to attend at least one training offered by the San Diego County Health and Human Services Agency (HHSA) in partnership with SDWP regarding understanding, recognizing and responding to the effects of trauma and mental health needs. Two additional trainings will be offered on how to identify and access additional mental health resources for staff and participants. These specific trainings will have not costs to the Contractor. However, mileage and staff time should be budgeted accordingly. Reference: RFP Section 3.3 Additional Program Requirements 88. Can you use the same Indirect Cost Rate used/approved for Adult Programs negotiated with DOL? Any indirect costs budgeted must be supported by an indirect cost rate agreement with a federal or state cognizant agency. Reference: RFP Section 5.3 Indirect Costs and Negotiated Profit 89. If your partner sits on a SDWP board, can you talk to them about the proposal? Yes. You can partner with Board members who did not have input on the development of the RFP. They will need to complete the Conflict of Interest Disclosure Form - Attachment G. All Respondents must include a Conflict of Interest Disclosure Form- Attachment G, even if no real or potential conflicts exist. Reference: RFP Section 6.9 Ex- Part Communication, page 24 RFP Attachment G Conflict of Interest Disclosure Form 90. When do you announce the awarded proposals? All Respondents Authorized Negotiator will be notified via letter as soon as the evaluation process is completed. Public notification will be available on the SDWP website Governance agenda packet. Reference: Is the Individual Service Strategy form created by funded contractor or SDWP? SDWP has an Individual Service Strategy (ISS) form available on the website. Reference: v_part_2.pdf 92. Can the proposal be submitted electronically? No, Respondents must submit one (1) proposal with original signatures, seven (7) copies and one (1) electronic PDF copy on a USB flash drive to: Attn: Evelyn Ramirez, Finance and Operations Analyst, 3910 University Avenue, Suite 400, San Diego, CA Reference: RFP Section 1.3 Submittal of Proposals, Pages To achieve in program skills, gain, are there approved assessments? No, there are no approved assessment for program skills gain yet. WIOA performance measures will go into effect on July 1, Contractors will be required to demonstrate how their programs are able to help all enrolled youth achieve the outcomes measured by WIOA. While complete definitions of all the new WIOA measures have not yet been

19 finalized by DOL and final percentages of each measure have not been negotiated with the State of California during this time of transition, the outcome measures and definitions should inform program designs. Reference: RFP Section 3.6 Program Management, Page 14 Attachment C Reference Materials 94. Are there a maximum number of contracts per region? No, only a minimum number of contracts per region. Reference: RFP Section 1.2 Estimated Funding, Page Does adult education include community college or university? A youth is considered out- of- school for WIOA eligibility purposes if the only school the youth attends is adult education provided under Title II of WIOA, Youth Build, or Job Corps. If a youth is attending classes at a community college or university then they would be considered in- school. Reference: RFP Section 3.5 Eligibility and Enrollment, Page Is there access to past proposals? Yes, using the Freedom of Information Act Request Form via to procurement@workforce.org. 97. Will the sign in sheet for the Respondents Orientation be made public? Yes, please see the sign in sheet on the website below all the RFP attachments at innovation- and- opportunity- act- wioa- youth- programs- rfp.

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