REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL Grays Harbor Career Connected Learning RFP Released by: Pacific Mountain Workforce Development Council Release Date: July 25, 2018 Due Date: August 27, 2018, 12:00 P.M. (Pacific Standard Time) Proposed Contract Period: October 1, September 30, 2019 Pacific Mountain Workforce Development Council 1570 Irving Street Tumwater, WA Phone: Fax: The Pacific Mountain Workforce Development Council is an Equal Opportunity Employer and provider of employment and training services. Auxiliary aids and services are available upon request by persons of disability. Washington Relay Service

2 Table of Contents Contents Section I... 3 Introduction... 3 Background Information... 3 Purpose... 3 Scope... 3 SECTION II... 6 Eligible Bidders... 6 Contract Dates... 6 Policy of Competition... 6 Questions and Answers... 6 Budget... 6 Instructions for Proposal Submittal... 7 RFP Key Events and Dates... 7 Evaluation and Selection Criteria... 7 Award of the Contract... 8 Appeal Process... 8 Miscellaneous... 8 SECTION III Proposal Narrative and Supplemental Questions Proposal Organizational Capacity Fiscal

3 Section I Introduction The Pacific Mountain Workforce Development Council (PacMtn) is seeking proposals for the development and implementation of youth preapprenticeship or apprenticeship preparation programming for youth ages in the Grays Harbor county area. This programming is a part of the regional and statewide Career Connected Learning Grant through Career Connect Washington and Washington STEM. The program must be completed before September 30, Background Information PacMtn is a Washington State 501 (c) (3) nonprofit corporation responsible for the administration and finances of the federal Workforce Innovation and Opportunity Act (WIOA) programs. PacMtn operates within Grays Harbor, Lewis, Mason, Pacific, and Thurston counties. The administrative offices are located at Thurston County WorkSource, located at 1570 Irving St SW, Tumwater, WA Additional information on PacMtn is available on our website at Grays Harbor County is located on the Western side of Washington State on the Pacific coast. Often called the Gateway to the Pacific and the Olympic Peninsula, Grays Harbor s main industries include forest & wood products, healthcare, hospitality, and manufacturing. More information on Grays Harbor can be found at and The Career Connect Washington initiative is a product of the Career Connected Washington Task Force and has a goal of connecting 100,000 Washington youth during the next five years with career-connected learning opportunities that prepare them for high-demand, high wage jobs. In partnership with Washington STEM, Career Connect Washington released funding for Career Connected Learning projects across Washington State in late 2017/early This RFP will be funded from the PacMtn region s Career Connected Learning funding. More information on Career Connect Washington can be found at and and more information on Washington STEM can be found at Purpose The purpose of this Request for Proposals is to develop and implement a preapprenticeship or apprenticeship preparation program for youth ages in Grays Harbor County. The program must align with Washington State s Career Connected Learning efforts and PacMtn requirements, laid out below. The funding includes up to $136,000 for preapprenticeship or apprentice preparation programming and must be aligned with at least one of the following industries and employers in the Grays Harbor county area: forestry & wood products, healthcare, manufacturing, or hospitality. Engagement with community organizations, employers, businesses, industry groups, apprenticeship programs, training opportunities, schools, or other potential partners- particularly those in the Grays Harbor area- is encouraged for this RFP and subsequent programming. Scope The selected bidder will provide program design, participant outreach, implementation, service delivery, parts of case management, tracking, and engagement with the local Grays Harbor community and partnering entities to ensure this project is successful. The selected bidder will also be invited to join quarterly regional Career 3

4 Connected Learning meetings and will need to provide quarterly reports on status, successes, and issues around the program. This program must adhere to the following: Project must be completed no later than September 30, 2019 At least 35 youth (ages 16-24) participants Considerations as listed below Preapprenticeship Preapprenticeship or apprenticeship preparation model, aligning youth with an introduction to career pathway(s) and allowing for exploration of local industries (outlined below). o Adherence to Washington State Preapprenticeship or Apprenticeship Preparation programming, more information available at: Alignment with an existing apprenticeship program, preferably direct connection to an existing apprenticeship program. Industry Programming must align with at least one (can be more than one) of the major industry sectors found in the Grays Harbor county area of PacMtn. For this project, those have been identified as: o Healthcare o Forest & Wood Products o Manufacturing o Hospitality Alignment with one or more of the above industries will be scored preferentially. More information on those sectors in the PacMtn region can be found at Mentorship & Career Planning Must include at least 10 hours of documented coaching/mentoring per participant Must include comprehensive career planning for each participant if not already completed (e.g., High School and Beyond Plan) Recruitment Selected bidder will be responsible for outreach and enrollment strategy for participating youth, including working with Grays Harbor local agencies, educators, and organizations to conduct outreach for participants. At least 35 youth (ages 16-24) participants, qualifying as in-school OR out-of-school as per WIOA standards All participants must be eligible for WIOA funding o Program design should take into account the tracking and case file management needed for verifying WIOA eligibility, including: Verification of low-income 4

5 Verification of ability to work in U.S. Verification of identification Verification of experiencing a barrier Other verification methods as outline further by PacMtn More information on WIOA Youth eligibility can be found at Eligibility Case File Management Selected bidder will be required to gather all required documentation for case files, manage updates to case files, and provide necessary documentation to designated PacMtn and partner staff in a timely manner during program implementation. PacMtn will provide reasonable training and support around case file management. PacMtn will do the online database documentation of participant and case file information, hence the necessity in timeliness and accuracy of case file documentation and updates. Best Practices Implementation, Program Sustainability, & Framework The program should preferably incorporate best practices for preapprenticeship, apprenticeship preparation, career readiness, or career connected learning programming for youth. Basing the program model on existing successful program models from elsewhere in the state or country is encouraged, though not necessary if the submitted program model is locally-focused and meets the outlined requirements. Ultimately, meeting the requirements of this RFP and the needs of the Grays Harbor community are the primary emphases for this project. Program sustainability is an important part of developing and implementing this program- program models that show clear alignment with local community resources and needs, provide clear replicable model, and provide built-in sustainability efforts are preferable. o Preference points will be awarded to programs that partner and incorporate local Grays Harbor programming 5

6 SECTION II Eligible Bidders Organizations eligible to submit proposals may fall within any of the following categories: Governmental agencies Private non-profit organizations Private for-profit businesses Educational institutions and related organizations Should multiple organizations form a consortium to submit one proposal, a lead organization must be identified. Lead organizations submitting proposals that incorporate a collaborative relationship with other entities must clearly identify the collaborating organizations, the services they will provide, and the funding source to support those services. Contract Dates PacMtn is targeting this project to begin no later than October 1, The term of the contract will commence upon signature of agreed upon contract terms, scope of work, and deliverables, and will continue through completion of the project, no later than September 30, Policy of Competition The Pacific Mountain Workforce Development Council conducts all procurement transactions in a manner providing full and open competition. The RFP identifies all evaluation factors and their relative importance. All responses will be honored to the maximum extent practical. Technical, financial, and organizational evaluations will be made of all proposals received found to be responsive to the RFP. The Pacific Mountain Workforce Development Council will carry out the procurement review responsibilities with complete impartiality and without preferential treatment to any response. Questions and Answers Questions regarding this RFP must be submitted in writing and can be sent to the address: contracts@pacmtn.org. Please specify this RFP by its title in the subject line when submitting questions. Questions will be accepted through August 20, 2018 at 12:00PM (PT). All formal responses to questions will be answered within 2 business days in writing and posted on our website so every Bidder can review. Budget The budget for this project is $136,000 with some specific requirements associated with that funding (as outlined within the scope above). This project is federally funded through the Department of Labor- Workforce Innovation and Opportunity Act. The nature of this opportunity will result in a subrecipient relationship with PacMtn and therefore must adhere to federal guidelines in accordance with DOL, WIOA and OMB regulations. 6

7 Instructions for Proposal Submittal Proposals must be submitted by to with the following subject line RFP Bid: Grays Harbor Career Connected Learning RFP Submitted proposals should include: Proposal Cover Page and Certification Form Answers to Supplemental Questions, using the prescribed format Any additional attachments that serve to provide references as outlined within the submitted proposal RFP Key Events and Dates Proposal Request Issued July 25, 2018 Bidders Conference* August 8, 2018 Deadline for Receipt of Questions, 12:00PM (PT) August 20, 2018 Deadline for Receipt of Proposals, 12:00PM (PT) August 27, 2018 Formal Review Process of Proposals Begins August 27, 2018 Interviews Scheduled (if necessary)** September 7, 2018 Successful Bidder Posted on Website September 14, 2018 Contract and Budget Negotiations Begin September 14, 2018 Contract and Budget Negotiations End September 30, 2018 Contract Start Date October 1, 2018 * Bidders Conference will be held on August 8 from 9:00am-10:00am as a conference call, with the following access information: - Call in Number: Passcode: # **Bidders please hold time upon submission of their proposal in the event interviews are necessary. PacMtn will inform Bidders selected for interviews by close of business on August 31, Evaluation and Selection Criteria Maximum points may be earned in these categories: 50 points program design, description, ability to achieve proposed outcomes, and alignment with outlined requirements 15 points recruitment and outreach strategy 15 points budget viability, leverage, and efficiency 5 points on organizational capacity to provide proposed services 5 points adherence to RFP specifications and accuracy of responses to requested information 5 points for alignment with one of the identified industries 5 points for partnering with local programming 7

8 Award of the Contract Submittal of a successful proposal(s) does not constitute a contract with PacMtn. The contract award will not be final until PacMtn and the successful proposer have executed a mutually satisfactory contractual agreement. Appeal Process Any appeal of the final vendor(s) selected must state the basis of the appeal. Appeals can be sent in writing within seven (7) calendar days after the publication of the successful vendor(s) to: Cheryl Fambles, CEO Pacific Mountain Workforce Development Council 1570 Irving St SW Tumwater, WA contracts@pacmtn.org It is the responsibility of proposers to check for the publication of successful bidders at the following website: Miscellaneous PacMtn will select the proposal which is most qualified to provide the services which will achieve the overall objectives of this RFP. PacMtn reserves the right to make such investigation as it deems necessary to determine the ability of proposers to furnish the required services and proposers shall furnish all such information for this purpose as PacMtn may request. PacMtn reserves the right to reject any proposals for failure to meet the requirements contained herein, to waive any technicalities, and to select the proposal which, in PacMtn s sole judgment, best meets the project requirements. PacMtn reserves the right to reject, or to seek modifications of any proposal offered if in PacMtn s sole discretion the proposal does not meet the overall RFP objectives. PacMtn reserves the right to offer an award to the next highest rated proposal if a contract cannot be successfully negotiated, or to renegotiate or reissue an RFP should an appeal for non-award be upheld. This Request for Proposals is not in itself an offer of work, it does not commit the Pacific Mountain Workforce Development Council to fund any proposals submitted, nor is it liable for any costs incurred in the preparation or research of proposals. The RFP creates no obligation on the part of PacMtn to award a contract or to compensate the proposer for any costs incurred. PacMtn reserves the right to award a contract based upon proposals received without further discussion or negotiation. Proposers should not rely upon the opportunity to alter their qualifications during discussions. Any funding awarded will be subject to the availability of federal funding granted to the Pacific Mountain Workforce Development Council through the State of Washington Employment Security Department and the U.S. Department of Labor. Should the availability of such funding decrease before or following any award to a sub-recipient, the award will be revised accordingly. In addition, 8

9 if awarded, the contractor must be willing to alter program design based on subsequent direction provided by the state, U.S. Department of Labor or PacMtn. Proposals that are not funded will not be returned. 9

10 Qualifications Cover Page A. Application Cover Sheet On behalf of Proposer Organization Street Address Mailing Address City State Zip Code B. Certification CERTIFICATION The information contained in this proposal fairly represents the proposer s agency, organization, or business and its proposed operating plans. I acknowledge that I have read and understand the requirements of the RFP and am prepared to implement services as specified in this proposal. I certify that the proposed program services have been designed in compliance with the RFP requirements and WIOA regulations. I also certify that I am authorized to sign this proposal. This proposal is firm for a period of at least ninety (90) days from the deadline for RFP submission. I affirm that no employee and/or PacMtn Council Member or officer of any governmental agency has any financial or other interest in this organization. Name Title Address City State Zip Phone Signature Typed Name Address City State Zip 10

11 SECTION III Proposal Narrative and Supplemental Questions Your responses to the inquiries below should be submitted electronically with the following format restrictions: Proposal 8 1/2" X 11 page size with 1" margins 12 point Arial or Calibri font Double spaced (itemized bid information may be single spaced) Total submission, including cover certification and two-page executive summary, should be no longer than 12 pages. Curriculum overview may be included as an attachment and will not be counted towards page count. 1. Provide a brief narrative describing the following: Your proposal for developing and delivering a program and associated deliverables as detailed in Section I. Please include: Clear program model, description, and how it achieves the proposed outcomes Participant outreach and recruitment strategy Overview of curriculum (may be included as an attachment) Clear identification of collaborating or partnering organizations, including organization name, primary contact information, the services they will provide, and the funding source to support those services. Identification of the resources and facilities or other locations that will be used for program activities. Include whether the resources and facilities are owned by your organization, a business partner, or will be purchased, leased, or rented. Timeline for preparation, outreach, implementation, and service delivery Identification of all services provided to participants as part of programming Organizational Capacity 1. Provide a brief narrative describing the following : A brief history of your organization, including how long you have been in business, how many programs of similar scale you have experience with, and your experience in working with the identified populations, providing career skill building or life skill development, and any other information that may be applicable to this proposal. Why your organization is pursuing the work, how it is uniquely qualified to perform it, and why it should be chosen as the successful bidder How your organization will ensure that there are adequate staff for effective delivery and coordination of the program How your organization will ensure successful delivery of agreed upon services 11

12 Fiscal 2. Provide a bid that includes: A total bid amount for full range of services, plus: A total bid amount, including a detailed budget that distinguishes overhead and administrative expenses, as well as estimated cost per participant. A brief description of how you are pricing your services, including any itemized costs if relevant. A brief description of resources (cash or in-kind services, equipment, facilities, etc.) you or the collaborating partners can leverage for program implementation and sustainability. 3. Please briefly describe the following: Whether your organization is bonded or carries liability insurance. If so, describe. Whether your organization has filed for bankruptcy in the past three years Whether your organization is currently involved in or has pending legal action relating to organization operations or financial transactions. If so, describe. 12