OUT-OF-SCHOOL YOUTH EMPLOYMENT AND TRAINING SERVICES. Published July 3, 2013

Transcription

1 REQUEST FOR PROPOSAL workforceconnections REQUEST FOR PROPOSALS OUT-OF-SCHOOL YOUTH EMPLOYMENT AND TRAINING SERVICES Published July 3, 2013 Submission Deadline August 12, 4:00 p.m. (PST) Late submissions will not be accepted workforceconnections is an Equal Opportunity Employer/Program Auxiliary aids and services available upon request for individuals with disabilities from workforceconnections workforceconnections hours of operation are Monday - Friday, 8:00 a.m. to 5:00 p.m. CFDA REVISED 7/12/13 Out-of-School Youth Employment and Training Services Page 1

2 TABLE OF CONTENTS Public Notice... 1 Calendar of Events... 3 Purpose Overview... 5 RFP General Information Required Elements Scoring Elements.. 14 Technical Review Statement of Qualifications Review Process Proposal Review and Evaluation Process Budget Information Award Process...23 Affirmation and Certification...24 Proposal Cover Page Appendix Respondent Proposal Checklist...27 Out-of-School Youth Employment and Training Services Page 2

3 Out-of-School Youth Employment And Training Services Request for Proposal Timeline (*All dates are subject to change) Items submitted for newspaper publication July 1, 2013 RFP Release July 3, 2013 Mandatory Bidders Conference Texas Station 2101 Texas Star Ln, North Las Vegas, NV July 16, 1:30pm Last day to submit RFP Questions All questions must be submitted by to: osyrfp@snvwc.org August 5, 4:30pm RFP Proposal Submissions Due August 12, 4:00pm RFP Technical Review August 13, 9:00am Evaluation of Proposals August 15-30, 2013 Recommended Bidders notified-request SOQ August 30, 2013 Statement of Qualifications Due for Recommended Bidder September 3, 4:00pm Contract Recommendation (s) Presented for Approval September 11, 2013 (YC) September 24, 2013 (Board) Contract Negotiations September 25-30, 2013 Contracts/Programs Commence October 1, 2013 Out-of-School Youth Employment and Training Services Page 3

4 PURPOSE The Workforce Investment Act (WIA) emphasizes employment & training services to adults, youth, and dislocated workers. workforceconnections (herein referred to as wc), is currently soliciting proposals for vendors to implement year-round out-of-school youth programming in Southern Nevada. WIA provides local communities with the framework for creating comprehensive and effective strategies to serve at-risk youth as they transition into the workforce. wc recognizes the importance of providing our youth services to assist them in becoming self-sufficient and productive employees, citizens, and community leaders. wc is currently soliciting proposals from organizations that have experience and expertise to provide workforce development services for Out-of-School Youth (herein referred to as OSY). wc announces the availability of $1,400,000 of WIA funds to assist OSY with education & employment services. These funds will be utilized to serve OSY from October 1, 2013 through September 30, The use of funds awarded in this RFP are governed by the Workforce Investment Act of 1998 and associated federal regulations, the U.S. Department of Labor (DOL), the State of Nevada Department of Employment Training and Rehabilitation (DETR) and workforceconnections. workforceconnections MISSION To establish dynamic partnerships with employers & the community to connect employment opportunities, education & job training. workforceconnections YOUTH COUNCIL GOAL Champion youth education, training & employment with emphasis on the following objectives. Increase youth educational & employment attainment rates Engage & connect youth with career path & employment training opportunities relevant to the Governor s identified industry sectors Expose youth to STEM skills, training & career pathways Out-of-School Youth Employment and Training Services Page 4

5 SECTION I. OVERVIEW A. Overview of the Workforce Investment Act of 1998 The Workforce Investment Act (WIA) programs prepare individuals for the labor market and assure the skills and knowledge that prepare workers to succeed in a knowledge-based economy. The WIA youth program targets low-income at-risk youth with barriers to education and employment. Youth are provided employment and training services that prepare them for entrance into the workforce. workforceconnections (wc) is a public agency that provides a variety of workforce development services to Southern Nevada s residents and businesses. The Southern Nevada area is defined as the four (4) counties of Clark, Lincoln, Nye and Esmeralda. The funds to provide these services are made available to wc through the U.S. Department of Labor s (DOL) Workforce Investment Act (WIA), the Department of Employment, Training and Rehabilitation (DETR) and are designated for employment and training activities for eligible youth. B. Request for Proposal Overview wc is currently soliciting proposals from organizations that have the experience and expertise to provide workforce development services for youth described in this Request for Proposal. wc announces the availability of up to $1,400,000 of Workforce Investment Act (WIA) funds to assist eligible out-of-school youth with education, training and employment services. wc s intent is to procure a qualified provider (or providers) to enter into a one-year contract with wc to provide approximately eligible out-of-school youth with education, training and employment services. wc may extend the contract for an additional two years, in increments of one year, depending on program performance, availability of funds and if it is determined to be in the best interest of wc. Proposals will be accepted from public and private non-profit organizations, as well as faith-based, for-profit and community based organizations. Successful applicants will serve as sub-grantees of Youth funds administered by the U.S. Department of Labor under Title I of the Workforce Investment Act of C. Eligible Population WIA guidelines are defined at the Federal and State levels, with some options at the local level. WIA serves youth ages 14 to 21. Legislation requires targeting out-ofschool youth. In general, individuals and/or families must fall at or below the poverty level to be eligible for WIA intensive services and eligible youth participants must have at least one of the following identified barriers: Deficient in basic literacy skills Youth offender Out-of-School Youth Employment and Training Services Page 5

6 High school drop out Homeless/runaway Foster youth Pregnant/parenting youth Youth with disabilities Requires additional assistance to complete an educational program or to obtain and retain employment Out-of-School Youth (OSY), by definition (WIA 101 (33)), are: An eligible youth who is a school dropout or An eligible youth who has received a secondary school diploma or its equivalent but is basic skills deficient, unemployed, or underemployed. D. Funding Availability Up to $1,400,000 in funding is available through this RFP. These funds will be utilized to serve eligible out-of-school youth. The funds will be awarded on a sub-award basis and successful applicants will serve as Sub-grantees. The use of funds awarded in this RFP is governed by the Workforce Investment Act of 1998 and associated federal regulations, the U.S. Department of Labor (DOL), the State of Nevada Department of Employment Training and Rehabilitation (DETR) and workforceconnections (wc). E. Length of Project The performance period for this project will begin on October 1, 2013, and end on September 30, wc may extend the contract for an additional two years, in increments of one year, depending on program performance, availability of funds and if it is determined to be in the best interest of wc. Out-of-School Youth Employment and Training Services Page 6

7 SECTION II. RFP GENERAL INFORMATION I. PROPOSALS RESPONSE FORMAT Each respondent is requested to submit their proposal in a format that is easy to read and understand. Respondent should avoid repetitious material. The proposal(s) should clearly demonstrate the respondent s ability to effectively manage and operate a program under the Workforce Investment Act and provide the services requested. a. All proposals must be addressed, mailed or delivered on or before August 12, 2013, no later than 4:00 P.M. to the following workforceconnections administrative office at: workforceconnections ATTN: Out-of-School Youth Employment and Training Services RFP 7251 West Lake Mead Blvd., Suite 200 Las Vegas, Nevada b. All proposals must be submitted in a sealed envelope and plainly marked, Request for Proposal with the name of the proposed description of services and also the name and address of the Proposer clearly marked on the outside, in the upper left hand corner of the sealed envelope. No faxed or responses will be accepted. c. All proposals shall be time-stamped by wc upon receipt. Proposals may not be sent via or facsimile. Please provide one (1) original, sealed, bound response; three (3) un bound copies, and one (1) electronic copy of the proposal. d. All responses must comply with the following layout specification requirements: Cover Page Include a Table of Contents Program requirements i.e. Scope of Work; Program Design, and all other required components, total cannot exceed 20 pages, excluding the appendix. 12 Point Font Times New Roman Margins: One-inch minimum (this applies to all margins) Spacing : Double Pages: Single Sided Footer: The name of the organization submitting the proposal and the page number Label each section and applicable subsection Appendix Out-of-School Youth Employment and Training Services Page 7

8 e. All respondents may request the withdrawal of a sealed proposal submitted prior to the scheduled closing date and time provided. The request for withdrawal must be submitted in writing to wc s Executive Director. f. All proposals submitted in response to this RFP shall remain valid for 120 calendar days from the scheduled closing date and time of the RFP. g. All questions relating to the RFP must be submitted to wc via at: osyrfp@snvwc.org. h. This RFP does not commit wc to accept any proposal submitted, nor is wc responsible for any costs incurred in the preparation of responses to this RFP. i. workforceconnections reserves the right to accept/reject any or all proposals, to accept/reject any or all items in the proposals, and/or to award the contract in whole or in part as is deemed to be in the best interest of the participants to be enrolled in the program and/or wc and the local area. j. workforceconnections reserves the right to negotiate separate proposal components after the proposal(s) are reviewed if such action is deemed to be in the best interest of the participants to be enrolled in the program and/or wc. k. workforceconnections reserves the right to cancel, delay, amend, or reissue the RFP at any time. II. LATE PROPOSALS, MODIFICATIONS & ADDENDA a. The closing date and time August ,4:00p.m. by which the proposals must be received by wc. Proposals received after the denoted closing date and time will not be considered. b. Any respondent/ proposer may modify their proposal in writing at any time prior to the scheduled closing date and time for receipt of proposals. Proposal modifications must be submitted in the same manner required for the original proposal. c. If it becomes necessary for wc to revise any part of this RFP, a written addendum will be provided on the website at: workforceconnections is not bound by or responsible for any oral representations, clarifications, or changes made to this RFP by wc s employees, unless such clarifications or changes are provided to proposers and/or interested parties of the general public in a written addendum from workforceconnections via the web site at: d. Each proposer/respondent, upon receiving notification by workforceconnections of a published addendum, must insert the information indicated in the RFP package. Failure to acknowledge any addenda may result in disqualification and rejection of the proposal. Out-of-School Youth Employment and Training Services Page 8

9 III. EX PARTE COMMUNICATION workforceconnections prohibits ex parte communication with any wc s Board member and/or staff member after the deadline of the publication and receipt of proposals. No Board member and/or staff member shall initiate or accept oral communication regarding any RFP under consideration. Any communication by telephone, , letter, face-to-face conversation, or other off the record contact, are strictly prohibited. The restriction against ex parte communication applies when a decision must be made on the record. Any discovered ex parte communication will be provided to wc S Executive Director for review and appropriate action. Respondents who attempt to improperly influence the proposal review and evaluation process in any way shall be disqualified. IV. DISPUTES a. Any respondent who has a dispute in connection with this request shall have the right to submit, in writing, their protest to workforceconnections within 10 calendar days. The written protest should be submitted to: Ardell Galbreth, Executive Director Workforce Connections 7251 W. Lake Mead Blvd., Suite 200 Las Vegas, Nevada b. The protest must be in a format as outlined in workforceconnections Policy 5.7. This policy is located at: c. Failure by the respondent to request clarification of any inadequacy, omission or conflict will not relieve the proposer/respondent of this responsibility. The signing of the proposal form, however, will be considered as implicitly denoting that the proposer/respondent has a thorough comprehension of the full intent and scope of this RFP. Out-of-School Youth Employment and Training Services Page 9

10 SECTION III. PROPOSAL CONTENT A. Required Elements All proposals must adhere to the required format and, in order to be competitive, must include all of the requested information, completed forms, and attachments. Applicants are required to demonstrate knowledge, experience, and capacity to provide services to youth through the proposal narrative. The applicant must clearly describe its capability to conduct and administer a federally funded project including the ability to collect and report financial and participant data as required. Applicants must also be aware of the state and federal disability laws and procedures for ensuring universal access. The proposal must specifically address the following elements: 1. General Program Requirements (WIA Title I, Section 129 (c) (1)) include: Out-of-school youth who are basic skills deficient must receive an objective assessment of academic levels, skill levels, and service needs. This assessment shall also include a review of basic skills, occupational skills, prior work experience, employability, interests, aptitudes, supportive service needs, and developmental needs of each participant. Development of an Individual Service Strategy for each participant that identifies an employment goal, achievement, objectives, and services using the information obtained in the assessment. Youth must receive preparation for postsecondary education opportunities as appropriate. Providers will be required to link academic and occupational learning, Providers must prepare youth for and place youth in unsubsidized employment. Providers must provide linkages to the job market including local and regional employers. 2. WIA Requires 10 Program Elements (WIA 129 (c) (2)), which include: Tutoring and Study Skills Training: Leading to secondary school completion, including dropout prevention strategies Alternative secondary school offerings (e.g., GED) Summer Employment Opportunities: Programs must provide academic and occupational learning opportunities directly linked to summer employment Paid and unpaid work experiences: Work experience is planned, structured learning that take place in a private for-profit, non-profit, or public sector workplace for a limited period of time Occupational skills training Out-of-School Youth Employment and Training Services Page 10

11 Leadership development: Includes community services and peer centered activities encouraging responsibility and other positive social behaviors during non-school hours. Leadership development can also include decision making, teamwork, and citizenship activities. Supportive services: Transportation, child care, dependent care, etc. WIA funds can be used to provide supportive services. Adult mentoring for at least twelve (12) months (may be during or after program participation) Comprehensive Guidance and Counseling: drug and alcohol abuse counseling, mental health counseling, etc., appropriate to the needs of the individual Follow-Up Services: Required for at least 12 months following exit 3. wc STEM Requirements include: The successful awardee will be required to expose youth to STEM skills, training and career pathways. This includes, but is not limited to, the following: The implementation of the existing Youth STEM Program: What s It Mean To Be Green? (WIMTBG) which includes: o Delivery of the What s It Mean To Be Green? curriculum o Delivery of the hands-on interactive labs at provider s site o Administering the testing for the WIMTBG Demonstrating how program design will support education of youth in STEM Demonstrating how program design will support career aspirations of youth in STEM Note: Expected enrollment and completion of all participants in the WIMTBG program is required by end of 3 rd Quarter (June 30, 2014) 4. Performance Criteria: The successful awardee will be required to meet the following WIA Youth Common Measures: Placement in Employment or Education 65.0% Attainment of Degree or Certificate 57.5% Literacy/Numeracy Gains 41.0% and, wc Enrollment Expectations: Enrollment of Eligible Participants 100% (by end of 1st Quarter) Enrollment & Completion of WIMTBG 100% (by end of 3rd Quarter) Note: Performance standards indicated will be monitored on a regular basis. Failure to meet the standard(s) may result in a modification of the contract. Out-of-School Youth Employment and Training Services Page 11

12 Provider must issue a corrective action plan (CAP) for any failed standard(s) and the plan must be approved by the appropriate wc staff. If approved CAP is not effective in resolving the performance issues, and no other solution can be identified, the contract will be terminated. Reporting of all WIA Youth performance will be required by awardee to respective wc staff. 5. Partnerships: Both the Workforce Investment Act and workforceconnections encourage partnering and collaboration to deliver the most effective services to have the greatest possible community impact. If your proposal involves a partnership, provide a letter of agreement generally outlining the partnership and the activities or services of each of the partners. Before funding, partnerships will have to be firmly established by means of formal Memorandum(s) of Understanding (MOU) or subcontract(s). Refer to workforceconnections policy Services: The successful awardee will be required to provide, but not limited to, the following services: Assessing youth to determine deficiency and service need of each youth, based upon the ten WIA program services listed on pages Collecting/evaluating their clients satisfaction with all aspects of the program and to insure all needs are being met Completing Objective Assessments for each OSY. Accommodating testing to assess basic skills as needed. Making sure each participant enrolled in training services has an Individual Service Strategy (ISS) developed in accordance with WIA requirements. Providing participant follow up for not less than 12 months after program completion. 7. Outreach and Recruitment: The successful applicant will be required to conduct outreach and recruitment for program participants, as well as providing eligibility determination prior to enrollment. The provider(s) will be expected to meet enrollment of eligible OSY participants, by end of the 1 st Quarter (December 30, 2013). Out-of-School Youth Employment and Training Services Page 12

13 8. Timely Data Entry: Selected provider will be required to enter all participant data into workforceconnections data tracking system, NVTrac. wc will provide training on this system upon approval of funding, and before contract execution. Provider will be required to follow wc s policy 5.8 regarding requirements for data entry. 9. Individual Service Strategy: Selected provider will be required to develop an Individual Service Strategy (ISS) with each program participant after the determination of eligibility and enrollment into the NVTrac system. The ISS is developed based upon the results of the participant s assessed vocational interests, aptitude, barriers, skills and skill deficiencies and training needs. The ISS will include, but is not limited to goals pertaining to services such as training activities, job search skills and job retention skills. The ISS will also include a clear employment objective, with a focus on at least one of the industry sectors identified in the Governor's Economic Development Plan: %20Advance%20Targeted%20Sectors%20and.pdf Aerospace & Defense Agriculture Business Information Technology Ecosystems Clean Energy Health & Medical Services Logistics and operations Mining Manufacturing Tourism, Gaming & Entertainment Based on individual needs, an ISS may also include a plan for the provision of mental health services, drug and alcohol rehabilitation, financial counseling, referrals to housing services, legal aid, and other necessary social services that are employment-focused. 10. Training: Awardees are required to provide training services from approved training providers. A list of training providers can be found on the Eligible Training Provider List (ETPL) located on the wc website. Occupational Skills Training must focus on at least one of the industry sectors identified in the Governor's Economic Development Plan. On the Job Training (OJT) can be with any employer that will commit to full time, permanent employment for the participant at the end of the OJT contract term. Awardees are required to offer certified professional training which leads to an industry-recognized Out-of-School Youth Employment and Training Services Page 13

14 certificate for any of the targeted industry sectors. Any grant application that does not focus on certified professional training which leads to industry-recognized certifications will be considered non-responsive and will not be reviewed or considered for funding. STRIKE. a. Awardees will focus on STEM training and partner with STEM employers to prepare youth for fast-growing STEM occupational clusters. The training should promote skills development and local employment opportunities in fields such as advanced manufacturing, information technology, clean energy, transportation, healthcare, hospitality, aerospace, mining and agriculture. As well as other science, technology, engineering and math careers through partnerships between training providers and local employers. B. SCORING ELEMENTS 1. Demonstrated Ability a. Provide a clear description of the organization including history, programs and services, populations served and major funding sources. Explain the organization s experience providing high quality services to at-risk youth and your organization s capacity to serve the proposed number of participants. (10 point maximum) b. Applicant must present specific quantitative outcomes of previous youth workforce development or related work. Outcomes must present a compelling case for past success. Explain how these outcomes have been used to improve program performance. (10 point maximum) c. Applicant must present detailed strategies to meet performance measures (WIA Youth Common Measures) and wc enrollment expectations. Applicant must describe a plan to ensure that performance measures and enrollment expectations are properly managed and regularly monitored. (10 point maximum) Out-of-School Youth Employment and Training Services Page 14

15 2. Proposed Services a. Applicant must present a detailed strategy to deliver activities and services. Applicant must describe a plan to ensure the delivery of appropriate activities and services to achieve positive outcomes and measure success. (5 point maximum) b. Applicant must present a detailed strategy that will ensure the provision of services to WIA-eligible out-of-school youth. Applicant must describe a clear plan that includes specific requirements to meet and determine WIA eligibility specific to out-of-school youth. (5 point maximum) c. Applicant must describe a staffing plan including positions, areas of responsibility, and selection criteria for hiring that is adequate, appropriate and likely to successfully support the program. Present a plan to successfully integrate the program into the organization structure that will appropriately support the program. (5 point maximum) 3. Program Components a. Applicant must present a detailed strategy for recruiting the target population. Applicant must describe effective methods for assessing participants to determine their interests, skills and aptitudes prior to enrollment. Applicant must describe an appropriate recruitment plan for this population. (5 points maximum) b. Applicant must present detailed strategies for training participants across the industry sectors identified by the Governor s Economic Development Plan. (5 points maximum) c. Applicant must illustrate to what extent the program design incorporates STEM beyond the minimum requirement of WIMTBG. Applicants must demonstrate how and when youth will be exposed to STEM skills, training and career pathways. Describe how program design will support education and career aspirations of youth in STEM. Also, explain how the program design addresses local industries and industry-related certifications. (5 points maximum) Out-of-School Youth Employment and Training Services Page 15

16 d. Describe an effective method for providing youth the opportunity to reflect on their activities and progress and describe in detail how the program will intentionally pursue those goals. Present a clear detailed effective schedule for a typical week in the program, as well as for the entire program, that appears appropriate to deliver the proposed program. (5 points maximum) 4. Partnerships a. Applicant must present a list of partners, or potential partners, appropriate to carry out the program as it is described. Applicant must describe the roles, responsibilities, and commitments of each partner, appropriately fulfilling all functions in a manner that is likely to ensure successful outcomes. Applicants must identify the fiscal agent for the project, if other than themselves. STRIKE. Include the appropriate MOU from each confirmed partner, on organizational letterhead, that identifies roles, responsibilities, and commitments. (5 points maximum) 5. Budget (20 points maximum) a. The majority of funds are budgeted for direct participant services (budget pages A. and B. combined). 4 pts 55.0% or more of the funds allocated to participant services 3 pts % allocated to participant services 2 pts % allocated to participant services 1 pt % allocated to participant services 0 pts 39.0% or less allocated to participant services (4 point maximum) b. The budget demonstrates overall cost effectiveness and matching resources that will leverage operating costs. (4 point maximum) c. Participant costs, direct staff, and overhead costs are clear and correctly categorized with appropriate narrative descriptions. (4 Point maximum) d. The project s proposed budget supports the stated objectives and activities in the project narrative. (4 point maximum) Out-of-School Youth Employment and Training Services Page 16

17 e. Overhead costs are minimized to allow for more direct participant services (budget pages E. through J. combined). (4 Point maximum) 6. Fiscal Plan a. Briefly describe the elements of the organization s internal fiscal system and fiscal controls that demonstrate the ability to manage Federal funds. (4 points maximum) b. Describe the experience that fiscal staff employed by the organization have in administering Federal funds. (3 points maximum) c. Describe the organization s process for self-monitoring of financial and budgetary performance and compliance that will ensure effective fiscal quality control. (3 points maximum) Out-of-School Youth Employment and Training Services Page 17

18 TECHNICAL REVIEW Respondents that have successfully completed and submitted a proposal will next undergo a Technical Review. This review is conducted to ensure that all the technical requirements of the RFP have been met. Those proposals passing the technical review will be forwarded to the Evaluation Committee for review. Those proposals that fail any requirement of the technical review will not be forwarded to the Review Committee for further consideration. The Technical Review checklist is as follows: TECHNICAL REVIEW REQUIREMENTS CHECK ONE: Table of Contents Yes No Response to RFP Submitted by Deadline Yes No Attended Mandatory Bidders Conference Yes No Correct Proposal Format in the following areas: Include a Table of Contents Program requirements i.e. Scope of Work; Program Design, and all other required components total cannot exceed 20 pages. (proposals exceeding the 20 page limit will be excluded) 12 Point, Font Times New Roman Margins: One-inch minimum (this applies to all margins) Spacing : Double Pages: Single Sided Footer: The name of the organization submitting the proposal and the page number. Label each section and applicable subsection Appendix items: Resumes, Job Descriptions, Number of Years in Business, Past Experience Information, Affirmation, etc. Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No No No No No No No Budget Detail and Narrative Submitted Yes No One Original sealed Copy of the Proposal, Three (3) Unbound Copies, One Electronic Copy in a sealed envelope submitted correctly Yes No Out-of-School Youth Employment and Training Services Page 18

19 STATEMENT OF QUALIFICATIONS REVIEW PROCESS The selection process will be conducted utilizing a fair and objective process that adheres to workforceconnections (wc) Procurement Policy (Reference: wc Policy 2.2). Prior to an award of funds, a Statement of Qualifications (SOQ) must be completed and approved by wc staff. A template for this document is available at: and the workforceconnections administrative offices located at 7251 West Lake Mead Blvd., Suite 200, Las Vegas, Nevada, The SOQ, when completed must be submitted to workforceconnections by September 3, 2013 by 4:00 p.m. Only those organizations that are being considered for a recommendation of funding will be required to submit an SOQ. Organizations will be contacted by wc and notified of the requirement to submit an SOQ. All questions relating to this document should be addressed to: mstok@nvworkforceconnections.org. Respondents will be notified in writing by workforceconnections regarding the status of their SOQ. Respondents who fail to provide significant and required information in their SOQ will be notified of this and their proposal may be considered non-responsive. Out-of-School Youth Employment and Training Services Page 19

20 PROPOSAL REVIEW AND EVALUATION PROCESS The proposal review and evaluation process will be conducted utilizing a fair & objective process that adheres to workforceconnections Procurement Policy and all other applicable state and federal regulations. (Reference: workforceconnections Policy 2.2) Proposals receiving an overall rating of 80 points or above will be considered as qualified to receive an award. Proposals will be selected for funding based on a favorable assessment by the Evaluation Committee and/or to organizations whose proposal is most advantageous to the Local Area, with price and other factors considered as long as they are in the funding range of 80 points or above. Priority may be given to those proposals that illustrate the most comprehensive range of services that the respondent has provided for youth. Note, the Executive Director will have the responsibility of providing this recommendation 29 CFR Part (d) (3) (iv). workforceconnections may select a proposal based on the initial information received without modification; however, workforceconnections reserves the right to request additional data, conduct oral interviews, and/or conduct a workforceconnections management review of the evaluation process prior to making a recommendation of an award to the Youth Council and workforceconnections Board of Directors. If it is determined by workforceconnections that an oral interview is necessary, workforceconnections staff will schedule the time and location for these interviews. The primary purpose of the oral interview is to address areas of respondent s proposals that may need additional clarification during the evaluation process. NOTE: Handouts, promotional materials, videos, overheads, etc., are not permitted at oral presentations. Proposers will also be evaluated on their demonstrated ability to provide services for the targeted population as indicated in this RFP. The proposers SOQ as well as additional information designated in this RFP will be evaluated on the following demonstrated ability criteria: 1. Description of experience providing similar services during the past two years, as well as experience working with any specific demographic groups/special populations. Size, scope and funding source of similar services during the past two years will also be evaluated. 2. Description of program success, outcomes measured and success in meeting performance to goals. Out-of-School Youth Employment and Training Services Page 20

21 3. All proposals shall be reviewed through a technical review process to determine that the minimum eligibility requirements have been met. Ineligible proposers will be informed in writing. See technical review on page All proposals that pass the technical review shall be reviewed, scored and ranked. 5. At workforceconnections sole discretion, oral interviews may be held with top scoring proposers, or proposers that are deemed by wc to be proposing services that best serve the targeted population. The results of the oral interview may be considered when determining final funding recommendations. 6. A pre-award interview, site inspection and or telephone conference call may be implemented with applicants. 7. All bids may be rejected if it is determined to be in the best interest of the targeted population to do so. BUDGET INFORMATION Budget & Budget Narrative Each Respondent is required to submit a project budget using the workforceconnections Excel budget template that is located at: under the RFP tab at the top of the home page. The budget template has a summary page and 11 budget detail pages that require line item detail, for a total of 12 pages. There are lines identified at the bottom of each budget detail page for a concise narrative, and each line item is required to have narrative description justifying the charges. Each budget detail section should not exceed one page including the narrative. Any separate budget narrative submitted will not be reviewed. There are detailed instructions contained in the budget template as Excel comments that are revealed by hovering with a mouse over the red triangles. The summary page is locked and auto-populates based on information entered on the budget detail pages. All charges are to be rounded to the nearest whole dollar. On the Budget Summary Form, identify the name and contact information for the staff person who may be contacted for any questions regarding your budget submission. Budget Period and Amount The WIA requested funding portion of this line-item budget cannot exceed $1,400,000 and should identify all proposed costs for the initial funding period of 12 months from October 1, 2013 to June 30, 2014, September 30, 2014 CHANGED. Any matched or leveraged resources anticipated to be utilized in support of this program should be included on the Match/Leveraged Resources form. Matched resources are not required. Out-of-School Youth Employment and Training Services Page 21

22 Budget Requirements Each budget submitted must meet the following requirements: 1. Training costs (budget tab A.) must equal at least 30% of the total wc request. ADDED. 2. Training and Supportive Services costs (budget tabs A. and B. combined) must equal at least 40% of the total wc request. 3. To ensure sufficient case management for this project, there must be at least one case manager full time equivalent for every 100 new participants expected to be served by this project. The budget has formulas built into the summary page that will flag an error message if any of the above two requirements are not met. Allocated Costs: Respondents are required to describe their Allocation Base (e.g. Direct Hours Worked, Square Footage Usage, etc.) on several budget detail pages. This allocation base describes the existing or anticipated methodology that will be used to prorate common or shared operating costs among projects. Examples of shared operating costs are infrastructure/operating costs (e.g., rent and copier machines), as well as personnel (e.g., receptionist, fiscal staff, senior management) providing benefits to multiple funding sources. Computation columns are provided on the budget detail pages to aid in this calculation. Profit and Indirect Costs: The extent to which a respondent can meet performance objectives while minimizing indirect and profit costs will be a factor in the evaluation process. Indirect costs are costs incurred by an organization that do not directly benefit any one program or project, but indirectly support all aspects of the organization. For agencies awarded funds, any indirect costs budgeted must be supported by an indirect cost rate agreement with a federal or state cognizant agency or a cost allocation plan approved by workforceconnections that describes how indirect and common operating costs are distributed to the different funding sources. workforceconnections does not have the authority to award indirect cost rates, but may allow those that have been awarded by another agency. Out-of-School Youth Employment and Training Services Page 22

23 AWARD PROCESS Each respondent submitting a proposal will be notified in writing of workforceconnections decision concerning their proposal. Formal notification to award a contract and the actual execution of a contract are subject to the following conditions: Receipt of SOQ and approval of wc staff Approval by the Youth Council and full workforceconnections Board Receipt of WIA funds from federal and state administering agencies Continued availability of workforceconnections, WIA funds If the results of the review indicate, in the opinion of workforceconnections, that the proposed service provider may not be able to fulfill contract expectations, workforceconnections reserves the right not to enter into contract with the organization, regardless of the ranking and/or approval of the respondent s proposal. workforceconnections may require selected service providers to participate in negotiations and modify their proposals based on the outcome of those negotiations. workforceconnections may decide not to fund part or all of a proposal even though it is found to be in the competitive range if, in the opinion of workforceconnections, the services proposed are not needed, the goals of the proposal do not align with goals of workforceconnections, or the costs are higher than workforceconnections finds reasonable in relation to the overall funds available. workforceconnections reserves the right to modify or alter the requirements and standards as set forth in this RFP based on program requirements mandated by State or Federal agencies. In such instances, workforceconnections will not be held liable for provisions in the RFP package that become invalid. Additional funds received by workforceconnections may be used to expand existing contracts or to fund competitively rated proposals not initially funded under this RFP. These decisions shall be at the discretion of workforceconnections. Applicants are encouraged to utilize evidence-based, promising practices, best practices and/or research in developing the program designs. The activities and services described in the proposals can be provided through a lead agency or through partnerships. Out-of-School Youth Employment and Training Services Page 23

24 AFFIRMATION and CERTIFICATION I affirm that the information within this proposal is true and accurate to the best of my knowledge. I acknowledge that I have read and understood the specifications and requirements of the Request for Proposal (RFP), and that my agency/firm is prepared to deliver the proposed activities as described herein. Further, I certify that I am duly authorized to submit this proposal on behalf of my agency/firm. I also understand that by signing any contract initiated as a result this proposal, my agency/firm is responsible for meeting each deliverable objective set forth in this RFP and/or established federal, state and local Workforce Investment Act directives. I fully affirm and understand that failure to deliver on the objectives set forth in this RFP and my agency/firm s proposal may result in my agency/firm s contract being terminated. Print: Name of Agency/Organization: Name: Title: Authorized Signature: Date: Authorized Signature: Name: Title: Date: Out-of-School Youth Employment and Training Services Page 24

25 PROPOSAL COVER PAGE 1. Organization/Agency Information: (Please print all information on this page) Name: Agency s Address: Address: Federal Tax I.D. #: Phone #: Fax#: Contact Person: Out-of-School Youth Employment and Training Services Page 25

26 APPENDIX Please attach the following items: Attachment A Resumes Attachment B Letter of Collaboration, Partners and Subcontractors Attachment C Two References Attachment D Job Descriptions of Key Staff Attachment E Affirmation Out-of-School Youth Employment and Training Services Page 26

27 RESPONDENT PROPOSAL CHECKLIST (DOES NOT NEED TO BE INCULDED WITH PROPOSAL SUBMISSION) Those agencies or organizations wishing to submit proposals should verify that they have included in their response package to this RFP each of the following required items: Cover Page Completed, signed and dated The following Format requirements have been met: Table of Contents Program requirements i.e., Scope of Work, Program Design, and all other required components total cannot exceed 20 pages. 12 Point, Font Times New Roman Margins: One-inch minimum (this applies to all margins) Spacing : Double Pages: Single Sided Footer: The name of the organization submitting the proposal and the page number Label each section and applicable subsection Technical Review Requirements Submitted Budget and Budget Narrative Submitted Additional Appendix Items Submitted - See Below Affirmation and Certification Signed and Submitted Resumes Two References Job Descriptions of Key Staff Agreements & Letters of Collaboration with Partners/Subcontractors (if indicated in your proposal) Yes Yes Yes Yes Yes Out-of-School Youth Employment and Training Services Page 27

28 OUT OF SCHOOL YOUTH RFP REVISIONS Page 13/14, Pt. # 7 STRICKEN: Any grant application that does not focus on certified professional training which leads to industry-recognized certifications will be considered non-responsive and will not be reviewed or considered for funding. Page 16, Pt. #4a STRICKEN: Applicants must identify the fiscal agent for the project, if other than themselves. Page 21, Budget Period and Amount Section CHANGED: Contract period should read: October 1, 2013 to September 30, 2014 Page 22, Budget Requirements Section ADDED: 1. Training costs (budget tab A.) must equal at least 30% of the total wc request. Out-of-School Youth Employment and Training Services Page 28