1) Project Management 2) Public Relation Services 3) Strategic Planning & Facilitation Services Solicited

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1 September 6, 2018 Interested Respondents Request for Quotations (RFQ) for Consultation Services: 1) Project Management; 2) Public Relation Services; and 3) Strategic Planning & Facilitation Workforce Solutions Greater Dallas (WFSDallas) is a non-profit organization that administers and acts as fiscal agent for programs consolidated at the local level and is responsible and accountable for the management of all workforce development funds made available to the local workforce development area. WFSDallas administers contracts and activities with a budget of approximately $120M annually. WFSDallas is a tax exempt organization. Please visit our website at: to learn more about workforce programs, and other pertinent information. Services Solicited Consultant Services solicited in this Request for Quotation (RFQ) include on an assignment basis, as needed: 1) Project Management 2) Public Relation Services 3) Strategic Planning and Facilitation Administration of This Request for Quotation (RFQ) The RFQ is issued at 1:00 p.m. CDT, Thursday, September 6, 2018 and available at the WFSDallas offices at Ross Tower, 500 N. Akard Street, Suite 3030, Dallas, Texas and to download from the Board s website: If you are unable to download the RFQ, please contact: procurement@wfsdallas.com or (214) The package contains all the necessary information and forms to respond to this Request for Quotation (RFQ). The original includes all items listed in Response Checklist and Order of Submission section of this RFQ. Any proposal lacking sufficient information requested may be ruled unresponsive and may not be considered in this procurement. The proposal must be typed, single spaced, 12 font, one sided only, one column, and submitted on 8 ½ x 11 inch paper in accordance with the instructions provided. Emphasis must be placed on addressing all the requirements of this RFQ in a clear and concise manner. The RFQ will be available on our website: The proposal must be officially received at Ross Tower, 500 N. Akard Street, Suite 3030, Dallas, Texas no later than 5 p.m. CDT on Monday, September 17, The proposal may be hand delivered or submitted by mail/courier service or submitted via at procurement@wfsdallas.com. Any modifications or amendments to a proposal (i.e., one already submitted prior to the deadline) must also comply with the above requirements and the response deadline. Any proposals or amendments delivered/received or post marked after the deadline date will not be considered, but will be deemed late and non-responsive to this RFQ procurement process. Late proposals or amendments will be returned without review. The proposals that will be ed, hand delivered and/or submitted by mail or courier for Project Management, Public Relation Services or Strategic Planning and Facilitation must be addressed and externally labeled as follows: (1) Project Management Attn: Procurement Workforce Solutions Greater Dallas Ross Tower, 500 N. Akard Street, Suite 3030 Dallas, Texas 75201

2 (2) Public Relation Services Attn: Procurement Workforce Solutions Greater Dallas Ross Tower, 500 N. Akard Street, Suite 3030 Dallas, Texas (3) Strategic Planning and Facilitation Attn: Procurement Workforce Solutions Greater Dallas Ross Tower, 500 N. Akard Street, Suite 3030 Dallas, Texas Dated Material: Proposals are due by 5:00 p.m. CDT on September 17, The Board is not responsible for any errors of omission or otherwise on the part of the U.S. Postal Service or other carrier regarding proof of mailing. Proposals ed must be dated and time stamped on or before 5:00 p.m. CDT on September 17, Bidders Conference There will be no Bidders Conference to respond to questions on the RFQ; however, respondents may pose any questions to the link at: by 5:00 p.m. on Wednesday, September 12, 2018, CDT. On September 14 th COB, a formal question/answer, clarifications or amendments will be posted at the Board s website: Funding All funding is conditional upon the availability of grant funds from the U. S. Departments of Labor, Health, Education and Agriculture, and the Texas Workforce Commission. Workforce Solutions Greater Dallas is an equal opportunity employer/program and a proud partner of the American Job Center Network. Auxilliary aids are available upon request, for persons with disabilities. TTY: Funding received by the TWC and through the Departments of Labor, Health, Education and Agriculture. 100% of paid costs would be from Federal Funds. It is not anticipated that non-governmental funds will be involved. Agreement Type/Services Period The executed agreement, as a result of this RFQ process, will be a cost reimbursement contract unless another type is determined by the Board to be more advantageous. Consultants will be utilized on an assignment basis, as needed. The anticipated agreement for services will be for one year. The total terms of a contract to provide services shall not exceed four (4) years. WFSDallas may vary the time frame and/or extend the service period, contingent on satisfactory performance, compliance with contractual obligations and availability of resources. WFSDallas reserves the right to terminate the contract annually or earlier based on provider performance and compliance with contract terms and conditions. Method of Procurement The services solicited under this RFQ shall be procured under the competitive negotiation method of procurement, via the process as described in the Texas Workforce Commission (TWC) Financial Manual for Grants and Contracts (FMGC), and Board policy. Eligible Respondents Proprietorships or organizations with the capability to provide services described within this RFQ and with the professional experience, a record of integrity and good business ethics (i.e., not debarred from doing business with state, federal or local government), are invited to respond. Governing Provisions and Limitations 1. The main purpose of this RFQ is to ensure uniform information in the solicitation of proposals and procurement. This RFQ is not to be construed as a purchase agreement or contract, or as a commitment of any kind; nor does it 2

3 commit WFSDallas to pay for costs incurred in the preparation of a response, or any other costs incurred prior to the execution of a formal agreement, unless such costs are specifically authorized in writing by WFSDallas. 2. WFSDallas reserves the right to accept or reject any or all proposals received, to cancel and/or reissue this RFQ in part or its entirety. 3. WFSDallas reserves the right to correct any error(s) and/or make changes to this solicitation as it deems necessary. 4. All Board Directors, officers, and staff, or any agents of the Board are precluded from entertaining questions concerning the proposal or this procurement process outside the confines of the formal Questions and Answers process. Potential respondents, respondents and current provider of services are asked to respect these conditions by not making personal requests for assistance. No employee, member of a Board of Directors or other governing body, or representative of a respondent who submits a proposal under this RFQ may have any contact outside of the formal review process with any employee of WFSDallas, or any member of the Board of Directors for purposes of discussing or lobbying on behalf of respondent s proposal. This contact includes written correspondence, telephone calls, personal meetings, messages, or other kinds of personal contact. WFSDallas will reject proposals of those respondents who violate this condition. 5. WFSDallas reserves the right to contact any individual, agency employer, or grantees listed in a proposal, to contact others who may have experience and/or knowledge of the respondent s relevant performance and/or qualifications; and to request additional information from any and all respondents. 6. Respondents shall not under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to any officer, member, employee, or agent of the Board, for the purpose of having an influencing effect toward their own proposal or any other proposal submitted hereunder. 7. No Board Director, officer, or employee, or any agent of the Board shall participate in the selection, award or administration of a contract supported by Board funds if a conflict of interest, real or apparent, would be involved. 8. Respondents shall not engage in any activity, which will restrict or eliminate completion. Violation of this provision may cause a respondent to be disqualified. 9. WFSDallas reserves the right to deem a proposal non-responsive or disqualify any proposal that, in its sole determination, does not comply with or conform to the terms, conditions, and/or requirements of this RFQ. 10. No contract/purchase agreement may be awarded until the bidder has complied with Executive Order 12549, 29 CFR, Part 98 by submitting to the Board a signed Certification of Debarment, which states that neither the vendor, nor any of its principals, are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in a procurement by any Federal department or agency. 11. Prior to award of any contract/purchase agreement, a Bidder must sign a "Certification Regarding Conflict of Interest" stating adherence to the Board policy regarding free and open competition and conflicts of interest. Proposal Evaluation Process WFSDallas assigns professional staff to read and evaluate each proposal. Parts of the scoring are scored independently by each reader; the final scores for those parts will be the average of the independent scores of all readers. In selecting a proposal for an agreement, WFSDallas reserves the right to depart from the strict ranking by evaluation scores, whenever it deems such departure will better serve the best interests of WFSDallas and its constituents. Proposer Inquiry and Appeal Process 1. The Dallas County Local Workforce Development Board, Inc. dba Workforce Solutions Greater Dallas is the responsible authority for handling complaints or protests regarding the procurement and proposal selection process. Please see the TWC Financial Manual for Grants and Contracts, Chapter 14, Procurement, January 27, Respondents not selected by this process may appeal the decision by submitting, within 10 days of the Board notification of the procurement decision, a written request for debriefing. A copy of the complete appeal process will be provided upon request. The Request for Debriefing should be sent registered mail or hand delivered (a receipt will be issued), clearly identified externally as Dated Material and addressed to: Laurie Bouillion Larrea, President, Workforce Solutions Greater Dallas, Ross Tower, 500 N. Akard Street, Suite 3030, Dallas, TX

4 Services for Responses by Potential Respondents Respondents to the RFQ must submit a separate proposal for A. Project Management, B. Public Relation Services and C. Strategic Planning and Facilitation services requested below. A separate proposal for services will consist of the information requested in the Response Checklist and Order of Submission for the respective service. A. Project Management We are seeking services from responsible and qualified project management consultants for the following responsibilities: Guide the Adult Education system within Dallas County, and document procedures to ensure the vision of the grant with consortium partners (WFSDallas, Dallas County Community College District, Irving ISD, Richardson ISD, and the Wilkinson Center) Formulate and document systems and procedures for operation and project management Facilitate and coordinate meetings, field visits, and program activities as requested Facilitate and document program strategies and recruitment events Ensure written policy, document processes, broker agreements between partners Communicate between the Board team and the contract partners to ensure clear communication and improve customer service Knowledge of TEAMS database Travel to meetings, professional development activities and conferences as requested Assistance to consortium partners to ensure success Interested consultants must have excellent communication and analytical skills and ability to design/interpret procedures, and comprehend governmental regulations/grant language. The ability to effectively present information and respond to questions from groups, contract representative, and team managers will be critical to program success. We are requesting a quotation for services which includes cost per day/week for responsibilities indicated above, qualifications and experience in project management. A resume must be included with the quotation for services. Evaluation Criteria/Point Value for Evaluation Criteria Selection of a consultant will be based on bidder s demonstrated competence in providing the services solicited, qualifications and experience. Following is the point value for the evaluation criteria: Project Management s Demonstrated Experience and Qualifications 50 The respondent will demonstrate history of project management in responsibilities as referenced in this RFQ to include proven communication abilities inclusive of verbal and writing skills. The respondent will provide a resume that validates respondent s experience and qualifications to perform requested services. Examples of polished presentations should be provided. Reasonableness of Cost for Services 50 The respondent cost will be compared with other quotes to determine most comparative cost for the services to be provided. If cost is higher, is the cost justified by additional expertise, experience and qualifications. Total Possible Points for Proposal Response 100 4

5 Response Checklist and Order of Submission The proposal must be submitted in the following order: Proposal Cover Sheet (Attachment A) All items on the Proposal Cover Sheet must be completed. Identify a liaison or primary contact person, as well as the Signatory Authority a person with the legal authority to negotiate and sign an agreement on behalf of the proposer. Proposal Narrative The respondent will include demonstrative history of providing services, qualifications and experience as referenced in this RFQ. The history of providing services should include any recent customer references to include: company name and street address, mailing address, contact person and title. Please also note any years of experience for project management services working with non-profit organizations. Please provide a resume that validates experience and qualifications to perform requested services. (See Section A above for additional information requested). B. Public Relation Services We are seeking proposals from responsible and qualified professionals in media relations. Some of the responsibilities will include, but not limited to the following: Develop relationships with external organizations, including the media, to communicate the work of WFSDallas. Communicate information designed to keep the public informed of WFSDallas programs, accomplishments and initiatives. Coordinate and produce written articles or other materials for publication or presentations. Provide direct approach to media and follow-up contact for major events. WFSDallas will coordinate all activities involving the services as described above. Interested respondents may submit a proposal to provide services. We are requesting a quotation for service which includes most competitive hourly rate for responsibilities indicated above, qualifications and experience in services requested. Resume(s) of staff who will be involved in providing services must be included with the quotation. Evaluation Criteria/Point Value for Evaluation Criteria Selection of a consultant will be based on bidder s demonstrated competence in providing the services solicited, qualifications and experience. Following is the point value for the evaluation criteria: Professional s Demonstrated Experience and Qualifications 50 The respondent will demonstrate history of professional responsibilities as referenced in this RFQ to include proven communication abilities inclusive of verbal and writing skills. The respondent will provide resume or resumes on staff that will validate experience and qualifications to perform requested services. Examples of polished presentations should be provided. Reasonableness of Cost for Services 50 The respondent cost will be compared with other quotes to determine most comparative cost for the services to be provided. If cost is higher, is the cost justified by additional expertise, experience and qualifications. Total Possible Points for Proposal Response 100 5

6 Response Checklist and Order of Submission The proposal must be submitted in the following order: Proposal Cover Sheet (Attachment A) All items on the Proposal Cover Sheet must be completed. Identify a liaison or primary contact person, as well as the Signatory Authority a person with the legal authority to negotiate and sign an agreement on behalf of the proposer. Proposal Narrative The respondent will include demonstrative history of providing services, qualifications and experience as referenced in this RFQ. The history of providing services should include any recent customer references to include: company name and street address, mailing address, contact person and title. Please also note any years of experience working with non-profit organizations. Please provide a resume that validates experience and qualifications to perform requested services. (See Section B above for additional information requested). C. Strategic Planning and Facilitation We are seeking proposals from responsible and qualified professionals to provide facilitation and collaborative projects, including but not limited to: Strategic planning, Community collaboration, Team-building, Research, Mapping, Analysis and evaluation (as a part of system re-design) We are requesting a quotation for services which includes your most competitive hourly rate for responsibilities indicated above, and qualifications and experience in services requested. Resume(s) on staff who will be involved in providing services must be included with the quotation. Evaluation Criteria/Point Value for Evaluation Criteria Selection of a consultant will be based on bidder s demonstrated competence in providing the services solicited, qualifications and experience. Following is the point value for the evaluation criteria: Professional s Demonstrated Experience and Qualifications 50 The respondent will demonstrate history of professional responsibilities as referenced in this RFQ to include proven communication abilities inclusive of verbal and writing skills. The respondent will provide resume or resumes on staff that will validate experience and qualifications to perform requested services. Examples of polished presentations should be provided. Reasonableness of Cost for Services 50 The respondent cost will be compared with other quotes to determine most comparative cost for the services to be provided. If cost is higher, is the cost justified by additional expertise, experience and qualifications. Total Possible Points for Proposal Response 100 6

7 Response Checklist and Order of Submission The proposal must be submitted in the following order: Proposal Cover Sheet (Attachment A) All items on the Proposal Cover Sheet must be completed. Identify a liaison or primary contact person, as well as the Signatory Authority a person with the legal authority to negotiate and sign an agreement on behalf of the proposer. Proposal Narrative The respondent will include demonstrative history of providing services, qualifications and experience as referenced in this RFQ. The history of providing services should include any recent customer references to include: company name and street address, mailing address, contact person and title. Please also note any years of experience for project management services working with non-profit organizations. Please provide a resume that validates experience and qualifications to perform requested services. (Please see section C above for additional information requested). 7