IMPACT Community Action Request for Quotes (RFQ) Skilled Construction Trades Training Provider LOCATION: 700 Bryden Rd. Columbus, Ohio 43215 QUOTES SHOULD BE DIRECTED TO: Robert Bo Chilton Chief Executive Officer IMPACT Community Action 700 Bryden Rd. Columbus, Ohio 43215 Email: bchilton@impactca.org 1
A. Background IMPACT Community Action is on the front lines fighting the war on poverty in Columbus and Franklin County. Our mission is to reduce poverty by providing hope-inspiring help and real opportunities for self-sufficiency. The concept of Community Action has been part of the American social fabric for over forty years. The Community Action movement dates back to 1964, when the Economic Opportunity Act was passed indicating the beginning of President Lyndon B. Johnson s War on Poverty. The United States has 1,100 Community Action Agencies that provide services to 96% of the nation s counties. Ohio is home to 48 Community Action Agencies that provide services to all 88 counties, including Franklin County. IMPACT is part of a state and national network committed to: Empowering low-income individuals and families in their effort to become self-sufficient. Advocating for a poverty-free community. Stimulating expansion of economic opportunity for low-income people and the community through economic development, programs and services. IMPACT Community Action is a private non-profit human services agency that has a forty-year history of providing a wide range of diverse and comprehensive services that address the needs of low-income residents. B. Statement of Need IMPACT Community Action ( IMPACT ) seeks the services of a skilled construction trades training provider ( Training Provider ) that has a proven track record, and one that can conduct a series of training classes for individuals who are seeking apprenticeships and other employment opportunities in the construction trades. The following is a broad overview of the minimum qualifications of the ideal Training Provider: 1. Is a business owner who is licensed by the State of Ohio in at least one trade, or has a General Contracting License 2. Has at least five (5) years of training experience, with documented outcomes, including but not limited to graduation rates and skills proficiency certifications 3. Utilizes a nationally-accredited curriculum that offers graduates a credential that verifies proficiency of skills in various areas 4. Is a business owner who has active construction projects (or has access to such construction projects) that can provide on-the-job training opportunities for students 5. Has a willingness and ability to participate in one or more affordable housing initiatives in which IMPACT is engaged 2
C. General Provisions: IMPACT seeks to conduct approximately two training sessions -- each over a nine-week period, with up to 25 students in each cohort (for a maximum of two cohorts and 50 students), during a seven-month period. Training Provider must have valid license (and/or authority) to use and disseminate ALL training materials used during the course of the project Training Provider must provide all applicable training materials in sufficient quantities for all applicable student cohorts during the course of the project D. Terms and Conditions All costs for all materials, testing, and certifications shall be included. The risk of loss due to causes other than preventable by IMPACT (i.e. natural disaster, act of God) will remain with the vendor. Replaced materials will not require new contract terms. A quarterly evaluation of performance will be conducted with chosen vendor to determine if all agreed upon services are being completed. Vendor is responsible for scheduling meetings. Training Provider shall furnish a Certificate of Insurance. Training Provider shall provide IMPACT with any data needed to comply with funding requirements Funding for agreed upon contract will be determined by available funding streams. If the contract funding is no longer available, then the contract will be considered null and void as of the date funds are no longer available. Contract negotiation between IMPACT and selected Training Provider will take place upon award of contract. Please attach a copy of your amended contract terms and conditions. By reference, the RFQ will be made an integral part of the final contractual agreement. E. Financial Consideration and Pricing Training Provider understands that all billing to IMPACT will be based on a tax exempt status. IMPACT will provide tax exempt form. All pricing will include materials, testing, and certifications, training hours and planning hours F. Who May Respond Licensed and Bonded Construction Trades Training Providers 3
G. Instructions on Proposal Submission 1. Closing Submission Date: Friday, November 23, 2018 at NOON 2. Conditions of Proposal All costs incurred in the preparation of a quotation responding to this Request for Proposals will be the responsibility of the Training Provider and will not be reimbursed by IMPACT. Must be able to complete the project by May 30, 2019 3. Instructions to Prospective Training Providers Please submit quotes via email only to IMPACT s Chief Executive Officer, Robert Bo Chilton, at bchilton@impactca.org. Late Quotes will not be considered. 4. Right to Reject IMPACT reserves the right to reject any and all quotes received in response to this Request for Quotes. 5. Small, Minority, and Female-Owned Businesses IMPACT will make an effort to utilize small, minority-owned, and or female-owned businesses. A Training Provider qualifies as a small business firm, if it meets the definition of small business as established by the Small Business Administration (13 CFR 21.201), by having average annual receipts for the last three fiscal years of less than six million dollars. 6. Notification of Award It is expected that a decision selecting the successful vendor will be made within one week of the closing date of the receipt of quotes. H. Price Schedule Prices proposed by Training Providers should be submitted on a price schedule. IMPACT will pay agreed upon rates to the successful Training Provider providing all commitments are met according to the contract. 4
SUBMISSION & REVIEW PROCESS Submission of Proposals All Submissions shall include four (5) copies of the quote including a reference list of three (3) companies with the same services and materials expected by IMPACT, it would be helpful to have a non-profit reference as one of the three, if possible. Non-responsive Proposals Proposals may be judged non-responsive and removed from further consideration if any of the following occur: 1. The proposal is not received timely in accordance with the terms of the RFQ. 2. The proposal does not follow the submittal format. 3. The proposal is not adequate to form a judgment by the reviewers. I. Review Process IMPACT reserves the right to make an award without further discussion of the proposals submitted. IMPACT will award the contract to a responsible Training Provider through a competitive proposal evaluation. J. Contract Extensions IMPACT reserves the right to extend the life of contract terms. Formal contract extension terms shall be discussed once the contract has been awarded and if the contract shows an extension need. K. Contract Additions IMPACT reserves the right to add cohorts and frequency in the event of growth, change of location, etc., and any additional training hours and materials should be provided at a rate equal to or lower than the contracted amount for said services and materials. L. Additions of Services IMPACT reserves the right to add services to the Statement of Need as it deems necessary. 5
Appendix B IMPACT DISCLAIMERS AND GENERAL PROVISIONS 1. Formal notification to award a contract and the actual execution of a contract are subject to the following: receipt of funds granted under the Funder s plan; results of negotiations between selected Training Providers and IMPACT staff; and continued availability of grant funds. 2. Any changes to the construction trades program, funding level or board direction may result in a change in contracting. In such instances, IMPACT will not be held liable for what is in the Training Provider s proposal or this Request for Quotes package. 3. Training Providers selected for funding must also ensure compliance with the following, as applicable: i. U.S. DOL regulations 20 CFR Part 652 and 48 CFR Part 31; Office of Management and Budget (OMB) Circulars A-21, A-87, A-122, and A133 as applicable. 4. IMPACT may require selected Training Providers to attend oral interviews, participate in Negotiations and rewrite their statements of work as agreed upon during negotiations. 5. Additional funds received by IMPACT may be contracted by expanding existing programs or by consideration of proposals not initially funded under this RFQ, if such proposals were rated in the competitive range. These decisions shall be at the discretion of IMPACT. 6. IMPACT may decide not to fund part or all of a quote even though it is found to be in the competitive range if in the opinion of the IMPACT, the services are not needed, or the cost are higher than IMPACT finds reasonable in relation to the overall funds available, or if past management concerns lead IMPACT to believe that the Training Provider has undertaken more services than it can carry out successfully. 7. IMPACT may choose not to award a contract to the Training Providers with the lowest cost when taking into account other factors in balancing services to customers. 8. Any quote approved for funding is contingent on the results of a pre-award site visit that may be conducted by IMPACT staff. This site visit will establish, to IMPACT s satisfaction, whether the Training Provider is capable of conducting and carrying out the provisions of the proposed contract. If the results of the site visit indicate, in the opinion of IMPACT, that the Training Provider may not be able to fulfill contract expectations, IMPACT reserves the right not to enter into contract with the Training Provider, regardless of IMPACT s approval of the Training Provider s proposal. 6
9. IMPACT is required to abide by all applicable legislation and regulations. Therefore, IMPACT reserves the right to modify or alter the requirements and standards set forth in this RFQ based on program requirements mandated by state and federal agencies. 10. Training Providers will be expected to adhere to IMPACT procedures to verify data and submit invoices to IMPACT. 11. All grievances arising out of this RFQ or contract must be filed according to IMPACT s established grievance procedures as posted at IMPACT headquarters. 12. All Training Providers must ensure equal opportunity to all individuals. No individual in the Franklin County local area shall be excluded from participation in, denied the benefits of, or subjected to discrimination under any Federal funded contract or activity because of race, color, religion, sex, sexual orientation, national origin, age disability, or political affiliation or belief. 13. All Training Providers must ensure access to individuals with disabilities pursuant to the Americans with Disabilities Act. 14. Reductions in the funding level of any contract resulting from this solicitation process may be considered during the contract period when a Training Provider fails to meet the conditions of service specified in the contract or when funding from federal or state governments are reduced. 15. Training Providers will allow local, state, and federal representatives access to all IMPACT records, program materials, and staff. In addition, Training Providers are required to maintain all IMPACT records for three years, beginning on the day following the last day of the contract term. 16. The contract award will not be final until IMPACT and the Training Provider have executed a mutually-satisfactory contractual agreement. IMPACT reserves the right to make an award without further discussion of the proposal submitted. No services may be delivered prior to the final IMPACT Executive Committee approval of the award and execution of contractual agreement between the successful Training Provider and IMPACT. 17. IMPACT reserves the right to cancel an award immediately if new state or federal regulations or policy makes it necessary to change the contract purpose or content substantially, or to prohibit such services governed by this RFQ and resultant contract. 18. IMPACT reserves the right to determine both the number and the funding levels of contracts finally awarded. Such determinations will depend upon overall funds and availability and other factors arising during the proposal review process. Quotes submitted which are over the maximum amount of funds available for this RFQ will be rejected. 7
19. The quotes warrants that the cost quoted for services in response to the RFQ are not in excess of those that would be charged any other entity for the same service performed by the Training Provider. 20. IMPACT reserves the right to reject any or all proposals received and to negotiate with any and all Training Providers on modifications to proposals. 21. IMPACT reserves the right to accept or reject proposals with minor clerical errors such as misspellings, incorrect page order or similar non-consequential errors. 8