2014 Request for Proposal Workforce Investment Act Youth Services Individual Elements Issued by: Trumbull County Department of Job and Family Services (TCDJFS) Workforce Investment Board of Trumbull County 280 North Park Avenue Warren, Ohio 44481 Funding Source: Workforce Investment Act Date of Issue: October 30, 2014 IMPORTANT NOTICE The Trumbull County Workforce Investment Board must receive four (4) copies of the completed Request for Proposal, no later than 3:30 p.m. November 21, 2014. 1
TABLE OF CONTENTS Item Page Proposal Instructions 3 Program Parameters and Specifications/Scope of Services 4 Four Program Elements for Procurement 5 Contractor Qualifications 6 Terms and Conditions 7 Performance 8 Evaluation of Proposals 8 Process and Timeline 8 Proposal Scoring Guide 9 Proposal Narrative Score Sheet 10 Instructions for Proposal Narrative 11 Proposal Guidelines & Submission Instructions 12 Requested Forms to be Returned Proposal Summary (Not included in this packet) Program Narrative (Not included in this packet) One Page Budget Narrative (Not included in this packet) Required Program Elements (4) Program Planning Worksheets 13 Budget Guidelines 18 Budget Forms Youth Program RFP Budget & Instructions, Line Item Budget 19 Signature Page 21 2
PROPOSAL INSTRUCTIONS Submit all questions regarding this Request for Proposal to Judith.Williams@jfs.ohio.gov until 11/20/14. Proposals must be received at the Trumbull County Department of Job and Family Services (TCDJFS) office by 3:30 p.m. on November 21, 2014. Proposals may be mailed or delivered. TCDJFS will not accept proposals submitted by facsimile or other electronic transmission (e.g., Internet, e-mail). Any proposals not received by TCDJFS at the designated place and by the designated time and date will be rejected. Four copies of the proposal and attachments must be submitted. TCDJFS and the Workforce Investment Board reserve the right to: Accept or reject, in whole or in part, any or all proposals received as a result of this request, or to cancel in part or in its entirety this RFP; Fund proposals/contracts at any level deemed appropriate. Final awards may differ from amounts requested. Any organization submitting a proposal may choose not to accept an award if the full amount requested in the proposal is not awarded; Negotiate price, technical, or other revisions to a proposal before a contract is awarded; Request additional information in order to clarify specific items; however, all proposals are considered final upon receipt; Waive informalities in proposals; Negotiate with all qualified sources if in the best interest of TCDJFS and the Workforce Investment Board of Trumbull County. There will be a Bidders Conference on Tuesday, October 30, 2014 at 10:00 a.m. at the Trumbull County Department of Job and Family Services, 280 North Park Avenue, Warren, Ohio 44481. The Bidders Conference is not mandatory but may help you with the development of a proposal in response to this Request for Proposal. 3
PROGRAM PARAMETERS AND SPECIFICATIONS SCOPE OF SERVICES The purpose of this RFP is to procure services related to four (4) elements of the required services prescribed for Youth under the Workforce Investment Act. The four elements are: TUTORING, LEADERSHIP DEVELOPMENT, COMPREHENSIVE GUIDANCE AND COUNSELING, AND ADULT MENTORING. Organizations may offer services for each individual element as their capacity dictates. That is, they may offer direct services for just Tutoring, or just Leadership Development, or just Comprehensive Guidance and Counseling, or just Adult Mentoring. Organizations can also bid on all. The funding and operational period is December 1, 2014 through August 31, 2015. The number of Youth to be served will be dependent on available funding and will be negotiated with the successful proposer(s). It is anticipated that twenty-five (25) to thirty (30) Youth will need (i) Tutoring, (ii) Leadership Development, (iii) Adult Mentoring, (iv) Comprehensive Guidance and Counseling. The successful proposers of this procurement will be expected to make extra youth slots (if needed) available to the agency, at a cost equal to the per-youth cost funded by WIA. Youth Eligibility To be eligible for WIA and this program, a youth must meet the following criteria: Age 16-21 years, inclusive Low income, defined as: Receives, or is a member of a family which receives, cash public assistance; Has, or is a member of a family which has, a six-month income at or below the poverty line or 70% of the lower living standard (whichever is higher); Is a member of a household eligible to receive food stamps Is homeless; or Is a foster child on behalf of whom State or local government cash payments are made If a youth is an individual with a disability, family income will be disregarded and only the disabled youth s own income will be counted. If a youth age 18 or over lives with his/her parents, the parents income is disregarded. Possesses one or more of the following barriers to employment: Deficient in basic literacy skills School dropout Homeless, a runaway, or a foster child Pregnant or a parent Offender Individual with a disability United States citizen or alien authorized to work in the U.S., and Ohio resident. Trumbull County residence is preferred but not legally mandated. An Out-of-School Youth is one who: Is a school dropout; or 4
Who has received a secondary school diploma or its equivalent, but is basic skills deficient, unemployed, or underemployed. A youth who is attending an alternative school is not considered to be out-of-school. School status is determined as of the youth s enrollment into WIA and remains the same during his/her participation. The Four Elements for Youth Development Being Procured 1. Tutoring, Study Skills Training and instruction leading to secondary school completion including dropout prevention strategies. - This element is one of those grouped around the principle of improving educational achievement for Youth. It is a gateway element necessary to the future success of every youth. - Pre and Post testing using TABE will be performed for each Youth to establish a starting point and a closing/achievement point. At a minimum, the contractor must document activities conducted and the progress of youth participating in this element. 2. Leadership Development opportunities may include community service and peer-centered activities encouraging responsibility and other positive social behaviors during non-school hours. - They may also include soft skills, decision making, teamwork, determining priorities, personal responsibility, and other skills and attributes which will help youth to lead effectively, responsibly and by example. At a minimum, contractors will be required to document the activities conducted and the progress of youth participating in this element. 3. Comprehensive Guidance and Counseling includes drug and alcohol abuse counseling and referral, as appropriate. Contractors will be required to document the referrals and services provided for youth receiving this service. 4. Adult Mentoring must be available for the period of participation and a subsequent period for a total of not less than twelve (12) months. Adult Mentoring provides on-going one-on-one relationships with caring adults. - It may include job shadowing, goal setting, career exploration, advice and provision of a positive role model. 5
CONTRACTOR QUALIFICATIONS All businesses/organizations must meet a minimum level of administrative and fiscal capacity in order to contract with Workforce Investment Board of Trumbull County. Therefore, ALL applicants must substantiate the following Documentation of Qualifications. This includes agencies that currently or recently contracted with Workforce Investment Board of Trumbull County. Ensure one copy of all documentation is attached to the original proposal at time of submission. Failure to satisfactorily substantiate the following documentation could result in your submission being viewed as non-responsive. No faxed or electronic documentation will be accepted. Qualifications shall remain valid through August 31, 2015. Documentation of Qualifications Legal Entity (*Proof of Incorporation, 501(c)(3), etc.) Written Personnel Policies including Drug Free Workplace and Child Support Enforcement Written Conflict of Interest Policy for Staff and Board Written Grievance Procedure for Customers/Clients Must have funding exclusive of the Workforce Investment Board of Trumbull County (Must submit revenue documentation [Financial Resources]). Proven Fiscal Capacity including Capacity for Fund Accounting Provide a copy of last year s audit report CONTRACTOR RESPONSIBILITIES Program success is contingent upon the ability of the Contractor to meet the demands of managing and administering the program in a dynamic environment. Contracts awarded will be based on cost reimbursement with allowable costs limited to those reasonable and necessary for the effective and efficient performance of the contract services. With the written approval of the Workforce Investment Board of Trumbull County, Contractor may subcontract specific activities to providers by following proper legal procurement procedures. Contractor responsibilities include, but are not limited to: 1. Oversight of subcontractors, 2. Program operations and fiscal management, 3. Monitoring/evaluation, 4. Client tracking and documentation, 5. Timely billings and reports, 6. Timely reporting of required data/information, 7. Cooperation and coordination with Workforce Investment Board of Trumbull County staff and other Contractors doing related work, 8. Meeting contractual goals and performance outcomes, 9. Contractors must comply with applicable Department of Labor and Industry regulations, and child labor laws. In addition, Contractors may be responsible for collecting, processing and maintaining the appropriate payroll information, and 10. Contractors must provide a statement showing a willingness to comply with all applicable public policies, e.g., Sectarian Activities, Political Contributions, Lobbying, Terrorists Activities, etc. 6
Terms and Conditions Assurances All organizations/partnerships awarded contracts will be asked to provide assurances stating: Organizations involved are legal. Organizations are not barred from receiving federal funding. Federal dollars will not be used for lobbying on behalf of this program. A safe and healthy environment will be provided. Equal Opportunity laws and guidelines will be followed. Budgets and Fiscal Operations Programs should be aware that funding is contingent upon the solvency of the proposing organization. Organizations or partnerships should be able to operate independent of any funding authorized under the Workforce Investment Act. Partnerships and/or organizations that operate programs funded with other funding sources should be prepared to submit a cost allocation plan. Nonprofit program operators may only submit for reimbursement of actual costs. If the applying entity is a for-profit organization, profit margins must be negotiated independent of contract costs. 1. This RFP does not commit the TCDJFS to award a contract. 2. No costs will be paid to cover the expense of preparing a proposal or procuring a contract for services or supplies under WIA. 3. All data, material, and documentation originated and prepared by the bidder pursuant to the contract shall belong exclusively to the TCDJFS and be subject to disclosure under the Public Information Act. 4. Proposals should follow the format set forth in the Contents and Format Requirements and Instructions for Proposal Narrative sections of the RFP and adhere to the minimum requirements specified therein. 5. Formal notification to award a contract and the actual execution of a contract are subject to the following: receipt of WIA funds granted under the WIA plan; results of negotiations between selected bidders and TCDJFS staff; and continued availability of WIA funds. 6. Any changes to the WIA program, funding level, or board direction may result in a change in contracting. In such instances, the TCDJFS will not be held liable for what is in the bidder s proposal or this Request for Proposals package. 7. Proposals submitted for funding consideration must be consistent with and, if funded, operated according to the federal WIA legislation, all applicable federal regulations, State of Ohio policies, and TCDJFS policies and procedures. 8. Bidders selected for funding must also ensure compliance with the following, as applicable: 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-110, A-122, and A-133 as applicable. 9. All grievances arising out of WIA or this RFP must be filed according to the TCDJFS s established grievance procedures. 10. Bidders must accept liability for all aspects of any WIA program conducted under contract with the TCDJFS. Bidders will be liable for any disallowed costs or illegal expenditures of funds or program operations conducted. 7
11. Bidders will allow local, state, and federal representatives access to all WIA records for three years, beginning on the last day of the program year. 12. The contract award will not be final until the TCDJFS and the bidder have executed a mutually satisfactory contractual agreement. The TCDJFS reserves the right to make an award without further discussion of the proposal submitted. No program activity may begin prior to final approval of the award and execution of a contractual agreement between the successful bidder and the TCDJFS, except when formally allowed. PERFORMANCE The Workforce Investment Act (WIA) measures the success of services based on a set of required performance measures The Common Measures for Youth: 1. Placement in Employment or Education 2. Attainment of a Degree or Certificate 3. Literacy and Numeracy gains The elements being procured through this RFP directly and indirectly impact the achievement of the three measures. EVALUATION OF PROPOSALS The Workforce Investment Board of Trumbull County will contract with a vendor that best demonstrates the ability to meet requirements as specified in this RFP. Proposals will be rated on the following: Qualifications of proposer s personnel who will be providing the activity Completeness and quality of planned program activities and services Previous successful experience in offering the same or similar services Proposer s administrative and fiscal responsibility, record of integrity and business ethics Reasonableness and necessity of proposed costs efficiency and effectiveness of the proposed use of funds. EVALUATION PROCESS AND TIMELINE A two-step evaluation process will be utilized. First, the review team will initially review all proposals to ensure they meet mandatory requirements see the minimum proposal requirements checklist on the following page. Second, proposals that complete the minimum proposal requirements will be evaluated using the score sheet below. 8
PROPOSAL SCORING GUIDES Following are the three Proposal Scoring Guides that will be used to evaluate each proposal: Minimum Proposal Requirements Scoring Sheet Proposal Narrative Scoring Sheet Summary Scoring Sheet MINIMUM PROPOSAL REQUIREMENTS SCORING SHEET All proposals will be reviewed for the following minimum requirements. Any proposals not meeting these requirements will not be considered. Proposal submitted by Proposal was submitted by the due date. Budget is reasonable and necessary for proposed activities. The proposing organization is an eligible organization. The proposal includes a 1-page summary. Format requirements 12-point font 1-inch margins 4 copies Maximum of 10 pages Attachments/Assurances Program design forms Letters of commitment/mous (as needed) Signed submission form Required budget forms Organization is legal Organization is not barred from receiving federal funding Organizational capacity statements/qualifications Financial Resources Record of Integrity (written policies, requirements) Federal dollars will not be used for lobbying on behalf of this program 9
PROPOSAL NARRATIVE SCORE SHEET All proposals meeting the minimum requirements will be reviewed against the following criteria. Scale Definitions 0 Not Addressed 1 Mentioned but not explained 2 Some explanation, but little specific detail or details are inconsistent 3 Some specific detail, but still has gaps 4 Clearly and thoroughly addressed CATEGORY CRITERIA RATING Program Elements The proposal describes the program element(s) to be 0 1 2 3 4 provided in detail (30) The specific curriculum, tools, activities are included. 0 1 2 3 4 The proposal describes the partnerships being utilized to 0 1 2 3 4 provide the elements. Service Delivery The proposal describes the relationship and commitments of 0 1 2 3 4 other agencies involved in this project. The proposal describes where and how services will be 0 1 2 3 4 (5) delivered. Proposed location of services will meet the needs of the target population. The proposal outlines how services will be coordinated with 0 1 2 3 4 OMJ-Trumbull Outcome and The proposal describes the planned outcomes for each 0 1 2 3 4 Outputs program element. Planned outcomes are measurable, directly related to 0 1 2 3 4 proposed services and realistic for target population. (5) The proposal explains how program outcomes will be 0 1 2 3 4 measured. The proposal describes program outputs (evidence that 0 1 2 3 4 services were provided) for each program element provided. Program outputs directly related to services provided. 0 1 2 3 4 WIA Performance The proposal describes WIA performance measures 0 1 2 3 4 Measures Addressed (Common Measures) addressed by the services proposed. The proposal clearly describes the relationship between the 0 1 2 3 4 (5) performance measures addressed, the proposed services and successful attainment of any of the measures. Program The proposal describes the staff qualifications to successfully 0 1 2 3 4 Management deliver proposed service job descriptions and resumes provided. (30) The proposal describes the process for screening and assuring staff s background. 0 1 2 3 4 10
Budget Justification Narrative (25) The proposal describes how program success will be 0 1 2 3 4 monitored. The proposal provides a one-page budget narrative. 0 1 2 3 4 The budget narrative aligns with proposed activities and 0 1 2 3 4 reflects all major expenditures The proposal includes a realistic budget for the services 0 1 2 3 4 provided. The proposed expenditures are allowable costs. 0 1 2 3 4 INSTRUCTIONS FOR PROPOSAL NARRATIVE The 10-page proposal narrative should include the following sections in this order. 1. Program Elements - Narrative description of each of the four program elements being proposed or of the individual element being proposed. - Describe in detail the program element to be provided directly by your organization. Include the specific curriculum, tools, activities or any partnerships to be utilized in providing the element. (30) 2. Service Delivery - Describe the specific relationship and commitments of other agencies which may be involved in this project. - Describe where and how services will be delivered including coordination with the OMJ- Trumbull County (5) 3. Outcomes & Outputs - Describe the planned outcomes (measurable) for each program element provided. - Describe your program outputs (measurable) evidence that services were provided. (5) 4. WIA Performance - Describe the WIA performance measures (Common Measures) addresses by the service (s) proposed and the relationship of this service (s) to successful attainment of one or more of the measures. (5) 5. Program Management - Staff positions to be funded. For each position, attach a job description and minimum qualification for the position. For each position which is currently filled, or for which you have identified the specific individual who will hold the position, attach the individual s resume. - Describe your process for screening and assuring your staff s backgrounds are clear and clean for work involving contact with youth. - Describe how your program s success will be monitored. (30) 6. Provide a one page budget justification narrative: - Give a brief and concise explanation of each budget item in the same order as the line item budget. - Include the method and/or formula for estimating each line item figure that is included in the financial information that was used to determine costs charged for the program and explain how costs were calculated. - For contract and professional services youth supplies, equipment purchase/lease. 11
- For personnel costs include personnel justification that lists job title (s) rate of pay and hours anticipated to be spent in project activities. - Indicate the number of minimum participants your program would be willing to serve and the budget figures for doing so. - Include required budget forms including Line Item Budget forms. Budget forms do not count toward the 10 page proposal narrative maximum. (25) Proposal Guidelines and Submission Instructions Due Date Proposals must be submitted no later than 3:30 P.M., November 21, 2014 Submittal Requirements Judith O. Williams WIA Supervisor Trumbull County Dept. of Job & Family Services 280 North Park Ave., Suite 1 Warren, Ohio 44481 Proposals may be submitted by U.S. mail or other mail carrier service, such as Fed Ex, UPS, or DHL, or hand delivered. Faxed and emailed proposals will NOT be accepted. Four (4) copies of the proposal with one original signature page are required. Contents and Format Requirements Each proposal must contain: One-page proposal summary with a brief description of proposed services and activities and partnering agencies. 10-page (maximum) proposal narrative that contains the sections described under Instructions for Proposal Narrative below; no more than 10 single-spaced pages in 12 point font with one-inch margins, including any charts or diagrams used in the proposal narrative. One-page budget narrative. Signed proposal submission agreement. Required budget forms. Required program design worksheets (4). Letters of commitment from all partnering organizations. The 10-page proposal narrative maximum does not include the required one-page proposal summary, onepage budget narrative, required budget forms, required program design worksheets, or letters of commitment. 12
Please Include a Proposal Summary WIA Youth Program Element: Tutoring, study skills training and instruction leading to completion of high school, including dropout prevention outcome (for this program element) Percent of program time spent on delivery of services focusing on this program element: 100% how will you know if you re successful? evidence-based principles evidence-based practices program needs assessments used (pre/post test if appropriate) Staff: Space: Materials: performance measures addressed 13
WIA Youth Program Element: Leadership development Opportunities outcome (for this program element) Attainment of a Degree or Certificate Placement in Education or Employment Literacy/Numeracy Gains Percent of program time spent on delivery of services focusing on this program element: 100% how will you know if you re successful? evidence-based principles evidence-based practices program needs assessments used (pre/post test if appropriate) Staff: Space: Materials: performance measures addressed 14 Attainment of a Degree or Certificate Placement in Education or Employment
15 Literacy/Numeracy Gains
WIA Youth Program Element: Comprehensive Guidance & Counseling outcome (for this program element) Percent of program time spent on delivery of services focusing on this program element: 100% how will you know if you re successful? evidence-based principles evidence-based practices program needs assessments used (pre/post test if appropriate) Staff: Space: Materials: performance measures addressed Attainment of a Degree or Certificate Placement in Education or Employment Literacy/Numeracy Gains 16
WIA Youth Program Element: Adult Mentoring outcome (for this program element) Percent of program time spent on delivery of services focusing on this program element: 100% how will you know if you re successful? evidence-based principles evidence-based practices program needs assessments used (pre/post test if appropriate) Staff: Space: Materials: performance measures addressed Attainment of a Degree or Certificate Placement in Education or Employment Literacy/Numeracy Gains 17
REQUIRED FORMS 1. Budget Forms Youth Program RFP Budget & Information, Line Item Budget 2. Program Planning Worksheets (Individual Element) 3. Signature Page 18
BUDGET GUIDELINES Budget Line-Item Definitions Personnel: Other Contract Costs: Other Participant Costs: Staff salaries and benefits associated with program delivery. List staff names, positions, hours and wage rates. All direct expenses for goods and services purchased for program. This includes costs associated with space rental, utilities, staff travel, and general costs to run the program. This does not include purchases of equipment or expenditures on staff training or development. Please note: items that are not given directly to individual participants are included in Other Contract Costs (e.g. transportation costs associated with van rentals, etc.). Services purchased from vendors (not subcontractors) are also included in Other Contract Costs. Indirect cost allocation is not acceptable for this contract. Participant expenses are items that are spent directly on individual participants. Participant costs are items that can be tracked by individual enrollment. Possible uses include participant support services (ex: bus tickets to arrive at the project site), participant payments (stipends and wages), participant supplies (items/equipment participants need to complete projects), and participant tuition and fees that may be incurred during enrollment. 19
Youth Program RFP Budget & Instructions Vendor Name: Program Name: Program Period: Funds Requested Category Basis Total Amount Staff Positions Fringes (Describe) Other Contract Costs (Describe) Wages Rent Supplies Travel Communications Equipment Allowances Utilities Other Participant Costs (Describe) Subcontracts If any (Describe) 20
ORGANIZATION: PROJECT NAME: CONTRACT START DATE: NUMBER OF PARTICIPANTS: LINE ITEM BUDGET CONTRACT END DATE: COST/PARTICIPANT: $ STAFF NAME/POSITIONS RATE HRS WKS ADMIN PROGRAM TOTAL TOTAL WAGES $ STAFF FRINGES BASIC RATE AMT/ MO. MO. IN USE ADMIN PROGRAM TOTAL TOTAL FRINGES $ OTHER CONTRACT COSTS BASIC RATE AMT/ MO. MO. IN USE ADMIN PROGRAM TOTAL OTHER PARTICIPANT COSTS $ TOTAL OTHER COSTS $ TOTAL CONTRACT COSTS $ 21
Summary Page Submit one signed original and 3 copies Proposer/Organization Name: Address: Contact Person Name: Title: Telephone #: Fax #: E-Mail: Proposer/Organization website: Federal I.D. Number: Organization Status Public Non-Profit Corporation Private Non-Profit Private for Profit Government Years in Operation: Total Funds Requested: List other agencies you have provided with similar services: Estimated number of youth to be served In compliance with the request for proposals noted above, and subject to the conditions thereof, the undersigned offers to furnish the services requested and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this proposal and is authorized to contract on behalf of the firm named above. Signature: Title: Date: Typed Name: 22