The (WIB) Request Proposals for the Delivery of Year-Round Youth Services to Economically Disadvantaged Youth as provided under the Workforce Investment Act of 1998 Release Date September 3, 2009 Due Date September 30 th, 2009, 3:00 p.m. Contract Period November 1, 2009 October 30, 2010 (Extension Based on Performance)
PROPOSAL COVER PAGE Organization Name: Organization Address: Phone: Email: Fax: Name/Title of Chief Executive Officer of Agency: Name of Contact Person Submitting Proposal: Total Amount of WIA Request: $ Total Amount of Project In-Kind Contribution: $ Counties of Service Delivery: Greenville County, SC Projected Enrollment Level: 2009-2010 WIA Youth RFP 2
C-E-R-T-I-F-I-C-A-T-I-O-N I certify that the information contained in this proposal to deliver Youth Training Services, as provided through the Workforce Investment Act of 1998 is accurate and has been completed to the best of my organization s knowledge. Authorized Signatory of Organization: Printed Name: Title: Signature: Date: 2009-2010 WIA Youth RFP 3
Executive Summary Proposing entities are required to submit a two-page executive Summary outlining pertinent elements of the service design. This Executive Summary will not be included in the ten-page limitation placed on the proposal narrative. 2009-2010 WIA Youth RFP 4
Narrative Refer to the Proposal Narrative section of this RFP for more guidance on completing the narrative 2009-2010 WIA Youth RFP 5
Application Guidelines: The Workforce Investment Act (WIA) of 1998 provides employment and training activities for economically disadvantaged youth. WIA Youth are served within a comprehensive local workforce development system that integrates summer and yearround services. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals for the delivery of services to eligible in-school and out-of-school youth who meet income and barrier requirements. In Greenville County, South Carolina, the WIA Youth training initiative is operated by the County of Greenville s Workforce Development department, the local Administrative Entity and Sub-Grant Recipient of Workforce Investment Act funding. The Greenville County Youth Council is responsible for coordinating youth services on behalf of the. The Youth Council oversees the procurement process and makes recommendations for funding priorities to the Local Workforce Investment Board. The Workforce Investment Board is ultimately responsible for all funding decisions. WIA Program Requirements A fundamental principle of the Workforce Investment Act (WIA) is the development of an individual plan that will help to prepare individuals for entry into and success in the workforce. Under this legislation, comprehensive youth services consist of ten program elements that can be grouped around four major themes: Improving educational achievement (including such elements as tutoring, study skills training, and instruction leading to secondary school completion; completion of GED and connection to post-secondary training opportunities); Preparing for and succeeding in employment (including summer employment opportunities, paid and unpaid work experience, and occupational skills training); Support to youth (including meeting supportive services needs and providing adult mentoring, follow-up services, and comprehensive guidance and counseling); and Offering services intended to develop the potential of youth as citizens and leaders (including leadership development and civic engagement opportunities) I. Geographic Area_ The provides workforce services for eligible youth who reside within Greenville County, SC. Two comprehensive centers and one satellite Career Center are in the area and are part of the Greenville County One-Stop Career System. Comprehensive centers are located at McAlister Square Mall (225 South 2009-2010 WIA Youth RFP 6
Pleasantburg Drive, Suite C-15, Greenville, SC 29607) and Employment Security Commission (706 Pendleton Street, Greenville, SC 29601). The satellite center is located at County Square (301 University Ridge, Suite 750, Greenville, SC 29601). II. Eligible Youth: All youth qualified for service under WIA must meet Department of Labor Income Requirements and be determined economically disadvantaged. Minimally fifty percent (50%) of all youth enrolled must be basic skills deficient, with the primary focus of the training design to eliminate the identified deficiency. In addition to being between the ages of 14 21 and economically disadvantaged, eligible youth must have one-or-more of the following barriers: School Dropout Is no longer attending a school and has received neither a regular high school diploma nor GED Pregnant or Parenting Pregnant or providing custodial care for one-or-more depends under the age of 18 Offender subject to any stage of the criminal justice process Homeless Lacks a fixed regular and adequate nighttime residence: includes youth who are staying in a publicly or privately owned shelter or a place not ordinarily used for or designated as a sleeping accommodation Runaway A youth under the age of 18 who has absented himself/herself from home or legal residence without the permission of a parent or guardian Foster Child Through the decree of the court Requires additional assistance to complete an educational program or to secure and hold employment (to include: not making passing grades and/or has poor attendance at an educational/vocational training program; lacks work readiness skills; does not possess a driver s license and/or lacks adequate transportation at least 5 days per week; children of incarcerated parents; lacks work experience (has not worked a full-time job- 40 hours per week- for 4 consecutive months); was fired from a job within the last six months. Deficient in Basic Literacy Skills Computes or solves problems, reads, writes or speaks English at-or-below grade level 8.0 or is unable to compute or solve problems, read, write or speak English at a level necessary to function on the job, in their families, or in society 2009-2010 WIA Youth RFP 7
Priority Target Populations The following populations have been determined greatest at risk during the 2009 2010 Program Year and special recruitment methodologies must be employed to enroll youth meeting appropriate criteria into services available through Workforce Investment Act funding: IV. High school dropouts or those likely to dropout (11 th and/or 12 th graders) (to include youth receiving an occupational certificate) Youth in Foster Care Youth transitioning to the workforce upon graduation Court-involved youth and other law enforcement referrals Children of incarcerated parents Time Frame The WIB intends to follow the time frames below to the extent practical. September 3, 2009...Public Notice of Solicitation September 3, 2009 Release RFP to Public September 16, 2009... RFP Pre-Application Workshop September 30, 2009..RFP Application Deadline October 1-October 6, 2009.Review / Funding Recommendations October 6, 2009....Workforce Board Selects Providers October 9, 2009. Letters of Funding Authorization November 1, 2009...Projected Contract Execution November 1, 2009 Projected Year-Round Program Activities Begin October 30, 2010.*End of Contract Period * reserves the right to modify the above noted time frames and/or to extend the WIA youth contract period if it is in the best interest of the Board to do so. V. Scope of Work The (WIB) is seeking vendors that provide a comprehensive array of services to youth ages 17 21 years old. It is not necessary that all services be funded through Title I of the Workforce Investment Act to qualify as an activity to be offered to eligible youth. The WIB is seeking coordination between organizations and funding sources to meet the needs of eligible participants. The WIB is dedicated to maximizing the use of limited youth funds. To that end, the Area s goal is to be a value-added part of youth activities in the school and the 2009-2010 WIA Youth RFP 8
community. Vendors must be prepared to present a service strategy that is consistent with the following parameters: A program of work should be developed that sufficiently addresses the ten required youth elements A Budget with supporting documentation should be developed that justifies and supports the program of work VI. Youth Program Design and Program Elements: The following is a description of the program design and list of ten (10) program elements that must be available to all youth; however, services offered to each customer should be based on his/her individual needs and goals. Vendors will be expected to fully execute all ten elements as a part of the contractual responsibility. A. Program Design - The design framework of local youth programs must: 1. Provide an objective assessment of academic levels, occupational skill levels and service needs of each participant; 2. Develop a service strategy for each youth participant that identifies employment goals, appropriate achievement objectives, and appropriate services for the participant taking into account the results of the objective assessment; 3. Provide preparation for post-secondary educational opportunities, linkage between academic and occupational learning, preparation for employment, and effective connections to intermediary organizations that include strong links to the job market and employers; 4. Ensure that all youth served participate in a common leadership and citizenship activity to improve his/her community and social behavioral skills. B. Youth Program Elements Programs must make available to youth participants the following ten (10) elements: 1. Tutoring, study skills training, and instruction leading to secondary school completion, including dropout prevention strategies; 2. Alternative secondary school offerings; 3. Summer employment opportunities directly linked to academic and occupational learning; 4. As appropriate, paid and unpaid work experiences, including internships and job shadowing; 5. Occupational skills training, as appropriate; 2009-2010 WIA Youth RFP 9
6. Leadership development opportunities which may include community service and peer-centered activities encouraging responsibility and other positive social behaviors during non-school hours, as appropriate; 7. Adult mentoring for a duration of at least twelve (12) months that may occur both during and after program participation (may include intergenerational programs which use older individuals to act as mentors to youth for guidance and support to learn basic work skills); 8. Supportive Services 9. Follow-up services; and 10. Comprehensive guidance and counseling that may include: drug and alcohol abuse counseling, as well as referrals to counseling, as appropriate, to meet the needs of the individual youth. Vendors will be required to document activities, attendance, and progress of youth enrolled. Reporting, tracking and documenting are essential elements of the youth initiative. All reports must meet required timelines; invoices will neither be honored, nor any payment made, to any vendor that has outstanding reports due to the Administrative Office (County of Greenville Workforce Development department). Vision and Focus for Serving Youth With pending reauthorization of the Workforce Investment Act, the Greenville County Workforce Investment Board and its Youth Council have adopted the following vision for the delivery of youth services: The primary focus of the WIA Youth Program in Greenville County, SC will be to serve the out-of-school youth population. Primary consideration for enrollment of youth will be directed to those out-of-school youth who need assistance in accessing post-secondary education, and/or transitioning to the workforce. VII. Performance Measures and Program Outcomes The Workforce Investment Act requires a comprehensive performance accountability system to assess the effectiveness of States and local areas in achieving continuous improvement of workforce investment activities funded under Title I. The intent of continuous improvement is to optimize the return on investment of Federal funds in statewide and local workforce investment activities. WIA Core Measures of Performance Youth (ages 17 21) Placement in Employment or Education 67% Literacy or Numeracy Gains 45% 2009-2010 WIA Youth RFP 10
Attainment of a Degree or Certificate 55% Retention Rate 88% The Workforce Investment Act is currently pending reauthorization. When reauthorization is finalized, additional performance measures may be implemented. The Administrative Entity will provide technical support throughout the contracting period. VIII. Youth Program Budget Guidelines and Instructions A. Operating Costs A detailed complete budget must be submitted with the proposal; the budget must include costs necessary to operate the program. Each staff person for whom WIA funding is requested shall be delineated separately. Any documentation or narrative relative to budget preparation will not be counted against the ten-page limit. The budget shall be completed in sufficient detail (additional budget narrative may be attached to budget to outline any costs that may need further explanation). Costs for which WIA Youth funds are requested must be explained in the detailed budget. In- Kind must be Hard in-kind and should include items or functions necessary for the operation of the program. Such costs would include transportation, computers, equipment, books, materials, premises expense, utilities, etc. The Youth Council strongly encourages providers to identify space that can be utilized for training at no direct WIA program cost. WIA budget forms appended to this document must be used for budgeting purposes. Please note: The appended budget forms have a line-item budget cover and back-up budget documentation. Each is separately denoted with a link at the bottom of the budget form. B. Contract Period Based on the approval of the, the County of Greenville Workforce Development department, as Administrative Entity of the Workforce Investment Act (WIA), will award contracts for programs to operate during the period November 1, 2009 October 30, 2010. The Greenville County Workforce Investment Board reserves the right to modify and extend the contract for additional years of operation. Any extension would be based on the best interest of the program and with consideration of contractor performance. The Contract is subject to the appropriation and availability of State and/or Federal funds. In the event the funds are not appropriated or are otherwise unavailable, the County of Greenville Workforce Development department reserves the right to immediately terminate the contract upon 2009-2010 WIA Youth RFP 11
written notice to the Grantee. Contracts may also be cancelled or renegotiated based upon grantee performance. Any such action will occur after consultation and a written notice. C. Eligible Bidder Any governmental, nonprofit or private-for-profit organization may apply provided that: a) the organization is not currently debarred from receiving federal funds; and/or b) has not been placed under sanction and/or on probation through another WIA-funded program due to fiscal discrepancies and/or performance deficiencies within the past two (2) years. The Greenville County WIB assures that nothing herein is intended to limit competition, but instead, promotes a fair system of impartial and free competition among all bidders and to ensure that performance outcomes are achieved. The Greenville County WIB will comply with Chapter 3, Section 121-123 of the Act in the selection of WIA Youth service providers. D. Responsibilities of the Bidder Bidders are responsible for completing all questions in the proposal application and submitting a budget with narrative explanation of WIA costs. Proposals which are not complete or do not include programs consistent with the intent of the Workforce Investment Act, the and the Greenville County Youth Council will not be considered for funding. Cooperating organizations having been recruited to assist with the delivery of services under the required ten elements should also be identified. Any bidder that is funded will be expected to perform and carryout activities described in the proposal. E. Technical Assistance: All questions must be submitted in writing (fax and e-mail acceptable) to: Rachael Angel, Assistant Director Workforce Development County of Greenville 301 University Ridge, Suite 1500 Greenville, SC 29601 Fax: (864) 467-3604 E-mail: Rangel@greenvillecounty.org Phone calls will not be accepted due to fairness to all interested parties. Any questions received will be responded to in writing and at the RFP Pre-Application Workshop to be held on September 16, 2009 at 3:00p.m.; questions and written responses 2009-2010 WIA Youth RFP 12
will also be posted on the Greenville County WIB website (http://www.greenvillewib.com/notices.asp) before the proposal due date. This will ensure that all interested parties have equitable access to any technical assistance or clarifications issued by staff. Format and Submission of Proposals Ten (10) copies and one original proposal shall be delivered by courier, express mail or in person to: Workforce Development 301 University Ridge, Suite 1500 Greenville, SC 29601 Attention: Rachael Angel, Assistant Director The proposal must be limited to ten (10) double-spaced, single-sided, 8.5 inch x 11-inch pages with 1-inch margins and Times New Roman 12-point font size. An Executive Summary, not to exceed two (2) pages, must be included and will not be counted within the 10-page limit. Attachments will not be counted against the 10-page limit. If a prospective training provider submits a format other than the one provided, it will be rejected and the proposal will not be made a part of the review process. Please ensure that the budget response includes both the line-item cover sheet and the budget back-up documentation. Proposals must be received no later than Wednesday, September 30 th 2009, 3:00 p.m., (EDT). Faxed or e-mailed proposals will not be accepted. It is the responsibility of the bidder to ensure that the proposal is delivered to the County of Greenville Workforce Development department by the date and time specified regardless of delivery method. Should unforeseen circumstances require the County of Greenville to be closed to the public on the proposal due date, proposals will be accepted until 5:00 p.m. on the next normal operating day. F. Evaluation of Proposals Proposals will undergo a preliminary review by the Administrative Entity to ensure accuracy and completeness. Proposals will be rated for completeness, program design that includes the availability of all ten (10) elements for youth; cost and accuracy. The Greenville County Youth Council will further review proposals and make their recommendations for funding to the. Questions from the Council concerning the proposal, budget, and program design will be forwarded to the contact person listed in the proposal. 2009-2010 WIA Youth RFP 13
The evaluation, as scored by the Youth Council RFP Review Committee, carries the relative point weight as indicated below: Year-Round Program for WIA Youth Points Administrative Capacity 10 Past Performance in Youth Activities 10 Strategy for Recruitment 15 Program Training Design 30 Coordination and Linkages 15 Budget 20 Bonus (Attendance at Pre-Bidder s Conference) 5 TOTAL 105 The will consider the recommendations of the Youth Council with regard to each proposal reviewed. The decision of the will be final. G. Right to Reject The and the Greenville County Youth Council reserve the right to accept or reject any or all proposals at any time during the bidding and review process. The Board also reserves the right to waive any formalities in bids where acceptance, rejection, or waiver is considered in the best interest of the and its Youth Council. In the event proposals are rejected due to programming changes, regulatory changes, or budget constraints, bidders will be notified in writing. H. Appeals If a proposal is denied, an appeal for non-award of funds may be made by submitting a written request for reconsideration and an explanation justifying the need for reconsideration within ten (10) days of notice of non-award to: Dean E. Jones, Director County of Greenville Workforce Development 2009-2010 WIA Youth RFP 14
301 University Ridge, Suite 1500 Greenville, SC 29601 The written notice will be submitted to the Youth Council Chairman and the Workforce Investment Board Chairman, or a designated committee of the Board, for consideration. Further requests for appeals shall follow the Greenville County Workforce Investment Area grievance procedures available at the County of Greenville Workforce Development department. I. DISCLAIMER As the Greenville County Youth Council continues to develop and refine its youth system, policies procedures, or regulatory changes occur from time-to-time; bidding organizations may be requested to modify program design or the delivery of services. Should a request for a change in the program design or services occur, staff of Administrative Entity will assist bidding organizations or service providers in the redesign to ensure consistency with Board policy and regulatory requirements. 2009-2010 WIA Youth RFP 15
PROPOSAL NARRATIVE GENERAL PROPOSAL INFORMATION 1. Discuss your organization s administrative capacity to operate a WIA Youth component. 2. Describe your organization s experience and performance in providing proposed services for youth. 3. Explain how the organization will recruit potential participants for proposed program service 4. Describe your strategy for the delivery of WIA Youth Services in Greenville County, SC. This response should be comprehensive in nature and should focus on the design of service delivery through the Greenville County One-Stop Career System. Vendor applicants are reminded to incorporate and address elements of career exposure and employment related services. The strategy should include a plan to link with the private sector for work exposure opportunities through parttime work, job shadowing, mentoring, etc., while youth are actively engaged in the Program. In addition, address a strategy to connect youth to jobs in the public sector where they can participate in subsidized work experience activities. Case management and follow-up elements should also be included and addressed. 5. Describe how your program design will link services that prepare youth for postsecondary educational opportunities and/or skills training; prepare youth for employment and reinforce job retention, and provide connections to intermediary organizations linked to the job market and to employers. 6. List all of the agencies to be utilized to ensure that the youth service strategies are met. Prospective vendors must ensure that they have identified the programmatic capacity to deliver or acquire the ten required elements. If other community agencies will be utilized to help deliver the elements, authorization must be garnered through a letter of support or a signatory form stating that the agency will support the WIA Youth Program and help to deliver services to at-risk youth. Appropriate authorization letters and/or a blanket authorization form should be included as a part of the attachment section and will not be counted against the ten (10) page limit. 7. Evaluation of the budget will be part of the overall funding consideration given applicant organizations by the RFP Review Committee. 2009-2010 WIA Youth RFP 16
Please include a two-page (2-page) Executive Summary; the summary will not count as a part of the 10-page limit. PROPOSAL EVALUATION WORKSHEET 1. Administrative Capacity (10) Is management structure sound and appropriate? 2. Past Performance in Similar Activities (10) Does the organization demonstrate a history of success with youth? 3. Recruitment Strategies (15) Are the recruitment strategies reasonable and effective? 4. Program Training Design (30) Does the proposal adequately address the ten elements? Does the proposed program design meet all WIA criteria? Does the program incorporate innovative strategies to link youth with work and job exposure opportunities? Is there quality in the overall service design and delivery plan? 5. Coordination and Linkages (15) Is the project coordinated with other programs? If other programs are being used to help the prospective vendor deliver the ten elements, are the organizations / programs identified? Does the proposal contain documentation supporting approval from other agencies / programs in service delivery? 6. Budget (20) Is the individual cost per participant reasonable? Are staff salaries competitive? Does the program design support all budget costs? Has the applicant included in-kind of offset costs to WIA? 7. Bonus (5) A 5 point bonus will be given to applicants who attend the Pre-Bidders Conference on September 16 th. 2009-2010 WIA Youth RFP 17