Central Pennsylvania Workforce Development Corporation Request for Proposals: Mobile Workforce Center Management and Operations Issue Date: October 11, 2016 Submission Deadline: November 11, 2016 The enclosed specifications may be modified as required by the Central Pennsylvania Workforce Development Board without prior notice to Proposers.
Table of Contents Section 1: Introduction... 3 CPWDC... 3 Purpose of Request for Proposal and Background... 3 Section 2: Scope of Work... 4 Provider Responsibilities... 4 1) Development of Operations Plan... 4 2) Providing Services... 5 3) Maintaining the Vehicle... 5 4) Documenting Lessons Learned... 6 MWC Operator Qualifications... 6 Timeline... 7 Section 3: RFP Process and Instructions for Submitting a Proposal... 7 Eligible Applicants... 7 RFP Timeline... 7 Technical Assistance... 8 Proposal Submission... 8 Review Process... 9 Section 4: Disclaimer... 9 CPWDC Mobile Workforce Center RFP Page 2 of 10
Section 1: Introduction CPWDC Central Pennsylvania Workforce Development Corporation (CPWDC) is a 501(c)3 nonprofit organization formed in 2000 and is a Workforce Development Board (WDB) authorized under the Workforce Innovation and Opportunity Act of 2014. CPWDC is responsible for developing and implementing strategies around a broad workforce development agenda for the nine-county region of Central Pennsylvania that includes Centre, Clinton, Columbia, Lycoming, Montour, Mifflin, Northumberland, Snyder and Union counties. The WDB s diverse partners in the workforce development system include public agencies, private and nonprofit businesses, education and training providers, community and economic development partnerships, and job seekers using the PA CareerLink system. CPWDC is an equal opportunity employer. Purpose of Request for Proposal and Background CPWDC applied for and received a Community-based Partnerships for Workforce Services grant from the Commonwealth of Pennsylvania. Through the grant, CPWDC will conduct a one-year pilot of a Mobile Workforce Center (MWC) in the Central PA region in partnership with local community partners. This RFP seeks one or more qualified providers to manage the MWC s operations and delivery of services to individuals and employers in the Central Region. The MWC currently under construction is a modified Champion Challenger bus that will include: Seven computer workstations Wireless printer 27 digital presentation screen Internet access provided via wireless broadband networks Stand-alone generator power source AC and heating units powered by the generator Retractable awning Wheelchair lift Figure 1: Champion Challenger bus Figure 2: Sample interior design CPWDC Mobile Workforce Center RFP Page 3 of 10
Figure 3: Actual interior design specifications being built The MWC is intended to result in a number of beneficial outcomes, including: 1. Expanding the geographical reach of PA CareerLink services in Central PA beyond the current locations, particularly to hard-to-reach job seekers and those who have barriers to employment. 2. Raising awareness of PA CareerLink services by having a new visible presence in the region and through community organizations that help market our services to their existing clientele. 3. Strengthening our working relationships with a wide variety of partners that will help lay the foundations for future collaborations. Up to $60,000 in funds will be contracted for staff salary and benefits for 1 FTE, vehicle operating costs (e.g. gas, maintenance, etc.), and miscellaneous supplies for a twelve (12) month period. Awarded contracts will be cost reimbursement. Profit is not allowable. CPWDC will cover the costs of vehicle insurance and internet connectivity directly. Section 2: Scope of Work Provider Responsibilities The selected provider(s) will be responsible for all aspects of the MWC, including creating a plan for its use, providing services to both individuals and employers, maintaining the vehicle in proper working order, and documenting the lessons learned from the pilot. It is expected that operations planning will begin mid- December 2016, with vehicle operations beginning in January 2017. Specific responsibilities include: 1) Development of Operations Plan The provider, in coordination with CPWDC, will be responsible for developing and implementing an operational plan for the pilot. This plan will include: CPWDC Mobile Workforce Center RFP Page 4 of 10
A. Engaging community partners The provider will identify and partner with a variety of community organizations in order to determine the geographic locations and partner agencies that allow us to expand our reach most effectively. Public libraries, probation offices, and county assistance offices have already expressed interest in partnering with the pilot, while community action agencies, charitable organizations (such as Goodwill Industries) and VFW Posts should also be explored. B. Setting up a schedule Prior implementations of Mobile Workforce Centers in other states have found success by having regularly scheduled times and locations that job seekers can plan around, while also leaving enough time on the calendar for one-off events like employer recruitments. The provider will be responsible for creating this schedule, and modifying it as necessary throughout the pilot. C. Coordinating with PA CareerLink partners The plan should include a process for engaging with all mandated PA CareerLink partners to ensure coordination of service delivery and documentation. Business Service Teams, in particular, should be engaged to determine how best to leverage the MWC to improve employer services. 2) Providing Services The Mobile Workforce Center will provide a variety of workforce solutions to businesses and individuals. The operator of the vehicle will be the primary provider of these services, assisted by additional PA CareerLink staff as necessary (e.g. during employer recruitment or Rapid Response events, targeted events for veterans and the re-entry population, etc.). Services to be provided to job seekers include: Information on PA CareerLink services and programs Referrals to other programs and services that support job seekers JobGateway registration and assistance Completing weekly unemployment reporting requirements for dislocated workers Career readiness activities including online job search, resume preparation, typing tutorials, vocational preparation, and soft skills training (include communication, personal maintenance and professional conduct skills) Workshops aimed at specific demographics, such as veterans and the re-entry population For employers, the MWC may be utilized for recruiting, pre-employment screening, and interviewing, as well as for the provision of Rapid Response services due to plant closings or mass layoffs. The provider will experiment with offering a variety of services throughout the pilot in order to help determine which services are most in demand and able to be effectively provided through the MWC. This should include experimenting with offering PA CareerLink services outside of normal business hours. 3) Maintaining the Vehicle The provider will be responsible for keeping the vehicle, generator and other equipment well maintained. Responsibilities include ensuring that oil changes, tire rotations, and cleaning (inside and out) happen on a regular basis. CPWDC Mobile Workforce Center RFP Page 5 of 10
4) Documenting Lessons Learned The focus of the pilot will be to determine the additional benefits that an investment in a MWC creates in order to determine if further investments are warranted, not only in Central PA but in the Commonwealth as a whole. In order to gather the information required to make that determination, an Excel-based tracking system will be set up to capture data on job seekers who use the Mobile Workforce Center along with utilizing CWDS as the system of record for participant activities. This data includes: Total number of clients served in the MWC Percent of clients served with no prior interaction with PACL New enrollments in JobGateway and the Commonwealth Workforce Development System (CWDS) Number of exits Number entering employment at exit Number enrolled in WIOA training programs: ITAs, OJTs, etc. Uptake of specific workshops Number of business requests for the MWC to be onsite for recruitment and Rapid Response events Location information will also be important to capture. This will allow us to determine if certain partner organizations are more appropriate for expanding our reach, or if demand for particular services is higher at some locations. In addition to this quantitative analysis, feedback from both job seekers and community partners will be gathered to determine the efficacy of the pilot, as well as to find out how our approach can be improved. Likewise, lessons learned by the vehicle operator on service delivery within the vehicle and on vehicle operation and maintenance should be compiled. The above data should be provided to CPWDC on a quarterly basis in order to provide insights that allow us to pivot our approaches as necessary. This could include trying new locations, increasing the frequency of visits at current locations, expanding or changing certain workshop offerings, or other measures intended to respond to data gathered on demand for services. At the end of the grant period, both the quantitative and qualitative data that has been gathered will form the foundation for an analysis report that presents lessons learned, best practices, and recommendations for moving forward. This analysis will be prepared by CPWDC and submitted to the PA Department of Labor and Industry for use as a reference for other Commonwealth Workforce Development Boards interested in enhancing their services through the addition of a Mobile Workforce Center. MWC Operator Qualifications The MWC Operator will play a number of critical roles, from program manager to instructor to all-weather driver to community liaison. Given the many different hats they must wear, the qualifications of this individual are critical to the initiative s success. Desired qualifications include: Strong interpersonal skills - able to build relationships with both community partners and MWC clientele An entrepreneurial mindset - able to evaluate approaches to providing services and propose and manage course corrections when necessary Problem solving able to identify and quickly resolve the unexpected challenges that are inherent in any pilot project CPWDC Mobile Workforce Center RFP Page 6 of 10
Attention to detail able to manage all aspects of the MWC s operations, including scheduling, marketing, and measuring outcomes Current driver s license and clean driving record operator must possess a current driver s license and clean driving record from the PA Department of Motor Vehicles. A Commercial Driver s License is NOT required to operate the vehicle. Background clearances operator will be required to obtain a Pennsylvania State Police criminal background check clearance (criminal history), a Child Abuse History Clearance from the Department of Human Services, and an FBI criminal background check clearance, which includes fingerprinting. Timeline It is expected that the selected provider(s) will begin to develop an operational plan starting mid-december. Service delivery through the MWC is expected to commence at the beginning of 2017 and last for the full calendar year. There is a possibility that the contract will be extended further, depending on results and availability of funding. Section 3: RFP Process and Instructions for Submitting a Proposal Eligible Applicants Proposals will be accepted from any current or former Central PA CareerLink service provider, Workforce Innovation and Opportunity Act (WIOA) mandated one-stop partner, and non-profit, for-profit, and governmental community based organizations currently working with the PA CareerLink in the Central PA Region. CPWDC prefers that one provider cover the entire Central Region, but proposals from consortia, partnerships or other combinations of organizations are allowable. If a proposal includes multiple providers, it must identify one organization as the lead agency with which CPWDC will subcontract directly. The proposal must also include a plan for managing the regular hand-off of the vehicle between the providers, agreements on vehicle maintenance, and plans for mitigating potential challenges that having multiple providers might result in. By submitting a proposal, an organization agrees they will adhere to any and all Federal, State, and Local policies and regulations if a contract is awarded. RFP Timeline Proposers will follow the timeline: RFP Released: (Available at www.cpwdc.org ) October 11, 2016 Questions Submitted by: ongoing until October 24, 2016 Answers Posted by: (Available at www.cpwdc.org) ongoing until October 27, 2016 Proposals Due: November 11, 2016 CPWDC Mobile Workforce Center RFP Page 7 of 10
Notification on Status of Proposals: December 14, 2016 Contract(s) Start: December 15, 2016 Technical Assistance Technical assistance will be provided through a written question and answer format. Applicants will be given an opportunity to identify specific questions and submit them in writing to CPWDC via email only. Questions must be emailed on an on-going basis but must be submitted by October 24, 2016 to: John Paul, Business Engagement Coordinator, jpaul@cpwdc.org Answers to submitted questions will be posted on www.cpwdc.org. Consistent with strict procurement policies, CPWDC will provide no technical or program assistance to individual proposers. Proposal Submission One PDF copy of the proposal (a saved PDF, not a scanned PDF) with the following elements should be submitted electronically along with a scanned copy of pages with signatures to: John Paul, Business Engagement Coordinator, at jpaul@cpwdc.org. RE: Mobile Workforce Center proposal Proposal Elements: Cover sheet identifying organization name, address, contact information for person responsible for proposal, identification of any proposed sub-contracts, and signature, title and date indicating certification that to the best of its knowledge and belief, the data supplied in this application/proposal is true and accurate. Project Narrative (not to exceed 10 pages) o Table of Contents o Summary o Proposed approach to completing Scope of Work, including ideas on: Community partner selection and engagement Schedule development Services provided Integration with existing PA CareerLink services and employees Capturing and applying lessons learned How vehicle will be managed between multiple providers (if applicable) o Statement of Expertise, including details and qualifications of the individual who will be the MWC operator Project Budget, including: o Hourly rate, inclusive of all staff, administrative and indirect costs o Anticipated hours for each stage of development and dissemination o Materials and supplies o Consultants and subcontractors, if applicable o Leveraged/matching funds, if applicable Proposals that are in response to this RFP are due no later than November 11, 2016. Late submissions will not be considered. CPWDC Mobile Workforce Center RFP Page 8 of 10
Review Process Stage 1: CPWDC staff will initially evaluate each proposal for acceptability, with emphasis placed on completeness and responsiveness to requisite program criteria. All required services for the program are addressed All requested information and documentation is included The proposal is submitted in accordance with the RFP The narrative meets the minimum review score required for Stage 2 Stage 2: Proposals that have met the minimum criteria will then be reviewed and ranked by a selection committee comprised of CPWDC staff who will evaluate proposals based on the following criteria: Viability of approach to managing the MWC Quality/quantity of proposed deliverables Cost-effective delivery of services Prior experience of organization / implementation team, with particular emphasis placed on the qualifications of the vehicle operator Stage 3: The recommendations of the Selection Committee will be presented to the CPWDC Workforce Development Board for approval in mid-december. Contracts will be issued directly to the selected provider(s) by CPWDC. It is anticipated that cost reimbursement contracts will be awarded as a result of this RFP solicitation; providers will be reimbursed actual, allowable and allocable costs not to exceed the maximums stated in the contract. Section 4: Disclaimer CPWDC reserves the right to cancel or modify this request for proposal or the scope or funding of an approved WIOA program to any extent necessary to ensure compliance with state and/or federal guidelines regarding WIOA or if available WIOA or Community-based Partnership funding is impacted due to the federal and/or state budget appropriations. All successful proposers must demonstrate the capability to modify the program design in order to comply with new regulations and/or changes to available funds, and by submitting a proposal, agree to do so. CPWDC may, at its discretion, request presentations by, or meetings with, any or all respondents, to clarify or negotiate modifications to the respondent s proposal. However, CPWDC reserves the right to make an award without further discussion of the proposals submitted. CPWDC 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 CWPDC, the services proposed are not needed, or the costs are higher than CWPDC finds reasonable in relation to the overall funds available, or if past management concerns lead CPWDC to believe that the respondent has undertaken more services that it can reasonably provide. CPWDC reserves the right to reject any or all proposals, in whole or in part, received as a result of this request or to negotiate separately with respondents. A contract for the accepted proposal will be based upon the factors described in this RFP. CPWDC has the right to fund a lower ranked proposal over a high ranked proposal because of valid policy considerations, including but not limited to, organizational experience, geographical considerations, leveraging of outside resources and target populations. CPWDC Mobile Workforce Center RFP Page 9 of 10
Providers will allow local, state and federal representatives access to all participant records, program materials, staff and participants. In addition, providers are required to maintain all participant records for three years after CPWDC submits the final expenditure report to the PA Department of Labor & Industry. CPWDC reserves the right to determine both the number and funding levels of contracts financially awarded. Such determination will depend upon overall fund availability and other factors arising during the review process. Proposals submitted which are over the maximum amount of funds specified for this RFP will be rejected. CPWDC is not responsible for any costs incurred by respondents prior to the selection. The cost to develop and submit a proposal in response to this RFP is not reimbursable. This RFP is being solicited based on available funds. Materials submitted with the proposal, and the proposal itself, become the property of the CPWDC and will not be returned. CPWDC must comply with Pennsylvania s Right-To-Know Law, Act 3 of 2008, effective January 1, 2009, and may be requested and required to release information from proposals received in response to this RFP. All proposals submitted will receive a response as to the action taken by the CPWDC. Respondents may request a written debriefing on the significant weaknesses of their application. The submission of a proposal to the CPWDC does not assure or imply an award of a contract to the firm submitting the proposal. CPWDC reserves the right to accept or reject any or all proposals, in whole or in part, to negotiate any offer made, and/or to cancel or amend any part of this application package for whatever reason. CPWDC Mobile Workforce Center RFP Page 10 of 10