SOUTHCENTRAL MISSISSIPPI WORKS WORKFORCE AREA 2018 REQUEST FOR PROPOSALS Youth Work Experience Activity Under the Workforce Innovation and Opportunity Act (WIOA) Release Date: February 19, 2018 Submission Deadline: March 14, 2018 @ 12:00 Noon CST Late submissions will not be accepted Central Mississippi Planning and Development District (CMPDD) is an Equal Opportunity Organization Auxiliary aids and services are available upon request for individuals with disabilities.
SECTION 1 INTRODUCTION, BACKGROUND AND GENERAL INFORMATION Southcentral Mississippi Works Page 2 of 16 Central Mississippi Planning and Development District is the administrative/fiscal agent for the Southcentral Mississippi Works (SMW), a consortium of Adams, Amite, Claiborne, Copiah, Franklin, Hinds, Jefferson, Lawrence, Lincoln, Madison, Pike, Rankin, Simpson, Walthall, Warren, Wilkinson, and Yazoo counties of the State of Mississippi under the Workforce Innovation and Opportunity Act of 2014 For more information on WIOA, its implementing regulations and any other information of interest, please visit http://www.doleta.gov/wioa/ 1.1 Request for Proposals This request seeks service providers to provide work experience activities to WIOA-eligible Out of School youth as described in this document. Eligible proposers may be: For profit organizations; Non-profit organizations; Faith-based organizations; Community-based organizations Local government entities; or Public agencies This RFP contains the requirements that proposers must meet in order to be considered for funding. Successful proposers will be considered service providers and will receive a subaward from CMPDD of federal WIOA funds authorized by the US Department of Labor (DOL) and under the oversight of the SMW. Request for Proposal Timeline Request for Proposal (RFP) Release February 19, 2018 Proposals Due March 14, 2018 Program Timeline Geographic Area: Any or all of the counties of Adams, Amite, Claiborne, Copiah, Franklin, Hinds, Jefferson, Lawrence, Lincoln, Madison, Pike, Rankin, Simpson, Walthall, Warren, Wilkinson, and Yazoo. Program Start Date: April 1, 2018 Program End Date: August 31, 2018 Type of Subaward: Cost-Reimbursement Estimated Available Funding: $350,000
Page 3 of 16 SECTION 2 DESCRIPTION OF OUT OF SCHOOL YOUTH WORK EXPERIENCE SERVICES 2.1 Program Services The program is designed to help eligible individuals gain practical work history and job skills during a period of paid employment, with the goal of 1) continuing in unsubsidized employment or 2) enrolling in postsecondary career training, or 3) entering into a qualified apprenticeship program or 4) enlisting into the military following the program s employment period, Services to be provided must include those listed below. 1. Locate and recruit WIOA eligible out of school youth, aged 18-24. 2. Collect and document eligibility information from participants, i.e. birth certificate, government issued ID, social security number, proof of low income if required, verification of criteria that make the individual eligible for the program. 3. Submit eligibility documentation to the CMPDD staff for approval and enrollment of individuals into the WIOA system. 4. Complete an assessment of the individual s skills and needs using forms to be provided by CMPDD. 5. Develop and maintain an Individual Service Strategy (ISS) for each enrolled participant using the template to be provided by CMPDD. An ISS is the individual s plan and goals for education, career choice, career training, etc. 6. Refer applicants who are determined to be ineligible for the work experience program to other entities or organizations for further assistance. 7. Recruit employers to serve as worksites and work with them to develop jobs for the participants. 8. Stay in touch with participants and employers to ensure the participant receives a valuable work experience. 9. Maintain payroll records and issue payroll checks to participants. This includes withholding of applicable federal, state, and local taxes; withholding of social security and Medicare payments; and remitting employee withholdings to the proper governmental authorities as required by law. 10. Maintain Worker s Compensation coverage for participants. The subawardee is responsible for any injuries to participants and any required federal reporting of participant injuries. 11. Prepare and mail appropriate tax forms (W-2) to participants as required by the IRS. 12. Comply with all federal, state, and local laws, regulations, rules. 2.2 Participant Eligibility The subawardee is responsible for determining participant eligibility. Some SMW counties have been determined to be poverty counties and therefore, have different eligibility criteria as shown below. Residents of Adams, Amite, Claiborne, Copiah, Hinds, Jefferson, Pike, Simpson, Walthall, Wilkinson, and Yazoo Counties are eligible for the program if they:
Page 4 of 16 Are at least 18 years of age and no more than 24 years of age and not enrolled in school on the day they are determined eligible; AND Are a high school dropout OR the recipient of a high school diploma or a high school equivalency degree who is not currently enrolled in further education and require additional assistance to enter or complete an educational program or to secure or hold employment. (NOTE: An individual who is currently enrolled in a GED or high school equivalency degree class is NOT considered to be attending school and is therefore, eligible to participate.) AND Possess an indicator of proficiency in basic skills. This could be an NCRC of Bronze level or higher, an ACT score, a high-school diploma, a high school equivalency degree, or a TABE score. Residents of Franklin, Lawrence, Lincoln, Madison, Rankin, and Warren Counties are eligible for the program if they: Are at least 18 years of age and no more than 24 years of age and not enrolled in school on the day they are determined eligible; AND Are a high school dropout OR the recipient of a high school diploma or a high school equivalency degree who is not currently enrolled in further education. (NOTE: An individual who is currently enrolled in a GED or high school equivalency degree class is NOT considered to be attending school and is therefore, eligible to participate.) AND Possess an indicator of proficiency in basic skills. This could be an NCRC of Bronze level or higher, an ACT score, a high-school diploma, a high school equivalency degree, or a TABE score AND are at least one of the following: An English language learner OR An individual subject to the juvenile or adult justice system OR A homeless individual (as defined in section 41403(6) of the Violence Against Women Act of 1994 (42 U.S.C. 14043e 2(6))), a homeless child or youth (as defined in section 725(2) of the McKinney- Vento Homeless Assistance Act (42 U.S.C. 11434a(2))), a runaway, an individual who has aged out of the foster care system, a child eligible for assistance under section 477 of the Social Security Act (42 U.S.C. 677), or an individual who is in an out of-home placement OR An individual who is pregnant or parenting OR A youth who is an individual with a disability OR A low-income individual who requires additional assistance to enter or complete an educational program or to secure or hold employment (requires documentation of family income). 2.3 Employer/Worksite/Occupation Prohibitions A. Participants are not allowed to climb on roofs, operate lawn mowers, power tools, or any heavy equipment or perform any other job that is unhealthy, unsafe, illegal, or dangerous unless they have been properly trained and certified to do so. B. Jobs that are not allowable occupations under this program include child care workers/teachers, jobs dependent on commission, or any other type occupation or position that does not serve to fulfill the goals of the program by providing valuable work experience.
Page 5 of 16 C. Employers may not utilize the WIOA Youth Work Experience Program to hire immediate family members (spouse, child, grandchild, sibling or spouse of sibling) of any of the employer s owners, partners, board of directors, or the trainees direct supervisory staff. 2.4 Parameters of Work Experience Program Participants may work no less than 20 hours and no more than 40 hours per week. Participants may work a maximum of 300 hours under the program. Participants shall be paid an hourly rate equal to the wage paid by the employer to an entry level individual in the same or similar occupation, but no less than the federal minimum wage rate. Participants may be paid only for time worked. No pay is allowed for holidays or other time when the participant is not actually working. SECTION 3 PROPOSAL AND PROPOSING ENTITY S REQUIREMENTS 3.1 RFP Questions To ensure a fair and objective evaluation, questions related to the RFP must be submitted via the e-mail provided below through the following date and time: Date: March 7, 2018 Time: 12:00 Noon CST Email: tmeek@cmpdd.org Written responses to questions received will be posted on the CMPDD website at www.cmpdd.org under the Workforce tab. Questions that are received after the above deadline will not be answered. Oral questions will NOT be accepted. Only the responses on the website are considered clarifications to the instructions contained in this RFP. 3.2 Communication Any communication or lobbying with any workforce area board member, SMW staff or other persons involved in this procurement process is strictly prohibited. Proposers that intend to directly contract with board members, staff or proposal evaluators in the provision of services are not eligible. 3.3 Right to Cancel or Negotiate This RFP does not commit SMW to accept any proposal, nor is SMW responsible for any costs incurred by the proposer in the preparation of responses to this RFP. SMW reserves the right to accept or reject any or all proposals, any or all items in the proposal, and to award funding in whole or in part as is determined to be in the best interest of SMW. SMW reserves the right to accept any proposal as submitted for award, without substantive negotiation of offered terms, services, or costs, or to negotiate with any proposer after Proposals are reviewed, if such action is deemed to be in the best interest of SMW. Proposers are advised to submit their most favorable terms initially.
Page 6 of 16 3.4 Termination due to Non-Availability of Funds In the event that WIOA funds are not appropriated or otherwise made available, the subaward shall be cancelled after appropriate termination notice. The subawardee may be reimbursed for the reasonable value of any cost incurred but not yet recovered under the subaward. 3.5 General Information Regarding Submittal of Proposals Each proposal must adequately demonstrate the proposer s ability to effectively provide the services requested. All Proposals must be submitted in a sealed envelope plainly marked, WIOA Youth WE Proposal. on or before: Date: March 14, 2018 Time: 12:00 Noon CST Location: CMPDD P. O. Box 4935 Jackson, MS 39296-4935 1170 Lakeland Drive Jackson, MS 39216 Proposers much provide one (1) original signed document, and five copies of the proposal. Proposals will not be accepted via any electronic means. The proposer is responsible for ensuring that the Proposals are received by CMPDD by the stated deadline. Proposals received after the denoted deadline date and time WILL NOT BE considered for funding. Proposals will be received and maintained consistent with the Mississippi Public Records Act of 1983, being Chapter 424 of the General Laws of the State of Mississippi. In general, Proposals will be exempt from disclosure until the evaluation and selection process has been completed. If a proposal contains any information that the proposer considers proprietary and does not want disclosed to the public or used for any purpose other than evaluation of the offer, all such information must be indicated as such. Each page of the proposal that is considered proprietary should be so marked at the top margin. 3.6 Required Proposal Content and Order: 1. Transmittal Document included in Forms section 2. Proposal Summary, including Organization Description. 3. Program Description 4. Demonstrated Ability and Past Performance for the type of service proposed 5. Budget - included in Forms section 6. Qualifications and References Reference form is included in Forms section 7. Minimum Threshold Certification - included in Forms section 3.7 Proposal Format Requirements:
Page 7 of 16 Font Pages Margins Spacing Footer 12 Point Times New Roman Single-Sided One (1) Inch This applies to ALL margins. Double-Spaced The name of the organization submitting the proposal and the page number on each page, indicated as Page of. Proposers should use the forms included in this RFP. If a proposer opts to create their own forms, they must be identical to those included in this RFP. SECTION 4 PERIOD OF PERFORMANCE AND SUBAWARD REQUIREMENTS 4.1 Period of Performance The period of performance for service provider subawards resulting from this RFP will begin on April 1, 2018 and end on August 31, 2018. The subaward may be renewed for an additional two (2) program years, on a one-year at a time basis, IF the organization has exhibited successful performance and no monitoring or auditing questions or disallowances have occurred and IF it is determined to be in the best interest of the SMW to do so. 4.2 Ethics In accordance with Mississippi Ethics Commission Opinions 06-099-E, 04-076-E, and 13-014-E, no WDB member shall have an interest in funds subject to WDB oversight. Therefore, 1) no organization whose principals or staff are an SMW WDB member may receive a contract or subaward from SMW funded in whole or in part by WIOA, 2) no organization that offers or intends to offer training on the state s eligible training provider s list, may receive a contract or subaward from SMW funded in whole or in part by WIOA. The prohibition lasts for one year after the interested WDB member s terms ends. This prohibition does not apply to WDB members representing the public sector, such as community college or State agency representatives. 4.3 Minimum Threshold Requirements To be considered, the proposing organization must meet all of the Minimum Threshold Requirements described in the Minimum Threshold Form attached to this RFP. Proposals failing to meet any Minimum Threshold Requirement or failing to include the Minimum Threshold Certification form, bearing the original signature of the proposing organization s signatory official, will be rejected. SECTION 5 - FISCAL ELEMENTS 5.1 Budget Each proposal must include a budget which indicates the amount requested for funding by line item of cost.
Page 8 of 16 All costs must be allowable, reasonable, necessary and allocable using the OMB Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, Final Rule dated December 26, 2013. 5.2 Expenditures and Reimbursements A. The service provider will be reimbursed the lesser of: 1. The actual cost of operating the approved program, in accordance with the subaward provisions, requirements and the budget; or 2. The obligated amount of the subaward. B. Subawardees will be paid on a cost reimbursement basis. Reimbursements will be made by CMPDD monthly on the basis of monthly accrued expenditure reports and other reports as required. C. All WIOA expenditures must be on the accrual basis of accounting and reported cumulatively. D. Subaward funds are subject to detailed financial, program and compliance audits. The subawardee is liable for and subject to repayment of any payments determined to be disallowed due to the fault of the subawardee. 5.3 Subawards The proposing organization may not further subcontract out any part of the proposed services without the express written consent of SMW. SECTION 6 PROPOSAL EVALUATION AND RATING 6.1 Selection Process All Proposals will be evaluated by the Evaluation Committee. Programs determined to be most advantageous to the SMW, overall program costs and other factors will be considered in the evaluation. 6.2 Award Process Each proposer submitting a proposal will be notified in writing of any funding decision. Proposals will be evaluated according the following scale. Maximum Section Points Allowable Format and required order of the proposal 10% Demonstrated Ability and Past Performance OR adequate 45%
Page 9 of 16 description of ability to provide the services, including references Fiscal Elements, Budget 45% SECTION 7 - DEMONSTRATED ABILITY AND REFERENCES 7.1 Demonstrated Ability Proposers should describe their demonstrated ability in providing similar services for the past two years. If the proposer has not previously operated a similar program or provided similar services, the proposal should adequately demonstrate to the evaluators that the entity is capable of providing the requested activities. If the proposer has not received a contract or subaward from SMW and/or CMPDD during the most recent two (2) years, they must summarize the relevant qualifications, experience, and expertise of the organization and must distribute the WIOA Reference Form to each of three (3) named references. The reference forms must be sent to CMPDD directly by the reference. Reference forms will NOT be accepted directly from the proposer and they must be received by CMPDD on or before the proposal due date in order to be considered. If the proposer has received applicable contracts or subawards from SMW and/or CMPDD within the last two years, attach the BLANK Reference Form and include the form as part of the proposal. SMW will complete the reference process. SECTION 8 FORMS The following forms are those required in this RFP.
Page 10 of 16 TRANSMITTAL DOCUMENT - PROGRAM YEAR 2017 PROPOSING AGENCY ENTITY NAME: ADDRESS: CITY/STATE/ZIP: FEDERAL EMPLOYER ID #: SIGNATORY OFFICIAL: SUBAWARD CONTACT PERSON: PHONE NUMBER: EMAIL ADDRESS: DUNS/UIN #: LOCATION OF RECORD MAINTENANCE SITE(S): AREA OF SERVICE COUNTIES OR AREA TO BE SERVED: TYPE OF AGENCY **CHECK ONE** PRIVATE NON-PROFIT COMMUNITY BASED ORGANIZATION PRIVATE FOR PROFIT STATE OR LOCAL GOVERNMENT AGENCY PUBLIC (INCLUDING EDUCATIONAL ENTITIES) OTHER (Specify) DATE AGENCY/ORGANIZATION BEGAN OPERATION: PROPOSAL SUMMARY TOTAL FEDERAL FUNDS REQUESTED: $ PROPOSED PERIOD OF OPERATION FROM: April 1, 2018 TO: August 31, 2018 CERTIFICATION This proposal is a bonafide offer to provide the services outlined herein and to adhere to an accrual-based accounting system in conjunction with the budget if a subaward is funded. The proposer is legally authorized to submit this proposal and to conduct the program activities if awarded. The proposer certifies that this proposal complies with the requirements of the WIOA and this solicitation and understands that the SMW assumes no responsibility for the costs of preparing this proposal or negotiating a subaward if one is awarded. NAME OF AUTHORIZED OFFICIAL: TITLE OF AUTHORIZED OFFICIAL: SIGNATURE OF AUTHORIZED OFFICIAL: DATE:
Page 11 of 16 SMW REFERENCE FORM Name of entity providing this reference: Address: Name of entity for which this reference is being provided: Performance Period (Must be within the past 2 program years) Type(s) of program(s) provided: Contract amount: Did the program of the entity for which this reference is being completed attain at least 75% of the above contract s goals? (+2) No (0) Yes Were there any significant or material adverse findings and/or any disallowed and/or questioned costs related to the contract described above? Yes (0) No (+2) If Yes, please attach information and documentation relevant to the history and current status of the significant or material findings and/or disallowed and/or questioned costs. Please rate the above provider according to the following criteria by circling the appropriate score: A) Innovation the degree to which the provider made or suggested participant-centered enhancements to the basic program structure and/or developed materials that enhanced the program s appeal 0 Not innovative 1- Somewhat innovative 2- Exemplary B) Organization the degree to which files, paperwork and records were complete, accurate and orderly 0 Sloppy and/or incomplete 1 Acceptable but could be improved 2 Exemplary C) Cooperation the degree to which the provider followed instructions, met deadlines and responded to requests 0 Uncooperative 1 Slow and uninspired 2 Acceptable D) Fiscal the degree to which financial reporting was accurate, complete and submitted in a timely manner 0 Sloppy and/or incomplete 1 Acceptable but could be improved 2 Exemplary E) Would you re-hire this provider for a future project? 0 No 1- Not willingly 2 Yes, but with reservations 3 Without hesitation Name and phone number of person completing this form: This form and any necessary attachments must be returned ONLY BY THE REFERENCE AGENCY, NOT THE PROPOSING AGENCY to the following address no later than 12:00 Noon CST on March 14, 2018. CMPDD CMPDD P. O. Box 4935 1170 Lakeland Drive Jackson, Ms. 39296-4935 Jackson, MS 39216 References received after the published due date and time will reduce the score of the proposal of the agency for which this reference is being provided.
SOUTHCENTRAL MISSISSIPPI WORKS PROPOSAL BUDGET Southcentral Mississippi Works Page 12 of 16 Proposer s Name: Federal Identification Number: DUNS/EIN Number: Estimated Number of Participants to be Served: (This is an estimate only. The actual number of individuals served will vary depending on the number of hours worked and the hourly wage paid.) Budget Line Item Cost Participant Wages Participant Fringe Benefits Workers Compensation TOTAL
SOUTHCENTRAL MISSISSIPPI WORKS Minimum Threshold Certification Southcentral Mississippi Works Page 13 of 16 The purpose of Minimum Threshold Certification is to collect information necessary to (1) determine whether a proposing agency qualifies as an eligible service provider and (2) rate the demonstrated effectiveness of the agency in providing the proposed services. Minimum Threshold Certification must be completed by the proposing agency for each proposal submitted, and must bear the original signature of the signatory official for that agency. Program Organization: Project/Activity: Program Location: MINIMUM THRESHOLD REQUIREMENTS To be considered, a proposal must meet all Minimum Threshold Requirements. Proposals failing to meet any Minimum Threshold Requirement will not be considered. Requirements for Qualification as an Eligible Service Provider: I. To be eligible, the proposer must be qualified to do business in the State of Mississippi. SMW prefers that service providers be incorporated; however, a service provider may be a sole proprietorship, a commission, or another type of organization when in the best interest of the project proposed. Required Information: Indicate below the nature of the proposing entity (e.g., public, private forprofit, private nonprofit). Private entities should indicate the date and location of incorporation.
Page 14 of 16 II. To be eligible, the proposing agency or its principals: A. May not be debarred, suspended, declared ineligible, or voluntarily excluded from participation in procurement or non-procurement by any federal department or agency; B. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction or contract/contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated above; D. Have not within a three-year period preceding this proposal had one or more public transactions terminated for cause or default. Required Information: Provide a statement that certifies that the proposing organization adheres to all statements in this section. III. To be eligible, the proposer must have an established financial management system in place to ensure effective control of and accountability for WIOA funds and other assets. Required Information: Provide a description of the proposer s established financial management system. IV. To be eligible, the agency shall not have any unresolved audit findings. Required Information: Provide a statement that certifies that the proposing organization has no unresolved audit findings.
Page 15 of 16 V. To be eligible, the agency or its principals shall not be convicted of any crime which indicates mismanagement or fraudulent use of funds by the agency, or insolvency or the agency. Required Information: Provide a statement regarding any involvement of the proposing agency and/or its principals in criminal convictions and/or insolvency. VI. To be eligible, the agency must have in place or must agree to establish the items listed below. Required Information: Indicate whether the proposing agency currently has or will establish the following. For each item below, indicate whether you currently have or will establish 1. Maintenance of separate accounting records for WIOA funds; 2. Maintenance of a fidelity bond with coverage equal to or exceeding the highest amount of funds to be received during the contract period; 3. Payroll time sheets for participants;
Page 16 of 16 VII. By signing this form, the proposer certifies that: 1. Costs have been determined independently, without consultation, communication, or agreement for the purpose of restricting competition, as to any matter relating to such costs with any other proposer or with any competition; 2. Unless otherwise required by law, the costs that have been quoted in the proposal have not been knowingly disclosed by the proposer, and will not knowingly be disclosed by the proposer, prior to award directly or indirectly to any other proposer or to any competition; and, 3. No attempt has been made by the proposer to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition. VIII. CERTIFICATION STATEMENT This certification statement is a material representation of fact. The signatory official, by signing and submitting this Minimum Threshold Certification, hereby attests that all statements contained herein are true and correct. The proposer agrees that submission of intentionally false or misleading information will result in the removal of this proposal from any consideration for funding. All information contained in this document is subject to verification. Name of Proposing Entity Name of Certifying Official Signature of Certifying Official Date