Innovation and Expansion Projects ITQ Contract #4400013615 Request for Quote (RFQ) 6100035700 Statement of Work Category 10 Project Name: Department: Date: September 2015 Innovation and Expansion Project Providing Pre-Employment Transition Services for Students with Disabilities Department of Labor and Industry, Office of Vocational Rehabilitation 1. OBJECTIVES: The key objective for this project is the development of an Innovation and Expansion Project to provide new strategies and programs to provide Pre-Employment Transition Services for Students with the most significant disabilities, as defined in the Rehabilitation Act of 1973, as amended. These new programs will comply with the Office of Vocational Rehabilitation State Plan and target the development of new strategies and programs that currently may not be available in a District Office s service area. The 2015 State Plan has been revised to include the following language: These projects will target expansion of employment services into rural and underserved counties, job readiness and job placement of customers with the most significant disabilities who have traditionally been underserved, and/or the development of Industry Integrated Employment programs, as well as other innovative strategies identified by local OVR staff. OVR anticipates that potential contracts would generally be up to $150,000 for the initial project year. Higher contract awards could be accepted for proposals of exceptional activity, as funds are available. Depending on the availability of funds, OVR will use Pre-Employment Transition Funds for the development of these Innovation and Expansion Projects. OVR is seeking community projects that result in competitive integrated employment of persons with the most significant disabilities. Section 7(5) of the Act defines competitive integrated employment as work that (i) Is performed on a full-time or part-time basis (including self-employment) and for which an individual is compensated at a rate that (A) Is not less than the higher of the rate specified in section 6(a)(1) of the Fair Labor Standards Act of 1938 (29 U.S.C. 206(a)(1)) or the rate required in the applicable State or local minimum wage law; (B) Is not less than the customary rate paid by the employer for the same or similar work performed by other employees who are not individuals with disabilities and who are similarly situated in similar occupations by the same employer and who have similar training, experience, and skills;
(C) In the case of an individual who is self-employed, yields an income that is comparable to the income received by other individuals who are not individuals with disabilities and who are self-employed in similar occupations or on similar tasks and who have similar training, experience, and skills; (D) Is eligible for the level of benefits provided to other employees; and (ii) Is at a location-- (A) Typically found in the community; and (B) Where the employee with a disability interacts for the purpose of performing the duties of the position with other employees within the particular work unit and the entire work site, and, as appropriate to the work performed, other persons (e.g., customers and vendors), who are not individuals with disabilities (not including supervisory personnel or individuals who are providing services to such employee) to the same extent that employees who are not individuals with disabilities and who are in comparable positions interact with these persons; and (iii) Presents, as appropriate, opportunities for advancement that are similar to those for other employees who are not individuals with disabilities and who have similar positions. Transition-Related definition: Student with a Disability: The ACT, Section 7(37) (37) STUDENT WITH A DISABILITY. (A) IN GENERAL. The term student with a disability means an individual with a disability who (i)(i)(aa) is not younger than the earliest age for the provision of transition services under section 614(d)(1)(A)(i)(VIII) of the Individuals with Disabilities Education Act (20 U.S.C. 1414(d)(1)(A)(i)(VIII)); or (bb) if the State involved elects to use a lower minimum age for receipt of preemployment transition services under this Act, is not younger than that minimum age; and (II)(aa) is not older than 21 years of age; or (bb) if the State law for the State provides for a higher maximum age for receipt of services under the Individuals with Disabilities Education Act (20 U.S.C. 1400 et seq.), is not older than that maximum age; and (ii)(i) is eligible for, and receiving, special education or related services under part B of the Individuals with Disabilities Education Act (20 U.S.C. 1411 et seq.); or (II) is an individual with a disability, for purposes of section 504. Eligible bidders are existing public or private entities that possess the infrastructure, a proven track record, and at least five (5) years of demonstrated experience and expertise to provide rehabilitation services to persons with the most significant disabilities. Bidders must also have an established collaborative relationship with the local OVR District Office. OVR is interested in receiving bids to develop this project for Altoona BVRS District Office serving Bedford, Blair, Centre, Fulton and Huntingdon Counties, Erie BVRS District Office serving Clarion, Crawford, Erie, Forest, Mercer, Venango, and Warren Counties, Wilkes-Barre BVRS District Office Page 2 of 9
serving Bradford, Columbia, Luzerne, Lackawanna, Pike, Sullivan, Susquehanna, Wayne and Wyoming Counties, Allentown BVRS District Office serving Lehigh, Northampton, Carbon and Monroe Counties, the Norristown BVRS District office serving Bucks, Chester, Delaware, and Montgomery Counties, the Philadelphia BVRS District Office serving Philadelphia County, Pittsburgh BVRS District Office serving Allegheny County, New Castle BVRS District Office serving Armstrong, Beaver, Butler and Lawrence Counties and the Reading BVRS District Office serving Berks and Schuylkill Counties. OVR expects to fund at least nine projects serving these nine District Offices. OVR will also accept Bids to serve other BVRS/BBVS District Offices or multiple District Offices across the State. Each project must meet the Objectives and Deliverables listed in this Statement of Work. 1. GENERAL OBJECTIVE (Contractor): The key objective for this project is the successful execution of a Pre-Employment Transition Services Project in a local District Office area to serve 25 students with disabilities during the 2016 school year. The overall goal is to provide eligible students with disabilities with Pre- Employment Transition Services as defined by Section 113 of the Act. The themes for the project will be all of the following: 1) Job exploration counseling; 2) Work-based learning experiences, which may include in-school or after school opportunities, or experience outside the traditional school setting (including internships), that is provided in an integrated environment in the community to the maximum extent possible; 3) Counseling on opportunities for enrollment in comprehensive transition or postsecondary educational programs at institutions of higher education; 4) Workplace readiness training to develop social skills and independent living; and 5) Instruction in self-advocacy (including instruction in person-centered planning), which may include peer mentoring (including peer mentoring from individuals with disabilities working in competitive integrated employment). 2. SPECIFIC OBJECTIVES (Contractor): 1) The program will serve 25 students with disabilities, who are OVR customers. 2) The program will result in the successful transition of at least 19 students served in this project from high school to Competitive Integrated Employment or post-secondary education. 3) The program will be developed collaboratively with local community agencies or providers serving school-aged students. 4) The program will be developed in close collaboration with the Office of Vocational Rehabilitation through Early Reach Coordinators, Transition VR Counselors and District Office Supervisory/Management staff. Page 3 of 9
2. NATURE and SCOPE of the PROJECT [DELIVERABLES]: 1. Contractor will serve twenty-five (25) students with disabilities in Pre- Employment Transition Services Project resulting in the successful transition of at least 19 students from high school to Competitive Integrated Employment or postsecondary education. 2. Contractor will recruit referrals for this project in conjunction with OVR counselors in the area. 3. Contractor will develop a plan for appropriate post-secondary education or employment to serve this student population. This plan will be developed through the following activities: intake interviews, review of existing information and discussion with the school system, other collaborating agencies and the OVR counselor. 4. Contractor will allow the following types of pre-employment transition services : 1) Job exploration counseling including a combination of the following activities: a. Vocational Interest Inventories b. Job Shadowing c. Informational Interviews d. Group/Individual Career Exploration Counseling Sessions e. Computer-based applications f. Discovery 2) Work-based learning experiences, which may include in-school or after school opportunities, or experience outside the traditional school setting (including internships), that is provided in an integrated environment in the community to the maximum extent possible including a combination of the following: a. Job Shadowing b. Work Tryouts c. Paid Work Experiences/On-the-Job Training to be determined on a case by case basis and must be consistent with OVR policy. Wages must be paid at minimum wage or higher. OVR will have funds available to support these wages. d. Job Mentoring e. Customized Employment 3) Counseling on opportunities for enrollment in comprehensive transition or postsecondary educational programs at institutions of higher education including a combination of the following activities; a. Orientation to the Think College website b. Review of current Comprehensive Transition Programs (CTP) or post secondary programs for persons with ID in Pennsylvania. c. Orientation to Science, Technology, Engineering and Math (STEM) Careers and post-secondary STEM Programs in Pennsylvania. Page 4 of 9
d. Project Promoting Academic Success (PAS) or other post-secondary preparatory program. e. Education about the differences between high school & college/postsecondary education. f. Tours of local post-secondary education programs including community colleges, state universities, state-affiliated universities and private universities. 4) Workplace readiness training to develop social skills and independent living including a combination of the following activities: a. Instruction/Curriculum on Skills to Pay the Bills or a similar program in content; b. Job Readiness Training; c. Soft Skills Training; d. Financial Planning, Budget and Money Management Training; e. Time Management Training; f. Personal/professional hygiene and attire; and g. Interpersonal Communications 5) Instruction in self-advocacy (including instruction in person-centered planning), which may include peer mentoring (including peer mentoring from individuals with disabilities working in competitive integrated employment) or a combination of the following activities: a. Group/Individual Instruction on Self-Determination; b. Group/Individual Instruction on Disability Awareness/Self-Advocacy; c. Group/Individual Instruction on Youth Leadership; d. Peer mentoring training; and e. Peer mentoring services. 6. Contractor will provide all of the following types of services on the job (if appropriate): 1) Job Coaching Job coaching refers to the training of an employee by an approved specialist, who uses structured intervention techniques to help the employee learn to perform job tasks to the employer's specifications and to learn the interpersonal skills necessary to be accepted as a worker at the job site and in related community contacts. In addition to job-site training, job coaching includes related assessment, job development, counseling, advocacy, travel training and other services needed to maintain the employment 2) Provide consultation and training to current non-disabled employees on the job site to develop natural supports and ensure a supportive environment 7. Contractor will provide, as appropriate, all of the following types of services for a goal of post secondary education: 1) On site exploration of college or trade school environments 2) Interviews with students or professors in the field of interest Page 5 of 9
8. Contractor will establish collaborative relationships with the following entities, as applicable, and should include other relationships as necessary: 1) Office of Vocational Rehabilitation 2) Department of Labor &Industry, CareerLink 3) Juvenile Justice System 4) Office of Development Programs (ODP) 5) Office of Mental Health and Substance Abuse (OMSHAS) Programs 6) Secondary School System 7) Post-Secondary School System 8) Department of Human Services 9) Any applicable community programs 9. Contractor will present a clear project evaluation plan with a quantifiable approach to measure progress towards project objectives and deliverables. This plan will include timetables, scheduled activities, dates for review and staff responsible for evaluating each activity. 10. Contractor will complete data collection as per established criteria and submit Quarterly and Final Reports to OVR 11. Contractor will collect and report on any additional data required by OVR. 12. Contractor will submit a detailed plan to sustain this Pre-Employment Transition Services Project after the initial year. 13. Pre-Employment Transition Services for Students will be demonstrated by: 1) Successful Outcomes will be provided to the District Administrator of the local OVR office to include: Customer names, Case ID Numbers of students employed, name of employer, salary, start dates and title of job. Names and identification numbers of students in Post Secondary Education 2) Interim Outcome measures will include: Names and identification numbers of the students who have completed the above outlined Deliverables 14. Contractor will facilitate Benefits Planning Assistance as part of their service delivery program. 15. Contractor will communicate and collaborate with the OVR Local Business Team as Paid Work Experience/On-the-Job Training are developed with area employers. OVR will have funds available to support customer wages while participating in the Paid Work Experience/On-the-Job Training. 3. IMPLEMENTATION: 1. The Contractor will provide a realistic Work Plan, a Timeline, and a Budget and Budget Narrative to implement the Transition Project as part of the Request for Quote. Page 6 of 9
2. Contractor will provide Quarterly Reports and Financial Status Reports as required. 3. The Contractor will meet monthly with the OVR Counselor to review progress on the project. 4. Contractor will submit a Request for Funds (RFF) quarterly to draw down funds to operate the program. 4. REPORTS AND PROJECT CONTROLS: 1. Contractor will provide to the local District Administrator the completed Quarterly Report at the end of each quarter along with the Financial Status Report and Staff Certification Forms. 2. Contractor will submit a Final Report at the end of the project. The format for this report will be provided. 5. METHOD OF AWARD: MULTIPLE AWARD, BEST VALUE DETERMINATION - REQUEST FOR QUOTE (RFQ): To be eligible for selection a bid must be submitted on time and be properly signed by the Bidder. A Multiple Award will be made on the Best Value Determination of all responsible and responsive Bidders who comply with the Eligibility Requirements set forth in this RFQ. The Request For Quote Process includes these four (4) steps: 1). When services are needed for a specific District Office, OVR will issue a written Request for Quotes (RFQ) via Email to Bidders on the List of Responsive and Responsible Bidders, 2). The RFQ will include detailed quote instructions, 3). After the RFQ is issued and quotes are received, OVR will select a Bidder based upon a Best Value Determination, and 4) OVR may issue a Purchase Order/Funds Commitment to the selected Bidder based upon the Best Value Determination. OVR reserves the right to award an Innovation and Expansion Purchase Order/Funds Commitment based on available funding after the Best Value Determination has been completed. 6. ALLOWABLE AND UNALLOWABLE COSTS: Costs must be directly related to the development and operation of the Innovation and Expansion Project. Bidders are strongly encouraged to build upon existing resources, including use of existing facilities to support the project. Allowable Costs: Personnel costs and fringe benefits Equipment required for the operation of the new/expanded project Staff Travel Project supplies Consultation Other costs allowed by the Rehabilitation Services Administration and required for the operation of the project Page 7 of 9
Disallowable Costs: Building construction, includes purchase of a building Renovations or alterations Administrative costs or Indirect costs costs that have been incurred for common or joint objectives and cannot be readily identified with a particular final cost objective Vehicles Customer wages or stipends Entertainment expenses, including refreshments for any type of celebration or meeting Finance charges, fines or interest charges Projects supported during the fiscal year with other state or federal funds. Any costs associated with the development of this bid Other costs disallowed by the Rehabilitation Services Administration 7. OPTION TO ADD/REMOVE SERVICES: The addition and/or deletion of any service during the life of the Purchase Order/Funds Commitment will be at the sole discretion of the Department of Labor and Industry, if it is deemed to be in the best interest of the Commonwealth of Pennsylvania. Existing services may be removed from the Purchase Order/Funds Commitment for reasons including if they are no longer required as part of the project or it has been determined by the Department of Labor and Industry that their removal is in the best interest of the Commonwealth. 8. ELIGIBILITY REQUIREMENTS: In order to be eligible to bid on the Innovation and Expansion Project, Bidders must meet and affirm the following: 1. Participants will be placed in competitive integrated employment. Competitive integrated employment is defined specifically on pages 1-2 of this RFQ. 2. Eligible bidders are existing public or private entities that possess the infrastructure, a proven track record, and at least five (5) years of demonstrated experience and expertise to provide rehabilitation services to persons with the most significant disabilities. 3. All New Hire job descriptions are included with the Request for Quote. 4. Any consultants/staff resumes are included with the Request for Quote. 5. Projects will only serve eligible OVR customers who are students with the most significant disabilities. 6. Contractor may revise the project only upon approval of OVR. 7. Bidder must provide Pre-Employment Transition Services to OVR student customers of the Pittsburgh BVRS District Office, Altoona BVRS District Office, Erie BVRS District Office, Wilkes-Barre BVRS District Office, Allentown BVRS District Office, Norristown BVRS District Office, Philadelphia BVRS District Office, New Castle BVRS District Office or the Reading BVRS District Office. OVR will also accept Bids to serve other BVRS/BBVS District Offices or multiple District Offices across the State. Page 8 of 9
8. By the submission of your Bid, you are considered to be agreeing to these requirements and that you meet these requirements, and you will complete all the Deliverables listed in the Statement of Work. The OVR office shall ask for information as needed at any time to insure compliance. 9. BID SUBMISSION: Complete and return the following documents, as required, in response to this RFQ: 1. The Bid form, Work Plan, and Budget Spreadsheets. 2. Attachment B - Domestic Workforce Utilization Certification 3. Attachment C - Budget Proposal Spreadsheet Template 4. Attachment D - General Conditions and Instructions to Bidders for a Request for Quote 5. Attachment E - Lobbying Certification 6. Attachment F - Disclosure of Lobbying Activities Form. 7. Attachment G - Federal Funding Accountability and Transparency Act Sub- Recipient Data Sheet 8. Attachment H - Innovation and Expansion Project Implementing Requirements 9. Attachment I - Compliance Review Form 10. Attachment J - Timeline 10. PERIOD OF PERFORMANCE: Subject to the availability of funds, the Purchase Order/Funds Commitment will be effective for one year from January 1, 2016 or the date upon approval of the final Commonwealth signatory, which ever date comes later, until December 31, 2016. If funds are available, successful projects may be renewed for an additional year. 11. BILLING AND REPORTING REQUIREMENTS: The Contractor shall submit to OVR a Request for Funds (RFF) for advance payment for anticipated costs to perform services during each quarter, using the format and form supplied by OVR. Contractors will be required to maintain records that are sufficient to fully disclose the extent and nature of all services provided for 5 years. Additional reporting requirements may be required to satisfy OVR. 12. SENSITIVE INFORMATION: Adhere to the confidentiality requirements of the Federal Rehabilitation Act of 1973, as amended, and its governing regulations. Respect confidentiality of all OVR employees and customers. 13. SPECIAL REQUIREMENTS Adhere to DGS Contract Terms and Conditions. Adhere to OVR Implementation Requirements Page 9 of 9