2010-13 Request For Proposal Word .doc

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2010-13 Request For Proposal Word .doc

  1. 1. REQUEST FOR PROPOSAL (RFP) Workforce Investment Act TITLE IB YOUTH PROGRAM And American Recovery and Reinvestment Act or Federal Stimulus SUMMER YOUTH PROGRAMS (RFP) July 1, 2010 through August 31, 2013 Kings County Job Training Office Street Address: Mailing Address: 124 North Irwin Street Kings County Government Center Hanford, CA 93230 1400 West Lacey Blvd. Phone: (559) 585-3532 Hanford, CA 93230 Fax: (559) 585-7395 Issue Date February 18, 2010 Deadline for Submissions April 16, 2010 5:00 pm Technical Assistance: Vince Velo Phone: (559) 585-3562 Individuals with disabilities, who require Fax: (559) 585-7395 additional assistance, may contact Vince Velo for E-mail: Vincent.Velo@co.kings.ca.us assistance. All technical assistance, questions must be in written format and either e-mailed, faxed, or hand delivered to the attention of Vince Velo at the Kings County One-Stop Job Center. All questions will be responded to in form of e-mail or fax. Questions and answers will be made available to all bidders by e-mail or they may be picked up at the Kings County Job Training Office, 124 North Irwin Street Hanford, CA 93230 Questions will be answered in the order received. Bidder’s Conference February 25, 2010 1:30 pm One-Stop Job Center RSVP to Vince Velo (559) 585-3562 Large Conference Room 124 North Irwin Street Hanford, CA 93230 1
  2. 2. The Kings County Workforce Investment Board Invites your application to provide services under the Workforce Investment Act For Title I, Subpart B: Youth Activities DEADLINE FOR SUBMISSION OF PROPOSALS: In order to be considered for funding, the original unbound proposal, together with four (4) complete copies, must be submitted in a sealed envelope labeled with the name of your agency, and the proposed program on the outside. Do not staple or bind your proposals. Faxed or e-mailed copies are not acceptable. Proposals must address the timeframe between July 1, 2010 through August 31, 2013. All proposals must be received by the Kings County Job Training Office on or before 4:00 p.m., Friday, April 16, 2010. Send to: Kings County Job Training Office One-Stop Job Center Mailing Address: 124 N. Irwin Street Hanford, CA 93230 or Hand deliver: Kings County One-Stop Job Center 124 North Irwin Street Hanford, CA 93230 Attention: Vince Velo This deadline applies to all methods of submittal whether hand-delivered or mailed. Deposit of a proposal into the mail or delivery to a different person or address does not constitute proposal submission unless the proposal is received and stamped by the Kings County Job Training Office on or before the deadline. Persons who hand deliver proposals will be issued a “Notice of Receipt of Proposal”. All proposals submitted will be marked with time and date indicated. Timely submission of proposals is the sole responsibility of the proposer. Proposals not received by the required date and time will not be accepted and will be returned to the proposer. Technical assistance questions must be in written format and e-mailed, faxed, or hand delivered to the attention of Vince Velo, Program Manager. Contact information is shown on the cover page of this RFP. Questions and answers will be made available to bidders by e-mail, or they may be picked up at the Kings County Job Training Office. Questions will be answered in the order received. RFP approved for release by the Kings County Workforce Investment Board on February 18, 2010 John S. Lehn, JTO Director 2
  3. 3. Kings County Youth Program RFP TABLE OF CONTENTS SECTION I: Significant Dates------------------------------------------------------------4 SECTION II: Overview----------------------------------------------------------------------5 A. Overview of the Workforce Investment Act-------------------------5 B. Request for Proposals (RFP) Overview------------------------------5 C. Deadline for Submission of Proposals--------------------------------6 D. Technical Assistance and Bidder’s Conferences--------------------6 E. Eligible Organizations--------------------------------------------------7 SECTION III: General RFP Information-------------------------------------------------8 A. Responsibilities of Lead Agency--------------------------------------8 B. Administrative Costs----------------------------------------------------9 C. Available Funding-------------------------------------------------------9 D. Selection of Service Providers-----------------------------------------9 E. Proposal Review and Rating Process----------------------------------10 F. Evaluation Factors------------------------------------------------------11 G. Appeals Process---------------------------------------------------------13 H. Contract Term-----------------------------------------------------------13 I. General Proposal Conditions-------------------------------------------13 SECTION IV: WIA Title IB Program Services------------------------------------------16 A. Legislative Purpose-----------------------------------------------------16 B. Program Objectives-----------------------------------------------------16 C. Geographic Area--------------------------------------------------------17 D. Target Population-------------------------------------------------------17 E. Performance Measures--------------------------------------------------19 F. Program Design Components------------------------------------------19 G. Program Elements-------------------------------------------------------21 H. Program Conditions and Constraints---------------------------------24 SECTION V: American Recovery and Reinvestment Act Program----------------24 SECTION VI: SUBCONTRACTING REQUIREMENTS----------------------------25 A. General Contract Conditions-------------------------------------------25 B. Contract Modifications-------------------------------------------------26 SECTION VII: PROPOSAL FORMAT----------------------------------------------------26 A. General Preparation Guidelines----------------------------------------26 B. Program Narrative-------------------------------------------------------27 C. RFP documents to be completed---------------------------------------28-40 DEFINITIONS OF TERMS----------------------------------------------41-47 SECTION VIII: ADDENDUM----------------------------------------------------------------48 A. Performance Measures---------------------------------------------------48-49 3
  4. 4. B. Planned Performance Goals----------------------------------------------50 SECTION I: SIGNIFICANT DATES EVENT RESPONSIBLE DATE, TIME & PARTY PLACE February 18, 2010 Release of Youth RFP JTO Staff WIB meeting February 25, 2010 Bidder’s Conference JTO Staff 1:30 p.m. One-Stop Job Center April 16, 2010 Deadline for Proposal Submission Proposer 5:00 P.M. One-Stop Job Center Evaluation Team Review of Proposals Evaluation Team May 3, 2010 and Final Recommendations One-Stop Job Center Award Announcement; Authorization May 6, 2010 for JTO Director to Negotiate an JTO Staff WIB Meeting Agreement Contract Negotiations and Appeal Period JTO Staff May 6-30, 2010 Service Provider Contracting and Technical Assistance Commences Not earlier than Agreement Signed (Grant Award) JTO Staff and Proposer June 14, 2010 Agreement Commences Funded July 1, 2010 Service Provider NOTE: All dates after the final proposal submission deadline are approximate and may be adjusted as conditions dictate, without addendum to this RFP. 4
  5. 5. SECTION II: OVERVIEW A. Overview of the Workforce Investment Act Workforce investment activities are intended to increase the employment, retention, earnings, and occupational skill attainment of participants, thereby improving the quality of the workforce, reducing welfare dependency, and enhancing the productivity and competitiveness of our Nation. WIA provides the framework for a workforce preparation and employment system designed to be customer-focused in meeting both the needs of businesses for skilled workers, and assisting individuals in easily accessing the information and services needed to manage their careers. The law embodies seven key principles: 1. Streamlining services through the One-Stop delivery system; 2. Empowering individuals to take responsibility for services they require to succeed in the local labor market; 3. Universal access to the One-Stop system is available to anyone who wants to advance his/her career; 4. Increased accountability for States, local areas, and providers of services requiring performance and customer satisfaction to be a top priority; 5. Strong role for local Workforce Investment Boards and the private sector in designing and managing programs at the local level where the needs of businesses and individuals are best understood; 6. State and local flexibility to design and implement customer-focused, comprehensive delivery systems tailored to meet the particular needs of local and regional labor markets; 7. Improved youth programs offering a broad range of coordinated services linked more closely to local labor market needs. B. Request for Proposals (RFP) Overview The Kings County Workforce Investment Board is requesting proposals from organizations interested in operating a comprehensive WIA Title I-B Youth Program. These programs must be dedicated to providing services in all ten program elements listed in WIA Section 129(c) (2) and Section 664.410 of 20 CFR 652 et al. to improve the quality of the emerging workforce by providing opportunities for eligible youth to acquire the educational and skill competencies necessary for successful transition into adulthood, careers, and further education and training. Programs will be customer-focused, make accountability for performance and customer satisfaction a top priority, and expand linkages and collaborative efforts that foster a comprehensive system of services to meet the workforce development needs of eligible youth in Kings County. All training programs must be responsive to local labor market demands, dedicated to improving the quality of the workforce, and assist individuals in their goal to obtain self-sufficient employment. 5
  6. 6. The Kings County Workforce Investment Board reserves the right to make changes to the policies contained in this RFP, based upon statutory and regulatory requirements of the Workforce Investment Act and other Federal, State, or local policy and guidance regarding the implementation of WIA Title I-B youth programs. Should unanticipated changes become necessary, relevant information will be made available at the Kings County One-Stop Job Center located at 124 North Irwin Street, Hanford, CA. This RFP is developed pursuant to 20 CFR Part 652, et al, the Workforce Investment Act; Final Rules, and the Workforce Investment Act of 1998. Procurement transactions by the Kings County Workforce Investment Board are conducted in a manner providing full and open competition, consistent with standards codified at 29 CFR part 97 and 29 CFR part 95. Solicitation Title I-B Youth Activities will be awarded through this RFP. Services shall be eligible to residents of Kings County and those otherwise approved to receive services by the JTO Director. Conflict of Interest In order to ensure a free and open competition that avoids any conflict of interest or unfair advantage, real or apparent, Kings County Workforce Investment Board conflict of interest policy 2004-1, dated September 2, 2004 and the Kings County Job Training Office Conflict of Interest/Non-Disclosure Standard of Conduct will be strictly followed. C. Deadline for Submission of Proposals In order to be considered for funding, the original proposal, together with four (4) complete copies, must be received in the Kings County One-Stop Job Center no later than 5:00 p.m., on April 16, 2010. Proposals e-mailed or faxed will not be accepted. Persons who hand deliver proposals will be issued a “Notice of Receipt of Proposal”. All proposals submitted will be marked with a time and date received. Timely submission of proposals is the sole responsibility of the proposer. Late proposals will not be considered for grant award. Exceptions will not be allowed and there is no appeal for not meeting the proposal submission deadline. D. Technical Assistance and Bidder’s Conferences A Bidder’s Conference has been scheduled for February 25, 2010 at 1:30 pm. At the session, Kings County Job Training Office staff will review the RFP and respond to questions regarding requirements of the RFP. Staff will not provide assistance regarding a proposer’s program design. All prospective bidders should plan to attend the session. Due to space limitations, an RSVP is recommended. For scheduling, please contact Vince Velo at (559) 585-3562, or by e-mail at Vincent.Velo@co.kings.ca.us. Bidder’s Conference will be held at: One-Stop Job Center Large Conference Room 124 North Irwin Street Hanford, CA 93230 Thursday, February 25, 2010 at 1:30 pm If requesting special accommodations, please contact Vince Velo at (559) 585-3562 or by e-mail at Vincent.Velo@co.kings.ca.us. 6
  7. 7. E. Eligible Organizations Proposals will be accepted from public, private non-profit and private for-profit organizations. NOTE: Private for-profit organizations must clearly identify the amount and percentage of profit in their budget narrative and forms. The applying organization(s) must have all of the following: 1. A minimum of two (2) years documented, successful experience within the last four (4) years in providing comprehensive workforce development services to WIA eligible youth or similar high-risk youth populations. The experience and services provided must be the same or similar to those being requested in this RFP; 2. Demonstrated ability to coordinate services with local youth serving organizations and the local service delivery system; 3. Documentation of experience as a previous WIA grant recipient or the demonstrated capability to conduct and administer a federally funded project similar to that requested in this RFP; including the ability to collect and report financial and participant data as required; 4. Documentation of existing service delivery points in each city or town in Kings County, or the identification of future service delivery points in each city or town in Kings County if successful bidder; 5. Documentation of ability to provide services in all ten program elements listed in WIA Section 129(c)(2) and Section 664.410 of 20 CFR 652 et al. either in a comprehensive or collaborative design. 6. Qualified applicants must have the capacity to be operational within 30 days of grant award; The Kings County Workforce Investment Board does not encourage subcontracting of WIA funds. Nor does the Kings County Workforce Investment Board intend the selected service provider(s) to act as a “pass-through” funneling WIA funds to other entities that in turn provide the services. The selected service provider is expected to use awarded funds to provide direct services to eligible participants. The selected service provider(s) will provide the connecting linkages between workforce development, education, social services, other youth serving organizations and the business community. Intentionally linking WIA-funded and non-WIA funded services creates a more cost effective and cohesive system that maximizes services, minimizes duplication, and improves interagency communication and service coordination. Entities described in Section 501(c) (4) of the Internal Revenue Code that engage in lobbying activities are not eligible to receive funds under this RFP. See Section 18 of the Lobbying Disclosure Act of 1995, PL 104-65, 109 Statute, 691. 7
  8. 8. SECTION III GENERAL RFP INFORMATION A. Responsibilities of the Lead Agency 1. Contracting with the Kings County Job Training Office and complying with all terms and conditions of that agreement for the delivery of services; 2. Cooperating with the Kings County Workforce Investment Board, Job Training Office and the Youth Council in the development and implementation of the local youth workforce development system; 3. Cooperating with other funded service providers; 4. Ensuring that the services provided are readily accessible to the individuals seeking services; 5. Ensuring that the program is fully staffed with qualified individuals who must maintain regular office hours at the Kings County One-Stop Job Center; 6. Oversight and monitoring of all program activities, including the activities of collaborative partners; 7. Proper accounting and administration of all program funds; 8. Collaborating with organizations identified in the proposal and those mandated by the Kings County Job Training Office and/or State; including, but not limited to: ♦ Local education agencies; ♦ Social service agencies, public housing agencies, Probation Department, TANF, foster care, and other related programs; ♦ Business/Industry; ♦ One-Stop Centers and system; 9. Reviewing and submitting all MIS documentation to the Kings County Job Training Office; 10. Providing services to individuals eligible for participation in the program; including those with barriers to employment such as individuals with disabilities, offenders, school dropouts and individuals deficient in basic skills; those lacking occupational skills; youth with limited English proficiency; parenting, pregnant, foster care, runaway or homeless youth; youth identified as “at risk” by a local education agency; and, youth with a family history of seasonal or chronic unemployment; 11. Coordinating with partners in program design, implementation, capacity building/staff development, and ensuring the program meets performance outcomes stated in the contract; 12. Assurance that all provisions found in 29 CFR 95 Appendix A and 29 CFR 97 are strictly followed throughout the contract period with special attention to 29 CFR 97.34, 97.35, and 97.36, relating to grants and agreements with institutions of higher education, hospitals, and other non-profit organizations; and with commercial organizations, foreign 8
  9. 9. governments, organizations under the jurisdiction; of foreign governments, and international organizations. B. Administrative Costs There is no administrative costs category associated with this RFP. The provision of direct services by a contractor to eligible customer are categorized in the training cost category. C. Available Funding The estimated funds available for the first program year of the RFP is $732,500. Budgets should be developed using this funding amount. The Kings County Workforce Investment Board may increase or decrease funding at any time during the RFP process or during the Term of the Agreement based on funding availability and contractor performance. NOTE: The funding available is only an estimate. Final funding will be presented during contract negotiations with the successful service provider once final allocations and available funds are received by the Kings County Workforce Investment Area. D. Selection of Service Provider 1. The primary consideration in selecting agencies or organizations to deliver services will be an evaluation of the applicant’s recent experience in providing the type of services being requested. Key factors in this evaluation will include: the applicant’s ability to attain, track and report performance as required by the WIA Performance Indicators; experience in collaboration and integration of services; experience in working with the target population(s); provision of quality training and the ability to incorporate all required services; the likelihood of achieving contractual goals and performance outcomes; staff qualifications and turnover; cost reasonableness; and program oversight. 2. Funds provided under WIA shall not be used to duplicate services. If more than one proposal is submitted providing the same services to the same target population within the same geographic area, only one proposal will be selected for funding. All proposals will receive equal consideration for funding, and determinations will be based upon the applicant’s history and experience in providing the proposed services per the evaluation criteria cited above (#1). Should the Kings County Workforce Investment Board determine that alternative services would be effective or would have potential to achieve the local area’s performance goals, additional services may be funded. 3. Recognizing the limitations of WIA resources, applicants are strongly encouraged to form collaborative relationships with other entities that possess expertise and resources relevant to the needs of youth, and develop a system-wide approach that maximizes the available resources and provides a comprehensive array of services responsive to the unique needs of the target populations. During the proposal review process, proposals illustrating collaboration and the leveraging of alternative resources may receive up to 5 bonus points, which will be added to their total score. 4. Occupational skills training programs will not be funded unless the levels of skills provided in the training is in accordance with guidelines established by the Kings County 9
  10. 10. Workforce Investment Board (i.e., a competency or skill(s) recognized by employers, current labor market demand, and/or skills certification upon completion). 5. Funding determinations will be made through a competitive procurement process, including: (a) a determination of the ability of the proposer(s) to meet program design specifications established by the Kings County Workforce Investment Board that takes into account the purpose of the Workforce Investment Act; and (b) documentation of compliance with procurement standards under the WIA Regulations 20 CFR Part 652 et al, including reasons for selection. Funded service providers shall be subject to all applicable federal, state, and local Workforce Investment Area policies and regulations, as may be amended from time to time. E. Proposal Review and Rating Process The proposal review process will include the following activities: 1. All proposals will be screened for compliance with the Workforce Investment Act, final Federal Regulations, State policy, the Kings County Workforce Investment area five year plan, and compliance with the specifications of this RFP; 2. Awards are to be made to organizations possessing the demonstrated ability to perform successfully under the terms and conditions of the proposed Agreement; 3. Proposers may be invited, at the discretion of the Kings County Workforce Investment Board, to answer any questions before the Youth Council or full Kings County Workforce Investment Board. General presentations will not be permitted unless requested by the Workforce Investment Board or Youth Council; 4. All responsive proposals will be reviewed, scored, and ranked. Readers will evaluate each proposal for acceptability, with emphasis placed on responsiveness to the RFP specifications; ability to meet requested performance; reasonable, allowable, necessary, and competitive costs, as measured by the review of the line item budget; program design; and comparison to all other proposals. Proposals will be scored on a 100-point scale and must receive a minimum rating of 65 points to be considered for funding by the Workforce Investment Board. 5. The evaluation team shall be comprised of representatives from the Kings County Workforce Investment Board, the Kings County Youth Council or their designees and experts in WIA youth program services. Individuals selected to evaluate proposals and make funding recommendations must follow federal and state and local guidelines regarding conflict of interest. 6. Recommendations will be presented for consideration to the full Kings County Workforce Investment Board, will which make final funding decisions. 7. Kings County Job Training Office staff shall negotiate and execute contracts with proposer(s) approved for funding. These negotiations will take place after final funding 10
  11. 11. approval by the Kings County Workforce Investment Board. Discussions may center on such items as cost, program design, service levels and service by geographic locations or target populations. F. Evaluation Factors Proposals will be evaluated in the following categories: I. RFP Specifications- 5 points This category will evaluate the degree to which the proposals meet the format specifications required in Section VII of this RFP. Note: Proposals that do not conform to the format identified in this RFP will not be considered for funding. II. Demonstrated Ability – 35 points Proposer must have 2 years experience within the past four years in providing services similar to those being proposed, including the ability to attain, track and report performance as required by the WIA Performance Indicators to be considered for funding. Evaluation of the performance and management capability of the proposing agency(s) will include: 1. Experience in the provision of services similar to those being sought; 2. Demonstrated success with the group targeted for services; 3. Performance outcomes and the ability to meet the federal performance standards; 4. Experience in providing comprehensive (all ten elements) Youth Services activities under the Workforce Investment Act; 5. Demonstrated ability in the administration of similar services that includes the necessary organizational and operational controls and a satisfactory record of integrity, business ethics, and fiscal accountability; 6. Staff qualifications including staffing levels; 7. Experience in collaboration. In evaluating existing Kings County Job Training Office-funded Workforce Investment Act subcontractor, consideration will be given to performance data on file with the Kings County Job Training Office, inclusive of monitoring reports, audits, etc. All non-WIA performance data must be fully documented and made available for review by the review team and/or the Kings County Workforce Investment Board and Youth Council. 11
  12. 12. III. Program Design – 40 points This category will evaluate how clearly the proposal defines requested services specified in the RFP, including: 1. How well the proposed program has been designed to meet the specified goals of providing employment and training services to Kings County Youth; 2. The extent to which all required services will be available; 3. The extent of collaboration/services integration; 4. Service strategies for all ten required elements; 5. Plan for development of employer relations and employment opportunities for customers; 6. How the proposed program design and service mix will assure meeting Department of Labor Performance Measures; 7. The planned strategies for providing services to both in-school and out-of-school youth, achieving at least 40% expenditures for out-of-school youth; 8. Logistical considerations such as location of service delivery, transportation issues for customers, accommodation of persons with disabilities, language and cultural diversity, collaboration with schools and the One-Stop Job Center, and the ability to be operational within 30 days of contract award. IV. Cost Reasonableness – 20 points This category will evaluate the cost of the proposed program to determine reasonableness, relative to historical data and the degree to which the proposed expenditures relate to performance outcomes. It includes such factors as: 1. Length and elements of program design; 2. Support services; 3. Leveraging of funding from other resources; 4. Relative costs of staff salaries; 5. Staff-to-youth ratio; and 6. Total cost of the proposed services. Budgets will be reviewed for accuracy and completeness. Additionally, all proposals will be reviewed for costs that are reasonable, allowable, necessary, and fully justified. Include discussions to address the following: a. Geographic location(s) of service delivery; b. How the services will be made accessible to youth in areas that lack transportation; c. Accommodations for persons with disabilities; d. Language and cultural diversity offered by proposer’s staff; e. Relationship to schools and the One-Stop service delivery system. V. Collaboration (5 Bonus Points) Describe existing or proposed collaborative arrangements or agreements with other services or service providers which will add value to program youth and increase their likelihood of completing their employment and training plan. 12
  13. 13. G. Appeals Process If any organization submits a proposal which is not recommended for funding, and can show that the proposal did not receive due consideration or that other irregularities existed, the agency may appeal the recommendation to the Kings County Workforce Investment Board. The appeal must be submitted to the Kings County Workforce Investment Board within five (5) working days of the funding denial. Appeals received after the established time frame will not be accepted. A decision will be made by the Kings County Workforce Investment Board with regard to the claim within 30 calendar days. The decision of the Kings County Workforce Investment Board with regard to the award is final. H. Contract Term The initial term of this RFP is July 1, 2010 through August 31, 2013. Continued funding may be awarded to the successful service provider for a maximum of two, one year terms (ending August 31, 2015). The extension(s) will be based upon an evaluation of programmatic performance and design defined in the initial contract award. The Kings County Job Training Office reserves the right to modify the scope of the program to the extent necessary to ensure compliance with State and/or Federal guidelines. The ability of a contractor to modify its program will be evaluated based upon Federal, State, and Kings County Workforce Investment Board guidelines and directives and the local Workforce Investment Area’s performance indicators. Funding levels for requested programs are contingent upon allocations from the United States Department of Labor (DOL) and the State of California, and the receipt of said funds by the Kings County Workforce Investment Area. I. General Proposal Conditions 1. The format in which proposals are to be submitted is included in Section VII of this package. The Kings County Job Training Office will reject proposals that do not conform to the required format. 2. Each applicant is limited to one proposal that incorporates a comprehensive plan for the provision of youth activities for in-school and/or out-of-school youth. The applicant certifies, by submission of a proposal, that all specifications listed in the RFP will be met and further understands that these specifications may become part of a contract for provision of services should funding be awarded. 3. Proposers must be willing to function as part of the local workforce investment system and agree to all program linkages, referral processes and data collection methods necessary to make such a system operational. 4. The Kings County Job Training Office will only recommend proposals which address the minimum requirements of program design specified herein. 5. Proposals submitted in response to this solicitation are not legally binding documents. However, the contract, which will be based on the proposal after negotiation, becomes legally binding once both parties have signed it. The Kings County Workforce Investment Board has the right to reject proposals that do not conform to program goals specified in 13
  14. 14. this RFP. All proposals accepted for consideration become the exclusive property of the Kings County Workforce Investment Board. Audit Requirements 1. The Kings County Job Training Office will conduct a Financial Monitoring Review (FMR) of all contracts at least once a year. 2. The Kings County Workforce Investment Board requires that all Service Providers meet the audit requirements of the Single Audit Act, Office of Management and Budget (OMB) Circular A-133, or other directives, whichever are applicable to their agency. The selected Service Providers will be required to procure audits in accordance with the following Kings County Job Training Office/Workforce Investment Board policies. (a) State, local government, and non-profit entities receiving $500,000 or more in a year in Federal awards, shall obtain an audit in accordance with OMB Circular A-133. (b) State, local government, and non-profit entities that receive less that $500,000 a year in Federal awards, and are not required by other funding sources to have an audit, may be included in the Kings County Job Training Office’s audit, as needed and negotiated with the Job Training Office. (c) For-profit entities receiving $500,000 or more in a year in federal funds are required to provide an annual audit. (d) The Service Provider agrees that all records will be available in Kings County or within a one-hour commute from Kings County for the audit. (e) Audits will be conducted within six (6) months after the close of the contract year. The Service Providers will submit their audit reports to the Kings County Job Training Office within thirty (30) days of issuance by their auditors. Negotiations Process As a result of the negotiation process, the Kings County Workforce Investment Board reserves the right to direct the Job Training Office to: ♦ fund all or any portion of a proposal and/or require that one proposer collaborate with another for the provision of specific services, either prior to execution of an Agreement or at any point during the life of the Agreement; ♦ use sources of funds, other than WIA, to fund all or portions of a proposer’s proposal; Costs Incurred by Proposers All costs of proposal preparation shall be borne by the proposer. The Kings County Workforce Investment Board shall not, in any event, be liable for any pre-contractual expenses incurred by proposers in the preparation and/or submission of the proposals. Accuracy and Completeness The proposal must set forth accurate and complete information as required in this RFP. Unclear, incomplete, and/or inaccurate documentation will not be considered for contract 14
  15. 15. award. The Workforce Investment Board has final authority regarding whether to seek clarification of information contained in the proposal, or to reject the proposal if the proposal is determined unresponsive. Falsification of any information will result in disqualification of the proposal. Withdrawal of Proposals Proposals may be withdrawn by written request of the authorized signatory on the proposer’s letterhead at anytime prior to contract award. General Provisions The Kings County Workforce Investment Board reserves the right to extend the submission deadline if such action is in the best interest of the Kings County Workforce Investment Area. In the event that the deadline is extended, proposers will have the right to amend their proposals. The Kings County Workforce Investment Board makes no representation that any contract will be awarded to any entity responding to this RFP. The Kings County Workforce Investment Board reserves the right to request additional information or documentation from proposers. Proposals shall be reviewed and rated as submitted. The proposer may make no changes or additions after the deadline for receipt of proposals unless in response to minor clarifying information requested by the Workforce Investment Board or their agents. The Kings County Workforce Investment Board reserves the right to verify all information in the proposal. Information which cannot be verified will result in the reduction of rating points awarded. Failed Competition The Kings County Workforce Investment Board reserves the right to reject any or all proposals if they are determined non-responsive to the specifications of this Request for Proposal (RFP) including proposals with excessive costs. Competitive negotiation requires that at least two responsive proposals for the same scope of work and service area must be received. A competition is considered failed if only one responsive proposal is received. If a competition has been declared failed, the Kings County Workforce Investment Board has the option to re-advertise the procurement, or enter into a sole source procurement. Proposers approved for funding shall be required to negotiate a contract with the Kings County Job Training Office. The contract may contain additional terms or terms different from those set forth in the RFP. Standing of Proposer Regardless of the merits of a proposal submitted, a proposer may not be recommended for funding if it has a history of contract non-compliance with the Kings County Workforce Investment Board, it’s predecessors, or other local, state, or federal funding source. 15
  16. 16. The Kings County Workforce Investment Board will not enter into an agreement with any entity not in good standing with the California Secretary of State or with any entity that has been disbarred from conducting business by a governmental entity. Organizations that have been sanctioned because of non-compliance with the Single Audit Act requirements for managing grant funds will be eligible to apply; however, they will not be eligible to receive any funding, if awarded under the RFP process, until such sanction is removed. SECTION IV: WIA TITLE IB PROGRAM SERVICES A. Legislative Purpose 1. The goal of the WIA Title IB is to increase employment, retention, and earnings of participants, and in doing so, improve the quality of the workforce to sustain economic growth, enhance productivity and competitiveness, and reduce welfare dependency. B. Program Objectives The Kings County Workforce Investment Board is seeking programs that demonstrate consistency with the requirements of WIA. Effective youth programs will be recognized by the provision of the following services. 1. Demand-driven: Programs will be demand-driven with a focus on high-growth, high- demand industries and occupations, assuring that youth obtain skills needed by businesses so they can succeed in the 21st century economy. 2. Most At-Risk: Programs which focus on serving the most at-risk and neediest youth. 3. Appropriate Continuum of Services: Based on each young person’s assessed needs and goals, services provided must be appropriate for their age and developmental stage and offer a continuum of services designed to reflect a progressive sequence of activities allowing them to experience academic success, exposure to work experience, and increased life responsibility. 4. Safe, Supportive, Accessible: Services will be easily accessible within local communities and provide a safe, supportive atmosphere that offers youth frequent opportunities for positive interactions with staff, peers, and other adults. 5. Outreach and Family Inclusion: Outreach efforts will be conducted in the local communities that not only draw youth into the programs but also engage family and significant others in program activities as appropriate. 6. Youth Engagement: Programs will actively engage youth in assessment, goal setting and development of individual service strategies. 7. Collaboration: Programs will provide opportunities for youth to access a comprehensive array of services and resources. Recognizing the limitations of WIA resources, programs will develop linkages and formalize collaborative relationships with other entities possessing expertise and resources relevant to the needs of youth. 16
  17. 17. 8. Programs will incorporate all required design components and youth program elements, ensuring services are available to all youth participants based on their assessed needs and individual service plans. 9. Programs will be fully accountable in meeting contractual obligations, and providing cost effective services that have a positive impact on the lives of youth participants and result in a social return on investment for our community. C. Geographic Area Program services shall be limited to eligible youth residing in Kings County. Youth services are being requested countywide (Kings County) in both cities and rural communities. Proposers must demonstrate their familiarity with the demographic makeup of Kings County and the service needs of the youth. WIA funds may not be used to duplicate services in an area unless those services would not be available to program youth due to the funding limitation of the providing agency. D. Target Population The Kings County Workforce Investment Board is seeking programs to serve eligible youth between the ages of 14 and 21with a special emphasis on serving those 16-21 at eligibility determination. An eligible youth is an individual who is: 1. 14-21 years of age (recommend 16-21 years of age); 2. A low income individual; 3. A resident of Kings County; 4. Legally permitted to work in the United States; 5. Registered with Selective Service, if a male 18 years old and over, unless exempt; and 6. Falls within one or more of the following categories: ♦ Deficient in basic literacy skills (8.9 or below); ♦ School dropout; ♦ Homeless, runaway, or foster child; ♦ Pregnant or parenting; ♦ Offender; ♦ Is an individual that requires additional assistance to complete and educational program or to secure and hold employment. This category includes:  Individuals who are school dropouts;  Individuals who are basic skills deficient;  Individuals who are pregnant or parenting;  Individuals with disabilities, including learning disabilities;  Individuals who are homeless or runaway youth;  Individuals who are offenders;  Have repeated at least one secondary grade level or are one year over age for their grade as determined by their school district or the Kings County Superintendent of Schools;  Have a core GPA of less than 1.5; 17
  18. 18.  For each year of secondary education, are at least two semester credits behind the rate required to graduate from high school;  Are an emancipated youth;  Have aged out of foster care;  Are previous dropouts or have been suspended five or more times or have been expelled;  Are court/agency referrals mandating school attendance;  Are deemed at risk of dropping out of school by a school official;  Have been referred to or are being treated by an agency for a substance abuse related problem;  Have experienced recent traumatic events, are victims of abuse, or reside in an abusive environment as documented by a school officials or other appropriate professionals;  Have serious emotional, medical, or psychological problems as documented by an appropriate professional;  Have never held a job (applies to older youth);  Have been fired from a job within the last 12 months prior to application (applies to older youth); or  Have never held a full-time job for more than 13 consecutive weeks (applies to older youth). Definitions: In-School and Out-of-School Youth 1. In-School Youth: An in-school youth is an eligible youth, who at the time of application (eligibility) for WIA Title I-B services, is characterized by any one of the following: a) A youth who has not received a diploma/equivalent and is attending any school, including secondary, post-secondary, adult education, or any other organized program of study; or b) A youth who is a high school graduate (attained diploma or equivalent), attending post-secondary education (college) and is not basic skills deficient. A high school graduate, attending college who is not basic skills deficient is an in-school youth, even though the youth may be unemployed or underemployed; or c) A youth who is a high school graduate (diploma or equivalent), not attending post- secondary education (college), and is not basic skills deficient or unemployed or underemployed. If a high school graduate is not attending college and is not basic skills deficient or unemployed or underemployed, this is an in-school youth by default. NOTE: Services for in-school youth should be designed to ensure that program activities do not interfere with or replace the regular academic requirements of youth. 2. Out-of-School Youth: Out-of-school youth are defined as: All eligible youth except those who are attending any school and have not received a secondary school diploma or its recognized equivalent; and excepting those who are attending post-secondary school and are not basic skills deficient.” In other words, an out-of-school youth is an eligible youth who at the time of application for WIA Title I-B services is in any one of the following categories. 18
  19. 19. a) A youth who is a high school dropout; or b) A youth who is a high school graduate (attained diploma or equivalent), not attending post-secondary education (college) but is basic skills deficient. c) A youth who is a high school graduate (attained diploma or equivalent), attending post-secondary education (college) and is basic skills deficient. A high school graduate, attending college must be basic skills deficient to be classified as an out-of- school youth. (Alternative school youth are not considered out-of-school youth.) DOL CLARIFICATION OF OUT-OF-SCHOOL YOUTH - Out-of-school youth include all eligible youth except those who are attending any school and have not received a secondary school diploma or its recognized equivalent and except those who are attending post-secondary school and are not basic skills deficient. Services are requested for both in-school and out-of-school youth. WIA requires youth program expenditures for out-of-school youth must be no less than 30% of the total contractual expenditures. The Kings County Workforce Investment Board, however, recommends, due to probable changes in requirements through reauthorization, maintaining a minimum service and expenditure level of at least 40% for out-of-school youth. NOTE: WIA currently defines youth as eligible individuals ages 14-21. Adults are eligible individuals age 18 and older. Dislocated workers are eligible individuals, regardless of age. Young adults age 18-21 could be eligible for any, or all, of the WIA programs (youth, adult, dislocated worker). E. Performance Measures (Common Measures)  Youth Common Measures are: o Placement in employment or education o Attainment of a degree or certificate o Literacy and numeracy gains (Applies only to out of school youth that are basic skills deficient) The youth common measures are to be tracked and reported. These performance measures are fully described in Section VIII – Addendum. F. Program Design Components (Program Flow) The Kings County Workforce Investment Board is seeking youth programs that incorporate all required program elements and components within the design framework. Design Framework The design framework of WIA Title I-B youth programs must: ♦ Provide an objective assessment of each youth; ♦ Develop an individual service strategy for each youth; ♦ Provide preparation for postsecondary educational opportunities; ♦ Provide linkage between academic and occupational learning; 19
  20. 20. ♦ Provide preparation for employment; ♦ Provide effective connections to the job market and employers; and ♦ Provide the ten required program elements within the design framework. Required Design Components / Client Flow 1. Outreach and Recruitment: Outreach techniques should be utilized which target the eligible population appropriate for each contracted program. Additionally, all participants must experience one or more barriers to employment. Emphasis should be placed on recruiting those most in need and those who can most benefit from WIA services. 2. Orientation: An orientation shall provide information to youth on the full array of applicable or appropriate education, training and employment services available. Information should also be provided on how to access other services. 3. Initial Assessment: This activity is used to determine whether WIA is the most appropriate service for the interested individual. It may be that WIA services are not compatible with the individual’s needs and, therefore, not the most appropriate option. The initial assessment shall include a review of skill levels, aptitudes, abilities, and supportive services needs. This evaluation is conducted in an interview setting and shall include the use of objective evaluation criteria to assess academic competence and yield an objective determination. 4. Intake: Intake is comprised of two phases: Eligibility documentation gathering and certification of eligibility. During the first phase, it will be the Service Provider’s responsibility to insure that all documents needed to substantiate WIA eligibility are gathered and copies retained. Documentation should then be submitted to the appropriate intake staff for the second phase: review, verification and WIA certification. It is at this point that the individual is registered/designated an applicant. Enrollment cannot occur until the individual has met the WIA eligibility criteria and has been officially certified as WIA eligible. NOTE: Only trained, experienced staff, authorized by the Kings County Job Training Office may certify WIA eligibility. Additionally, review and certification must be conducted by staff other than those who originally compiled the eligibility documentation and made the initial determination of eligibility. 5. Information and Referral: If during the Initial Assessment or Intake Stages it is determined that the applicant does not meet WIA enrollment requirements a direct referral will be made and documented by the Service Provider. Applicants that are WIA eligible but do not meet specific program or prerequisite requirements shall be referred for further assessment, and as necessary, referred to the most appropriate services to meet their needs. Documentation shall be maintained on all such referrals. 6. Enrollment: If it has been determined that an applicant is WIA eligible, would benefit from program services and if funds are available, the applicant should be enrolled into the WIA system. This first enrollment will be into the Objective Assessment component. At this point the applicant becomes a “participant”. 7. Objective Assessment: Each participant shall receive an objective assessment of his/her skill level and service needs. This assessment will be client centered and shall, at a minimum, include a review of basic skills, education, work history, occupational skills, 20
  21. 21. employability, interests, aptitudes (including interests and aptitudes for nontraditional jobs), family situation, financial situation/need, and supportive service needs. A new assessment is not required if it is appropriate to use a recent assessment of the participant conducted by another acceptable education or training provider. While the objective assessment is WIA specific and requires testing in each of the above mentioned areas, it is expected that ongoing, general assessment of a participant’s needs and progress will continue for the duration of enrollment. Assessment will be conducted in compliance with WIA, State, and Kings County Workforce Investment Board policy. 8. Individual Service Strategy (ISS): Based on the results of the objective assessment, a formal training/needs strategy will be mutually developed between the case manager and the participant. Realistic goals shall be documented, tracked, and measured for younger youth. This strategy (ISS) identifies the employment goal and plots the course of action that should be taken by the participant. It includes appropriate training objectives and/or supportive service needs. A new ISS is not required if it is appropriate to use a recent ISS developed for a participant under another education or training program. NOTE: An on-going review of the progress of each participant in meeting the objectives of the ISS must be kept. Any changes in the ISS (activities, goals, etc.) must be documented in a Narrative Extension. G. Program Elements Services to be Provided Youth services must be comprehensive, integrated, and youth focused. Programs shall make the following services available to youth participants based on their assessment and individual service plan. Services may be provided, directly by the funded Service Provider (Lead Agency) or through linkages and collaboration with other local entities. The following are required program 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; The summer element under WIA is not intended to be a stand-alone program. Summer youth employment opportunities that link academic and occupational learning are now one element in a menu of youth development activities. Youth participating in WIA summer activities must be integrated into longer term, comprehensive services. (4) Paid and unpaid work experiences, including internships and job shadowing; Work experience and internships shall have regularly scheduled evaluations of participant’s academic and worksite progress; a training plan agreed to by the job supervisor, participant and the case manager; a work site agreement (contract); and time sheets that reflect training hours, which are signed by the participant and the worksite supervisor after the hours have been worked. (5) Occupational skill training: 21
  22. 22. Occupational skills training will be provided in the demand occupation that corresponds with the employment/career goal indicated in the objective assessment/ISS. This training may be conducted in a classroom setting or through a recognized pre- apprenticeship program. This training is expected to result in a certification of skill competence and a training related job placement. Note: This activity is also known as “Classroom Training”. (6) Leadership development opportunities; These activities may include exposure to post-secondary educational opportunities; community and service learning projects; peer mentoring and tutoring; team work, decision-making and setting of priorities. Citizenship/life skills training such as parenting, work behavior and budgeting are also included in this element. Other examples include employability skills; and positive social behaviors such as positive attitude, improving self esteem, awareness of cultural diversity issues and work simulation activities. (7) Supportive services; Participants should be provided with the supportive services needed to complete the program and goals identified through the objective assessment and individual service strategy process. Service Providers are expected to seek outside resources to secure services not customarily provided through WIA. (8) Adult mentoring for at least 12 months; (9) Follow-up services; Follow-up services will be provided to all participants for 12 months after exiting WIA. Follow-up services include frequent, systematic contact between the service provider and the exited participant. Providing support and mentoring during the first few weeks or month of the follow-up period may help the youth avoid job loss, decisions to drop out of school/training, or other negative behavioral patterns. All participants must receive follow-up services for at least 12 months in accordance with 20 CFR, 664.410 and 664.450. (10) Comprehensive guidance and counseling, including drug and alcohol abuse counseling, as well as referral to other services, as appropriate, determined to be in the best interest of the participant; 22
  23. 23. Additional Required Program Components In addition to the program elements previously cited, the following activities must also be present in all program designs. Proposals should be specific in narrating the manner in which these additional program components will be provided: ♦ Connections to School-to-Career intermediary organizations; ♦ Job placement / job development; ♦ Comprehensive and documented case management, ♦ Preparation and guidance for post-secondary educational opportunities; ♦ Linkages between academic and occupational learning. Wage Rate Policy All participants enrolled in wage-paid activities will be paid wages which shall not be less than the highest of (A) the minimum wage under the Fair Labor Standard Act, (B) the minimum wage under the applicable State or local minimum wage law, or (C) the prevailing rates of pay for individuals employed in similar occupation by the same employer if engaged in work-based training. All participants receiving a subsidized training wage (work experience, internship) shall be paid the higher of the State or Federal minimum wage. Relocation Policy No funds under this Act shall be used for customized or skill training, on-the-job training, or company specific assessment of job applicants or employees, for any establishment, or part thereof, that has relocated, until 120 days after the date on which such establishment commences operations at the new location, if the relocation resulted in a loss of employment for any employee of such establishment at the original location. Displacement Policy A participant in a program or activity authorized under title I of WIA must not displace (including a partial displacement, such as a reduction in the hours of non-overtime work, promotional opportunities, wages, or employment benefits) any currently employed employee. A program or activity authorized under title I of WIA must not impair an existing contract for services or collective bargaining agreement. A participant in a program or activity under title I of WIA may not be employed in or assigned to a job if: (a) Any other individual is on layoff from the same or any substantially equivalent job; 23
  24. 24. (b) The employer has terminated the employment of any regular, unsubsidized employee or otherwise caused an involuntary reduction in its workforce with the intention of filling the vacancy so created with the WIA participant; or (c) The job is created in a promotional line that infringes in any way on the promotional opportunities of currently employed workers. H. Program Conditions and Constraints Program costs, such as supportive services, will be based on total request and availability of funds. Supportive services are those services necessary to enable an individual to participate in training, (i.e., childcare, transportation, and other supportive services). All contracts for program services are cost reimbursement contracts. These contracts provide for the reimbursement of allowable costs which have been identified and approved in the contract, and which were incurred in the operation of the program. Back-up documentation is required to justify payments made under this type of contract. Costs must be charged to the allowable cost categories. NOTE: Contracts are subject to change due to legal review, federal regulations, State guidance, or Kings County Workforce Investment Board policy. The training and program activities identified in this RFP are the only services being requested at this time. Should unsolicited activities be received, they will be accepted or rejected at the discretion of the Kings County Workforce Investment Board. Funds Available The Kings County Job Training Office estimates that $732,500 will be available for service Provider awards. This figure is for planning purposes only and is contingent upon the final allocation figures received from the United States Department of Labor (DOL) and the State of California and the priorities of the Workforce Investment Board. When making funding awards, the Kings County Job Training Office will ensure that minimum of 30% (40% is recommended) of the total funds awarded are for out-of-school youth activities. For program services requested under this RFP, there will be NO administrative cost category. Costs customarily categorized as “Administrative” must still be broken out in the budget, but will be chargeable to the “Training” cost category. SECTION V: AMERICAN RECOVERY AND REINVESTMENT ACT SUMMR YOUTH PROGRAM At the time this RFP is being prepared, Congress is debating possible funding for a Summer Youth Work Experience program for THE Summer of 2010, and possibly beyond. Proposers shall generally describe the processes which would be utilized in the event this additional funding should come available. At this time, an amount of $450,000 should be used in developing a budget for this program. Please note that consideration of awarding an Agreement to operate a separate Youth Work Experience program would be contingent upon receipt of federal funds. Proposers should describe their experience in operating paid work experience programs, and should describe the experience of proposed staff in the operation of such a program. A separate budget should be submitted for this element. Proposals should clearly identify WIA funded programs from programs proposed under this Section V. Proposals should include: 24
  25. 25. 1. The number of youth to be served; 2. The number of weeks/hours youth would spend in work experience; 3. Any other services that would be provided; 4. The process which would be used for marketing; 5. The process which would be used for eligibility determination; 6. Specific knowledge or experience in client payroll and processing; and 7. How worksites would be developed and monitored. SECTION VI: SUBCONTRACTING REQUIREMENTS A. General Contract Conditions Should your proposal be selected for funding, contract negotiations will include but not be restricted to the following: 1. All contractors must be able to have the proposed program operational within 30 days of negotiated in the contract award. All contracts will be effective July 1, 2010, or as otherwise negotiated in the final contract. 2. All contractors must have current fiscal and compliance audits as required by law. Where applicable, an agency must have on file with the Kings County Workforce Investment Board, monitoring reports indicating the agency’s ability to adequately account for funds. If findings have been identified, corrections must be made or an action plan must be approved by the Kings County Workforce Investment Board prior to funding. For new Service Providers a pre-award survey, including a review of recent audits and financial reviews shall be conducted prior to funding. 3. All contractors are required to be an Affirmative Action/Equal Employment Opportunity Employer (AA/EEO). If selected for funding, an agency may be required to submit its AA/EEO Plan. Agencies without an approved plan may adopt the Kings County Job Training Office AA/EEO plan. 4. All contractors must provide a Certificate of Insurance for Comprehensive General Public Liability Insurance with combined single limit coverage of at least $500,000 and Workers Compensation Insurance. The County of Kings must be specified as an additional insured prior to contract release. NOTE: Insurance requirements may vary depending on the organization and services to be provided. 5. An authorized official of the contracting agency must sign the proposal. All contractors are required to submit resolutions or other corporate actions, authorized by its Board of Directors, that specify names(s) of the person(s) authorized to obligate the contractor and execute contractual documents, sign checks for the disbursement of funds received by the Job Training Office; and sign requisitions for advances and/or reimbursement (monthly invoice). 6. By signing the contract, all contractors are assuring that adequate and qualified staff will be dedicated to the contracted program services. This staff should have related past experience in delivering similar services. 25
  26. 26. B. Contract Modifications Negotiated price and services in a contract cannot be changed without Kings County Job Training Office and the successful bidder’s approval and a modification to the contract. All requests for modification must be submitted to the Kings County Job Training Office Director with written justification. SECTION VII: PROPOSAL FORMAT A. General Preparation Guidelines Proposal Cover Page The Proposal Cover Page to be used in the submission of all proposals is included as page 28 of this package. The Proposal Cover Page must be completed, in full, and signed by an agency officer authorized to bind the agency to all commitments made in the proposal. A copy by the Board Resolution, or other corporate actions, authorizing the agency officer to submit the proposal may be requested in the review process. Proposal Checklist/Table of Contents The Proposal Checklist identifies all narratives, forms, and certifications that must be submitted with your proposal. This sequence must be followed in assembling the completed proposal. The Proposal Checklist must be included in your proposal package and will serve as your Table of Contents. General Guidelines 1. Proposers must submit one original proposal and four (4) complete copies. The original must be marked as “Original” on the Proposal Cover Page (check box) and must bear the original signature(s) of the person(s) authorized to sign the proposal. 2. Print all narratives on 8 ½ x 11” plain white paper with margins of 1” on each side. All narratives must be printed in 11 or 12-point Times New Roman, or similarly easy to read, font. Each narrative must contain a heading that clearly indicates the narrative category you are responding to, i.e., target population, geographic area, performance, program design framework, program objectives, etc. Keep narratives as concise as possible while providing the information requested in the sequence it is requested in this RFP package. 3. Each page of the proposal must be numbered sequentially at the bottom right side of the page. The appropriate page numbers must be inserted into your Table of Contents (Proposal Checklist). 4. Addenda or attachments not specifically requested will not be accepted and will be returned to the Proposer. 5. Do NOT staple or bind the proposals. Each copy should be secured with a removable clip. 6. All proposals should be three-holed punched on the left side of the paper. Double sided copies are encouraged. 26
  27. 27. B. Program Narrative Provide information requested in items 1 through 4. Keep comments brief, use quantifiable measurements whenever possible, and be specific about the role of each collaborator. Proposers should address each area in Section III F. on the blank narrative pages. The following provides insight into the areas evaluators will seek particular clarity: 1. Program Management, Experience and Administration (Demonstrated Ability) Describe your organization’s experience as a previous WIA grant recipient or your demonstrated ability to conduct and operate a federally funded project that is the same or similar to that requested in this RFP. Include experience in operating WIA youth programs or similar programs and your: performance outcomes; experience with the target population(s); experience with WIA youth services design framework, program elements, and evaluation components; your administrative and fiscal capabilities; ability to collect, track and report financial and participant data; existing or planned service delivery points in Kings County. Describe how you will ensure appropriate services are being provided and that all contractual obligations will be met (i.e., your internal quality control system). 2. Qualifications of Agency Personnel (Demonstrated Ability) Describe the experience of the staff person(s) responsible for administering the requested funds. Provide a staff list and a brief description of their qualifications. Please identify the staff-to-youth ratio for the proposed program. Submit an organizational chart, accompanied by general job descriptions for all classifications. 3. Program Objectives (Program Design) Objectives identify specific outcomes in a specific timeframe as well as a minimum level of accomplishment. Your objectives must include, but are not limited to: number of youth to be served (i.e., in-school and out-of-school youth); and specific performance outcomes as identified in this RFP (i.e., number employed, number receiving diplomas/GED, number receiving occupational skills credentials/certifications, etc.). 4. Operational Readiness (Program Design) Proposers should address what steps and actions it would take to become operational within 30 days from contract award, including steps taken to ensure a smooth transition for enrolled youth who would transfer from the current service provider. 5. Budget Justification (Cost Reasonableness) In narrative form discuss the budget/amount requested, (i.e., staff costs; operational costs; participant costs); and how the need for services was determined. Also discuss the cost of services to be provided to current participants enrolled into your program from the current contract. Provide a detailed breakdown of participant costs, i.e., supplies, wages, supportive services, etc. Include any equipment you wish to purchase or lease/rent during the term of the Contract. NOTE: A list of all equipment anticipated for purchase or lease throughout the first operational year must be listed in your proposal. 27
  28. 28. PROPOSAL COVER PAGE Contact Information Agency Name: Address: Agency Telephone #: Agency Fax #: Contact Person: Title: Contact Telephone #: Contact Fax #: Contact E-mail: Federal I.D. #: Term: July 1, 2010 through August 31, 2013 Agency Status  Public Non-Profit  Private Non-Profit  Private for Profit  Corporation  Government  Other (explain) Proposed Geographic Service Area (list areas) Participants to be Served Cost Per Participant In-School Out-of-School REQUESTED WIA FUNDING In-school Youth $ _____________ _____________ % Out-of-school Youth $ _____________ _____________ % Total $ _____________ _____________ % Requested ARRA (Summer Youth) Funding $______________ Non-WIA Resources: Cash: $ In-Kind: $ CERTIFICATION OF PROPOSAL CONTENT: Duplication of Services and Conflict of Interest To the best of my knowledge, this proposal does not duplicate services or resources available in the area that are or may be provided by non-WIA sources. This organization, its members and collaborators are not now and will not in the future be engaged in any activity resulting in a conflict of interest, real or apparent, in the selection, award, or administration of a contract for WIA funds. Cost/pricing Data and Proposal Content This is to certify that, to the best of my knowledge and belief, the cost/pricing data submitted, either actually or by specific identification in writing to the Kings County Workforce Investment Board in support of this proposal, is accurate, complete, and current as of the date below. This certification includes the cost/pricing data supporting any agreements/contracts that may be negotiated now or in the possible extensions of this award. _______________________________________ ______________________ Signature of Authorized Representative Date _______________________________________ Title of Authorized Representative 28
  29. 29. Proposer:___________________________________ Kings County Workforce Investment Board Youth Services Proposal Checklist This Proposal Checklist identifies all the narratives, exhibits (forms), and certifications, which must be submitted with your proposal. Follow this sequence in presenting your proposal with the checklist serving as the Table of Contents. In the second column, indicate the page number where that information can be found in your proposal. PROPOSAL TABLE OF CONTENTS Page # Cover Page (form provided) Proposal Checklist/ Table of Contents (form provided) WIA Program Design Narrative WIA Program Objectives Narrative WIA Program Management Narrative WIA Budget Justification Narrative WIA Program Budget Sheet (form provided) WIA Budget Back-up: Salaries Schedule (form provided) WIA Budget Back-up: Participant Cost (form provided) WIA Budget Back-up: Building/Space Narrative WIA Budget Back-up: Equipment Cost (Rental/Lease) Narrative WIA Budget Back-up: Equipment Cost (Purchase) Narrative ARRA Narrative ARRA Program Budget Sheet (Form Provided) ARRA Budget Backup: Salaries Schedule (Form Provided ARRA Budget Backup: Participant Costs Certification: Debarment and Suspension (form provided) Certification: Standards of Conduct (form provided) Certification Regarding Lobbying (form provided) 29
  30. 30. Kings County Youth Services WIA PROGRAM BUDGET SHEET LINE ITEM COSTS STAFF COSTS 1 Salaries 2 Fringe Benefits Total Staff Costs OPERATING COSTS 3 Advertising 4 Building Maintenance 5 Building Rent/Lease 6 Conference - Staff 7 Printing – Office Use 8 Equipment Maintenance 9 Equipment Purchase 10 Equipment Rental 11 Insurance 12 Dues & Memberships 13 Office Supplies 14 Travel Expense - Staff 15 Other Operating Expenses 16 SUB-TOTAL OPERATING COSTS 17 Indirect costs (not to exceed 5%) Total Staff and Operating Costs PARTICIPANT COSTS 18 Participant Wages/Benefits In-School (ISY) 19 Participant Wages/ Benefits Out-of-School (OSY) 20 Participant Wages/ Benefits Summer (ISY) 21 Participant Wages/ Benefits Summer (OSY) Total Participant Wages Participant Program Costs 22Testing Materials 23 Instructional Supplies 24 Videos 25 Conference – Participants 26 Printing – Direct student use 27 OJT & Classroom Training Costs 28 Incentive Costs 29 Clothing 30 Child Care 31 Fingerprinting/Background checks 32 GED Testing 33 Miscellaneous 34 Tutoring 35 Public Transportation Expenses 36 Mileage Reimbursement 37 Payroll and Required Report Processing (if not included in staff costs above) Total Participant Costs Total Program Costs Grand total – Record under Requested Funding on Proposal Cover Page 30
  31. 31. Kings County Workforce Investment Youth Services WIA PROGRAM BUDGET BACK-UP SALARIES SCHEDULE (A) (B) (C) List All Positions By Title Annual Salary % Charged to WIA Contract Total TOTAL SALARIES (Line 1) (Record on Program Budget Page) Fringe Benefits % (Line 2): TOTAL STAFF COSTS Add additional sheets if necessary. 31
  32. 32. WIA PARTICIPANT COST BACK-UP PARTICIPANT PARTICIPANT PROGRAM COSTS WAGE/REIMBURSEMENT PARTICIPANT EMPLOYER ACTIVITY PARTICIPANT FRINGE REIMBURSE- PARTICIPANT TRANSPORTA- OTHER Total WAGES BENEFITS MENT SUPPLIES TION WORK EXPERIENCE INTERNSHIP ON-THE-JOB TRAINING WORKSHOP OCCUPATIONAL SKILLS JOB PLACEMENT JOB RETENTION Supportive Services OTHER SUB-TOTAL TOTAL 32
  33. 33. Stand Alone Summer Youth Work Experience ARRA PROGRAM BUDGET SHEET LINE ITEM COSTS STAFF COSTS 1 Salaries 2 Fringe Benefits Total Staff Costs OPERATING COSTS 3 Advertising 4 Building Maintenance 5 Building Rent/Lease 6 Conference - Staff 7 Printing – Office Use 8 Equipment Maintenance 9 Equipment Purchase 10 Equipment Rental 11 Insurance 12 Dues & Memberships 13 Office Supplies 14 Travel Expense - Staff 15 Other Operating Expenses 16 SUB-TOTAL OPERATING COSTS 17 Indirect costs (not to exceed 5%) Total Staff and Operating Costs PARTICIPANT COSTS 18 Participant Wages/Benefits In-School (ISY) 19 Participant Wages/ Benefits Out-of-School (OSY) 20 Participant Wages/ Benefits Summer (ISY) 21 Participant Wages/ Benefits Summer (OSY) Total Participant Wages Participant Program Costs 22Testing Materials 23 Instructional Supplies 24 Videos 25 Conference – Participants 26 Printing – Direct student use 27 OJT & Classroom Training Costs 28 Incentive Costs 29 Clothing 30 Child Care 31 Fingerprinting/Background checks 32 GED Testing 33 Miscellaneous 34 Tutoring 35 Public Transportation Expenses 36 Mileage Reimbursement 37 Payroll and Required Report Processing (if not included in staff costs above) Total Participant Costs Total Program Costs Grand total – Record under Requested Funding on Proposal Cover Page 33
  34. 34. Kings County Workforce Investment Youth Services ARRA PROGRAM BUDGET BACK-UP SALARIES SCHEDULE (A) (B) (C) List All Positions By Title Annual Salary % Charged to WIA Contract Total TOTAL SALARIES (Line 1) (Record on Program Budget Page) Fringe Benefits % (Line 2): TOTAL STAFF COSTS Add additional sheets if necessary. 34
  35. 35. ARRA PARTICIPANT COST BACK-UP PARTICIPANT PARTICIPANT PROGRAM COSTS WAGE/REIMBURSEMENT PARTICIPANT EMPLOYER ACTIVITY PARTICIPANT FRINGE REIMBURSE- PARTICIPANT TRANSPORTA- OTHER Total WAGES BENEFITS MENT SUPPLIES TION WORK EXPERIENCE INTERNSHIP ON-THE-JOB TRAINING WORKSHOP OCCUPATIONAL SKILLS JOB PLACEMENT JOB RETENTION Supportive Services OTHER SUB-TOTAL TOTAL 35
  36. 36. INSTRUCTIONS FOR CERTIFICATION REGARDING DEBARMENT AND SUSPENSION By signing and submitting this proposal, the prospective recipient of federal funds is providing the certification as set out below: 1. The certification in this clause is a material representation of fact upon which reliance was placed upon transaction. If it is later determined that the prospective recipient of federal funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Kings County Workforce Investment Board may pursue other available remedies, including suspension and/or debarment. 2. The prospective recipient of Federal assistance funds shall provide immediate written notice to John S. Lehn, JTO Director, 124 N. Irwin St., Hanford, CA 93230, if at any time the prospective recipient of federal assistance funds learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 3. The terms “covered transaction”, “debarred”, “suspended”, “ineligible”, “lower tier covered transaction”, “participant”, “person”, “primary covered transaction”, “principal”, “proposal”, and “voluntarily excluded”, as used in this clause, have the meanings set out in the Definitions of Terms section of this RFP. 4. The prospective recipient of federal assistance funds agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the Kings County Workforce Investment Board or their agent. 5. The prospective recipient of Federal assistance funds further agrees by submitting this proposal that it includes the “Certification Regarding Debarment, Suspension” as part of its proposal, and shall include this Certification as part of any Subcontract. 36
  37. 37. CERTIFICATION REGARDING DEBARMENT and SUSPENSION This certification is required by State and Federal regulations. JTPD Directive #D98-9, as awarded, will be followed until further State or Federal guidance is received. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS FOR CERTIFICATION) 1. The prospective recipient of Federal assistance funds certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 2. Where the prospective recipient of Federal assistance funds is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Name of Authorized Representative __________________________________________ (please print) Title of Authorized Representative __________________________________________ Signature of Authorized Representative ______________________________________ Date: _____________________________ 37
  38. 38. STANDARDS OF CONDUCT The following standards apply to all Applicants that deliver services under contract with the WIB. A. STANDARD OF CONDUCT The Applicant hereby assures that by submission of this proposal, it will comply with the standards of conduct hereinafter set out, for maintaining the integrity of the program and avoiding any conflict of interest in its administration. General Assurance Every reasonable course of action will be taken by the Applicant in order to maintain the integrity of this expenditure of public funds and to avoid any favoritism or questionable or improper conduct. The contract, if granted, will be administered in an impartial manner, free from personal, financial or political gain. The Applicant, its executive staff, employees, and Board of Directors, will avoid situations, which give rise to a suggestion that any decision was influenced by prejudice, bias, special interest, or personal gain. Conducting Business Involving Relatives No relative by blood, adoption or marriage of any executive or employee of the Applicant, will receive favorable treatment for enrollment in services provided by, or employment with, the Applicant. Conducting Business Involving Close Personal Friends and Associates Executives and employees of the Applicant will be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, will exercise due diligence to avoid situations which may give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for the Applicant to conduct business with a friend or associate of an executive or employee of the Applicant, an elected official in the area, the Kings County Workforce Investment Board or a member of it’s Board of Directors or staff, a permanent record of the transaction will be retained. Avoidance of Conflict of Economic Interest An executive or employee of the Applicant, or a member of it’s Board of Directors will not solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or in part by the applicant. Supplies, materials, equipment or services purchased with WIA funds will be used solely for purposes allowed under the contract. No member of the Board of Directors shall cast a vote on the provision of services by that member (or any organization, which that member represents) or vote on any matter, which would provide direct financial benefit to that member, a member of their immediate family or any business or organization, which the member directly represents. 38
  39. 39. B. CERTIFICATIONS Except as otherwise indicated, the following certifications apply to all Applicants. 1. The Applicant, if it is a corporation, certifies that it is registered with the Secretary of State, of the State of California. 2. The Applicant certifies that this proposal does not provide for the advancement or aid to any religious sect, church or creed for sectarian purpose nor does it help to support or sustain any school, college, university, hospital or other institution controlled by any religious creed, church, or sectarian denomination whatever, as specified by Article XVI, Section 5, or the Constitution, regarding separation of Church and State. 3. Drug-Free Workplace Act: As required by the state Drug-Free Workplace Act of 1990 (Gov. Code Sec. 8350 et seq.) and the Federal Drug-Free Workplace Act of 1988 (34 CFR Part 85, Subpart F, and Sections 85.605, 85.610), the Applicant certifies that it will or will continue to, provide a drug-free workplace. 4. Americans with Disabilities Act (ADA): The Americans with Disabilities Act of 1990 is a comprehensive civil rights act for people with disabilities. It guarantees equal opportunity for individuals with disabilities in public accommodations; employment; transportation; federal, state and local government services; and telecommunications. The Applicant certifies that it will continue to maintain policies, procedures, and practices that comply with all requirements of the Act, as amended. 5. Compliance with Laws As a condition for receipt of Workforce Investment Act (WIA) funds under subgrants with the State of California, the Subagent assures that, in the implementation of all operations of all programs funded through WIA it will fully comply with the requirements of the Workforce Investment Act (Public Law 105-220), as it may be amended, all Federal Regulations issued pursuant to the Act, all policies and procedures promulgated by Department of Labor and State of California, and all applicable Federal, State, and Local laws, including but not limited to compliance with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)), section 508 of the Clean Water Act (33 U.S.C. 1368), and Executive Order 11738. Signature of Authorized Representative ____________________________________ Title of Authorized Representative ___________________________________ Date _______________________________ 39

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