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REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...
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REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ...

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  • 1. REQUEST FOR PROPOSALS (RFP) TO PROVIDE WORKFORCE INVESTMENT ACT (WIA) TITLE I PROGRAM SERVICES For ADULTS For the COUNTY OF MONTEREY On behalf of the WORKFORCE INVESTMENT BOARD RFP #10195 Copies or facsimiles of the Monterey County Seal are not to be used in any documents submitted in response to this RFP. SEALED PROPOSALS MUST BE RECEIVED AT THE WIB OFFICES, ATTN: MARLEEN ESQUERRA, 730 LA GUARDIA STREET, SALINAS, CA 93905, BY 4:00 PM, FRIDAY, MAY 15, 2009.
  • 2. TABLE OF CONTENTS Page # SECTION I: Proposal Schedule 3 SECTION II: Introduction 4 SECTION III: General Request for Proposal (RFP) Information 5 SECTION IV: Adult On the Job Training (OJT) Services Requested 19 SECTION V: Contracting Requirements 23 SECTION VI: Required Proposal Format 29 SECTION VII: Assurances and Certifications 42 SECTION VIII: Definitions 52 2 Final Adult RFP 2009-2010
  • 3. SECTION I: ADULT WIA TITLE I REQUEST FOR PROPOSAL SCHEDULE Release of RFP April 15, 2009 Bidder’s Conference 9 am – 11 am May 1, 2009 Proposal Submission Deadline 4:00 pm May 15, 2009 Appeal Process Begins May 18, 2009 Possible Bidder Interviews (Schedule to be determined) May 22, 2009 Workforce Investment Board (WIB) Planning Committee Recommendations May 27, 2009 Deadline for Receipt of Written Appeals June 1, 2009 WIB Approval of Recommendation(s) and Consideration of Bidder Appeals June 3, 2009 County Board of Supervisors Approval of Recommendations June 23, 2009 Letter of Intent to Selected Bidder(s) June 24, 2009 Contract(s) and Services Begin July 1, 2009 All dates are subject to change. 3 Final Adult RFP 2009-2010
  • 4. SECTION II: INTRODUCTION A. Overview of the Workforce Investment Act (WIA) The Workforce Investment Act (WIA) of 1998 is reform legislation that supersedes the Job Training Partnership Act (JTPA). WIA provides the framework for a unique national workforce preparation and employment system designed to be customer-focused in meeting the needs of business for skilled workers and assisting individuals in easily accessing the information and services needed to manage their careers. The new law embodies seven key principles: 1. Streamlining services through the One-Stop delivery system; 2. Empowering individuals to take responsibility for the services they require to succeed in the local labor market; 3. Universal access to the One-Stop System available to anyone who wants to advance his or her career; 4. Increased accountability for states, local areas, and providers of services that requires performance and customer satisfaction to be a top priority; 5. Strong role for local WIB’s 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 needs of local and regional labor markets; 7. Improved Youth programs that offer a broad range of coordinated services that are linked more closely to local labor market needs. B. Goal of the Workforce Investment Act The goal of WIA is to provide workforce investment activities, through statewide and local workforce investment systems, that 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 the nation. The County of Monterey/WIB reserves the right to reject any or all proposals or any part of any proposal submitted in response to this RFP, to waive minor defects or technicalities that do not significantly effect or alter the substance of an otherwise responsible proposal and that would not effect a contractor’s ability to perform the work adequately as specified, or to solicit new proposals on the same project or on a modified project which may include portions of the originally proposed project as the County may deem necessary in its interest. If the County does not select a proposal submitted in response to this RFP, it has the option to re-compete the procurement or enter into sole source procurement. The County will formally notify bidders of such rejection and/or their non-selection under the RFP process. 4 Final Adult RFP 2009-2010
  • 5. SECTION III: GENERAL REQUEST FOR PROPOSAL (RFP) INFORMATION A. Overview This request for proposal specifically seeks Adult OJT services. The One-Stop delivery system is a system under which entities responsible for administering separate workforce investment, educational, and other human resource programs and funding streams collaborate to create a seamless system of service delivery that will enhance access to the programs’ services and improve long-term employment outcomes for individuals receiving assistance. The Monterey County One-Stop Career Center System is comprised of three sites located in Salinas, Seaside, and King City. The System has been developed based on a framework established by the State of California which mandates that services provided through the system are customer driven, easily usable and accessible, and customized to meet the specific needs of the local labor market. Additionally, services must be integrated, comprehensive, customer-focused and performance-based. The WIB, acting on behalf of the Monterey County Workforce Investment Board (WIB), views this solicitation as an opportunity to embody the reforms of the Workforce Investment Act by creating an integrated workforce investment system based on partnership and honest collaboration at all levels and among stakeholders. Accordingly, the Monterey County Workforce Investment Board is requesting proposals from organizations interested in providing Adult services followed by brokered On-the-Job Training (OJT) with local employers that fulfill the purpose and intent of WIA. The responsive programs shall place emphasis on expanding linkages and collaborative efforts to foster a comprehensive and coherent system of services to meet the Adult workforce development needs of Monterey County, customer-focused services, and make accountability for performance and customer satisfaction a top priority. The County of Monterey/WIB is seeking bidders that will develop strong employer relationships and the ability to network with employers to develop appropriate OJT opportunities. NOTE: The County of Monterey/WIB is seeking bidders who will develop no less than 42 OJTs for the period from July 1, 2009 up to no later than March 31, 2010, with placement and retention occurring for the period April 1, 2010, up to no later than June 30, 2010. The submitted bid operational cost must average no more than $7,500 per OJT, which includes set-asides for OJT wages and supportive services. It is anticipated that the average wage will be $10 per hour and the average length of OJT will be ten (10) weeks. No more than 50% of the total wages will be available for the employer OJT reimbursement set-aside. No OJT contracts can be written with an ending date beyond June 30, 2010. All contracts are “zero-based”, meaning all Adults enrolled during this period must exit by June 30, 2010. All Adult Intensive and OJT services must be responsive to local labor market demands, dedicated to improving the quality of the workforce, and assist customers in their goal to obtain self-sufficient employment. 5 Final Adult RFP 2009-2010
  • 6. NOTE: The County of Monterey/WIB has established a policy that a minimum of fifty (50) percent of OJT wage set-aside funds be targeted to five (5) industry-specific clusters in Monterey County: Agriculture, Tourism, Education, Building/Design, and Healthcare. The County of Monterey/WIB policies provided with this RFP includes a list of sixty (60) occupations related to these 5 clusters. The County of Monterey/WIB expects successful bidders to develop OJT opportunities in one or more of these 60 occupations that obligate at least 50% of the requested OJT wage set-aside. The Monterey County Workforce Investment Board reserves the right to make changes to the policies contained in this RFP and any resulting contract, based on clarifications in the regulations, State legislation, local policy or other guidance provided by the State of Federal government regarding implementation of the WIA. Please see the approved County of Monterey/WIB policies attached to this RFP. B. Deadline for Submission of Proposals In order to be considered for funding, two (2) original signed proposals in addition to five (5) reproducible paper copies must be submitted in a sealed envelope with the name of your agency clearly noted on the outside. All proposals must be received in the administrative office of the Monterey County Workforce Investment Board (WIB) on or before 4:00 p.m., May 15, 2009. Send or deliver to: Attn: Marleen Esquerra, Management Analyst II Monterey County Workforce Investment Board One-Stop Career Center 730 La Guardia Street Salinas, CA 93905 This deadline applies to all methods of submittal whether hand-delivered or mailed to the County of Monterey/WIB administrative office. NOTE: Faxed copies of proposals will NOT be accepted. Deposit of a proposal into the mail or delivery to a different person or address does not constitute proposal submission unless the proposal is in fact received and stamped by the County of Monterey/WIB administrative office on or before the deadline. Postmarks will not be considered. 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 stamp. Late proposals will not be considered for grant award. Timely submissions of proposals are the sole responsibility of the submitting bidder. C. Technical Assistance and Bidders’ Conference Technical assistance questions regarding this RFP shall be directed to: Attn: Kristen Aldrich, Management Analyst III Monterey County Administrative Office, Contracts/Purchasing Division 168 W. Alisal Street, 3rd Floor Salinas, CA 93901 (831) 755-4995 aldrichk@co.monterey.ca.us 6 Final Adult RFP 2009-2010
  • 7. All technical questions regarding this RFP shall be submitted in writing (E-mail or FAX is acceptable). The technical questions will be researched and the results will be posted on the CONTRACTS/PURCHASING - County of Monterey Solicitation Center website in the form of an Addendum located at: www.co.monterey.ca.us/admin/solicitcenter.htm. (Reference RFP #10195) Contractors who received notification of this RFP by means other than through a County of Monterey mailing, should contact Marleen Esquerra at esquerraml@co.monterey.ca.us or by phone at (831) 796-3381 to request to be added to the mailing list. Inclusion on the mailing list is the only way to ensure timely notification of any addendums that may be issued prior to the proposal submittal date. IT IS THE CONTRACTOR’S RESPONSIBILITY TO ENSURE THAT THEY RECEIVE ANY AND ALL ADDENDUMS FOR THIS RFP by regularly checking the CONTRACTS/PURCHASING - County of Monterey Solicitation Center website located at: www.co.monterey.ca.us/admin/solicitcenter.htm. Addendums will be posted on this website the day they are released. The deadline for submitting written technical questions regarding this RFP is Monday, April 27, 2009. Questions submitted after the deadline will not be answered. Only answers to questions communicated in formal writing will be binding. Prospective Contractor (s) shall not contact County officers or employees with questions or suggestions regarding this Request for Proposals without first contacting the persons listed above. Any unauthorized contact may be considered undue pressure and cause for disqualification of the Contractor. All technical assistance questions received prior to the Bidders’ Conference on Friday, May 1, 2009 will be responded to at the Bidders’ Conference. The Bidders’ Conference is not mandatory, but attendance is encouraged. The Bidders’ Conference will be held on Friday, May 1 from 9:00-11:00 am at: Monterey County Workforce Investment Board One-Stop Career Center 730 La Guardia Street, Board Room, 2nd Floor Salinas, CA 93905 D. Eligible Organizations Any bidder must also have managed government grants/contracts equal to or greater than a combined total of $250,000 in the last four years. E. Contractor Prospective Contractor (s) must have at least four (4) years of recent documented, successful experience providing similar workforce development services to the “Target Population” to garner higher ranking during evaluation. It must be demonstrated that staff members of the organization have WIA knowledge or experience that will assure technical compliance with any resulting contract for WIA services with the County of Monterey/WIB. Eligible organizations may fall within any of the following categories: Established Community-Based Organizations (CBO) Public Agencies 7 Final Adult RFP 2009-2010
  • 8. Private for-profit businesses Private non-profit organizations Educational entities Prospective Contractor (s) responsibilities include: 1. Contracting with the County of Monterey/WIB and complying with all terms and conditions of that agreement for the delivery of services; 2. Cooperating with the County of Monterey/WIB in the development and implementation of the local, Adult workforce system; 3. Any contract entered into as a result of this proposal cannot be brokered to another agency without the permission or approval in writing from the County of Monterey/WIB; 4. Ensuring that the services provided are readily accessible to the individuals to be served; 5. Ensuring that the program is fully staffed with qualified individuals; 6. Agree not to use staffing agencies for the purpose of developing OJT contracts; 7. Agree to assess each OJT participant through the WorkKeys assessment system, prior to referral to an OJT contract; 8. Agree not to create more than 3 OJT contracts with one Monterey County employer without prior approval from the Monterey County WIB staff; 9. Agree to be monitored by the US Department of Labor, State of California Employment Development Department Workforce Services Division, Compliance Review Division, and the Monterey County WIB as deemed appropriate by the County of Monterey/WIB or the WIB Executive Director; 10. Administering the funds awarded by the County of Monterey/WIB; 11. Collaborating with organizations mandated by the County of Monterey/WIB and/or State, including: One-Stop Career Centers and system; Local educational agencies; Social Services agencies, public housing agencies, probation departments, TANF, foster care, and other related programs; Business/Industry. 12. Reviewing and submitting all Management Information System (MIS) and financial documentation, as applicable to the County of Monterey/WIB including monthly reporting of contract performance to the County of Monterey/WIB Oversight Committee; 13. Providing services to individuals eligible for participation in the program including those with barriers to employment such as: individuals with disabilities, offenders, school dropouts, individuals deficient in basic skills, and individuals who are pregnant and homeless; 14. Coordinating with partners in program design, implementation, and capacity building or staff development and ensuring the program meets performance outcomes; 15. Adhering to the eligibility requirements established by the County of Monterey/WIB and MIS and registering all individuals and participants into the County of Monterey/WIB Virtual One Stop (VOS) case management system located at: www.onestopmonterey.org. F. Available Funding and Size of Funding Requests This RFP will be funded by WIA Title I Adult funds. Maximum funding in the amount of $1,000,000 for program year 2009-2010 is anticipated for these services. This amount may change based upon actual funding allocation. In addition, the County of Monterey/WIB reserves a total of $180,000 for On-the-Job Training (OJT) reimbursements to local employers 8 Final Adult RFP 2009-2010
  • 9. under contract with the funded agency(s). These amounts will be divided appropriately among the successful bidders. NOTE: The County of Monterey/WIB has established a policy that a minimum of fifty (50) percent of OJT wage set-aside funds be targeted to five (5) industry-specific clusters in Monterey County: Agriculture, Tourism, Education, Building/Design, and Healthcare. An attachment to this RFP includes a list of 60 occupations related to these 5 clusters. The County of Monterey/WIB expects successful bidders to develop OJT opportunities in one or more of these 60 occupations that obligate at least 50% of the requested OJT wage set-aside. The County of Monterey/WIB will determine funding amounts based on the evaluation of proposals, the bidder’s ability in administering funds, and on the availability of funds. Funding amounts may increase or decrease during the contract period based on the funds available and on contractor performance. Funding levels for requested programs are contingent upon the final allocation received from the US Department of Labor (DOL) and the State of California. G. Selection of Service Providers 1. The primary consideration in selecting agencies or organizations to deliver the Adult services requested in this RFP will be an evaluation of the bidder’s past experience in providing the services being requested or similar services. Key factors in this evaluation will include: the bidder’s ability to attain, track and report performance as required by the WIA including Performance Indicators and Common Measures; experience in collaboration and integration of services; characteristics of target population(s); provision of quality OJT opportunities in the WIB-approved clusters; performance outcomes; the likelihood of achieving contractual goals; staff qualifications and staff turnover; cost reasonableness; ability to generate in-kind contributions; and administration and 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 Monterey County only one proposal will be selected for funding. Proposers serving the same target group, offenders for example, are strongly encouraged to develop a collaborative relationship, resulting in only one proposal funded to serve offenders. All proposals will receive equal consideration for funding and determinations will be based upon the bidder’s history, experience in providing the proposed services, and the grading criteria articulated in this RFP. 3. Funding determinations for this RFP will be made through a competitive procurement process and shall be in accordance with all applicable federal, state, and local procurement laws and regulations. 4. Competitive negotiation requires that at least two responsive proposals for the same scope of work and service area must be received in response to the RFP. A competition is considered failed if only one responsive proposal is received. If a competition has been declared failed, the County of Monterey/WIB then has the option to re-compete the procurement or enter into sole-source procurement. H. Proposal Review and Evaluation Process The proposal review process will include the following activities to ensure that the County of Monterey/WIB procurement system meets required standards: 9 Final Adult RFP 2009-2010
  • 10. 1. All proposals will be screened for compliance with the Workforce Investment Act of 1998, WIA Final Rules, 20 CFR Part 652 and Parts 660 through 671, State law, the Monterey County WIB Five-Year Plan and the most recent modification of the Five-Year Plan, WIB Policies, and compliance and 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 a proposed subgrant or contract. 3. Bidders may be asked, at the discretion of the County of Monterey/WIB, to answer specific questions or make brief presentations. 4. All proposals containing all required elements will be reviewed and evaluated. The selection of a proposal for contract award is to be made through a three-phase process. PLEASE NOTE: IF ANY OF THE BELOW MENTIONED CRITERIA IN PHASE I ARE NOT MET, THE PROPOSAL WILL NOT PROCEED TO PHASE II AND NOT BE SCORED. Phase I: The County of Monterey/WIB will initially evaluate each proposal for acceptability, with emphasis placed on completeness and responsiveness to requisite program criteria. The following minimum criteria will be used to determine which proposals will continue to Phase II: All documents from the Proposal Checklist/Table of Contents (page 36) are included in the application package and are properly completed. Two (2) original proposals to be submitted plus five (5) copies. The bidder must be in good standing with California’s Secretary of State. This must be supported by a copy of the organization’s Articles of Incorporation and, if applicable, a list of current board members. Proposals must be received in the County of Monterey/WIB’s administrative office at 730 La Guardia Street, Salinas on or before 4:00 p.m. on May 15, 2009. Phase II: All proposals that have met the minimum criteria, as stated above, will then be evaluated for their strengths and weaknesses, based on their ability to meet the required WIA performance goals in a cost effective manner, and their detailed plans for program implementation in addition to documented, recent and successful experience providing similar workforce development services to the “Target Population”. A final score will be established for each bid reviewed based on the “Evaluation Factors” that follow. The Evaluation Team will consist of members of the Monterey County Workforce Investment Board and WIB staff. The team may also include representatives from other Local Workforce Investment Areas, and representatives from the County of Monterey/WIB, as the County deems appropriate. The County of Monterey/WIB reserves the right to alter the composition of the Evaluation Team at any time. Phase III: The recommendations of the Evaluation Team will be presented to the County of Monterey/WIB Planning Committee for consideration and approval, and finally the full Workforce Investment Board. The Monterey County Board of Supervisors must then concur with the WIB action before a contract with the successful bidder is finalized. 10 Final Adult RFP 2009-2010
  • 11. 5. County of Monterey/WIB staff shall negotiate and execute contracts with the organization(s) approved for funding. These discussions will take place after final funding approval by the County of Monterey/WIB and final execution will follow concurrence by the Board of Supervisors. Discussions may center on such items as cost, program design, service levels, service by geographic locations and/or target populations, and miscellaneous clarifications. I. Evaluation Factors The Evaluation Team will evaluate proposals in the following categories in Phase I and Phase II. 100 possible points may be awarded. 1. RFP specifications Pass/Fail This category will evaluate the degree to which the proposals meet the format specifications in SECTION VII of this RFP. 2. Demonstrated Ability 15 Points This category will evaluate the bidder’s past experience in providing services similar to those being proposed, including the ability to attain, track, and report performance as required by WIA. The applicant must have recent, documented, successful experience providing similar workforce development services to the “Target Population”. It must be demonstrated that staff members of the applicant have experience that will assure technical compliance with any resulting contract for WIA services with the County of Monterey/WIB. Evaluation of the performance and management capability of the proposing organization(s) will include: Experience in successful collaborative activities; Demonstrated success with On-the-Job Training (OJT) targeted services; Demonstrated success with the employability of Adults with barriers; Demonstrated ability to effectively network with local employers; Demonstrated ability to meet performance outcomes, programmatic & financial goals; Experience in the provision of services to those requested; Staff qualifications including staffing level; Demonstrated ability in the administration and operational controls, and a satisfactory record of integrity, business ethics, and fiscal accountability; Managed government grants/contracts equal to or greater than a combined total of $250,000 in the last four years. 3. Expected Performance 25 Points This category will evaluate the bidder’s expected performance against the County of Monterey/WIB goals listed on Section II of the Quarterly Performance and Enrollment Goals form (page 37) and the Target Population and geographic area to be served (page 20) in subpart C entitled “Target Population” of this RFP. It is expected that bidders will plan to meet or exceed the goals identified on this plan. However, if these goals are not achievable, a detailed explanation of these reasons must be provided with this RFP. Common Measures are also to be achieved. Evaluation of this category will include: Target group and Geographic Area to be served; 11 Final Adult RFP 2009-2010
  • 12. Outreach efforts to recruit economically disadvantaged adults who will have interest and reasonable expectation of success in the five (5) industry clusters and sixty (60) associated occupations. Degree to which the WIA performance measures, including Common Measures are exceeded; 4. Program Design 25 Points This category will evaluate how clearly the proposal defines requested services as specified in the RFP. It will include: How well the proposed program has been designed; Ease and feasibility of implementation; The extent of collaboration/services integration; Plan for development of employer relations; Outreach efforts to recruit economically disadvantaged adults who will have interest and reasonable expectation of success in the five (5) industry clusters and sixty (60) associated occupations; The ability to network with employers to develop appropriate OJT opportunities; The extent of integration of a network for the provision of appropriate support services; Plan for the employability of Adults with barriers; Likelihood to lead to the desired outcomes for participants; Location and ADA accessibility of services provided; Ability to successfully implement WorkKeys assessment system; Ability to complete WIA eligibility verification, assessment, case management and job placement. 5. Matching Funds 5 Points This category will evaluate the bidder’s contribution to the program in matching or in-kind funds. Evaluation of this category will include: Non-WIA cash Specialized personnel dedicated to the project; Facilities; Other. Note: The WIB reserves the right to review and monitor in-kind contributions during the term or at the conclusion of any contract. 6. Cost Reasonableness 25 Points Budgets will be reviewed for accuracy and completeness. Additionally, all proposals will be reviewed for costs that are reasonable, allowable, necessary, fully justified, and competitive as measured by the review of the line item budget, the program design, cost per participant, cost per OJT, and comparison to all other proposals. Note: The budget that is proposed will not necessarily be the amount recommended for funding in the final contract. This category will evaluate the cost of the proposed program to determine if it is fair and reasonable based on other program services and/or historical data, and the degree to which expenditure of funds relates to performance outcomes. It may include such factors as: Length and intensity of program design; 12 Final Adult RFP 2009-2010
  • 13. Cost per participant; Cost per OJT; Cost per Supportive Services for OJT; Cost per entered employment; Staff-to-participant ratio; Provision of supportive services; Competitiveness of staff salaries and benefits; Leveraging of funding from other resources and matching costs; Level of profit of proposed and funded budget; A maximum of 10% profit will be deemed allowable under the term of this contract; Is the proposal within the local area’s range of affordability as determined by the evaluation committee? Note: Price is considered secondary in the above factors when determining the most advantageous proposal being offered to the County of Monterey/WIB. Price will be evaluated by a price analysis that is defined as price reasonableness for work performed. Price will be a factor, but will not necessarily be the sole determinant when proposals ranked under the above factors are considered acceptable and fall within a competitive range. However, no proposal will be considered if the proposed OJT cost (including the OJT wages and supportive services) per individual enrolled in OJT exceeds an average of $7,500. Costs under this amount will be scored competitively based on the average OJT cost proposed. 7. Experience 5 Points Up to five (5) points may be awarded to applicants having at least four (4) years of demonstrated successful experience providing similar workforce development services to the “Target Population”. One (1) point will be awarded for each year of experience up to a maximum of five (5) points. The County of Monterey/WIB reserves the right to award a contract to other than a bidder submitting the lowest total price and to negotiate with any or all bidders. Bidders are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint that the bidder can submit to the County. J. Appeals Process If any bidder submits a proposal and it is not recommended for funding during the review process, and the bidder can show that the proposal did not receive due consideration or that other irregularities existed, the bidder may appeal the recommendation to the County of Monterey/WIB. The appeal must be in writing, on bidder letterhead, and must be received by the County of Monterey/WIB no later than June 1, 2009. Appeals after the established time frame will not be accepted. The review shall be limited to information provided in writing. The written appeal must contain: The full name, address, and telephone number of the appealing party; A brief statement of the reasons for appeal, including citations to the RFP and other pertinent documents; A statement of the relief sought. 13 Final Adult RFP 2009-2010
  • 14. Appeals regarding the Workforce Investment Board’s decision for non-approval of a proposal must be submitted in writing to: Attn: Joseph Werner, Executive Director Monterey County Workforce Investment Board P.O. Box 2135 Salinas, CA 93902 Any bidder formally appealing the decision of the County of Monterey/WIB with regard to their proposal will be scheduled to meet with the County of Monterey/WIB at their next regularly scheduled meeting for final consideration of the appeal. A decision by the County of Monterey/WIB will be communicated to the bidder within fifteen (15) business days. All decisions of the County of Monterey/WIB shall be final. K. Contract Term The initial contract term will be for a period of twelve (12) months and will commence on July 1, 2009, and expire on June 30, 2010. However, it is at the discretion of the County of Monterey/WIB whether or not to renew the contract with the successful bidder(s) beyond the initial contract term. The County of Monterey/WIB may consider renewal of up to two (2) subsequent years, with WIA funding, based upon contractor(s) meeting the state and local performance goals, adherence to current WIA legislation and local policies, and upon the availability of funds. Renewal of a contract will also be affected should the stated OJT industry-cluster objectives not be met. Funding levels for requested programs are contingent upon the final allocation received from the US Department of Labor (DOL) and the State of California. The County of Monterey/WIB reserves the right to modify the scope of the program to any extent necessary to ensure compliance with State and/or Federal guidelines. The ability of the contractor to modify its program will be evaluated in accordance with Federal, State, and County of Monterey/WIB guidelines and directives and the local Workforce Investment Area’s performance indicators. L. General Proposal Conditions 1. The County of Monterey/WIB will only accept proposals for the program activities requested. Proposals submitted for services not included in the RFP will be rejected. The County of Monterey/WIB also reserves the right to reject any or all proposals when they are not responsive to the specifications of the RFP. Note: Contract funding levels for individual proposals will be based on realistic data, such as needs of the County of Monterey/WIB to meet program goals, participant needs, labor market, and industry training needs. Services throughout the local workforce investment area are a consideration when selecting service providers. The County of Monterey/WIB may require services for a targeted area or eligible population. 2. The Request for Proposal is a formal procurement process designed to provide potential providers the opportunity to bid openly and competitively for contracts. It is the County of Monterey/WIB’s intent to select one or more proposers from this RFP. The County of Monterey/WIB reserves the right to terminate or modify any part of this procurement process at any time and for any reason, to negotiate changes, or to make no awards. 14 Final Adult RFP 2009-2010
  • 15. 3. All proposals pass through a uniform process of review and are judged according to uniform criteria. The County of Monterey/WIB will screen all proposals for completeness and compliance with applicable legal and regulatory requirements, as well as the terms and conditions of the RFP. The proposer may make no changes or additions after the deadline for receipt of proposals. Proposals will be evaluated and scored based upon the Evaluation Factors criteria, under subpart I (starting on page 11). Final selection of a provider rests with the Workforce Investment Board and the Monterey County Board of Supervisors. 4. The format in which proposals are to be submitted is included in this package. Proposals that do not conform to this format will be rejected by the County of Monterey/WIB. 5. The bidder 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 a contract be awarded. 6. The bidder 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 to make such a system operational. The One-Stop Career Center service delivery system, which includes both physical centers and electronic connectivity, is pivotal in unifying a variety of programs and services into a single customer-friendly system. Therefore, all bidders must be willing to connect participant activities with the One-Stop Career Center system, so that Adults learn how to access the services offered by the system. 7. The proposal submitted in response to this solicitation is not a legally binding document. However, the contract, which is based on the proposal after negotiation, becomes legally binding once both parties sign it. The contract offer of the County of Monterey/WIB may contain additional terms or terms different from those set forth in this RFP. 8. Competitive negotiation requires that at least two responsive proposals for the same scope of work and service area must be received in response to the RFP. A competition is considered failed if only one responsive proposal is received. If a competition has been declared failed, the County of Monterey/WIB then has the option to re-compete the procurement or enter into sole-source procurement. 9. Responses to this RFP become the exclusive property of the County of Monterey/WIB. At such time the County of Monterey/WIB approves a bidder for funding, all proposals received in response to this RFP become a matter of public record, unless the recommendation is to reject all proposals and reissue the RFP, and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the bidder as business or trade secrets and plainly marked as “Confidential”, “Trade Secret”, or “Proprietary”. Neither the County of Monterey nor the WIB shall be liable or in any way responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret”, or “Proprietary” or if disclosure is required under the Public Records Act. Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential”, “Trade Secret”, or “Proprietary”, shall be regarded as non-responsive. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the County of Monterey/WIB may not be in a position to establish that the information that a bidder submits is a trade secret. 15 Final Adult RFP 2009-2010
  • 16. If a request is made for information marked “Confidential”, “Trade Secret”, or “Proprietary”, the County will provide the bidder that submitted the information with reasonable notice to allow the bidder to seek protection from disclosure by a court of competent jurisdiction. 10. No funds provided under this RFP shall be used or proposed to use to encourage or induce the relocation of an establishment, or part thereof that results in a loss of employment for any employee of such establishment at the original location. 11. No funds under this RFP shall be used for On-the-Job training 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. 12. The successful contractor shall not develop an OJT contract for a participant that is currently employed or previously employed with the private sector business who is providing the OJT training, unless the previous employee is securing an OJT position that is an upgrade from their previous employment with the contracted business. 13. The County of Monterey/WIB reserves the right to make any changes to the policies contained in this RFP based upon clarifications in the WIA regulations, State legislation, local policy, or implementation of the WIA. 14. The County of Monterey/WIB reserves the right to extend the submission deadline, if such action is in the best interest of the County of Monterey/WIB. In the event the deadline is extended, bidder has the right to revise their proposal. 15. The County of Monterey/WIB makes no representation that any contract will be awarded to any offer responding to this RFP. 16. The County of Monterey/WIB reserves the right to interview selected bidder(s) before a contract is awarded. The cost of attending any interview is the bidder’s responsibility. 17. The County of Monterey/WIB reserves the right to request additional information or documentation. The County of Monterey/WIB also reserves the right to verify all information in the proposal. If the information cannot be verified, and if the errors are not willful, the County of Monterey/WIB reserves the right to reduce the rating points awarded. 18. The County of Monterey and the WIB reserve the right to reject any or all proposals or any part of any proposal submitted in response to this RFP, to waive minor defects or technicalities that do not significantly effect or alter the substance of an otherwise responsible proposal and that would not effect a contractor’s ability to perform the work adequately as specified, or to solicit new proposals on the same project or on a modified project which may include portions of the originally proposed project as the County of Monterey/WIB may deem necessary in its interest. If the County of Monterey/WIB does not select a proposal submitted in response to this RFP, it has the option to re-compete the procurement or enter into sole source procurement. The County of Monterey/WIB will formally notify bidders of such rejection and/or their non-selection under the RFP process. 16 Final Adult RFP 2009-2010
  • 17. 19. Bidders approved for funding shall be required to negotiate a contract with the County of Monterey/WIB. The County of Monterey/WIB may counter offer lower than an amount requested in a proposer’s bid. The contract offer of the County of Monterey/WIB may contain additional terms or terms different from those set forth in this RFP. 20. Audit requirements: The County of Monterey/WIB will conduct a Programmatic and Financial Monitoring Review of all contracts at least once a year. The County of Monterey/WIB require that all service providers meet the audit requirements of the Single Audit Act, Office of Management and Budget (OMB) Circular A-133, including any amendments, supplements, revisions, or other directives, whichever are applicable to their agency. The selected service providers will also be required to procure audits in accordance with all other applicable federal, state, and local auditing requirements. M. Costs Incurred by Bidder All costs of proposal preparation shall be borne by the bidder. The County of Monterey/WIB shall not, in any event, be liable for any pre-contractual expenses incurred by bidder in the preparation and/or submission of proposals. Proposals shall not include any such expenses as part of the proposed budget. N. Accuracy and Completeness The proposal must set forth accurate and complete information as required in this RFP. Unclear, incomplete, and/or inaccurate documentation may not be considered for contract award. Falsification of any information may result in disqualification. O. Withdrawal of Proposals Proposals may be withdrawn by written request of the authorized signatory on the bidder’s letterhead at any time prior to the scheduled deadline for receipt of proposals. P. Standing of Bidder Regardless of the merits of a proposal submitted, a bidder may not be recommended for funding if it has a history of contract non-compliance with the County of Monterey/WIB or any other funding source, past or current poor contract performance with the County of Monterey/WIB or any other funding source, or current disputed or disallowed costs with the County of Monterey/WIB or any other funding source. No proposal will be accepted from, nor contract awarded to a bidder if there is pending or threatened litigation involving the organization in which a claim is made that the organization provided or furnished materially defective workmanship or materials to the County of Monterey/WIB and/or that the organization failed to substantially comply with RFP specifications or contract terms and conditions. The County of Monterey/WIB will not enter into an agreement with any entity not in good standing with the California Secretary of State. 17 Final Adult RFP 2009-2010
  • 18. Organizations that have been sanctioned because of non-compliance with 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 their sanction is removed. Q. Equal Opportunity It is the policy of the County of Monterey/WIB to require and to support compliance with equal opportunity/non-discrimination. As a condition to award of funds under Title I of WIA, the successful bidder must assure that it will comply fully with the non-discrimination and equal opportunity provisions included in the certification contained in this RFP. 18 Final Adult RFP 2009-2010
  • 19. SECTION IV: ADULT ON-THE-JOB TRAINING (OJT) SERVICES REQUESTED A. WIA Title I Adults (18 years of age and older) The primary service to be delivered through this RFP is OJT. It is expected, however, that all enrolled participants shall have received appropriate core, intensive, and on-the-job training services as described in 20 Code of Federal Regulations (CFR) Part 663—Adult And Dislocated Worker Activities Under Title I of the Workforce Investment Act, Subparts A, B, C, F, G, and H. WIA authorizes “core” services (which will be available to all Adults with no eligibility requirements), and “intensive” services for unemployed individuals who are not able to find jobs through core services alone. These are defined as follows: Prior to an individual being placed into an OJT opportunity, they must have completed at least one (1) documented core service and one (1) documented intensive service. Core services will include job search and placement assistance (including career counseling); labor market information (which identifies job vacancies; skills needed for in- demand jobs; and local, regional and national employment trends); initial assessment of skills and needs; information about available services; and some follow-up services to help customers keep their jobs once they are placed. Intensive Services include more comprehensive assessments, development of individual employment plans, group and individual counseling, case management, and short-term pre- vocational services. In cases where qualified customers receive intensive services, and are still not able to find jobs, OJT opportunities are to be developed that are directly linked to job opportunities in their local area or referred to the Monterey County One-Stop system to be considered for skill training services utilizing Individual Training Accounts (ITAs), if available. B. Program Services 1. On-the-Job Training (OJT) Code of Federal Regulations (CFR) Part 663, Subpart G – 663.700 - 663.730 provide that, under certain limited circumstances, contracts for training rather than Individual Training Accounts (ITAs) may be used. One exception is on-the-job training contracts with employers. This RFP targets this exception. Proposals are sought from qualified organizations to prepare eligible Adults for participation in the labor force through utilization of on-the-job training contracts. The term “on-the-job” training (OJT) means training by an employer that is provided to a paid participant while engaged in productive work in a job that: Provides knowledge or skills essential to the full and adequate performance of the job; Provides reimbursement to the employer of up to 50 percent of the wage rate of the participant, for the extraordinary costs of providing the training and additional supervision related to training, and; Is limited in duration as appropriate to the occupation for which the participant is being trained, taking into consideration the content of the training, the prior work experience of the participant, and the service strategy of the participant, as appropriate. NOTE: The County of Monterey/WIB has established a policy that a minimum of fifty (50) percent of OJT wage set-aside funds be targeted to five (5) industry-specific clusters in Monterey County: Agriculture, Tourism, Education, Building/Design, and 19 Final Adult RFP 2009-2010
  • 20. Healthcare. An attachment to this RFP includes a list of sixty (60) occupations related to these 5 clusters. The County of Monterey/WIB expects successful bidders to develop OJT opportunities in one or more of these 60 occupations that obligate at least 50% of the requested OJT wage set-aside. NOTE: The County of Monterey/WIB is seeking bidders who will develop no less than 42 OJTs for the period from July 1, 2009 up to no later than March 31, 2010, with placement and retention occurring for the period April 1, 2010, up to no later than June 30, 2010. The submitted bid operational cost must average no more than $7,500 per OJT, which includes set-asides for OJT wages and supportive services. It is anticipated that the average wage will be $10 per hour and the average length of OJT will be ten (10) weeks. No more than 50% of the total wages will be available for the employer OJT reimbursement set-aside. No OJT contracts can be written with an ending date beyond June 30, 2010. All contracts are “zero-based”, meaning all Adults enrolled during this period must exit by June 30, 2010. A maximum of two consecutive (2) OJT contracts can be developed for any one participant based on individual documented circumstances. The County of Monterey/WIB staff will consider approval of a third consecutive OJT upon written request. 2. Supportive Services Participants should be provided with the supportive services needed to complete the program. Supportive services may be provided to non-OJT enrollments. However, the more supportive service funds a bidder dedicates to non-OJT enrolled participants will result in a lower ranking during the bid evaluation since this solicitation seeks a primarily OJT-directed project. NOTE: Supportive service costs programmed into contractors’ budgets cannot be transferred to other cost categories. Additional supportive service funds will not be provided by the County of Monterey/WIB over the amount contracted in this cost category. Where such conditions exist, it is expected that bidders will leverage in-kind support or seek outside resources to secure the necessary support services. C. Target Population Services will be targeted to WIA eligible Monterey County Adults (18 years of age and older) who face multiple barriers to employment, are low income as defined by the WIB Policy #2008-05 – WIB Definition of Lower Living Standard Income Level (LLSIL) for WIA Subcontractors, and are included in one or more of the following categories: a) individuals with substantial language or cultural barriers; b) offenders; c) homeless; d) other hard-to-serve- populations. Within these groups, the services are to be targeted as follows: homeless 5%; Offenders 20%; disabilities 16%; TANF 12%; veterans 10%; older workers 5%; high school dropout 20%; limited English 10%. (Visit the Monterey County WIB website to access the policies online: www.montereycountywib.org/policies/policies/) In addition, services are to be targeted to specific geographic regions of Monterey County as follows: North 9% (Castroville, Pajaro); Central 43% (Salinas, Toro); West 34% (Carmel, Carmel Valley, Coastal, Seaside, Monterey); and South 14% (Gonzales, Greenfield, King City, San Ardo, Soledad). 20 Final Adult RFP 2009-2010
  • 21. D. Program Design Components (Program Flow) 1. Pre-enrollment Activities a. Outreach and Recruitment: Outreach techniques should be utilized which reach the eligible Target Population. Depending on County of Monterey/WIB policy instructions, emphasis may be placed on recruiting those most in need and those who can most benefit from WIA intensive services. b. 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 or capabilities and therefore is not the appropriate option. The initial assessment is of skill levels, aptitudes, abilities, and supportive service needs. The initial assessment includes the use of objective evaluation criteria that will yield an impartial determination. Additionally, the use of Work Keys assessments shall be used to develop the best job match for each customer. NOTE: ENROLLMENT INTO THE PROGRAM BEGINS AT INTAKE. THE CONTRACTOR WILL BE SUBJECT TO PERFORMANCE CRITERIA FOR ALL ENROLLED PARTICIPANTS. The Virtual One Stop (VOS) system located at www.onestopmonterey.org is the online County of Monterey/WIB case management system whereby each individual must be registered for core and intensive services and where WIA eligibility is determined. c. Intake and Enrollment: Intake is comprised of three phases: Eligibility documentation gathering, assurance of provision of core service and certification of eligibility. During the first phase it will be the contractor’s responsibility to insure that all documents needed to substantiate WIA eligibility are gathered. In the second phase, it should be documented that the client has received at least one core service (see allowable activities). 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. d. Enrollment: If it has been determined that an Applicant is WIA eligible and would benefit from OJT program services, then the Applicant should be enrolled into the WIA system. At this point the Applicant becomes a “Participant”. Enrollment takes place when enrollment documents have been completed and entered into the County of Monterey/WIB Virtual One Stop (VOS) case management system located at www.onestopmonterey.org. e. Information and Referral: If during Pre-enrollment activities (a) and (b) it has been determined that an individual does not meet the enrollment requirements of the program or is not eligible for WIA intensive services, he/she will be offered assistance and referred to an organization that is most appropriate to provide the assistance or continue to receive core services by the Contractor or the One Stop as appropriate. 2. WIA Participant Activities a. 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, employability, interests, aptitudes (including interests and aptitudes for nontraditional jobs), family situation, financial situation/need, and supportive service needs. It is expected that ongoing general assessment of a Participant’s needs and progress will continue for the duration of enrollment. 21 Final Adult RFP 2009-2010
  • 22. b. Individual Employment Plan (IEP): Based on the results of the objective assessment, a formal training/needs strategy will be mutually developed between the case manager and the Participant. This strategy (IEP) identifies the employment goal and plots a course of action that should be taken by the Participant. It includes appropriate training objectives and/or support service needs. Note: An on-going review of the progress of each participant in meeting the objectives of the IEP must be retained on file. c. On-the-Job Training Services: The contractor, on behalf of the Participant, will develop appropriate opportunities, with emphasis placed on the five (5) industry clusters and sixty (60) occupations, with local employers for On-the-Job Training services. The contractor will enter into an OJT agreement with the employer for the provision of training. The OJT agreement must use a template pre-approved by the County of Monterey/WIB. Note: The County of Monterey/WIB will not approve agreements with employers in which the pending OJT participant has been pre-identified and/or hired by the employer and then referred to the contractor for enrollment. This activity (reverse referral) will be considered a conflict of interest. Funds payable to the employer are reserved by the County of Monterey/WIB as the OJT wage set-aside and payable based on submission of appropriate documentation to the County of Monterey/WIB. A minimum of fifty (50) percent of this set-aside must be expended on one or more of the sixty (60) occupations identified in one or more of the five (5) industry clusters. It is expected that OJT agreements with qualified employers will average 10 weeks in length. It is also expected that the participant will be retained in full-time unsubsidized employment with that employer following the completion of the OJT at a wage level reflecting an earnings gain over the level earned prior to participation in WIA. Bidders will be required to enroll and exit 100% of the Participants “contracted for” in order to be considered in contract compliance. Required performance outcomes must also be met to be considered in contract compliance. Contract performance will be evaluated monthly by the County of Monterey/WIB staff. The selected bidder will report contract performance monthly to the County of Monterey/WIB Oversight Committee. A participant in a program authorized under Title I of WIA must not displace any currently employed employee (including a partial displacement, such as a reduction in the hours of non-overtime work, wages, or employment benefits). 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: Any other individual is on layoff from the same or any substantially equivalent job; 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 The job is created in a promotional line that infringes in any way on the promotional opportunities of currently employed workers. 22 Final Adult RFP 2009-2010
  • 23. SECTION V: CONTRACTING REQUIREMENTS A. General Contract Conditions Should your proposal be selected for funding you will then complete contract negotiations with the County of Monterey and WIB. In order for a contract to be executed, you must meet certain requirements with the County of Monterey and WIB. These requirements include, but are not limited to: 1. Applicants must be able to have the proposed program operational at the beginning of the contract period. It is anticipated that contracts will be effective July 1, 2009. 2. Applicants must have current fiscal and compliance audits as required by law. Where applicable, an applicant must have on file with the WIB, monitoring reports indicating the applicant’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 WIB prior to funding. A pre-award survey shall be conducted prior to funding of new service providers. 3. Applicants are required to be an Affirmative Action/Equal Employment Opportunity Employer (AA/EEO). If selected for funding, an applicant may be required to submit its AA/EEO plan. 4. Applicants must provide Evidence of Insurance Coverage in accordance with the County of Monterey’s current Risk Management requirements, which are included in Section V, under subpart E. Insurance (starting on page 24). 5. An authorized official of the applicant must sign the proposal. The applicant is required to submit resolutions or other corporate actions, authorized by its Directors, that specifies name(s) of the person(s) authorized to obligate the contractor to execute contracted documents, sign checks for the disbursement of funds received by the WIB, and sign requisitions for advances and/or reimbursement (monthly invoice). 6. Applicants are ensuring, by signing the contract, that adequate and qualified staff will be dedicated to the contracted program services. This staff should have related past experience in delivering similar services. B. Administrative Provisions The selected applicant must be willing to enter into a written Contract with the County. The Contract will include the requirements to provide the services and will incorporate all terms and conditions set forth in this RFP and may include other provisions deemed appropriate by the Office of the County Counsel. All provisions of the Contract must be in compliance with applicable county, state and federal laws, rules and regulations. The resulting Contract may include any written material made as part of the proposal. This material may include, but is not limited to, answers to questions contained in the RFP, letter, facsimile and product literature if applicable. C. Rights and Remedies of the County for Default In the case of default by the Contractor, the County may procure the articles or services from other sources and may recover the loss occasioned thereby from any unpaid balance due the Contractor or by proceeding against any performance bond of the Contractor, if any, or by suit against the Contractor. The prices paid by the County shall be considered the prevailing market price at the time such purchase(s) may be made. Inspections of deliveries or offers for deliveries that do not meet specifications shall be made at the expense of the Contractor. 23 Final Adult RFP 2009-2010
  • 24. D. Indemnification Contractor shall indemnify, defend, and hold harmless the County, its officers, agents, and employees, from and against any and all claims, liabilities, and losses whatsoever (including damages to property and injuries to or death of persons, court costs, and reasonable attorneys’ fees) occurring or resulting to any and all persons, firms or corporations furnishing or supplying work, services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims, liabilities, and losses occurring or resulting to any person, firm, or corporation for damage, injury, or death arising out of or connected with the Contractor’s performance of this Agreement, unless such claims, liabilities, or losses arise out of the sole negligence or willful misconduct of the County. “Contractor’s performance” includes Contractor’s action or inaction and the action or inaction of Contractor’s officers, employees, agents and subcontractors. E. Insurance 1. Evidence of Insurance Coverage: Prior to commencement of this Agreement, the Contractor shall provide a “Certificate of Insurance” certifying that coverage as required herein has been obtained. Individual endorsements executed by the insurance carrier shall accompany the certificate. In addition a certified copy of the policy or policies shall be provided by the Contractor upon request. This verification of coverage shall be sent to the County’s, Contracts/Purchasing Department, unless otherwise directed. The Contractor shall not receive a “Notice to Proceed” with the work under this Agreement until it has obtained all insurance required and such, insurance has been approved by the County. This approval of insurance shall neither relieve nor decrease the liability of the Contractor. 2. Qualifying Insurers: All coverage’s, except surety, shall be issued by companies which hold a current policy holder’s alphabetic and financial size category rating of not less than A- VII, according to the current Best’s Key Rating Guide or a company of equal financial stability that is approved by the County’s Purchasing Manager. 3. Insurance Coverage Requirements: Without limiting Contractor’s duty to indemnify, Contractor shall maintain in effect throughout the term of this Agreement a policy or policies of insurance with the following minimum limits of liability: Commercial general liability insurance, including but not limited to premises and operations, including coverage for Bodily Injury and Property Damage, Personal Injury, Contractual Liability, Broad form Property Damage, Independent Contractors, Products and Completed Operations, with a combined single limit for Bodily Injury and Property Damage of not less than $1,000,000 per occurrence. 24 Final Adult RFP 2009-2010
  • 25. Business automobile liability insurance, covering all motor vehicles, including owned, leased, non-owned, and hired vehicles, used in providing services under this Agreement, with a combined single limit for Bodily Injury and Property Damage of not less than $1,000,000 per occurrence. Workers’ Compensation Insurance, if Contractor employs others in the performance of this Agreement, in accordance with California Labor Code section 3700 and with Employer’s Liability limits not less than $1,000,000 each person, $1,000,000 each accident and $1,000,000 each disease. Professional liability insurance, if required for the professional services being provided, (e.g., those persons authorized by a license to engage in a business or profession regulated by the California Business and Professions Code), in the amount of not less than $1,000,000 per claim and $2,000,000 in the aggregate, to cover liability for malpractice or errors or omissions made in the course of rendering professional services. If professional liability insurance is written on a “claims-made” basis rather than an occurrence basis, the Contractor shall, upon the expiration or earlier termination of this Agreement, obtain extended reporting coverage (“tail coverage”) with the same liability limits. Any such tail coverage shall continue for at least three years following the expiration or earlier termination of this Agreement. 4. Other Insurance Requirements: All insurance required by this Agreement shall be with a company acceptable to the County and issued and executed by an admitted insurer authorized to transact Insurance business in the State of California. Unless otherwise specified by this Agreement, all such insurance shall be written on an occurrence basis, or, if the policy is not written on an occurrence basis, such policy with the coverage required herein shall continue in effect for a period of three years following the date Contractor completes its performance of services under this Agreement. Each liability policy shall provide that the County shall be given notice in writing at least thirty days in advance of any endorsed reduction in coverage or limit, cancellation, or intended non-renewal thereof. Each policy shall provide coverage for Contractor and additional insureds with respect to claims arising from each subcontractor, if any, performing work under this Agreement, or be accompanied by a certificate of insurance from each subcontractor showing each subcontractor has identical insurance coverage to the above requirements. 25 Final Adult RFP 2009-2010
  • 26. Commercial general liability and automobile liability policies shall provide an endorsement naming the County of Monterey, its officers, agents, and employees as Additional Insureds with respect to liability arising out of the Contractor’s work, including ongoing and completed operations, and shall further provide that such insurance is primary insurance to any insurance or self-insurance maintained by the County and that the insurance of the Additional Insureds shall not be called upon to contribute to a loss covered by the Contractor’s insurance. The required endorsement form for Commercial General Liability Additional Insured is ISO Form CG 20 10 11-85 or CG 20 10 10 01 in tandem with CG 20 37 10 01 (2000). The required endorsement form for Automobile Additional Insured endorsement is ISO Form CA 20 48 02 99. Prior to the execution of this Agreement by the County, Contractor shall file certificates of insurance with the County’s contract administrator and County’s Contracts/Purchasing Division, showing that the Contractor has in effect the insurance required by this Agreement. The Contractor shall file a new or amended certificate of insurance within five calendar days after any change is made in any insurance policy, which would alter the information on the certificate then on file. Acceptance or approval of insurance shall in no way modify or change the indemnification clause in this Agreement, which shall continue in full force and effect. Contractor shall at all times during the term of this Agreement maintain in force the insurance coverage required under this Agreement and shall send, without demand by County, annual certificates to County’s Contract Administrator and County’s Contracts/Purchasing Division. If the certificate is not received by the expiration date, County shall notify Contractor and Contractor shall have five calendar days to send in the certificate, evidencing no lapse in coverage during the interim. Failure by Contractor to maintain such insurance is a default of this Agreement, which entitles County, at its sole discretion, to terminate this Agreement immediately. Failure to provide the above documents will be grounds for immediate termination or suspension of this contract. Other contractual obligations may include but are not limited to the following: 1. Rights to Pertinent Materials – All responses, inquiries, and correspondence related to this solicitation and all reports, charts, displays, schedules, exhibits, and other documentation produced by the Contractor that are submitted as part of the submittal will become the property of the County when received by the County and may be considered public information under applicable law. Any proprietary information in the submittal must be identified as such and marked “CONFIDENTIAL”. The County will not disclose proprietary information to the public, unless required by law; however, the County cannot guarantee that such information will be held confidential. Contractor will not disclose any confidential records or other confidential information received from the County or prepared in connection with any resulting Contract, unless County specifically gives written permission to Contractor to disclose such records or information. Contractor shall promptly transmit to County any and all requests for disclosure of any such confidential records or information. Contractor shall not use 26 Final Adult RFP 2009-2010
  • 27. any confidential information gained by Contractor in the performance of any resulting Contract except for the sole purpose of carrying out Contractor’s obligations under the resulting Contract. 2. Contract Audits – Contractor agrees that Monterey County or its designee will have the right to review, obtain and copy all records pertaining to performance of the contract. Contractor agrees to provide Monterey County or its designee with any relevant information requested, and shall permit Monterey County or its designee access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this requirement. Contractor further agrees to maintain such records for a period of five (5) years after final payment under the contract. Contractors will be responsible for the procurement and cost of an audit of agreed upon procedures and practices. Such audit will be conducted on an annual basis, beginning as soon after completion of the contract period as feasible. A copy of the audit report will be provided to the County. Audit findings will be resolved to the satisfaction of the County. 3. Non-Discrimination – During the performance of this contract, the Contractor shall not unlawfully discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, age (over 40), sex, or sexual orientation. The Contractor (s) shall ensure that the evaluation and treatment of its employees and applicants for employment are free of such discrimination. The Contractor shall comply with the provisions of the Fair Employment and Housing Act (Government Code, §12900, et seq.) and the applicable regulations promulgated there under (California Code of Regulations, Title 2, §7285.0, et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, §12990, et seq., set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations are incorporated into this agreement by reference and made a part hereof as if set forth in full. The successful Contractor (s) shall include the non-discrimination and compliance provisions of the clause in all agreements with subcontractors to perform work under the contract. 4. Independent Contractor – The Contractor shall be an independent contractor and shall not be an employee of Monterey County, nor immediate family of an employee of the County. Contractor shall be responsible for all insurance (General Liability, Automobile, Workers’ Compensation, unemployment, etc,) and all payroll-related taxes. Contractor shall not be entitled to any employee benefits. The Contractor shall control the manner and means of accomplishing the result contracted for herein. Non-Assignment: Contractor shall not assign this contract without the prior written consent of the County. 27 Final Adult RFP 2009-2010
  • 28. 5. Conflict of Interest – The Contractor covenants that the Contractor, its responsible officers, and its employees having major responsibilities for the performance of work under the agreement, presently have no interest and during the term of the agreement will not acquire any interests, direct or indirect, which might conflict in any manner or degree with the performance of the Contractor’s services under the agreement. 6. Non-Appropriation of Funds – The final award of a Contract is subject to approval by the County. The awarding of the Contract for this project is expressly subject to availability of funds to the County. If funds are not available to the County, the award will either be postponed or canceled. County’s obligation hereunder will be limited to the available funds for this purpose for each fiscal year in which the Contract is in effect. In the event that the funds are not available, County’s obligation hereunder will terminate at the end of the fiscal year for which funds were available or at the end of the Contract term, whichever occurs first. 7. Inclusion of Proposal – The proposal submitted in response to this RFP may be required to be included as part of the final contract with the selected proposer. 8. Non-Assignability – Contractor will not assign a contract resulting from this RFP or any portion thereof to a third party without the prior written consent of County, and any attempted assignment or subcontract without such prior written consent may cause immediate termination of the Contract. 9. Accountability – The selected contractor will be required to submit written monthly status reports covering such items as progress of work being performed, milestones attained, resources expended, problems encountered and corrective action taken or other reports determined to be necessary by the County. 10. Payment Terms – Payment to contractor will be on a monthly fee for service basis. 11. Contract Modification – The applicant is ensuring by signing the contract that the negotiated price or services provided in a contract cannot be changed without County of Monterey approval and a modification to the contract. All requests for modification must be submitted to the County with written justification. 12. Compliance with Terms of Federal or State Grant – If the Contract has been or will be funded with monies received by the County pursuant to a Contract with the state or federal government in which the County is the grantee, Contractor will comply with all the provisions of said Contract, to the extent applicable to Contractor as a sub grantee under said Contract, and said provisions shall be deemed a part of the Contract with Contractor. 28 Final Adult RFP 2009-2010
  • 29. SECTION VI: REQUIRED PROPOSAL FORMAT A. General Preparation Guidelines Interested bidders must respond to this RFP using the proposal response format provided in this section of the RFP. In responding, no substitutions in format design or activities will be considered. 1. Bidder must submit two (2) original proposals and five (5) complete paper copies. The originals must be marked as “Original” on the proposal cover page (check box) and must bear the actual “wet” 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 edge. All narratives must be printed in 12-point font (type) single-spaced. Each narrative must contain a heading that clearly indicates the narrative category you are responding to, i.e., Program Design, Program Objectives, etc. Keep narratives as concise as possible while providing all the information requested. Narratives are not to exceed twenty (20) total pages. 3. Each page of the proposal must be numbered sequentially at the bottom of the page. These page numbers will then be inserted into your table of contents (proposal checklist). 4. Addendums or attachments not specifically requested will not be accepted and will be discarded. 1. Proposal Cover Page The proposal cover page to be used in the submission of all proposals is included in 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 and be accompanied by a copy of the board resolution, or other corporate actions, authorizing the agency officer to submit the proposal. Note: Please make sure that the “Original” box is checked for the two submitted originals and the “Copy” boxes are checked for the 5 submitted copies. 2. Proposal Checklist/Table of Contents The proposal checklist identifies all narratives, exhibits (forms), and certifications that must be submitted with your proposal. This sequence must be followed in assembling the completed proposal. The proposal checklist will serve as your response table of contents. The submittal of each of these items is considered a complete bid. Failure to submit any item will result in a “no score” or “fail” for the submitted bid. 3. Narratives All narratives described below in “B” must be included in the RFP response. 4. Quarterly Program Operating Plan and Line Item Budget The quarterly program operating plan and line item budget must be submitted on the format included in this RFP. Plans must be “zero-based” meaning that all enrollments and placements must occur during the contract period, July 1, 2009 to June 30, 2010. Note: The Operating Plan must be expanded to a monthly plan prior to contract approval. If the budget form in this RFP includes shaded or lined-out sections, do not complete those sections. 29 Final Adult RFP 2009-2010
  • 30. 5. Insurance Complete the insurance questionnaire included in this RFP. The information must meet the minimum insurance requirements of the County of Monterey/WIB. 6. Assurances and Certifications The bidder must complete all assurances and certifications included in the proposal format section of the RFP. B. Program Narratives In writing the four program narratives, be thorough in your description. Use quantifiable measurements whenever possible, and be specific about collaborations and/or linkages. Narratives are limited to a maximum of thirty (20 Pages). 1. Program Design Narrative SECTION IV of this RFP provides an overview of the requested Adult Intensive and OJT Program Services. Refer to these services when writing your narrative. Identify: The type of program you are proposing and how you propose to implement it; The extent to which all required services will be available; How you will ensure provision of services to the Target Population on a countywide basis as defined in subpart C “Target Population” (page 20); The extent of collaboration/services integration with One-Stop partners; A referral system to other service providers, including the One-Stop system, for individuals who are determined not eligible for WIA Adult Intensive or OJT services; A plan for the development OJT contracts and other private sector job placement and how it will be implemented; How you will assure that at least fifty (50) percent of the OJT wage set-aside will be expended and the OJTs opportunities developed will conform to the County of Monterey/WIB policy regarding five (5) clusters and sixty (60) occupations; How you will outreach economically disadvantaged adults that will match the five (5) clusters and sixty (60) occupations; A plan to network with local employers to develop appropriate OJT opportunities for qualified participants. Your narrative should provide a description of the program to be offered to participants, arrangements to ensure required program outcomes, and follow-up and retention efforts. Describe: Intake/eligibility assessments – How do you determine eligibility, and how do you propose to evaluate the needs of your clients? What specific assessment methods do you propose to use? Ability to successfully implement WorkKeys assessment system. Participant counseling, employability and placement efforts – How will your program use private industry linkages, job development, and projected placement rates to expand opportunities for program participants? How you will administer and track the provision of participant support services. Successful bidders will be expected to develop an internal operational support service policy in conformance with the County of Monterey/WIB policy included in this RFP; Monitoring – How does the program design facilitate continuous programmatic and fiscal monitoring to insure that program objectives and performance measures are satisfied? Be specific; Additional services your program plans to provide. 30 Final Adult RFP 2009-2010
  • 31. Clearly identify and describe services to be provided directly within your organization and collaboration and linkages with other agencies, including employers conducting OJT. 2. Program Objectives Narrative (To include the methodology behind your Program Operating Plan) 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: The total number of persons to be served including target group and geographic area to be served; Describe how you plan to achieve the number of job total placements and the total job placements with the original OJT employer, and; How you will attain each of the performance measures for Adults, listed on the Adult Program Operating Plan (page 37) in addition to the Common Measures identified below. Common Measures for Adults Entered Employment Employment Retention Six Months Earnings Increase A definition of these measures and how they are calculated are included in the definitions section of the RFP. Under Section I (page 37), of your Adult Program Operating Plan, please include the number of participants you plan to enroll in each listed program component, for each quarter cumulatively. Outline in your narrative your methodology for achieving these enrollment goals. These enrollment/exiting and other performance targets will be reviewed monthly by the County of Monterey/WIB as part of their oversight responsibilities. Failure to meet planned goals may result in the need for corrective action. In the Total Exit section of the Adult Program Operating Plan, Section II (page 37), the minimum required Adult performance measurement goals have been listed. These are the performance measures that the Adult Program is expected to attain or exceed. Please describe your methodology for achieving each of these rates. You may propose a higher goal than listed. If you propose a goal lower than the minimum, a detailed explanation must be included and will be evaluated as part of the narrative requirements. 3. Program Management Narrative Describe your organization’s previous experience in operating employment training programs, administrative/fiscal capabilities, and the experience of the staff person(s) responsible for administering the requested funds and implementing the program; Describe your years of documented experience providing similar workforce development services to the “Target Population” and the performance outcomes you achieved; Provide a list of the above-mentioned staff and a brief description of their qualifications. Note: Proposals not containing a list of staff and their qualifications will be rejected and not be scored; 31 Final Adult RFP 2009-2010
  • 32. It must be demonstrated that staff members of the organization have WIA knowledge or experience that will assure technical compliance with any resulting contract for WIA services with the County of Monterey/WIB; Describe your organization’s experience in collaboration; Document your organization’s management of government grants/contracts equal to or greater than a combined total of $250,000 in the last four (4) years; Include in this narrative section, a copy of your organization’s Articles of Incorporation, and if applicable, a complete list of your board of directors. If your organization does not have a board of directors, so state. 4. Budget Justification Narrative Available funding is expected to be no more than $1,000,000 to provide core, intensive, and supportive services. Of this amount $180,000 will be reserved by the County of Monterey/WIB for OJT wage reimbursement to qualified employers from July 1, 2009 through June 30, 2010. The submitted bid operational cost (excluding OJT wages) must be no more than $7,500 per OJT. It is anticipated that the average wage will be $10 per hour and the average length of OJT will be ten (10) weeks. No more than 50% of the total wages will be available for the employer OJT reimbursement set-aside. A proposal shall include a budget narrative, which includes a justification for every item listed on your line-item budget (see pages 38 - 39). Therefore, the budget justification narrative should include the following information: Description of the specific line item – What is it? Description how a specific item relates to the services being provided – Why is the item needed to fulfill the program objective? How will you assure that contract budget line items are not exceeded when claiming reimbursement? Mathematical explanation of how you estimated the requested amount – What formula did you use to arrive at your estimate? Show the detail; Mathematical explanation of how you arrived at the “cost per participant” and “cost per OJT”; Justification of In-Kind contributions and Matching costs, including the amount dedicated to each – How were the amounts determined and from what sources are they derived? Show the detail; Description of the total Supportive Services and the amount that will be dedicated to OJT enrollments vs. non-OJT enrollments; Justification of the level of profit/overhead proposed; Description of your organization’s grants/contracts equal to or greater than a combined total of $250,000 in the last four years – itemize the grants/contracts. The Program Line Item Budget (see pages 38 - 39) must clearly delineate costs to be met by the funding. For most projects, costs should be grouped into subcategories, selected to reflect the critical areas of expense. All significant costs should be broken out within the subcategories, but small ones can be combined on one line. Note: Successful bidders will complete a more detailed line item budget during contract development. During the term of a contract, line item expenditures cannot exceed the approved budget line item amount. This restriction does not apply to Core or Intensive service budget activities. Modifications to the contract may be submitted in writing to the County of Monterey/WIB staff on an as needed basis. Fiscal modifications should be completed 32 Final Adult RFP 2009-2010
  • 33. by using the appropriate budget documents attached to this RFP. There is no obligation to accept requested modifications. The line item budget narrative should also describe the following major items: 1. Personnel Costs Staff - In addition to the information required on the line-item budget (base salary, percentage of time, etc.), include a detailed description of the activities and FTE (full- time equivalent) of each position as it relates to the project. Please include an organizational chart including where the proposed project will fit into that chart; Fringe Benefits – Indicate what benefits will be provided and how the amount was calculated. If different rates were used for different individuals, the narrative should contain a table that summarizes the calculation for each individual; Consultants – The need for each consultant must be outlined in detail. A work plan for each, including the tasks to be accomplished, should be included. This should include an explanatory paragraph that describes in detail the services to be provided and why the contract is necessary to fulfill the program objectives. Additionally, include the basis for calculating the requested amount (i.e. personnel costs, with detailed breakdown, travel expenses, etc.) If the specifics of a proposed subcontract for consultant services are available during the budget development, a fact sheet or a copy of the actual contract shall be submitted. The document shall include the following information: o Name of Subcontractor; o Subcontractor’s business name; o Contract period (must fall within the program period July 1, 2009 to June 30, 2010; o The contract dollar amount must be equivalent to the dollar amount reflected in the line-item budge; o Scope of services and deliverables. Please note that all subcontracts made by bidders must be reviewed and approved by the County of Monterey/WIB prior to payment being issued to subcontractor. The County of Monterey/WIB shall not be named as a party to any subcontracts and the County of Monterey/WIB shall have no financial obligation to any subcontractor(s). 2. Non-Personnel Costs Travel – The projected expenditures for local and non-local travel should be described in this section. The basis for calculation as well as purpose for travel should be provided including the following information: Travel – The projected expenditures for local and non-local travel should be described in this section. The basis for calculation as well as purpose for travel should be provided including the following information: o Who is traveling? o Purpose for travel; o Destination(s); o Basis for calculations (i.e. cost of airfare/lodging, reimbursement rate for meals, estimated number of miles traveled (x) mileage reimbursement rate. The mileage reimbursement rate will be your organizations established and approved rate or the rate used by the County of Monterey/WIB, whichever is less. Office operations – Specify the projected expenditures for rent, utilities, supplies, consumables, duplicating, telephone, postage, equipment rental, and service agreements. Provide a description of how estimates for each were determined. Staff 33 Final Adult RFP 2009-2010
  • 34. training (i.e. computer software training, time management training, etc.) would also be classified under this category. Advertising/Printing – Describe and specify the costs associated with the printing of brochures, newsletters, advertising, etc. Equipment – Itemize the equipment requested and include a statement outlining how the equipment will be used to fulfill program goals. If the purchase or rental of equipment is necessary to accomplish the objectives of the program, please provide the information and the specific equipment needed. You should examine the option of purchasing vs. leasing/rental, and explain your choice. See adult language. NOTE: Equipment purchases not included in the proposal will not be approved during the contract period. Additionally, equipment purchases will require County of Monterey/WIB formal written approval prior to purchase in addition to approval from the State of California. 3. Central Operating Expense (Indirect Cost) This line item is intended to cover grant related costs that are passed on to the subcontractor from a “Parent Company” or “Corporate Headquarters”. These costs may include payroll costs for those working, reporting costs and other expenditures performed on behalf of the subcontractor and therefore charged to them. Describe in your narrative what services are included in this cost and approximately what percentage of the overall contract this line item represents. 4. Training Costs On-the-Job Training (OJT) Wages This line item is to include the amount reserved for qualified employer reimbursements of training costs for participants participating in OJT. Contracts with employers for OJT should be two (2) to no more than six (6) months in length for jobs supported by the local labor market. It is expected that the average length of an OJT will be ten (10) weeks. Please describe how the amount of funds requested was determined. NOTE: OJT funds will not be included in final negotiated contracts but will be reserved as a set-side by the County of Monterey/WIB. The County of Monterey/WIB will reserve a maximum of $180,000 for OJT reimbursements to local employers under contract with the funded organization(s). These reserves will be dedicated to successful bidders proportional to the amount of their award as a percentage of the total awarded. Additionally, a minimum of fifty (50) percent of this set-aside is to be dedicated to the five (5) County of Monterey/WIB approved industry clusters and sixty (60) occupations set forth in County of Monterey/WIB policy. Supportive Services This line item should describe the type and amount of supportive services you plan to provide to participants and how long you intend to provide them. Participants should be provided with the supportive services needed to complete the program. Supportive services may be provided to non-OJT enrollments. However, the more supportive service funds a bidder dedicates to non-OJT enrolled participants will result in a lower ranking during the bid evaluation since this solicitation seeks a primarily OJT-directed project. Describe how you plan to administer and track supportive services for eligible OJT participants. NOTE: Supportive service costs programmed into contractors’ budgets cannot be transferred to other cost categories except to the OJT cost pool. Additional supportive service funds will not be provided by the County of Monterey/WIB over the amount contracted in this cost category. 34 Final Adult RFP 2009-2010
  • 35. Original Copy RFP #10195 ADULT WIA TITLE I - OJT PROPOSAL COVER PAGE Agency Name: (Check all that apply) Private Non-Profit Private for Profit Education Public Agency Community Based Address: Agency Telephone #: Agency Fax #: Contact Person: Contact Phone #: Contact Fax #: Contact E-mail: Proposed Service/Program: Proposed Geographic Area(s) to be Served: Proposed Target Population(s): Number of “Participants” to be enrolled: Number of OJT enrolled: Cost Per OJT for Supportive Services (See Definitions): Cost per OJT (See Definitions): $ $ TOTAL AMOUNT PROPOSED Total WIA Funds Requested $ CERTIFICATION OF PROPOSAL CONTENT Duplication of Services and Conflict of Interest To my knowledge, this proposal does not duplicate services 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, including undue influence to garner funding, resulting in a conflict of interest, real or apparent, in the selection, award, or administration of a subcontract by 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 County of Monterey/WIB in support of this proposal, are accurate, complete, and current as of the date below. This certification includes the cost/pricing data supporting any agreements/contracts that may be agreed upon between the offerer and the County of Monterey/WIB that are part of the result of submitting this proposal. _________________________________ __________ Signature of Authorized Representative Date _________________________________ Title of Authorized Representative 35 Final Adult RFP 2009-2010
  • 36. PROPOSAL CHECKLIST This proposal checklist identifies all the narratives, exhibits (forms), and certifications that must be submitted with your proposal. Follow this sequence in presenting your proposal with the checklist serving as your table of contents. In the Page # column, indicate the page number where that information can be found in your proposal. Number the narrative pages beginning at Page #1. PROPOSAL TABLE OF CONTENTS Page # Cover Page Proposal Checklist/Table of Contents Program Operating Plan Program Line Item Budget Insurance Coverage Certification: Debarment Certification: Standards of Conduct Certification: Lobbying Nondiscrimination Assurance Certification: ADA Accessibility NARRATIVES Page # Program Design Narrative Program Objective Narrative Program Management Narrative Budget Justification Narrative 36 Final Adult RFP 2009-2010
  • 37. Adult Program Operating Plan Quarterly Performance and Enrollment Goals The data entered in the following grid must include the proposed number of participants to be enrolled by the bidder. The data must account for all activities and must be presented cumulative by quarter. Prior to contract development, the proposed contractor will be expected to expand this plan to an approved monthly summary. QUARTER ENDING 9/30/09 12/31/09 3/31/10 6/30/10 I. Total Enrollments in Intensive WIA Services (Sum of I.A + I.B) A. Cumulative New Enrollments in Intensive Services B. Enrollments carried in from prior contract year C. Program Elements Intensive Services 1) Case Management for Participants 2) Comprehensive Assessment 3) Development of Individual Employment Plan 4) Group Counseling 5) Work/Entry Employment Experience 6) Individual Counseling and Career Planning 7) Short Term Pre-Vocational Services 8) Internships (Private Sector Work Experience) D. Total Enrollment in On-the-Job Training (OJT) II. Total Exits and Performance Measures (Sum of II.A. + II.B) A. Entered Unsubsidized Employment of Total Exits 1) Obtained Adult Credentials B. All Other Exits C. Entered Unsubsidized Employment following OJT D. Adult Earnings Gain (Enter $ amount in cells) E. Adult Employment Retention Rate * Note: Common Measures are required standards or goals set by the Department of Labor each year for local workforce investment areas. These Common Measure goals are subject to change. 37 Final Adult RFP 2009-2010
  • 38. Adult Line Item Budget Budget Period: July 1, 2009 to June 30, 2010 A B C I. PERSONNEL COSTS A*B=C Base % of Total Match or Name Position Title Salary Base WIA In-Kind Total Fringe Benefits (% ) CONSULTANTS TOTAL PERSONNEL COSTS 38 Final Adult RFP 2009-2010
  • 39. A B C Full Actual % of Total Match or II. NON PERSONNEL COSTS Cost Cost WIA In-Kind Rent Consumables Utilities Equipment Maintenance Equipment Rental/Lease Equipment – Computer Building Maint/Repair/Janitorial Advertising/Printing Insurance Staff Travel Staff Training Professional Services -Audit TOTAL NON-PERSONNEL COSTS III. INDIRECT COSTS IV. TRAINING COSTS On-The-Job Training (OJT) Wages Supportive Services for OJT Supportive Services for non OJT TOTAL TRAINING COSTS V. GRAND TOTAL 39 Final Adult RFP 2009-2010
  • 40. INSURANCE COVERAGE Without limiting Contractor’s duty to indemnify, Contractor shall maintain in effect throughout the term of this Agreement a policy or policies of insurance with the following minimum limits of liability: 1. Commercial general liability insurance, including but not limited to premises and operations, including coverage for Bodily Injury and Property Damage, Personal Injury, Contractual Liability, Broad form Property Damage, Independent Contractors, Products and Completed Operations, with a combined single limit for Bodily Injury and Property Damage of not less than $1,000,000 per occurrence. A. Insurance Company: B. Policy Number: C. Limit: D. Deductible: E. Coverage Form: Occurrence Type Claims Made Type F. Expiration Date: 2. Business automobile liability insurance, covering all motor vehicles, including owned, leased, non- owned, and hired vehicles, used in providing services under this Agreement, with a combined single limit for Bodily Injury and Property Damage of not less than $1,000,000 per occurrence. A. Insurance Company: B. Policy Number: C. Limit: D. Deductible: E. Expiration Date: 3. Professional liability insurance, if required for the professional services being provided, (e.g., those persons authorized by a license to engage in a business or profession regulated by the California Business and Professions Code), in the amount of not less than $1,000,000 per claim and $2,000,000 in the aggregate, to cover liability for malpractice or errors or omissions made in the course of rendering professional services. If professional liability insurance is written on a “claims-made” basis rather than an occurrence basis, the Contractor shall, upon the expiration or earlier termination of this Agreement, obtain extended reporting coverage (“tail coverage”) with the same liability limits. Any such tail coverage shall continue for at least three years following the expiration or earlier termination of this Agreement. A. Insurance Company: B. Policy Number: C. Deductible: D. Expiration Date: Continued on next page… 40 Final Adult RFP 2009-2010
  • 41. 4. Workers’ Compensation Insurance, if CONTRACTOR employs others in the performance of this Agreement, in accordance with California Labor Code section 3700 and with Employer’s Liability limits not less than $1,000,000 each person, $1,000,000 each accident and $1,000,000 each disease. A. Insurance Company: B. Policy Number: C. Expiration Date: 5. Insurance Broker or Agent A. Name of Agency: B. Address: C. Phone Number: 41 Final Adult RFP 2009-2010
  • 42. SECTION VII: ASSURANCES AND CERTIFICATIONS Each applicant assures that by submission of this proposal, it will comply with all Federal, State, and Local laws and policies including, but not limited to those relating to: 1) debarment and suspension requirements and prohibitions; 2) standards of conduct; 3) lobbying prohibitions; 4) nondiscrimination requirements; and 5) accessibility requirements. The bidder organization’s compliance Certifications are attached to the RFP and must be completed and attached to any proposal submitted to the County of Monterey/WIB. 42 Final Adult RFP 2009-2010
  • 43. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS WHICH ARE IN INTEGRAL PART OF THE CERTIFICATION) 1. The prospective recipient of Federal assistance funds certifies, by submission of this proposal or contract, 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 or contract. ______________________________________________ Applicant (Name of Authorized Representative) ______________________________________________ Title of Authorized Representative ______________________________________________ __________ Signature of Authorized Representative Date 43 Final Adult RFP 2009-2010
  • 44. INSTRUCTIONS FOR CERTIFICATION By signing and submitting this proposal, the prospective recipient of Federal assistance funds is providing the certification set out below. The certification in this clause is material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective recipient of Federal assistance funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Department of Labor (DOL) pursue available remedies, including suspension and/or debarment. The prospective recipient of Federal assistance funds shall provide immediate written notice to the person to whom this proposal is submitted if at any time the prospective recipient of Federal assistance funds learn that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 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 out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations. 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 lower tier covered transaction with a person who is debarred suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by DOL. The prospective recipient of Federal assistance funds further agrees by submitting this proposal that it will include the clause titled, "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility its principals. Each participant may, but is not required to, check the List of Parties Excluded From Procurement or Non-procurement Programs. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which does a prudent person in the ordinary course of business dealings normally possess. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the DOL may pursue available remedies, including suspension and/or debarment. 44 Final Adult RFP 2009-2010
  • 45. STANDARDS OF CONDUCT The following standards apply to a Contractor that deliver services under contract with the County of Monterey. A. GENERAL ASSURANCE – The Contractor hereby assures that by submission of this proposal, it will comply with the standards of conduct set forth by the County of Monterey and all associated policies or ordinances related thereto, and any State or Federal conflict of interest provisions that are required for WIA programs and services, which are necessary to maintain the integrity of the program and avoid any conflict of interest in their administration. B. CERTIFICATIONS – except as otherwise indicated, the following certifications apply to a Contractor. 1. The Contractor, if it is a corporation, certifies that it is registered with the Secretary of State, of the State of California. 2. Drug-Free Workplace: 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 which includes, but may not be limited to, 29 CFR 98.600, 29 CFR 98.630, 34 CFR Part 85, Subpart F, Sections 85.605, 85.610), the Contractor certifies that it will, or will continue to, provide a drug-free workplace. 3. 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 in with disabilities in public accommodations; employment; transportation; federal, state, and local government services; and telecommunications. The Contractor certifies that it will maintain policies, procedures, and practices that comply with all requirements of the ADA. 4. Nondiscrimination: Contractor shall not discriminate on the ground of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and for Participants only, citizenship or participation in programs or activities funded by WIA, in admission or access to, opportunity or treatment in, or employment in the administration of, or in connection with, any program or activity funded under this RFP or contract arising from this RFP. Contractor assures, with respect to operation of this funded program or activity and all agreements or arrangements to carry out this program or activity, that it will comply fully with all nondiscrimination and equal opportunity statues and regulations including, but not limited to, the following; Section 188 of the Workforce Investment Act of 1988; Title VI and VII of the Civil Rights Act of 1964, as amended; Americans with Disabilities Act of 1990; Section 504 of the Rehabilitation Act of 1973; Title IX of the Education Amendments of 1972; Age Discrimination Act of 1975, as amended; California Fair Employment and Housing Act, Government Code Sections 12900 et seq.; California Labor Code Sections 1101, 1102, and 1102.1; and with all applicable requirements imposed by or pursuant to regulations implementing those laws. 45 Final Adult RFP 2009-2010
  • 46. Contractor assures that it will comply fully with the nondiscrimination and equal opportunity provisions of WIA and acknowledges that the federal, state, and County of Monterey shall have the right to seek judicial enforcement of this nondiscrimination assurance. ______________________________________________ Applicant (Name of Authorized Representative) ______________________________________________ Title of Authorized Representative ______________________________________________ __________ Signature of Authorized Representative Date 46 Final Adult RFP 2009-2010
  • 47. CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL ''Disclosure Form to Report Lobbying, in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, subgrants and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. ______________________________________________ Applicant (Name of Authorized Representative) ______________________________________________ Title of Authorized Representative ______________________________________________ __________ Signature of Authorized Representative Date 47 Final Adult RFP 2009-2010
  • 48. NONDISCRIMINATION ASSURANCE The applicant agrees as follows: Applicant shall not discriminate on the ground of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and for participants only, citizenship or participation in programs or activities funded under this Agreement, in admission or access to, opportunity or treatment in, or employment in the administration of, or in connection with, any program or activity funded under this Agreement. As a condition to the award of financial assistance under this program, Contractor assures, with respect to operation of this funded program or activity and all agreements or arrangements to carry out this program or activity, that it will comply fully with all nondiscrimination and equal opportunity statutes and regulations including, but not limited to, the following; Section 188 of the Workforce Investment Act of 1988; Title VI and VII of the Civil Rights Act of 1964, as amended; Americans with Disabilities Act of 1990; Section 504 of the Rehabilitation Act of 1973; Title IX of the Education Amendments of 1972; Age Discrimination Act of 1975, as amended; California Fair Employment and Housing Act, Government Code Sections 12900 et seq.; California Labor Code Sections 1101, 1102, and 1102.1; and with all applicable requirements imposed by or pursuant to regulations implementing those laws. Applicant assures that it will comply fully with the nondiscrimination and equal opportunity provisions of WIA and acknowledges that the federal, state, and COUNTY governments shall have the right to seek judicial enforcement of this nondiscrimination assurance. ______________________________________________ Applicant (Name of Authorized Representative) ______________________________________________ Title of Authorized Representative ______________________________________________ __________ Signature of Authorized Representative Date 48 Final Adult RFP 2009-2010
  • 49. ADA ACCESSIBILITY CERTIFICATION Applicant:____________________________ A. ADA-6 504 ACCESSIBILITY SURVEY INQUIRY YES NO EXPLANATION 1. Indicate whether the various program components your agency provides has been made available to qualified disabled individuals: • Core Service • Intake • Assessment • Job Placement • OJT • Job Search Workshops • Work Experience • Classroom Training • Other 2. Are policies assuring that your organization does not discriminate on the basis of race, color, national origin, religion, age, sex, physical or mental handicap, marital status, or political affiliation posted in conspicuous places which include the phone number of the person to be contacted if problems occur? 3. Is all information about ethnic designation or disabled condition appearing on any application forms voluntary and used only for statistical purposes? 4. Have complaint procedures been established and disseminated to all applicants regarding their rights under Section 504? 5. Has recipient accommodation been requested and provided to applicant in any of the various program components your agency administers? 6. Is your overall training program accessible to the visual, hearing, or speech impaired? 7. Is program information available as necessary in languages other than English? 8. Are all programs and activities conducted in the most integrated setting appropriate to qualified disabled individuals? 9. Have any of the following services been provided to persons during their program participation? • Transportation • Health Services/Insurance • Benefits • Counseling 10. Have auxiliary aids (e.g., interpreters, readers, Braille materials) been requested by applicants and/or participants and provided as appropriate? 11. Does your facility have the ability to communicate with hearing impaired applicants and employees by telephone (TDD)? 12. If not, have arrangements been made for such communication? 49 Final Adult RFP 2009-2010
  • 50. B. EMPLOYMENT PRACTICES AND POLICIES INQUIRY YES NO EXPLANATION 1. Are rates of pay and all other forms of compensation equal for all employees in the same class, including the disabled? 2. Are all hiring, promotion, assignment, training, and other employment practices/opportunities applied equally to all employees? 3. Have procedures been developed for identifying the number of disabled employees, participants, and applicants receiving services? 4. Have any employees requested reasonable accommodations based on disability? 5. Has reasonable accommodation been provided to qualified disabled persons to enable them to perform duties of the job (e.g., special aids, modification of work sites, or restructuring of jobs)? 6. Do all persons, including the disabled have access to an established grievance procedure that provides due process in resolving complaints alleging discriminatory action prohibited by these policies? 7. Are notices of employment opportunities and training programs given to all applicants including those with visual or hearing impairments? 8. Are all employment opportunities and training programs given to all applicants including those with visual or hearing impairments? 9. Are selected personnel trained or are other qualified persons made available to assess the qualifications of disabled persons who must be tested through alternative methods due to hearing, visual, and/or speech impairment? 10. Do qualified persons from all above noted groups (i.e., ethnicity, gender, disability, etc.) serve on oral panels as appropriate? C. FACILITES INQUIRY YES NO EXPLANATION 1. List the various components your agency administers and indicate whether these facilities are physically accessible to the disabled, such as: • Intake • Assessment • Referral • Training • Other 2. Are any parking spaces clearly identified with signposts and ground painting as reserved for disabled individuals? If so, where is it located? 3. Is each designated parking space at least 12 feet wide? (Some vans have wheelchair elevator lifts that require extra space on the side of the van.) 4. To get from the accessible parking to the building’s entrance, do disabled individuals have to: a. Go behind any vehicle other than his/her own? b. Cross any type of barrier, e.g., steps, steep slopes, curbs, grass, low spots in ground or pavement, buckled concrete, gravel, etc.? 50 Final Adult RFP 2009-2010
  • 51. INQUIRY YES NO EXPLANATION 5. Can disabled individuals enter the building through an accessible front entrance or an alternative entrance? 6. Are information/public counter areas accessible to disabled individuals entering the building? 7. Is at least one public telephone accessible to the disabled? 8. Does each meeting room have a doorway that provides a width of at least 32 inches when open? If no, describe doorway. 9. Is the floor level within 60 inches of a doorway leading to each meeting room, both inside and outside? 10. Is there enough space in the meeting rooms for people on crutches or in wheelchairs to maneuver safely between the table and the wall and around the chairs? 11. Do doorways leading to the restrooms provide an opening at least 32 inches wide? 12. Does each restroom have at least one toilet stall with a doorway that opens at least 32 inches? 13. Is the toilet stool in the accessible stall mounted so a person in a wheelchair would find it accessible after the door is closed? 14. Is the disabled-accessible toilet stall equipped with grab bars? 15. Does at least one accessible building doorway provide a width at least 32 inches when open? If no, describe entrance. 16. Can the building entrance doors be opened with one hand? 17. Is the floor level within 60 inches of the building’s doorway, both inside and outside? 18. Do elevators allow access to all levels in the building? 19. Are the elevators accessible from the accessible entrance? 20. Does the open elevator door provide a width of at least 32 inches? 21. Are the elevator controls within 42-48 inches of the floor? 22. Does the elevator control panel, and each elevator entrance, have raised numbers and Braille symbols? ______________________________________________ Applicant (Name of Authorized Representative) ______________________________________________ Title of Authorized Representative ______________________________________________ __________ Signature of Authorized Representative Date 51 Final Adult RFP 2009-2010
  • 52. SECTION VIII: DEFINITIONS ADMINISTRATIVE COSTS: The portion of the budget which is associated with the overall management and administration of the proposed program and which is not directly related to the provision of services to participants. APPLICANT: An individual, who by virtue of limited or no income, barriers to employment, or other eligibility criteria as prescribed in CFR 663 & 664, has provided documentation of eligibility for WIA services, and who has been determined eligible. AVERAGE EARNINGS CHANGE IN SIX MONTHS: Similar to the emphasis on job retention, the WIA program also focuses on increases in wages as an indicator of the effectiveness of the services/training provided to those served. This is in response to the criticism that publicly supported training leads to low-paying, dead-end jobs. For performance measurement purposes, the standard takes the total post-program earnings of those employed in the first quarter after exit minus their pre-program earnings, and divides that number by the number of clients who exited during the first quarter. This results in an average earnings change for the clients. BARRIERS TO EMPLOYMENT: Characteristics that hinder an individual’s ability to participate in the labor market. An individual with a barrier listed below is considered “hard-to-serve.” • Deficient in basic skills • School Dropout • Disabled • Pregnant or parenting • Homeless or runaway • Offender • Individual (including individual with disability) requiring additional assistance to complete an educational program or get a job. CASE MANAGEMENT: The provision of a client-oriented approach in the delivery of services, designed to: a) Prepare and coordinate comprehensive employment plans, such as service strategies, for participants to ensure access to the necessary training and supportive services, using, where flexible, computer-based technologies; and b) Provide job and career counseling during program participation and after job placement. CFR: Code of Federal Regulations. COLLABORATION: A temporary alliance of groups or organizations that come together to work jointly on a specific endeavor. Collaboration is strengthened by a formal written agreement, which delineates the responsibilities of each group, organization or entity. COLLABORATIVE: a mutually beneficial and well-defined relationship entered into by organizations to achieve common goals. The relationship includes a commitment to: mutual relationships and goals; jointly developed structure and shared responsibility; mutual authority and accountability for success; and sharing of resources. It is expected that the collaborative will coordinate activities/services in a manner that transcends individual agency strategies, and will integrate diverse missions, language and cultural concerns to focus on the needs of the clients. 52 Final Adult RFP 2009-2010
  • 53. COMMON PERFORMANCE MEASURES: o ADULT ENTERED EMPLOYMENT – Of those who are not employed at the date of participation: the number of participants who are employed in the first quarter after the exit quarter divided by the number of participants who exit during the quarter. EMPLOYMENT RETENTION – Of those who are employed in the first quarter after the exit quarter: the number of participants who are employed in both the second and third quarters after the exit quarter divided by the number of participants who exit during the quarter. SIX MONTHS EARNINGS INCREASE – Of those who are employed in the first quarter after the exit quarter: the total earnings in the second quarter + third quarters after the exit quarter – total earnings in the second quarter + third quarters prior to the participation quarter divided by the number of participants who exit during the quarter. COMMUNITY- BASED ORGANIZATION (CBO): An incorporated non-profit organization which is representative of communities or significant segments of communities and which provides job-training services. (WIA 122, CFR 663.505-565) COST PER OJT: Dividing the dollar mount proposed or expended less the amount of OJT wages and Supportive Services by the total number of OJT participants proposed or enrolled derives this cost. COST PER OJT FOR SUPPORTIVE SERVICES: Dividing the entire dollar amount proposed or expended for supportive services by the total number of participants proposed to be enrolled in OJT or actual OJT participants receiving supportive services derives this cost. COST PER PARTICIPANT: Dividing the entire dollar amount proposed or expended less OJT or Work Experience wages and Supportive Services by the total number of participants proposed or enrolled derives this cost. COST PER WORK EXPERIENCE: Dividing the dollar amount proposed or expended less the amount for Work Experience wages and Supportive Services by the total number of Work Experience participants proposed or enrolled derives this cost. COST REIMBURSEMENT CONTRACT: A contract format that provides for the reimbursement of allowable costs, which have been identified and approved in the contract budget, and incurred in the operation of the program. Back-up documentation is required to justify payments made under this type of contract. ELIGIBLE OR ELIGIBILITY: Refers to an individual’s status in relation to his/her qualification to participate in a WIA funded program. Examples of eligibility criteria for various programs are residency, age, economic status, serious barriers to employment, plant closures, layoffs, long-term unemployment, etc. ENROLLMENT: An eligible participant who has been referred for WIA services and for whom enrollment documents have been completed and entered into the Workforce Investment Board’s Case Management System at www.onestopmonterey.org EXIT: The separation of a participant who is no longer receiving services (except follow-up services) under a program authorized by the WIA law. 53 Final Adult RFP 2009-2010
  • 54. FOLLOW-UP: Is the collection of information on an exited participant’s employment situation each month for the first quarter - and quarterly thereafter for a total period of one year after termination from the program. IN-KIND CONTRIBUTION (MATCHING): Contributions provided by a service provider from non-WIA sources to support a WIA training program. In-kind contributions must be itemized in the proposal and contract budgets and are subject to audit. INTAKE: Includes the screening and determination of an applicant for eligibility and: (1) a determination of whether the program can benefit the individual; (2) an identification of the employment and training activities and services which would be appropriate for that individual; (3) a determination of the availability of an appropriate employment and training activity; (4) a decision on selection for participation and (5) the dissemination of information on the program. JOB DEVELOPMENT: The planned and organized effort to encourage employers or business organization to make jobs available for WIA/One Stop clients. CONTRACTOR: The bidder submitting the proposal. The Contractor shall contract with and receive funding from the County of Monterey/WIB. The Contractor will be responsible for ensuring compliance with all terms and conditions of the contract, administration and fiscal management of the contract, and will be held accountable for program results. LINKAGE: Any mechanism that connects or ties services together. NONTRADITIONAL EMPLOYMENT: Refers to occupations or fields of work where women comprise less that 25% of the individuals employed in such occupations or fields of work. OBJECTIVE ASSESSMENT: An examination of the capabilities, needs and vocational potential of a participant used to develop a service strategy and employment goal. Such assessments are client-centered and a diagnostic evaluation of a participant’s employment barriers taking into account the participant’s family situation, work history, education, occupational skills, interests, aptitudes (including interests and aptitudes for nontraditional occupations), attitude towards work, motivation, behavior patterns affecting employment potential, financial resources and needs, supportive service needs, and personal employment information as it relates to the local labor market. OFFENDER: An individual subject to any stage of the criminal justice process who has barrier to employment because of a record of arrest or conviction. O-NET: http://online.onetcenter.org/ The O*NET database includes information on skills, abilities, knowledges, work activities, and interests associated with occupations. This information can be used to facilitate career exploration, vocational counseling, and a variety of human resources functions, such as developing job orders and position descriptions and aligning training with current workplace needs. ON-THE-JOB TRAINING (OJT): Training provided by an employer that is provided to a paid participant while engaged in productive work in a job that: Provides knowledge or skills essential to the full and adequate performance of the job; 54 Final Adult RFP 2009-2010
  • 55. Provides reimbursement to the employer of up to 50 percent of the wage rate for the participant, for the extraordinary costs of providing the training and additional supervision related to the training, and Is limited in duration as appropriate to the occupation for which the participant is being trained, taking into account the content of the training, the prior work experience of the participant, and the service strategy of the participant, as appropriate. ONE-STOP DELIVERY SYSTEM: Providing universal access to all job seekers and businesses alike, numerous workforce investment, educational and other human resource programs, activities and services in one central location. OUTREACH (RECRUITMENT): Activity involves the collection, publication and dissemination of information on program services directed toward economically disadvantaged and other individuals eligible to receive WIA training and support services. PARTICIPANT: An individual whom has been determined eligible to participate in, and who is receiving services. Participation shall be deemed to commence on the first day, following eligibility, on, which the participant began receiving subsidized employment training, or other services provided under the WIA law. PLACEMENT: The hiring of a participant into unsubsidized employment. Employment may be either full-time or part-time, but must be for a minimum of 20 or more hours per week to be reported as a placement. POST-SECONDARY INSTITUTION: A private or public non-profit institution that is authorized within a State to provide a program of education beyond secondary education, including community colleges, technical colleges, post-secondary vocational institutions, or tribally controlled community colleges. PROGRAM INCOME: Income generated by a program funded by WIA as a result of fees, rental of real or personal property, the sale of commodities or items developed with contract funds, and revenue in excess of costs earned by organization other than commercial organizations. QUALIFIED STAFF: Individuals that have experience or education that qualifies the individual to conduct the training, or deliver the services contracted for. REQUEST FOR PROPOSAL (RFP): A solicitation procedure/document which makes the statement, “Here is what we wish to accomplish; how will you accomplish this and for how much?” In using an RFP, the awarding agency will award the contract by using proposal evaluation methods. This permits consideration of other factors in addition to price. RESOURCE DEVELOPMENT: The process of integrating existing community resources into a program so its resources are maximized. REVERSE REFERRAL: This is a situation whereby a training vendor or OJT employer has pre- screened and/or hired a prospective WIA participant and then refers the individual to an agency under contract with the County of Monterey/WIB for enrollment and re-referral to the vendor or OJT employer. This activity may result in disallowed costs to any vendor under contract for training services with the County of Monterey/WIB. 55 Final Adult RFP 2009-2010
  • 56. SCHOOL DROPOUT: An individual who is no longer attending any school and who has not received a secondary school diploma or a certificate from a program of equivalency for such a diploma. SERVICE PROVIDER: An entity such as a CBO, an educational institution, or a commercial organization, which delivers services to WIA participants under contract with the County of Monterey/WIB. SHORT-TERM PRE-VOCATIONAL TRAINING: This includes pre-vocational services such as development of learning skills, communication skills, interviewing skills, punctuality, personal maintenance skills, and professional conduct, to prepare individuals for unsubsidized employment or training. SKILL ATTAINMENT RATE: For all younger youth in the program during the reporting/program year (including those both still in the program and those who exited the program by the end of the program year), the total number of goals attained in the categories of basic skills, work readiness and occupational skills divided by the number of such goals that were planned to be attained by the end of the program year. STATEMENT OF WORK: The portion of the RFP and the resulting contract document which describes the work to be performed by means of specifications or other minimum requirements, quantities, performance dates and a statement of the quality expected. SUBCONTRACT: Any compensated services performed by an individual or entity other than staff or the service provider; e.g., consultants, contracts for professional services, etc. SUPPORT SERVICES: Services which are necessary to enable an individual that is eligible for training under WIA, but who cannot afford to pay for such services, to participate in a training program funded under WIA. Examples of supportive services are: transportation, counseling, special services and materials for individuals with disabilities, job coaches, child care, and other reasonable expenses required for participation in the training program and may be provided in- kind or through cash assistance. VOCATIONAL TRAINING: Training provided to develop the attainment of job related skills in a particular occupational area and which would prepare the trainee for gainful employment in the area for which training was provided. May include the upgrading of skill levels to meet requirements of new and changing technologies. WIA: The Workforce Investment Act of 1998, which replaced the Job Training Partnership Act. WORK EXPERIENCE: A planned, structured learning experience that takes place in a workplace for a limited period of time. Work experience may be paid or unpaid, as appropriate. A work experience workplace may be in the private for profit sector, the non-profit sector, or the public sector. WORKFORCE INVESTMENT BOARD (WIB): The Monterey County Workforce Investment Board was established through the Federal Workforce Investment Act (WIA) of 1998 and is designated by the Board of Supervisors to provide strategic planning, policy development, oversight and evaluation of the local workforce investment system. For more information, please visit the Monterey County WIB website located at: www.montereycountywib.org. 56 Final Adult RFP 2009-2010

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