INFORMATION BULLETINS (PY 2007)
Posting Q&A from Youth RFP Bidders' Conference
ALAMEDA COUNTY WORKFORCE INVESTMENT BOARD
WIA YOUTH PROGRAM – EMPLOYMENT PLUS PROGRAM
RFP BIDDERS’ CONFERENCE
QUESTIONS & ANSWERS
October 9, 2007
QUESTIONS & ANSWERS
Q1: How many copies of the RFP should we submit?
A: See proposal packet, page 26 IB. - Seven (7) copies of the RFP must be submitted. One copy must have original signatures. Due to the need for original signatures, proposals may not be faxed, or electronically transmitted. The submission deadline is Thursday, November 8, 2007 by 3:00p.m. Late Proposals will not be accepted.
Responses to the proposals can be on white paper.
Q2: How many copies of the Single Audit do we need to submit?
A: Please make correction to proposal packet on page 26 item IC. - Proposal agency
may submit one (1) copy of the most recently completed financial statement of the organization which may be either a Single Audit Report, per the requirements of the applicable OMB circular, OR, a Financial Audit in accordance with the U.S. Comptroller General’s Government Auditing Standards, to verify fiscal integrity.
Q3: Can WIB staff email the RFP in Word format and are there any page requirements for margins and/or line spacing in answering the RFP?
A: Yes, there are requirements for page format: 1” margins on top bottom left and right side of each page. Please be sure and have Header on each page (including budget forms) with the funding category on the right side corner of page: Your Agency Name / EPP for High Risk Youth.
Proposals should use a minimum of 1.0 line spacing and/or 1.5 maximum. Two inch (2.0) line spacing is not recommended.
To request a copy of the RFP by mail and/or e-mail refer to proposal packet, page 20 top of page. Please e-mail ACWIB Secretary, Josephine Zaraspe at: Jzaraspe@acgov.org Include your name, organization, address, phone, FAX and e-mail address when requesting a copy of the RFP either hard copy or e-mail format.
Q4: On page 8 under Guiding Principles, are agencies required to serve all high risk
Youth/target population as listed?
A: No.
Youth enrolled must be Alameda County residents (except the City of Oakland).
Agencies applying for ACWIB WIA Formula Funds are required to serve both Disconnected and Connected high-risk youth. The definitions for Disconnected and Connected youth are on page11 of proposal packet.
The focus and intent of Department of Labor (DOL) Common Measures, suggest that Local Areas serve those youth most “at risk” and “in need” when funding is limited. Applications for services that could also include specific target groups (i.e., foster youth, emancipated foster youth, teen parents, youth offenders, youth with disabilities) are highly encouraged.
If an agency wishes to concentrate in one or two areas of youth with barriers is okay.
Responding to RFP allows for an agency and/or their partnership to apply for areas in which they have some degree of expertise in providing services to a certain target group as listed.
Q5: On page 10 III.A. Eligible populations- what does ACWIB use as intake/eligibility determination?
A: See Appendix page 36 definitions of Low-Income. Under WIA legislation, all youth must meet an eligibility criterion that includes income determination. ACWIB uses the Federal Guidelines - 70 percent of the Lower Living Standard Income Guidelines.
Q6: Referring to page 10 Geographic Service Areas – Are bidders/agencies require to have a center in a designated geographic area to be considered for funding in that area?
A: Yes. ACWIB will recommend funding awards based on geographic distribution (see page 10 and 18 of proposal packet). ACWIB and Youth Policy Council Members recommended that bidders must either have a center or be willing to locate to a geographic area to be considered for funding in that area. Services must be easily accessible to youth closest to their homes.
Q7: Youth Services Design Elements/Requirements-page 10. Please explain asterisk**
A: Asterisks refers to chart on top of page 10. Under the geographic area of Eden, provision of services to youth in a municipal/township i.e., Castro Valley, Ashland and Cherryland Districts are service areas to be served as well. This is a local WIB requirement. Respondents to RFP’s are not required to designate number of youth to be served, but must ensure that their services will be extended to those unincorporated areas.
Q8: Referral of Youth Applicants Not Selected for WIA services, page 10. Do you want a description of services to non-WIA participants be part of the proposal?
A: Yes. Please provide a very concise and brief description of offering services to non-WIA
Youth. We would like to know if the applying agency has a referral of services in place, for applicants not selected for WIA services.
Q9: What is the definition of “subcontracting” and are there requirements to monitor subcontractors?
A: Please refer to page 9 of RFP.
Subcontracting is an activity of paying another entity to perform services. A “Financial Memorandum of Understanding” is applicable. The Lead Agency must clearly identify the subcontracting organization; the amount of the subcontract and services they will provide to your program. Also, the Lead Agency is responsible for monitoring of any subcontractor twice a year (one programmatic and fiscal) to ensure contract compliance. ACWIB monitoring staff will request proof that subcontract monitoring has been completed.
Q10: What is an objective assessment?
A: Please refer to page 16 of RFP.
During the recruitment and enrollment phase of a project, an objective assessment is required for “disconnected youth”. An objective assessment is a comprehensive evaluation of an individual to identify academic skills, abilities, aptitude, and interests. The assessment determines the plan and/or strategy for each participant. ACWIB does not mandate the type of assessment tools to use. But there are several state recognized approved testing instruments such as the Test of Adult Basic Education (TABE) or CASAS Survey Achievement Tests and/or ABLE.
Also, there are new definitions of Certification and Training. A certificate of training must be awarded by:
-State educational or vocational and technical educational agency.
-Institution of Higher Education.
-Registered apprenticeship program
-Office of Job Corps.
Certificate of training does not include “certificates in recognition” for generic work readiness skills.
Q11: Are agencies responsible for Follow-up Services after a participant exits a program?
A: Yes. Follow-up services are required for 12 months after a participant is exited from a program and will be the sole responsibility of the agency awarded ACWIB Formula Funds, to submit necessary MIS follow-up service forms. No additional funds are available for follow-up services
Q12: What are the current Performance Standards goals under WIA?
A: Please refer to proposal packet pages 12, 13, 16 and 17.
Pages 12&13 provide readers examples of performance outcomes required of connected and disconnected youth. Please pay close attention to the matrix, last column regarding “Performance “that outlines goals for Standard Measures and Common Measures.
Pages 16 & 17 outlines ACWIB’s current State Performance standard goals.
Agencies must address in their proposal how they plan to bring youth through their service components and how they plan to accomplish State Performance goals.
Q13: Usage of Funds and Cost Per Participant?
A. WIA dollars should only be utilized to finance gaps in service. The intent of WIA law is to leverage existing community service dollars in order to create a more comprehensive system and to utilize WIA funds to complement, not replace community resources.
See page 18 of proposal packet “recommended average cost per participant guidelines”.
Q14: Is the Lead Agency required to find jobs for participants?
A: Yes. Job placement is not intended to be the primary element of a youth’s service strategy, but will complement academic instruction and provide an opportunity to apply skills in the workplace. Lead Agencies are required to offer work opportunities for youth to provide an environment for learning, building responsibility, achieve personal development and growth.
Q15. Does ACWIB count in performance subsidized employment as a job placement?
A: No.
Internships, job shadowing, paid and unpaid work experience complement academic instruction and provide an opportunity to apply skills in the workplace. Work experiences are planned structured learning experiences that can take place in a workplace for a limited time period in the public and private sector with subsidized payments, with no deductions or contribution to UI Wage Records.
Job placement qualifies when the individual/youth is employed and contributes to the
UI Wage Records for the quarter after exit from a service program and show earnings greater than zero. The State UI Wage records are the primary data source for tracking employment in the quarter after exit.
Q16: Is the Narrative Summary the same as an Executive Summary? Is there a limit on the number of pages for the proposal?
A: Yes, the Narrative Summary under Part III, page 5 of the RFP Application Forms is the same as an “Executive Summary”. Please provide a brief and concise overview of the youth services that you are proposing in two (2) pages or less.
There is not a limit on the number of pages to respond to the questions in the proposal forms. However, responses should be specific, complete and concise. The norm is one to two paragraph responses per question. Additional paragraphs are acceptable!
Q17: Since performance is important, are the funds tied to meeting benchmarks?
A: Yes. Renewal of contracts each year is dependent upon your ability to meet enrollments and exit benchmarks, as well as State mandated performance standards.
Q18: Do we need to provide information on organizations we plan to subcontract with?
A: Yes. Lead agencies that intend to subcontract any portion of their services must include all details of the subcontract(s) in their proposal (see page 9, bottom of the page- Subcontracting). A “Letter of Agreement” and/or “Financial MOU” should be attached to your proposal. Agreements should provide delineation of services and roles and responsibilities.
If you plan to “Collaborate” or have a collaborative relationship with other entities and do not plan to subcontract services, you must clearly identify the collaborating organization(s), the services they will provide. Again, see page 9 D Collaborations.
Q19: Are letters of support allowed?
A: Yes. Letters of support are allowed but not required.
Q.20: Will agencies be deducted points if they use professional writers?
A: No.
Use of professional writers is discouraged since the quality of the proposal is one method of evaluating the skills and the ability of the proposer to operate. All proposal writers who do not work for the proposing agencies on an on-going basis (1) must be identified on page 2 of proposal forms C. Authorship and (2) may not be paid proposal writing fees from current or future WIA awards.
Q21: Does The City of Berkeley have to conduct a formal procurement process to subcontract the WIA funded Employment Plus Program to a provider?
A: Yes.
Q22: On page 11 of Proposal Forms for budget. Do you want a program total?
A: No. Staff will add the WIA cost column with Leverage Resource Cost column for total budget. In reference to “Budget Justification narrative” on page 12. Please add on top of the page the word “WIA” Budget Justification. WIB staff wants to know what is your WIA budget line items justification.
Q23: What Administrative Costs are not allowed by ACWIB for the Employment Plus Programs?
A: See pages 7 and 8 below.
Q24: Are the readers for the proposal from other WIB’s?
A: Yes. In addition to staff participation in the rating process, an outside Review Committee will review and score each proposal that has met the Minimum Qualifications.
Q25: If an agency (bidder conference attendee) that is present today has a partner agency interested in working together and they want to be the Fiscal Lead, but could not attend today’s’ conference, will you (WIB) allow the partner agency
apply as the fiscal lead?
A: No.
Interested bidders are required to attend the Bidders Conference and formally sign-in. The purpose of attendance is to inform all interested parties of specific requirements and allowable activities under the WIA and the RFP.
Q26: For all those in attendance of today’s bidders’ conference, will you be sending a list of the “ ACWIB current service providers” and a listing of today’s attendees?
A: Yes. See Attachment I & II pages 6 – 8 below.
ATTACHMENT I
ACWIB
WIA Formula Grant Program Operators for Targeted Youth Services
PY 2007/08
EDEN AREA (Castro Valley, Hayward, San Leandro, San Lorenzo, Unincorporated)
Vallecitos CET, Inc. Sylvia Llanes, Executive Director
597 C Street PH (510) 537-8400 x 239
Hayward, CA 94541 FAX (510) 537-0593
E-MAIL: sylvial@vcet.org
NORTH CITIES (Alameda, Albany, Berkeley, Emeryville)
Berkeley Youth Alternatives Kevin Williams
1255 Allston Way PH (510) 845-9010
Berkeley, CA 94702 FAX (510) 849-1421
E-MAIL: administration@byaonline.org
WIA Case Manager/Director Career
Development Services: Mark Gambala
PH: (510) 647-0719; FAX: (510) 647-0718
E-MAIL: wia@byaonline.org
TRI-CITIES (Fremont, Newark, Union City)
Vallecitos CET, Inc. Sylvia Llanes
597 C Street PH (510) 537-8400 x 239
Hayward, CA 94541 FAX (510) 537-0593
E-MAIL: sylvial@vcet.org
Hayward Adult School Rose Hansen
22100 Princeton Street PH (510) 293-8595
Hayward, CA 94541 FAX (510) 690-0994
E-MAIL: rm_hansen@yahoo.com
VALLEY AREA (Dublin, Livermore, Pleasanton, Unincorporated)
Tri-Valley Community Foundation Ellen Turner
5674 Stoneridge Drive, Suite 112 PH: (925) 998-5472
Pleasanton, CA 94588 FAX: (925) 373-6265
E-MAIL: etfoundation@yahoo.com
Las Positas College Leslie Gravino
3033 Collier Canyon Road PH: (925) 424-1236
Livermore, CA 94551 FAX: (925) 424-1876
E-MAIL: lgravino@laspositascollege.edu
FOSTER CARE YOUNGER YOUTH SERVICES (Countywide)
Pivotal Point Inc. Youth Services La Tronda Smith-Lumpkins
2647 International Blvd., Ste. 420 PH: (510) 536-6604
Oakland, CA 94601 FAX: (510) 536-6998
E-MAIL: latronda@ppys.org
ATTACHMENT II.
LIST OF ATTENDEES AT
ACWIB BIDDERS’ CONFERENCE- EMPLOYMENT PLUS PROGRAMS
Tuesday, October 9, 2007
# Name Agency Address Phone E-mail
1. Robert Goetsch Be A Mentor Inc. 4588 Peralta Blvd. Fremont 510 795-6488 goetsch@beamentor.org
2 Ed Mullins BAIEC 4588 Peralta Blvd., #17, Fremont 510 795-6488 mullins@baiec.org
3 Evan Goldberg Ala. Co. of Education- ACOE 313 West Winton Ave, Hayward 510 670-4233 egoldberg@acoe.org
4 Silvia Molina The Community College Found. 1901 Royal Oaks Drive, Sacramento 916 418-5100 x5148 smolina@communitycollege.org
5 Duane Mongerson Ala. Co. App. Collaboration (ACAC) P.O. Box 277278, Oakland 510 409-2726 No E-mail Address
6 Mose De Los Reyes Ala. Co. Apprenticeship Collab. (ACAC) 951 Turner Ct., Hayward 510 670-5243 mosed@acpwa.org
7 Ted Gravalle ACAC No Address 510 528-4966 albert.gravalle@sbcglobal.net
8 Judy Schwartz City of Fremont Family Resource Ctr. 39155 Liberty St., Fremont 510 574-2007 jschwartz@ci.fremont.ca.us
9 Ellen Turner Tri Valley Community Foundation Stoneridge Dr. Ste: 112, Pleasanton 925998-5472 etfoundation@yahoo.com
10 Jodi Pincus Rising Sun Energy Center 2033 Center St., Berkeley 510 665-1502 pincus@risingsunenergy.org
11 Jailan Adly Rising Sun Energy Center 2033 Center St., Berkeley 510 665-1501 adly@risingsunenergy.org
12 La Tonda Lumpkins Pivotal Point Youth Services 2647 International Blvd. Ste: 320, Oakland 510536-6604 x 208 latronda@ppys.org
13 Danielle Burnette Pivotal Point Youth Services 2647 International Blvd. Ste: 320, Oakland 510536-6604 danielle@ppys.org
14 Lisa Howe Fred Finch Youth Center 3800 Coolidge Ave, Oakland 510 773-7635 lisahowe@fredfinch.org
15 Hilary Sohcot ACAP 24100 Amador St, 3rd Fl., Hayward 510 259-3501 hsohcot@acgov.org
16 Dan Bear Instructional Access 6800 Indiana Ave 951 341-8982 danb@instructionalaccess.com
17 Sylvia Llanes Vallecitos CET 597 C Street, Hayward 510 537-8400 sylvial@vcet.org
18 Betsy Esquivel Vallecitos CET 597 C Street, Hayward 510 537-8400 betsye@vcet.org
19 Delfina Geiken City of Berkeley 1947 Center Street, Berkeley 510 981-7551 dgeiken@ci.berkeley.ca.us
20 Leslie Menefield Wyotech College 115 Sycamore Street, Fremont 510 580-3520 lmenefield@cci.edu
21 Mark Gambala Berkeley Youth Alternatives (BYA) 1255 Allston Way, Berkeley 510 647-0719 wia@byaonline.org
22 Kevin Williams Berkeley Youth Alternatives (BYA) 1255 Allston Way, Berkeley 510 845-9010 kevin@byaonline.org
23 Leslie Gravino Las Positas Comm. College 3033 Collier Canyon Rd., Livermore 925 424-1876 lgravino@laspositascollege.edu
24 Jennifer Moxley Beyond Emancipation 2647 International Blvd, Oakland 510 261-4102 jennifer@beyondemancipation.org
25 Rose Hansen Hayward Adult School (HAS) 22100 Princeton St. Hayward 510 293-8595 rhansen@husd.k12.ca.us
26 Jayne Williams HTA 1516 5th Street, Berkeley 510 559-3193 jwilliams@htaconsulting.com
27 Emer Curtis No agency name No address provided
ATTACHMENT III.
ADMINISTRATIVE COSTS
The Workforce Investment Act regulations at 20 CFR 667.200 identify specific items of cost, which must be classified to the administrative cost category by funded WIA Operators. Please ensure that expenditures attributable to the following functions are appropriately classified to the Administration category of cost. These costs can be both personnel and non-personnel and both direct and indirect. These costs cannot be paid for by using Workforce Investment Act “Program” Funds authorized by the ACWIB for the Employment Plus Program.
Performing the following overall general administrative functions and coordination of those functions under WIA title I:
§ Accounting, budgeting, financial and cash management functions;
§ Procurement and purchasing functions;
§ Property management functions;
§ Personnel management functions;
§ Payroll functions;
§ Coordinating the resolution of findings arising from audits, reviews, investigations and incident reports;
§ Audit functions;
§ General legal services functions;
§ Developing systems and procedures, including information systems, required for these administrative functions;
§ Performing oversight and monitoring responsibilities related to WIA administrative functions;
§ Costs of goods and services required for administrative functions of the program, including goods and services such as rental or purchase of equipment, utilities, office supplies, postage, and rental and maintenance of office space;
§ Travel costs incurred for official business in carrying out administrative activities or the overall management of the WIA system; and
§ Costs of information systems related to administrative functions (for example, personnel, procurement, purchasing, property management, accounting and payroll systems) including the purchase, systems development and operating costs of such systems.
§ Awards to Subrecipient or vendors that are solely for the performance of administrative functions are classified as administrative costs.
Personnel and related non-personnel costs of staff that perform both administrative functions specified above and programmatic services or activities must be allocated as administrative or program costs to the benefiting cost objectives/ categories based on documented distributions of actual time worked or other equitable cost allocation methods.
Continuous improvement activities are charged to administration or program category based on the purpose or nature of the activity to be improved. Documentation of such charges must be maintained.
Specific costs charged to an overhead or indirect cost pool that can be identified directly as a program cost are to be charged as a program cost. Documentation of such charges must be maintained.
All costs incurred for functions and activities by your organization and vendors who are awarded funds for the purpose of delivery programmatic services are program costs.
Costs of the following information systems including the purchase, systems development and operating (e.g., data entry) costs are charged to the program category:
§ Tracking or monitoring of participant and performance information;
§ Employment statistics information, including job listing information, job skills information, and demand occupation information;
§ Performance and program cost information on eligible providers of training services, youth activities, and appropriate education activities;
§ Local area performance information; and
§ Information relating to supportive services and unemployment insurance claims for program participants.
File:word/rf pc/BIDDERsconf. Q&A Employ. Plus Programs.10.09.07
Pdrive/WRS Youth/ RFP 2008-2011
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