INFORMATIONAL BULLETINS (PY 2002)
NORTH CITIES CITIES RFP - PY 2003/04
Alameda County
Workforce Investment Board
ACCESS One-Stop Career Center Operator
For North Cities Area
Under the Workforce Investment Act of 1998
Request for Proposals
(RFP)
Proposal Forms attached
Issued January 17, 2003
Proposals due by 5:00 p.m. on
Thursday, February 13, 2003
ACWIB/SSA WHS Dept.
24100 Amador St., 6th Floor
Hayward, CA
IMPORTANT NOTE: In order to receive any changes, updates or notices regarding any aspect of this RFP, please notify Carl J. Pascual at 510-259-3831 or cjpascua@co.alameda.ca.us that you are reviewing this document.
Alameda County Workforce Investment Board
Request for Proposals for
North Cities Area ACCESS One-Stop Career Center Operator
Under the Workforce Investment Act of 1998
REQUEST FOR PROPOSALS (RFP) SCHEDULE
Release of RFP Friday, January 17, 2003
Bidders’ Conference Tuesday, January 21, 2003
Oakland Public Library – Rockridge Branch 12:30 pm – 4:00 pm
Conference Room
5366 College Avenue, Oakland, CA
Proposal Submission Deadline Thursday, February 13, 2003
ACWIB/SSA WHS Dept., 6TH Floor 5:00 pm
24100 Amador Street, Hayward, CA
Attn: Carl J. Pascual
Proposal Review – Third-Party Review Team February 14 - 18, 2003
Proposal Review – Interviews with Applicants Tuesday, February 18, 2003
ACWIB/SSA WHS Dept., 6TH Floor Times - TBD
24100 Amador Street, Hayward, CA
Release of Funding Recommendations February 20, 2003
Workforce Systems Committee February 27, 2003
Acts on Funding Recommendations
Workforce Investment Board March 13, 2003
Acts on Workforce Systems Committee
Recommendations
Board of Supervisors Action April 2003
Letter in Principle for Contracting
Contract Negotiations May 2003
Contracts Signed June 2003
Services Begin July 1, 2003
With the exception of the proposal submission deadline, all dates are subject to change.
PART ONE - GENERAL GUIDELINES
I. Summary of the Implementation of the Workforce Investment Act
This is a request for proposals (RFP) for services designed under Title I, Chapter 3 of the Workforce Investment Act (WIA) of 1998 to establish the One-Stop delivery system through the delivery of One-Stop services via collaborations with mandated One-Stop partners. The source of funding is the Workforce Investment Act.
The system is based on the "One-Stop" concept where information about and access to a wide array of job training, education, and employment services is available for customers at a single neighborhood location. Customers are able to easily:
· Receive a preliminary assessment of their skill levels, aptitudes, abilities, and support service needs.
· Obtain information on a full array of employment-related services, including information about local education and training service providers.
· Receive help filing claims for unemployment insurance and evaluating eligibility for job training and education programs or student financial aid.
· Obtain job search and placement assistance, and receive career counseling.
· Have access to up-to-date labor market information, which identifies job vacancies, skills necessary for in-demand jobs, and provides information about local, regional and national employment trends.
Through the One-Stop, employers will have a single point of contact to provide information about current and future skills needed by their workers and to list job openings. They will benefit from a single system for finding job-ready skilled workers who meet their needs.
EMPOWERMENT THROUGH TRAINING ACCOUNTS
The system promotes individual responsibility and personal decision-making through the use of "Individual Training Accounts" which allow adult and dislocated worker customers to "purchase" the training they determine best for them. This market-driven system enables customers to get the skills and credentials they need to succeed in their local labor markets.
Good customer choice requires quality information. The One-Stop system provides customers with a list of eligible training providers from the State and information about how well those providers perform. Payment for services is arranged through the Individual Training Accounts, administered by the One-Stop system.
ACCOUNTABILITY
As individuals become empowered to choose the services they require, States, local areas, and providers of those services are more accountable for meeting those needs.
For adults and dislocated workers (such as those who lose their jobs because of permanent layoffs or plant closings), measures for the rates of entry into unsubsidized employment, job retention, post-placement earnings, and acquired education and skill standards for those who obtain employment have been established. These measures apply to both statewide and local performance.
Measures have also been established relating to customer satisfaction of both participants and employers.
Training providers must meet certain requirements in order to receive adult or dislocated worker funds. There are separate requirements for initial eligibility and for subsequently maintaining eligibility to receive funds. Training providers are held accountable for completion rates, the percentage of participants who obtain unsubsidized jobs, and for their wages at placement. Training providers must also provide information about the cost of their programs.
Services available directly at the One-Stop are CORE SERVICES (which are available to all customers with no eligibility requirements) and INTENSIVE SERVICES for unemployed individuals who are not able to find jobs through core services alone. In some cases the intensive services are also be available to employed workers who need more help to find or keep a job.
While the services for adults and dislocated workers may be the same, there are separate funding streams for adults and dislocated workers.
Core services includes 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 employed.
Intensive services will 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, they may receive training services that are directly linked to job opportunities in their local area. These services include occupational skills training, on-the-job training, entrepreneurial training, skill upgrading, job readiness training, and adult education and literacy activities in conjunction with other training.
If adult funds are limited in an area, recipients of public assistance and low-income clients will be given priority for services. Supportive services (e.g., transportation) are also available to assist participants receiving the other services and the provision of temporary income support to enable participants to remain in training.
YOUTH SERVICES
In Alameda County, services to eligible youth are provided through four regional youth collaboratives. One-Stops are encouraged to develop linkages to these collaboratives to ensure a seamless employment and training system for youth who become adults. One-Stops may also serve youth 18 years of age and older.
WIA INFORMATION
For reference and information on the Workforce Investment Act, the following websites may be helpful.
Workforce Investment Act Info http://www.doleta.gov/usworkforce/asp/act.asp
California WIA http://www.calwia.org
Employment Development Dept http://www.edd.ca.gov/
EASTBAY Works http://www.eastbayworks.org/
Alameda County WIB http://www.acwib.org/
II. Purposes and Goals of ACCESS System & EASTBAY Works
The Alameda County Career & Employment Services System, called the ACCESS System, consists of six One-Stop career centers. Each One-Stop career center represents a partnership that believes in the importance of having a One-Stop career center in the community and is willing to contribute the resources to make it happen. Each partnership has a fiscal agent that coordinates the day-to-day activity plus a partner group that coordinates the overall activities at the center.
Currently, there are six full service One-Stop operators serving the following regions:
Operator (s) Service Area Cities in Service Area
§ City of Berkeley and City of Richmond§ College of Alameda North Cities Alameda, Albany, Berkeley, Emeryville, Piedmont
§ Alameda County Social Service Agency Eden Castro Valley, Hayward, San Leandro, San Lorenzo, Unincorporated County
§ Ohlone Community College District (2 sites) Tri-Cities Fremont, Newark, Union City
§ Chabot-Las Positas Community College District Tri-Valley Dublin, Livermore, Pleasanton, Sunol
The City of Oakland has its own Workforce Investment Board and Local Workforce Investment Area designation and is not included in the service areas listed above.
The contracts with the City of Berkeley and the City of Richmond will end on June 30, 2003. The operator selected through this RFP process will begin on July 1, 2003 and resume services to clients residing in the North Cities Area. This start date includes a one-month “transition period” with the City of Berkeley and the City of Richmond to ensure that all clients currently on the their caseloads are transferred over to the selected operator.
Funds available under this RFP are to be used to leverage additional resources to support the One-Stop’s efforts. These funds are not intended to be the sole source of funding for any One-Stop operator and One-Stop activities. Services funded through WIA are not sufficient to offer a broad range of services to either job seekers or employers. Additional funding from partner agencies and from outside federal, state, and local private sources will greatly expand the level of participation and range of options open to these customer groups. The redirection of other community resources into a more strategic focus will also create the effect of a workforce development system that is visible and acknowledged in the community as something of value to a broad customer base.
Each One-Stop focuses on serving clients in its designated service area, but may serve any individual residing in EASTBAY Works region, including all of Alameda and Contra Costa counties. One-Stop operators collaborate with each other to develop a system for the entire Local Workforce Investment Area.
Each One-Stop is a central focus for the employment activities in their community. Partners will be linked to the One-Stop and therefore into the larger system. The “no wrong” door concept will be expanded into the area over the next five years to allow easy access to and coordination of the system.
Our system is part of the regional EASTBAY Works One-Stop career center system. The system began in 1996 and has been flourishing ever since. EASTBAY Works consists of over one hundred partners and fifteen One-Stop career centers. It is expected that many of the issues surrounding the One-Stop career center system will be addressed at a regional level since employers and job seekers do not recognize the political boundaries of the service areas. Many partners also cross over the geographic areas and work together in more than one One-Stop career center. We recognize the value of having regional activities and regional standards.
EASTBAY Works will continue to implement a world class One-Stop career center system. The local Workforce Investment Boards are partners in that effort.
The following are five-year goals (established in March 2000):
1. EASTBAY Works will become well known in the area so that all employers and job seekers will know how to participate in the system.
2. The One-Stop career centers will continue to have a reputation for quality in the community.
3. Resources will be maximized through collaboration and a reduction of duplication in services.
4. EASTBAY Works will remain visionary, thinking out of the box and remain on the cutting edge.
5. Staff development will be an on-going activity to increase staff skills and abilities.
6. One-Stop career center services will be fully integrated.
7. Access to the One-Stop career centers will be enhanced.
8. Services to employers will be expanded including activities such as coaching and mentoring.
9. Employers will provide more extensive advice to the system so as to be better served.
10. Connections with youth service providers will be increased and integrated into the One-Stop career centers as well as the system.
11. Job seekers will be able to find self-sufficient jobs and receive support to keep them.
12. Technology would remain up-to-date and be supported.
13. Assessment services for both youth and adults will be available at the One-Stop career centers.
14. Partner participation in the system will increase.
15. A solid program will be in place for fee-for-service and sustainability.
III. One-Stop Operator Designation
OPERATORS may be a public or private entity, or consortium of entities, of demonstrated effectiveness, located in the local area, which may include: a postsecondary educational institution; an employment service agency established under the Wagner-Peyser Act, on behalf of the local office of the agency; a private, nonprofit organization (including a community-based organization); a private for-profit entity; a government agency; and another interested organization or entity, which may include a local chamber of commerce or other business organization. The only exception is that elementary schools and secondary schools shall not be eligible for designation or certification as One-Stop operators, except that nontraditional public secondary schools and area vocational education schools shall be eligible for such designation or certification.
In the case of a consortium of entities applying, one agency must be designated as the fiscal agent of the operator and bear all financial and legal responsibility of the service contract.
For the North Cities Service Area, the operator providing CORE and BUSINESS services (See following SECTION IV) must, at a minimum, include the following Federally-mandated partners/categories:
1. Wagner-Peyser: Programs authorized under the Wagner-Peyser Act;
2. WIA II Adult Literacy: Adult education and literacy activities authorized under title II;
3. WIA I Vocational Rehabilitation: Programs authorized under title I of the Rehabilitation Act of 1973;
4. Title V Older Worker: Activities authorized under title V of the Older Americans Act of 1965;
5. Carl D. Perkins Postsecondary: Postsecondary vocational education activities authorized under the Carl D. Perkins Vocational and Applied Technology Education Act;
6. North American Free Trade Agreement (NAFTA) Transitional Adjustment Programs and Trade Adjustment Assistance;
7. Community Services Block Grant: Employment and training activities carried out under the Community Services Block Grant Act;
8. HUD Employment & Training: Employment and training activities carried out by the Department of Housing and Urban Development; and
9. Unemployment Insurance: Programs authorized under State unemployment compensation laws (in accordance with applicable Federal law);
10. WIA I Job Corps: Programs authorized under the National and Community Service Act of 1990; and
11. Veterans Services
State-mandated partners/categories include:
12. Temporary Aid to Needy Families (TANF) programs including California Work Opportunity and Responsibility to Kids (CalWORKs) programs, Food Stamp and Social Security programs; and
13. Programs that promote local economic development, such as the local chamber of commerce, business associations, etc.
Additional non-mandated partners/categories may include any governmental, community-based or private industry partner that would further the goals and objectives of the One-Stop system.
NOTE: A single agency may represent more than one of the thirteen services listed above.
Formal relationships with each above partner/services must be demonstrated in executed MEMORANDUMS OF UNDERSTANDING to be presented during the contracting period, prior to the beginning of services.
Each memorandum of understanding shall contain provisions describing:
1. The services to be provided through the One-Stop delivery system;
2. How the costs of such services and the operating costs of the system will be funded;
3. Methods for referral of individuals between the One-Stop operator and the One-Stop partners, for the appropriate services and activities; and
4. The duration of the memorandum and the procedures for amending the memorandum during the term of the memorandum.
IV. One-Stop Operator Scope of Work
The One-Stop shall be responsible for developing and implementing the following services to adults and dislocated workers toward specific performance measures as assigned by ACWIB, its Director and staff.
Services must be provided within the geographical service area. For this RFP, it is defined as the cities of Albany, Berkeley, Emeryville and Piedmont.
CLIENT ELIGIBILITY
An ADULT is a person who is age 18 or older.
A DISLOCATED WORKER is a person who:
§ Has been terminated or laid off, or who has received a notice of termination or layoff, from employment;
o Is eligible for or has exhausted entitlement to unemployment compensation; or
o Has been employed for a duration sufficient to demonstrate, to the appropriate entity at a One-Stop center, attachment to the workforce, but is not eligible for unemployment compensation due to insufficient earnings or having performed services for an employer that were not covered under a State unemployment compensation law; and
o Is unlikely to return to a previous industry or occupation;
§ Has been terminated or laid off, or has received a notice of termination or layoff, from employment as a result of any permanent closure of, or any substantial layoff at, a plant, facility, or enterprise;
o Is employed at a facility at which the employer has made a general announcement that such facility will close within 180 days; or
o For purposes of eligibility to receive services other than training services, intensive services, or supportive services, is employed at a facility at which the employer has made a general announcement that such facility will close;
§ Was self-employed (including employment as a farmer, a rancher, or a fisherman) but is unemployed as a result of general economic conditions in the community in which the individual resides or because of natural disasters; or
§ Is a displaced homemaker, that is, an individual who has been providing unpaid services to family members in the home and who has been dependent on the income of another family member but is no longer supported by that income; and is unemployed or underemployed and is experiencing difficulty in obtaining or upgrading employment.
§ NOTE: Reasonable accommodation must be made to offer services to individuals of Limited-English Proficiency (LEP).
CORE SERVICES
Core services, which shall be available to all adults and dislocated workers seeking assistance at the One-Stop shall, at a minimum, include:
1. Determinations of whether the individuals are eligible to receive assistance;
2. Outreach, intake (which may include worker profiling), and orientation to the information and other services available through the One-Stop delivery system;
3. Initial assessment of skill levels, aptitudes, abilities, and supportive service needs;
4. Job search and placement assistance, and where appropriate, career counseling;
5. Provision of employment statistics information, including the provision of accurate information relating to local, regional, and national labor market areas, including:
§ Job vacancy listings in such labor market areas;
§ Information on job skills necessary to obtain the jobs and information relating to local occupations in demand and the earnings and skill requirements for such occupations; and
6. Provision of performance information and program cost information on eligible providers of training services, provided by program, and eligible providers of youth activities, providers of adult education, providers of postsecondary vocational education activities and vocational education activities available to school dropouts under the Carl D. Perkins Vocational and Applied Technology Education Act (20 U.S.C. 2301 et seq.), and providers of vocational rehabilitation program activities described in title I of the Rehabilitation Act of 1973 (29 U.S.C. 720 et seq.);
7. Provision of information regarding how the local area is performing on the local performance measures and any additional performance information with respect to the One-Stop delivery system in the local area;
8. Provision of accurate information relating to the availability of supportive services, including child care and transportation, available in the local area, and referral to such services, as appropriate;
9. Provision of information regarding filing claims for unemployment compensation;
10. Assistance in establishing eligibility for:
§ Welfare-to-Work activities authorized under section 403(a)(5) of the Social Security Act (as added by section 5001 of the Balanced Budget Act of 1997) available in the local area; and
§ Programs of financial aid assistance for training and education programs that are not funded under this Act and are available in the local area; and follow-up services, including counseling regarding the workplace, for participants in workforce investment activities authorized under this subtitle who are placed in unsubsidized employment, for not less than 12 months after the first day of the employment, as appropriate.
BUSINESS SERVICES
Operators must provide services to employers that may include, but is not limited to:
§ Assistance in the recruitment, interviewing, and hiring of job-seekers and clients of the One-Stop;
§ Assistance in transition and support services for planned or recently laid-off employees;
§ Provide information and assistance on:
o Tax hiring incentives to employers
o Employer Training Panel (ETP) funds
o Compliance with Worker Assistance and Retention Notifications (WARN)
o Rapid Response services
§ And other requirements to be determined by the ACWIB.
INTENSIVE SERVICES
Funds allocated to a local area for adults and funds allocated to the local area for dislocated workers shall be used to provide intensive services to adults and dislocated workers, respectively:
§ Who are unemployed and are unable to obtain employment through core services provided above and who have been determined by a One-Stop operator to be in need of more intensive services in order to obtain employment; or
§ Who are employed, but who are determined by a One-Stop operator to be in need of such intensive services in order to obtain or retain employment that allows for self-sufficiency.
Intensive services may be offered directly by the operator or by a subcontractor approved by the ACWIB. Such intensive services may include the following:
1. Comprehensive and specialized assessments of the skill levels and service needs of adults and dislocated workers, which may include:
§ Diagnostic testing and use of other assessment tools; and
§ In-depth interviewing and evaluation to identify employment barriers and appropriate employment goals.
2. Development of an individual employment plan, to identify the employment goals, appropriate achievement objectives, and appropriate combination of services for the participant to achieve the employment goals.
3. Group counseling.
4. Individual counseling and career planning.
5. Case management for participants seeking training services
6. Short-term prevocational services, including development of learning skills, communication skills, interviewing skills, punctuality, personal maintenance skills, and professional conduct, to prepare individuals for unsubsidized employment or training.
TRAINING SERVICES
Funds allocated to a local area for adults and funds allocated to a local area for dislocated workers shall be used to provide training services to adults and dislocated workers, respectively:
§ Who have met the eligibility requirements for intensive services above and are unable to obtain or retain employment through such services;
§ Who after an interview, evaluation, or assessment, and case management, have been determined by a One-Stop operator or One-Stop partner, as appropriate, to be in need of training services and to have the skills and qualifications to successfully participate in the selected program of training services; and
§ Who select programs of training services that are directly linked to the employment opportunities in the local area involved or in another area in which the adults or dislocated workers receiving such services are willing to relocate.
Moreover, provision of such training services shall be limited to individuals who:
1. Are unable to obtain other grant assistance for such services, including Federal Pell Grants established under title IV of the Higher Education Act of 1965 (20 U.S.C. 1070 et seq.); or
2. Require assistance beyond the assistance made available under other grant assistance programs, including Federal Pell Grants.
Training services may be provided to an individual who otherwise meets the requirements above while an application for a Federal Pell Grant is pending, except that if such individual is subsequently awarded a Federal Pell Grant, appropriate reimbursement shall be made to the local area from such Federal Pell Grant.
Training services include:
1. Occupational skills training, including training for nontraditional employment;
2. On-the-job training;
3. Programs that combine workplace training with related instruction, which may include cooperative education programs;
4. Training programs operated by the private sector;
5. Skill upgrading and retraining;
6. Entrepreneurial training;
7. Job readiness training;
8. Adult education and literacy activities provided in combination with services described above.
9. Customized training conducted with a commitment by an employer or group of employers to employ an individual upon successful completion of the training.
In the event that funds allocated to a local area for adult employment and training activities are limited, priority is given to recipients of public assistance and other low-income individuals for intensive services and training services. The ACWIB shall direct the One-Stop operators with regard to making determinations related to such priority.
Training services shall be provided in a manner that maximizes consumer choice in the selection of an eligible provider of such services. For vocational training, individuals may select a training program from a State-approved list of eligible providers that is available through EASTBAY Works. The list includes a description of the programs through which the providers may offer the training services, and the information identifying eligible providers of on-the-job training and customized training and the performance information and performance cost information relating to eligible providers of training services. One-Stops may directly provide or identify training resources for basic, pre-vocational or other customized trainings.
INDIVIDUAL TRAINING ACCOUNTS
Training services are to be provided through the use of individual training accounts (ITAs), which the operator tracks and manages for each individual client. The maximum expenditure per client is $5000 over a three-year period (subject to waivers for special circumstances.) The average current expenditure is approximately $4000. The One-stops are not required to handle this service directly for clients. Currently, the Oakland Private Industry Council facilitates all accounts for clients in the EASTBAY Works collaborative. NOTE: Funds for training service are external costs, not included or required in this solicitation.
DISCRETIONARY ONE-STOP DELIVERY ACTIVITIES
Funds allocated to a local area for adults and dislocated workers may be used to provide, through the One-Stop delivery system:
§ Customized screening and referral of qualified participants in training services to employment; and
§ Customized employment-related services to employers on a fee-for-service basis.
SUPPORTIVE SERVICES
Funds allocated to a One-Stop for adults and dislocated workers may be used to provide supportive services to adults and dislocated workers, who are participating in programs with activities and who are unable to obtain such supportive services through other programs providing such services. These services typically address traditional and emerging barriers to employment. Examples of supportive services include childcare subsidies, transportation vouchers, clothing and uniform vouchers, job-related tools and equipment, educational materials, etc.
V. Enrollment & Exit Targets for North-Cities Area
ENROLLMENTS are defined as the number of individuals who are deemed eligible to receive services, registered in the program and utilizing core services with significant staff time or intensive services with case-management or training services. Enrollments should take place on an on-going basis, as new clients come to the One-Stop.
EXITS are defined as the number of enrolled individuals who have officially completed core services with significant staff time or intensive services with case-management or training services. Exits should take place immediately upon completion of a client’s individual service plan which can take up to six months to complete.
Operators may apply for one (1) of the following options as described in the previous Section IV:
Service Option 1: CORE and BUSINESS SERVICES only
Service Option 2: INTENSIVE SERVICES to ADULTS only
Service Option 3: INTENSIVE SERVICES to DISLOCATED WORKERS only
Or
§ Any combination of the Service Options above
As such, operators will be responsible for the performance requirements towards the implementation of the scope of services as described below:
Service Option 1: CORE and BUSINESS SERVICES Operator:
§ The operator shall receive and provide continuous services to all clients, including jobseekers and employers of the current CORE and BUSINESS SERVICES Operator, The City of Berkeley - Berkeley WorkSource One-Stop Career Center and be solely responsible for these “carryover” clients thereafter.
§ For services beginning July 1, 2003 and ending June 30, 2004 under this contract, the operator may earn a projected $60,000.00 upon compliance with the requirements below:
CORE SERVICES § Offer all services as described in previous Section IV.§ Complete and maintain Memorandums of Understanding with all mandated partners.§ Complete all provisions of the One-Stop Certification criterion. (See PART FIVE – Section II.)
BUSINESS SERVICES § Offer all services as described in previous Section IV.§ Meet standards as determined by the ACWIB.
Service Option 2: ADULT INTENSIVE SERVICES Operator:
§ The operator shall receive and provide continuous services to all clients enrolled as WIA ADULT participants of the current operator, The City of Berkeley - Berkeley WorkSource One-Stop Career Center, during a transition period from July 1, 2003 to July 31, 2003 and be solely responsible for these “carryover” clients thereafter.
§ All services must be provided at the location of the CORE and BUSINESS SERVICES Operator.
§ For services beginning July 1, 2003 and ending June 30, 2004 under this contract, the operator may earn a projected $91,000.00 upon completion of the targets below:
“CARRYOVER” Client Requirements* PY 2003-2004 Client Requirements
ADULT INTENSIVESERVICES § Provide continuous services to 20-40 previously enrolled clients. § Execute 10-20 exits. § Enroll no less than 19 NEW clients.§ Execute no less than 9 NEW exits.
* NOTE: Final enrollment and exit targets for “Carryover” Funds will be assigned upon the completion of the current operator’s contract, ending June 30, 2003.
Service Option 3: DISLOCATED WORKER INTENSIVE SERVICES Operator:
§ The operator shall receive and provide continuous services to all clients enrolled as WIA DISLOCATED WORKER participants of the current operator, The City of Richmond - RichmondWORKS, during a transition period from July 1, 2003 to July 31, 2003 and be solely responsible for these “carryover” clients thereafter.
§ All services must be provided at the location of the CORE and BUSINESS SERVICES Operator.
§ For services beginning July 1, 2003 and ending June 30, 2004 under this contract, the operator may earn a projected $149,000.00 upon completion of the targets below:
“CARRYOVER” Client Requirements* PY 2003-2004 Client Requirements
DISLOCATEDWORKER INTENSIVESERVICES § Provide continuous services to 30-50 previously enrolled clients. § Execute 15-25 exits. § Enroll no less than 46 NEW clients.§ Execute no less than 23 NEW exits.
* NOTE: Final enrollment and exit targets for “Carryover” Funds will be assigned upon the completion of the current operator’s contract, ending June 30, 2003.
Ultimately, these enrollment and exit goals are established in order to meet the Local Performance Measures for the LWIA.
Failure to meet these goals is cause for termination of the operator’s contract and revocation of the operator’s certification as a One-Stop Career Center (See PART FOUR, Section II. Certification as EASTBAY Works One-Stop Operator. )
VI. Performance Measures for North-Cities Area
Each operator is ultimately responsible to meet the local performance goals set by the ACWIB to ensure compliance with State performance goals. Failure to meet these goals by any one operator decreases the likelihood of capturing full State funding for future program years. There are four (4) measures for Adult Services and four (4) measures for Dislocated Worker Services are defined below:
NOTE: The local performance goals for the current program year have not yet been finalized. The goals for PY 2001-2002 are given. We anticipate the future program year goals to be higher than the PY 2001-2002 goals. Descriptions of how each of the measure is calculated will be available at the January 21st Bidders Conference or upon request.
PERFORMANCE MEASURE PY 2001-2002 Local Performance Goal
ADULT SERVICES Entered Employment Rate 61%
Employment Retention Rate at 6 Months 76%
Average Earnings Change in 6 Months $3527
Employment & Credential Attainment Rate 40%
PERFORMANCE MEASURE PY 2001-2002 Local Performance Goal
DISLOCATED WORKER SERVICES Entered Employment Rate 71%
Employment Retention Rate at 6 Months 84%
Average Earnings Change in 6 Months 85%
Employment & Credential Attainment Rate 40%
Failure to meet these performance measures is cause for termination of the operator’s contract and revocation of the operator’s certification as a One-Stop Career Center (See PART FOUR, Section II. Certification as EASTBAY Works One-Stop Operator. )
VI. Amount and Renewal of Funding
As previously stated, a projected total of $300,000 for all programs will be available for services from July 1, 2003 to June 30, 2004 for completion of the enrollment and exit targets towards the achievement of the local performance measures. The funding allocation to this operator is determined by the service area’s (cities of Albany, Berkeley, Emeryville and Piedmont) population, low-income residents and unemployment rate relative to the entire LWIA (Alameda County excluding Oakland). Funding for three (3) years will be available to the agencies selected in this solicitation. Funding beyond the first contract period (12 months) is subject to the operators’ performance and any administrative or legislative changes at the ACWIB, State or Federal levels.
A. Usage of Funds
Workforce Investment dollars should only be utilized to finance gaps in service. The intent of the Workforce Investment Act is to leverage existing community service dollars in order to create a more comprehensive system and to draw on WIA funds to complement, not replace these resources. Examples of gaps in service are: wages and fringe benefits for administrative and program staff, case management costs, assessment tools, leadership development activities, and some support services which are not available through other community organizations.
B. Cost per Participant
There will be no limit on cost per participant; the budget will be reviewed to ensure that costs are allowable, reasonable and appropriate.
VIII. General Proposal Conditions
A. Alameda County shall not be liable for any expenses incurred by the proposer in the preparation of the proposal. The proposals shall not include any such expenses as part of the lineitem budget.
B. The proposal budget summary must reflect actual costs. The costs that will be covered for funding are those associated with providing program services.
C. The proposal must contain accurate and complete information as requested in this proposal. ACWIB reserves the right to disqualify any proposal that contains inaccurate information.
D. Proposals will be reviewed as initially submitted. No changes, additions, or resubmissions will be accepted after the initial deadline for submission.
E. ACWIB reserves the right to withdraw a contractfunding award if it is determined that the award was based on false information provided by the proposer.
F. Use of professional proposal writers is discouraged since the quality of the proposal is one method of evaluating the skills of the partners and the ability of the organizations to operate the collaborative. All proposal writers who do not work for the proposing agencies on an on-going basis (1) must be identified, (2) and may not be paid proposal writing fees from current or future WIA awards.
G. If no more than one proposal is received in response to this solicitation, the ACWIB reserves the right to classify this procurement as a failed competition. ACWIB may reissue the RFP or enter into a sole source agreement with the respondent, or determine an alternative approach to the delivery of services.
H. All proposals and all materials submitted with proposals will become the property of the ACWIB and shall not be returned. Subject to California law relating to access to public records, ACWIB may be required to publicly disclose all submitted information and materials to third parties requesting such information. It is understood that the proposed operator claims no proprietary rights to the ideas and written materials contained in or attached to the proposal
I. ACWIB reserves, at its sole discretion, the following options:
§ To waive any technicalities or immaterial irregularities in the submittals;
§ To prepare and issue such amendments and addenda to the RFP prior to the receipt of submittals that may change all or any portion of the work;
§ To postpone or change the date of receipt of the submittals or any other deadline specified in the RFP;
§ To conduct investigations with regard to the information provided by each applicant;
§ To accept or reject any and all submittals in whole or in part;
§ To cancel this RFP process at any time, or to invalidate this RFP and issue a second RFP.
J. ACWIB also reserves the right to solicit additional information from any responding agency after the proposals have been received, including requests of onsite visitations and interviews. The WIB also reserves the right to verify references and the accuracy of all statements contained in the proposal or in the related documents required to be on file and available for review.
K. It is ACWIB policy to require and to support equal opportunity and non-discrimination in all programs it funds.
PART TWO - PROPOSAL DEVELOPMENT
I. Requesting an RFP Packet
To request an RFP packet (either hard copy or by e-mail), please contact:
Carl J. Pascual
(510) 259-3831
cjpascua@co.alameda.ca.us
Please include your name, organization, address, phone, FAX and e-mail address when requesting a copy of the RFP either in hard copy or e-mail form.
Additionally, an RFP can be picked up at the desk of Flo Fox - Alameda County WIB / Alameda County SSA Department of Workforce & Human Services office located at: 24100 Amador Street, 6TH Floor, Hayward, CA between 8:30 a.m. and 5:00 p.m. daily, excluding Saturdays, Sundays and holidays. RFPs will also be available at the Bidders’ Conference and online at www.acwib.org under the “Documents” page.
II. Bidders’ Conference
One Bidders’ Conferences to discuss program criteria and proposal completion has been scheduled. The purpose of the Bidders’ Conference is to inform all interested parties of specific requirements and allowable activities under the Workforce Investment Act and the RFP.
Tuesday, January 21, 2003
12:30 pm – 4:00 pm
Oakland Public Library – Rockridge Branch
Conference Room
5366 College Avenue, Oakland, CA
All proposers are encouraged to review an RFP packet prior to attending the Bidders’ Conference. Please bring your copy of the RFP to the meeting.
Carl J. Pascual
(510) 259-3831
cjpascua@co.alameda.ca.us
Although the Bidders’ Conference is not mandatory, information will be provided which could facilitate your response. The Bidders’ Conference is intended to be the primary source of information for all potential proposers. No questions about the development of proposals will be answered after the Bidders’ Conference. WIB staff will not be allowed to provide assistance in writing proposals, and may answer only technical questions regarding the RFP.
After the Bidders’ Conference Process has been completed, a summary of the questions and answers discussed at both Bidders’ Conferences will be available on the Internet at: http://www.acwib.org by January 22, 2003.
III. Proposal Deadline
The deadline for receipt of proposals is 5:00 PM, Thursday, February 13, 2003.
Proposals should be mailed or delivered to:
ACWIB/SSA WHS Dept
24100 Amador Street, 6TH Floor
Hayward, CA 94541
Attn: Josephine Zaraspe, Dept. Secretary
It is recommended that all proposals that are mailed be sent by certified registered mail.
Receipts for proposals will be provided for each proposal received by the deadline.
Up to the closing date, the ACWIB/SSA WHS Dept. will accept hand-delivered and courier delivered proposals between 8:30 a.m. and 5:00 p.m. daily, excluding Saturdays, Sundays and holidays.
Due to the need for original signatures, proposals may not be faxed, or electronically transmitted.
A postmark is not adequate to demonstrate that submission deadlines were met and any proposal mailed must be received, regardless of when it was postmarked, by 5:00 p.m. Thursday, February 13, 2003. There is no basis for a dispute of disqualification for not meeting the deadline.
Late proposals will not be accepted.
PART THREE - PROPOSAL REVIEW
I. Proposal Review and Grant Award Process Overview
The evaluation and scoring component for the North Cities One-Stop RFP will consist of two phases:
A. A review conducted by ACWIB staff to ensure that each proposal meets the minimum qualifications for proposal acceptance outlined in Part Four, Section I, Minimum Qualifications Criteria.
B. Evaluation and scoring of each proposal by a Third Party Review Team according to the criteria listed in Part Three, Section IV.
Upon completion of the proposal review process, recommendations for funding will be forwarded to the Workforce Systems Committee for approval. The funding recommendations of the Workforce Systems Committee will then be submitted to the Alameda County Workforce Investment Board for approval. Authority to execute contracts will be given by the Alameda County Board of Supervisors upon notification of the WIB funding approval.
If no more than one qualified proposal is received in response to this solicitation, ACWIB reserves the right to classify this procurement as a failed competition, and may reissue the RFP or enter into a sole source agreement with the respondent, or determine an alternative method of addressing the services.
II. Minimum Qualifications for Proposal Acceptance
The WIB/Workforce Resource Department staff will conduct a review for minimum qualifications of proposals received for the RFP. (See PART FOUR, Section I, Minimum Qualifications Criteria.) Proposals will be scored for the minimum qualifications on a “Pass/Fail” basis. Only those proposals meeting the minimum qualifications will be forwarded for evaluation and scoring by a Review Committee.
Any proposal shall be disqualified prior to scoring if it:
1. Is received at any time after the exact time and date set for receipt of proposals;
2. Is incomplete or fails to meet the Minimum Qualifications of the RFP.
III. The Proposal Review Committee Interviews
A Third-Party Review Committee will score each proposal that has met the Minimum Qualifications. Each applicant must be available to answer any questions from the Review Committee during the interview. Specific interview times will be scheduled for all qualified applicants. Applicants may not distribute any additional materials not included in the proposal.
The interviews will take place:
Tuesday, February 18, 2003
ACWIB/SSA WHS Dept
24100 Amador Street, 6TH Floor
Hayward, CA 94541
IV. Evaluation and Scoring
A proposal evaluation system, which includes a point system for rating each proposal submitted, will be used to review all proposals that meet minimum qualifications. This system will ensure uniformity in evaluating proposals, and will identify the rationale for approval or disapproval. Each proposal will be evaluated on each criteria identified below.
All applicants must be sure to answer each question with respect to ALL of the services (as listed in PART ONE, Section IV) they are applying for.
Administrative Capability - 10 Points
1. There is evidence that the operator has sufficient experience administering federal, state or local employment training grants.
2. There is evidence that the proposed operator’s fiscal system is sound and has integrity.
3. There is over-all evidence to suggest that the proposed operator has the ability to track, report and safeguard federal funds.
Demonstrated Performance/Ability – 20 Points
1. The proposed operator has successful experience providing employment services to the WIA target populations.
2. The operator has demonstrated success in achieving established performance goals and benchmarks.
3. The operator understands the relationship between exit and enrollment goals and LWIA Performance measures.
4. In general, the proposal is complete and answers are concise and directly address the questions.
Comprehensiveness of Partnerships - 10 Points
1. The operator has or will develop specific and committed linkages with business and/or labor, which will result in concrete employment opportunities for the target group.
2. The operator includes more than the mandatory partners or there is strong and committed participation from agencies who are linked to the collaborative.
3. There are well-defined plans and obvious commitment for increasing the involvement of other community sectors in the systems partnership.
Quality/Comprehensiveness of Services – 60 Points
Programmatic:
1. Outreach and recruitment strategies are sufficient to ensure access to the entire geographic area (including adults in county-wide facilities/service centers), and the general WIA target population.
2. Intake and selection processes are equitable and inclusive and do not specifically deny or provide services to any one particular group.
3. The processes for assessment and service strategy development are comprehensive, on going and will positively direct the participant toward achievement of his/her employment goals.
4. The operator has demonstrated its capability to provide access and delivery of core services, intensive services, training services, supportive services, management of the Individual Training Accounts and services to employers.
5. The operator has adequate staffing resources to successfully deliver services.
6. The operator has fully addressed its plan for 12 months follow-up of each client.
7. The case management system is effective, pro-active and likely to assist adults in meeting their career and/or educational goals.
8. The operator has developed well thought out internal benchmarks and controls to measure the success of their system.
9. The operator has a well thought out evaluation plan for continuous improvement, which address customer satisfaction.
10. There is a realistic process, which ensures consistent interaction, involvement and information sharing among the mandated partners.
11. In general, the system as explained in this proposal addresses the goals and guiding principles of the workforce investment area.
Budgetary
1. WIA costs are reasonable, allowable, appropriate, and essential to the success of the system.
2. WIA funds are not supplanting other existing partner resources.
3. Partners and/or linked agencies are contributing sufficiently leveraged resources and/or funds to assure comprehensive service delivery.
V. Grant Award Process
ACWIB Director and staff will present funding recommendations to the Workforce Systems Committee. The Workforce Systems Committee will then develop its set of recommendations to be presented before the Alameda County Workforce Investment Board. Dates, times and locations for these meetings are presented below.
Operator proposers will be allowed a total of three (3) minutes during public hearing to address the Workforce Systems Committee and the Workforce Investment Board respectively regarding the specific funding recommendations being presented. An operator proposer may have the option to provide verbal testimony regarding the merits of its proposal and the reasons for consideration of funding. There is no requirement for any proposer to make a presentation to either the Workforce Systems Committee or the Workforce Investment Board. Any presentation that is made MUST be an oral one and cannot include the distribution of written materials.
It is in the best interest of the Operator proposers to attend both funding hearings and to be prepared to answer any questions that the Workforce Systems Committee and/or the Workforce Investment Board may have regarding the application package. ACWIB staff will send notices to each collaborative proposer regarding the recommendations being made as well as a confirmation of the date, time and location for the Workforce Systems Committee and the Workforce Investment Board. It is the responsibility of the proposer to confirm the date, time and place of these meetings to assure attendance. At this time, the meeting schedule is as follows:
WORKFORCE SYSTEMS COMMITTEE
Thursday, February 27, 2003 9:00AM – 6th Floor – Shooting Star A & B
WORKFORCE INVESTMENT BOARD
Thursday, March 13, 2002 9:00AM – 2nd Floor – California Poppy Rooms
Meetings held at:
Eden Area Multi-Service Center
24100 Amador Street
Hayward, CA
Grant awards will be conferred annually based upon the following criteria: continuance of enabling legislation, WIA fund availability, and the stability of the collaborative and satisfactory performance throughout the contracting period. Both the Workforce Systems Committee and the Workforce Investment Board must formally approve these awards.
The Alameda County Board of Supervisors approves and executes all contracts.
VI. Appeal Process
Final selection for funding will be determined by the Alameda County Workforce Investment Board based upon the proposal score and policy considerations. Funding decisions are the sole responsibility and at the sole discretion of the ACWIB. Any formal appeal of funding decisions must be based on one or both of the following: (1) The action of the WIB is at variance with the law; (2) the action of the WIB contravenes current WIB policy.
An unsuccessful bidder may appeal under the circumstances listed above. If the proposer wishes to appeal the action of the Board, the following process must be followed:
The proposer must submit a written request for review to the WIB Director within 5 working days of the date of WIB action. A review may not be requested if the action is based on receiving the proposal after the exact time and date set for receipt of proposals. The request must contain the following information:
1. The full name, address, and telephone number of the proposer;
2. A brief statement of the alleged violations of the RFP’s provisions and/or the provisions of any pertinent documents; and
3. A statement of the relief sought.
The request must be submitted to:
Dorothy Chen, Director
ACWIB/SSA WHS Dept.
24100 Amador Street, 6TH Floor
Hayward, CA 94541
As time is of the essence, the WIB Director will immediately schedule a meeting to discuss the issues. Should resolution be unattainable, a hearing will be scheduled with the WIB Executive Committee and Alameda County Legal Counsel to hear the merits of the appeal and make recommendations to the full WIB for consideration. The issue will be taken up at the next scheduled meeting of the full Workforce Investment Board. The WIB will have binding authority on the final decision of the appeal.
PART FOUR – INSTRUCTIONS FOR COMPLETING PROPOSALS
I. Minimum Qualifications Criteria
The following minimum qualifications must be met by all proposals at the time of submission:
A. The proposal must meet the deadline and location for submittal, i.e., no later than 5:00 p.m., Thursday, February 13, 2003-- No late proposals will be accepted.
B. Four (4) copies of the proposal must be submitted by the due date and time. One copy must have original signatures. The proposal must be formatted as follows:
· 12 point font, single-spaced, single-sided
· All pages numbered sequentially and single stapled
C. The operator must submit one summary copy of their latest Single Audit report to verify fiscal integrity.
D. If it is a collaborative proposal, the fiscal agent must be identified. Each partner agency must attest, by authorized and appropriate signature, its willingness to enter into the collaborative and its commitment to the goals of the system being proposed.
E. Written and signed commitment of the intention of agencies representing the mandatory partners as described in PART I – Section III. Designation of One-Stop Operator to enter into formal Memorandums of Understanding upon award of the contract must be included for agencies applying for CORE and BUSINESS Services.
F. The proposal must comply with the provisions of the Request for Proposals.
II. Instructions for Proposal Preparation
Proposals submitted in response to this solicitation are not legally binding documents. The contracts, which are based on the proposals and resulting contract negotiations, become legally binding after both parties have signed them. ACWIB has the right to reject proposals that do not conform to program goals and objectives, and may request redesign after submission. Incomplete proposals will be disqualified from the review process. All costs associated with the development of a proposal in response to this RFP must be borne by the proposer.
The following components of the proposal are to be completed:
A. Proposal Agency Information
B. Proposal Narrative Summary
C. Proposal Narrative Questions
D. Proposal Budget and Worksheets
PART FIVE - CONTRACTING REQUIREMENTS
I. General Requirements
Funded collaboratives must comply with all federal, state and county regulations, directives, policies and procedures pursuant to the Workforce Investment Act program. Additionally, funded collaboratives must comply with the Alameda County Workforce Investment Board/Social Services Agency contract provisions.
A six-month contract will be written for the period commencing July 1, 2003 and ending June 30, 2004. The initial contract will include the “Carryover” funds and the PY 2002-2003 allocation, scope of work and performance requirements. This contract may be amended each year to include future year funding awards, performance requirements and any scope of work modifications necessary as a result of changes in federal or state mandates. Awards will be dependent upon continuance of enabling legislation (Workforce Investment Act), fund availability for the Workforce Investment Area, the stability of the operator and satisfactory performance throughout the contract period. Funded operators must have services available no less than 35 hours per week, with the exception of legal holidays, 52 weeks per year.
Under any collaborative arrangements of multiple agencies submitting a proposal as a consortium, it is mandatory that a single agency serves as the fiscal agent and operator. The operator must demonstrate its capacity to oversee collaborative projects by either showing past success or clearly outlining a plan for oversight. As a condition of funding, a formal Memorandum of Understanding outlining the planned fiduciary and programmatic responsibilities among all participating agencies, must be submitted to the ACWIB.
II. Certification as EASTBAY Works One-Stop Operator
The One-Stop career center system was introduced by the Federal Department of Labor as the organizing vehicle for transforming the current fragmented array of employment and training programs into a coordinated information and service delivery system for individuals seeking first, new or better jobs and for employers seeking to hire new workers.
The Workforce Investment Act provided the legislation, which institutionalized the One-Stop career center system. The seven key principles of the Act are:
1. Streamlining Services
2. Empowering Individuals
3. Universal Access
4. Increased Accountability
5. Strong role for local workforce investment boards
6. State and local flexibility
7. Improved youth programs
In California, the One-Stop career center system is called WorkNet. The State created its own draft vision:
California’s workforce investment system will advance the State’s role in the global economy, offer all Californian’s the opportunity to maximize their employment potential, provide employers with a highly skilled, dynamic workforce, and support California’s economic growth.
In response to the national and state direction, EASTBAY Works was created as a regional One-Stop career center system. The system is a network of employment services throughout Alameda and Contra Costa Counties. Each One-Stop career center will act as a catalyst for community activity around employment issues.
As part of the system, EASTBAY Works has developed a set of certification criteria, which each One-Stop career center operator must meet to become a comprehensive, full service center. The certification criteria listed were based upon the Workforce Investment Act. In order to qualify as a comprehensive One-Stop career center, each community partnership must meet all of the criteria. Since the requirements are mandated, waivers cannot be granted.
Once the certification criteria are met, a center will receive certification and will be declared a fully participating member of the EASTBAY Works system.
NOTE: The operator(s) selected in the RFP process must be certified within the first 30 days of the beginning of the contract period (by July 31, 2002.) ACWIB staff will conduct the certification. The certification criterion will be available at the January 21, 2003 Bidder’s Conference and upon request.
III. Type of Contract
Contracts will be written on a cost reimbursement basis with the operator. Operator contractors are required to provide a detailed lineitem budget as part of the contract and agree to submit monthly invoices for payment. All costs reported on monthly and final cost statements shall be supported by appropriate accounting documentation. The documentation shall establish that the County is charged a fair and equitable portion of any indirect or shared costs attributable to services performed under this Contract.
It is the responsibility of the operator to develop any and all respective sub-contracts and agreements.
IV. Contractor Responsibilities
Operators awarded contracts to provide services will be responsible for the following:
A. Providing and training qualified staff to plan and administer the program;
B. Providing specified services to eligible clients as required by law;
C. Coordinating and tracking management information systems and paperwork associated with WIA;
D. Coordinating with the WIB Fiscal Specialist, the Eligibility and MIS Unit to ensure that required eligibility forms/certification, performance reports and fiscal claims are submitted in entirety and on time;
E. Attend in-service training sessions and mandatory meetings;
F. Implementing strategy for effective program evaluation and continuous improvement;
V. Contracting Requirements
In order to contract for WIA funds, the operator and /or collaborative partners must:
1. Be legally capable of entering into a contract, and be able to provide proof of the ability to administer WIA programs (i.e., previous experience administering employment and training programs or other related service programs).
2. Provide documentation of current fiscal and compliance audits, as required by law.
3. Provide Articles of Incorporation and evidence of current corporate status, as filed with the Secretary of State.
4. Be an Affirmative/Equal Opportunity Employer. If selected for funding. The operator and the collaborative partner agencies will be required to meet EEO requirements.
5. Be in compliance with all applicable provisions of the Americans with Disabilities Act of 1990 (ADA).
6. Ensure that reports and/or documents contain correct information.
7. File required insurance documentation with the County of Alameda as an exhibit to the contract. The County must review all documentation before the initial invoice will be processed. The following are insurance requirements that contractors must carry:
· Commercial General Liability in the amount no less than $1,000,000. Combined Single Limit for each occurrence. Must include personal injury coverage.
· Workers' Compensation as required by State law or $1,000,000. Employers Liability minimum $100,000.
· Automobile Liability in an amount not less than $500,000 combined Single Limit per accident for bodily injury and property damage covering owned, nonowned, and hired vehicles.
· Removal of “Exclusion” S2013 & S2005.
· The County of Alameda and its Officers, Employees, and Agents are to be covered as additional insured.
· Notice of Cancellation must ensure that each insurance policy shall be endorsed to state that the coverage shall not be suspended, voided, or canceled except after 30 days prior written notice has been given to the County of Alameda.
8. Comply with requirements for lobbying, debarment and drug-free workplace certification.
The operator selected will be under contract with the Alameda County Social Services Agency to provide the services and activities indicated in this RFP as approved by the ACWIB. The contract will include program specifications, program performance standards, along with a line-item budget and administrative assurances.
VI. Monitoring
The operator selected funded with WIA dollars may be visited at any time by the ACWIB, its Director and staff, State of California, Department of Labor, or Contractors of these units of government, and others who have a direct concern in administration of WIA programs and projects. All agency records must be available for inspection. All areas of the program will be subject to examination and could include, but is not limited to, inspection of participants’ personnel files and applications, and the financial bookkeeping records. WIA participants may be interviewed to verify eligibility, ensure proper personnel procedures required under the Act are being followed, and to ensure provision of adequate services as prescribed by contract. In addition, monitoring may include interviews with employers, supervisors, instructors, and staff of agencies partnering within this collaborative to ensure provision of agreed upon services.
NOTE: Operators are scheduled to undergo two (2) formal site-monitoring visits annually: a fiscal monitoring visit and a program-monitoring visit. The program monitoring visit template will be available prior to the scheduled visit.
VII. Reporting
Operators shall be responsible for submitting accurate management information reports and forms on time and in the manner prescribed by ACWIB and will coordinate with the ACWIB Director and staff. Mandatory WIA Management Information System (MIS) forms and data tracking elements will be made available as soon as is expedient for the implementation of services. Mandatory attendance for in-service training sessions will be required.
The operator will ensure that fiscal claims are submitted in entirety and in the manner prescribed by the contract. Operator contractors shall receive reimbursement for costs by submitting monthly request for payment on a signed copy of the Department’s Monthly Report of Financial Activity by the fifth (5th) working day of the following month.
VIII. Record Keeping
Operators will be expected to maintain complete up-to-date and accurate records and management controls. Individual case files shall be maintained on each WIA-funded client which will include, but not limited to, comprehensive assessment documentation, progress and participation in activities, goals and achievements, comprehensive case notes, referrals made, services received from other providers, outcomes and follow-up information.
The operator Contractors will be expected to maintain complete fiscal and accounting records including, but not limited to, backup documentation to the contract budget and demonstration of acceptable accounting methods to disburse costs.
Compliance with the State and Federal record retention policies is also required.
****************END OF RFP****************
Alameda County Workforce Investment Board
ACCESS One-Stop Career Center Operator
PROPOSAL FORMS
Alameda County Workforce Investment Board
ACCESS One-Stop Career Center Operator Proposal Form
A. PROPOSAL AGENCY INFORMATION
Operator Information:
Legal Agency Name:
Address:
Program Contact Person:
Fiscal Contact Person:
Telephone Number:
Fax Number:
E-Mail:
State Employer Tax Number:
Type of Agency:
TYPE OF ORGANIZATION: (CHECK APPROPRIATE BOX)
Education Agency Faith Based Organization
Service Agency Public Non-Profit
City Government Agency Private Non-Profit
County Government Agency Private for Profit
Community Based Organization Other:
Authorship: * This person has not been nor will be paid a writing fee from current or future WIA awards.
NAME ORGANIZATION Professional Proposal Writer*
YES NO
Proposed Services: (Check all the programs you are applying for—you may apply for more than one):
q Service Option 1: CORE & BUSINESS - $60,000.00
[Also requires completion of Partner Agreements in following section]
q Service Option 2: ADULT INTENSIVE SERVICES - $91,000.00
q Service Option 3: DISLOCATED WORKER SERVICES - $149,000.00
Authorized Signature:
I certify that I have been authorized to submit this proposal on behalf of the agency. I further certify that the entire proposal including agency information, proposal design and budget summary is true & accurate.Legal Name of Operator ____________________________________________________________________________________________________________________________ Authorized Signature for Operator Date_________________________________________________________________________________________ Name of Authorized Signatory_________________________________________________________________________________________Title Telephone Number
Disclosure on Possible Conflict of Interest:
The following Workforce Investment Board Members have a financial interest or other involvement in the proposal. List the Individuals and briefly describe the involvement.1. _______________________________________________________________________2. _______________________________________________________________________3. _______________________________________________________________________4 ________________________________________________________________________5. ________________________________________________________________________
Partner Agreements:
NOTE: Only agencies applying to be the CORE and BUSINESS SERVICES Operator must complete the form below for each mandated partner and additional partners mentioned in the proposal.
Each Partner Agency with whom the Proposer (Operator) will have a formal agreement for the provision of services must complete this sheet. The authorized representative of each Partner Agency must sign the signature page.
On behalf of my organization, I acknowledge our intent to formally collaborate with the Proposer (Operator) in the implementation of the One-Stop Career Center. I have read the proposal and it accurately reflects my organization’s proposed role and commitment. I understand that a Memorandum of Understanding will be required delineating our fiduciary and/or programmatic responsibilities.
* Indicate the partner category which this agency represents.
Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency Date__________________________________________________________________________________________Name of Authorized Signatory__________________________________________________________________________________________Title Telephone Number__________________________________________________________________________________________Partner Category*
Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency Date__________________________________________________________________________________________Name of Authorized Signatory__________________________________________________________________________________________Title Telephone Number__________________________________________________________________________________________Partner Category*
Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency Date__________________________________________________________________________________________Name of Authorized Signatory__________________________________________________________________________________________Title Telephone Number__________________________________________________________________________________________Partner Category*
Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency Date__________________________________________________________________________________________Name of Authorized Signatory__________________________________________________________________________________________Title Telephone Number__________________________________________________________________________________________Partner Category*
Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency Date__________________________________________________________________________________________Name of Authorized Signatory__________________________________________________________________________________________Title Telephone Number__________________________________________________________________________________________Partner Category*
B. PROPOSAL NARRATIVE SUMMARY
Please provide an overview of the services that you are proposing to develop and implement.
C. PROPOSAL NARRATIVE QUESTIONS
Please number and re-state each question. Your response should be specific, complete and concise. Be sure to answer each question with respect to ALL of the Service Options (as listed in PART ONE, Section IV) you are applying for and as noted after each question. Use quantifiable information where necessary.
A. ADMINISTRATIVE CAPABILITY
1. Describe the agency’s experience in administering grants which provide employment & training services. Begin with the most recent experience using dates, sources of funding and specific contract/program requirements. [ALL]
2. Describe the agency’s ability to maintain fiscal records. Include information on the fiscal systems utilized, the types of accounting requirements mandated by funding sources and accounting staff capability. (Include agency’s knowledge and experience in cost allocation of dollars from different funding sources and cost classification methods for expenditures and program activities.) [ALL]
3. Describe the agency’s internal fiscal monitoring procedures. [ALL]
4. Include a summary copy of the most recent Single Audit findings. [ALL]
B. DEMONSTRATED PERFORMANCE / ABILITY
1. Describe the agency’s experience working with the WIA target population including number of years. Be sure to include what services were provided. Also provide information on funding sources. [ALL]
2. Describe the agency’s experience in meeting performance goals and benchmarks related to services provided. Describe your understanding of the stated ENROLLMENT and EXIT targets and how they relate to the LWIA Performance Measures. [ALL]
3. Include a summary copy of the most recent program evaluation or monitoring review report performed by an external agency purchasing your services. [ALL]
C. COMPREHENSIVENESS OF PARTNERSHIPS
1. Besides mandatory partners, indicate the linkages that have been or will be established to provide a broad based system of comprehensive services to the target population. Please describe any business/industry or labor involvement that has been established. Indicate the extent to which these linkages will contribute to the success of the system. [ALL]
2. Describe the your plan for leveraging financial and programmatic resources. [ALL]
3. Describe the strengths of your partnership. [ALL]
4. Describe how the partners will maintain interaction and involvement with each other through the life of the partnership to assure that the service delivery system will continue to grow and improve. [ALL]
5. Describe any plans that you have to increase involvement of other organizations in your partnership. [ALL]
A. QUALITY/COMPREHENSIVENESS OF SERVICE
1. Describe your outreach methods and who will be responsible for this activity. Include how you will ensure that the entire geographic area(s) is/are equitably provided an opportunity to learn of your services. Be sure to explain how recruiting methods will be coordinated to reach all WIA targeted clients. [Option 2 & 3 only]
2. Describe your intake process and state who will be responsible for this activity. Please indicate the location at which intake and eligibility determination will occur and how accessibility for the target population will be achieved. Describe any activities that will take place at this time. [Option 2 & 3 only]
3. Describe your participant selection process. Besides eligibility, indicate any objective criteria to be utilized in this process and provide the rationale. [Option 2 & 3 only]
4. Identify the methods for information and referral that will be provided those who cannot be served by your system. [ALL]
5. Explain how you will ensure that all applicants and participants receive information on the full array of available services both through the WIA system and other employment/training programs. [ALL]
6. Describe the service you will offer to employers and who will be responsible to this activity. [Option 1 only]
7. Describe your assessment & individual service strategy processes and who will be responsible for this activity. Explain how the skill level and service needs of the clients will be measured and what tools will be utilized. Indicate how results will be coordinated and integrated within your partnership. Indicate how on-going assessment and when the strategy updates will be provided. [Option 2 & 3 only]
8. Describe how partner staff will assist in setting goals and selecting the appropriate mix of services for each client. Explain how partner staff will ensure that the service plan is based on the needs of the individual. Explain how you will ensure that clients receive proper information and guidance to make informed decisions regarding career development. [Option 2 & 3 only]
9. Describe how each of the following elements will be made available to each participant. Explain who is responsible for the activity and what will be the mechanism for delivery.
· Core Services [Option 1 only]
· Intensive Services [Option 2 & 3 only]
· Training Services [Option 2 & 3 only]
· Supportive Services [ALL]
· Management of the Individual Training Accounts [Option 2 & 3 only]
· Any Additional Services [ALL]
10. Describe how your staffing resources will meet the requirements of each of the services. [ALL]
11. By law, all participants must receive follow-up services for a minimum of 12 months after exit from the program. Describe your mechanism for meeting this requirement. Indicate who is responsible for this activity and what services, at a minimum, will be included as part of the activity. [ALL]
12. Describe how you will ensure that services and service locations are accessible to participants. [ALL]
13. Describe your case management system. Indicate who will be responsible for case management, what credentials and/or experience they have in this field. [Option 2 & 3 only]
14. Explain how you will provide a continuous flow of services to eligible clients beginning with recruitment to exit from system and thereafter follow-up. Include how you will guard against breaks or gaps in service and/or activities. [ALL]
15. Besides the performance goals mandated by ACWIB and the State, describe any additional internal indicators or performance benchmarks for which your agency will hold itself accountable. [ALL]
16. Describe how you will measure customer satisfaction. [ALL]
17. Describe your evaluation process and the mechanism to ensure continuous improvement of your system. [ALL]
D. PROPOSAL BUDGET
LINE ITEM WIA $$ COST LEVERAGEDRESOURCE$$ SOURCE OFFUNDS ( e.g.- ADA, HUD, Perkins)
PERSONNEL COSTS
Staff Salaries/Wages*
Staff Fringe Benefits
Other:
NON PERSONNEL
Facilities/Space
Equipment*
Maintenance Costs
Communications
Printing & Duplicating
Consumable Supplies
Staff Training
Professional Services*
Insurance
Travel
Other:
PARTICIPANT COSTS
Assessment Tools
Tuition & Fees
Training Equipment*
OJT Reimbursements
Consultant Services*
Support Services*
Other:
INDIRECT COST RATE**
TOTALS
* Complete worksheet
** If Indirect Cost Rate is charged to WIA – Submit a Cost Rate Letter from a Cognizant Federal Agency
D. PROPOSAL BUDGET WORKSHEETS
A. Staff Salaries/Wages Worksheet:
POSITION(1 Staff per Line) YEARLYSALARY AMOUNT LEVERAGEDRESOURCE$$ WIA$$ SHARE OUT OF WHAT SOURCESIS THIS POSITION CURRENTLY PAID
Example: Ex. Director $75,000 $75,000 ADA
TOTALS
B. Equipment Worksheet:
EQUIPMENT LISTING WIA COST $$ AMOUNT & SOURCEOF IN-KIND/CASH
Non Personnel Equipment:
total
Training Equipment:
totals
D. PROPOSAL BUDGET WORKSHEETS cont’d.
C. Outside Services Worksheet:
LIST SPECIFIC SERVICE WIA COST $$ AMOUNT & SOURCEOF IN-KIND /CASH
Professional Services:
totals
Consultant Services:
totals
D. Participant Support Services Worksheet:
TYPE OF SUPPORT SERVICE WIA COST $$ AMOUNT & SOURCE OF IN-KIND/CASH
Transportation
Child Care
Work Related Uniforms/Tools
Other
Totals
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