INFORMATIONAL BULLETINS (PY 2002)

Request for Proposals for Follow-Up Survey Under The Workfoce Investment Act of 1998

Alameda County
Workforce Investment Board

FOLLOW-UP SURVEY CONTRACTOR

Under the Workforce Investment Act of 1998

Request for Proposals
(RFP)

Proposal Forms attached

Issued October 14, 2002

Proposals due by 5:00 p.m. on
Tuesday, November 12, 2002
Alameda County Workforce Investment Board
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 Jane Myers at 510-259-3829 or "jmyers@co.alameda.ca.us" .
that you are reviewing this document.

Alameda County Workforce Investment Board
Request for Proposals for
Follow-Up Survey Contractor
Under the Workforce Investment Act of 1998

REQUEST FOR PROPOSALS (RFP) SCHEDULE

Release of RFP Monday, October 14, 2002

Bidders Conference Call Wednesday, October 16, 2002
Contact Jane Myers by 1:30 pm – 3:30 pm
10:00 am on October 16, 2002
to be included in the call

Bidders’ Conference Thursday, October 17, 2002
Alameda County Workforce Investment Board 1:30 pm –3:30 pm
Eden Multiservice Center
Shooting Star Room 6th Floor
24100 Amador Street
Hayward, CA 94544


Proposal Submission Deadline Tuesday, November 12, 2002
ACWIB, 6TH Floor 5:00 p.m.
24100 Amador Street, Hayward, CA
Attn: Jane Myers

Proposal Review November 13 - 22, 2002

Release of Funding Recommendations no later than November 25, 2002

Operations Committee Monday, December 2, 2002
Acts on Funding Recommendations

Workforce Investment Board Thursday, December 12, 2002
Acts on Operations Committee
Recommendations

Contract Negotiations Late December 2002

Contracts Signed Late December 2002

Contract Begins January 1, 2003

With the exception of the proposal submission deadline, all dates are subject to change. It is suggested that the applicant call to confirm the dates, times and locations.
PART ONE - GENERAL GUIDELINES


I. Follow-Up Survey Contractor Scope of Work

A. TIME PERIOD:

The initial contract will be from January 1, 2003 through June 30, 2004. A contract extension of two years will be possible based upon successful performance, continuation of the design, and available funding.

B. AVAILABLE FUNDING:

The following funds are available for the initial eighteen-month contract period:

Adult: $33,000
Dislocated Workers: $67,000
Total: $100,000

The bid cannot exceed the amounts listed above. However, a bid may be less to be more competitive.

C. SERVICE LEVEL:

It is expected that the following range of job seekers will exit during the period of the initial eighteen-month contract:

Adults: 150 - 250
Dislocated Workers: 450 – 650

D. ACTIVITIES:

1. INITIAL SYSTEM DEVELOPMENT AND MAINTENANCE

It is expected that the contractor would begin by developing the systems that will be necessary to carry out the scope of work. The contractor will be responsible for:

a. The development of a communication system with the one-stop career centers:

It is critical to the success of the follow-up services to have a well-developed system of communication with the one-stop career centers. The contractor will need to work with the one-stop career centers to develop a method to successfully communicate.


b. A campaign to inspire job seekers to respond to the follow-up phone calls

The contractor is responsible for developing and implementing a campaign designed to maximize the response rate with the input of the one-stop career centers and ACWIB staff. The campaign will begin soon after the job seekers enroll and continue during their activities in the one-stop career center. Research has shown that job seekers will need to be exposed to the concept of the follow-up call as many as five to seven times before they feel comfortable receiving the call. The contractor may use incentives to increase the response rate. The contractor will work with the one-stop career centers to implement the campaign. However, it is the responsibility of the contractor to assure its success. The campaign may need to be upgraded during the contract period.

c. Development of the survey

The contractor is responsible for developing the survey that will be needed to solicit the information from the job seekers.

d. A system to conduct the phone calls

The contractor will need the capacity and a system to conduct the follow-up phone calls. The ACWIB MIS Unit will provide the contractor with a list of job seekers to call at the beginning of each month. The calls will need to be completed during the first fourteen days of the month. The contractor will have a total of 45 days (which includes the 14 days) if additional effort is needed to complete the follow-up call. It is expected that most of the calls will need to be made during the months of January, April, July, and October since the one-stop career centers exit most of their job seekers at the end of each quarter.

e. A system to report the results of the follow-up phone calls to the one-stop career centers and the ACWIB MIS Unit
The contractor will need to provide a monthly report to the one-stop career centers and the ACWIB MIS Unit. The State requires that a form be completed to report the follow-up results for each job seeker each quarter. The contractor will be responsible for completing the forms and submitting them in a timely manner. The contractor will also be responsible for any other follow-up reports required by the Department of Labor, the State, or the WIB. It is possible that other simpler systems of reporting will be developed during the contract time period such as Smartware, which the contractor will need to use. Smartware is a system currently used by ACWIB to track data on the job seekers.




f. Training of contractor staff
Contractor staff will need to be trained in the following areas:
· MIS paperwork
· WIA basics
· One-Stop Career Center services
· Smartware
· Other items as determined appropriate

2. COMPLETION OF THE PAPERWORK REQUIRED FOR 100% OF THE JOB SEEKERS:

It is expected that there will be the following range of job seekers for the initial eighteen-month contract:

Adults: 150 – 250
Dislocated Workers: 450 – 650

The follow-up phone calls are required at the following intervals for each job seeker:

First Quarter after Exit: 90 days after exit

Second Quarter after Exit: 180 days after exit

Third Quarter after Exit: 270 days after exit

Therefore, at a minimum, each job seeker will receive three phone calls. A form is required to be submitted to the ACWIB MIS Unit after each of the three calls is completed or if the call was unsuccessful. Therefore, three forms will need to be submitted for each job seeker.

3. SUCCESSFUL COMPLETION OF INTERVIEWS OF 70% OF THE JOB SEEKERS:

The major scope of work is to complete follow-up phone calls to the job seekers. The contractor must at a minimum successfully complete 70% of the interviews. The contractor may need to develop alternative strategies such as home visits if the 70% successful follow-up is not achieved through the phone calls.


E. REPORT TO THE ONE-STOP CAREER CENTERS IF THE JOB SEEKERS NEED ADDITIONAL SUPPORT:

If during the phone call the agency discovers that a job seeker needs additional support, that information must be forwarded to the appropriate one-stop career center case manager via e-mail within 48 hours.

F. ROLE OF THE ONE-STOP CAREER CENTERS VS THE ROLE OF THE CONTRACTOR:

One-Stop Career Center Contractor

Communicate with the Communicate with the one-stop
Contractor career centers including the Site
Managers and Case Managers

Implement the campaign to notify Design and update a campaign
the job seekers about the to notify the job seekers about
follow-up phone calls the follow-up phone calls

Provide update contact information Responsible for tracking the
to the ACWIB MIS Unit job seeker if necessary

Provide exit forms to the ACWIB Provide follow-up forms to the
MIS Unit in a timely manner ACWIB MIS Unit in a timely
Manner
Responsible for the performance Responsible for tracking the
measure follow-up results

Provide the additional support Provide the one-stops with the names
services requested by job seekers of any job seekers, who need
during the follow-up phone calls additional support

G. CONFIDENTIALITY:

The contractor must maintain the ACWIB confidentiality policies.

H. PAYMENT STRUCTURE:

The contractor will be paid for three major activities with the total bid not to exceed $33,000 for the adult job seekers and $67,000 for the dislocated worker job seekers:

1. System Development and Maintenance, which is the initial start up, costs of the contract. The expenses for this activity will be paid for through a cost reimbursement method.

2. Completion of 100% of the paperwork needed for each job seeker. It is estimated that the contractor will need to complete one form for each of the three time periods for each job seeker for a total of three forms per job seeker plus batch logs etc. The expense for this activity will be paid on a fee for service basis as the paperwork is successfully completed.

3. Completion of 70% of the interviews is the minimum. The contractor will be paid per completed interview. Each job seeker will be interviewed three times. The expense for this activity will be paid on a fee for service basis as the paperwork indicating successful completion of the interviews is turned into the ACWIB MIS.

The contractor will invoice the ACWIB monthly.

I. QUESTIONS:

The contractor will be responsible for developing the wording of the questions in the survey based upon the outcomes in the RFP. The contractor is also responsible to use all industry-accepted standards and practices for survey data collection. There are three goals of the survey:

1) To determine if the job seeker needs support services that they are not currently receiving. (Up to three questions)
2) To determine customer satisfaction (up to five questions)
3) To complete the Follow-Up Form required by the State of California (An example of the form is attached to the hard copy package. To those who receive the package via e-mail, the form is available through fax or mail upon request. If the form is changed by the State, the contractor will need to adjust the questions asked.)

J. CONTRACTOR REQUIREMENTS:

The contractor must have experience in data collection and provide two references from current or past projects. The references should include the performance requirements, the actual performance and a contact person and phone number from the other agency who used the contractor’s services. ACWIB staff may choose to call the other agencies to confirm the references.

The contractor must have the capacity to handle fluctuations in the exit cycles. Some months may have a high number of job seekers to be surveyed and some months may have a very low number of job seekers to be surveyed.

The contractor must have existing systems in place to gather the data. It is not the intention of the ACWIB to be the sole funding source of an agency providing these services.


K. LANGUAGE CAPACITY:

The contractor must be able to provide language capability since the job seekers may need the survey conducted in languages other than English. At a minimum the contractor must have the capacity to provide the survey in the following languages: Spanish, Vietnamese, Mandarin, and Cantonese.

L. YOUTH DATA COLLECTION:

It is possible that at a future date the ACWIB may decide to contract for data collection for the youth programs using youth funds. The successful bidder of this RFP will be the presumptive provider of those youth contract as well. ACWIB will negotiate terms for the youth contract with the successful contractor.

M. EXPANDED PROCESS AND/OR QUESTIONS:

It is possible that the ACWIB may decide to expand the follow-up process and/or questions. The successful bidder of this RFP will be the presumptive provider of the expanded process and/or question and receive additional funds for the expansion.

II. 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 line﷓item 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 re﷓submissions will be accepted after the initial deadline for submission.

E. ACWIB reserves the right to withdraw a contract﷓funding 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 on﷓site 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.

L. The deadline for receipt of proposals in 5:00 pm, Tuesday, November 12, 2002. Late proposals will not be accepted.

PART TWO - PROPOSAL DEVELOPMENT

I. Requesting an RFP Packet
To request an RFP packet (either hard copy or by e-mail), please contact:

Jane Myers, ACWIB Program Financial Specialist
(510) 259-3829
jmyers@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 offices 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
Two Bidders’ Conferences to discuss program criteria and proposal completion have 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.
Wednesday, October 16, 2002
1:30 pm – 3:30 pm
Conference Call
Contact Jane Myers by 10:00 am on October 16 to be included in the call. Up to six vendors will be able to participate. Therefore, vendors not located in the local area will be given priority if more than six vendors call to participate.

Thursday, October 17, 2002
1:30 – 3:30 pm
The Shooting Star Room (6th Floor)
The Alameda County Workforce Investment Board Offices
The Eden Multiservice Center
24100 Amador Street
Hayward, CA 94544

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.
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 significant questions and answers at both Bidders’ Conferences that address issues not included in the RFP will be available on the Internet at: http://www.acwib.org by October 22, 2002.

III. Proposal Deadline
The deadline for receipt of proposals is 5:00 PM, Tuesday, November 12, 2002.

Proposals should be mailed or delivered to:

The Alameda County Workforce Investment Board
24100 Amador Street, 6TH Floor
Hayward, CA 94541
Attn: Jane Myers, Program Financial Specialist
It is recommended that all proposals that are mailed be sent by certified registered mail.
Receipts for proposals will be provided for each proposal hand delivered by the deadline. Receipts can be obtained from Flo Fox.
Up to the closing date, the ACWIB 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. Tuesday, November 12, 2002. 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 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 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 Operations Committee for approval. The funding recommendations of the Operations 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 ACWIB 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
A Review Committee will score each proposal that has met the Minimum Qualifications. Questions raised by this review team may necessitate on-site visitations and interviews with proposer staff. ACWIB staff will conduct the visitations.
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.

Comprehensiveness and Quality of Design - 50 Points

1. The communication system is well defined and should allow for excellent communication between the contractor and the one-stop career centers. (5 points)
2. The campaign is designed well and should inspire the job seekers to respond to the survey. (5 points)
3. The survey development appears to include the steps necessary to produce a survey, which meets industry standards. (5 points)
4. The system used to conduct the phone calls appears to be capable of achieving the goals of the contract. (5 points)
5. The system used to report the results of the follow-up phone calls is comprehensive. (10 points)
6. The training to be provided to agency staff covers MIS paperwork, WIA basics, and One-Stop Career Center services. (3 points)
7. The agency plans for achieving a minimum of 70% response rate are comprehensive and have a high probability for success. (10 points)
8. The system that the agency will use to report to the one-stop career centers if job seekers need additional support is well thought out. (5 points)
9. The agency description of how it would address confidentiality is comprehensive. (2 points)

Demonstrated Performance/Ability – 20 Points

1. The agency has successful experience in data collection demonstrated by past performance. (5 points)
2. The agency has demonstrated success in achieving established performance goals and benchmarks. (3 points)
3. The agency included two references from past or current projects, which demonstrated its performance. (10 points)
4. The agency demonstrated the capacity to handle fluctuations in the exits cycle. (2 points)

Proposed Budget - 30 Points

1. WIA costs are reasonable, allowable, appropriate, and essential to the success of the system. (10 points)
2. The budget is cost effective and competitive. (20 points)



V. Grant Award Process

ACWIB Director and staff will present funding recommendations to the Operations Committee. The Operations 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.

Agencies will be allowed a total of three (3) minutes during public hearing to address the Operations Committee and the Workforce Investment Board respectively regarding the specific funding recommendations being presented. An agency 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 Operations 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 agencies to attend both funding hearings and to be prepared to answer any questions that the Operations 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 Operations Committee and the Workforce Investment Board. It is the responsibility of the agency to confirm the date, time and place of these meetings to assure attendance. At this time, the meeting schedule is as follows:

OPERATIONS COMMITTEE
Monday, December 2, 2002 9:00AM – 6TH Floor – Shooting Star A & B

WORKFORCE INVESTMENT BOARD
Thursday, December 12, 2002 9:00AM – 2ND Floor – California Poppy A &B

Meetings held at:

Eden Area Multi-Service Center
24100 Amador Street
Hayward, CA

Grant awards will be conferred based upon the following criteria: continuance of enabling legislation, WIA fund availability, and the stability of the contractor, satisfactory performance, and continuation of the design throughout the contracting period. These awards must be formally approved by both the Operations Committee and the Workforce Investment Board.

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
Alameda County Workforce Investment Board
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., Tuesday, November 12, 2002 -- 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 agency must submit one summary copy of their latest audit report to verify fiscal integrity. The agency may call David Harkess, Program Financial Specialist at the ACWIB, at (510) 259-3832 to discuss possible alternative submissions.
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. 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. Narrative Summary
C. Proposal Narrative

PART FIVE - CONTRACTING REQUIREMENTS

I. General Requirements
Funded agencies 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.
An eighteen-month contract will be written for the period commencing January 1, 2003 and ending June 30, 2004. 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, continuation of the design, and satisfactory performance throughout the contract period.
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. Type of Contract
The contract will be written in a combination of cost reimbursement and fee for service basis with the operator. For the cost reimbursement portion of the contract, the contractor is required to provide a detailed line﷓item budget. For the fee for service portion of the contract the correctly submitted forms will be the documentation. The contractor will 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.




III. 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, non﷓owned, 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 contractor 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.

IV. Monitoring
The contractor 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 contractor to ensure provision of agreed upon services.

NOTE: Contractors are scheduled to undergo two (2) formal site-monitoring visits annually: a fiscal monitoring visit and a program-monitoring visit.

V. Reporting
Contractor 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 contractor will ensure that fiscal claims are submitted in entirety and in the manner prescribed by the contract. The contractor 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.

VI. Record Keeping
The contractor will be expected to maintain complete up-to-date and accurate records and management controls.
The contractor 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.
















Alameda County Workforce Investment Board

FOLLOW-UP SURVEY CONTRACTOR

PROPOSAL FORMS

Alameda County Workforce Investment Board
Follow-Up Survey Contract Proposal Form

PROPOSAL AGENCY INFORMATION

A. Agency Information:

Legal Agency Name:
Address:

Program Contact Person:
Fiscal Contact Person:
Telephone Number:
Fax Number:
E-Mail:
State Employer Tax Number:

B. 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:

C. Authorship: * This person has not been nor will be paid a proposal writing fee from current or
future WIA awards.
NAME ORGANIZATION Professional Proposal Writer*
YES NO






C. Signatures and Partner Agreements:

Each Partner Agency with whom the Contractor 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.

I certify that I have been authorized to submit this proposal. I further certify that the entire proposal including agency information, proposal design and budget summary is true & accurate.Legal Name of Agency ____________________________________________________________________________________________________________________________ Authorized Signature for Agency Date_________________________________________________________________________________________ Name of Authorized Signatory_________________________________________________________________________________________Title Telephone Number __________________________________________________________________________________________

On behalf of my organization, I acknowledge our intent to formally collaborate with the Agency in the implementation of the Follow-Up Survey Contract. 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.



Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency Date__________________________________________________________________________________________Name of Authorized Signatory__________________________________________________________________________________________Title Telephone Number__________________________________________________________________________________________


Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency Date__________________________________________________________________________________________Name of Authorized Signatory__________________________________________________________________________________________Title Telephone Number__________________________________________________________________________________________
Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency Date__________________________________________________________________________________________Name of Authorized Signatory__________________________________________________________________________________________Title Telephone Number__________________________________________________________________________________________
Legal Name of Partner Agency ____________________________________________Address of Partner Agency __________________________________________________________________________________________________________________________Authorized Signature for Partner Agency 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. ________________________________________________________________________


NARRATIVE SUMMARY

Please provide an overview of the services that you are proposing to develop and implement.



NARRATIVE

Please number and re-state each question. Your response should be specific, complete and concise. Use quantifiable information where necessary.


A. COMPREHENSIVENESS AND QUALITY OF DESIGN

1. Describe how the agency would develop a communication system with the one-stop career centers.

2. Describe the campaign that the agency would design to inspire job seekers to respond to the follow-up phone calls.

3. Describe how the survey would be developed.

4. Describe the system that would be used to conduct the phone calls.

5. Describe the system that the agency would use to report the results of the follow-up phone calls to the one-stop career centers and the ACWIB MIS Unit.

6. Describe how the agency will train its staff in the following areas: MIS paperwork, WIA basics, and One-Stop Career Center services.

7. Describe how the agency plans to achieve a minimum 70% response rate.

8. Describe how the agency would report to the one-stop career center if the job seekers need additional support.

9. Describe how the agency would address confidentiality.


B. DEMONSTRATED PERFORMANCE / ABILITY

1. Describe the agency experience in data collection including past performance information.

2. Describe the agency’s experience in meeting performance goals and benchmarks related to services provided.

3. List two references from past or current projects including the performance requirements, the actual performance and a contact person and phone number from the other agency that used their services.

4. Describe how the agency has the capacity to handle fluctuations in the exit cycle.

5. Describe the language capacity available. At a minimum the agency must have the capacity to provide the survey in the following languages: Spanish, Vietnamese, Mandarin and Cantonese.


D. PROPOSED BUDGET

The agency will be paid for three major activities with the total bid not to exceed $33,000 for adults and $67,000 for dislocated workers.

1. System Development, which is the initial start up, cost of the contract. The expenses for this activity will be paid for through a cost reimbursement method.

Amount requested for System Development: $_______________________________

Adult : $_________________ Dislocated Workers: $_____________________

How was this determined?




2. Completion of 100% of the paperwork needed for each job seeker. This will be paid using fee for service for completion of each form.

Amount requested for 100% Completion of Paper Work: $______________________

Adult : $_________________ Dislocated Workers: $_____________________

Amount requested to complete each form: $_________________________________

How was this determined?




3. Completion of a minimum of 70% of the interviews of the job seekers who exited. Tis will be paid using a fee for service for completion of each form.

Amount requested for a minimum of 70% of the interviews: $___________________

Adult : $_________________ Dislocated Workers: $_____________________

Amount requested to complete each interview: $______________________________

How was this determined?