SOUTHERN ALLEGHENIES WORKFORCE DEVELOPMENT BOARD (SAWDB)

Transcription

1 SOUTHERN ALLEGHENIES WORKFORCE DEVELOPMENT BOARD (SAWDB) REQUEST FOR PROPOSALS FOR Delivery of Workforce Innovation and Opportunity Act (WIOA) Title I Services through One-Stop Workforce Centers (CareerLink Sites) in the Southern Alleghenies Region of Pennsylvania For The Period July 1, 2017 to June 30, 2021 INQUIRIES AND RESPONSES SHOULD BE DIRECTED TO: Susan K. Whisler SAWDB Director Southern Alleghenies Planning & Development Commission (SAP&DC) 3 Sheraton Drive Altoona, PA Telephone Number: Address: whisler@sapdc.org 1 P a g e

2 TABLE OF CONTENTS 1. Background and Introduction... pg.4 2. General RFP Information... pg Proposal Instructions... pg General Contract Information... pg APPENDICES 1. WIOA Title I Programs for Eligibility and Suitability Adult, Dislocated Workers, Youth Program Eligibility Requirements pg Southern Alleghenies Workforce Development Board (SAWDB) Priority of Service to Access Individualized Career Services and Training pg WIOA Adult, Dislocated Workers, Career /Training and Youth Services pg Roles and Functions of WIOA Title I Operator pg PY 16 SAWDB WIOA Negotiated Performance Measures pg Southern Alleghenies Service Statistics pg References pg Phase I Minimum Standards Review Checklist pg Phase II Quantitative and Qualitative Review Checklist pg Phase III Oral Presentation Review Sheet pg Terms and Definitions pg P a g e

3 6. ATTACHMENTS A. Bidder s Conference RSVP Form... pg. 61 B. Title I Services Proposal Cover Page... pg. 62 C. Title I Services Proposal Checklist... pg. 63 D. SAP&DC GENERAL PROVISIONS... pg. 64 E. SAP&DC GENERAL PROVISIONS ACKNOWLEDGEMENT... pg P a g e

4 Background and Introduction 1.1 Purpose of this Request for Proposals (RFP) The purpose of this Request for Proposals (RFP) is to identify organizations with an innovative workforce development service vision and a high commitment to customer service that are interested in the planning, managing, operating, and implementing the delivery of Workforce Innovation and Opportunity Act (WIOA) Title I services and other special Department of Labor programs as determined by the Southern Alleghenies Workforce Development Board (SAWDB) through the PA CareerLink sites, in the Southern Alleghenies Region of South-Central Pennsylvania. The SAWDB may, at its option, add to any or all of the work elements identified in Section 3.5 of this RFP. An equitable adjustment would be negotiated for any work appropriately authorized and performed by the successful bidder. 1.2 Description of the Southern Alleghenies Region The Southern Alleghenies Workforce Development Area (SAWDA) is located in South-Central Pennsylvania and includes Bedford, Blair, Cambria, Fulton, Huntingdon, and Somerset Counties. This diverse geographic region encompasses 4,617 square miles and has a labor force of approximately 206,900. Major population centers in the region include Johnstown, Altoona, Somerset, Bedford, Huntingdon, and McConnellsburg. Blair and Cambria Counties are urban centers with economies based on manufacturing, transportation and utilities, wholesale and retail trade, and services. Bedford, Fulton, and Somerset have a strong agricultural base with some heavy manufacturing. Fulton, Somerset, and Huntingdon have significant light manufacturing activities. The economy in the Southern Alleghenies region continues its transformation from recession to recovery while still dealing with the many issues commonly associated with a prolonged severe downturn. Looking back to 2010, the recession deepened across the region in its latter stages as job losses spiked before giving way to shallower declines through Since then slow improvement is taking place in the pace of hiring, despite uneven progress as some industries remain depressed or have worsened, such as the manufacturing, mining and gas drilling as well as other businesses centered in the defense and energy sectors. Others, such as healthcare and the service industry, have shown slow but steady growth. 1.3 Introduction of the SAWDB and SAP&DC The Commonwealth of Pennsylvania designated 6 counties (Bedford, Blair, Cambria, Fulton, Huntingdon, and Somerset) in Central Pennsylvania as a Local Workforce Development Area under the Workforce Innovation and Opportunity Act (WIOA) of 2014 and its implementing regulations. The Act and additional information can be accessed at WIOA Notice of Proposed Rule Making is available at: The Local Workforce Development Board (WDB) is authorized under the same act to set policy for the portion of the workforce development system within the local area. As 4 P a g e

5 such, the SAWDB is the grant recipient for WIOA funds and other employment and training funds received locally for programs operated throughout the workforce development area. The Board oversees the Pa CareerLink One-Stop Operator and service providers and, as the entity accountable for the performance of the workforce investment system in its area, makes every effort to ensure that workforce development services are effectively and efficiently provided SAWDB Overview The SAWDB is comprised of 31 members that represent the private sector, organized labor, economic development, one-stop partners, community-based organizations, and education. The SAWDB is committed to being the leader in workforce development activities in the region by fostering partnerships within the community to provide quality and personalized services to customers through the PA CareerLink System and to advocate career counseling services, basic skill development, and employability enhancement skills to youth. The SAWDB has enjoyed success in its oversight of the region s PA CareerLink system and in capturing non-wioa Title I funds to support industry-specific skills training. It has also developed a close working relationship with a significant number of industries in the region. Information provided to the SAWDB through its Industry Partnerships and participation in the Partnership for Regional Economic Progress has served to position the Board as a significant resource for accurate, up-todate workforce-related data. Additional information on the SAWDB, including the Board s planning documents, can be found at SAP&DC Role The SAP&DC has been designated by the Local Elected Officials as the Fiscal Agent for this region and provides staff support to the SAWDB. As Fiscal Agent for the Southern Alleghenies Workforce Development Area, SAP&DC is the grantee for Workforce Innovation and Opportunity Act (WIOA) Title I, Pennsylvania Department of Human Services, Temporary Assistance to Needy Families (TANF), and special Pennsylvania Department of Labor and Industry program funds. The SAP&DC was incorporated on July 28, 1967, as a response of the region s business and political leadership to federal initiatives encouraging planning for economic and community growth on a multi-county basis. The driving force of the Commission is to promote progress through regional economic cooperation. The SAP&DC serves Bedford, Blair, Cambria, Fulton, Huntingdon, and Somerset Counties. Its governing board is comprised of County Commissioners from each of the six (6) member counties, as well as representatives from the private sector. Numerous other public and private sector representatives who serve on the Commission s various advisory committees provide valuable guidance. Additional information on the SAP&DC can be found at 5 P a g e

6 General RFP Information 2.1 Issuing Office The SAWDB, under the direction of Susan K. Whisler, SAWDB Director, is the issuing agency. The contracting agent for these awards is the SAP&DC, as the grantee of WIOA Title I and special Department of Labor funds. All correspondence will be received at the SAP&DC offices located at 3 Sheraton Drive, Altoona, PA Contact Person The contact person for this procurement is: Susan K. Whisler, SAWDB Director Fax: (814) whisler@sapdc.org All questions regarding this procurement should be addressed in written form to the individual listed above. Only questions submitted in writing to this individual prior to the scheduled Proposers Conference will be addressed. 2.3 Awards The SAWDB will award one contract per county for the delivery of WIOA Title I services through the PA CareerLink one-stop centers within each county in the region. Subcontracting of some services is allowed and encouraged to foster partnerships and improve the quality of services to customers. Should two or more organizations wish to submit a joint proposal, one entity must be selected and identified to contract with the SAP&DC while the remaining organizations may subcontract with the lead agency. Proposals should clearly identify the lead agency and partnering agencies and clearly define all intended sub contractual arrangements. 2.4 Period of Performance The initial funding period for the contract to be awarded as a result of this request is July 1, 2017 to June 30, Based upon satisfactory performance during the initial 12-month contract period, the Board reserves the right to negotiate a subsequent renewal for up to three years (July 1, 2018 to June 30, 2021) through the use of three one year extensions without further procurement. Contracts will be monitored for planned performance on a regular basis and may be amended or terminated if performance does not meet SAWDB standards. 2.5 Obligation of Funds For Program Year 2016 (July 1, 2016 to June 30, 2017), the total WIOA funding obligated for these contracts is approximately $2,030,000. The funding amount for subsequent years will vary as the SAWDB has witnessed significant reductions in its annual federal allocation. All costs 6 P a g e

7 must be reasonable and necessary to carry out the planned functions, allowable, and allocable to the proper grant/cost categories. 2.6 Qualifications for Proposers Private and public, for-profit and not-for-profit agencies, community-based organizations, faithbased organizations or other entities are eligible to respond to this RFP. The SAWDB and the SAP&DC are prohibited from awarding a contract to a party excluded from Federal procurement or non-procurement programs by the U.S. General Services Administration. The SAWDB and SAP&DC are prohibited from awarding a contract to any party debarred, suspended, or otherwise excluded from or ineligible for participation in Federal Assistance Programs in accordance with the DOL regulations at 29 CFR Part 98 or debarred by the Commonwealth of Pennsylvania. Proposers are responsible for being familiar with applicable laws, rules and regulations and applying them in developing the RFP response. A copy of the Workforce Innovation and Opportunity Act (WIOA) and regulations may be found on the U.S. Department of Labor web page at Proposers are responsible for familiarizing themselves with the WIOA and its regulations, Commonwealth of PA Department of Labor and Industry Workforce System Policies and Workforce System Guidance letters, Workforce Investment Information Notices (WIIN), Training and Employment Guidance Letters (TEGL), SAWDB Local and Regional Plans and any other applicable legislation and regulations necessary for the development and submittal of a response to this RFP. The SAWDB will provide the necessary orientation to and copies of SAWDB policies and procedures to all selected service providers. Proposers must have demonstrated necessary technical competence, skills in management and administration, and professional experience within their organization to accomplish the proposed activities and services. Proposers must have adequate personnel capabilities necessary to implement the goals and objectives of the program and to ensure compliance with the ensuing contract. Proposers selected will be required to assume full responsibility, including all risks and hazards, for all activities and services identified in the contract. A pre-award survey may be conducted prior to awarding a contract to an approved bidder. Approved proposers, as a result of this RFP, will be subject to periodic evaluation of their delivery system. Proposers may be asked to provide additional information at the time of this evaluation or at any other time. 2.7 Joint Proposals/Subcontracts The SAWDB will accept and encourages joint proposals and/or subcontracting. A consortium or partnership of eligible proposers may submit a proposal, however, all partners must be eligible proposers and a signed SAP&DC General Provisions Acknowledgement must be obtained and included as part of the proposal from each partner attesting to their agreement to all terms of the proposal and any resulting contract, if awarded. Proposals from partnerships/consortia must clearly identify the lead agency, the fiscal agent, and the specific responsibilities of each partner. A copy of the partnership/consortium agreement must be submitted as part of the proposal. 7 P a g e

8 Proposers intending to subcontract any of the work to be performed under this award must disclose the sub-recipient and all terms and conditions of the subcontract in the proposal document. The SAWDB reserves the right to approve all sub-recipients. 2.8 Governing Provisions and Limitations Programs and activities solicited via this RFP are governed by the Workforce Innovation and Opportunity Act (WIOA) of 2014, and its implementing regulations. The following governing provisions apply: The only purpose of this RFP is to ensure uniform information in the solicitation of proposals and procurement of services under WIOA. This RFP is not to be construed as a purchase agreement or contract or as a commitment of any kind; nor does it commit the SAWDB/SAP&DC to pay for costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by SAWDB. The SAWDB reserves the right to accept or reject any or all proposals received and/or to cancel or reissue this RFP in part or in its entirety. The SAWDB/SAP&DC reserves the right to award a contract for any item/services solicited via this RFP in any quantity SAWDB determines is in its best interest. The SAWDB reserves the right to correct any error(s) and/or make changes to this solicitation as it deems necessary. SAWDB will provide notifications of such changes to all proposers recorded in the SAWDB official record as having received or requested an RFP. The SAWDB/SAP&DC reserves the right to negotiate the final terms of any and all contracts or agreements with proposers selected and any such terms negotiated as a result of this RFP may be renegotiated and/or amended in order to successfully meet the needs of the Workforce Development Area. The SAWDB/SAP&DC reserves the right to contact any individual, agency, employer, or grantees listed in a proposal, to contact others who may have experience and/or knowledge of the bidder s relevant performance and/or qualifications; and to request additional information from any and all proposers. The SAWDB/SAP&DC also reserves the right to conduct a review of records, systems, procedures, including credit and criminal background checks, etc. of any entity selected for funding. This may occur prior to or subsequent to the award of a contract or agreement. Misrepresentation of the proposer s ability to perform as stated in the proposal may result in cancellation of any contract or agreement awarded. The SAWDB/SAP&DC reserves the right to withdraw or reduce the amount of an award or to cancel any contract or agreement resulting from this procurement if adequate funding is not received or due to legislative changes or failure by the proposer to meet contracted performance standards. Proposers shall not, under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to any officer, member, employee, or agent of the SAWDB or SAP&DC for the purpose of having an influencing effect toward their own proposal or any other proposal submitted hereunder. Proposers who approach SAWDB or SAP&DC members or staff following the Proposers Conference will be disqualified. 8 P a g e

9 No employee, officer, or agent of the SAWDB or SAP&DC shall participate in the selection, award, or administration of a contract supported by public funds if a conflict of interest, or potential conflict, would be involved. Proposers shall not engage in any activity that will restrict or eliminate competition. Violation of this provision may cause a proposer s bid to be rejected. This does not preclude joint ventures or subcontracts. All proposals submitted must be an original work product of the proposers. The copying, paraphrasing, or otherwise use of substantial portions of the work product and submitted hereunder as original work of the proposer is not permitted. Failure to adhere to this instruction may cause the proposal(s) to be disqualified and rejected. A contract with the selected provider may be withheld, at SAWDB s sole discretion, if issues of contract or questions of non-compliance with any program under the contract, or questioned/disallowed costs exist, until such issues are satisfactorily resolved. During the time awaiting resolution of such issues, SAWDB may impose financial sanctions and/or other measures in accordance with the contract. The award of the contract may be withdrawn by SAWDB if resolution is not satisfactory to SAWDB. 2.9 Definitions of Key Terms In order to provide a clearer understanding of the parameters of this RFP, a number of key terms have been defined in Appendix 12-Definition of Key Terms Procurement Standards Services solicited under this RFP shall be procured under the competitive negotiations method of procurement, via the evaluation process described in Section 3.6 of this RFP. The SAWDB s intention is to negotiate contracts with successful proposers. The resulting contract will establish a sub-recipient relationship with the SAP&DC, the designated Fiscal Agent for the Southern Alleghenies Workforce Development Area, that involves fiscal, administrative, and programmatic responsibilities. Procurement of goods and services under Federal assistance programs shall be in compliance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, and the provisions of applicable Federal Law or Executive Orders, as well as State and local policies governing procurement. Solicitation via this RFP will ensure that services are obtained efficiently and economically and provide for complete, free, and open competition in the selection of service providers. Solicitation and selection of proposals must conform to relevant State and Federal laws and regulations and local policies governing the procurement of supplies, equipment and services. Proposers are responsible for familiarizing themselves with these laws and regulations Procurement Process Timeline 9 P a g e

10 The following timeline has been established by the SAWDB for the procurement of WIOA Title I services for the Southern Alleghenies region: Date February 15, 2017 February 28, 2017 April 3, 2017 April 7, 2017 April 25, 2017 April 27, 2017 May 1, 2017 May 9, 2017 May 17, 2017 July 1, 2017 Process Issue RFP Proposers Conference Proposals Due Complete Phase I Proposal Reviews Complete Phase II Proposal Review Complete Oral Proposal Reviews* Finalize Award Recommendations SAWDB Meeting to Approve Contract Awards LEO meeting to Approval Contract Awards Start Date for WIOA Title I Contracts *Oral presentations are at the discretion of the SAWDB 2.12 Procurement Dispute Resolution Policy The SAP&DC is the responsible authority for handling complaints or protests regarding the proposal selection process. No protest shall be accepted by the State Grantor Agency (PA Department of Labor and Industry) until all administrative remedies at the grantee (SAP&DC) level have been exhausted. This includes, but is not limited to, disputes, claims, protests of award, source evaluation or other matters of a contractual nature. Matters concerning violation of law shall be referred to such authority as may have proper jurisdiction. The SAP&DC and SAWDB would like to have the opportunity to respond to any inquiry or resolve any dispute prior to the filing of an official complaint by the protester. It is the policy the SAWDB that all actual or prospective bidders, respondents, offerors, or sub-recipients who believe they are aggrieved by the solicitation or awards of WIOA service contracts be offered administrative adjudication. The following outlines the specific appeal process to be used: Step 1: Advise the SAP&DC Administrative Officer of Complaint Any party that believes it is aggrieved should seek resolution of their complaint(s) initially with the SAP&DC Administrative Officer. Such complaints may be made verbally or in writing. In the event that resolution at this initial Step 1 is not accomplished or feasible, the SAP&DC Administrative Officer shall advise the party initiating the complaint(s) in writing to proceed to Step 2. Step 2: Filing of Protest with SAP&DC Administrative Officer Formal protest shall be made in writing to the SAP&DC Administrative Officer and shall be filed within 15 calendar days after the date of the written notice to the protestor from Administrative Officer to proceed to Step P a g e

11 Protests filed after 15 calendar days, as specified above, will not be considered. Written protests shall include, at a minimum, the following information: The name and address of the protestor Clear indication that the communication is a formal, written protest/appeal Appropriate identification of the procurement, such as the service(s), which were the basis of the solicitation or award in question A statement of reasons for the protest Supporting exhibits, evidence or documents to substantiate any claims The Administrative Officer, acting on behalf of the SAP&DC and SAWDB, may request additional information form the protestor who shall submit the information within time periods set forth at the time of the requests(s). When a protest has been properly filed, the Administrative Officer shall notify SAWDB staff and the Fiscal Agent of the Southern Alleghenies Workforce Development Area not to contract until the protest has been settled, unless, after consultation with the Fiscal Agent, the Administrative Officer determines that the award of contracts without delay is necessary to protect substantial interests of the Workforce Development Area. Step 3: Review by a subcommittee of the SAWDB and Local Elected Officials A subcommittee of the SAWDB and Local Elected Officials, and with the participation of SAWDB staff, shall conduct an oral debriefing with properly designated representatives of the protesting party at which time the facts upon which a SAWDB decision was made will be explained and discussed with the protesting party s representatives. Following the oral debriefing, and in consultation with the SAWDB Executive Committee and a duly designated representative of the Local Elected Officials (LEOs), decisions on protests/appeals shall be rendered and conveyed in writing to the party who has filed the protest on behalf of the SAWDB within ten (10) calendar days. Decisions so rendered are considered final at the local SAWDB level. Step 4: Referral to Office of the Governor, Commonwealth of Pennsylvania If the protest can not be resolved through Steps 1 through 3 above, the issue will be referred to the Governor s office for resolution by the authorized representative of the Governor. Decisions so rendered are considered final and binding upon all parties Disclaimer A response to this RFP does not commit the SAWDB or the SAP&DC to purchase any agreement or contract or to pay any costs incurred in the preparation of such response. 11 P a g e

12 Proposal Instructions 3.1 Proposal Deadline Proposals in response to this RFP are due by 4:00 PM on Monday April 3, Submission Instructions Responses must be submitted to the following: Susan K. Whisler SAWDB Director Southern Alleghenies Planning & Development Commission (SAP&DC) 3 Sheraton Dr. Altoona, PA It is recommended that proposers submit responses via certified mail return receipt to ensure proper delivery and successful receipt. 3.3 Proposal Format Format: Proposals must be typed, may be single spaced, and must be submitted on 8 ½ by 11-inch plain white paper with margins no smaller than one inch. Font size should be no smaller than twelve (12) point. Each page of the proposal, with the exception of the cover sheet, should be numbered as page of ), with the name of the bidder on each page. The order of submission is provided in Section 3.5 of this RFP Page Limit: The proposal narrative/business plan must not exceed 50 pages, excluding the Cover Page and Proposal Response Checklist. This page limitation does not include attachments or appendices. Reviewers will be prohibited from reading and evaluating information provided in pages that exceed the stated length Number of copies: One complete original, with executed certificates (i.e. original signatures of the authorized signatory), plus five (5) exact copies must be submitted for a total of six (6) copies. Any proposal lacking sufficient copies may be considered non-responsive. Completeness of all copies is the sole responsibility of the proposer. A thumb drive containing the proposal must also be submitted Responsiveness: Proposers that fail to follow the requirements set forth in this document regarding page limits, number of copies, and format may be considered non-responsive. The Board reserves the right to reject any or all proposals at their sole discretion Contact Information: Proposers will be required to provide contact information for the individual(s) who can respond to questions regarding the proposal. The contact person should be the individual(s) who are knowledgeable of the proposal and who are authorized to provide information on behalf of the proposer. 12 P a g e

13 3.3.6 Proposal Narrative: All the information required to develop the proposal narrative is contained in Section 3.5 of this RFP. 3.4 Proposers Conference and Technical Assistance A conference to explain or clarify this RFP and to answer other questions will be provided only at a Proposers Conference on Tuesday, February 28, 2017 at 10:00 AM at the SAP&DC Conference Room, 3 Sheraton Drive, Altoona, PA Attendance at the Proposers Conference is not mandatory, but is strongly encouraged. Proposers must RSVP attendance using the form included as Attachment A. All questions shall be addressed to Susan K. Whisler, SAWDB Director, and submitted in writing for receipt no later than Friday February 24, Responses to all questions will be posted on the SAWDB website at no later than five (5) working days following the Proposers Conference. Questions submitted after this date will not be addressed and telephone questions will not be accepted at any time. This conference offers potential proposers the only opportunity to obtain guidance on the scope and nature of the work required in this RFP or ask other technical questions concerning this solicitation. Any and all such questions will be asked and answered in the presence of all attending this public forum. All SAWDB members, staff, or associated parties are precluded from entertaining questions concerning the proposal or this procurement process outside the confines of the Proposers' Conference. Potential proposers are asked to respect these conditions by not making personal requests for assistance. 3.5 Proposal Contents All forms necessary for inclusion in the proposal are included in the Attachments section of this RFP. The proposal should be clearly organized into the following sections: Cover Page (included as Attachment B) Proposal Response Checklist (included as Attachment C ) I. Executive Summary (maximum 2 pages) Include an executive summary that highlights and substantiates to the board the advantages of contracting with the bidder and focuses on the return on the investment of WIOA Title I funding. Proposers should clearly state which counties they are proposing to serve. II. Organizational Capacity Include a description of your organization that includes the following: Type, size, and organizational structure. Indicate, if appropriate, whether your organization is a small or minority-owned business. Listing of your board of directors and chief officers. Mission and philosophy as it relates to the operation of the programs listed in the RFP. 13 P a g e

14 Past history and experience in providing workforce development services to job seekers and employers. III. IV. Past Performance Provide a summary of your organization s previous performance data related to WIOA or other related workforce development programs and services, including the following: Description of specific experience with the target population and the delivery of similar services that demonstrates your capability to carry out the proposed programs. Previous performance outcomes on any WIOA or other workforce development-related programs. Include the types of services and numbers served, number and type of positive outcomes/results achieved, number and rate of successful completions, budgets and expenditures, as well as other verifiable data which may reflect your demonstrated performance. Program/Service Design WIOA authorizes career services for adults and dislocated workers, rather than core and intensive services, as authorized by WIA. A complete listing of WIOA Career, Training and Follow-up services as well as required youth service elements is presented in Appendix 3. Describe your strategy to fully implement all of the required services as well as any innovative approaches that meet the needs of job seeker and employer customers. Proposers are encouraged to include in their proposal how Career Pathway design components will be incorporated into the provision of employment, training, and education services needed by adults and youth, particularly individuals with barriers to employment. Proposals should demonstrate an in-depth understanding of the unique customer needs and service gaps in each county. Business Services Describe how your organization will identify and respond to the needs of the employer community. Your description should include the services to be provided, your service provision strategy, resources to be deployed, and any innovative and unique approaches that will be utilized. V. Program/Service Delivery The effective and efficient delivery of the services described in the previous section requires an in-depth understanding of WIOA Title I eligibility and service suitability requirements as described in Appendix 1 as well as SAWDB policies and expectations. It also requires the sub-recipient to have the necessary tools, processes, and procedures in place to deliver services effectively and ensure success. Your proposal should address the following specific aspects of the service delivery process: Integration/Coordination Successful operation of the CareerLink System is dependent upon the seamless integration and coordination among partners and the programs and services that they provide to customers. A listing of the general and specific administrative and programmatic functions and responsibilities of the WIOA Title 1 operator are included as Appendix 4. Describe how the delivery of WIOA Title I services will be integrated into 14 P a g e

15 the PA CareerLink System, including the following specific information as it pertains to the activities listed below: Coordination of outreach efforts with PA CareerLink partners and other agencies Outreach methods for the hearing impaired, visually impaired, and other individuals with disabilities Plans to coordinate and work with employers to ensure training needs are being met and participants are qualified to join the workforce Effective utilization of community resources Coordination of service delivery efforts to ensure a successful program, including the roles of the entities involved Proposed special arrangements between your agency and other organizations or employers designed for the benefit of program participants Technological Capabilities Effective and integrated fully-computerized customer tracking, case management, and fiscal management systems are essential to the operation of WIOA Title I programs. Describe your organizations technological capabilities, including the following: Overall technical description of your organization, including the type and number of computers, specific software used, type of computer network and Internet connection, and other technological capacities Computerized system used for tracking customers and case management of WIOA Title I participants Type of computerized accounting/financial management system Integration of technology and computerized systems into your organizations day-today activities Ability to generate fiscal and programmatic data and summary reports from your organization s computerized systems Performance Measurement WIOA Title I Common performance measures are federally mandated and expected levels of performance that have been negotiated between the SAWDB and the state. It is the expectation of the SAWDB that providers meet or exceed negotiated performance levels. Failure to do so will result in sanctions and possible forfeiture of funds. The federal performance measures and the expected levels of performance for the Southern Alleghenies Workforce Development Area for PY 16 are identified in Appendix 5. As of the date of the release of this RFP, levels of performance for PY 17 have not been negotiated. Performance levels denoted as Baseline represent measures for which there is not adequate data to make a reasonable determination of an expected level of performance. Performance levels for those measures will be established for PY 17 and derived from performance information obtained in PY 16. To ensure program compliance and performance, an effective management system must have a process that verifies progress in attaining established performance objectives. Refer to TEGL Performance Accountability Guidance for WIOA Title I, Title II, Title III and Title IV Program Guidance. 15 P a g e

16 Describe your organization s strategy for the following related to performance measurements: Demonstrated commitment to achieving and surpassing all mandated Federal State, and Local performance measures Identification of additional performance indicators to measure program impacts and evaluate success Evaluation methods for tracking and ensuring that performance measures are met Internal systems to identify operational problems, deal with staff and/or customer complaints, and take appropriate corrective action to improve performance issues as necessary Monitoring The successful sub-recipient will be required to closely monitor the activities of all of their sub-recipients involved in WIOA Title I activities. Monitoring should review contract activity, focus on the issues of achieving participant service objectives and operational effectiveness, as well as fiscal and program compliance. Monitoring should identify strengths and weaknesses of subcontracted services and propose corrective action for improvement. Include a description of sub-recipient monitoring that includes the following: Methods of continuous communication and coordination with sub-recipients Processes and procedures for monitoring the fiscal compliance and programmatic performance of sub-recipients Evaluation methods for tracking and ensuring that sub-recipient performance measures are met Systems to identify operational problems, deal with staff and/or customer complaints, and take appropriate corrective action to improve sub-recipient performance issues as necessary VI. Staffing Plan Adequate staffing and a strong management structure to support the delivery of WIOA Title I programs and services are critical. Describe your organization s staffing plan, including information regarding the following: Plan to partially fund the staffing of a shared PA CareerLink services assistant to greet customers, assess their immediate needs, and refer them to the appropriate CareerLink partner for assistance Proposed management structure and relevant qualifications of key management staff to perform the proposed services, including technical, educational, and work background Proposed organizational structure and plan to develop the staffing pattern for the effective management and service delivery functions, including your proposed lines of authority and responsibility. Job descriptions of all staff administering the programs, including the minimum qualifications for all staff. If you currently have staff that you will use to administer the programs, please enclose a resume for each and indicate which position that staff will be assigned. All experience, education, quality measures, and training that would substantiate the quality and integrity of the services you will offer 16 P a g e

17 Training plan for staff professional development to ensure that the intent of WIOA is understood and implemented Proposals to become a new provider must include the following: In the event that an organization other than the current provider is awarded the contract, swift and immediate transition activities will be necessary. The SAWDB recommends that any organization awarded funds through this RFP give first consideration in employment to current employees who may be displaced as a result of this procurement. Transition activities for WIOA Title I services will be completed during the month of June Transition activities include but are not limited to: client and provider records, uninterrupted continuation of client service, and the completion of a transition plan. It is expected by the Board that the parties involved will work together to ensure that programs and services to customers are not impacted. Discuss the proposer s transition plan. Please be sure to address the following in the proposal itself: Commitment to accomplishing a thorough and smooth transition. Plan for notifying clients, providers, on site partner agencies, and other community organizations about changes in the sub-recipient. Strategy for work in cooperation with the current sub-recipient and other Board sub-recipients to ensure that the communication is thorough, avoids duplication, and is coordinated Plan for providing continuous service to clients Strategy for recruiting staff and negotiating salaries and benefits VII. Fiscal Capability A proper fiscal management system and knowledgeable fiscal staff are another essential component of the successful operation of WIOA Title I programs and service. Describe your organization s fiscal capabilities, including the following: Fiscal management system, including cash management and accrual system, financial capacity, and knowledge Payroll, leave and travel policies, and how related documents and records are maintained Internal fiscal monitoring systems and techniques to measure performance and costs against planned goals to ensure that there are no disallowed costs Details of other sources of funding your organization receives and the percentages of the total organizational budget that those sources represent Financial staff assigned to these programs Methods to pay back any disallowed costs that may be identified by the SAWDB and the SAP&DC, state or federal monitors, or auditors Methods for tracking encumbrances and expenditures Disclosure of any potential liabilities that might affect its ability to perform a contract, if awarded. These liabilities may include, but are not limited to, delinquent federal, state, city or county taxes; lawsuits of any kind; or audit exceptions and sanctions imposed. Please state whether there are any liabilities or not and, if so, what the circumstances are. 17 P a g e

18 Financial management system description and a demonstrated ability to comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, and WIOA Regulations VIII. References (1 page) In lieu of letters of support for the proposal, the Respondent should include a list of professional references in support of the proposal. References cannot include Local Elected Officials or members of the Southern Alleghenies Workforce Development Board or the Board of Directors of the Southern Alleghenies Planning and Development Commission Board. The references must include organization s name, point of contact, contact information, and a brief description of the relationship with the Respondent. IX. Attachments (no page limit) All proposals MUST include the following attachments: SAP&DC General Provisions Acknowledgement (included as Attachment D for the proposer and all partners/sub-recipients signed by the proposer s and all partners /sub-recipients authorized signatory authorities. This individual should typically be the Director, President or Chief Executive Officer of the organization or any individual who has the authority to negotiate and enter into and sign contracts on behalf of the proposer s organization. Audited Financial Statement Management Letter of the Organization (if issued) Partnership/Consortium Agreement (if applicable) 3.6 Proposal Evaluation Process The selection of all workforce development service providers will be made on a open and competitive basis. All responses to this RFP must be responsive to all requirements in this RFP and received on time in order to be considered by the SAWDB. The organization considered must possess the highest standards of integrity and business ethics. Awards will be made based on best overall value to result in the most advantageous alternative to the SAWDB and the customers of the PA CareerLink System in the Southern Alleghenies region. WIOA Rules that apply to the selection and award of contracts or services procured under this RFP include: All proposals considered must be received on time and be responsive to the RFP. Positive efforts shall be made to utilize small, minority and female owned or operated organizations in the provision of WIOA services. These efforts shall allow those sources maximum feasible opportunity to compete for WIOA contracts. Awards of Contracts shall be made only to Responsible Sub-recipients who have demonstrated competence and qualifications, including: a satisfactory record of past performance, sub-recipient integrity and business ethics, fiscal accountability, financial and technical resources, and ability to meet the requirements of this RFP, the WIOA, the Southern Alleghenies Local and Regional Plan and Commonwealth of Pennsylvania Unified Plan goals and guidelines. 18 P a g e

19 Providers not complying with Section 504 of the Rehabilitation Act of 1973 and the Federal Drug-Free Workplace Act of 1988, and those not prepared to comply with the Americans with Disabilities Act shall not be awarded a contract. Proposers are expected to comply with all federal, state and local employment laws including the Naturalization and Immigration Act of 1986, which establishes eligibility to work in the United States. The SAWDB has identified a fair and objective system for the evaluation of proposals and award of contracts under this solicitation. The quantitative and qualitative evaluation of responses will be conducted as follows: Phase I - SAWDB Staff Review An initial screening of proposals will be performed by SAWDB staff to ensure that submissions are responsive to this solicitation, conform to its requirements and are acceptable for full review. A standard initial screening instrument will be utilized (See Attachment 9). Any proposal not meeting all of the specified minimum standards will be considered non-responsive and will be given no further consideration. Proposals meeting all of the specified minimum standards will be forwarded to a subcommittee of the Southern Alleghenies Workforce Development Board for a full review and evaluation, with recommendations presented to the full Southern Alleghenies Workforce Development Board and final approval by the Southern Alleghenies Board of Directors. A proposal must meet the following minimum standards to be considered for funding. The proposal must: have been received by 4:00 PM EST on Monday April 3, 2017, via mail or hand delivery include one (1) original and five (5) additional complete copies and a thumb drive containing the contents of the proposal be complete with all required signature forms signed by the proposer s and all partners /sub-recipients authorized signatory authorities be submitted by an eligible proposer as described in Section 2.6, Qualifications for Proposers meet the proposal requirements contained in the Proposal Instructions beginning on page 11. include a signed copy of General Provisions for the sub-recipient and all sub contractual partners contain most recent Audited Financial Statement and Management Letter of the Organization not contain evidence of real or apparent conflict of interest provide all required services for an entire county The Phase I Minimum Standards Review Checklist is provided as Appendix 9. Phase II - SAWDB Sub-Committee Review 19 P a g e

20 A sub-committee of the SAWDB will review the qualified proposals using an evaluation tool that facilitates the ordinal ranking of proposals in each county; SAWDB staff will coordinate the subcommittee s activities and provide input and technical assistance. The maximum number of points is 124. The highest scoring proposals in each county will be recommended to the full board for approval. In the event of a tie in total points, the SAWDB subcommittee will hold oral presentations with the proposers. The presentations will be evaluated and ranked and the tie broken. Phase IV SAWDB Approval The SAWDB will consider the recommendations of its proposal sub-committee during its quarterly meeting in May The group will vote to concur or not to concur with the recommendations on the contract award and will forward approved proposals to the SAPD&DC board for further action. Phase V SAP&DC s Board of Directors Approval Following approval by the SAWDB, the recommendations will be forwarded to SAP&DC s Board of Directors at its May 2017, meeting for review and approval. General Contract Information 4.1 Contractual Information All SAWDB grantees/sub-recipients secured from this request are considered to be subrecipients as defined in Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The SAWDB may refer to the agreement between itself and the service organization as a grant or "contract", although it will be understood to be a subgrant for services, and all federal or state requirements applicable to the SAWDB will apply to SAWDB sub-recipients. Successful proposers must have the technical competence, expertise in management and administration, professional staff, and administrative and fiscal management systems to accomplish the goals and objectives stated in this RFP and meet high standards of public service and fiduciary responsibility. Proposers may be a partnership or consortium, but details of which member organization has fiscal responsibilities for any resulting contract and how any such partnership or consortium will operate must be worked out in advance, in writing, and included in the response to this RFP. Subcontracting is encouraged. Any subcontracting must be specified in the proposal narrative and approval must be provided by the SAWDB prior to any contract execution. All procurement standards that apply to sub recipients must be followed by any sub-recipients. 20 P a g e

21 4.1.1 Contract Administration Each proposer must name a responsible person within the proposing organization as Contract Liaison. This individual should be familiar with capabilities of the proposing organization, knowledgeable in contracting, including financial budgets, and have the authority to negotiate contractual issues on behalf of the proposer Legislative Authority The governing laws for the WIOA program and other applicable legislation can be accessed via the Internet. Some of the information is available at the following addresses: 1. Workforce Innovation and Opportunity Act USDOL-ETA - Federal Web Locator Pennsylvania Workforce Information Network SAWDB Applicable Statutes, Rules and Regulations Programs and activities solicited via this RFP are governed by the Workforce Innovation and Opportunity Act of SAWDB sub recipients must comply with cost principles and administrative requirements set out in the federal Uniform Administration Requirements, Cost Principles, and Audit Requirements, 2 CFR 200 and the FAR Part 31, as promulgated by the Bureau of Workforce Investment Financial Management Technical Assistance Guide. Programs and activities solicited via this RFP are governed by the Final Rule, 20 CFR Part 603, 651, 652, et, al., the Department of Labor (DOL) Workforce Innovation and Opportunity Act of 2014 policies, applicable Federal and state rules and regulations, and SAWDB policies governing WIOA Accessibility Sub-recipients are required to ensure that all facilities are in compliance with the requirements of Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 with respect to physical and program accessibility Nondiscrimination and Equal Opportunity Sub-recipients must conduct all programs in accordance with provisions of the following laws, as they apply to specific programs or activities: Titles VI and VII of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972, as amended; The Age Discrimination Act of 1975, as amended; Americans with Disabilities Act of 1990, as amended; Non-traditional Employment for Women Act of 1991, as amended; 21 P a g e