REQUEST FOR PROPOSALS FOR WIOA YOUTH CAREER EXPLORATION & WORK READINESS PROGRAMMING

Transcription

1 RFP issued May 4, Intent to Apply Notice is due May 15, Proposals are due by noon, Tuesday, May 26, 2015 REQUEST FOR PROPOSALS FOR WIOA YOUTH CAREER EXPLORATION & WORK READINESS PROGRAMMING Program Year 2015 (7/1/15-6/30/16) Funding for Youth programming will be provided under Title I of the Workforce Innovation and Opportunity Act (WIOA). Northern Illinois Workforce Alliance 303 North Main Street Rockford, Illinois The entire RFP is located on The Workforce Connection s website, On The Workforce Connection s home page, click on NIWA; then click on Reports and RFPs. Bidders Meeting Bidders Meeting Public Opening of Proposal Packages RFP Discussion/Q&A Q&A Session (All Bidders are welcome to attend.) Date: Friday, May 8, 2015 Date: Tuesday, May 12, 2015 Date: Tuesday, May 26, :30 Noon. 3:30 5:00 p.m. 12:30 p.m. The Workforce Connection The Workforce Connection The Workforce Connection 303 North Main Street 303 North Main Street 303 North Main Street Rockford, Illinois Rockford, Illinois Rockford, Illinois Room 203, Second Floor Room 220, Second Floor Room 220, Second Floor

2 TABLE OF CONTENTS Northern Illinois Workforce Alliance Request for Proposals WIOA YOUTH CAREER EXPLORATION & WORK READINESS SKILLS PROGRAMMING I. Services Sought... 1 A. Services/Activities Sought... 1 B. Expected Results... 2 C. Eligible Bidders... 2 D. Notice of Intent to Apply... 2 E. Proposal Due Date... 2 II. Youth Service Model... 2 III. Specifications... 5 A. Location of Programming... 5 B. Expectations Regarding the Capacity of Programming Provider... 5 C. PY 2015 Youth Services--Implementation Timeframe... 5 D. Population to be Served (WIOA Eligibility)... 5 E. Performance Expectations... 5 F. Duration of Services/Service Levels... 6 G. Scope of Services Provided by Programming Provider... 6 H. Incentives for Youth... 7 I. Participant Policies/Grievance Procedures J. Monitoring of Programming/Required Reports... 7 K. Identification with The Workforce Connection IV. Proposal Application Information... 8 V. Format and Contents of Proposal A. Cover Sheet for Proposal B. Table of Contents C. Programming Narrative Overview of Programming Bidder s Experience and Qualifications, including Organizational Capacity Service Delivery D. Other Sources of Funding that Support Proposed Programming E. Budget and Related Information Program Year 2015 Budget Budget Form Budget Narrative Explanation/Cost Allocation Job Descriptions and Resumes Quarterly Budget Expenditure Plan Proposal Attachments Proposal Attachment 1. Organizational Chart Proposal Attachment 2. Fiscal Procedures Explanation Proposal Attachment 3. Organization s Board of Directors (or similar body) i

3 TABLE OF CONTENTS Proposal Attachment 4. Other Sources of Funding that Support WIOA Youth Services Proposal Attachment 5. Miscellaneous Information A. Audit and any Management Letters B. Not-for-Profit Authorization/Certifications or Accreditations (if applicable) C. Affirmative Action D. Assurances E. Proof of Liability Insurance VI. Proposal Evaluation Process A. Proposal Evaluators B. Proposal Evaluation Review Levels C. Committee and NIWA Action on Recommendations of the Evaluation Team D. Timelines E. Proposal Technical Review Checklist F. Proposal Evaluation Tool VII. Proposal Forms RFP Attachment I --- WIOA Youth Eligibility Criteria RFP Attachment II --- Assurances and Certifications ii

4 Northern Illinois Workforce Alliance WORKFORCE INNOVATION AND OPPORTUNITY ACT (WIOA) YOUTH PROGRAMMING REQUEST FOR PROPOSALS (RFP) for WIOA YOUTH CAREER EXPLORATION/WORK READINESS SKILLS PROGRAMMING Program Year 2015 (7/1/15-6/30/16) The entire RFP is located at Click on NIWA; then click on Reports and RFPs. A. Services/Activities Sought: SECTION I. SERVICES SOUGHT The Northern Illinois Workforce Alliance (NIWA) is seeking one organization/school to provide the following activities/services for WIOA-eligible youth in Boone and Winnebago Counties. Both in-school and out-of-school youth will be served. Career Exploration activities Work Readiness Skills instruction/activities Life Skills/Soft Skills instruction/activities Life Skills/Financial Literacy education Leadership Development services/activities Mentoring services/activities The Northern Illinois Workforce Alliance plans to award funds to an organization for the provision of WIOA Youth Career Exploration and Work Readiness Programming. This programming is one portion of the ELEVATE Program. The organization selected to provide the Career Exploration and Work Readiness programming will work very closely with the Case Management and Coordinating Entity of ELEVATE and the Educational Services Providers. The ELEVATE Case Management and Coordinating Entity will be responsible to refer individuals for the Career Explorations and Work Readiness training. However, it is expected that all three partners in the ELEVATE model will agree on the coordination of schedules to keep youth actively engaged in programming and to deliver services that are integrated and seamless to the customers. Services will be delivered at numerous locations in the two-county area. Funding for activities/services requested in this RFP will be provided under Title I of the Workforce Innovation and Opportunity Act (WIOA); however, the selected service provider is encouraged to leverage non-wioa funding sources in as much as viable to help defray WIOA programming costs. The Northern Illinois Workforce Alliance envisions serving over 350 youth in Program Year It is estimated that 80% of the youth served will be out-of-school youth. Entry into and exits from youth programming will be on-going and programming will be flexible, based upon the needs of the youth in the program. The Career Exploration and Work Readiness programming provider must be able to adjust staffing as the need arises and WIOA funding permits. An estimated $95,000 may be available for the Career Exploration and Work Readiness programming budget. Final budgets will be determined after WIOA youth allocations are received and the providers of youth services selected. 1

5 B. Expected Results: Work Readiness skills will be evaluated during work-based learning activities. Youth that have successfully completing the Career Exploration and Work Readiness services will demonstrate competency in the work Readiness skills. Youth will have earned a high school diploma or equivalency by the time they leave the program. Youth will go on to further education/training and/or to employment when they leave the program. Dropout youth who are basic-skills deficient will significantly increase their educational skills during their first year in the program. C. Eligible Bidders: Not-for-profit organizations, government organizations, for-profit businesses, public and private college/schools. D. Notice of Intent to Apply: By May 15, 2015 potential bidders wishing to submit a proposal must submit a non-binding notification of intent to apply to the NIWA at vjohnson@theworkforceconnection.org. This notification must include the organization/school s name and address, contact staff member with title and address. E. Proposal Due Date: Proposals are due to the NIWA by 12 noon on Tuesday, May 26, SECTION II. YOUTH SERVICE MODEL The text of the Workforce Innovation and Opportunities Act (WIOA) and the draft federal regulations are available at Local NIWA Policies are available at click on NIWA. Focus of WIOA Youth Programming: The focus of WIOA youth programming is on implementing and delivering services that provide education, skills, work experience, and support that youth need to successfully transition to further education, careers and productive adulthood. The Workforce Innovation and Opportunity Act requires fourteen program elements [WIOA Section 129(c)(2)]. The WIOA outlines a vision for serving youth that integrates resources, beginning with career explorations and guidance, continued support for educational attainment, opportunities for skills training in in-demand industries and occupations, and culminating with a good job along a career pathway, enrollment into post-secondary education, or a Registered Apprenticeship. The local Youth Service Model (page 3) is designed to improve the overall Youth Program Outcomes. With a strong case management component as the central function of the service delivery system, the Youth Service system will provide services to both WIOA eligible in-school and out-of-school youth, and youths enrollment in program services will follow an on-going, open enrollment process. The Youth Service system will offer a strong job placement/work exposure component that connects youth to internships, work experiences, job shadowing, and unsubsidized employment to address their job-seeking and job-keeping skills. As shown in the chart on page 4, the WIOA Youth Service system s activities/services will be coordinated with other community services/activities serving youth. 2

6 YOUTH SERVICES ACTIVITIES AND SERVICES THAT ARE WIOA-FUNDED ELEVATE SERVICE MODEL FOR-ELIGIBLE OUT-OF-SCHOOL AND IN-SCHOOL YOUTH WIOA FUNDED TRAINING/SERVICES WIOA-Funded EDUCATIONAL SERVICES HS Equivalency instruction Tutoring Bridge Programs Vocational Training WIOA-Funded ELEVATE COORDINATING ENTITY PROVIDES ONGOING EXTENSIVE CASE MANAGEMENT Provides Outreach; Recruitment; Orientation; Initial WIOA-Eligibility Determination; Assessment; Youth Service Plan Development; Referrals to Educational and Vocational training (HS Equivalency, Tutoring, Bridge programs, Vocational Skills Training); Referrals to Career Exploration/Work Readiness Skills training and more; Follow-up of Exited Youth. Arranges Supportive Services and Incentives for youth. Provides Job Development/Job Placement Assistance, and Internships, Work Experience opportunities. Manages youth records, including case notes. WIOA-Funded Career Exploration, Work Readiness Skills, Life Skills, Leadership Development activities, Mentoring activities T.W.C. Business Services- Team Sub-Award recipient with NIWA for Youth Services Center Sub-Award recipient with NIWA for Training/Services The Workforce Connection s Business Services The Coordinating Entity will be responsible for WIOA Performance Outcomes Referrals to Community Assistance Employers (Job Shadowing, internships, Work Experiences, unsubsidized jobs) 3

7 WIOA YOUTH SERVICES COORDINATION WITH COMMUNITY ELEVATE SERVICE MODEL Community & Govern. Orgs. Referrals Case Mgt. Legal System- Referrals Case Mgt. School Systems- Referrals Case Mgt. EDUCATIONAL SERVICES WIOA ELEVATE COORDINATING ENTITY CAREER EXPLORATION AND WORK READINESS PREPARATION Sub-Award Recipient with NIWA Sub-Award Recipient with NIWA for Training/Services The Workforce Connection Business Services WIOA funding may be used. CORE SERVICES BASED ON STRONG CASE MANAGEMENT OF ALL YOUTH-- COORDINATED WITH OTHER ORGANIZATIONS, AS APPLICABLE. Work Experience Internships Job Placement T.W.C. Business Services- Team Legal Assistance Health/ Wellness Community Assistance Opportunities District 205 Academies EMPLOYERS Parenting Skills Day Care Transportation 4 Vocational Training Mentoring Entrepreneur Opportunities

8 III. SPECIFICATIONS Northern Illinois Workforce Alliance WIOA Youth Services programming, of which the Career Exploration and Work Readiness programming is a part, must adhere to WIOA regulations and local requirements. The Career Exploration and Work Readiness programming provider s sub-award agreement period will be for one year, with the option to be extended for an additional year. A. Location of Programming The ELEVATE Coordinating Entity s facilities in Winnebago County and Boone County will be in easily accessible locations. Ideally, there will be a computer lab and classrooms at the Coordinating Entity s facility that may be used by both the Educational Services provider s and the Career Exploration and Work Readiness provider, if schedules are coordinated. Agencies responding to RFPs for Career Exploration and Work Readiness activities are encouraged to discuss space needs with the current ELEVATE service providers. B. Expectations Regarding the Capacity of Career Exploration and Work Readiness Programming Provider The Career Exploration and Work Readiness programming bidder s organizational mission statement will encompass the provision of the overall activities/services sought through this RFP. The bidder will have a proven history of success delivering Career Exploration programming and Work Readiness Skills programming for low-income youth and will have the capacity to integrate the Career Exploration and Work Readiness programming into its overall operations. In addition, the bidding organization will have a history of engaging in successful joint efforts with other organizations providing services to lowincome youth. C. PY 2015 Youth Services--Implementation Timeframe July 1, 2015 will be the beginning of the contract service period. Career Exploration and Work Readiness programming will begin at that time. D. Population to be Served (See Attachment I for WIOA Youth Eligibility Criteria.) In-School and Out-of-School Youth will be served. An estimated 80% of individuals enrolled will meet the eligibility criteria for out-of-school youth. Youth will be referred to the Career Exploration and Work Readiness Provider by the Youth Services Coordinating Entity s case managers. Some youth may be from various special populations, such as limited- English speaking youth or special-needs youth. E. Performance Expectations Working together, all providers in the ELEVATE program will be expected to meet the Common Performance Measures goals (Performance Goals) as negotiated with IL Department of Commerce and Economic Opportunity. The measures for PY2015 are not finalized at this time. 5

9 F. Duration of Services/Service Levels Career Exploration and Work Readiness programming will be conducted year-round. Programming activities and schedules will be developed in cooperation and coordination with the Educational Services provider and the ELEVATE Coordinating Entity. Organizations responding to this RFP should anticipate a minimum of 15 staff/student contact hours per week at 8 educational classroom locations. G. Scope of Services Provided by Career Exploration and Work Readiness Programming Provider: Career Exploration activities Work Readiness Skills instruction/activities Soft Skills instruction/activities Leadership Development services/activities Life Skills/Financial Literacy education Mentoring services/activities Career Exploration and Work Readiness programming for both out-of-school youth and in-school youth will be coordinated with the activities and services provided by the Educational Services Provider and the ELEVATE Coordinating Entity, especially the ELEVATE Coordinating Entity s Employment Specialists and The Workforce Connection s Business Services Team as career exploration activities (worksite tours, job shadowing, and internships) are arranged and work experiences (subsidized and unsubsidized) are developed. Career Exploration and Work Readiness programming will focus in several of the key industry clusters: manufacturing; health care; transportation, distribution, and logistics; information technology; business; or green technology. Youth will learn about occupations in the targeted industries clusters through a variety of experiences, from using the on-line career guidance system Career Cruising ( available through NIWA), to field visits to business/industry, to job shadowing to introductory hands-on experience gained either during program hours or through internships/work experiences. Youth will about life skills including financial literacy education. Career Exploration and Work Readiness staff will work with the ELEVATE Coordinating Entity s case managers to encourage youth to pursue post-secondary/occupational training after they complete high school or the equivalent. Career Exploration and Work Readiness staff will work closely with the ELEVATE Coordinating Entity s Case Mangers, Employment Specialist, and Business Service team to help youth gain internships/work experiences, especially in targeted industry areas. To the extent possible, participants internships and work experiences will help them understand the connection between further training/education and long-term career advancement including entrepreneurial skills training. Youth need to develop a realistic vision for their future employment. The Career Exploration and Work Readiness programming will interweave work Readiness/soft skills into its activities. The skills taught will include, but are not limited to, self-awareness; personal health; improvement of self-image; knowledge of personal strengths and values; world-of-work awareness; labor market knowledge; job search techniques; and positive work habits, attitudes, and behavior. Instruction/practice will focus on at least the following areas and have ways to measure the youth s progress in gaining competency in the areas: making career decisions using labor market information (on-line information) preparing resumes (hard copy resume and resume for on-line submittal) filling out applications (on-line and hard copy) use of social media as job search tool interviewing being consistently punctual (school, WIA programming, internships, work experiences, unsubsidized jobs) maintaining regular attendance (school, WIOA programming, internships, work experiences, unsubsidized job) demonstrating positive attitudes/behaviors presenting appropriate appearance 6

10 exhibiting good interpersonal relations completing tasks efficiently demonstrating life skills/financial literacy engaging in entrepreneurial skills training The Career Exploration and Work Readiness programming will also interweave activities that develop the leadership skills of participants. The activities may include, but not be limited to, exposure to occupational training and post-secondary educational opportunities (career exploration especially in industry-target areas), community and service learning projects, peer-centered activities, organizational and teamwork training, training in decision-making, citizenship training, and life skills training. Throughout youths participation in WIOA and for a year after they exit WIOA, the Career Exploration and Work Readiness provider will help coordinate individualized support to participants through adult mentoring relationships. Mentoring may be provided by staff connected with WIOA Youth Services, worksite staff, adults from business and industry, etc. Before they exit WIOA programming, all youth will be expected to earn a WorkKeys National Career Readiness Certificate, which indicates their foundational skills ability in the core areas of Reading for Information, Applied Mathematics, and Locating Information. For out-of-school youth, the Educational Services provider, working with the youths case managers, will arrange this testing through The Workforce Connection s WorkKeys exam administrator. In-school youth may earn a WorkKeys National Career Readiness Certificate through testing administered by the schools; however, if WorkKeys testing results cannot be obtained from the schools, the Educational Service Provider may arrange to have the youth retested through The Workforce Connection. Although WorkKeys testing will be arranged by the Educational provider, the services provided by the Career Exploration and Work Readiness provider are important in helping youth earn a National Career Readiness Certificate. H. Incentives for Youth Youth attending WIOA programs may receive incentives for achieving identified benchmarks of progress toward goals. The Coordinating Entity has established the incentive system(s) that is in place for the ELEVATE Program. I. Participant Policies/Grievance Procedures The Participant Policies and Grievance Procedures for the ELEVATE Program have been developed and will be used by all WIOA Youth Program providers. J. Monitoring of Career Exploration and Work Readiness Programming/Required Reports NIWA will monitor the Career Exploration and Work Readiness provider s services and activities on an ongoing basis, conducting desk reviews and on-site visits. Specific reporting requirements will be developed. Fiscal monitoring is conducted by Rock River Training Corporation (RRTC), the fiscal agent for WIOA funds in Boone, Winnebago and Stephenson Counties. K. Identification with The Workforce Connection All WIOA Youth services and activities will be provided under the umbrella of The Workforce Connection ELEVATE Program. The use of grant funds to promote an individual agency is not permitted; therefore, any outreach materials or program promotion shall be coordinated with the Public Information Manager of NIWA as part of the overall communications strategy for The Workforce Connection ELEVATE Program. The Workforce Connection logo will be the only logo used on all brochures and correspondence. 7

11 SECTION IV. PROPOSAL APPLICATION INFORMATION A. The Northern Illinois Workforce Alliance must receive your proposal by 12 noon, Tuesday, May 26, Place the following items in a sealed package: Your entire original proposal and six copies (but only one copy of your Audit), and Your entire proposal (all sections and attachments except your Audit) saved in Microsoft WORD on a labeled thumb drive. (The budget will be in EXCEL.) Then submit the package to: Cathy Cornelius, Board Assistant The Workforce Connection 303 North Main Street; 2 nd Floor Rockford, Illinois Make sure your organization s name and WIOA Youth Career Exploration/Work Readiness Proposal are on the exterior of your sealed proposal package. The date and time that NIWA received your proposal will be written on the outside of the sealed packet and recorded on the cover page of your original proposal. Use a clamp to hold the proposal. Do not staple the pages or put the proposal in a binder. Incomplete proposals and proposals received after 12 noon, Tuesday, May 26, 2015, will not be evaluated. If you have questions regarding this Request for Proposals or any WIOA or local policies or requirements, please contact Valerie Johnson ( or vjohnson@theworkforceconnection.org.) To receive the Proposal Forms in WORD (EXCEL for Budget), please Valerie. B. This RFP does not commit the Northern Illinois Workforce Alliance to award a grant, to pay any costs incurred in the preparation of a proposal, or to procure or contract for services or supplies prior to issuance of a written agreement. NIWA retains the right to: Accept or reject any or all proposals received. (NIWA may negotiate with all qualified sources, or cancel in part, or in entirety, proposals if it is in NIWA s best interest to do so. NIWA may request that bidders participate in negotiations and rewrite their applications as agreed upon during the negotiations.) Discuss a proposed program with anyone potentially involved in the program. Review the bidders administrative and fiscal procedures relating to the WIOA Services as part of the proposal review process. Consider this proposal for funding anytime during PY 2015 (July 1, June 30, 2016). Proprietary rights to all data, materials, and documentation originated and prepared for NIWA pursuant to a sub-award agreement shall belong exclusively to NIWA. C. All proposals submitted will be subject to competitive review. The Proposal Evaluation Process is discussed in Section VI. D. Proposal funding decisions will be made by the Northern Illinois Workforce Alliance. E. The WIOA Career Exploration and Work Readiness programming contract will be awarded for July 1, 2015 through June 30,

12 F. There will a public opening of the sealed proposal packages on Tuesday, May 26, 2015, 12:30 p.m., second floor, The Workforce Connection, 303 North Main Street, Rockford. At that time staff will determine if the proposals submitted meet the technical review standards. See the Proposal Technical Review Checklist in Section VI. Only proposals meeting the technical review standards will be read. Bidders will be notified of their proposal s status after the Technical Review is completed. G. Bidders right to appeal the decisions regarding the Awarding of Programs. See Section VI.B. of this RFP. 9

13 SECTION V. FORMAT AND CONTENTS OF THE PROPOSAL Proposals must be submitted in the following format. One-inch margins Not less than 11-point font (i.e., font not less than the size of the font in this RFP) Single spacing, double spacing between paragraphs Sections and subsections labeled 15 pages maximum, excluding the cover page, table of contents, and requested attachments. (Include only requested attachments.) Proposals not in the designated format will be rejected. A. Cover Sheet for Proposal Complete all items on the Cover Sheet (in Section VII). B. Table of Contents After you have written the entire proposal, number the pages and fill in the numbers on the Table of Contents (in Section VII). Please note that the cover sheet is numbered -i-, and the Table of Contents is numbered -ii-. The Overview will be numbered page -1-. C. Career Exploration and Work Readiness Programming Narrative Your Program Proposal will be a clear and concise narrative. Use bullet points, charts, etc. to enhance your presentation. 1. Overview of Career Exploration and Work Readiness Programming (maximum of 1 page) Prepare an Overview of the Career Exploration and Work Readiness programming your organization proposes to conduct. Be sure to emphasize the close coordination you will have with the ELEVATE Coordinating Entity (especially the case managers) and the Educational Services provider, The Workforce Connection s Business Services team, as well as other organizations and schools who are also serving youth. 2. Bidder s Experience and Qualifications, including Organizational Capacity Explain why your organization is qualified to be the Career Exploration and Work Readiness Provider. At a minimum, include the following information: Brief summary of organizations history providing career exploration activities, work Readiness skills instruction, soft skills instruction, leadership development activities, and mentoring activities for individuals years of age. For your relevant programming for the past four program years, give statistics showing the number of youth participating in these activities and your programming outcomes to which the delivery of these services have contributed. Coordination of activities with area school systems. Work with low-income youth, including low-income dropout youth. Knowledge of the Workforce Innovation and Opportunity Act (WIOA). 10

14 Your Organizational Capacity to be the Career Exploration and Work Readiness programming provider: o State your organization s mission (mission statement) and demonstrate your capacity to integrate the proposed Career Exploration and Work Readiness programming activities into your organization s overall operations. Attach as Proposal Attachment 1 an organizational chart showing where the proposed programming will fall in your organization. Describe how the Career Exploration and Work Readiness staff will relate to the overall organization. o Describe your organization s financial stability for the past five years, detailing any difficulties regarding financial stability and how those difficulties have been (or are) being addressed. o Submit as Proposal Attachment 2 a detailed description of your organization s fiscal procedures. o Attach to the end of only your original copy of this proposal a copy of the most recent financial audit of your organization conducted by a certified public accountant, indicating the period covered; or, if no audit has been performed, the most recent financial statement, indicating the period covered and an explanation of why no audited financial statement is available. Financial audits covering a period prior to calendar year 2013 will not be accepted. o Describe the relevant experience of your organization s key staff who would be involved in planning the Career Exploration and Work Readiness programming. (At the end of your proposal s Budget section, you will include a job description for each position funded in whole or in part in your organization s proposed budget. Job descriptions must specifically indicate, in additions to position duties, the staff skills, knowledge, and training needed for the position.) You will also include resumes for any current personnel who may be assigned to the Career Exploration and Work Readiness component. o List at least three relevant funding references, including the name of funding organization and the name, title, address and telephone number of a contact person at the funding organization. (If there are no funding sources other than WIOA, other relevant references may be listed.) o Describe the success of your joint efforts with other organizations and agencies to provide activities/services similar to those requested in this RFP. o Describe your organization s internal monitoring system and demonstrate how it is effectively used to assure quality and identify program, personnel, and fiscal issues. Describe your organization s corrective action procedures. o Describe the quality improvement protocol that your organization would implement to ensure continuous improvement of the Career Exploration and Work Readiness programming provided and participant outcome achievement. o If applicable, describe how your organization s Board of Directors (or comparable body, as applicable) will be involved in the proposed Career Exploration and Work Readiness programming. Attach as Proposal Attachment 3 a list of your organization s Board of Directors that includes at least their 1) board position, 2) business address and phone number, and 3) address. o Assure that all individuals, including volunteers, who will work with program youth will provide services in manner sensitive to the ethnic, racial, and linguistic characteristics and sexual orientation of program youth. o Assure that all staff working with youth in this program will be fingerprinted and background checks will be performed before beginning to work on this project. o Assure that all Career Exploration and Work Readiness staff will have access to computers and the Internet. o Include in your discussion any other relevant information, such as your organization s history developing and maintaining current written procedures for its program activity. 11

15 3. Service Delivery In the discussion of your service delivery, you will explain how you intend to provide the services described in Section III. G. Scope of Services Provided. Use the information in III.G. and the items on the Evaluation Tool in Section VI to guide your discussion of the following services to be provided by the Career Exploration and Work Readiness programming provider: Career Exploration activities (including use of Career Cruising and demonstrations of career pathways ) Work Readiness Skills instruction/activities Soft Skills instruction/activities Life Skills/Financial Literacy education Leadership Development services/activities Mentoring services/activities Be sure to include your organization s teaching methods, emphasizing how instruction may be individualized, based on each youth s needs. Provide a listing of potential Field Trips and the rationale for the field trip. Field trips must be related to WIOA programming. Include in your discussion how your organization may coordinate the Career Exploration and Work Readiness programming with the activities of the Educational Services programming and the services provided the ELEVATE Coordinating Entity s Case Managers and Employment Specialist as well as The Workforce Connection s Business Services team. The ELEVATE Coordinating Entity case managers will be responsible for recording youths progress in case notes. Case managers will incorporate Career Exploration and Work Readiness staff s notes regarding youths progress into the case notes. Include in your discussion how Career Exploration and Work Readiness staff will track youths progress. D. Other Sources of Funding that Support Proposed Programming If non-wioa sources of funding will be blended with other sources of funding to support the Career Exploration and Work Readiness programming provided, include a paragraph that discusses how WIOA funds will be blended with other sources of funding to support the services delivered. Then complete the form for Proposal Attachment 4, Other Sources of Funding that Support Proposed Program (Section VI, Forms). On the chart, list the other sources of funding contributing to the Career Exploration and Work Readiness programming s operational costs and estimate the amount of each of the other source s contribution. Identify whether the contributions are Cash contributions, Other Federal Funds contributions, or Stand-in Costs contributions. (Stand-in costs are those costs that could be charged to the WIOA program that you will charge elsewhere. These costs must be allowable expenditures from non-federal sources.) E. Budget and Related Information An estimated $95,000 may be available for the Career Exploration and Work Readiness programming budget. Final budgets will be negotiated and included in your sub-award agreement with NIWA. Reimbursement will be through a line item reimbursement sub-award agreement. To obtain reimbursement for program costs, you must document costs. If your proposal to provide Career Exploration and Work Readiness programming is funded, you will itemize all costs associated with the program on the reimbursement forms that will be included in your sub-award agreement. Monthly reimbursement 12

16 requests must be submitted to the fiscal agent, Rock River Training Corporation (RRTC), by the 15 th of the following month. You must maintain accounting records showing WIOA-funded programs as a separate fund. Stipends or cash incentives to be paid with WIOA funds will be in the Youth Services Coordinating Entity s budget, as will costs for participant supportive services. WIOA-funded work experience wages, tuition, books, etc. costs, and Work Keys testing costs will be lines of credit in the Coordinating Entity s budget. 1. Program Year 2015 Budget Budget Form (2 pages) Complete the Budget Form in Section VII. (Your budget must be placed on the form provided.) Be sure to place your organization s name and program name on the budget. The form contains columns for In-School and Out-of-School planned expenditures which will add to the Total column. Each line item will be allocated between In-School and Out-of-School expenditures based upon your agency s cost allocation methodology. If authorized for a sub-award, the agency will be required to maintain the appropriate documentation supporting the allocation. Cost allocation methodology will be reviewed as part of your Budget Narrative Explanation. When developing your budget, round all cents to the nearest dollar. a. Wages (Budget Page.1) List all staff by job title. After the job title, put any information that explains how you arrived at the amount of dollars in the total column, e.g., $25/hour for 5 hours/week for 48 weeks. Allocate, as appropriate between In-School and Out-of-School. b. Fringe Benefits (Budget Page 1) List all fringe benefits in the same manner. Give all information needed for the evaluators to check the amounts in the training columns, e.g., on positions 5-8. Allocate, as appropriate between In-School and Out-of-School. c. Other Costs (Budget Page 2) Fill in all items completely. Request funding only for items that are necessary for the Career Exploration and Work Readiness programming s successful operation. Allocate, as appropriate between In-School and Out-of-School. 2. Budget Narrative Explanation/Cost Allocation (Place the Budget Narrative Explanation directly after the Budget.) Fully explain how you derived each cost listed on the budget. If an item is a direct cost only to this budget, please state this. If any costs are divided between two or more funding sources, explain how these costs will be allocated, describing in detail the base to be used for each budgeted item; and explain the allocation methodology to be used to identify and allocate costs between In-School and Out-of-School. This explanation of your budget needs to be a narrative explanation in sufficient detail to reviewers to understand the costs to be charged to this sub-award, and to assure reviewers that as a sub-award recipient your agency understands cost allocation and allowable costs. 3. Job Descriptions and Resumes Place the job descriptions after the budget narrative explanation. Submit a description of the job responsibilities of each staff position listed on Budget Form 1. Also state the education/training (qualifications) required for the position. Make sure your organization s name and the date the job description was developed is on each job description. Job descriptions must be in the official format used by your organization. If a current staff member may be moved into a Career Exploration and Work Readiness position, please submit the resume of the individual who may be filling that position. Place this resume directly behind the job description. 13

17 Monitoring will include a review of the qualifications of staff paid in part or in full with WIOA funds to insure the staff have the education and experience their position requires. 4. Quarterly Budget Expenditure Plan Present a quarterly budget expenditure plan, projecting the total amount of expenditures for the quarters ending September 30, December 31, March 31, and June 30 for fiscal year July 1, 2015 to June 30, PROGRAM PROPOSAL ATTACHMENTS These Proposal Attachments are referenced in the directions for writing the Program Proposal Narrative. Proposal Attachment 1 Organizational Chart Proposal Attachment 2 Fiscal Procedures Explanation Proposal Attachment 3 Organization s Board of Directors (or similar body) Proposal Attachment 4 Other Sources of Funding that Support Proposed Career Exploration and Work Readiness programming Proposal Attachment 5 Miscellaneous Information A. Audit and any Management Letters (Submit only one copy of your audit.) Submit a copy of your organization s/school s most recent audit and any management letters. (Submit only one copy of the audit and any management letters. Submit these as a separate attachment to the original copy of your proposal.) B. Certifications/Accreditations/Not-for-Profit Authorization If your organization is a not-for-profit organization, submit a copy of your not-for-profit authorization. If your organization/school is a certified/accredited institution, list the certifications/accreditations held and submit copies of the supporting letters/certificates awarding the certification/accreditation; if your organization is not a certified/accredited institution, provide a statement to that effect. C. Affirmative Action Complete Affirmative Action Forms 1 and 2 (in Section VI, Forms). D. Assurances The person who is authorized to sign the Bidder s agreements must review and sign the Assurances form (in Section VII). E. Proof of Liability Insurance Submit your organization s current proof of liability insurance (Certificate of Liability Insurance). NO OTHER PROPOSAL ATTACHMENTS MAY BE SUBMITTED. 14

18 NIWA has the following Proposal Evaluation Process: SECTION VI. PROPOSAL EVALUATION PROCESS A. Proposal Evaluators Proposals will be evaluated by a team of NIWA members and community representatives who have no conflict of interest with any bidding organization. B. Proposal Evaluation Review Levels Level 1: Technical Review of Proposals and Bidders Appeals Process of Technical Review Results Staff will perform a technical review of each proposal prior to their being distributed to a review team. The technical review will determine if the proposal is complete and meets all the submission guidelines stated in the Request for Proposals (RFP). (See the Proposal Technical Review Checklist in this section.) Proposals that are incomplete or fail to meet all the submission guidelines stated in the RFP will be rejected. Bidders will be notified regarding the status of their proposals after the technical review. Bidders may appeal the technical review results. (NIWA will accept only appeals relating to the technical review of a proposal.) a. NIWA staff will notify bidders via of the results of the technical review of their proposals. Bidders may then request a debriefing of their proposal s technical review. The NIWA Executive Director must receive this request via within two working days of the day the Bidder was ed notification of the technical review results of their proposal. b. The debriefing will be held within two working days of the NIWA Executive Director s receipt of the bidder s request for a debriefing of their proposal s technical review. c. After the debriefing, the bidder will have three working days to present to the NIWA Executive Director a written appeal of any aspect of their proposal s technical review. d. The NIWA Chair or designee will review the written appeal and make the final decision regarding any NIWA action on the appeal. e. The Bidder will be notified in writing within three working days of the NIWA Chair or designee s decision regarding the appeal. f. This will complete the Bidder s appeal process at the local NIWA level. Level 2: Evaluation of Proposals by Review Team Using Evaluation Tool a. The proposal review team will receive training regarding the Career Exploration and Work Readiness programming design/services sought through the Request for Proposals, the proposal review process, and the use of the Evaluation Tool included in the RFP. The team will select a team leader/facilitator who will be responsible for assisting the team to reach consensus regarding each proposal s Evaluation Tool scoring and priority for funding. b. All team members will review all proposals using the Evaluation Tool. During this initial review, review team members may suggest a score in response to each item on the Evaluation Tool. c. Team members will meet and discuss each proposal, arriving at a consensus score for each item 15

19 on the Evaluation Tool. The proposal Evaluation Score will be the total of all the item scores on the Evaluation Tool. Level 3: Evaluation of How Well Proposed Program Meets NIWA s Strategic Objectives a. The review team will then discuss how well the proposed program meets one or more strategic objectives identified by NIWA. Included in this discussion will be a consideration of the bidder s ability to deliver the proposed programming, past success in attaining the WIA Performance Measures/Common Measures Goals, service provision in relation to the total Boone and Winnebago County area, connection/collaboration with the One-Stop Center/System, and the proposed program s ability to further the NIWA strategic initiatives. b. Budgets and other aspects of a proposed Career Exploration and Work Readiness programming may be negotiated, as necessary. Review teams will consider the reasonableness of bidders proposed budgets in relation to the anticipated number of youth served through the Center. c. The review team will then prepare its funding priority recommendations. Bidders will not necessarily be recommended for funding based on their Evaluation Score in relation to the Evaluation Scores of other bidders. C. Committee and NIWA Action on the Recommendations of the Evaluation Teams 1. The funding priority recommendations of the Proposal Review Teams will then go forward to the appropriate NIWA Committee, who will then prepare funding recommendations for NIWA action. 2. NIWA will take action on the program funding recommendations of the presenting Committee. 3. Bidders will then be notified of the NIWA action. 4. Bidders may request a debriefing of their proposal s evaluation. D. PY 2015 Career Exploration and Work Readiness RFP: Timelines Relating to Application or mailed notices sent to potential bidders. 5/4/15 (Monday) RFPs posted on website 5/4/15 (Monday) RFP Notice posted in Register Star 5/4/15 (Monday) Bidders Meeting to answer initial questions & distribute 5/8/15 (Friday), 10:30-Noon hard copies of RFPs Second Bidders meeting to answer additional questions 5/12/15 (Tuesday), 3:30-5:00 p.m. Intent to Apply Notice ed to NIWA 5/15/15 (Friday) Proposals due to NIWA by 12 noon. 5/26/15 (Tuesday) by 12 Noon Public Opening of Proposals Received Proposals reviewed using Proposal Technical Review 5/26/15 (Tuesday) 12:30 p.m., Room 220 Checklist. Bidders notified via of results of Technical Review of 5/26/15 (Tuesday late afternoon) their proposals. Evaluator s Review and Evaluate Proposals 5/27 5/29/2015 NIWA authorizes sub a-ward agreement to successful 6/2/15 (Tuesday), 8:00 a.m. proposer. Sub-Award Agreement Negotiations/Development. By end of June PY 2015 Career Exploration & Work Readiness programming 7/1/15 begins. 16

20 E. PROPOSAL TECHNICAL REVIEW CHECKLIST WIOA Youth Career Exploration and Work Readiness Programming (2 pages) At the Public Opening of Proposals, staff will screen the proposals to ensure that the proposals meet the technical review standards listed below. A proposal review team will then evaluate proposals meeting all these technical review standards. Bidder: Staff Reviewer s Initials: Date: Check if the proposal/bidder meets the following standards: Technical Review Standards The original proposal with Proposal Attachment 6, six copies of the proposal without Proposal Attachment 6, and a thumb drive containing the proposal were submitted by the deadline in a sealed package. The proposal contains all the following parts: A. Cover Sheet B. Table of Contents C. Proposal Narrative (single spaced, double spaced between paragraphs; not less than 11 point font, maximum of 15 pages) 1. Overview with Program Process Flow Chart (maximum of 2 pages) 2. Experience and Qualifications, including Organizational Capacity 3. Service Delivery Discussion D. Sub-Award Agreement Services information E. Other Sources of funding that Support Proposed Youth Services F. Program Year 2015 Budget 1. Budget Forms 1and 2 2. Budget Narrative Explanation/Cost Allocation 3. Job Descriptions and Resumes 4. Quarterly Budget Expenditure Plan Proposal Attachments (labeled) 1. Organizational Chart 2. Fiscal Procedures Explanation 3. Organization s Board of Directors (or similar body) 4. Draft Sub-Award Agreement (if applicable). Otherwise statement: Not Applicable. 5. Other Sources of Funding that Support the Proposed WIA Youth Services Proposal Attachment 6 A. Most Recent Audit and, if applicable, related Management Letter-- submitted as a separate packet (only one copy submitted with original copy of proposal) B. Not-for-Profit Authorization/Certifications/Accreditations (or statement not applicable) C. Affirmative Action D. Assurances E. Proof of Liability Insurance The proposal contains all necessary signatures. Cover Sheet Proposal Attachment 6.C, Affirmative Action Policy Statement Proposal Attachment 6.D. Assurances The proposing organization is not on a Federal or State Debarment list as verified in Proposal Attachment 6.D. Assurances. 17

21 Technical Review Standards The person signing the proposal as the submitting officer has the authority to do so as verified in Proposal Attachment 6.D. Assurances. The proposing organization/school agrees to meet all Federal, State, and local compliance requirements, including those listed in Attachment III of the RFP as indicated in Proposal Attachment 6S. Assurances. Check the appropriate box: The Proposal meets all Technical Review Standards and will be submitted to a Proposal Review Team for evaluation. The Proposal does not meet all Technical Review Standards and will not be submitted to a Proposal Review Team for evaluation. Darcy Bucholz, Executive Director Northern Illinois Workforce Alliance Date 18

22 F. PROPOSAL EVALUATION TOOL PY 2015 WIOA Youth Career Exploration/Work Readiness Bidder: Review Team: Proposal Number: Date: 1. The proposal contains sufficient information regarding the bidder s financial stability within the past five-years ( ) to indicate that bidder has the financial stability necessary to provide the Career Exploration and Work Readiness programming for WIOA Youth. IF THE CONSENSUS SCORE FOR THIS ITEM IS LESS THAN 4 POINTS, THE PROPOSAL WILL NOT BE CONSIDERED FOR FUNDING Notes Bidder has unstable financial history within last five years and problems are not well on way to resolution. Bidder had financial problems within the past five years but the problems are now resolved-- or well on the way to resolution. Bidder has stable financial history for past five years. Score: (out of possible 5 points) 2. The proposal s discussion of the bidder s organizational capacity to provide the Career Exploration and Work Readiness programming, emphasizing the bidder s qualifications to plan and deliver the programming for Winnebago County and Boone County WIOA youth, indicates the bidder has the organizational capacity to be the Career Exploration and Work Readiness programming provider Notes Proposal contains no or minimal indication of Bidder s ability/qualifications to plan and deliver the proposed activities. Proposal contains some indication of Bidder s ability/qualifications to plan and deliver the proposed activities. Proposal contains clear and concise identification of Bidder s ability/qualifications to plan and deliver the proposed activities. Score: (out of possible 10 points) 3. The proposal adequately describes the bidder s past success (includes data for at least the past four years) providing the activities that comprise Career Exploration and Work Readiness programming, especially career exploration activities and work-readiness/soft skills instruction and activities Notes Proposal contains no or scant indication of bidder s past success delivering activities that comprise Career Exploration and Work Readiness programming (includes working with low-income youth). Proposal contains some data/information indicating Bidder s past success delivering activities that comprise Career Exploration and Work Readiness programming (includes working with low-income youth). Proposal contains substantial data/information indicating that Bidder has been successful in delivering activities that comprise Career Exploration and Work Readiness programming (includes working with low-income youth). Score: (out of possible 20 points) 19