The Greenville County Workforce Investment Board (WIB) Request. Proposals for the Delivery of Year Round Youth Services

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Florence Wheeler
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1 The Greenville County Workforce Investment Board (WIB) Request Proposals for the Delivery of Year Round Youth Services To Economically Disadvantaged Youth As provided under the Workforce Investment Act of 1998 Release Date May 12, 2014 Due Date June 6, 2014, 3:00 p.m. Contract Period July 1, 2014 June 30, 2015 (Extension Based on Performance)

2 Application Guidelines: The Workforce Investment Act (WIA) of 1998 provides employment and training activities for economically disadvantaged youth. WIA youth are served within a comprehensive local workforce development system that integrates summer and yearround services. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals for the delivery of services to eligible in school and out of school youth who meet income and barrier requirements. In Greenville County, South Carolina, the WIA youth training initiative is operated by the County of Greenville s Workforce Development department, the local Administrative Entity and Sub Grant Recipient of Workforce Investment Act funding. The Greenville County Youth Council is responsible for coordinating youth services on behalf of the Greenville County Workforce Investment Board. The Youth Council oversees the procurement process and makes recommendations for funding priorities to the Local Workforce Board. The Workforce Investment Board is ultimately responsible for all funding decisions. WIA Program Requirements A fundamental principle of the Workforce Investment Act (WIA) is the development of an individual plan that will help to prepare individuals for entry into and success in the workforce. Under this legislation, comprehensive youth services consist of ten program elements that can be grouped around four major themes: Improving educational achievement (including such elements as tutoring, study skills training, and instruction leading to secondary school completion; completion of GED and connection to post secondary training opportunities); Preparing for and succeeding in employment (including summer employment opportunities, paid and unpaid work experience, and occupational skills training); Support to youth (including meeting supportive services needs and providing adult mentoring, follow up services, and comprehensive guidance and counseling); and Offering services intended to develop the potential of youth as citizens and leaders (including leadership development and civic engagement opportunities) I. Geographic Area_ The Greenville County Workforce Investment Board provides workforce services for eligible youth who reside within Greenville County, SC. The SC Works McAlister Square PY 2014 WIA Youth RFP 2

3 comprehensive center is located at McAlister Square Mall, 225 South Pleasantburg Drive, Suite E1, Greenville, SC II. Eligible Youth: All youth qualified for service under WIA must meet Department of Labor Income Requirements and be determined economically disadvantaged. For the purpose of this solicitation, eligible youth must be between the ages of and economically disadvantaged, and possess one or more of the following barriers: III. School Dropout Is no longer attending a school and has received neither a regular high school diploma nor GED Pregnant or Parenting Pregnant or providing custodial care for one or more depends under the age of 18 Offender subject to any stage of the criminal justice process Homeless Lacks a fixed regular and adequate nighttime residence: includes youth who are staying in a publicly or privately owned shelter or a place not ordinarily used for or designated as a sleeping accommodation Runaway A youth under the age of 18 who has absented him/herself from home or legal residence without the permission of a parent or guardian Foster Child Through the decree of the court Individual who requires additional assistance to complete an educational program, or to secure and hold employment (must be documented and approved by Youth Coordinator) Deficient in Basic Literacy Skills Computes or solves problems, reads, writes or speaks English at or below grade level 8.0 or is unable to compute or solve problems, read write or speak English at a level necessary to function on the job, in their families, or in society. Priority Target Populations The following populations have been determined greatest at risk during PY 2014 and special recruitment methodologies must be employed to enroll youth meeting appropriate criteria into services available through Workforce Investment Act funding: High school dropouts or those likely to dropout (11 th and/or 12 th graders) Runaway and homeless youth Youth in Foster Care Youth transitioning to the workforce upon graduation Court involved youth and other law enforcement referrals Children of incarcerated parents PY 2014 WIA Youth RFP 3

4 IV. Time Frame The WIB intends to follow the time frames below to the extent practical. May 12, Public Notice of Solicitation May 12, 2014 Release RFP to Public May 27, RFP Pre Application Workshop June 6, RFP Application Deadline June 2014.Review / Funding Recommendations June Workforce Board Selects Providers June July Letters of Funding Authorization July August, 2014 Projected Year Round Program Activities Begin June 30, 2015.*End of Contract Period *Greenville County Workforce Investment Board reserves the right to modify the above noted time frames and/or to extend the WIA youth contract period if it is in the best interest of the Board to do so. V. Scope of Work The Greenville County Workforce Investment Board (WIB) is seeking vendors that provide a comprehensive array of services to youth ages years old. It is not necessary that all services be funded through Title I of the Workforce Investment Act to qualify as an activity to be offered to eligible youth. The WIB is seeking coordination between organizations and funding sources to meet the needs of eligible participants. The WIB is dedicated to maximizing the use of limited youth funds. To that end, the Area s goal is to be a value added part of youth activities in the school and the community. Vendors must be prepared to present a service strategy that is consistent with the following parameters: A program of work should be developed that sufficiently addresses the ten required youth elements A Budget with supporting documentation should be developed that justifies and supports the program of work VI. Youth Program Design and Program Elements: The following is a description of the program design and list of ten (10) program elements that must be available to all youth; however, services offered to each customer should be based on their individual needs and goals. Vendors will be expected to fully execute all ten elements as a part of the contractual responsibility. PY 2014 WIA Youth RFP 4

5 A. Program Design The design framework of local youth programs must: 1. Provide an objective assessment of academic levels, occupational skill levels and service needs of each participant; 2. Develop a service strategy for each youth participant that identifies employment goals, appropriate achievement objectives, and appropriate services for the participant taking into account the results of the objective assessment; 3. Provide preparation for post secondary educational opportunities, linkage between academic and occupational learning, preparation for employment, and effective connections to intermediary organizations that include strong links to the job market and employers; 4. Ensure that all youth served participate in a common leadership and citizenship activity to improve his/her community and social behavioral skills. B. Youth Program Elements Programs must make available to youth participants the following ten (10) elements: 1. Tutoring, study skills training, and instruction leading to secondary school completion, including dropout prevention strategies; 2. Alternative secondary school offerings; 3. Summer employment opportunities directly linked to academic and occupational learning; 4. As appropriate, paid and unpaid work experiences, including internships and job shadowing; 5. Occupational skills training, as appropriate; 6. Leadership development opportunities which may include community service and peer centered activities encouraging responsibility and other positive social behaviors during non school hours, as appropriate; 7. Adult mentoring for a duration of at least twelve (12) months that may occur both during and after program participation (may include intergenerational programs which use older individuals to act as mentors to youth for guidance and support to learn basic work skills); 8. Supportive Services 9. Follow up services for a minimum of twelve (12) months following termination from the program; and 10. Comprehensive guidance and counseling that may include: drug and alcohol abuse counseling, as well as referrals to counseling, as appropriate, to meet the needs of the individual youth. Vendors will be required to document activities, attendance, and progress of youth enrolled. Reporting, tracking and documenting are essential elements of the youth PY 2014 WIA Youth RFP 5

6 initiative. All reports must meet required timelines; invoices will neither be honored, nor any payment made, to any vendor that has outstanding reports due to the Administrative Office (County of Greenville Workforce Development department). Vision and Focus for Serving Youth With pending reauthorization of the Workforce Investment Act, the Greenville County Workforce Investment Board and its Youth Council have adopted the following vision for the delivery of youth services: The primary focus of the WIA Youth Program in Greenville County, SC will be to serve the out of school youth population. Primary consideration for enrollment of youth will be directed to those out of school youth who need assistance in accessing postsecondary education, and/or transitioning to the workforce. VII. Performance Measures and Program Outcomes The Workforce Investment Act requires a comprehensive performance accountability system to assess the effectiveness of States and local areas in achieving continuous improvement of workforce investment activities funded under Title I. The intent of continuous improvement is to optimize the return on investment of Federal funds in statewide and local workforce investment activities. WIA Core Measures of Performance Out of School Youth (ages 17 21) Placement in Employment or Education 68% Literacy or Numeracy Gains 54% Attainment of a Degree or Certificate 67% 6 Months Retention 90% The Workforce Investment Act is currently pending reauthorization and additional performance measures may be added to the scope of work. The WIA Administrative Entity will provide technical support throughout the contracting period. VIII. Youth Program Budget Guidelines and Instructions A. Operating Costs A detailed complete budget must be submitted with the proposal; the budget must include costs necessary to operate the program. Each staff person for whom WIA PY 2014 WIA Youth RFP 6

7 funding is requested shall be delineated separately. Any documentation or narrative relative to budget preparation will not be counted against the ten page limit. The budget shall be completed in sufficient detail (additional budget narrative may be attached to budget to outline any costs that may need further explanation). Costs for which WIA Youth funds are requested must be explained in the detailed budget. In Kind must be Hard in kind and should include items or functions necessary for the operation of the program. Such costs would include transportation, computers, equipment, books, materials, premises expense, utilities, etc. The Youth Council strongly encourages providers to identify space that can be utilized for training at no direct WIA program cost. WIA budget forms appended to this document must be used for budgeting purposes. Please note: The appended budget forms have a line item budget cover and back up budget documentation. Each is separately denoted with a link at the bottom of the budget form. B. Contract Period Based on the approval of the Greenville County Workforce Investment Board, the Greenville County Workforce Development department, as the Administrative Entity of the Workforce Investment Act (WIA), will award contracts for programs to operate during the period July 1, 2014 June 30, The Greenville County Workforce Investment Board reserves the right to modify and extend the contract for additional years of operation. Any extension would be based on the best interest of the program and with consideration of contractor performance. The Contract is subject to the appropriation and availability of State and/or Federal funds. In the event the funds are not appropriated or are otherwise unavailable, the County of Greenville Workforce Development department reserves the right to immediately terminate the contract upon written notice to the Grantee. Contracts may also be cancelled or renegotiated based upon grantee performance. Any such action will occur after consultation and a written notice. C. Eligible Bidder Any governmental, nonprofit or private for profit organization may apply provided that: a) the organization is not currently debarred from receiving federal funds; and/or b) has not been placed under sanction and/or on probation through another WIA funded program due to fiscal discrepancies and/or performance deficiencies within the past two (2) years. The Greenville County WIB assures that nothing herein is intended to limit competition, but instead, promotes a fair system of impartial and free competition among all bidders and to ensure that performance outcomes are achieved. The Greenville County WIB will comply with Chapter 3, Section of the Act in the selection of WIA youth service providers. PY 2014 WIA Youth RFP 7

8 D. Responsibilities of the Bidder Bidders are responsible for completing all questions in the proposal application and submitting a budget with narrative explanation of WIA costs. Proposals which are not complete or do not include programs consistent with the intent of the Workforce Investment Act, the Greenville County Workforce Investment Board and the Greenville County Youth Council will not be considered for funding. Cooperating organizations having been recruited to assist with the delivery of services under the required ten elements should also be identified. Any bidder that is funded will be expected to perform and carryout activities described in the proposal. E. Technical Assistance: All questions must be submitted in writing (fax and e mail acceptable) to: Dean E. Jones, WIA Administrator Greenville County Workforce Development 225 S. Pleasantburg Drive, Suite C11 Greenville, SC Fax: (864) E mail: Dejones@greenvillecounty.org Phone calls will not be accepted due to fairness to all interested parties. Any questions received will be responded to in writing and at the RFP Pre Application Workshop to be held on May 27, 2014, 11:00 a.m., SC Works McAlister Square, 225 S. Pleasantburg Drive, Suite C11, Greenville, SC 29607; questions and written responses will also be posted on the Greenville County WIB website ( before the proposal due date. This will ensure that all interested parties have equitable access to any technical assistance or clarifications issued by staff. Format and Submission of Proposals One (1) original proposal and 2 copies shall be delivered by courier, express mail or in person to: Greenville County Workforce Development 225 S. Pleasantburg Drive, Suite C11 Greenville, SC Attention: Dean E. Jones, WIA Administrator The proposal must be limited to ten (10) double spaced, single sided, 8.5 inch x 11 inch pages with 1 inch margins and Times New Roman 12 point font size. An Executive Summary, not to exceed two (2) pages, must be included and will not be counted within PY 2014 WIA Youth RFP 8

9 the 10 page limit. Attachments will not be counted against the 10 page limit. If a prospective training provider submits a format other than the one provided, it will be rejected and the proposal will not be made a part of the review process. Please ensure that the budget response includes both the line item cover sheet and the budget backup documentation. Proposals must be received no later than Friday, June 6, 2014, 3:00 p.m., (EDT). Faxed or e mailed proposals will not be accepted. It is the responsibility of the bidder to ensure that the proposal is delivered to the Greenville County Workforce Development department by the date and time specified regardless of delivery method. Should unforeseen circumstances require the Greenville County Government Offices to be closed to the public on the proposal due date, the GCWIB will accept proposals until 5:00 p.m. on the next normal operating day. F. Evaluation of Proposals Proposals will undergo a preliminary review by the Administrative Entity to ensure accuracy and completeness. Proposals will be rated for completeness, program design that includes the availability of all ten (10) elements for youth; cost and accuracy. The Greenville County WIB s Youth Council will further review proposals and make their recommendations for funding to the Greenville County WIB. Questions from the Council concerning the proposal, budget, and program design will be forwarded to the contact person listed in the proposal. The evaluation, as scored by the Youth Council RFP Review Committee, carries the relative point weight as indicated below: Year Round Program for WIA Youth Points Administrative Capacity 10 Past Performance in Youth Activities 10 Strategy for Recruitment 15 Program Training Design 30 Coordination and Linkages 15 Budget 20 TOTAL 100 PY 2014 WIA Youth RFP 9

10 The Greenville County Workforce Investment Board will consider the recommendations of the Youth Council with regard to each proposal reviewed. The decision of the Greenville County Workforce Investment Board will be final. G. Right to Reject The Greenville County Workforce Investment Board and its Youth Council reserve the right to accept or reject any or all proposals at any time during the bidding and review process. The Board also reserves the right to waive any formalities in bids where acceptance, rejection, or waiver is considered in the best interest of the Greenville County Workforce Investment Board and its Youth Council. In the event proposals are rejected due to programming changes, regulatory changes, or budget constraints, bidders will be notified in writing. H. Appeals If a proposal is denied, an appeal for non award of funds may be made by submitting a written request for reconsideration and an explanation justifying the need for reconsideration within ten (10) days of notice of non award to: Dean E. Jones, WIA Administrator Greenville County Workforce Development 225 S. Pleasantburg Drive, Suite C11 Greenville, SC Fax: (864) E mail: Dejones@greenvillecounty.org The written notice will be submitted to the Youth Council Chairman and the Workforce Investment Board Chairman, or a designated committee of the Board, for consideration. Further requests for appeals shall follow the Greenville County Workforce Investment Area grievance procedures available at the County of Greenville Workforce Development department. I. DISCLAIMER As the Greenville County Youth Council continues to develop and refine its youth system, policies procedures, or regulatory changes occur from time to time; bidding organizations may be requested to modify program design or the delivery of services. Should a request for a change in the program design or services occur, staff of Administrative Entity will assist bidding organizations or service providers in the redesign to ensure consistency with Board policy and regulatory requirements. PY 2014 WIA Youth RFP 10

11 PROPOSAL NARRATIVE GENERAL PROPOSAL INFORMATION 1. Discuss your organization s administrative capacity to operate a WIA Youth component. 2. Describe your organization s experience and performance in providing proposed services for youth. 3. Explain how the organization will recruit potential participants for proposed program service 4. Describe your strategy for the delivery of WIA Youth Services in Greenville County, SC. This response should be comprehensive in nature and should focus on the design of service delivery through the Greenville County One Stop Career System. Vendor applicants are reminded to incorporate and address elements of career exposure and employment related services. The strategy should include a plan to link with the private sector for work exposure opportunities through part time work, job shadowing, mentoring, etc., while youth are actively engaged in the Program. In addition, address a strategy to connect youth to jobs in the public sector where they can participate in subsidized work experience activities. Case management and follow up elements should also be included and addressed. 5. Describe how your program design will link services that prepare youth for postsecondary educational opportunities and/or skills training; prepare youth for employment and reinforce job retention, and provide connections to intermediary organizations linked to the job market and to employers. 6. List all of the agencies to be utilized to ensure that the youth service strategies are met. Prospective vendors must ensure that they have identified the programmatic capacity to deliver or acquire the ten required elements. If other community agencies will be utilized to help deliver the elements, authorization must be garnered through a letter of support or a signatory form stating that the agency will support the WIA Youth Program and help to deliver services to at risk youth. Appropriate authorization letters and/or a blanket authorization form should be included as a part of the attachment section and will not be counted against the ten (10) page limit. 7. Evaluation of the budget will be part of the overall funding consideration given applicant organizations by the RFP Review Committee. PY 2014 WIA Youth RFP 11

12 Please include a two page (2 page) Executive Summary; the summary will not count as a part of the 10 page limit. PROPOSAL EVALUATION WORKSHEET 1. Administrative Capacity (10) Is management structure sound and appropriate? 2. Past Performance in Similar Activities (10) Does the organization demonstrate a history of success with youth? 3. Recruitment Strategies (15) Are the recruitment strategies reasonable and effective? 4. Program Training Design (30) Does the proposal adequately address the ten elements? Does the proposed program design meet all WIA criteria? Does the program incorporate innovative strategies link youth with work and job exposure opportunities? Is there quality in the overall service design and delivery plan? 5. Coordination and Linkages (15) Is the project coordinated with other programs? If other programs are being used to help the prospective vendor deliver the ten elements, are the organizations / programs identified? Does the proposal contain documentation supporting approval from other agencies / programs in service delivery? 6. Budget (20) Is the individual cost per participant reasonable? Are staff salaries competitive? Does the program design support all budget costs? Has the applicant included in kind of offset costs to WIA? PY 2014 WIA Youth RFP 12

Workforce Investment Board of Trumbull County

Workforce Investment Board of Trumbull County Request for Proposals Workforce Investment Act (WIA) Youth Services Proposal Due Date: September 27, 2013 at 3:30 p.m. Deliver or mail proposals to: Mrs. Judith