Interested parties are required to attend a MANDATORY Bidder s Conference scheduled for. February 19, 2014

Transcription

1 CONTRA COSTA COUNTY REQUEST FOR PROPOSALS (RFP) 1134 WORKFORCE INVESTMENT ACT (WIA) YOUTH PROGRAM SERVICES The purpose of this Request for Proposals (RFP) is to solicit competitive proposals for the delivery of year-round youth program services under the Workforce Investment Act Title I-B in Contra Costa County, excluding the City of Richmond. Successful bidders will provide youth workforce development services, including the required WIA youth program elements in a customer-focused, All Youth One System approach designed to enhance participants essential employability skills and assist youth in setting and pursuing educational and career goals. The Contra Costa County Workforce Development Board and Youth Council are particularly interested in innovative approaches that leverage WIA dollars (to expand both services and numbers of youth served), connect youth to education and training opportunities leading to careers in the board s four targeted industry sectors, and support Career Pathway approaches in the County s K-12 and Community College Systems. Interested parties are required to attend a MANDATORY Bidder s Conference scheduled for February 19, :00 p.m. to 3:00 p.m. 40 Douglas Drive Martinez, California Attendance at this mandatory Bidder s Conference is a requirement for submitting a proposal. The Bidder s Conference will afford the opportunity to ask questions about the RFP and to receive technical assiatance. Final proposals will be due at 40 Douglas Drive, Martinez, by 5:00 p.m. on March 19, Call the Employment and Human Services Department at (925) with any questions about this RFP. PAGE 1 OF 63

2 WORKFORCE INVESMENT ACT (WIA) YOUTH REQUEST FOR PROPOSAL #1134 RFP TITLE RFP Description WIA YOUTH PROGRAM SERVICES REQUEST FOR PROPOSAL, PROGRAM YEAR The purpose of this Request for Proposals (RFP) is to solicit competitive proposals for the delivery of year-round youth program services under the Workforce Investment Act (WIA) Title I-B in Contra Costa County, excluding the City of Richmond. WIA youth programs are intended to provide a rich array of age-appropriate services that target economically disadvantaged youth aged who face barriers to staying in school or to finding stable employment. Successful bidders will provide youth workforce development services, including the required WIA youth program elements in a customer-focused, All Youth One System approach designed to enhance participants essential employability skills and assist youth in setting and pursuing educational and career goals. The Workforce Development Board of Contra Costa County (WDB) and the WDB Youth Council are particularly interested in innovative approaches that leverage WIA dollars to expand both services and numbers of youth served, connect youth to education and training opportunities leading to careers in the board s four targeted industry sectors, and support Career Pathway and Linked Learning approaches in the County s K-12 and Community College Systems. A. RFP TIMELINES AND IMPORTANT DATES Event Date/Location RFP Published 1/31/2014 Mandatory Bidders Conference 2/19/2014 Notice of Intent to Submit a Proposal Due 2/26/2014 Response to RFP Due 3/19 /2014 Fiscal Evaluation & Review Period 3/20/2014 4/2/2014 PAGE 2 OF 63

3 Event Date/Location Youth Council acts on Recommendations 4/15/2014 Conditional Award Letter(s) Sent 4/16/2014 Appeal Period 4/17/2014 5/1/2014 Appeal Deadline 5/1/2014 Full WDB approval of YC recommendations 5/6/2014 Contract Negotiation May-June 2014 Board of Supervisor s Authorization June 2014 Contract Start Date July 1, 2014 With exception of proposal submission deadline, all dates are subject to change. Opening Date and Time: January 31, 2014 Closing Date and Time: March 19, 2014 Organization: Contact: Workforce Development Board of Contra Costa County EHSD Contracts Unit Contact Phone: (925) Contact Fax: (925) Contact contractbid@ehsd.cccounty.us Meeting Date: Bidders Conference, Wednesday, February 19, :00 p.m. to 3:00 p.m. 40 Douglas Drive Martinez, CA PAGE 3 OF 63

4 Table of Contents Classified Legal Notice 2 RFP Timeline 2 Section I: Background & General Information 5 Section II: Proposed Technical & Compliance Requirements and Technical Assistance 17 Section III: Proposal Package 22 Section IV: Appendices 29 Appendix A Cover Page and Contact Information Form 32 Appendix B Terms and Conditions 33 Appendix C Respondent Obligations Agreement for WIA Youth 34 Appendix D MBE/WBE Solicitation and Comment Statement 35 Appendix E Budget Plan and Instruction 37 Appendix F Service Matrix 39 Appendix G RFP Checklist 40 Appendix H Glossary of Terms 41 Appendix I WIA Performance Measures and Outcomes for Younger Youth 45 Appendix J WIA Performance Measures and Outcomes for Older Youth 46 Appendix K WIA Local Plan 47 Appendix L Evaluation Criteria 49 Appendix M Letter of Intent 50 Appendix N Contra Costa County WDB Youth Program Design 52 Appendix O Current Board of Directors 53 Appendix P Bidders Statement of Qualifications 54 PAGE 4 OF 63

5 Appendix Q Contracts and Grants 56 Appendix R General Conditions 57 PAGE 5 OF 63

6 SECTION I: BACKGROUND & GENERAL INFORMATION A. RFP OVERVIEW & PURPOSE The Contra Costa County Workforce Development Board, guided by the Youth Council is soliciting proposals from qualified organizations to direct federal Department of Labor (DOL) Workforce Investment Act (WIA) Title I Youth funds towards comprehensive workforce services to WIA eligible, low-income youth ages in Contra Costa County. It is the intent of this Request for Proposals (RFP) to fund career pathway models that keep youth engaged by connecting classroom experiences to real life work activities. It is expected that all youth will complete a program in their chosen interest area that results in completion of an industry-recognized certificate, diploma and/or postsecondary degree that is a part of their long term career goals. Specifically, this RFP is seeking youth workforce development programs that: A. Target and engage youth at-risk of dropping out of school by supporting student success and creating a link between academic learning, work-based experiences, and career pathways. These programs will provide in-school youth with career exploration, work-based learning, career technical skills training and support services in partnership with secondary education that lead to high school graduation and links to an array of postsecondary options. B. Provide both educational and workforce development services that assist youth in returning to and completing High School, and prepare disconnected youth for ongoing education and training, long-term careers, as well as entry into the workplace. These programs will provide out-of-school youth with access to and entry into alternative education programs, postsecondary education and/or occupational/technical skills training, in partnership with community colleges, advanced skills training entities, apprenticeship training and/or four-year colleges and universities that lead to postsecondary degrees and/or industry-recognized certifications. Organizations may apply under one or both of the following two service categories: 1. Supporting Student Success (SSS): In-School Youth (ages 16-21) 2. Reconnecting Youth to Their Futures (RYTF): Out-of-School Youth ages (16-21) Bidders may submit proposals for more than one service category. However, separate proposals must be submitted for each category. 1. Supporting Student Success Programs under this category should target and engage youth at-risk of dropping out of school by supporting student success and creating a link between academic learning, work-based experiences, and career pathways. Successful bidders will demonstrate PAGE 6 OF 63

7 connections to and functional partnerships with high schools that offer career academies, career technical education programs and/or Career Pathway/Linked Learning programs. Proposed programs should support student success in academics through work-readiness training, paid work-based experiences, internships, and supportive services. These activities should support students in the successful completion of a defined career pathway program or course of study, the attainment of a high school diploma and connections to an array of postsecondary education and career options. 2. Reconnecting Youth to Their Futures Programs under this category should provide both educational and workforce development strategies that assist youth in returning to and completing High School, and prepare disconnected youth for ongoing education and training, long-term careers and entry into the workplace. Successful bidders will demonstrate connections to and functional partnerships with partners from postsecondary institutions including community colleges, advanced skills training entities, apprenticeship training, and/or four-year colleges and universities. Programs should be designed to engage youth in and provide seamless pathways to high school or GED completion and postsecondary education and training, enabling youth to earn a degree and/or an industry-recognized certification or credential in a high growth occupation. Priority Populations The Contra Costa County Workforce Development Board and Youth Council makes available WIA investments to support programs that seek to expand access to quality education and training opportunities for all youth, including those who are most-in-need of assistance and support. The WDB Youth Council has prioritized services to specific target populations through its investments. Successful bidders will articulate strategies that are inclusive of the following priority populations. 1) Current and former foster youth at a minimum of 20% of all youth enrollments, with a focus on youth staying in care under AB12. 2) Youth involved with the criminal justice system. 3) Pregnant/Parenting Youth. 4) Homeless Youth. 5) Youth with other identified attributes (youth with disabilities, basic skills deficient, and youth who self identify as LGBTQ). B. AVAILABLE FUNDING The WDB and its Youth Council may award up to $1.6 million dollars for services under this solicitation. Exact funds available in this RFP will not be known until the State of California releases its Program Year allocations and the Workforce Development Board of Contra Costa County has adopted a preliminary budget for Fiscal Year Actual contract awards are intended to be awarded to successful proposals at funding levels that are based upon actual allocations. This PAGE 7 OF 63

8 award is for one year of services and offers the potential for contract renewal for a total period of up to three years. (Note: Special Projects will be identified, solicited and procured through a separate process, and are likely to focus on unique opportunities to connect WDB investments to leveraged educational and training options and to enhance the Board s Summer JobsPlus effort). Population/Region Central CCC East CCC West CCC TOTAL Supporting Student Success (In-School Youth) Reconnecting Youth to their Futures (Out-of- School Youth) $200,000 $240,000 $160,000 $600,000 $225,000 $360,000 $315,000 $900,000 Special Projects $100,000 Total $425,000 $600,000 $475,000 $1,500,000 C. THE WORKFORCE INVESTMENT ACT 1. Overview The Workforce Investment Act of 1998 (WIA) provides the framework for a unique national workforce preparation and employment system designed to be customer-focused in meeting both the needs of businesses for skilled workers and assisting individuals in easily accessing information and services needed to begin and manage their careers. The WIA calls for: improved youth programs that offer a broad range of coordinated services that are linked more closely to local labor market needs. On August 7, 1998, President Clinton signed the Workforce Investment Act (WIA) of 1998, replacing the Job Training Partnership Act (JTPA) effective July 1, WIA reformed federal job training programs and created a new comprehensive workforce system. The reformed system is intended to be customer focused, providing individuals, including youth, access to the tools needed for managing their careers and helping businesses find skilled workers. The WIA provides funds for the employment and training needs of adults, dislocated workers and youth. Administered by the Department of Labor (DOL), it is one of the largest funding streams that support youth workforce development activities in Contra Costa County. WIA Guiding Principles The key guiding principles embodied in WIA emphasized reform of the workforce system. WIA guiding principles driving employment services include: PAGE 8 OF 63

9 Streamlining services through One-Stop Career Center service delivery systems. Empowering individuals through information and access to training services. Providing universal access to employment related services. Increasing accountability (i.e. improving clients employment retention and earnings, improving the quality of the workforce, sustaining economic growth, enhancing productivity, and reducing welfare dependency. Improving youth programs by linking them more closely to local labor market needs and community youth programs and services, and ensuring strong connections between academic and occupational learning. New Strategic Vision for the Delivery of Youth Services The DOL s Employment and Training Administration s (ETA) New Strategic Vision for the Delivery of Youth Services under the Workforce Investment Act guides the work of local and state workforce systems. The ETA s overarching priority for the whole workforce investment system is: To meet the demands of business by providing adults and youth with the necessary educational, occupational and other skills training and services needed for high demand occupations in the 21 st century. The New Strategic Vision acknowledges the importance of providing effective support for the nation s neediest youth so that they are prepared for jobs and careers in the knowledge economy: WIA-funded youth programs will provide leadership by serving as a catalyst to connect these youth with quality secondary and postsecondary educational opportunities and high-growth and other employment opportunities. The ETA has adopted a strategic approach for youth services across four major areas, called the Four Pillars: Focus on Alternative Education Meet the Demands of Business, Especially in High-Growth Industries and Occupations Focus on the Neediest Youth Focus on Improved Performance The Workforce Investment Act intends to provide eligible youth effective and comprehensive activities to assist them to achieve academic and employment success. Such activities shall include, opportunities for academic and occupational learning; development of leadership skills; and preparation for further education, additional training and eventual employment. PAGE 9 OF 63

10 2. The Workforce Investment Act Youth Programs The Workforce Investment Act defines required youth program components and service elements that must be addressed by all prospective bidders. The following section is excerpted from the Workforce Investment Act, Sections 129, (a), (b), and (c). Purpose The purpose of Youth Programs under WIA is: to provide, to eligible youth seeking assistance in achieving academic and employment success, effective and comprehensive activities, which shall include a variety of options for improving educational and skill competencies and provide effective connections to employers; to ensure on-going mentoring opportunities for eligible youth with adults committed to providing such opportunities; to provide opportunities for training to eligible youth; to provide continued supportive services for eligible youth; to provide incentives for recognition and achievement to eligible youth; and to provide opportunities for eligible youth in activities related to leadership development. WIA youth regulations attempt to reflect the intent of the legislation by moving to a systemic approach that offers youth a broad range of coordinated services. The following outlines the overall purposes of WIA funded youth programs: Build partnerships with existing youth services agencies to ensure comprehensive services to youth and to maximize the return on dollars invested in youth programming; Improve educational and skill competencies; Establish effective connections with educational agencies, local employers, the community and family and peer networks; Offer work opportunities for youth to provide an environment for learning, building responsibility, achieving personal development, and growth; Incorporate a variety of workforce development approaches in order to assist youth in identifying personal interests and begin establishing goals toward long-term career interests. This includes such activities as career exploration, industry-specific job training and college exploration; Structure long-term adult mentoring relationships for a minimum one-year duration; Offer supportive services and incentives for recognition and achievement; Provide activities related to leadership development, decision making, citizenship, and community services; and Provide life skills training to teach personal responsibility. PAGE 10 OF 63

11 Required Program Components Section 129 (c)(1) of the Act requires that all programs: Provide an objective assessment of the academic levels, skill levels, and service needs of each participant Develop service strategies for each participant that shall identify an employment goal Provide preparation for post-secondary educational opportunities, in appropriate cases; Establish strong linkages between academic and occupational learning; Prepare enrollees for unsubsidized employment opportunities, in appropriate cases; and Develop effective connections to intermediaries with strong links to the job market and local/regional employers. Required Program Elements Section 129 (c)(2) of the Act requires that all programs provide the following Ten Program Elements: 1. Tutoring, study skills training, and instruction, leading to completion of secondary school, including dropout prevention strategies; 2. Alternative secondary school services, as appropriate; 3. Summer employment opportunities that are directly linked to academic and occupational learning; 4. As appropriate, paid and unpaid work experiences, including internships and job shadowing; 5. Occupational skill 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. Supportive services; 8. Adult mentoring for the period of participation and a subsequent period, for a total of not less than 12 months; 9. Follow-up services for not less than 12 months after the completion of participation, as appropriate; and 10. Comprehensive guidance and counseling, which may include drug and alcohol abuse counseling and referral, as appropriate. Successful bidders will provide access to all ten required program elements. If a required program element is not provided directly by the prospective bidder, the response to this RFP should identify who will provide the element, and how enrolled youth will access the PAGE 11 OF 63

12 required element (This arrangement must be documented by a formal MOU between the prospective contractor and the proposed partner, and included as an attachment to the response to this RFP). Performance Measures Successful bidders will also define strategies and commit to meet quantifiable Performance Measures each program year. Programs, at a minimum, will be measured on their success in achieving each of the WIA performance measures. The WIA indicators of performance related to youth by age are: Younger Youth Ages 14 to 18: Attainment of basic skills or, as appropriate, work readiness or occupational skills. Attainment of secondary school diplomas or their recognized equivalent. Placement and retention in post-secondary education or advanced training, or placement and retention in military services, employment or qualified apprenticeship. Older Youth Ages 19 to 21: Entry into unsubsidized employment. Retention in unsubsidized employment six (6) months after entry into the employment. Earnings received in unsubsidized employment six (6) months after entry into the employment as compared to earnings prior to registration into WIA program. Credential Rate: (measures the extent to which participants attain recognized education and skill credentials). A more detailed description of the WIA Performance Measures and Common Measures is included as APPENDIX I & J to this RFP. D. LOCAL CONTEXT 1. Workforce Development Board of Contra Costa County Strategic Plan: The Workforce Development Board of Contra Costa County (WDB), in partnership with the Contra Costa County Board of Supervisors, has articulated a compelling vision for economic vitality in the county and region: PAGE 12 OF 63

13 Contra Costa County s Workforce Development Board supports a network that creates and promotes dynamic education systems, high-performing businesses, and a prosperous local economy with a abundance of high-quality jobs and skilled workers to fill them. The vision of the Workforce Development Board of Contra Costa County is to promote the economic prosperity of the region it serves, characterized by economic opportunity, business growth, abundant high-quality jobs and healthy communities. The key elements that lead to economic prosperity include high performing businesses, served by a highly skilled workforce, prepared through targeted training programs and dynamic education systems. The WDB works towards the realization of this vision by building a workforce development network that includes strategic partnerships with a wide range of organizations and businesses, the use of industry sector strategies, leveraging of investments to increase impact, a data-driven approach that includes using economic intelligence in decision-making, and shared accountability for results. The focused goals, objectives and strategies that are necessary to achieve this vision are fully described in the Board s Strategic Plan, which can be accessed at: The Strategic Plan guides the actions of the Board, and articulates the priorities established for its investments. A set of principles of practice guide the WDB and Youth Council s approach to realizing its vision for delivering youth services and providing leadership and advocacy for focusing the region s youth-serving educational, social service and workforce development programs and opportunities. These principles of practice, described below, are applied across all of the youth objectives and strategies. Principles of Practice Principle No.1: Align WIA youth programs, and seek to influence the alignment of local youth-serving educational and workforce development efforts, with the interests, needs and opportunities in the local and regional economy, and with the priority sectors adopted by the WDB. Principle No. 2: Engage in continuous quality improvement in WIA youth programs and across the entire youth-serving system. Principle No. 3: Direct WIA investments to support, and seek to expand access to, quality education and training opportunities for all youth, including those who are most-in-need of assistance, such as out-of school youth, homeless youth, youth in foster care, youth aging out of foster care, youth offenders, children of incarcerated parents, migrant and seasonal farm worker youth, youth with disabilities and other at-risk youth. Principle No. 4: Collaborate across systems and programs, and position the Workforce Development Board and Youth Council as conveners and catalysts for change. The youth section of the Strategic Plan describes the following goal and supporting objectives, which must be addressed in response to this RFP. Respondents are PAGE 13 OF 63

14 strongly encouraged to review the Strategic Plan and reflect appropriate strategies and activities defined in the plan in their proposed program design. Youth Goal: Increase the number of high school students and disconnected older youth, with an emphasis on at-risk youth and those from low-income communities, who graduate and are prepared for postsecondary training, further education, and/or a career. Objective 1: Broaden the scope of the Youth Council, and move from serving primarily as a regulatory committee of the Workforce Investment Board, to pursue a broader, strategic agenda. Objective 2: The WDB and Youth Council will collaborate with all partners and participate in efforts to support K-12 educational achievement for increasing numbers of youth and young adults. Objective 3: The WDB and Youth Council will work with the Contra Costa County Workforce Education Task Force and other partners to increase opportunities for High School graduates and disconnected youth to transition into postsecondary education and careers. 2. Youth Program Design Elements The chart provided in Appendix N outlines the design elements and strategies adopted by the CCC WDB and Youth Council as a framework for youth services being solicited through this RFP. Successful respondents will articulate a service strategy and youth program design that is consistent with the following elements and strategies. Successful programs will: Align with the Board s four identified priority industry sectors: Advanced Manufacturing, Health and Life Sciences, Energy, and Information Communications Technology and Digital Media. The Board s investments will be focused on helping build essential skills in the context of these four sectors, and provide for the development of essential work readiness skills and career preparation in youth and young adults in the county. Engage targeted eligible youth and young adults; including the priority populations listed is Section IA of this RFP. Supporting Student Success (In-school youth) programs will demonstrate the capacity to focus on struggling students who are at risk of dropping out of school, while Reconnecting Youth to their Futures (out-of-school youth) programs will demonstrate strategies to engage and serve high school drop outs and youth and young adults who are disconnected from education, training or employment. Leverage existing career pathway approaches and collaborate with education partners. In-school programs will demonstrate partnerships with and strategies that support student enrollment and success in Career PAGE 14 OF 63

15 Academies and Linked Learning approaches in place within the county s high schools. Programs serving out-of-school youth will demonstrate partnerships with educational institutions and programs, and define strategies to reconnect youth to traditional and alternative high schools, and support academic success in those programs as well as existing GED programs. Community Colleges, 4-Year Colleges and other appropriate educational settings). Leverage existing industry training and educational options. Programs will demonstrate the capacity to prepare youth for and connect them to a full range of post-secondary training and educational options including referring youth to Community Colleges, 4-Year Colleges, Continuing and Extended Education, Pre- Apprenticeship, Apprenticeship, Industry sponsored training, Trade schools and programs and others. Connect youth and young adults to the workplace. Programs will provide access to and support high-quality Work Experience and Work-based Learning activities linked to educational programs, and provide meaningful work experience that leads to permanent career laddered employment. Reflect the All Youth-One System approach. Programs will demonstrate the ability to deliver programs and services within the context of a connected system and include a focus on academic achievement, career development, community services and support, and youth leadership. These four content elements are supported by a fifth: a community-wide structure and approach that ensures the coordination of a continuum of services across programs, institutions, and project, and delivers those programs and services with a youth development approach. One demonstration of this approach includes the facilitation of cross-system, individualized, youth-centered plans. Expand and Enhance Summer JobsPLUS: Programs will describe and demonstrate the capacity to deliver innovative and connected summer work and learning opportunities for youth and young adults, including subsidized public sector and non-profit experiences and unsubsidized private sector experiences linked to the classroom or training objectives. 3. Youth Program Design Principles The Workforce Development Board of Contra Costa County is seeking to identify and support programs and organizations that reflect the following youth program design principles, adopted by the Youth Council to guide its investments. In particular, the Board seeks to invest in innovative efforts that demonstrate the capacity to connect youth to and support their success in programs, services and opportunities beyond the scope of the direct WIA investment made through this solicitation. In that spirit, the Board and Youth Council are seeking to support programs and organizations that apply the WIA investment in the context of a broader, developmental program or service strategy, and leverage the investment with services and supports beyond the scope of traditional youth workforce development services. PAGE 15 OF 63

16 Youth Program Design Principles Build on Current Quality Practices Foster Collaboration and Functional Partnerships Catalyze a Comprehensive and Connected System Build Community Capacity (People, Programs and Organizations) Add Value to Career Development Efforts in K-12 and Community Colleges Support and Build Networks Leverage Resources and Opportunities Deploy Resources to Sub-County Regions Based on Need Invest in Scalable and Replicable Practices 4. Program Service Delivery Areas Services are being solicited for the Contra Costa County Local Workforce Investment Area (LWIA) which includes all of Contra Costa County, except for the City of Richmond. For the purposes of this RFP, the Contra Costa County LWIA has been divided into the following three (3) service delivery areas: East/Far East Contra Costa County, up to $600,000. Supporting Student Success: (In-School Youth) $240,000 Reconnecting Youth to their Futures (Out-of-School Youth) $360,000 For purposes of Supporting Student Success this region includes the Pittsburg Unified, Liberty Union, Brentwood Union, Antioch Unified and Byron Union School Districts. For purposes of Reconnecting Youth to their Futures, this area includes the communities and cities of Bay Point, Pittsburg, Antioch, Oakley, Brentwood and, Knightsen, Byron, Discovery Bay and other communities in the eastern region of Contra Costa County. West Contra Costa County, up to $475,000. Supporting Student Success: (In-School Youth) $160,000 Reconnecting Youth to their Futures (Out-of-School Youth) $315,000 For purposes of Supporting Student Success, this region includes the John Swett Unified, and West Contra Costa Unified School Districts (excluding the City of Richmond). For purposes of Reconnecting Youth to their Futures, this area includes the communities of El Cerrito, San Pablo, Pinole, Hercules, Rodeo, Crockett and other unincorporated areas within West County exclusive of the City of Richmond. PAGE 16 OF 63

17 Central Contra Costa County, up to $425,000. Supporting Student Success: (In-School Youth) $200,000 Reconnecting Youth to their Futures (Out-of-School Youth) $225,000 For purposes of Supporting Student Success, this region includes the Mt. Diablo Unified, and the Martinez Unified School Districts. For purposes of Reconnecting Youth to their Futures, this area includes the communities of Concord, Martinez, Pleasant Hill and other central county cities, including the Interstate 680 and Highway 24 corridors. 5. Matching Resources Bidders able to provide and demonstrate a minimum 20% match of cash or inkind resources to the proposed program will have enhanced consideration for their proposal. The quality of the match must clearly show how these matching resources will help to enhance the proposed services. For more information on the Workforce Investment Act and its youth programs, as well as program strategies described in this section, please visit the following web sites: Workforce Development Board of Contra Costa County: Workforce Investment Act Information U.S. Dept. of Labor, Employment & Training New Ways to Work California Workforce Investment Board National Skills Coalition PAGE 17 OF 63

18 SECTION II. PROPOSAL TECHNICAL AND COMPLIANCE REQUIREMENTS AND TECHNICAL ASSISTANCE A. ELIGIBLE APPLICANTS Eligible applicants for this RFP include public or private entities that can adhere to Contra Costa County contracting requirements outlined in Section II D. and Section II E. below. This includes, but is not limited to community and faith-based organizations; school districts, education/training organizations and other entities with relevant capacity and experience with providing services as set forth in this RFP. The eligibility requirements for qualified applicants apply to the Fiscal Agent, defined as the organization submitting the proposal. The applicant will be responsible for ensuring compliance with all terms and conditions of the contract administration and fiscal management of the contract, and will be held accountable for program results stated in the contract. In addition to the above requirements, applicants must also meet all the terms and conditions listed in Appendix B of this RFP. B. TECHNICAL ASSISTANCE A BIDDERS CONFERENCE WILL BE HELD ON WEDNESDAY, FEBRUARY 19, 2014 FROM 1:00 P.M. TO 3:00 P.M. AT 40 DOUGLAS DRIVE, MARTINEZ, CA Parties interested in bidding on the RFP must attend the scheduled mandatory Bidder s Conference. Program questions formulated prior to the bidder s conference should be submitted online through the Workforce Development Board wdbccc@ehsd.cccounty.us. All questions submitted prior to the Bidder s Conference will be answered at the Bidder s Conference. Questions and answers provided at the bidders conference will be made available to the public after preparation on Workforce Development Board s website at Technical assistance questions will be answered at the Bidder s Conference only. Questions and answers during and after the bidder s conference will be posted on the website. All questions should be sent by to emaciel@ehsd.cccounty.us C. SUBMITTALS Proposals in response to this RFP must be received at the Contacts Unit of the Employment and Human Services Department located at 40 Douglas Drive, Martinez, California by 5:00 PM Pacific Time on Monday, March 19, Proposals not received by PAGE 18 OF 63

19 this time will be disqualified from the competitive process. Postmarks are not acceptable as documentation of receipt by the contracts unit. Programmatic responses must be clear and in the order in which they appear in the Proposal Narrative & Program Design and the narrative must NOT exceed 25 single space typed pages. The proposal must be submitted on 8½ x 11 letter size paper, typed in 12 point font printed single-sided with one-inch margins. The proposal must be bound on the left side in a report cover, or a three-ring folder or three ring binders no larger than one inch. All pages must be numbered. A Notice of Intent to Submit a Proposal must be submitted by all prospective bidders by 2/26/2014. The LOI form may be found in APPENDIX M. The filing of a Notice of Intent to Submit is required. If a bidder has not filed a Notice of Intent to Submit by the deadline, subsequent responses to this RFP will be disqualified. Submission of a Notice of Intent to Submit a Proposal does not commit the bidder to submitting a proposal(s). All bidders shall submit one original proposal package with original signatures (in blue ink) and five (5) copies of the proposal, under sealed cover, by mail or handdelivery to Employment and Human Services Department (EHSD) at 40 Douglas Drive, Martinez, CA to be received no later than 5:00 PM on 3/19/2014. Each proposal submitted must have the Cover Page and Contact Information Form completed, which is provided in this RFP No.1134 (APPENDIX A). One copy of the organization s most recent audit or most recent audited financial statements must accompany the original proposal, along with a copy of the Certificate of Insurance. Do not attach audit and the Certificate of Insurance to the five copies of your proposal. All proposals will be submitted for EHSD Fiscal review. Proposals must receive a score of 70% to be eligible to move on through the review process. Attach MOU s for all partnerships, linkages and collaborations that are included in the description of your program design and delivery. Omissions, inaccurate submissions, or out-of-order responses may result in a response to this RFP being deemed incomplete or non-responsive. The bidder requirements in this section are mandatory and failure to comply will deem the proposal unresponsive. Contra Costa County reserves the right to waive any nonmaterial variation. D. GENERAL REQUIREMENTS 1. Proposals and required attachments shall be submitted as specified and must be signed by officials authorized to bind the bidder to the provisions of the RFP. 2. All costs incurred in the preparation of a proposal will be the responsibility of the bidder and will not be reimbursed by the County. PAGE 19 OF 63

20 3. A bidder s authorized representative may withdraw a proposal in person by 12:00 noon on 3/19/2014 Should a proposal be withdrawn, the Bidder must provide appropriate identification and sign a receipt attesting to his/her withdrawal of the proposal. 4. EHSD, on behalf of WDB, may amend this RFP, if needed, to make changes or corrections to specifications or provide additional data. Amendments will be sent to each bidder to whom the RFP has been furnished by EHSD, or, if after the bidder's conference, to all those who attended the Bidder s Conference. EHSD, on behalf of the WDB, may extend the RFP submission date, if necessary, to allow bidders adequate time to consider additional information and submit required data. 5. This RFP process may be canceled by EHSD prior to award(s) if the County Board of Supervisors determines that cancellation is in the best interest of the County. 6. With respect to this RFP, the County reserves the right to reject any, some, or all bids and proposals. The County reserves the right to negotiate separately in any manner to serve the best interests of the County. All proposals become property of the County, without obligation to any bidder. 7. Proposals will be rated on overall quality of content and responsiveness to the purpose and specifications of this RFP. 8. A Review Committee panel comprised of government agencies, community-based organizations, private for-profit corporations and/or public sector representatives will evaluate all responsive proposals. The Review Committee members will be required to sign a statement attesting to the absence of a conflict of interest. All proposals will be read and rated by the same reviewers. 9. On the basis of panel ratings and subject to Youth Council review, the EHSD Director, on behalf of the WDB, will make recommendations to the Contra Costa County Board of Supervisors. Bidders will be notified of this recommendation in writing. Award of a contract by the Board of Supervisors will constitute acceptance of a proposal. 10. Only bidders who have submitted a proposal in accordance with RFP No.1134 may appeal the RFP process. Appeals must be submitted in writing to the EHSD Director at 40 Douglas Drive, Martinez, CA All appeals must be received no later than 5:00 PM on 4/21/2014. Written notification of a final decision on any appeal shall be made to each appealing bidder. The contract is subject to cancellation or modification by EHSD in accordance with resolution of any such appeals. 11. Successful bidders will be expected to promptly enter contract negotiation with the WDB and EHSD. This may result in mutually agreed upon changes in plans or activities identified in the proposal. As a result of this negotiation, actual contract(s) may include other agreements and clarifications of activities, consistent with the intent of this RFP. 12. Services will begin upon acceptance of a fully executed contract according to a mutually agreed upon start-up schedule. The County is not liable for any cost incurred by the contractor prior to the effective date of any contract. 13. If selected, a bidder will be responsible for all services outlined through the contract negotiation process, whether the bidder performs them directly or through subcontractors in multiple agency collaboration. PAGE 20 OF 63

21 14. EHSD and the WDB will actively monitor service implementation and delivery and provide contract monitoring. Any material breach of contract requirements will constitute grounds for terminating the contract. 15. Contracts from this RFP will be for a twelve-month period with potential for renewal for up to two additional years dependent upon satisfactory first-term performance and continuing availability of funding as determined by the Youth Council and Workforce Development Board. 16. All contracted parties must agree to implement the County's alcohol/drug abuse prevention/treatment policy, adhere to federal and state nondiscrimination requirements, and comply with related monitoring and evaluation procedures. E. COUNTY CONTRACT REQUIREMENTS Upon acceptance of a proposal and award of a contract by the Board of Supervisors, the successful bidder will enter into a standard County contract that specifies the following: 1. Parties to the Contract 2. Effective Dates 3. Legal Authority 4. Signatures to the Contract 5. Service Specification and Provisions for Reporting, Monitoring and Evaluation 6. Fiscal Provisions a. Method of payment to Contractor. A fee-for-services, performance-based or a reimbursement contract may be negotiated with bidder at County s option. b. Program budget separated by personnel and operating costs, indirect costs and revenue (if any) to allow determination of efficiency, reasonableness and allocation of line items, c. Provisions for audit. 7. General Conditions. Contractor must comply with standard County Contract General Conditions 8. Special Conditions, as required. Contractors must comply with WIA special conditions and additional insurance requirements by the contract commencement date. Contractors will not be paid for services until insurance requirements are met. F. COMPLIANCE This RFP is a competitive process, which follows Contra Costa County government procurement rules. 1. All proposals must be submitted in accordance with the terms, conditions and procedures stated in this RFP. PAGE 21 OF 63

22 2. Proposals that do not adhere to the formatting instructions are automatically disqualified. 3. Faxed or ed proposals will not be accepted. PAGE 22 OF 63

23 SECTION III: PROPOSAL PACKAGE A. COVER PAGE Provide a completed and signed Cover Page and Contact Information Form, found in Appendix A. B. RFP CHECKLIST Provide a completed RFP Checklist found in Appendix G. C. NARRATIVE The response narrative is to be completed by the lead organization if applying as a collaborative or partnership. RFP responses will be reviewed and scored by an objective panel of reviewers. The narrative must follow the narrative format described below, and be consistent with the instructions provided in section IIC (Submittals) of this RFP. 1. Overview of the Proposed Program Maximum 2 Pages (5 Points) a. Organization Identify the organization(s) submitting this response and briefly highlight experience relevant to the delivery of youth workforce development and educational services. Identify formal partners to the proposed program, and state whether the response is a Supporting Student Success (In-School Youth) or Reconnecting Youth to their Future (Out-of-School Youth) program proposal. (Note: organizations may apply in both program areas, but must submit one complete proposal for each proposed program. b. Population Served Summarize the youth populations you are proposing to serve including the proposed service level, ages and percentages of youth in the priority population categories described in section IA of this RFP. c. Geographic Focus and Location Identify the service areas you are targeting in your response Include demographic, social, academic and other elements to demonstrate your working knowledge of the populations and communities you propose to serve. Respondents may propose to provide services on a county-wide basis or for any of the sub-county regions described in section IID4 of this RFP. d. Program and Approach Summary Briefly describe the proposed program, services to be offered, the locations where services will be delivered and summarize the expected outcomes of the program effort. PAGE 23 OF 63

24 2. Youth Served (10 Points) a. Population Focus Describe in detail the youth populations you are proposing to serve including the proposed service level(s), ages, and percentages of youth in the priority population categories described in section IA of this RFP. Please also complete Form C, Service Matrix (APPENDIX F), indicating planned service levels, expenditures, and outcomes for your proposed program. b. Recruitment Strategies i. Describe your process for identifying, recruiting and engaging eligible and targeted students/youth. Describe your strategy to conduct outreach and recruitment activities and the communities you are targeting for recruitment. Explain measures you will take to ensure that you will meet WIA youth enrollment goals. ii. Describe your process for determining WIA eligibility, and maintaining records on the youth you propose to serve. c. Rationale Describe the rationale for focusing efforts on the proposed population(s), including identifying the nature of the needs of the population(s), and the benefits of participation in the proposed program. 3. Organizational Qualifications (15 Points) a. Experience i. Describe your organization s experience in delivering successful youth workforce development programs and providing an array of services to youth, including length of time the work has been performed, the kinds of services provided to participants and the outcomes attained. ii. Describe your organization s previous experience with WIA programs, educational support programs, youth development programs and any other educational, employment and/or career development programs for youth and/or other populations in need of these services. iii. Describe your organization s experience in working as part of a collaborative effort to provide connected and leveraged services. Describe your organization s role in the collaborative, and any parallels to the proposed organizational structure delivering services through the proposed program. b. Alignment with Youth Program Design Principles Describe your organization s alignment and capacity to deliver services consistent with the youth program design principles described in Section ID3 of this RFP. c. Proposed Organizational and Staffing Structure i. Provide a description of the organizational structure designed to support the proposed program, and if partners are engaged in the delivery of PAGE 24 OF 63

25 services, how those partnerships will be managed. ii. Provide a list of staff positions to be supported by the program. Include brief job descriptions, staff qualifications and key staff bios and/or resumes. Resumes may be provided as optional attachments. d. Partnerships i. Describe in detail how your organization will partner and collaborate with the local One-Stop Career Center system, educational institutions, community-based organizations and other service providers to ensure better utilization of resources and leverage available services for youth. ii. Successful bidders in the Supporting Student Success program area will demonstrate connections to and functional partnerships with high schools that offer career academies, career technical education programs and/or Career Pathway/Linked Learning programs. iii. Successful bidders in the Reconnecting Youth to their Futures program area will demonstrate connections and functional partnerships with partners from alternative education, adult education, and postsecondary institutions including community colleges, advanced skills training entities, apprenticeship training and/or four-year colleges and universities. iv. Discuss key partner supporting and delivering services through the proposed program. Attach Memoranda of Understanding that are no more than three pages in length describing the length and nature of the partnership and show in detail how it will enhance your proposed program. The letters or MOUs should describe the nature of these partnerships and the services that are included as a part of these agreements. They must also clearly and succinctly delineate the role and responsibility of the partners and describe a clear dedication to the proposed program design. 4. Approach (25 Points) a. Overall Design i. Describe the overall proposed program approach, and how it is consistent with the Youth Program Design elements and strategies described in Section ID2 of this RFP. In particular, describe how the proposed program will: 1. Align with the Board s four identified priority industry sectors 2. Engage targeted eligible youth and young adults 3. Leverage existing career pathway approaches and collaborate with education partners 4. Leverage existing industry training and educational options 5. Connect youth and young adults to the workplace 6. Reflect the All Youth-One System approach 7. Expand and Enhance Summer JobsPLUS PAGE 25 OF 63