STATE OF MAINE Department of Health and Human Services Office for Family Independence RFP# ASPIRE Services

Transcription

1 STATE OF MAINE Department of Health and Human Services Office for Family Independence RFP# ASPIRE Services RFP Coordinator: Liz Ray, TANF/ASPIRE Senior Program Manager 35 Anthony Avenue 11 State House Station Augusta, ME Tel: From the time this RFP is issued until award notification is made, all contact with the State regarding this RFP must be made through the aforementioned RFP Coordinator. No other person / State employee is empowered to make binding statements regarding this RFP. Violation of this provision may lead to disqualification from the bidding process, at the State s discretion. Bidders Conference: January 25, 2016 at 9:00-11:00 a.m. local time at 35 Anthony Avenue, Augusta, Maine PLEASE NOTE: THIS IS A FRAGRANCE FREE BUILDING. Deadline for Submitted Questions: February 1, 2016, 5:00 p.m. local time Letter of Intent Due: February 24, 2016, 5:00 p.m. local time Proposals Due: March 29, 2016, not later than 2:00 p.m. local time Submit to: Division of Purchases Burton M. Cross Building, 111 Sewall Street, 4 th Floor 9 State House Station, Augusta ME

2 TABLE OF CONTENTS PUBLIC NOTICE... 2 ASPIRE SERVICES... 3 PART I INTRODUCTION... 3 A. PURPOSE AND BACKGROUND... 3 B. GENERAL PROVISIONS... 3 C. ELIGIBILITY TO SUBMIT BIDS... 4 D. CONTRACT TERMS... 4 E. NUMBER OF AWARDS... 4 F. DEFINITIONS... 4 PART II SCOPE OF SERVICES TO BE PROVIDED... 7 PART III KEY RFP EVENTS A. TIMELINE OF KEY RFP EVENTS B. BIDDERS CONFERENCE C. QUESTIONS D. LETTER OF INTENT TO BID E. SUBMITTING THE PROPOSAL PART IV PROPOSAL SUBMISSION REQUIREMENTS A. PROPOSAL FORMAT B. APPEAL DEPOSIT C. PROPOSAL CONTENTS PART V PROPOSAL EVALUATION AND SELECTION A. EVALUATION PROCESS GENERAL INFORMATION B. SCORING WEIGHTS AND PROCESS C. SELECTION AND AWARD D. APPEAL OF CONTRACT AWARDS PART VI CONTRACT ADMINISTRATION AND CONDITIONS A. CONTRACT DOCUMENT B. STANDARD STATE AGREEMENT PROVISIONS PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS PART VIII APPENDICES PROPOSAL COVER PAGE DEBARTMENT, PERFORMANCE AND NON-COLLUSION CERTIFICATION COST PROPOSAL FORM ECOMOMIC IMPACT FORM APPEAL DEPOSIT REFUND FORM WORK VERIFICATION PLAN OFI REGIONAL OFFICES

3 Public Notice ************************************************* State of Maine Department of Health and Human Services Public Notice for RFP # ASPIRE Services The State of Maine Department of Health and Human Services, Office for Family Independence, has a requirement for a streamlined, full engagement program of proven service strategies that will help recipients of Temporary Assistance for Needy Families (TANF) to prepare for and find employment. In accordance with State procurement practices, the Department is hereby announcing the publication of a Request for Proposals ASPIRE Services # for the purchase of the aforementioned services. A copy of the RFP can be obtained by registering and downloading at the following website: or by contacting the Department s RFP Coordinator for this project: Liz Ray, TANF/ASPIRE Senior Program Manager. The RFP Coordinator can be reached at the following address: liz.ray@maine.gov. A Bidders Conference will be held on January 25, 2016 from 9:00 11:00 a.m. at the Department of Health and Human Services, 35 Anthony Avenue, Augusta, Maine. PLEASE NOTE: THIS IS A FRAGRANCE FREE BUILDING. Proposals must be submitted to the State of Maine Division of Purchases, located at the Burton M. Cross Office Building, 111 Sewall Street, 4 th Floor, 9 State House Station, Augusta, Maine, Proposals must be submitted by 2:00 p.m., local time, on March 29, 2016, when they will be opened at the Division of Purchases aforementioned address. Proposals not received at the Division of Purchases aforementioned address by the aforementioned deadline will not be considered for contract award. ************************************************* 2

4 State of Maine - Department of Health and Human Services RFP# ASPIRE Services PART I INTRODUCTION A. Purpose and Background The Maine Department of Health and Human Services (Department or DHHS) is seeking proposals from qualified organizations to operate the Additional Support for People in Retraining and Employment (ASPIRE) Temporary Assistance for Needy Families (TANF) program, as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the Provider(s) will be selected, and the contractual terms that will govern the relationship between the State of Maine (State) and the awarded Bidder(s). ASPIRE-TANF is Maine s program to provide education, training, supports and employment services to help TANF recipients find work. ASPIRE-TANF is designed to help TANF recipients to secure stable employment with wages sufficient to support a family without public assistance and to increase the basic life skills and self-confidence of the recipient. The Department s Office for Family Independence (OFI) plans, administers and operates the program through sixteen (16) District Offices (Appendix G). In 2015, Maine s TANF caseload averaged around 6,000 cases/families per month. Of those cases/families approximately 4,000 are one-parent families, 450 are two-parent families, and the remainder are TANF cases with child-only benefits. Of these 6,000 TANF cases/families, approximately 3,500 TANF parents are required to participate with the ASPIRE program and meet federal work participation requirements. Maine s rules and policies can be located at the following sites. The TANF rules can be located at: The ASPIRE-TANF rules are located at: The addresses and locations of the District Offices can be found at: and are included in Appendix G. B. General Provisions 1. Issuance of this RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to this RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable. 2. All proposals should adhere to the instructions and format requirements outlined in this RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals are to follow the format and respond to all questions and instructions specified below in the Proposal Submission Requirements and Evaluation section of this RFP. 3. Bidders shall take careful note that in evaluating a proposal submitted in response to this RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder s experience and capabilities. 4. The proposal shall be signed by a person authorized to legally bind the Bidder and shall contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening. 5. The RFP shall be the basis for the final contract, as determined by the Department. 6. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to this RFP. 3

5 7. The State of Maine Division of Purchases reserves the right to authorize other Departments to use the contract(s) resulting from this RFP, if it is deemed to be beneficial for the State to do so. 8. All applicable laws, whether or not herein contained, shall be included by this reference. It shall be the Proposer s/vendor s responsibility to determine the applicability and requirements of any such laws and to abide by them. C. Eligibility to Submit Bids Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to this Request for Proposals. D. Contract Term The Department is seeking a cost-efficient proposal to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. Please note that the dates below are estimated and may be adjusted as necessary in order to comply with all procedural requirements associated with this RFP and the contracting process. The actual contract start date will be established by a completed and approved contract. Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for two (2) renewal periods of two years each, subject to continued availability of funding and satisfactory performance. The term of the anticipated contract, resulting from this RFP, is defined as follows: Period Start Date End Date Initial Period of Performance July 1, 2016 June 30, 2018 Renewal Period #1 July 1, 2018 June 30, 2020 Renewal Period #2 July 1, 2020 June 30, 2022 E. Number of Awards The Department anticipates making one award as a result of this RFP process. F. Definitions The following terms and acronyms shall have the meaning indicated below as referenced in this RFP: 1. ABE: Adult Basic Education. Adult education programs that provide instruction in basic reading, writing and math. 2. ASPIRE: Additional Support for People in Retraining and Employment. The employment and training component of the Maine TANF and PaS programs. Most TANF and PaS adults are required to participate in the ASPIRE Program. The Department is authorized to operate the ASPIRE-TANF Program by the Federal Social Security Act, Titles IV-A and IV-F, as amended by Public Law , Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) and Public Law , Deficit Reduction Act of 2005 (DRA); and by Maine Public Law (22 M.R.S.A A et seq.). 4

6 3. AVAP: ASPIRE Vocational Assessment Project is the existing set of contracted services provided by Maine Medical Center, Department of Vocational Services. The AVAP staff complete comprehensive vocational assessments on ASPIRE participants. 4. Community Service: Unpaid work that is performed for the direct benefit of the community, through public and nonprofit organizations. 5. Department or DHHS: State of Maine, Department of Health and Human Services. The agency, authorized by the Federal Social Security Act, Titles IV-A and IV-F, as amended by Public Law , Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) and Public Law , Deficit Reduction Act of 2005 (DRA); and Maine Public Law (22 M.R.S.A A et seq.) to administer the TANF, PaS, ASPIRE, and other programs within the Office for Family Independence (OFI), a division of the Department. 6. Employee Assistance Program: Services intended to help employees deal with personal problems that might adversely impact their job performance, health and well-being. 7. ESL: English as a Second Language. Acronym for courses designed to teach English language skills. 8. FC: Family Contract is the binding agreement that TANF applicants sign in agreement to conditions required for initial and ongoing TANF eligibility. 9. FCA: Family Contract Amendment is the binding agreement ASPIRE participants enter into with the Department, pursuant to 22 M.R.S.A. 3788(4-A). In these agreements, specific action steps are listed that both the Department and the participant agree to perform. ASPIRE support services to be provided are listed in the FCA. 10. Field Training: A non-wage, time-limited training placement with a public, private, nonprofit or profitmaking employer, which enables the participant to explore a career, gain experience in the field, and improve their job skills and employability. 11. Job Club: A structured and supervised job search group which assists participants in their efforts to obtain and retain employment. 12. JR: Job Readiness. Activities that prepare an ASPIRE participant for beginning and retaining employment. This may be done in a class or group format or with one-on-one assistance from the ASPIRE Program or its contractor. 13. JS: Job Search. This activity may be self-directed on an individual basis or in a group format, or with one-on-one assistance from the ASPIRE Program or its agent. 14. KSA: Knowledge, Skills, and Abilities. Topics discussed in a participant assessment to learn more about the participant s strengths and needs to become employable. 15. LEP: Limited English Proficiency. Describes persons who are unable to communicate effectively in English because their primary language is not English and they have not yet developed fluency in the English language. 16. OCFS: Office of Child and Family Services. The DHHS office responsible for ensuring the safety of Maine s children. 5

7 17. OFI: Office for Family Independence. The DHHS office responsible for administration of eligibility determination for a number of programs, including Medicaid, TANF, PaS, Supplemental Nutrition Assistance Program (SNAP) and Child Support. OFI is responsible for administration of the ASPIRE Program. 18. OJT: On the job training is a hire first activity for ASPIRE participants who require training in a specific occupation by a private or public employer who, in turn, receives a partial reimbursement of wages paid for providing skills and training necessary to perform the job. 19. PaS: Parents as Scholars Program. This program provides a monthly cash benefit to Maine parents involved in a two year or four year post-secondary program. The monthly benefit is based on federal and state guidelines for the TANF program, and offers the same support services. 20. Sanctions: Benefit reduction or closure of benefits as a result of a TANF recipient failing to or refusing to participate or cooperate with ASPIRE without good cause. 21. SNAP: Supplemental Nutrition Assistance Program. A food supplement benefit, formerly known as food stamps. 22. Subsidized Employment: Employment in the private sector for which the employer receives a temporary subsidy from TANF to offset some or all of the wages and costs of employing a participant. 23. TANF: Temporary Assistance for Needy Families is a monthly cash assistance benefit for families that include a minor child who is deprived of the care of one or more of their parents through death, absence, disability, or meet specific unemployment criteria. 24. Unsubsidized Employment: Full or part time employment in the public or private sector that is not subsidized by TANF or any other public program. 25. WEP: Work Experience Program. Program of services to develop work sites for participants to engage in work activities. 26. Work Eligible Individual (WEI): An adult (18+ years old), or minor (under age 18 years old) child, who is a TANF head of household, receiving assistance under TANF or a separate state program, who is not otherwise exempted from meeting a work requirement. 27. WPR: Work Participation Rate. Federal guidelines require each state to achieve a 50% overall rate of work activity participation and a 90% rate for two parent families. 28. Work Sites: Work experience opportunities for participants, which include paid employment (subsidized and unsubsidized) and unpaid work experience, such as field training, community service or volunteer work, and on-the-job training. 29. Working Families Supplement: is a monthly TANF benefit, which may be used for food purchases. The benefit is provided on EBT cards to families that meet the TANF definition and are employed. 6

8 PART II SCOPE OF SERVICES TO BE PROVIDED A. Expectations and Requirements This section outlines and summarizes the types of services and activities the Successful Bidder is expected to provide to recipients, as well as the management requirements and specific capabilities necessary to effectively carry out the ASPIRE-TANF program. Following the summary, more specific information is provided. Bidders must provide all services set forth in Part II. If subcontractors are to be used to provide any portion of the services, subcontractors must meet the scope of services as outlined in this RFP. 1. Service Delivery The Successful Bidder shall provide the following services and activities to participants from referral at TANF application until six months after the participant has exited TANF assistance with employment: a. Obtaining employment for participants is the contractor s primary responsibility. The contractor shall promote work, conduct job development with employers, match client capabilities with employer needs, and help participants enter and maintain employment. b. Comprehensive case management services to all participants, including intensive case management for clients with significant barriers. c. Scheduling and conducting an orientation, intake interview, and assessment; and developing Family Contract Amendments (employment plans) for all referred participants. d. Conducting independent, comprehensive medical and/or psychological (psycho-social) assessments for adults who believe that they are temporarily or permanently disabled, to determine functioning, needed treatment, services, and appropriate work activities, pursuant to 22 M.R.S.A. 3788(3-A). e. Providing the participant with a minimum of 30 total hours of job readiness training, including life skills activities, job search techniques, and explanations of employment expectations. f. Providing the participant with a calendar week of structured and supervised job search assistance, followed by supervised, independent job search until employment is achieved. g. Following or during job search, providing participants with needed trial work work experience, community service, on-the-job training (OJT), and/or subsidized employment. h. Addressing the education and training needs and requests of participants through programs, such as adult basic education (ABE), literacy, high school equivalency, English as a second language (ESL), short-term vocational and post-secondary education. i. All participants should be engaged in work activities that promote personal responsibility and self-sufficiency, or remediation to reduce barriers to employment. Work activities are defined by 45 C.F.R. Parts 261, 262, 263, and 265: Reauthorization of the Temporary Assistance for Needy Families (TANF) Program, Final Rule. 2. Bidder Requirements and Qualifications a. Bidders must demonstrate at least three (3) years of experience in administering and providing case management, TANF work activities, data collection and reporting in contracts of similar type, size, and scope as Maine s program. b. The Successful Bidder must have sufficient, qualified, medical and psychological examiners statewide to conduct thorough, well documented, and timely, physical, psychological and psychiatric examinations to satisfy the volume of ASPIRE participants. All specialty physicians shall be board certified in their specialty. 7

9 c. Bidders must demonstrate knowledge of and ability to comply with TANF requirements in accordance with the Federal Social Security Act, Titles IV-A and IV-F, as amended by Public Law , Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) and Public Law , Deficit Reduction Act of 2005 (DRA); and Maine Public Law (22 MRSA 3782-A et seq.), and demonstrate that their work programs achieve success in helping clients prepare for and find jobs, preferably with opportunities for career growth and advancement. d. The Successful Bidder shall obtain and equip adequate office facilities to provide contract services and activities statewide. The Successful Bidder s infrastructure shall support face-toface interaction with ASPIRE participants who are served by OFI eligibility staff in sixteen (16) OFI district office locations (Appendix F). e. The Successful Bidder must provide a comprehensive automated system, robust software, computers, and ensure capability to interface with OFI systems to manage and operate the program. f. The Successful Bidder must have an electronic case management and reporting system that transmits to OFI real-time data at regularly scheduled intervals and on an ad-hoc basis. g. Proposals should include a description of procedures, methods and automated tools and alerts that enable case managers, providers, and participants to input activities and to monitor the participant s compliance with, or need to make up, work activity hours. h. The Successful Bidder shall market to and reach agreement with community-based, non-profit organizations and government agencies to ensure there are adequate work-experience and community-service sites for participants to engage in ASPIRE services statewide. The Successful Bidder shall maintain an adequate network of employers and work sites to meet the placement needs of all ASPIRE participants. The Successful Bidder may develop Memoranda of Understanding with work experience and community service sites. i. Transportation is a significant barrier to participation. Bidder shall address in detail how it will ensure that all participants are able to get to a work-experience or job site. j. All program activities must be supervised and verified by the Successful Bidder as detailed in Maine s Work Verification Plan (Appendix E). k. Under performance requirements, the Successful Bidder must meet or exceed the federal work participation requirements, and achieve outcomes of increased job placements, improved job retention, and wage gains/job advancement. B. Service Delivery Specifications The primary goal of ASPIRE-TANF is to help participants move toward self-sufficiency through employment. Appropriate services and work activities must be provided, but all services shall be focused on finding unsubsidized employment for our clients. 1. Orientation, Intake and Assessment a. Orientation: The Successful Bidder will receive electronic participant referrals on a daily basis. TANF applicants must be scheduled within three (3) business days of referral from OFI to attend the Successful Bidder's orientation. i. The proposal should provide an outline of the orientation to working, its benefits, and promote the services and resources the Successful Bidder will provide to help the participant prepare for, find and retain work. The outline will provide information on participant rights and personal responsibility. ii. TANF applicants should be encouraged to begin services immediately, but under Maine law, may defer starting participation until TANF eligibility has been established. 8

10 iii. FCA activities and services must begin within three (3) business days of the date the client volunteers or is determined eligible for assistance. b. Intake interview and vocational assessment: Following the orientation, on the same day, the case manager will conduct an intake interview with the participant and begin assessment and employability planning through standardized educational and vocational assessment instrument(s) approved by OFI. The Bidder should describe in its proposal the resources and/or technology it will use to help clients understand how their knowledge, skills and abilities match with employer needs and career fields. i. Develop, with the participant, a FCA, which outlines specific actions, services, estimated costs and scheduled work activities for the six (6) months following the intake interview. Each FCA shall not be written to cover more than a six (6) month time period, after which time, the contractor and the participant shall revisit and update the FCA as necessary. 2. Case Management a. General: Proposals should demonstrate how Bidders will provide effective case management services that address the different needs of all participants, including those with barriers and/or language difficulties. TANF applicants shall be referred to the Successful Bidder by OFI. Upon referral of a TANF applicant, a case manager will be assigned by the Successful Bidder to conduct an intake interview, where they will assess the applicant s strengths and needs, develop a FCA and support, guide, and monitor the applicant through all FCA activities. Case management services/job retention services will continue for six months after the participant exits TANF with a job. Proposals should offer innovative case management approaches designed to help participants find jobs, overcome barriers and ensure participant success through these types of actions: i. Interview, motivate, guide, and counsel clients. ii. Evaluate and determine the participant s needs, strengths, interests, aptitudes, experience, capabilities, career goals, and family situation. iii. Identify the participant s need for work supports, such as child care, transportation, and other supports. Help the participant plan and arrange such supports, including back-up plans. iv. Coordinate client reimbursement for available supports with the OFI Unit. When public transportation or a car is unavailable to the client, the case manager should arrange to provide transportation in accordance with the Successful Bidder s procedures. v. Schedule client activities, maintain ongoing communication, including documented conversations, no less than biweekly, monitor attendance of scheduled activities daily, and document participation and progress in the case record and the computer system. vi. Document client activities, participation, compliance and employment progress in the case record and the computer system. b. Non-compliance/Sanctions: When participants fail to attend or do not make satisfactory progress in scheduled activities, the case manager shall contact the participant to identify and help address underlying causes, and encourage the participant to re-engage in activities and make up missed work participation hours. To ensure that participants are given full opportunities to succeed, proposals should outline how the Bidders will re-engage participants before the case manager notifies the OFI Unit of non-compliance: i. When a participant misses a scheduled activity, including the initial intake session, the case manager shall make up to three (3) communication attempts to contact the 9

11 ii. iii. participant, including a minimum of one home visit, to promote the value of work, help the participant resolve issues, and engage in work activities. Communication attempts include phone calls, written correspondence ( , postal mail, text messages), and home visits. All communication attempts must be documented. If the participant continues to be non-compliant with scheduled FCA activities, the case manager shall refer the client to the OFI Unit for action. After case closure or benefit reduction due to non-compliance, the case manager must make at least one additional communication attempt to encourage the participant to engage in activities and benefit from the opportunities afforded by the program. 3. Independent comprehensive medical/psychological evaluations Participants who claim medical, mental or psychiatric conditions that prevent them from engaging in work activities, and these claims are supported by a medical provider, are currently exempted from full participation requirements. Many temporarily incapacitated participants could move to full employment through medical or mental health treatment and rehabilitation. The Successful Bidder must be qualified, either directly or through sub-contractors, to evaluate and independently determine a client s limitations, appropriate treatment, and barrier remediation activities. All Bidders should: a. Demonstrate how it will conduct independent, comprehensive and timely medical and/or psychological (psycho-social) assessments for adults who believe that they are temporarily or permanently disabled and cannot engage in work activities, including clients with symptoms of a psychiatric and/or substance abuse disorder. b. Outline what the medical and psychological assessment will include; for example a standard physical examination, the client s medical history, and diagnostic tests. c. Describe the medical or psychological personnel, including educational/professional and licensure requirements, which will be used to determine the client s diagnoses, functioning level, treatment, and employability assessment. d. Proposals should include sufficient medical and psychological examiners statewide to conduct thorough, well documented and timely examinations. Guidance on TANF and ASPIRE acceptable medical sources may be found in the Maine Public Assistance Manual, Chapter II, Page 11 and at Title 32: Chapter (B)(5). 4. Intensive Case Management Based on the diagnoses of the medical or psychological examiners, the Successful Bidder should provide specialized, intensive case management and vocational rehabilitation services to help more needy clients follow appropriate treatment, rehabilitation and movement to employment. Proposals should describe the types of services and how they will be provided. Proposals should include: a. How services will be coordinated with other community resources and services. b. How case managers will monitor and track client medication, medical treatments, vocational rehabilitation, and accommodations leading to employment opportunities. c. What types of part- or full-time work-focused strategies will be provided, including transitional employment in social enterprises in a forgiving work environment, training, community service, and work experience in non-profit or government organizations with reasonable accommodations for clients with disabilities. d. Proposals should identify the key agencies that will engage in partnerships. This may include workforce services, vocational rehabilitation services, mental health and substance abuse agencies, providers of care to domestic violence victims, adult education providers, community action agencies, and faith-based groups. 10

12 e. How case managers will help appropriate participants apply for and obtain SSDI or SSI, pursuant to 22 M.R.S.A (3-A)(B). Participants who are eligible for this level of case management are determined by the contractor as unable to engage in work activities for more than 12 months and may be eligible for federal disability benefits. 5. Job Readiness or Pre-Training The Successful Bidder shall provide participants with 30 hours of interactive job readiness training that prepares and motivates them to effectively search and interview for appropriate jobs, secure, and retain work. Proposals should include a description of the key components, methods and techniques of job readiness training, including the following: a. The types of interactive exercises, adult learning and opportunities to practice skills available. b. How the training will improve a client s ability to handle life s challenges (career planning, effective interpersonal skills, building self-esteem, time and money management, problem solving, social skills, parenting, health, etc.). c. Effective job search practices (contemporary job search techniques, resume development, completing applications, mock interviews, communication, etc.). d. Skills required for job retention. The Successful Bidder will include curriculum addressing expectations for once a participant is employed. Topics shall include financial literacy, income tax knowledge, Earned Income Tax Credit (EITC), Family Development Accounts (FDA), health care co-pays, attitudes at work, customer relations, and teamwork. The Successful Bidder may consider the need for a mini, refresher class when participants become employed. 6. Job Search Services Following job readiness training, the Successful Bidder must provide a job club where participants practice the lessons learned for an appropriate period (minimum of 30 hours) of structured job search in a supervised, supported environment. Following the job club, the Successful Bidder shall guide and direct participants in independent or self-directed job search as specified in the FCA, with at least weekly contacts to review progress and results. Proposals should describe how the Bidder will: a. Ensure that participants use effective job search and interview methods, and apply for appropriate job openings that meet the participant s needs, skills and abilities. b. Provide participants with access to computers, telephones, photocopiers, etc. c. Monitor and verify application preparation, internet resume posting and site registration, employer contacts and on-site visits. d. Use Work Innovation Opportunity Act (WIOA) One Stop Career Centers, job fairs, and other community resources to help the participant find work. e. Conduct outreach with employers to market program participants and maintain an adequate network of employers required to supply jobs to ASPIRE participants statewide. Outreach efforts shall include face-to-face meetings to introduce the program to employers and post placement site visits to monitor progress. 7. Education and training A goal of the ASPIRE-TANF program is to provide participants with the opportunity to acquire the education and skills necessary to qualify for better jobs. These include remedial-education, ESL, high school or equivalency, post-secondary, and short-term certificate programs designed to prepare the participant for employment. Proposals should illustrate how Bidders intend to identify critical educational needs and provide education and training, while ensuring that clients meet participation requirements. Proposals should 11

13 include planned outreach efforts to engage educational providers, workforce agencies and employers in partnership training efforts. In describing how they intend to address the educational needs of participants, we encourage Bidders to develop innovative approaches that include Maine s educational programs, as well as: a. Career pathways a series of linked educational courses, usually provided in community colleges, leading to advancement in an occupation or career field; b. Sector-based efforts that focus on working collaboratively with certain high growth industries and employers to identify specific job needs and developing specialized short-term training to provide that knowledge, skills and abilities; and/or c. Accelerated learning and contextualized content to help more adult learners acquire a short-term, post-secondary certificate or credential leading to employment. 8. Work Experience and Community Service Participants who have completed job readiness training, job search and/or any short term training, and have not found a full time job, must participate in work experience or community service. Since many participants need to be engaged in these activities, the Successful Bidder must develop enough work sites and open positions for the projected need statewide. Proposals should: a. Demonstrate how the work experience and knowledge gained will lead to employment. b. Outline a comprehensive outreach and marketing plan for non-profit community organizations and government agencies, statewide, that addresses the diverse needs and skills of both work eligible and non-work eligible participants, including language barriers, criminal records, and individuals with physical or mental health barriers. c. Propose a plan that accommodates varying days and shifts, permit make-up hours, and is accessible by public transportation, where available. d. Describe how they would provide to participants a profile of the types of potential organizations, locations, and available slots. e. Describe how Bidder will monitor placements, resolve workplace issues and ensure that sites comply with ADA and workplace protections, and meet health and safety, anti-discrimination and Workers' Compensation rules. 9. Work Subsidized and Unsubsidized Employment Unsubsidized employment is the primary goal of the ASPIRE-TANF program. The Successful Bidder should expend maximum effort in finding and placing participants in jobs. When a participant has appropriate work experience and has been unsuccessful in finding a job, partially subsidized employment (On-the-Job-Training) may be considered. Proposals should outline how the Bidder will use a team of job developers to reach out to and engage prospective employers in the welfare-to-work effort. The goal is to provide meaningful subsidized and unsubsidized employment opportunities, by doing the following types of things, the plans for which the Successful Bid will describe in detail: a. Identifying the current and future needs of employers and community organization for a skilled and committed workforce, especially in high-growth occupations and industries; b. Marketing, matching and connect hiring employers with job-ready participants; c. Establishing partnerships with private sector employers, public agencies, community groups, and nonprofit organizations, that offer positions for diverse populations; d. Convincing employers to train employees during a subsidy period, so that they will learn needed work habits and skills and move into an unsubsidized job; e. Monitoring placements and work with both employers, mentors and participants to prevent and resolve workplace issues; and 12

14 f. Documenting, tracking and analyzing for continuous improvement the types of jobs, wages, benefits and job retention information for each employer and industry. 10. Job Retention Services Once a participant enters employment, the Successful Bidder will continue to provide case management services, counsel and monitor participant progress and identify and coordinate services designed to promote job retention. The Bidders shall describe innovative employment retention and advancement strategies and the services and benefits that will be offered to participants. Because similar retention issues affect participants throughout engagement in work activities, the job retention strategy and approach should begin at intake and continue for six months following TANF exit for employment. Approaches may include: a. Similar to an employee assistance program model, case managers can provide participants with help and guidance to address personal, family, financial, legal, and other challenges that affect job retention; b. Additional training including budgeting for new financial circumstances, health care changes and employer and co-worker expectations; c. The need for continuous learning to progress and advance in the workforce; and d. How to plan and look for the next job or promotion, maintain up-to-date resumes and job search immediately upon job loss or to seek promotion. C. Management Requirements and Contractor Qualifications 1. Program Organization and Staffing Proposals should include a description of the organization, worksite locations, level of effort and staffing to achieve the goals and objectives of ASPIRE-TANF. The description should provide OFI with a clear understanding of the organization, supervision, functions, and responsibilities of key personnel and onsite locations, including services provided by a subcontractor, which may be utilized. Bidders must demonstrate how they will adequately staff to address the required service functions and achieve effective coordination and collaboration with employers, educational and workforce providers, and other community organizations statewide. The plan should also address how language, medical, mental health, substance abuse and other barriers will be handled. Proposals shall include: a. An organization chart that shows the proposed structure, supervision and oversight and identifies proposed staff to be used under the contract, including full-time equivalents (FTEs), part time staff and their work locations; b. Responsibilities of key personnel (Resumes should be included in Proposal Section V); c. Proposed positions and minimum qualifications for these positions; and d. Subcontracts or agreements, including a description of the service offered, rates of pay, period of agreement, roles and responsibilities and key contract provisions. 2. Automated Systems Requirements The Successful Bidder must provide their own comprehensive automated system, robust software, computers, and ensure capability to interface with OFI systems to manage and operate the program. Proposals must demonstrate that the Bidder s system is capable of managing the program and capturing and providing all needed information and data through electronic case management, timekeeping, and reporting systems. a. The Successful Bidder s automated system must link electronically and communicate with OFI s automated system and provide required reports. 13

15 b. Proposals must describe how the system will document and monitor services. c. The system must provide on-going alerts between activity providers, case managers, supervisors and participants, with hours completed to date and hours needed to meet weekly participation for the month. d. Proposals should include procedures, methods and automated tools and alerts that enable case managers, providers and participants to input activities and to monitor the participant s compliance with, or need to make up, work activity hours. e. Proposals must describe procedures, methods and system characteristics that guarantee personal health information is held confidential. f. Proposals must include a business continuity plan related to electronic files, application access, and data back-up and system recovery in case of system failure. 3. Data Collection, Tracking, Reporting and Verification The Successful Bidder must maintain its own electronic data collection system to document, manage, track and report all required work participation information, including activities, hours, support services and required client contact and demographic data for participants. a. The data system must be able to generate real-time scheduled and ad-hoc reports, sort and query on data elements to track and report required hours daily, weekly and monthly. The system must provide OFI access to retrieve individual client information and participation at any time. b. The Successful Bidder shall document and report federally required data on participants on an ongoing, daily basis in accordance with OFI instructions. c. Documentation of services provided and client activities should be maintained in each client s individual file by the contractor. d. Reported data must be verified in accordance with Maine s Work Verification Plan which has been approved by the Federal Government. e. Data elements and reporting requirements will be set during contract negotiations. 4. Program Management and Evaluation Proposals should outline planned strategies to review, analyze and enhance the program, including a description of: a. Methods to monitor, manage, and flex program resources to ensure adequate staffing statewide and compare actual program expenditures to budgeted needs; b. Procedures to assess the effectiveness of processes, and client work-flow, including identifying which program activities/sequences work best for which types of clients; c. A program of continuous quality improvement that reviews program strengths and weaknesses and uses staff expertise to improve service delivery; d. A plan for measuring participant satisfaction; e. Managing and balancing staff productivity and case manager caseloads to ensure the best service delivery intensity for participants; and f. Ways to communicate program results effectively with OFI, employers and the business community, and other partner agencies, to expand opportunities for low-income participants. 5. Facilities and Equipment The Successful Bidder is expected to provide and equip adequate office facilities to provide contract services and activities in locations established by the Successful Bidder. Proposed facilities, furniture and equipment should take into consideration the number, the access, and security and confidentiality needs of participants and staff. Itinerant sites and home visits shall be encouraged to ensure statewide coverage. 14

16 a. Bidders must identify proposed sites in their proposal, and offices should be strategically located so that participants have reasonable access to services. b. The Successful Bidder will be responsible for purchasing/leasing all furniture and equipment needed to operate under the contract, including the installation of needed phone and/or data lines. Allowed purchases include office equipment, computers, chairs, desks, file cabinets, bookcases, copiers, scanners, facsimile machines, mail meter, telephones for the staff, and adequate furniture for reception areas, as needed. Expected costs of such equipment shall be included in proposal budgets. c. Any furniture, equipment, and/or machines purchased with these government funds shall be the property of DHHS. At termination of the awarded contract, the Successful Bidder agrees to return all such property (or equal value compensation) to DHHS. d. Normal hours of operation of Successful Bidder s sites shall be 8:00 a.m. to 5:00 p.m. local, Monday through Friday, excluding State Holidays. 6. Payment and Performance Bond a. The Successful Bidder shall obtain and maintain a payment bond, issued by a surety company listed in the Federal Registry of Surety Companies and licensed to conduct business in the State of Maine, in an amount equal to twelve (12) months of the of the estimated annual awarded contract amount. The Successful Bidder shall submit an executed payment bond to the satisfaction of the Department prior to, or at the time of, execution of the awarded contract and again at the time of any renewal. b. In addition, the Successful Bidder shall obtain a performance bond, issued by a surety company listed in the Federal Registry of Surety Companies and licensed to conduct business in the State of Maine, in an the amount equal to twelve (12) months of the estimated annual awarded contract amount. The successful Bidder shall submit an executed performance bond to the satisfaction of the Department prior to, or at the time of, execution of the awarded contract and again at the time of any renewal. After contract award and appeal period, OFI will provide the Successful Bidder with a short transition period to establish and equip office locations and hire required staff to provide the needed services. Proposals should reflect a transition plan, with implementation dates and the timeframe needed before implementation. Full implementation should begin as soon as possible after contract award and appeal period. OFI will work with the Successful Bidder to expedite the interface with DHHS systems required for the referral process, reporting, and collaboration. Before the transition period ends, the contractor shall participate in a readiness review with OFI to demonstrate it is able operationally to meet all requirements. A readiness review checklist will be included in a final awarded contract. D. Performance Based Contracting The Department is committed to securing services that are the highest quality, are delivered in an efficient and effective manner, and have clear measurable outcomes. State law requires services contracted for by the Department be performance-based. The Maine State Legislature defines performance-based as: An agreement for the purchase of direct client services employing a client-centered, outcome-oriented process that is based on measurable performance indicators and desired outcomes and includes the regular assessment of the quality of services provided. The intent is to focus on the improvement of outcomes (results) for the persons who use the services rather than upon outputs (level of effort) by the service providers. The Department has developed the following 15

17 goal and performance-based contract measure(s) for the program that is the subject of this RFP. Proposals will be evaluated for the degree of responsiveness in meeting these desired outcomes. The resulting contract(s) will be a combination of cost reimbursement and payment for performance. During the initial year, 65% of the contractor s approved budgeted costs and expenditures will be reimbursed on a cost basis, while 35% of the approved budget must be earned through performance outcomes. In the second year, 35% of budgeted costs will be reimbursed through necessary expenditures, while 65% of the approved budget must be earned through performance outcomes. In subsequent contract years, all reimbursement will be based on achieving specified performance outcomes, which shall be included in the resulting contract. At the request of the Successful Bidder, OFI will provide a negotiated amount of the total value of the first year budget for pre-approved, necessary start-up costs. After deducting any start-up costs, monthly requests for payment of allowable incurred costs will be paid up to 65% of the total value of the approved budget for the first year. In the second contract year, 35% of approved budget costs will be paid through cost reimbursement. In the third year, all payments will be based on achieving performance outcomes. Up to thirty-five percent (35%) of the total value of the approved budget for the first year of the contract may be earned through performance-based payments. Twenty percent (20%) of that thirty-five percent (35%) in the approved first year budget may be earned and paid only if Maine meets both the all-family (50%) and the two-parent (90%) participation requirements, without regard to the caseload reduction credit and without regard to Maine s Worker Supplement Benefit (WSB). If the all-family participation rate is met, but not the two-parent participation rate, five percent (5%) of the approved budget for the first year will not be earned or paid. The remaining fifteen percent (15%) of the total value of the budget for the first year may be met by the placement and retention payment schedule below. Each of the job placement and retention payments may be earned for a single participant. Only one of each type of incentive may be earned per participant in a contract year. Job Placement : Placement in an unsubsidized job for 30 or more hours per week for at least 30 days Performance Payment Schedule 90 Day Retention: Successful unsubsidized employment lasting 90 days or more from the initial date of hire in the job 180 Day Retention: Successful unsubsidized employment lasting 180 days or more from the initial date of hire in the job. $300 $500 $700 The Successful Bidder must submit monthly invoices certifying that required services have been performed, the amount requested for achieving each milestone, and evidence that each milestone was achieved. The Successful Bidder shall provide verification of each participant s employment status as evidence. OFI anticipates reviewing the performance payments after six months and at the end of each contract year and may modify payment points during the term of the contract, in consultation with the Successful Bidder. 16