Call for Proposals. Employment Nova Scotia. Skills & Learning Branch. Employment Assistance Services. April, 2012

Transcription

1 Call for Proposals Employment Nova Scotia Skills & Learning Branch Employment Assistance Services April, Revised April 30, 2012

2 Table of Contents SECTION1. DETAILS OF THE CALL FOR PROPOSAL (CFP) CFP SUMMARY PROGRAM DESCRIPTION APPLICATION ELIGIBILITY REQUIREMENTS SUBMISSION OF PROPOSAL ASSESSMENT OF PROPOSALS NOTIFICATION OF DECISION AND RESULTS SECTION 2 - GUIDE FOR APPLICANTS INTRODUCTION Application Eligibility...12 DETAILS OF THE PROPOSAL ORGANIZATIONAL EXPERIENCE (section A of the assessment grid ((25%) 12 A1. Mandate and Client Focus...13 A2. Past Projects and Achievements with Employment Nova Scotia, HRSDC / SC, Other Funders, and Related Achievements...13 A3. Financial Management PROPOSED SERVICE DELIVERY APPROACH AND ACTIVITIES (Section B of Assessment Grid) (30%)...14 B1. Plan to manage the Project...14 B2. Outcomes and Expected Results

3 B3. Service Standards...15 B4. Facilities...15 B5. Proposal is Practical and Feasible...16 B6. Other Specifics to the CFP PROPOSED HUMAN RESOURCE PLAN (Section C of Assessment Grid) (15%)...16 C1. Rationale for the Number and Categories of Staff...16 C2. Human Resources Policies and Procedures...17 C3. Experienced and Qualified Project Staff PROPOSED COMMUNITY/LABOUR MARKET KNOWLEDGE (Section D of Assessment Grid) (10%)...17 D1. Community Labour Market Needs and Priorities...17 D2. Knowledge of Community Resources and Programs BUDGET (Section E of Assessment Grid) (20%)...18 E1. Eligible and Reasonable Project Costs...18 E2. Participant Costs...19 E.3 Staff Wage Rates...19 E.4 Capital Costs...19 E5. Financial Management Processes and Financial Controls E6. Other funding partners (financial or in-kind contributions)

4 SECTION 3 - OTHER CONSIDERATIONS...20 SECTION 4 COMPLETING THE PROPOSAL.21 SECTION 5- ASSESSMENT GRID 24 SECTION 6- BUDGET INFORMATION 35 4

5 SECTION1. DETAILS OF THE CALL FOR PROPOSAL 1. CFP SUMMARY Employment Nova Scotia is presently accepting proposals for funding from organizations interested in receiving financial assistance for the delivery of employment assisted services to unemployed persons in Windsor serving clients in West Hants County. Employment Nova Scotia has identified a need for self service and enhanced employment services funded through Employment Assisted Services to provide the following service offerings outlined below (see program description at): Service Offerings: Information Access- Resource Centre Case Management- Assessment Case Management-Return to Work Action Plan Development Case Management-Return to Work Action Plan Management Case Management-Return to Work Action Plan Follow-up Assessment- Career Counselling Job Search workshops Job Search-Individual These and other eligible activities are described in the EAS Program Guidelines Clients to be served: unemployed individuals of West Hants County will have access to self-directed and assisted employment services. 5

6 Service location: Windsor, serving clients throughout West Hants County. Anticipated annual agreement funding: $430, Additional up front, one-time costs may be considered where warranted. Project duration: 12 months Start date of the agreement: July 1, 2012 Accessibility The service shall be totally accessible to persons with disabilities including the availability of parking facilities for persons with disabilities. Standards for Delivery The delivery of quality employment counselling services is contingent upon a number of elements working together. These include standards for delivery as well as the competencies that service providers need to deliver employment services. The service provider will need to outline performance standards as well as staff core competencies for the delivery of employment counselling. Elements of performance standards timeliness of service length of time from referral to assessment interview acceptable waiting period between assessment interview and progression through the Return to Work Action Plan corrective actions for backlogs that are consistently longer than the standard plan to address cyclical service level fluctuations follow up and monitoring the progress of case managed clients number of interviews per staff per day case file documentation process number of active case files per staff mechanism to measure client satisfaction 6

7 resource centre service standards adequate materials and up-to-date resources including Labour Market Information accessible resources photocopiers, computers A feasible and practical implementation strategy is required, which demonstrates an understanding of the complexity of the local labour market, services to be provided, and the administration of the organization. The expected outcomes for this project are: 2500 clients utilizing the Resource Centre s services 992 individuals complete case management- assessment 400 individuals complete case management RTWAP- Development 400 individuals complete case management RTWAP- Management 400 individuals complete case management RTWAP-Follow-up 80 individuals complete Assessment- Career Counselling 425 individuals participate in Job Search workshops 600 individuals participate in Job Search-Individual Employment Nova Scotia is under no obligation to accept any of the applications for funding and reserves the right to sign contribution agreements containing terms and conditions, with more than one applicant to deliver these activities. 1.1 PROGRAM DESCRIPTION For a description of the Program / Service Offering, its objectives, related activities and services as well as the eligible clientele please refer to the following site: 7

8 Case Management- Assessment Assessment of a client within the context of case management; gathering background information, setting an employment goal, documenting the client's barriers within employability needs dimensions, and determining appropriate next steps. The goal of a needs assessment is to confirm employment barrier(s) and consider alternative approaches to assist participants to return to work. Employment barriers are generally considered to include one or more of the following: i. participants do not have career objectives; ii. their skills do not match the labour market requirements; iii. they do not know how or where to look for a job; or iv. they do not know how to react to job loss or have difficulty maintaining employment. Case Management- RTWAP Development Development of a mutually agreed upon Return to Work Action Plan, consisting of a series of interventions taking client from a situation of unemployment, to finding and maintaining employment. Case Management RTWAP Management Monitoring and adjusting the Return to Work Action Plan as the participant completes the planned interventions to ensure that the plan is being followed and is achieving expected outcomes Case Management- RTWAP Follow-up After completion of a Return to Work Action Plan, follow-up by the case managing organization at specified time intervals (at close of action plan, and at 24 and 52 weeks) in order to record updated information about the participant's employment status. Employment Counselling An in-depth evaluation of an individual's career development options by a qualified counsellor who specializes in helping clients with complex employment barriers. An employment counselling service is defined as an "intervention" to help a participant 8

9 identify and resolve issues in making and carrying out employment-related decisions. It can be delivered in individual interviews or group settings. Employment counselling (which is incremental to needs assessment) is an in depth, participant-centered approach. The participant enters into a collaborative relationship with the counsellor to assess employment needs and to develop a realistic Return to Work Action Plan to resolve barriers to employment. 1.3 APPLICATION ELIGIBILITY REQUIREMENTS Proposals must meet the content and format requirements set out. i) Proposal must be received no later than 4 pm May 4, 2012 ii) The format requirements for the proposal are: Electronic copy may be submitted with a maximum of 40 pages excluding the title page, the index, mandatory forms, and the budget The proposal package must include the following completed mandatory forms Sponsor Forecast of Cash Flow Form EMP 5216 E ( ) Itemized Budget Template Access to above forms is at the following site: iii) Applicants must provide the names of 3 references who can attest to the following criteria related to the organization: Mandate Experience in dealing with the client group (s) and providing the activities/services targeted by this CFP Capacity and skills to provide the activities/services outlined in this CFP Organizational and financial stability Working relationship with other agencies in the community that provide similar or related services 9

10 Please note: a minimum of 1 reference will be contacted to confirm the provided information, and these references will be used to verify the information pertaining to section A of the assessment grid. In addition, if you have had funding from another organization, but do not use them as a reference, the CFP Committee may contact that organization to verify your experience. iv) The proposal package must be completed and forwarded by the legally authorized representative of the organization, and received by Employment Nova Scotia prior to the closing time and date of the CFP. Please note that no additional documents will be accepted after the deadline unless requested by Employment Nova Scotia. 1.4 SUBMISSION OF PROPOSAL Proposals may be sent electronically to Judy Lawrence at Employment Nova Scotia at lawrenja@gov.ns.ca and must be received by 4 p.m. May 4, 2012 Please note that proposals submitted after this deadline will be disqualified. All applicants will be sent an acknowledgement of receipt of their application and proposal within 7 days of receipt. In addition, those applications that do not meet the Proposal Eligibility criteria as listed in the accompanying Assessment Grid, questions 1 to 5, will not be considered further. Applicants not meeting the Application Eligibility criteria will be notified within 7 days of this determination. 1.5 ASSESSMENT OF PROPOSALS The Assessment Grid, which is provided in this package, will be the tool used to assess all proposals. The assessment process ensures that proposals are evaluated objectively against the same parameters and criteria. All proposals that meet the Application Eligibility criteria will be assessed against the categories listed below to determine which proposal best meets the identified need. A mandatory passing mark of 60% is required for each of the categories. If a proposal does not meet the pass mark in any one category, the application will not be assessed further. Each proposal will be assessed against the following 5 categories of the assessment grid: A. Organizational Experience 10

11 B. Proposed Service Delivery Approach and Activities C. Proposed Human Resource Plan D. Proposed Community/Labour Market Knowledge E. Budget Please note: The lowest dollar amount proposal will not necessarily be selected Employment Nova Scotia reserves the right to reject some or all proposals 1.6 NOTIFICATION OF DECISION AND RESULTS Applications and proposals not meeting the Application Eligibility requirements outlined in Section 1.3, above, will be disqualified and applicants will be advised within seven days from the determination of disqualification. Once the selected applicant (s) has been identified, notification of the results will occur by a telephone call followed by a letter. All other assessed applicants will be sent a letter with the completed Assessment Grid. This will be done within 10 days after the selected applicant (s) is identified. All applicants will be offered a feedback session on their own proposal. The selected applicant (s) will be invited to submit an application on the Labour Market Program Support System (LaMPSS) and will be subject to standard Employment Nova Scotia agreement procedures, including a second assessment that will ensure adherence to terms and conditions, and value for money: SECTION 2 - GUIDE FOR APPLICANTS 2. INTRODUCTION The purpose of this guide is to assist organizations in the preparation of a Proposal and corresponds to the attached Assessment Grid. 11

12 A mandatory passing mark of 60% is required for each of the categories. If a proposal does not meet the pass mark in any one category, the application will not be assessed further. The proposal is to be written in the format indicated in section 4 of the guide. Following this format will ensure that your proposal meets both the CFP Assessment Criteria, and the assessment requirements for proposal ranking. 2.1 Application Eligibility The applicant will submit a statement that demonstrates that the proposed project is eligible for consideration as outlined in the Assessment Grid under Application Eligibility. There are six application eligibility criteria. 1. Application received prior to closing date and time 2. Required documents submitted are complete 3. References included with submission 4. Proposal is endorsed by legal signing authority 5. Applicant is eligible to apply for delivery of this service/program. 6. Executive summary provided, which demonstrates the project meets the CFP requirements, including clients identified and range of funding and location(s) of service. This summary is to be included in the 40 page limit for the complete proposal. If any of the eligibility requirements is not met, the application will be disqualified. DETAILS OF THE PROPOSAL Please ensure that all of the following criteria are addressed in your proposal under these headings. 2.2 ORGANIZATIONAL EXPERIENCE (Section A of Assessment Grid) (25%) This category is being assessed by evaluating the following criteria: 1. The organization s mandate and client focus 12

13 2. Past projects and achievements with this department, other departments and other funders 3. Financial management A1. Mandate and Client Focus In this section, provide details that clearly demonstrate that the applicant has previous experience, background and expertise in providing the activities/services to the targeted client group identified in this CFP. The proposal has to demonstrate that the applicant has the experience to deliver the activities required under this CFP, how this experience was acquired, that the applicant can demonstrate understanding of the needs of the targeted client group(s), that there is an appropriate and stable governance structure, and that the applicant s organization is financially stable. A2. Past Projects and Achievements with Employment Nova Scotia, Other Funders, and Related Achievements Describe and demonstrate the organization s previous experience: In delivering projects funded by this department and/or by other federal departments, provincial, territorial or municipal governments (please include the name of project / dates / duration / amount of funding); previous projects that have produced successful results; demonstrates the organizational capacity to deliver the proposed activity/service of this CFP; the organization s success in the achievement of agreed-upon results on past projects and/or initiatives: specify results agreed to, and achieved in all projects discussed; demonstrates that the applicant has the appropriate internal policies and procedures to support achievement of this proposed project (human resource planning, staff training and development, complaint resolution, data gathering capacity, conflict of interest guidelines, etc.) Please note that Employment Nova Scotia may consult other federal/provincial government departments to confirm past achievements and to ensure that the proposed activities are not a duplication of existing services. 13

14 A3. Financial Management In this section the proposal needs to provide details and demonstrate experience in successfully administering and managing funding from government departments, charitable organizations, and/or private sector partners. Details provided are to also clearly describe the applicant s financial controls and bookkeeping practices that were in place for these projects and demonstrate that these were suitable for these projects. 2.3 PROPOSED SERVICE DELIVERY APPROACH AND ACTIVITIES (Section B of Assessment Grid) (30%) This category is being assessed by evaluating the following criteria: 1. Plan to manage the project 2. Plan to monitor achievement of outcomes and results 3. Service standards in place 4. Suitability of facilities for staff and clients 5. Practical and feasible proposal that meets the objectives and funding priorities of the program (criteria are to be addressed in Section 3 and 6 of your proposal). Factor B5 will be assessed against your overall proposal. B1. Plan to manage the Project Provide details on how the organization plans to manage the proposed project. Please include in the proposal, a detailed implementation plan/workflow with clear, achievable objectives and activities, including plans for client intake, with appropriate and realistic milestones, from project start date to project completion. The implementation plan will also indicate how the applicant will monitor project achievements and make adjustments if required. The proposal will also indicate the applicant s capacity to provide the service in both official languages where required. 14

15 B2. Outcomes and Expected Results The proposal will state the expected results (within the parameters outlined in the Call for Proposals) and include plans and activities on how these results will be achieved. Success includes client satisfaction with the services received. It should demonstrate that the applicant has an appropriate system to measure, monitor, and report participant progress and project success, including a plan to review and adjust activities if targets are not being met, mid-point reviews, etc. Some examples may include: How expected results, including how project activities will assist participants in acquiring self sufficient employability skills, prepare for and obtain employment, maintain employment or return to advanced studies; Targets for the number of clients participating in the project and the number of participants who will have completed the project and are achieving the results listed above; How client satisfaction will be monitored, quality assurance reviews; and Other positive outcomes related to proposed activities B3. Service Standards The proposal will show that the organization has clear and appropriate service standards related to the quality and speed of service (e.g. wait time to access the program, management of wait list, processing of payments), complaint mechanism, etc. B4. Facilities This section will include a brief description of how the proposed premises are appropriate in terms of space and accessibility for clients and employees. This includes location and square footage (space for offices, meeting rooms, access for people with disabilities, adequate space to ensure privacy for individual client session if required, central location, proximity to bus routes, etc). 15

16 B5. Proposal is Practical and Feasible The proposed plan for activities and the budget, as written, can realistically support and successfully achieve program objectives. The proposal has to provide clear evidence that the applicant understands the program criteria and Employment Nova Scotia priorities and has an appropriate plan to handle clients who do not meet the eligibility criteria. Overall, the proposal has to demonstrate that it meets the objectives and terms and conditions of the program. B6. Other Specifics to the CFP This proposal shall demonstrate: 1. How the organization will work with individuals with labour market issues specific to West Hants County, e.g. literacy, seasonal work, etc. 2. The organization has the capacity to support clients exploring self-employment as an employment option in the career decision making process. 3. Marketing and Outreach Strategy -Understanding of marketing to recruit clients, including under-serviced and multibarriered groups. i) Understanding of underserved geographic areas for outreach purposes ii) Understanding barriers that prevent clients from accessing services as offered PROPOSED HUMAN RESOURCE PLAN (Section C of Assessment Grid) (15%) This category is being assessed by evaluating the following criteria: 1. Rationale for the number of and categories of staff 2. Human resource policies in place for the project 3. Experienced/Qualified Project Staff C1. Rationale for the Number and Categories of Staff Identify and provide a rationale for the number and categories of positions and staff dedicated to direct delivery of the 16

17 project (management, officers, administrative and technical support personnel) with clear roles and responsibilities based on the scope of your work/service delivery model. Include number of hours and wages for each position. C2. Human Resources Policies and Procedures Outline and succinctly describe the Human Resources Policies and Procedures in place for the project (related to employee pay and benefits, leave, staffing, staff evaluation, professional development, travel, employment equity, accommodation for persons with disabilities, conflict of interest, union concurrence etc.). Do not include Human Resources Policy documentation as they will count towards the 40 page maximum. C3. Experienced and Qualified Project Staff Indicate and demonstrate that the organization employs experienced and qualified staff with the appropriate job-related for the delivery of the project or demonstrate that the organization has in place a recruitment plan and an appropriate orientation for new staff PROPOSED COMMUNITY/LABOUR MARKET KNOWLEDGE (Section D of Assessment Grid) (10%) This category is being assessed by evaluating the following criteria: 1. How the proposed project links to labour market needs and priorities of the community to be served 2. Plan to integrate service with existing resources and programs in the community. D1. Community Labour Market Needs and Priorities The proposal is to provide a description of how the proposed project will link to labour market needs and priorities of the community to be served and how the mandate of the organization relates directly to the client groups and activities targeted by this CFP (e.g. geographic, specific target group, socio-economic and labour market factors; any relevant community planning/consultation process carried out.) 17

18 D2. Knowledge of Community Resources and Programs The proposal is to demonstrate that the applicant has a suitable plan to integrate service with existing resources and programs in the community. The applicant needs to demonstrate their knowledge of the community network of programs and services in order to be able to refer clients appropriately. 2.6 BUDGET (Section E of Assessment Grid) (20%) This category is being assessed by evaluating the following criteria: 1. Eligible and Reasonable Project Costs 2. Reasonable Participant Costs 3. Acceptable Staff Wage Rates 4. Relevant and Reasonable Capital Costs 5. Sound Administrative and Financial Management Processes 6. Other partner(s) contribution(s) Note: Fee for Participating in a Project: Applicants shall not request the payment of any charge or fee from participants for their participation in the project. Budget requirements including eligible costs can be found in the Employment Assistance Services Program Guidelines located at: ProgramGuidelinesDec pdf E1. Eligible and Reasonable Project Costs A detailed budget including rationale must be completed and submitted with the proposal. The mandatory information that is required on the budget is located at: Applicants must also complete the Sponsor Forecast of Cash Flow form (EMP 5216 E ) and submit it with the application package. It is important that the monthly 18

19 breakdown of the budget reflect as closely as possible the sponsor s projected financial requirements and any explanations as needed (without use of abbreviations). E2. Participant Costs Please indicate how these costs will directly benefit the clients served E3. Program Delivery- Salaries and Benefits Indicate all positions with job descriptions, hours worked and hourly wage paid. Please refer to the Salary policy found in the EAS Program Guidelines at the following site: E4. Exceptional- Capital Costs Items that exceed $ Including HST must be supported with a written rationale. E5. Financial Management Processes and Financial Controls Please describe the financial management processes in place to manage the project budget including a description of financial controls in place and how they are applied e.g. bookkeeping procedures and the signing authorities. E6. Other funding partners (financial or in-kind contributions) Please note that applicants must detail monetary and/or in-kind contributions from other sources that reflect a commitment to the success of the project. This section will include a description of: participating partners and the relationship between the various partners and the applicant, including monetary and/or in-kind contributions, and details concerning the specific involvement and relevant experience (if applicable) of each partner. SECTION 3 OTHER CONSIDERATIONS The Contribution Agreement Following the assessment, the selected applicant will be approached to negotiate an agreement. Should the selected applicant be unable to enter into an agreement, the next highest scoring applicant will be approached. 19

20 Once the proposal(s) is/are approved, it becomes the subject of a formal contribution agreement or a grant between Employment Nova Scotia and the applicant. Project activities must not commence until an agreement is signed by the applicant and Employment Nova Scotia. Cost incurred prior to both parties signing the contribution agreement will not be reimbursed. Articles of Agreement -The sponsor that signs a contribution agreement will have to comply with the articles of agreement. Ongoing Monitoring and Follow-up - Contribution recipients will be instructed to submit both financial and activity reports to assess the project s effectiveness once a contribution is signed. Union Concurrence-If applicable, written evidence of union concurrence with the proposed activities will be sought. Labour Market Information Please note that no expenditures can be reimbursed for activities outside the start and end dates of the agreement funding period. As an applicant, it is important for you to understand what program staff must consider before they can recommend your application for funding. Employment Nova Scotia requires that a criteria-based assessment process be used when assessing proposals. A Program Officer must be confident that all key points in your proposal have been addressed prior to recommending your application for funding. While Employment Nova Scotia is assessing your application or proposal for funding, you may be contacted for additional information or clarification. If you have any questions about the terms and conditions of the contribution funding agreement at any time during the process, it is your responsibility to contact Employment Nova Scotia for clarification during the specified period prior to the proposal deadline. Conflict of Interest-All potential or actual conflicts of interest must be disclosed in the proposal. During the operation of the project, any conflict of interest that may arise must be disclosed and resolved to the satisfaction of Employment Nova Scotia. 20

21 SECTION 4- COMPLETING THE PROPOSAL Section 1: Proposal Information Program under which you are applying Name of Applicant The name that your organization commonly uses. Legal Name of Applicant (if different) -This is the legal name under which the organization is incorporated (i.e NS Inc.) Mailing Address, Telephone, Fax and Address The address to which all correspondence will be sent. Provide the address for the physical location/site where the project activity will be taking place, if different from the mailing address above. If the activities will take place at a number of sites throughout the community then all should be indicated in the proposal. Name, Title, telephone number and of Contact Person with whom Employment Nova Scotia will follow-up with on any outstanding items and will negotiate with on the proposal. Language of Correspondence-indicate the language of your preference (both written and spoken) If the proposed activities will take place in a workplace that has a collective agreement in effect, union concurrence is a condition for recommending funding and must be obtained in writing (refer to guidelines specific to the program for specifics on applicability). Section 2: Proposal Description and Budget To ensure the proposal includes the necessary information and requirements, the elements outlined below should be included in the proposal: Project Title-the project title will be used when referring to the proposal. (Use only if applicable) Provide the estimated start and end dates of the project. These dates are tentative and may be subject to change during proposal assessment. 21

22 Total Number of Participants, including participant groups to be served. A participant is an individual who is being served in some way by the project, for whom the project outcome is related to their own outcome, and has information gathered about them and their outcomes. Proposal Description Your proposal should be written as a separate document, using the following headings. 1. Project Summary 2. Project Objectives 3. Proposed Activities 4. Expected Results and Means by which success will be measured 5. Description of Targeted Participants or Beneficiaries 6. List of Partner Organizations, Contributions by Partnering Organizations 7. Applicant s Background, Mandate and Expertise 8. Past Projects with Employment Nova Scotia, or other funders and their achievements 9. Evidence of Community Support BUDGET DETAIL REQUIREMENTS This document details specific requirements for information / justification in the budget template. These details are necessary to complete the assessment of your proposal and ensure that requested amounts are eligible, reasonable, and meet Employment Nova Scotia requirements. Program Delivery-Salaries Includes the wages for all staff working directly on the project (e.g. Coordinator, Project Manager, Administrative Assistant, etc.). As part of your proposal you should include information about the skills and experience that staff should have, as well as the duties you would expect them to perform. Provide 22

23 detail in your proposal for each position: the number of hours to be worked per week, and the hourly rate. Position List the title of the position(s) that you would like to include as part of your application. No. of weeks Indicate the number of weeks each position will be required for in the project Cost per week Indicate the gross salary for each position. Total Multiply the number of weeks by the cost per week to show a total gross wage for that position. Project Staff MERCs MERC stands for Mandatory-Employment Related Costs. All employers are required to remit employee and employer premiums for Employment Insurance (EI) and Canada Pension Plan (CPP). Employment Nova Scotia reimburses for only the employer s share of these mandatory costs. Other HR Related Costs (also called supplementary or extended benefits) This may include additional benefits in an established employee benefit package, along with specific details. Some examples of extended benefits are medical and dental coverage. The information provided must include information outlining what these non- MERC benefits are, the costs involved, and what portion Employment Nova Scotia is being asked to cover. Operational- Standard A number of costs items may be claimed under this category. Please provide relevant details regarding these costs in your proposal, particularly: Professional Fees These are fees charged by an individual, company or organization providing support to the delivery of the proposed activities. Provide a rationale why this expense is essential 23

24 to the success of the project. An example is a consultant who you contract to deliver a portion of the proposed activities. Travel Costs Detail the nature of the project related travel costs: the frequency of anticipated travel, cost estimates and a rationale why this travel is essential to the success of the project. Rent This includes facility rental that is required for the project. Include total square footage of the additional space as well as the cost per square foot. Participant Program Delivery costs Where required please provide specific details Exceptional-Capital Costs Capital costs are defined as purchased items (individually or like-items as a group) that have a value in excess of $1000 and would have long term value beyond the duration of the agreement. Examples of capital costs would be the purchase of computers, equipment, and office furniture. When applying for capital costs: 1. State why the capital purchases are essential to the achievement of objectives. 2. Justify purchase over lease. Employment Nova Scotia will want to consider the lowest cost option. Include quotes or estimates that will show that purchasing in the long run will be a better value. 24

25 SECTION 5- ASSESSMENT GRID Assessment grid for : Call for Proposal April, 2012 Employment Assistance Services(EAS) West Hants/ Windsor area Applicant: Assessor: Date received: Date Assessed: Application Eligibility yes No 1. Proposal received no later than the stated closing date/time for this CFP 2. All required documents provided as specified 3. Reference( person with knowledge of the organizations financial and skill capacity- full name, address and contact information provided) 4. Applicant meets eligibility criteria (outlined in section 2.1.5) 5. Proposal meets CFP requirements in terms of clients identified and range of funding and location(s) of service outlined in CFP. If there is a no response to any of the questions above, this proposal will not be considered further. Summary of assessment Max score % of total notes A. Organizational Experience 25 25% A.1 Mandate and client focus: The applicant has previously demonstrated experience in providing the requested services targeted to the client group identified in the CFP; unemployed individuals in West Hants; or, in providing the requested or similar services to a different client group. Scoring Guide: The applicant has experience delivering Employment Assisted Services and understanding the needs of the 10 10%

26 Unemployed Persons in West Hants County, and the description provided is clear, complete and detailed. The applicant's mandate and background are described in detail and have demonstrated an appropriate and stable governance structure and financial stability. The applicant has some experience providing the desired services and has some understanding of clients needs but to a lesser degree, or little information is given. The applicant's mandate and background are included but lack detail. The applicant has little or no experience delivering the desired services or supporting the particular client group. The applicant has provided no or little information on their mandate and background A.2. Past Projects and Achievements: Past projects and their achievements (program results) indicate the applicant has the organizational capacity to deliver the proposed service, including the appropriate internal policies and procedures to support the project (human resource planning, staff training and development, complaint resolution, IM/IT, conflict of interest guidelines, etc.). (See Section A.2 of the Guide.)Note: When assessing this factor references will also be considered. The applicant has demonstrated success in achieving agreed-upon results on past projects and/or initiatives (more than one) funded by either ENS,HRSDC / SC or other funders The applicant has delivered only one successful project OR has been only partially successful in achieving agreed-upon results on past projects/initiatives. The applicant has no experience delivering projects of a similar nature, OR did not achieve the expected results, OR has provided little or no information. A.3 Financial Management: The applicant has demonstrated the ability to successfully administer/manage funding from ENS/HRSDC / SC, other government departments, charitable organizations, and/or private sector partners. (See Section A.3 of the Guide.) Scoring Guide The applicant's financial controls and bookkeeping practices for previous projects are clearly described and were suitable % % 4-5

27 for the project(s) in question. The applicant's (past) financial controls/bookkeeping practices appear sound, but the description lacks some elements. The applicant does not mention, nor had inadequate financial controls. Total - Organizational Experience B. Proposed Service Delivery Approach and Activities 30 30% B.1 The applicant's plan to manage the project includes clear objectives and a detailed implementation plan/workflow with appropriate and realistic milestones. Service will be provided in both official languages where required. (See Section B.1 of the Guide) Scoring Guide Applicant's plan to manage project is clear, complete and will likely lead to successful implementation of the project: it contains monthly or quarterly milestones; it outlines a plan to monitor project achievements regularly and adjust activities if necessary. It includes tools and supports such as Common Assessment, a client data tracking system, diagnostic tools. Project objectives are clear, concise, and achievable. Applicant's plan to manage project is somewhat clear, is missing some elements, and/or may need modifications in order to ensure successful implementation. Applicant's plan to manage project is unclear, is missing a number of essential elements, and will likely not be sufficient to ensure successful implementation. B.2 The proposal includes plans/activities on how outcomes/results outlined in the Guide will be achieved in the context of the project. The applicant has described a suitable plan to monitor achievement of results and adjust work plans, as required. (See Section B.2 of the Guide) Proposed results are clear, complete and measurable - for example: assess 525 clients. Applicant has appropriate system to measure, monitor and report participant progress and project success, including a plan to review and adjust activities if targets are not being met (client 5 5% %

28 contacts/surveys at specified points to monitor client satisfaction and achievements, quality assurance reviews of client files, monthly project reports and results are used to guide future planning) Proposed results are somewhat confusing, are missing some elements, and/or are not all measurable. Proposed system to measure, monitor and report on project results is missing some elements, but could be adequate with a few minor modifications. Proposed results are unclear, not measurable, or missing a significant number of elements. Proposed system is unclear or missing a significant number of elements. B.3 The proposal includes appropriate service standards (e.g. client satisfaction, speed of service, quality, resource maintenance, handling complaints, resolving IT problems etc.). (See Section B.3 of the Guide) Scoring Guide Applicant has clear and appropriate service standards related to: speed of service - e.g. wait time to access the program, management of the wait list, responding to inquiries, processing payment claims quality - client service (courtesy, professionalism), client record-keeping, referrals to other agencies handling complaints - review/oversight mechanism resolving IT problems Applicant's service standards are somewhat confusing or are missing some elements. Applicant's service standards are unclear or are missing a significant number of elements. B.4 The facility to be used is suitable for the proposed activities (e.g. appropriate size and location, fully accessible). (See Section B.4 of the Guide) Scoring Guide Proposed facility is appropriate in terms of amount of space and accessibility for employees and clients. space for offices, meeting rooms, reception space to ensure privacy during individual client sessions accessible via public transit, and/or parking available accessible to persons with disabilities % % 3

29 Proposed facility is somewhat lacking and not as accessible. 1-2 Proposed facility is inappropriate in terms of size and/or accessibility. B.5 Overall, the proposal is practical and feasible, and meets the objectives and priorities of the program. (See Section B.5 of the Guide) Scoring Guide Clear evidence that applicant understands the community and EAS criteria and priorities, and has an appropriate plan to handle clients who do not meet the eligibility criteria. applicant understands difference between programs available to active EI claimants/reach-back clients and non-ei-eligible activities are targeted to achieving results related to employment applicant knows what other services are available in the community Some evidence the applicant understands criteria and options available for client groups Little or no evidence the applicant understands criteria and options available for client groups B.6 Client Labour Market Issues, Exploring Self-Employment, Career Decision Making and Marketing and Outreach Strategy. (See Section B.6 of the Guide) Client Labour Market Issues- (4) Clear evidence of how the applicant will work with individuals with labour market issues specific to Hants West County, e.g. Literacy, seasonal work, etc. Some evidence of how the applicant will work with individuals with labour market issues. Little or no evidence of how the applicant will work with individuals with labour market issues. Exploring Self-Employment/ Career Decision Making (4) Clear evidence the organization has the capacity to support clients exploring self-employment as an employment option in the career decision making process. Some evidence the organization has the capacity to support clients exploring self-employment as an employment option in the career decision making process % %

30 Little or no the organization has the capacity to support clients exploring self-employment as an employment option in the career decision making process. Marketing and Outreach Strategy (3) Clear evidence of plan to market services to recruit clients, including under-serviced and multi-barriered groups Some evidence of plan to market services to recruit clients, including under-serviced and multi-barriered groups. Little or no evidence of plan to market services to recruit clients, including under-serviced and multi-barriered groups TOTAL - Service Delivery Approach and Activities C. Proposed Human Resource Plan C.1 The applicant has identified and provided a sound rationale for the number and categories of staff with clear roles (management, officers, and support staff) and responsibilities based on scope of work/service delivery model. (See Section C.1 of the Guide) Scoring Guide Ratio of management and staff appropriate. Ratio of staff to clients is appropriate based on the service delivery model involved. Ratio could be appropriate with minor modifications. Ratio of staff to clients may be appropriate with a few minor modifications. Ratio is inappropriate (heavy in management/other staff), ratio of staff to clients appears unreasonable or unable to assess. C. 2 The applicant has appropriate human resource policies in place for the project (e.g. pay and benefits, leave, professional development, travel, employment equity, accommodation for persons with disabilities, etc.). (See Section C.2 of the Guide) Scoring Guide Applicant has appropriate human resource policies and procedures for the project: pay and benefits leave professional development % 5 5% %

31 travel employment equity accommodation for persons with disabilities HR policies and procedures are missing some elements, but could be adequate with a few minor modifications. HR policies and procedures are unclear or are missing a number of key elements. C. 3 The applicant already has experienced/qualified project staff with the appropriate job-related skills, OR has a suitable plan to recruit and orient them (including details on required qualifications, hiring process, and training). (See Section C.3 of the Guide) Scoring Guide Applicant has qualified and experienced project employees with appropriate job-related skills (manager/ coordinator, job developers, and/or support staff) on staff, OR has a suitable plan to recruit and orient them (including details on required qualifications, hiring process, training) to deliver activities/services. Applicant has recently identified project staff with suitable qualifications OR has a recruitment and orientation plan that may be suitable with a few modifications. Applicant has not clearly identified project staff and has not outlined a plan to recruit and train them. TOTAL- Human Resource Plan % D. Proposed Community/Labour Market Knowledge 10 10% D.1 The applicant has demonstrated how the project links to labour market needs by clearly showing an understanding of the labour market needs and priorities and the community to be served. The applicant's mandate relates directly or indirectly to the client group and/or activities targeted by this CFP (See Section D.1 of the Guide). Scoring Guide The proposal incorporates clear evidence that applicant understands the needs of the community to be served e.g. provides geographic, socio-economic, labour market data; understands both the supply and demand sides and has applied their knowledge in linking the particular project to 5 5%

32 the community needs. Some evidence that applicant understands the needs of the community to be served Little or no evidence that applicant understands the needs of the community to be served D. 2 The applicant has a suitable plan to integrate service with existing resources and programs in the community. (See Section D.2 of the Guide). Scoring Guide Clear evidence that the applicant has applied their understanding of the existing programs and resources in the community in a way that shows that clients will be referred appropriately. Some evidence that the applicant has applied their understanding of the existing programs and resources in the community (appropriate referrals). Little or no evidence that the applicant has applied their understanding of the existing programs and resources in the community(appropriate referrals) TOTAL - Community/Labour Market Knowledge % E. Budget 20 20% E1. The project costs are eligible, itemized, and reasonable and support the project activities either directly or indirectly (Budget Template, Cash Flow Forecast). EITHER the proposed activity does not involve subcontracting, OR the rationale and process for selecting sub-contractors is clear. (See Section E.1 of the Guide) Scoring Guide Costs are itemized and directly relate to proposed activities and may require some negotiation. Cash flow is complete and reasonable in relation to proposed activities. Applicant's proposal does NOT involve sub-contracting, OR applicant has a reasonable process to select the sub-contractors, so as to avoid any perception of conflict of interest and achieve value for money. Costs are itemized and most relate to proposed activities. Applicant's process for selecting sub-contracting may be suitable with minor modifications. 6 6%

33 Costs aren't clearly itemized and/or don't relate to proposed activities. Applicant has not specified the process to be used to select the sub-contractors, or it is inadequate. E2. Participant costs versus all other project costs are reasonable OR within percentage range if stated and are reflective of prevailing rates within the community (Budget Template). (See Section E.1 of the Guide) Scoring Guide Participant costs vs. all other project costs are reasonable in relation to overall project activities and costs. May require some negotiation. Participant costs vs. all project costs are high in relation to overall project activities and costs. Will require negotiation. Participant costs vs. all project costs are unreasonable 0 E3. Staff wage rates are within acceptable range according to local labour market information (Budget Template). (See Section E.1 of the Guide) Scoring Guide Proposed wages are reasonable and reflective of prevailing wage rates Proposed wages may be reasonable but require negotiation 1 Proposed wages are unreasonable 0 E4. Capital Costs and all other project costs are reasonable and relevant to the project (Budget Template, Cash Flow Forecast). (See Section E.1 of the Guide) Scoring Guide There are no capital costs, OR capital costs are necessary to achieve project objectives and are reasonable. There are capital costs necessary that require some modification. Capital costs are unnecessary in relation to project objectives or are unreasonable. E.5 Sound administrative and financial management processes in place to manage project budget including adequate financial controls (e.g. re. good bookkeeping procedures, signing authorities, audits). (See Section E.5 of the Guide) Scoring Guide % % % %