Request for Proposal. Workforce Innovation and Opportunity Act. Out-of-School Youth Program

Transcription

1 2015 Request for Proposal Workforce Innovation and Opportunity Act Out-of-School Youth Program Issued by: Trumbull County Department of Job and Family Services (TCDJFS) Workforce Investment Board of Trumbull County 280 North Park Avenue Warren, Ohio Funding Source: Workforce Innovation and Opportunity Act Date of Issue: June 2, 2015 IMPORTANT NOTICE The Trumbull County Workforce Innovation and Opportunity Board must receive four (4) copies of the completed Request for Proposal, no later than 3:30 p.m. June 26,

2 TABLE OF CONTENTS Item Page Notice of Request for Proposals 3 Background and General Information 4 RFP Purpose 4 Mission, Vision and Goals 5 Eligible Bidders and Subcontracts 6 Procurement Timeline 7 Proposal Instructions 7 Scope of Services 8 Fourteen Program Elements for Procurement 9 Youth Eligibility 10 Contractor Qualifications 11 Contractor Responsibilities 11 Terms and Conditions 12 Performance 13 Evaluation of Proposals 13 Proposal Scoring Guide 14 Proposal Narrative Score Sheet 15 Instructions for Proposal Narrative 17 Submission Instructions 18 Requested Forms to be Returned Proposal Summary (Not included in this packet) Program Narrative (Not included in this packet) One Page Budget Narrative (Not included in this packet) Budget Guidelines 20 Budget Forms Youth Program RFP Budget & Instructions 21 Line Item Budget 22 Required Program Elements (14) Program Planning Worksheets 23 Signature Page 37 2

3 Notice of Request for Proposals (RFP) Due Date: Submittal Location: Bidding process: Services: Contract Type: June 26, 2015 at 3:30 p.m. Judith O. Williams WIOA Employment/Training Supervisor Trumbull County Department of Job and Family Services 280 North Park Avenue, Suite 1 Warren, Ohio Competitive WIOA Out of School Youth Services Cost Reimbursement Contract Term: August 1, 2015 July 31, 2016 RFP Contact: Judith O. Williams Judith.Williams@jfs.ohio.gov RFP Issued: June 2,

4 Background and General Information Workforce Innovation and Opportunity Act (WIOA) of 2014 Funds for this RFP are made possible by the United States Department of Labor s Workforce Innovation and Opportunity Act of WIOA supersedes the Workforce Investment Act (WIA) of It is designed to help jobseekers access employment, education, training and support services to succeed in the labor market and to match employers with the skilled workers the need to compete in the global economy. WIOA emphasizes services to disconnected youth to prepare them for successful employment by requiring that a minimum of seventy-five percent of youth formula program funds be used to help Out-of-School Youth (OSY) access services including pre-apprenticeship opportunities that result in registered apprenticeship. WIOA also adds a requirement that at least twenty percent of formula funds at the local level be used on work-based training activities such as On-the-Job Training (OJT), summer jobs and apprenticeship. Through WIOA, the Department of Labor is affirming its commitment to providing high quality services for youth and young adults beginning with career exploration and guidance, continued support for educational attainment, opportunities for skills training in in-demand industries and occupations, and culminating with a good job along a career pathway or enrollment in post-secondary education. The vision ultimately, is for customer-focused services based on the needs of the individual participant. RFP Purpose The purpose of this Request for Proposal (RFP) is to solicit competitive proposals for the delivery of Out-of-School Youth (OSY) services under Title 1 of the Workforce Innovation and Opportunity Act. Contracted services are to be provided August 1, 2015 July 31,

5 WORKFORCE INNOVATION AND OPPORTUNITY BOARD OF TRUMBULL COUNTY MISSION, VISION AND GOALS It is the intent of the Workforce Innovation and Opportunity Board of Trumbull County to provide an equal and open opportunity in the selection of Contractors for workforce development services to youth in Trumbull County. The vision of the Workforce Innovation and Opportunity Board of Trumbull County youth system is to assist youth to become lifelong learners who have the skills and opportunities to support long-term success in the job market. The mission of the Workforce Innovation and Opportunity Board of Trumbull County youth services is to facilitate the development of a coordinated, self-sustaining youth development and employment system that meets and anticipates the needs of future workers and employers. The overall goal for the provision of funds under this procurement is to assist youth ages in achieving major educational attainment, skill development and/or employment in in-demand occupations. Services should be designed and delivered in a manner that maintains focus on and is relevant to job placement, career development and educational attainment. 5

6 Eligible Bidders and Subcontracts Proposing organizations may be public or private, for profit or not-for-profit entities. Both the Act and the Trumbull County WIOA Board encourage partnering and collaboration to deliver the most effective services to have the greatest possible community impact. If your proposal involves a partnership or subcontract, you should provide a letter of commitment generally outlining the partnership and the activities or services of each of the partners. Before funding, partnerships must be firmly established by means of formal Memorandum of Understanding (MOU). The MOU, whether developed as an umbrella agreement with a variety of agencies, or independently with a particular partner must contain, at a minimum, the following information: A description of which youth services will be provided by each partner How the costs of services and operating costs of the partnership will be funded Method of referral between partners Duration of the Memorandum and procedures for amending the Memorandum Other provisions as agreed upon by the parties to the MOU A Bidders conference will be held on the following date. While bidders are not required to attend and will not be penalized for nonattendance, attendance is strongly encouraged to ensure understanding of the agency s desired outcomes for services and program design and management requirements. Date and Time: Location: June 2, 2015, 10:00 a.m. Trumbull County Dept. of Job and Family Services 280 North Park Avenue, Suite 1 Warren, Ohio All questions related to WIA youth programming and this RFP should be directed to: Judith O. Williams WIOA Supervisor 280 North Park Ave., Suite 1 Warren, Ohio Judith.Williams@jfs.ohio.gov 6

7 Procurement Timeline May 23, 2015 June 2, 2015 June 26, 2015 Must be received by 3:30 p.m. June 29 July 10, 2015 August 1, 2015 Public Notice Bidders Conference Trumbull Co. Dept. Job & Family Services/One- Stop 280 N. Park Avenue, Suite 1 Warren, OH RFP applications are due at the Trumbull CO. Dept. of Job & Family Services/One-Stop. Please send to: Judith O. Williams, WIA Employment/Training Supervisor Evaluation Process Contract Period begins Proposal Instructions Submit all questions regarding this Request for Proposal to Judith.Williams@jfs.ohio.gov until June 25, Proposals must be received at the Trumbull County Department of Job and Family Services (TCDJFS) office by 3:30 p.m. on June 26, Proposals may be mailed or delivered. TCDJFS will not accept proposals submitted by facsimile or other electronic transmission (e.g., Internet, ). Any proposals not received by TCDJFS at the designated place and by the designated time and date will be rejected. Four copies of the proposal and attachments must be submitted.. TCDJFS and the Workforce Innovation and Opportunity Board reserve the right to: Accept or reject, in whole or in part, any or all proposals received as a result of this request, or to cancel in part or in its entirety this RFP; Fund proposals/contracts at any level deemed appropriate. Final awards may differ from amounts requested. Any organization submitting a proposal may choose not to accept an award if the full amount requested in the proposal is not awarded; Negotiate price, technical, or other revisions to a proposal before a contract is awarded; Request additional information in order to clarify specific items; however, all proposals are considered final upon receipt; Waive informalities in proposals; Negotiate with all qualified sources if it is in the best interest of TCDJFS and the Workforce Innovation and Opportunity Board of Trumbull County. 7

8 Program Parameters and Specifications Scope of Services The Workforce Innovation and Opportunity Act (WIOA) requires that Youth Program Delivery includes Pre-enrollment activities, Program Design and Program Elements. A. Pre-enrollment Activities encompass outreach, recruitment, intake, initial assessment i.e. identification of barriers and appropriateness for the program, referrals and determination of eligibility. Except for outreach and recruitment, all services are being provided in-house. The bidder will be responsible for outreach and recruitment which include identifying potentially eligible youth, working with them and their parents and guardians to secure necessary documentation and communicating with community organizations and schools regarding recruitment options. Intake, Eligibility Determination, and Registration include completion of the WIOA Youth application verification of the information provided for the application, and determination that the youth applicant meets the eligibility criteria established by WIOA. The application is standardized and it is the bidder s responsibility to ensure that all necessary documentation is available for the WIOA staff taking application. B. Program Design includes Objective assessment, development of an Individual Service Strategy, and Provision of Services. Objective Assessment involves: i. Identifying appropriate services including the identification of career pathways. ii. It also involves assessing the academic levels, the skill levels and the service needs of each iii. participant. It ultimately involves reviewing the youth s basic skills, occupational skills, prior work experience, interests, aptitudes, employability, development needs and support service needs. Individual Service Strategy (ISS) is a written individualized plan identifying a career pathway that includes: education and employment goals, appropriate achievement objectives, and appropriate services for each participant. The ISS will clearly connect the services provided to each youth with the outcomes achieved between WIOA enrollment and exit. This should directly link to one or more of the performance measures (provided in-house in conjunction with successful bidder). Provision of Services The Youth Program under WIOA is designed to provide: i. Activities leading to the attainment of a secondary school diploma or its equivalent, or a recognized post-secondary credential ii. Preparation for post-secondary educational and training opportunities iii. Strong linkages between academic instruction and occupational education that leads to the attainment of recognized post-secondary credentials. iv. Preparation for unsubsidized employment opportunities, as appropriate v. Effective connections to employers, including small employers, in-demand industry sectors and occupations of the local and regional labor markets. Additional Services that youth must be provided are: i. Information regarding the full array of applicable and appropriate services which are available through local board or eligible providers or OhioMeansJobs (OMJ) center partners; ii. Referrals to appropriate training and educational programs that have the capacity to serve the participant either on a sequential or concurrent basis. 8

9 Program Elements WIOA requires fourteen (14) program elements, WIOA section 129(C)(2), to be accessible to all enrolled youth as needed. For the purposes of this RFP, services must be available either directly in-house or through vendored or leveraged agreements. Which of these fourteen elements will be accessed by a youth will depend on the needs and outcome goals documented in the youth s ISS. The fourteen program elements improve youth s educational achievement; prepare youth for entry into and success in employment; and support youth development. 1. Tutoring, study skills training, instruction and evidence-based dropout prevention and recovery strategies that lead to completion of the requirements for a secondary school diploma or its recognized equivalent (including a recognized certificate of attendance or similar document for individuals with disabilities), or for a recognized post-secondary credential. 2. Alternative secondary school services or dropout recovery services, as appropriate. 3. Paid and unpaid work experiences that have as a component, academic and occupational education which may include: Summer employment opportunities and other employment opportunities available throughout the school year Pre-apprenticeship programs Internships and job shadowing On-the-Job training opportunities Under WIOA, the Department of Labor has mandated that 20% of a local area s Youth budget must be spent on the activities under Element 3. Proposers should take this mandate into account as they develop services for youth. 4. Occupational skill training primary occupational skills to perform tasks and technical functions required by specific occupational fields. This will include priority consideration for training programs that lead to recognized post-secondary credentials that are aligned with in-demand industry sectors or occupations in the local area. 5. Education offered concurrently with and in the same context as workforce preparation activities and training for a specific occupation or occupational cluster. 6. Leadership development opportunities which may include community service and peer centered activities encouraging responsibility and other social and civic behaviors as appropriate. 7. Supportive Services that may include linkages to community services and/or assistance with transportation, childcare, housing, referrals to medical services, and the provision of appropriate work attire and work-related tools. These may also include needs related payments, as well as assistance with educational testing cost and accommodations for youth with disabilities. 8. Adult Mentoring for the period of participation and a subsequent period for a total of not less than twelve (12) months. 9. Follow-up Services for not less than twelve (12) months after the completion of participation, as appropriate. 10. Comprehensive guidance and counseling which may include drug and alcohol abuse counseling, as well as referrals to counseling, as appropriate to the needs of the individual youth. 11. Financial Literacy Education which may include household budgeting, savings plans, educational student loans, credit reports/score. Generally, the knowledge and skills to achieve long-term financial ability. 12. Entrepreneurial skills training include instructions on how a young person may start a business, as well as the value of running a business. 9

10 13. Services that provide labor market and employment information about in-demand industry sectors or occupations available in the local area, such as career awareness, career counseling, and career explorations services. 14. Activities that help youth prepare for and transition to post-secondary education and training. The funding and operational period for this RFP is August 1, 2015 through July 31, The ultimate number of Out-of- School Youth to be served will be dependent on available funding and will be negotiated with the successful proposer(s). For this particular request, up to 100, Out-of-School youth are being sought for WIOA services for Program Year 15 (July 1, 2015-June 30, 2016). Youth Eligibility To be eligible for WIOA a youth may be In-School or Out-of-School and must meet certain eligibility criteria. For the purpose of this RFP, focused on Out-of-School Youth (OSY), the following are the eligibility criteria: Must be between the ages of Not attending any school at the time eligibility is determined Meet at least one of the eight identified criteria (formerly barriers) 1. Be a school dropout 2. Be a homeless individual, homeless child or youth, runaway, or in forster care or has aged out of the foster care system 3. Be pregnant or parenting 4. Be an individual with a disability 5. Be an individual subject to the juvenile or adult justice system 6. Be within the age of compulsory school attendance, but has not attended school for at least the most recent complete school year calendar quarter If the OSY meets one of the criteria above, that youth does not need to be low income. 7. Be a Low-Income individual who is a recipient of a secondary school diploma or its recognized equivalent, and: o Basic skills deficient, or o English language learner 8. Be a Low-Income individual who requires additional assistance to enter or complete an educational program or to secure or hold employment. These types of Out-of-School youth must still be low income. Generally, youth must be a U.S. citizen or an alien authorized to work in the U.S., an Ohio resident, and be properly registered for selective service as appropriate. School status is determined for youth 18 or older as of the youth s enrollment into WIOA and remains the same during his/her participation. 10

11 Contractor Qualifications All businesses/organizations must meet a minimum of administrative and fiscal capacity in order to contract with the Workforce Innovation and Opportunity Board of Trumbull County. Therefore, ALL applicants must substantiate the following Documentation of Qualifications. This includes agencies that currently or recently contracted with the previous Workforce Investment Board (WIA), now Workforce Innovation and Opportunity Board of Trumbull County. Ensure one copy of all documentation is attached to the original proposal at time of submission. Failure to satisfactorily substantiate the following documentation could result in your submission being viewed as non-responsive. No faxed or electronic documentation will be accepted. Qualifications shall remain valid through August 31, Documentation of Qualifications Legal Entity (*Proof of Incorporation, 501(c)(3), etc.) Written Personnel Policies including Drug Free Workplace and Child Support Enforcement Written Conflict of Interest Policy for Staff and Board Written Grievance Procedure for Customers/Clients Must have funding exclusive of the Workforce Innovation and Opportunity Board of Trumbull County (Must submit revenue documentation [Financial Resources]). Proven Fiscal Capacity including Capacity for Fund Accounting Provide a copy of last year s audit report Contractor Responsibilities Program success is contingent upon the ability of the Contractor to meet the demands of managing and administering the program in a dynamic environment. Contracts awarded will be based on cost reimbursement with allowable costs limited to those reasonable and necessary for the effective and efficient performance of the contract services. With the written approval of the Workforce Innovation and Opportunity Board of Trumbull County, Contractor may subcontract specific activities to providers by following proper legal procurement procedures. Contractor responsibilities include, but are not limited to: 1. Oversight of subcontractors, 2. Program operations and fiscal management, 3. Monitoring/evaluation, 4. Client tracking and documentation, 5. Timely billings and reports, 6. Timely reporting or required data/information 7. Cooperation and coordination with Workforce Innovation and Opportunity Board of Trumbull County staff and other Contractors doing related work, 8. Meeting contractual goals and performance outcomes, 9. Contractors must comply with applicable Department of Labor and Industry regulations, and child labor laws. In addition, Contractors may be responsible for collecting, processing and maintaining the appropriate payroll information, and 10. Contractors must provide a statement showing a willingness to comply with all applicable public policies, e.g., Sectarian Activities, Political Contributions, Lobbying, Terrorists Activities, etc. 11

12 Terms and Conditions Assurances All organizations/partnerships awarded contracts will be asked to provide assurances stating: Organizations involved are legal. Organizations are not barred from receiving federal funding. Federal dollars will not be used for lobbying on behalf of this program. A safe and healthy environment will be provided. Equal Opportunity laws and guidelines will be followed. Budgets and Fiscal Operations Programs should be aware that funding is contingent upon the solvency of the proposing organization. Organizations or partnerships should be able to operate independent of any funding authorized under the Workforce Innovation and Opportunity Act. Partnerships and/or organizations that operate programs funded with other funding sources should be prepared to submit a cost allocation plan. Nonprofit program operators may only submit for reimbursement of actual costs. If the applying entity is a for-profit organization, profit margins must be negotiated independent of contract costs. 1. This RFP does not commit the TCDJFS to award a contract. 2. No costs will be paid to cover the expense of preparing a proposal or procuring a contract for services or supplies under WIOA. 3. All data, material, and documentation originated and prepared by the bidder pursuant to the contract shall belong exclusively to the TCDJFS and be subject to disclosure under the Public Information Act. 4. Proposals should follow the format set forth in the Contents and Format Requirements and Instructions for Proposal Narrative sections of the RFP and adhere to the minimum requirements specified therein. 5. Formal notification to award a contract and the actual execution of a contract are subject to the following: receipt of WIOA funds granted under the WIOA plan; results of negotiations between selected bidders and TCDJFS staff; and continued availability of WIOA funds. 6. Any changes to the WIOA program, funding level, or board direction may result in a change in contracting. In such instances, the TCDJFS will not be held liable for what is in the bidder s proposal or this Request for Proposals package. 7. Proposals submitted for funding consideration must be consistent with and, if funded, operated according to the federal WIOA legislation, all applicable federal regulations, State of Ohio policies, and TCDJFS policies and procedures. 8. Bidders selected for funding must also ensure compliance with the following, as applicable: U.S. DOL regulations 20 CFR Part 652 and 48 CFR Part 31; Office of Management and Budget (OMB) Circulars A-21, A-87, A-110, A-122, and A-133 as applicable. 9. All grievances arising out of WIOA or this RFP must be filed according to the TCDJFS s established grievance procedures. 10. Bidders must accept liability for all aspects of any WIOA program conducted under contract with the TCDJFS. Bidders will be liable for any disallowed costs or illegal expenditures of funds or program operations conducted. 11. Bidders will allow local, state, and federal representatives access to all WIOA records for three years, beginning on the last day of the program year. 12. The contract award will not be final until the TCDJFS and the bidder have executed a mutually satisfactory contractual agreement. The TCDJFS reserves the right to make an award without further discussion of the proposal submitted. No program activity may begin prior to final approval of the award and execution of a contractual agreement between the successful bidder and the TCDJFS, except when formally allowed. 12

13 Performance The Workforce Innovation and Opportunity Act (WIOA) measures the success of Youth services using six (6) indicators of performance: 1. The percentage of youth participants during a program year that are in an education or training program that leads to a recognized post-secondary credential or employment and who are achieving measurable skill gains toward such a credential or employment, i.e. placement in education/training/employment and in program skill gains 2. The percentage of youth participants who obtain a recognized post-secondary credential or a secondary school diploma or its recognized equivalent during participation in or within 1 year after exit from the program, i.e. credential rate. 3. The percentage of program youth participants who are in education or training activities or in unsubsidized employment during the second quarter (6 months) after exit from the program, i.e. retention in education/training/employment at 2 nd quarter after exit. 4. The percentage of program youth participants who are in education or training activities or in unsubsidized employment during the fourth quarter (twelve months) after exit from the program, i.e. retention in education/training/employment at 4 th quarter after exit. 5. The median earnings of program participants who are in unsubsidized employment during the second quarter (6 months) after exit from the program, i.e. median earnings. 6. The indicators of effectiveness in serving employers established pursuant to clause (IV) which says, Prior to the commencement of the second full program year after the date of enactment of this Act, U.S. DOL and U.S. DOE shall jointly develop and establish 1 or more primary indicators of performance that indicate the effectiveness of the core programs in serving employers, i.e. employer measure. Evaluation of Proposals The Workforce Innovation and Opportunity Board of Trumbull County will contract with a vendor that best demonstrates the ability to meet requirements as specified in this RFP. Proposals will be rated on the following: Qualifications of proposer s personnel who will be providing the activity Completeness and quality of planned program activities and services Previous successful experience in offering the same or similar services Proposer s administrative and fiscal responsibility, record of integrity and business ethics Reasonableness and necessity of proposed costs efficiency and effectiveness of proposed use of funds. Evaluation of Process and Timeline A two-step evaluation process will be utilized. First, the review team will initially review all proposals to ensure they meet mandatory requirements see the minimum proposal requirements checklist on the following page. Second, proposals that complete the minimum proposal requirements will be evaluated using the score sheet below. 13

14 PROPOSAL SCORING GUIDES Following are the three Proposal Scoring Guides that will be used to evaluate each proposal: Minimum Proposal Requirements Scoring Sheet Proposal Narrative Scoring Sheet Summary Scoring Sheet MINIMUM PROPOSAL REQUIREMENTS SCORING SHEET All proposals will be reviewed for the following minimum requirements. Any proposals not meeting these requirements will not be considered. Proposal submitted by Proposal was submitted by the due date. Yes No Budget is reasonable and necessary for proposed activities. Yes No The proposing organization is an eligible organization. Yes No The proposal includes a 1-page summary. Yes No Format requirements 12-point font Yes No 1-inch margins Yes No 4 copies Yes No Maximum of 20 pages Yes No Attachments/Assurances Program design forms Yes No Letters of commitment/mous (as needed) Yes No Signed submission form Yes No Required budget forms Yes No Organization is legal Yes No Organization is not barred from receiving federal funding Yes No Organizational capacity statements/qualifications Yes No Financial Resources Yes No Record of Integrity (written policies, requirements) Yes No Federal dollars will not be used for lobbying on behalf of this program Yes No 14

15 PROPOSAL NARRATIVE SCORE SHEET All proposals meeting the minimum requirements will be reviewed against the following criteria. Scale Definitions 0 Not Addressed 1 Mentioned but not explained 2 Some explanation, but little specific detail or details are inconsistent 3 Some specific detail, but still has gaps 4 Clearly and thoroughly addressed CATEGORY CRITERIA RATING Program Elements The proposal describes the program element(s) to be provided in detail (30) The specific curriculum, tools, activities are included The proposal describes the partnerships being utilized to provide the elements Service Delivery (5) Outcome and Outputs (5) WIOA Performance Measures Addressed (10) 12-Month Follow Up Activities The proposal describes the relationship and commitments of other agencies involved in this project. The proposal describes the target population and number of youth to be served. The proposal describes program recruiting and retention methods Recruiting methods match the characteristics of target population. The proposal describes where and how services will be delivered Proposed location of services will meet the needs of the target population. The proposal outlines how services will be coordinated with OMJ Trumbull The proposal describes the planned outcomes for each program element. Planned outcomes are measurable, directly related to proposed services and realistic for target population. The proposal explains how program outcomes will be measured The proposal describes program outputs (evidence that services were provided) for each program element provided. Program outputs directly related to services provided The proposal describes WIOA performance measures addressed by the services proposed. The proposal clearly describes the relationship between the performance measures addressed, the proposed services and successful attainment of any of the measures. The proposal describes Follow-Up activities to be conducted (10) The proposal describes process by which a customized follow-up plan will be created for program participant. The proposal describes creative, innovative, and successful methods to ensure communication with program participants after exit

16 Program Management (20) Budget Justification Narrative (20) The proposal demonstrates the relationship between proposal follow-up activities and post exit WIOA performance measures The proposal describes the staff qualifications to successfully deliver proposed service job descriptions and resumes provided. The proposal describes the process for screening and assuring staff s background. The proposal describes how program success will be monitored and how reporting requirements will be met. The proposal provides a one-page budget narrative The budget narrative aligns with proposed activities and reflects all major expenditures The proposal includes a realistic budget for the services provided The proposed expenditures are allowable costs

17 INSTRUCTIONS FOR PROPOSAL NARRATIVE The 20-page proposal narrative should include the following sections in this order. 1. Program Elements - Narrative description of each of the fourteen program elements being proposed - Describe in detail the program element to be provided directly by your organization. Include the specific curriculum, tools, activities or any partnerships to be utilized in providing the element. - Describe the specific relationship and commitments of other agencies which may be involved in this project. - Describe the target population and how Out-of-School Youth will be recruited, engaged and retained in the program. - Describe the number of youth to be served (30) 2. Service Delivery - Describe where and how services will be delivered including coordination with the OMJ-Trumbull County (5) 3. Outcomes & Outputs - Describe the planned outcomes (measurable) for each program element provided. - Describe your program outputs (measurable) evidence that services were provided. (5) 4. WIOA Performance - Describe the WIOA performance measures (6 WIOA measures) addressed by the service (s) proposed and the relationship of this service (s) to successful attainment of the WIOA measures. (10) Month Follow-up Activities - Describe the follow-up activities to be conducted. - Describe your methods to ensure communication with program participants after exit. (10) 6. Program Management - Staff positions to be funded. For each position, attach a job description and minimum qualification for the position. For each position which is currently filled, or for which you have identified the specific individual who will hold the position, attach the individual s resume. - Describe your process for screening and assuring your staff s backgrounds are clear and clean for work involving contact with youth. - Describe how your program s success will be monitored. - Describe how the reporting requirements will be met. (20) 7. Provide a one page budget justification narrative: - Give a brief and concise explanation of each budget item in the same order as the line item budget. - Include the method and/or formula for estimating each line item figure that is included in the financial information that was used to determine costs charged for the program and explain how costs were calculated. - For contract and professional services, youth supplies, equipment purchase/lease. - For personnel costs include personnel justification that lists job title (s) rate of pay and hours anticipated to be spent in project activities. - Indicate the number of minimum participants your program would be willing to serve and the budget figures for doing so. - Include required budget forms including Line Item Budget forms. Budget forms do not count toward the 20 page proposal narrative maximum. (20) 17

18 Proposal Guidelines and Submission Instructions Due Date Proposals must be submitted no later than 3:30 P.M., June 26, 2015 Submittal Requirements Judith O. Williams WIOA Supervisor Trumbull County Dept. of Job & Family Services 280 North Park Ave., Suite 1 Warren, Ohio Proposals may be submitted by U.S. mail or other mail carrier service, such as Fed Ex, UPS, or DHL, or hand delivered. Faxed and ed proposals will NOT be accepted. Four (4) copies of the proposal with one original signature page are required. Contents and Format Requirements Each proposal must contain: One-page proposal summary with a brief description of proposed services and activities and partnering agencies. 20-page (maximum) proposal narrative that contains the sections described under Instructions for Proposal Narrative below; no more than 20 single-spaced pages in 12 point font with one-inch margins, including any charts or diagrams used in the proposal narrative. One-page budget narrative. Signed proposal submission agreement. Required budget forms. Required program design worksheets (14). Letters of commitment from all partnering organizations. The 20-page proposal narrative maximum does not include the required one-page proposal summary, one-page budget narrative, required budget forms, required program design worksheets, or letters of commitment. 18

19 REQUIRED FORMS 1) Budget Forms Youth Program RFP Budget Guidelines, Instruction, Line Item Budget 2) Program Planning Worksheets (For each Individual Element 14) 3) Signature Page 19

20 BUDGET GUIDELINES Budget Line-Item Definitions Personnel: Other Contract Costs: Other Participant Costs: Staff salaries and benefits associated with program delivery. List staff names, positions, hours and wage rates. All direct expenses for goods and services purchased for program. This includes costs associated with space rental, utilities, staff travel, and general costs to run the program. This does not include purchases of equipment or expenditures on staff training or development. Please note: items that are not given directly to individual participants are included in Other Contract Costs (e.g. transportation costs associated with van rentals, etc.). Services purchased from vendors (not subcontractors) are also included in Other Contract Costs. Indirect cost allocation is not acceptable for this contract. Participant expenses are items that are spent directly on individual participants. Participant costs are items that can be tracked by individual enrollment. Possible uses include participant support services (i.e. bus tickets to arrive at the project site), participant payments (stipends and wages), participant supplies (items/equipment participants need to complete projects), and participant tuition and fees that may be incurred during enrollment. 20

21 Youth Program RFP Budget & Instructions Vendor Name: Program Name: Program Period: Funds Requested Category Basis Total Amount Staff Positions Fringes (Describe) Other Contract Costs (Describe) Wages Rent Supplies Travel Communications Equipment Allowances Utilities Other Participant Costs (Describe) Subcontracts If any (Describe) 21

22 ORGANIZATION: PROJECT NAME: CONTRACT START DATE: NUMBER OF PARTICIPANTS: LINE ITEM BUDGET CONTRACT END DATE: COST/PARTICIPANT: $ STAFF NAME/POSITIONS RATE HRS WKS ADMIN PROGRAM TOTAL TOTAL WAGES $ STAFF FRINGES BASIC RATE AMT/ MO. MO. IN USE ADMIN PROGRAM TOTAL TOTAL FRINGES $ OTHER CONTRACT COSTS BASIC RATE AMT/ MO. MO. IN USE ADMIN PROGRAM TOTAL OTHER PARTICIPANT COSTS $ SUBCONTRACTS IF ANY(DESCRIBE) TOTAL OTHER COSTS $ TOTAL CONTRACT COSTS $ 22

23 WIA Youth Program Element: Tutoring, study skills training and evidence-based dropout prevention and recovery strategies leading to completion of high school diploma/ged (including a recognized certificate of attendance for disabled. Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCE-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE) Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 23

24 WIOA Youth Program Element: Alternative secondary school services, or dropout recovery services Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 24

25 WIOA Youth Program Element: Paid and unpaid work experiences that have as a component academic and occupational education, which may include: summer employment, pre-apprenticeship programs, internships, job shadowing and On-the- Job training opportunities Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 25

26 WIOA Youth Program Element: Occupational skill training that leads to recognized post-secondary credentials in in-demand occupations/cluster Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 26

27 WIOA Youth Program Element: Education offered concurrently with and in the same context as workforce preparation activities/training for a specific occupation/cluster Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 27

28 WIOA Youth Program Element: Leadership development opportunities which may include community service and peer-centered activities encouraging responsibility and other positive social and civic behaviors Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 28

29 WIOA Youth Program Element: Supportive services which may include assistance with educational testing and accomodations Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 29

30 WIOA Youth Program Element: Adult Mentoring for the period of participation and a subsequent period, not less than 12 months Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 30

31 WIOA Youth Program Element: Comprehensive Guidance & Counseling which may include drug and alcohol abuse counseling and referral as appropriate Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 31

32 WIOA Youth Program Element: Follow-Up services for not less than 12 months after the completion of participation Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 32

33 WIOA Youth Program Element: Financial Literacy Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 33

34 WIOA Youth Program Element: Entrepreneurial skills training Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 34

35 WIOA Youth Program Element: services that provide labor market and employment information about in-demand industry sectors or occupations. Includes career awareness, career counseling and exploration. Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 35

36 WIOA Youth Program Element: Activities that help youth prepare for and transition to postsecondary education and training Percent of program time spent on delivery of services focusing on this program element: 100% Do all youth in program Yes No If no, how many youth OUTCOME (FOR THIS PROGRAM ELEMENT) HOW WILL YOU KNOW IF YOU RE SUCCESSFUL EVIDENCE-BASED PRINCIPLES EVIDENCED-BASED PRACTICES PROGRAM NEEDS ASSESSMENTS USED (PRE/POST TEST IF APPROPRIATE Staff: Space: Materials: PERFORMANCE MEASURES ADDRESSED 36

37 Signature Page Submit one signed original and 3 copies Proposer/Organization Name: Address: Contact Person Name: Title: Telephone #: Fax #: Proposer/Organization website: Federal I.D. Number: Organization Status Public Non-Profit Corporation Private Non-Profit Private for Profit Government Years in Operation: Total Funds Requested: List other agencies you have provided with similar services: Estimated number of youth to be served In compliance with the request for proposals noted above, and subject to the conditions thereof, the undersigned offers to furnish the services requested and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this proposal and is authorized to contract on behalf of the firm named above. Signature: Title: Date: Typed Name: 37