Area 11 Request For Proposal OhioMeansJobs Center Operator & Career Services Provider Questions

Transcription

1 Area 11 Request For Proposal OhioMeansJobs Center Operator & Career Services Provider Questions General Questions Q1. What is the shipping address for delivery of proposals via mail/ups? A1. Our shipping address is 1650 Lake Shore Drive Suite 110 Columbus, Ohio The proposal must be received in hand by March 20 th 5:00pm (EST). Q2. Page 16 Format and Submission - To whom and to what address should we submit our proposal? A2. Please refer to question above. Q3. Also, can we get a copy of the project schedule? A3. WDBCO will negotiate with the selected Job Center Operator and Career Services Provider regarding implementation. Q4. General Question - Can we have a copy of the most recent MOU, as well as the current organizational charts for One-Stop Operator and Career Services? A4. It is posted. We will not provide the organizational chart for the One-Stop Operator and Career Services. We want the bidder to submit an organizational chart based on the bidder's proposal. Q5. Who is the current provider? A5. Central Ohio Workforce Investment Corporation (COWIC) Q6. How many State Merit staff are in each location? (i.e. Wagner Peyser, TAA, etc.) A6. See MOU and Budget. Q7. What partners are actively offering services within the One Stop Centers? A7. All partner services do not have to be offered in the Job Center. See the MOU for the complete list of partners. Q8. How many staff are at each location and what are their job titles? A8. We expect each bidder to recommend their own structure to determine staffing needs based on their experience working with other workforce areas. The RFP is for the main job center, there are no other locations identified. Updated 3/3/17 CG 1

2 Q9. What is the average annual salary for the case management staff? A9. Salaries should be consistent with the bidders s salary structure rather than what is currently being paid. Q10. Will the agency awarded this contract be responsible for IT support for public access? A10. No. but the Job Center operator will be managing the IT support contract on behalf of WDBCO. Q11. Are we required to have career services at the current location? 1111 E. Broad Street A11. Primary Career services offered under this procurement must be provided at the Job Center (1111 E. Broad Street). Q12. Will the Board publish the bidder s conference attendee list? A12. We will publish the attendance list from the bidders conference on our website under Available RFP s Q13. How can we access demographic information for insiders currently using OhioMeansJobs? A13. All jobseekers in the State of Ohio are required to register through ohiomeansjobs.com. This is a platform used for jobseekers who come directly in the job center and virtually. Demographic information can also be accessed through ODJFS website. Q14. Are there any initiatives around engaging people who have dropped out of the job market? A14. We get our market information from Columbus 2020 to determine the needs of central Ohio. Currently, we don t have any direct initiatives engaging people who have dropped out of the job market. Q15. Contract is July 1, 2017 June 30, Will there be a period of implementation or will the awardee have to start on July 1 st? A15. The Job Center operator must be in place by July 1, If there needs to be a transition period for the Job Center Operator or Career Services Provider we have made provisions for this for a 3-month period. RFP Questions Q1. If a bidder selects Option 3, can you confirm that a single proposal is required encompassing both operator and career services provider? A1. Yes. A single proposal is required for both the operator and career services provider as described in the RFP. Q2. If a bidder submits for Option 3, will the bid only be considered for both options (Center Operator and Career Services) rather than for either Option 1 or Option 2; for example, if the bidder is not awarded the Option for Center Operator would it not be considered for Career Services or vice versa? Updated 3/3/17 CG 2

3 A2: If a bidder responds to option 3, the bidder must indicate if they are willing to be one or the other if not selected for both. Q3. RFP page 16 states, "If a bidder applies for both options, all sections must be completed for both roles..." Do the narrative sections labeled "(All Options)" need to be completed twice - once for operator and once for career services provider? For example, do the Executive Summary, Program Design Narrative, Evaluation Plan, Qualifications & Experience, Program Management, etc. sections need to be completed separately for operator and for career services provider or combined? If separately, do the identified page limits apply to each role or to the entire response for both roles? A3. Yes, except for the Executive Summary, each section would need to be completed for each role. Identified page limits apply to each role. Q4.RFP page 24 in "Qualifications & Experience" lists a 5 page limit. Can you confirm that the requested organizational chart, resumes, and job descriptions are not encompassed within the 5 page limit? A4. Organizational Chart and Job Description is not encompassed in the five page limit, they are attachments. Q5.Are tables, charts/graphs, and graphics subject to the 12-point font requirement? A5. Where ever possible yes, please use your discretion. Q6. Reference page 22 of RFP: In reading the description of activities conducted by Business Services as part of Career Services, it appears to be in conflict with the explanation provided at the Bidders Conference. Please clarify. A6. To provide clarity, business services activities within the Job Center will be at the transactional level, such as job fairs and matching job seekers to job openings. What is written in the RFP still stands. Q7. Page 20 Program Design - B. Deliverables - Are there any specific deliverables that the Board would like to have accomplished, i.e., any special populations and/or targeted industries to be emphasized? A7. For the purpose of this proposal, we are looking at Adult & Dislocated Worker populations pursuant to WIOA. For additional information on targeted industries look at page 6 of the RFP. Q8. Page 23 Methodology - A2. Can the Board provide a narrative or chart that shows the delineation of the business services being handled by Board staff as compared to what is being procured under this RFP? A8. Please refer to page 22 & 23 of the RFP for the list of business services to be provided. Q9. Page 23 Methodology - B. Program Schedule - Is there a page limitation for this schedule? Updated 3/3/17 CG 3

4 A10. One Page. Q11.Page 24 Qualifications and Experience - Can the resumes, organizational chart, and contract performance be included as attachments so they do not count towards the 5 page limitation? A11. Yes. Q12. Page 20 Program Design A. Program Design Narrative. The first bullet point asks for performance data for the most recent two program years. May we include this information as attachment that is exclusive of the 3-page limit for this section? A12. No, it must be within the 3-page limit. Q13. In Section II Scope of Work for Job Center Operator, 2. Lists the range of customers that includes youth. To what extent is the bidder expected to provide youth services or are the services determined by the bidder? A13. Based on the Youth s assessment and needs, youth that are eligible for Comprehensive Case Management and Employment Program (CCMEP) should be referred to an identified CCMEP service provider. If the youth is eligible and it is more appropriate to consider them as an adult, the Career Services Provider is expected to provide services to them under adult services. Q14A. Under METHODOLOGY A.2 For Career Services Provider heading (pg. 22) it asks for the process for referring customers for Adult Training Services. Does this include Dislocated Workers? Q14A: Yes. Dislocated Workers also need to be referred for training services. Q14B: Under A.2 For Career Services Provider heading (pg. 22), when it refers to Business Services, is it referring to a team of individuals or to activities/services that would be provided to the employers by the board staff? A14B: The detail activities on page 22 will be performed by the Career Services Provider whether they do it as an individual or as a team. Q15. Page 27, Question 9 If applicable, list all federally funded programs, including funding levels that your organization has administered since January 1, Briefly state whether all funds were spent in a timely manner and in accordance with program purposes and requirements. List the dollar amount of any disallowed costs and how they were reimbursed. Does this include WIOA funded contracts that are administered by local workforce boards? Or does this refer to direct contracts with the federal government? A15. It includes any contracts received either directly from the federal government or from subcontracts and sub-recipient awards and administered in Ohio. Q16. If apply as part of a consortium and consortium is not selected, might you select one of the providers to provide career services outside the consortium? Updated 3/3/17 CG 4

5 A16. If a group of organizations applies as a consortium, their proposal will be evaluated as a group. Infrastructure Q1. Is the 1111 E. Broad Street building currently ADA compliant? A1. Yes Q2. The RFP states any ADA improvements would be a collaborative effort, do funds need to be budgeted in the proposal for ADA improvements? A2. If there are ADA improvements that must be made, WDBCO will do the improvements. Q3. Do we need to budget for facilities costs at the OhioMeansJobs Center? If so, is there an estimate of operational costs and what expenses are included? A3.No. However, the Job Center Operator will be managing facility operation contracts (i.e. IT Support, maintenance, cable, etc.) on behalf of WDBCO. Q4. Will furniture and equipment be available or should we budget for it? A4. Furniture and equipment will be made available to the Job Center Operator. Q5. If the decision was made to move the center, would the selected provider have input on the new facility? A5. Yes, The Job Center Operator and Career Services providers will be consulted. Moving the center will ultimately be the decision of WDBCO. Q6. What is the square footage of the building that is designated for each program? A6. The OhioMeansJobs Center is approximately 17,000 Sq Ft. Q7. Will the equipment, furniture and computer equipment transfer to the new provider? A7.No. It will not be transferred to the new provider. It is the property of WDBCO. Q8. Is an inventory available of items that will transfer to the new provider? A8. No, nothing is transferring. It is the property of WDBCO. Q9. Will the agency awarded this contract be responsible for non-reoccurring building maintenance such as AC, plumbing, general repair and upkeep? A9 Only general maintenance and repairs relating to the Job Center, such as painting, carpet cleaning, etc. Leasehold improvements are the responsibility of the building owner (AC, plumbing, etc.) Updated 3/3/17 CG 5

6 Q10. Will the agency awarded this contract be responsible for reoccurring building maintenance items such as pest, janitorial, and lawn? A10. See Question 9. Q11. Will the agency awarded this contract need to purchase any equipment for the following: a. Computers for staff b. Computers for public access c. Phone systems d. Installation of data lines A11. No Job Center Operator Q1. Are there staffing needs for Customer Service level staff or just for the Manager to oversee the system? A1.The Job Center Operator will be required to provide staff for all the positions needed to operate the center. Q2. Will the Operator be responsible for the MOU and Resource Sharing Agreement process? If so can you please share a copy of the current MOU and RSA documents? A2. The MOU and RSA must be completed prior to July 1, 2017; so the Board staff will complete these documents for the upcoming program year with input from the successful bidder for the One Stop Operator. For the next program year, we would expect the Job Center Operator to manage this process. The MOU is posted on WDBCO s website. Q3. What center services will the Operator be responsible for providing (i.e. Phone & Internet System & Service, Security, Janitorial, Pest Control, Waste Service, Paper products)? A3. We anticipate the infrastructure services (space, phones, internet, etc.) will be provided by WDBCO but maintained by the Job Center Operator. Services such as Security, janitorial, pest control, waste services will be provided by building owner. Career Services Provider Q1. In Section II Scope of Work for Career Services (pg. 8-10), there is no mention of providing occupational skills training; however, training services are specifically mentioned in the PROGRAM DESIGN under B. Deliverables (pg. 20) and METHODOLOGY A.2 For Career Services Provider (pg. 22) headings. While provide training services is mentioned in the Overview (quoting 134(c)(3)), it is not referred to within the Scope of Work. Please clarify. A1. The Career Services Provider will be expected to have a process for referring customers for Adult Training Services- how will training be approved, process for documenting, monitoring of completion and success. Q2. How many Career Service Providers? A2. We do reserve the right to award more than one Career Service Provider if there is a gap in services. We will review all proposals and determine the needs based on the responses. Updated 3/3/17 CG 6

7 Fiscal Q1. RFP page 27 lists a 5 page limit for section C. Budget and Budget Narrative. Can you confirm that the Budget Excel Spreadsheet is not encompassed within the 5 page limit? A1. That is correct. The Budget Excel Spreadsheet is not encompassed within the five page limit. Q2. RFP page 27 lists a 5 page limit for section C. Budget and Budget Narrative. Item 9 requests a list of all federally funded programs. Given the volume of programs our company operates, can this list be provided as an attachment? A2. For any company/ organization providing services beyond Ohio, we only want to see federally funded programs where services are delivered in Ohio. If the list is longer than one page, you can send as an attachment. Q3. Occupancy and related costs for each location (except lease which will be held directly by WDBCO) will be borne by the selected operator. Can we get the current occupancy and related costs incurred for each location so we can reflect in our budget? A3. WDBCO will be responsible for the infrastructure cost Q4.The initial funding period is for two years should the budget be for that two year period, or do you want an annual budget (one year budget)? A4. Annual budgets for each of the two program years. Q5. Funding - 2 years 7/1/17-6/30/19 with an option to extend for 2 additional 12 months. For the purposes of this RFP, are we required to present 2 yrs budget figures or just the 1st 12 months? Also, can we ask for the figures we can base our budgets on? The only statement regarding funding from the RFP is: "Size of Funding Requests The WDBCO will determine funding amounts based on the needs of the local area and the availability of funds at the time of award. Funding amounts may increase or decrease during the contract period based on the funds available, bidder performance and/or local needs." A5. We ask the bidder to present a budget for two (2) years and we are not providing a budget at this time. WDBCO is asking bidders to present a budget on what it takes to operate the job center and career services. Q6. General Question - What is the anticipated budget available for One-Stop Operator and Career Services? A6. We are not providing numbers. Please submit what it would cost you to do what you propose. Q7. The RFP doesn t include any budgetary information, is there a guideline for the budget/contract amount? Updated 3/3/17 CG 7

8 A7. Please see above answer. Q8. Page 27 Cost Plan - Is the 5 page limitation exclusive of the required Budget forms? A8. Budget narrative only. Q9. How is the fair share cost allocation determined at present? (i.e. Square footage of space, numbers served, etc.) A9. Full-time equivalents (FTEs). Q10. What are the current annual funding amounts for OSO, Adult, and DW services? A10. The current amount allocated to the Job Center is not indicative of what it will take to run in future years due to changes in organization and operation. Q11. What are the anticipated annual funding amounts for this solicitation for OSO, Adult, and DW services? A11. The successful proposal and our funding allocations will be the basis for negotiation for the Job Center budget for the upcoming year. WDBCO may fund other initiatives outside the Job Center. Q12. What s the ceiling if any, for an award? A12. The ceiling is not going beyond what s allocated. At this time, we are not providing financial numbers because we want the bidder to propose what it will take to operate the job center. Performance Q1. Please detail the current performance for PY15-16 and PY16-17 YTD. A1. Refer to link: Q2. Can you please provide the number of Adult and Dislocated Worker participants served in PY15 and PY16 YTD? A2. See the RFP page 6. Q3. What are your current PY16 Performance Measures? A3. See link in response to Question 1. Q4. Can you speak more on the quality performance analytics; both for WDBCO requirements and for the AD Hoc enhancements? A4. Two ways we measure performance; State Negotiated WIOA Performance Measures and for the operation of the job center the performance measurer - the Certification of the Job Center. WDBCO may add additional performance measures in the future. Q5. At present how many participants are Active and how many are in follow-up by Adult and Dislocated Worker? A5. The current system shows 400 active participants and 1,000 Adult & Dislocated Worker in follow-up. Updated 3/3/17 CG 8

9 Q6. Have you identified the performance outcomes that will achieve the board s goals to be benchmarked? A6. Yes, they will be negotiated with the awarded Job Center Operator and Career Services Provider. Updated 3/3/17 CG 9