NIWA PY 17 One Stop Operator & WIOA Career Services RFP Questions and Answers as of 1.23.17 Questions prior to 1.18.17 Bidder s Meeting 1. Q: Is performance data available for the last complete program year and the current program year? A: Different measures because of legislation change. Last program year data is available, see below. WIOA Performance Outcomes Year-to-Date Program Year 2015 (7/1/15-6/30/16) WIOA Adult Program Performance Actual Outcomes Goal Threshold PY15 Entered Employment Rate 75% 60% 75.98% Employment Retention Rate 80% 64% 83.59% Average Earnings $11,000 $8,800 $10,514.87 WIOA Dislocated Worker Performance Actual Outcomes Goal Threshold PY15 Entered Employment Rate 84% 67.2% 87.42% Employment Retention Rate 89% 71.2% 87.86% Average Earnings $16,000 $12,800 $14,941.64 WIOA Youth Program Performance Actual Outcomes Goal Threshold PY15 Attained Degree/Diploma/Certification 66% 52.8% 63.01% Placed in Employment / Education 65% 52% 77.94% Literacy and Numeracy Gains 57% 45.6% 52.29% Source: Illinois Workforce Development System - Performance Outcomes with WRIS Wages 8/8/16 2. Q: Is it possible to attend the Bidder s Conference via conference call? A: No, we are not able to do the conference call 3. Q: How long has the current provider provided these services? A: Since 2000, WIA services from 2000 to 2015; WIOA 2015 to present. 4. Q: Will you provide current staffing by job titles and salary ranges? A: That information will not be provided.
5. Q: How many Adults and Dislocated Workers participated in Occupational Skills Training, Customized Training and OJT between July 1, 2015 and June 30, 2016? A: Adults: ITA 165; Customized 0; OJT 22 Dislocated Workers: ITA 125; customized 0; OJT 9 6. Q: How many are currently participating in each activity? A: Adults: ITA 105; Customized 0; OJT 10 Dislocated Workers: ITA 55; customized 0; OJT 5 7. Q: How many carry-ins into the new contract do you project? A: The projected numbers are provided on the planned service level and performance chart (Proposal attachment 6) 8. Q: What were the supportive services costs for the last complete program year? A: Adult - $9803.34; Dislocated Worker - $12,819.03 9. Q: Will the One Stop Operator be responsible for any costs related to the facilities such as internet, telephones, copiers, janitorial, etc.? A: No Questions at 1.18.17 Bidder s Meeting 1. Q: Do budget forms count as part of the 30 page maximum for proposal? A: No 2. Q: In the One Stop Operator section (page 10 1. a.) Will the One Stop Operator by responsible for costs of any supplies and equipment?, One Stop Operator will provide computer equipment and supplies for administrative and reception staff. 3. Q: Will proposers receive a copy of a scoring rubric? A: The scoring of proposals will be based upon the points identified for each section of the proposal narrative and budget. The evaluation team will determine a consensus score of each section. It is important to address each item identified. 4. Q: Who will review the proposals and will the reviewers be provided technical information required to do review? A: The reviewers will include Local Workforce Board members and other community volunteers. The reviewers will be provided with the WIOA/DOL and State of Illinois
requirements. The selection of reviewers will include a determination of any potential conflicts of interest. 5. Q: Is the scoring/evaluation subjective? A: There is subjectivity with evaluators. It is extremely important to address each element requested. Using a consensus process for the evaluation score minimizes the subjectivity. 6. Q: Is there a minimum for staffing at the three locations and who will provide services? A: The RFP lists the staffing, services and hours required at the three locations. Reception and Basic Career Services are required. Services could also include access to training and individualized career services. These services could be provided by the One-Stop Operator and/or it could be provided by other partners that participate in cross-training. 7. Q: Explain Business Services and how this position is staffed? A: The Business Services team currently has partner representatives from various partner agencies to include Title 1-B, Youth and IDES. It is expected that at least one staff person will be assigned to the Business Services team. That individual could have additional responsibilities, such as job placement or job development, etc. It is up to the proposer to determine staffing roles. 8. Q: Is access to the list of attendees at the Bidder s Meeting available?, it will be posted on the website. Questions as of 1.23.17 1. Q: Does the 2-page Overview count toward the 30-page proposal narrative limit? 2. Q: What documentation is specifically required for Proposal Attachment 8 Item G, GATA? A: Three (3) documents will be required. 1) email confirmation that the GATA pre-qualification process has been completed; 2) email thank you confirmation that the Internal Controls Questionnaire ( ICQ ) has been successfully completed; 3) copy of SAM registration (this can be a scanned copy of the screen print of your agency SAM registration). 3. Q: Are the Resource Areas currently equipped? Yes If not, should we include equipment costs in the budget? A: No 4. Q: Does the board expect to make one award or multiple awards? A: One award
5. Q: Can the board share a current Org Chart of current operator staff? A: We currently have a consortium as one stop operator and we have multiple career service providers. A current org chart is not available. 6. Q: How many carry-over participants are anticipated for Trade Adjustment Assistance (TAA) clients? A: 7 7. Q: Will an RFP be published for youth? If so, what is the timeframe? A: There will be no RFPs published for Youth. All current awards will be extended into PY 17 8. Q: How many NIWA business account managers are there currently? A: 2 9. Q: Of the 477 1D clients currently enrolled, how many of them are co-enrolled in TAA? A: 7 10. Q: Who is the fiscal agent and how will the selected bidder work with the fiscal agent? A: Fiscal agent is Rock River Training Corporation. The service provider will provide monthly invoices to the fiscal agent. All lines of credit are obligated through the fiscal agent. The fiscal agent also serves as the employer of record for work experience and transitional jobs participants. The fiscal agent approves and signs all work experience, transitional jobs, and OJT agreements. 11. Q: Approximately how much funding was spent on training for TAA clients in the past program year? What is the average training spend per TAA client? A: Funding for Trade training is not relevant or included in your proposal budget. 12. Q: Can you please clarify the budget instructions for facilities costs? The instructions on page 10, 1a seem to conflict with those on page 25, d. A: Facility costs are not part of the One-Stop Operator budget; however they are part of the Career Services budgets (adult or dislocated worker). The information on page 10, 1a refers to One-Stop Operator. 13. Q: Please clarify the number of professional references required. A total of 6 references are currently requested (See page 19, m. and page 23 d.) Should we submit 3 references or 6 references with our proposal? A: 3 references are required
14. Q: What are the specific terms of cost reimbursement referenced as demonstrated performance basis and performance delivery outcomes? A: The Agreement or sub award will be a cost reimbursement agreement. This agreement will be negotiated with the successful proposer. At that same time performance expectations (i.e. service levels, job placements, etc.) will be negotiated. Payments under the cost reimbursement agreement will be based upon actual costs. If a for-profit organization has negotiated fees in their agreement, those fees will be based upon performance delivery outcomes as established in the negotiation. Questions as of 1.30.17 1. Q: Is the April 4 th Board meeting an open meeting? 2. Q: How soon will bidders know if they will be asked to do a presentation during the week of March 13 th to 17 th? And when will bidders know what criteria is for doing a presentation? A: As soon as possible following the consensus meeting of the evaluators. And criteria will be provided that time. 3. Q: Which bidders will be asked to do presentations? All or the top bidders? A: Probably the top bidders if the scoring is in close range. 4. Q: The RFP states that the bidder must provide one budget, but what if the proposal is for a consortium or partners?, the requirement is to do one budget for the whole scope of work. However, if the bidder is sub-contracting with one or more organizations, list the sub-contractor as a line item with the amounts and categories in the budget, and also provide additional budgets for each subcontractor. (See instructions on page 25 of the RFP) 5. Q: The RFP states that if the bidder is providing the pre-vocational training, it must include this funding in the budget. What if the bidder plans to contract for this training?, if the bidder is providing this training, it must be in the budget. If the bidder is contracting out this training, then it would be included in the Lines of Credit section. 6. Q: Please discuss the Business Services allocations as of July 1. Will this staffing role be included in the percentage that must be allocated for training costs?, as current State policy is written, the cost of staff associated with work-based learning activities can be included in the training costs percentage as of July 1 st. (This is currently the practice with Youth grants). Training, support services, On the Job training and Work Experience are all in the Lines of Credit section. These funds do not go through the program service
providers. It goes through the Fiscal Agent. The Program Service providers obligate the funds as needed. 7. Q: How is Trade funding handled? A: Trade training funds are not included in this budget. Only Trade case management services are included in this budget. Currently there are only 8 Trade customers, so the case management funds could be reduced during budget negotiations. Questions as of 2.3.17 AM 1. Q: Is TAA eligibility done by Employment Services staff? A:No, individual job seeker/participant eligibility is determined and completed by staff of the provider selected in response to this RFP. 2. Q: Is coordination of labor exchange services with Wagner-Peyser already occurring? 3. Q: How many businesses received services in PY 15/16 by the contractor? A: Businesses receiving services are not tracked by individual contractor. They are tracked through the efforts of the integrated Business Services Team. As a result of the Business Services Team 72 business made use of OJT, Incumbent Worker training and Work Experience/Transitional Jobs. 500 employers participated in job fairs, posted job openings or used other services available through The Workforce Connection. 4. Q: Are all promotional and outreach materials expected to be covered by the bidder? A: No, outreach materials are developed for The Workforce Connection by the NIWA Communications & Public Relations Manager. The costs are covered by NIWA. These materials promote all services and the partnership of The Workforce Connection. 5. Q: What is the current functional supervision design for the Business Service Representatives working under the NIWA Business Account Managers? A: Business Account Managers provide the functional supervision for Business Service Activities. The team designs responses to business recruiting, training needs, and other business needs. The Business Account Managers oversee the implementation of the actions. 6. Q: What is the expected approach of functional supervision under this RFP? A: The One-Stop Operator is responsible for establishing functional teams with Partners for Basic Career Services offered through the One-Stop Center. The One-Stop Operator will not necessarily provide the functional supervision for each team.
Questions as of 2.3.17 PM 1. Q: Can a header (title of program) and footer (page number) be inside the 1-inch margin as long as the body of the proposal is at the 1-inch margin? 2. Q: Can we omit repeating the narrative question and identify it within the proper section heading, letter, and number to allow more space to answer the question?