Centralina Workforce Development Consortium and Centralina Workforce Development Board, Inc. Request for Proposals (RFP) PY 2017 July 1, 2017 to June 20, 2018 To Provide NCWorks Career Center Operations/Management, Services to Adults, Dislocated Workers and Employer Services through the Centralina Workforce Development Board Integrated One-Stop Delivery System utilizing Workforce Innovation and Opportunity Act (WIOA) Funding Administered By: Centralina Workforce Development Board 9815 David Taylor Drive Charlotte, NC 28262 David L. Hollars, Executive Director www.centralinaworks.com 1 Equal Opportunity/Affirmative Action Employer/Program Auxiliary aids and services are available upon request to individuals with disabilities.
Centralina Workforce Development Board PY 2017 Request for Proposal (RFP) Adult, Dislocated Worker, Employer Services and One-Stop Operation/Management Table of Contents Page # Introductions 5 Purpose 6 Disclaimer 6 Eligible Contractor 6 Highlights of the Workforce Innovation and Opportunity Act 7 Contact Information 8 Type of Contract 8 Contract Terms 8 Proposal Due Date 8 Right to Cancel 9 Estimated WIOA Funds Available for Contract 9 Background 9 Overview of the Centralina Workforce Development Board 9 Centralina Workforce Development Board Roles and Responsibilities 10 Considerations 12 One-Stop Operator 13 Centralina WDB Labor Market Information 15 NCWorks Career Centers 15 Program Management Requirements 18 Career Pathways 22 Mandated Partners 23 Scope of Work 24 Clarifying Partner Expectations 25 Career Services 25 Training Services 28 Program Requirements 29 Employer Services 31 Rapid Response Services 33 Performance Measures and Reports 34 2
Monthly and Quarterly Reports 35 Financial Reports 35 Monthly Accountability Report 35 Fiscal and Administrative Management 37 Internal Financial Management 37 Insurance Requirements 39 Property Management Requirements 40 Wage and Labor and Health and Safety Standards 41 Budgets and Invoices 41 Proposal Format, Instruction, Guidelines and Required Forms 42 Confidential information 42 Proposal Narrative Instructions 43 Budget Narrative/Cost Effectiveness-Budgets and Cost Breakout 45 (PY 2017 Budget Excel Format and posted on Centralina WDB website. Must be completed and submitted with RFP). NCWorks Career Center Operations 47 Adults/Dislocated Worker Services 48 Program Description 48 WIOA/Adult/Dislocated Worker Services Statement of Work 48 Employer Services 49 Program Description 49 Employer Services Statement of Work 50 General Provisions 51 Proposal Review and Evaluation Criteria 52 RFP Attachments 54 Attachment A PY 2017 WIOA Response Package Cover Sheet 55 Attachment B Program and Financial Management 57 Attachment C Assurances and Certification 58 Attachment D Statement of Compliance 62 3
Attachment E Certificate Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusions 63 Attachment F Drug-Free Workplace Certification 66 Attachment G Job Descriptions 67 Attachment H PY 2017 Request for Proposals Evaluation Review Criteria 69 Attachment I Procurement 75 4
Centralina Workforce Development Consortium and Centralina Workforce Development Board Request for Proposal Number WIOA #17-01 PY 2017 Adult and Dislocated Worker, Employer Services and One-Stop Career Center Operations/Management Funding: Service Area: Target Groups: Workforce Innovation and Opportunity Act (WIOA) Anson, Cabarrus, Iredell, Lincoln, Rowan, Stanly and Union Counties Adult and Dislocated Worker, Employer Services, One-Stop Career Center Operations/Management RFP Release Date Monday March 20, 2017 Question Deadline Friday April 7, 2017 Electronic Response posted as FAQs by April 10, 2017 RFP Submittal Due Friday April 14, 2017 4:00 PM Technical Compliance Review April May 2017 Centralina WDB Review Process Mid- May 2017 Centralina WDB Approval Tuesday June 13, 2017 Award Notification Date Wednesday June 14, 2017 Anticipated Contract Start Date July 1, 2017 The dates above are subject to change Introductions Purpose The Centralina Workforce Development Board (Centralina WDB), serving Anson, Cabarrus, Iredell, Lincoln, Rowan, Stanly and Union counties is seeking proposals from experience organizations to provide Workforce Innovation and Opportunity Act (WIOA) services to include center operations/management, and services to adults, dislocated workers and employers, within the seven-county region. The provision of these services is to be funded by WIOA, Title I and is authorized as workforce law at the federal level through September 2020. All WIOA funded services must be delivered in accordance with WIOA rules and regulations, guidance from US Department of Labor, the State of North Carolina and policies set forth by the Centralina Workforce Development Board. Workforce development minded organizations with or without previous experience as a contractor are encouraged to submit proposals, however, only proposals from organizations that can thoroughly demonstrate that they can provide workforce development services within the Centralina WDB region will be accepted. Services offered shall be delivered through the established 5
and designated One-Stop Delivery system known as NCWorks Career Centers and made available through the eight (8) NCWorks Career Centers. For WIOA contracts, efficiency in operation and cost effectiveness is a paramount policy consideration for the Board. Disclaimer The request for proposals, and bids submitted by proposers to this request, and any final contracts negotiated with the successful bidder(s) as a result of this proposal is subject to final laws and regulations and may be changed at any time in order to come into compliance with those laws and regulations. As the Centralina Workforce Development Board continues to develop and refine its NCWorks system, policies and procedures, or regulatory changes occur from time to time, bidding organizations may be requested to modify program design or the delivery of services. Should a request for a change in program design or service occur, staff of the Centralina WDB will assist bidding organizations or service providers in the redesign to ensure consistency with the Board policies and regulatory requirements. Any significant changes made to this request for proposals will be posted on the Centralina WDB website: www.centralinaworks.com Eligible Contractor Any governmental, educational or not for profit organization or agency engaged in a public service may apply. Private for profit organizations engaged in providing employment and training and educational opportunities for eligible adults may apply. Entities that are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency are not eligible to respond to this RFP or to receive a contract. Outstanding Monitoring, Audit or Legal Concerns respondents must disclose and rectify any and all outstanding monitoring and/or audit concerns from any of the respondent s other contracts prior to receiving a contract resulting from this RFP. Additionally, respondents must disclose any legal judgments, claims, arbitration proceedings, lawsuits or other legal proceedings pending or outstanding (unresolved) against the organization, its owners, officers, or principals. Competency respondents are expected to have the technical competence, knowledge and expertise in management and administration, the professional staff, and the administrative and fiscal management systems to accomplish the scope of work and the goals and objectives stated in this RFP, and must meet high standards of public service and fiduciary responsibility. Respondents are responsible for being knowledgeable of all laws, regulations, rules, and policies of the specific funding sources involved and applying them in developing the RFP response. 6
Highlights of the Workforce Innovation and Opportunity Act (WIOA) Workforce Innovation and Opportunity Act supersedes the Workforce Investment Act (WIA) of 1998 and amends the Adult Education and Family Literacy Act, the Wagner-Peyser Act and the Rehabilitation Act of 1973. The Workforce Innovation and Opportunity Act (WIOA) will help job seekers and workers access employment, education, training and support services to succeed in the labor market and match employers with skilled workers they need to compete in the global economy. Congress passed WIOA, the first legislative reform of the public workforce system in more than 15 years. In doing so, Congress reaffirmed the role of the NCWorks Career Center system, the cornerstone of the public workforce investment system and brought together and enhanced several key employment, education and training programs. Individuals in the Centralina region turn to these programs to obtain good jobs and a pathway to the middle-class status. WIOA continues to advance services to these job seekers and employers. Aligns Federal Investments to Support Job Seekers and Employers: At the State level, WIOA establishes a unified strategic planning across Center services which include Wagner-Peyser Employment Service; and Title I of the Rehabilitation Act programs. Strengthens the Governing Bodies that Establish State, Regional and Local Workforce Investment Priorities: WIOA streamlines membership of business-led, state and local workforce development boards. The Act emphasizes the role of boards in coordinating and aligning workforce programs and adds funds to develop strategies to meet worker and employer needs. Helps Employers Find Workers with the Necessary Skills: WIOA emphasizes engaging employers across the workforce system to align training with needed skills and match employers with qualified workers. The Act adds flexibility at the local level to provide incumbent worker training and transitional jobs as allowable activities and promotes work-based training, for example by increasing on-the-job training reimbursement rates to 75 percent. The law also emphasizes training that leads to industry recognized post-secondary credentials. Aligns Goals and Increases Accountability and Information for Job Seekers and the Public: WIOA aligns the performance indicators for core programs and adds new ones related to services to employers and postsecondary credential attainment. Performance goals must reflect economic conditions and customers characteristics. It makes available data on training providers performance outcomes and requires third party evaluations of programs. Proposers are strongly encouraged to follow the Department of Labor s WIOA resource page for WIOA information and latest updates: www.doleta.gov/wioa. Contact Information The point of contact for information on this Request for Proposal is: 7
Centralina Workforce Development Board Attention: Sherika Rich, WDB Services Leader 9815 David Taylor Drive Charlotte, NC 28262 srich@centralina.org Phone: 704.348.2719 During the proposal process, the individual identified above is the contact for any inquiries or information relating to this RFP. Questions concerning this RFP, the application process, or programmatic issues should be submitted by email. The Centralina WDB or staff cannot assist proposers with actual preparation of their proposal. During the period of time between the publication date of the RFP and the deadline to submit technical RFP questions the Centralina WDB will only respond to technical questions about the RFP submitted by email. All RFP technical assistance questions will be answered and posted on the Centralina WDB website www.centralinaworks.com. All proposers will be notified by email when questions concerning RFP technical assistance are answered and posted on the website. No phone inquiries will be accepted. Type of Contract Proposers must propose a cost reimbursement contract. A cost reimbursement contract is one that establishes an estimate of total costs for the purpose of obligating funds and a ceiling that the proposer may not exceed (except at contractor s risk) unless the awarding party agrees to amend the contract to provide additional funds. A line item budget shall be based on all legitimate costs to be incurred by the proposer in carrying out the services. The proposer is reimbursed for actual expenses according to the approved line item budget. Contract Terms The initial contract term is one year beginning July 1, 2017 and ending June 30, 2018. At the end of June 30, 2018, the Centralina WDB may approve a one-year extension pending funding availability and contractor performance. Proposal Due Date All proposals must be submitted no later than 4:00 p.m. on Friday April 14, 2017. One original response to this RFP should be submitted. An email PDF shall be emailed to the attention of Sherika Rich Centralina WDB Services Leader at srich@centralina.org. Budget worksheets and other attachments may be submitted separately in other formats, as specified. Late proposals, regardless of delivery will not be considered. Right to Cancel 8
The Centralina WDB reserves the right to cancel all or any part of this RFP at any time without prior notice and reserves the right to modify the RFP process and timeline as is deemed necessary. Estimated WIOA Funds Available for Contracts All amounts are projected estimates for planning purposes and are subject to change County Adults Dislocated Workers Anson $ 64,661 $ 45,693 Cabarrus $ 258,211 $ 260,801 Iredell $ 260,345 $ 255,443 Lincoln $ 138,371 $ 129,926 Rowan $ 255,436 $ 227,518 Stanly $ 99,419 $ 90,915 Union $ 241,984 $ 250,471 Total Amounts $1,318,427 $1,260,767 Background Overview of the Centralina Workforce Development Board and WIOA The Workforce Innovation & Opportunity Act (WIOA) is the nation s principal workforce development legislation. WIOA Title I-B formula funds allocated to the Centralina WDB for Adults and Dislocated Workers must be used to provide individualized and training services through the Workforce Center delivery system. Centralina WDB may use grant funds to provide services to individuals who are 18 years of age or older and meet the federal Workforce Innovation & Opportunity Act (WIOA), Title I-B Adult eligibility definitions, or meet the federal Workforce Innovation & Opportunity Act, Title I Dislocated Worker eligibility definitions. The Centralina WDB has the responsibility to manage and oversee the administration and implementation of WIOA programs and services. The Centralina Workforce Development Board has provided oversight for local workforce services since 1983 and continues under the Workforce Innovation and Opportunity Act (WIOA). The County local elected officials (LEOs) and the Workforce Development Board work in partnership to set policy for the region. The Centralina Workforce Development Board is appointed by the LEOs to serve as an oversight and policy making body for federally-funded employment and training programs and workforce development services in Anson, Cabarrus, Iredell, Lincoln, Rowan, Stanly and Union counties. 9
The Centralina Workforce Development Board is currently a 24-member strong board comprised of business leaders, representatives from education, economic development, social services, rehabilitation agencies, labor and community based organizations. The Board has professional staff in place to carry out the business of the Board including providing technical assistance, oversight and monitoring of the contracts awarded. The Centralina Workforce Development Board continually seeks to improve the workforce and the quality of life in the Centralina region and to be the leader for workforce development services in the region. The Centralina Workforce Development Board adopted the following Mission and Vision Statements: Mission: The Centralina WDB helps Centralina businesses expand and thrive through a globally competitive workforce. Our public and private sector community leaders are regionally focused, locally driven, and dedicated to providing innovative employment and training strategies. Vision: The Centralina WDB ensures every business can compete in the global economy with an exceptional workforce that meets and exceeds the demands of the region s growth. The Board builds sustainable public and private partnerships and attracts ongoing funding to expand and diversify the regional economy. Centralina Workforce Development Board Roles and Responsibilities The Board is responsible for the workforce development system throughout the Centralina region. This system must serve the needs of employers, job and training seekers, adults and welfare recipients transitioning to employment. The system must provide reliable and valid information so customers can make informed decisions about training and employment; connect customers to other service providers in the system and the community; help customers access diverse funding sources for training; and provide quality job matching services for the job seekers and employers. The Board has the responsibility to oversee and evaluate the NCWorks Career Center systems and business services integration throughout the local workforce investment area. As such, the Board is committed to the highest quality services and achievement of performance standards through outstanding customer satisfaction and continuous improvement. The WDB staff will be available to provide the successful proposer the technical assistance and capacity building needed to achieve the highest level of performance combined with outstanding customer satisfaction. The responsibilities of the Board include: Federal Connection: Ensure that Federal procedures and guidelines are correctly implemented; allocate federal workforce development funds; provide data and reports as needed to satisfy 10
Federal systems and participate in Federal funding opportunities that further the Board s vision for the NCWorks system. State Connection: Ensure that State policies, procedures and guidelines are correctly implemented; allocate State workforce development funds; provide data and reports as needed to satisfy Federal and State systems and participate in State funding opportunities that further the Board s vision for the NCWorks system. Local Connection: Comply with local government policies (the WDB s fiscal agent) and regulations; serve as the convener for workforce development in the Centralina region and partner with local organizations on community needs. Technological Connection: Ensure NCWorks Career Centers are equipped with current technology to better serve and assist all customers; manage the local information system for the Workforce Innovation and Opportunity Act programs and activities. Evaluation and Measurement Metrics: Approve customer satisfaction survey tools throughout the system and other evaluation tools; measure metrics set for NCWorks Career Centers to ensure quality services are being provided and continuous improvement; designate the successful operator of the NCWorks Career Centers; maintain a grievance procedure for customers to access if the Operator grievance procedures do not produce a resolution; meet with the NCWorks Career Center Operator regularly to listen to suggestions, discuss issues and resolve concerns; and monitor and report on qualify, performance and cost effectiveness, through on-site visits, records review, evaluations, expenditure review and other methods as needed. Outreach: Approve site location, facilities and equipment that contribute to a center of excellence and customer satisfaction; approve outreach materials funded by the Board or containing information about the Board s programs; provide NCWorks Career Centers with a common name, logo and signage to promote the identity of the NCWorks Career Centers and ensure connectivity between the NCWorks Operator and local and regional entities such as Chambers of Commerce, public education institutions, economic development entities, etc. Performance and Compliance: Provide technical assistance on all policies, procedures and rules that impact the operation of centers and provide assistance as needed for compliance; develop and provide technical assistance to build capacity to help operator meet quality and consistency standards as well as to meet or exceed performance goals within the NCWorks system; ensure compliance with all rules, regulations and procedures issued by all funding sources. The roles and responsibilities may be refined and changed as the WIOA regulations and procedures are changed by the US Department of Labor; State policy and requirements are created and implemented throughout the State s workforce development system and local direction and procedures are adopted or revised by the Board. 11
Perform fiscal and programmatic monitoring for compliance in accordance with Federal, State and local standards; track and maintain documentation of each performance measure and approve regional education/training providers for inclusion on the State Training Provider List. Fiscal: Ensure that administrative and programmatic cost categories are properly implemented; confirm that costs are correctly allocated to the associated funding stream; verify that NCWorks system costs are allocated according to the MOUs and provide technical assistance to the fiscal staff of the NCWorks Operator. The Centralina WDB has 501(c)(3) designation and may solicit grants from other sources in order to address the needs in the region that may not be addressed the Workforce Innovation and Opportunity Act. The successful proposer will be required to collaborate with these grants as needed. The Centralina Council of Governments (COG) is the Centralina Workforce Development Board Administrative Entity and Fiscal Agent. If any changes occur with the Centralina Workforce Development Board a new contract will be executed with the contractor for the remaining timeframe outlined in this proposal. Considerations All proposers shall consider: ❶ In the event new NCWorks Center locations are formed, the successful proposer must be willing to work with the Board to arrange for additional service points and/or re-location of service points so that services to the community will not lapse and maintain excellence in services provided. ❷ All successful proposers will be required to follow DOL, State and local guidance regarding coenrollment of Trade eligible customers. There is a possibility that Trade customers may be required to co-enroll into WIOA programs. The successful proposer will be required to comply if this mandate occurs. ❸ The Centralina Workforce Development Board reserves the right to cancel or modify this request for proposal or the scope of funding of an approved WIOA program to any extent necessary to ensure compliance with state and/or federal guidelines. This may occur at any time prior to/or during implementation of the WIOA program for PY 2017 or any applicable extensions. Therefore, all successful proposers must demonstrate the capability and agree, in advance, to modify their program design to comply with the new regulations and/or changes to available funds. ❹ Enacted on November 7, 2002, the Jobs for Veterans Act of 2002 (Public Law 107-288) has been the overall objective of revising and improving employment, training and placement services furnished to veterans. One provision of the Act requires workforce development programs funded in whole or in part by the US Department of Labor to provide priority of service to veterans and 12
under certain circumstances, spouses of veterans. The Workforce Innovation and Opportunity Act and Wagner-Peyser (among other program partners) are subject to this law. One-Stop Operator The Centralina Workforce Development Board with the agreement of the chief elected official must designate the One-Stop Operator. Designation will help to ensure a consistent level of quality in the services provided in the Centralina WDB region. The Board will utilize criteria and quality standards for the purpose of holding Operators accountable for one-stop centers operations they oversee. The Centralina Workforce Development Board strives to establish a quality-driven, comprehensive system of workforce development services that benefit all individuals in the region who wish to take advantage of them. This can be accomplished through a systemic approach in the development of one-stop operator quality standards and measures of excellence that can be flexibly applied. The Centralina WDB will have a written agreement in place with the one-stop operator. The written agreement provides a basis for accountability, clarity of roles and responsibilities and promotes inclusion of partners and integration of services. Consistent with the principles of universal access, customer choice, increased accountability and strong private sector involvement the designation process will also advance quality improvement methods, customer satisfaction measures and staff development. One-Stop Operator (NCWorks Career Centers) quality standards shall include but is not limited to: 1. Leadership: how the organization s senior leaders address values, performance expectations, a focus on customers and other stakeholders, empowerment, innovation, learning and organizational directions. 2. Strategic Planning: examines the organizations process of developing strategic objectives, as well as creating action plans and related human resource plans to support organization direction. 3. Customer and Market Focus: examines how the organization determines customer/market requirements; expectations and preferences. Also, examines how the organization builds relationships with customers and determines their satisfaction. 4. Information and Analysis: examines the performance management system and how the organization analyses performance data information. 5. Human Resource Focus: examines how the organization enables employees to develop and utilize their full potential in alignment with the organization s objectives. Also, examines efforts to build and maintain work environment and employee support climate conducive to performance excellence, full participation and personal and organizational growth. 6. Process Management: examines key aspects of process management, including customer-focused design of products and service delivery, as well as support, supplier 13
and partnering processes involving all work units. Also, includes how key processes are designed, managed and improved to achieve better performance. 7. Business Results: examines the organization s performance and improvement in key business areas customer satisfaction, financial and marketplace performance, product and service performance, human resources results, supplier and partner results and operational performance. Also, examines performance levels relative to other organizations within the system providing similar services. Centralina WDB Labor Market Information Labor market information for the Centralina area can be found in the Labor Market section of the Centralina WDB website. NCWorks Career Centers The Centralina WDB coordinates comprehensive programs through private and public partner organizations to assist job seekers and employers in achieving their goals. These programs and initiatives are critical in developing a skilled, educated and vital workforce in the region. The Centralina WDB s goal for its NCWorks Career Centers is to positively impact economic development by increasing the competitiveness of the workforce. The bidder awarded the contract for services outlined in this RFP will be responsible for the provision of WIOA services for job seekers and employers, in partnership with local Division of Workforce Solutions (DWS) staff providing Wagner-Peyser services. The selected WIOA Contractor will be responsible for overseeing WIOA services, employer services, and staff roles and responsibilities at the Centers. All customers should be continuously engaged from welcome through employment. To ensure a seamless approach to customer service, a Center Leader will supervise the functional duties of all activities that take place in the NCWorks Career Center. The Center Leader has jurisdiction over staff only with regard to NCWorks Career Center activities. All personnel issues will be handled by staff members employer of record. The awarded Contractor will be expected to coordinate all WIOA services with DWS staff within the NCWorks Career Centers. The local NCWorks Career Centers operate on a full-time basis, Monday through Friday. In the event of staff turnover, the Contractor will replace staff within a maximum of 90 days. The Centralina WDB shall be informed of any staff turnover and be provided information on new hires. Services must be covered while interviewing and hiring functions are taking place. Services are driven by business and focus on customer choice. The Centralina WDB has eight (8) NCWorks Career Centers that have been designated and certified. The Centralina WDB NCWorks Career Centers are currently located at: 14
NCWorks Career Center Anson 514 N Washington Street Wadesboro, NC 28170 Phone: 704.694.6551 NCWorks Career Center Cabarrus 845 Church Street N. Suite 201 Concord, NC 28025 Phone: 704.786.3183 NCWorks Career Center Statesville 133 Island Ford Road Statesville, NC 28625 Phone: 704.878.4241 NCWorks Career Center Mooresville 532 Patterson Avenue #170 Mooresville, NC 28115 Phone: 704.360.8067 NCWorks Career Center Lincoln 529 North Aspen Street Lincoln, NC 28092 Phone: 704.735.8035 NCWorks Career Center Rowan 1904 South Main Street Salisbury, NC 28144 Phone: 704.639.7529 NCWorks Career Center Stanly 944 N. First Street Albemarle, NC 28001 Phone: 704.982.2183 NCWorks Career Center Union 1125 Skyway Drive Monroe, NC 28110 Phone: 704.283.7541 15
Other locations (comprehensive, satellites or access point sites) and re-location of current NCWorks Career Center(s) may be determined and/or approved by the Board. The successful proposer will be notified of any changes. The successful proposer may assist the Board in designating Access Points. NCWorks Career Centers Services Snapshot Job Seekers Resume Preparation and Job Search Assistance Assessments Eligibility Determination and Financial Aid Info Career and Training Information and Opportunities Description of Services Provided to NCWorks Career Center Customers Services will include, but are not limited to the following: a) determination of eligibility to receive assistance (see Federal Register 680.210); b) outreach, intake (which may include worker profiling), and orientation to the information and other services available through the Center; c) assessments of skill levels, aptitudes, abilities, and supportive service needs; d) job search and placement assistance e) career counseling f) provision of employment statistics information, including the provision of accurate information relating to local, regional, and national labor market areas including job vacancy listings in such labor market areas, information on job skills necessary to obtain the jobs, and information relating to local occupations in demand and the earnings and skill requirements for such occupations; g) provisions of performance information and program cost information on eligible providers of training services provided by programs and eligible providers of youth activities, providers of adult education, providers of post-secondary vocational education activities and vocational education activities available to school dropouts under the Carl D. Perkins Vocational and Applied Technology Education Act and providers of vocational rehabilitation program activities described in title I of the Rehabilitation Act; h) provision of information regarding how the Centralina WDB is performing on the local performance measures and any additional performance information with respect to the Center delivery system in the Centralina WDB; 16 Employers Outreach/Recruitment Assistance Labor Market Information Services Information on Unemployment Insurance Information on Tax Credits and other hiring incentives Case Management A coordinated approach to obtain and fill job orders Labor Market Information Worker Dislocation Services (Plant Closures) Job Placement and Follow-up Services Clearinghouse for Training Information Support Services Information Apprenticeship Programs Services to Disabled On-the-Job Training School-to-Work Connections Customized Training Occupational and Literacy Training Work Experience Information on Upgrading Skills Skill Upgrade Training Job Readiness Training Workplace Literacy
i) provision of accurate information relating to the availability of supportive services, including child care and transportation, available in the Centralina WDB, and referral to such services as appropriate; j) provision of information regarding filing claims for unemployment compensation; k) assistance in establishing eligibility for programs of financial aid assistance for training and education programs that are not funded under the WIOA and are available in the Centralina WDB; and l) follow-up services including counseling regarding the workplace for participants in WIOA activities that are placed in unsubsidized employment for no less than 12 months after the first day of employment, as appropriate. m) short term prevocational services including development of learning skills, communication skills, interviewing skills, punctuality, personal maintenance skills, and professional conduct to prepare individuals for unsubsidized employment or training. n) Training Services, that may include, but are not limited to: occupational skills training, including training for nontraditional employment; on-the-job training; programs that combine workplace training with related instruction which may include cooperative education programs; training programs operated by the private sector; skill upgrading and retraining; entrepreneurial training; job readiness training; customized training conducted with a commitment by an employer or group of employers to employ an individual or group of individuals upon successful completion of the training. Training services shall be provided in a manner that maximizes consumer choice in the selection of an eligible provider of such services. Training services shall be provided to eligible adults and dislocated workers through the use of Individual Training Accounts (ITAs). It is expected that the provision of training will follow the Centralina WDB WIOA approved occupational training programs. (Found in NCWorks Online.) It is expected that customers will exit training with an industry-recognized credential. Program Management Requirements 1. Case Management and Service Tracking North Carolina uses a web-based software product, NCWorks Online, to support WIOA. The software was specifically developed to provide an automated client intake, tracking, case management and reporting system for WIOA. The NCWorks Online MIS System will fulfill the 17
functions of eligibility determination and certification, comprehensive case management, and reporting participant outcomes. The NCWorks Online system is browser-based, provides security for participant records, and will provide reports, which will be accessible to the WIOA Contractor and the Centralina WDB. Contractors will use this system to input data and maintain program information. All entries must be made within five working days of the action or event for each participant but in no case more than 10 working days of the activity. The NCWorks Online MIS tracking system is designed to track all customers and services provided at the Center. Contractors are expected to correctly track the full range of services that they provide. 2. Data Validation The awarded Contractor will be provided training and data validation guidelines. The awarded Contractor is expected to comply with those guidelines. 3. Staff Development Engaged front-line customer service staff is the critical component for delivering great customer service. It is imperative that staff is well-trained, friendly, professional, and highly knowledgeable. Staff must have a strong commitment to customer service. They also need to have strong organizational skills, attention to detail, and a working knowledge of current economic and workplace trends. This forms the basis for their ability to properly counsel jobseekers about skills and training that will result in employment. Staff training will be provided through Center staff cross-training during Center meetings; NCWorks Training Center workshops; webinars; attending conferences; and Centralina WDB or Regional trainings. 4. Staff/Customer Ratio The awarded Contractor will serve participants who are currently enrolled or in follow-up, and will enroll new participants. The Contractor is expected to maintain a relatively constant number of active participants throughout the program year. 5. Performance Measures Workforce Innovation & Opportunity Act establishes a comprehensive performance accountability system to optimize the return on investment of Federal funds and to assess the effectiveness of Centralina WDBs in achieving continuous improvement. 18
These are minimum core indicators of performance for the Adult and Dislocated Worker Programs and proposers should be prepared to collect data pertaining to these indicators: Employment Rate 2nd Quarter after exit Employment Rate 4th Quarter after exit Median Earnings Credential Attainment within 4 Quarters For more information on calculating federal performance measures, please refer to the Department of Labor, Employment and Training Administration Employment Guidance Letter 10-16. Complete the WIOA Planned Outcomes documents of additional required measures. 6. Equal Employment Opportunity (EEO) The Program Applicant (hereinafter referred to as the Contractor ) assures compliance with Section 188 of the Workforce Innovation & Opportunity Act; Age Discrimination Act of 1975; Section 504 of the Rehabilitation Act of 1973; the American with Disabilities Act of 1990; Title IX of the Education Amendments of 1972; and Title VI and Title VII of the of the Civil Rights Act of 1964 which govern the Contractor s responsibilities in upholding laws pertaining to equal opportunity employment. All participants and staff will be informed of EEO policies and guidelines and the name of the EEO Officer during a formal orientation prior to participating in any WIOA-funded activity. The Contractor is required to develop and adhere to affirmative action policies. All grievances and complaints submitted by WIOA participants involving allegations of discrimination, violations of the WIOA, or criminal fraud, abuse or misconduct must be processed according to the Centralina WDB s Grievance/Complaint Procedures. 7. Internal Program Management All WIOA Contractors are required to establish internal program management procedures to assure compliance and to review program progress. The Contractor agrees to monitor and review the following major areas of operation: 1. Compliance with the provisions of the Workforce Innovation & Opportunity Act and regulations or any applicable federal or state regulations; 2. Compliance with the provisions of the WIOA contract; 3. Compliance with all applicable State and Centralina WDB policies; and 4. Compliance with WIOA Regulations regarding records maintenance 19
The internal program management and monitoring procedures must be sufficient to prevent fraud and abuse. All reports of information creating suspicion of, or instances of criminal misconduct, fraud or willful and gross misconduct, in connection with any WIOA Program shall be reported immediately to the Centralina WDB, the North Carolina Division of Workforce Solutions, and the U.S. Department of Labor. Internal program management procedures must also ensure that auditable and otherwise adequate records are maintained to support the eligibility of all WIOA participants and confirm adherence to specific program requirements and limitations. The Centralina WDB will require that WIOA Contractors adhere to their established monitoring procedures for ensuring program compliance with federal regulations. 8. Monitoring Procedures Centralina WDB staff monitors and evaluates the quality and effectiveness of WIOA funded programs. Monitoring is the quality control system whereby the Centralina WDB gathers and analyzes information to detect problems, identify strengths and weaknesses, and propose improvements to the program. Monitoring activities are conducted periodically to determine whether programs are in compliance with contractual agreements, Centralina WDB policies, WIOA Regulations, and Centralina WDB requirements. The Centralina WDB monitors performance, programmatic, and fiscal activities. In many instances, the different types of monitoring are interrelated, and conducted simultaneously. Oversight and monitoring is required by 20 CFR 667.410. Contractors must cooperate with any monitoring, inspection, audit or investigation of activities related to WIOA contracts. This cooperation includes providing access to the premises for the purpose of interviewing employees or participants and permitting the examination of, and/or photocopying of books, records, files, or other documents related to the contractual agreement. Monitoring activities may be conducted by: The North Carolina Division of Workforce Solutions, the State of North Carolina, the U.S. Department of Labor, and the Centralina WDB or its designated representatives 9. Priority of Service and Basic Eligibility funds are limited, the Centralina WDB may approve implementation of a Priority of Service policy. The State has established priority of services in section III.B.1.h of the Five-Year Strategic Plan. The policy states that North Carolina will initially provide priority consideration for intensive and training services to low income individuals and public assistance recipients. Priority for service does not preclude service to individuals who are not low income or not receiving public assistance, but rather establishes the order of precedence for service as provided at Section 663.600(d) of the WIOA Final regulations. Services should be targeted for individuals residing in the Centralina WDB. 20
Due to the physical geography of our region, there may be instances when residents of adjacent counties may wish to receive WIOA services outside their county. Centralina WDB considers it good customer service to allow this. It is also common courtesy to notify the adjacent workforce area so they are aware of customer migration. Note: Priority of service gives precedence to customers in the local workforce area of the contract. All adult participants must reside in North Carolina at the time of application. Dislocated workers that have been displaced from businesses located in North Carolina but reside in another state may choose to pursue WIOA services in North Carolina. The basic eligibility requirements are: To be eligible in the Adult and Dislocated Worker program, an individual must be 18 years of age or older; a US citizen or eligible non-citizen; and if a male, must comply with the Military Selective Service Act. Eligible Adults must be unemployed at the time of application or if employed has earned less than the self-sufficiency level as defined by the Centralina WDB. Eligible Dislocated Workers must meet the definition of dislocated worker at WIOA section 101(9). Breakdown of NCWorks Career Centers by Level The Centralina WDB, in partnership with the workforce development agencies, has developed a system of comprehensive and non-comprehensive NCWorks Centers. Each Center is staffed on a full- or part-time basis by workforce staff, DWS staff, and additional partners as specified in the WIOA legislation. Please note that your staff must maintain a physical presence and a service strategy for all counties/locations served by Centralina to which you are applying. Please note that for PY 2016 a total of 28 WIOA funded contractor staff work in the eight NCWorks Career Centers in the Centralina WDB region. Career Pathways Under WIOA, the Centralina WDB in coordination with service providers and partners will continue to lead efforts in the area to develop and implement career pathways by aligning the employment, training, education and supportive services that are needed by adults and dislocated workers to gain employment. Initiatives will be developed to identify employment needs of employers within identified sectors and occupations. Efforts will include enhancing communication, coordination, and collaboration among employers, educational partners, economic development entities, and service providers to develop and implement strategies for meeting the employment and skill needs of workers and employers. 21
Career Pathway The term career pathway means a combination of rigorous and high-quality education, training, and other services that: a. Aligns with skill needs of industries in the economy of the state or regional economy involved; b. Prepares an individual to be successful in any of a full range of secondary or postsecondary education options, including apprenticeships registered under the act of August 16, 1937 (commonly known as the National Apprenticeship Act ; 50 Stat. 664, Chapter 663; 29 U.S.C. 60 ET SEQ.) (Referred to individually in this act as an apprenticeship, except in Section 171); c. Includes counseling to support an individual in achieving the individual s education and career goals; d. Includes, as appropriate, education offered concurrently with and in the same context as workforce preparation activities and training for a specific occupation or occupational cluster; e. Organizes education, training, and other services to meet the particular needs of an individual in a manner that accelerates the educational and career advancement of the individual to the extent practicable; f. Enables an individual to attain a secondary school diploma or its recognized equivalent, and at least one recognized postsecondary credential; and g. Helps an individual enter or advance within a specific occupation or occupational cluster. Mandated Partners Under WIOA, required NCWorks delivery system partners include the following: WIOA Title I programs (Core partner) Wagner-Peyser programs (Core partner) Adult Education and Literacy programs (Core partner) Rehabilitation Act programs (Core partner) Older Americans Act programs Perkins postsecondary vocational education activities Trade Adjustment Assistance and NAFTA-TAA programs Veterans Employment and Training Community Service Block Grant employment and training activities HUD employment and training activities Unemployment compensation programs Second Chance Act Programs Temporary Assistance for Needy Families (TANF) (unless opted out by the Governor) Note: Core programs will have to measure effectiveness in serving employers and will report on common performance indicators which includes how many job seekers entered and retained 22
employment, their median wages, whether they attained credentials, and their measurable skill gains. Additional Partners with approval of local board and Chief Elected Official: Employment and training programs administered by the SSA Employment and training programs administered by the Small Business Administration SNAP and SNAP E&T programs Client assistance programs National and Community Service state grants Other appropriate federal, state or local employment, education and training programs Proposers to this RFP will need to adhere to the general expectation that the outreach and recruitment functions associated with delivery of any activities being proposed will need to be coordinated with mandatory partners as outlined in WIOA. The Adult and Dislocated Worker Programs, under the Workforce Innovation and Opportunity Act (WIOA), are designed to provide quality employment and training services to assist eligible individuals in finding and qualifying for meaningful employment and to help employers find the skilled workers they need to compete and succeed in business. Scope of Work The Centralina WDB is seeking service providers that employ vision, innovation, accountability, and efficient and effective utilization of resources in workforce development programming with customers. In the interest of establishing a seamless delivery of services for all prospective customers and keeping with both the spirit of the WIOA legislation as it pertains to the participation of all mandatory partner agencies and programs, it is essential that all partners operate in the most effective and integrated manner as possible. However, it is not necessary that all partner services are located at all NCWorks Centers. Proposers will be expected to deliver WIOA services within the context of the NCWorks system and specifically in the local NCWorks Career Centers, which includes consistent use of name, logo, marketing materials, etc. Career centers serve as a hub for workforce efforts within their community, offering services to both job seekers and employers within the NCWorks Integrated Services Framework. Each individual county career center operates in a variety of ways: each having a unique set of partner agency staffing, lease and utility arrangements, and ongoing improvement activities but same quality services provided in all centers. WIOA-funded staff will work within an integrated NCWorks team to coordinate and deliver all aspects of career services including greeting customers, intensive career advising, scholarships 23
for training, workshop organization, hiring events, and other center services including WIOAfunded business services. All staff should be fully cross-trained to fulfill any career services role within a center dependant on need and traffic flow. Proposers are expected to assist in workforce system building activities with NCWorks partners, the education community and other organizations. Activities should include, but are not limited to, partnerships with schools to provide workforce information and resources, assisting with career fairs, hosting workshops, support of Work Ready Communities, Career Pathways, and the NCWorks system. Proposals should incorporate activities that demonstrate the proposer s ability to successfully engage and contribute to the development of the local workforce system. Clarifying Partner Expectations The NCWorks Operator selected through this procurement will coordinate the NCWorks services offered by the required and additional NCWorks partners according to the requirements of WIOA. Each NCWorks Career Center is expected to hold or participate in partner meetings regularly to encourage communication among partners, leverage resources, discuss effectiveness of the NCWorks Centers, and create strategies to more effectively serve all customers. Some centers already have regularly scheduled partner meetings. It will be expected that the selected service providers and center operator will participate in these meetings. The NCWorks Operator in conjunction with Centralina WDB staff will be expected to negotiate with the partners to develop and maintain resource sharing agreements. Each resource sharing agreement will detail the following: 1. Services provided and coordinated through the NCWorks System; 2. Funding of shared services and infrastructure costs; and 3. Referral methods between partners and the NCWorks operator(s). Partners will make a commitment to support the following: A strong coordinated approach designed to serve the customer, simplifying bureaucratic systems; Bringing funded or in-kind resources; Providing staff to be supervised (functionally) by the managing entity or providing an electronic linkage in lieu of a staff presence; Sharing in the cost of NCWorks Career Center operations (as agreed); Sharing in the goals and operation of the NCWorks Career Center; Actively participating in the governance of the NCWorks Career Center; and Supporting the NCWorks Career Center mission, goals, and business plan. 24