Request for Proposals Job Specific Skills Training With Job Placement and Job...

Request for Proposals Job Specific Skills Training With Job

Placement and Job Retention

Bidders’ Conference Questions Due: Thursday July 25, 2014 12:00PM

Bidders’ Conference: Wednesday July 30, 2014 10:00-12:00PM

Deadline to Submit Questions for Response: Tuesday August 5, 2014

Deadline for Proposal Submissions:

Tuesday August 26, 2014 12:00 Noon

One Penn Center at Suburban Station

1617 JFK Boulevard, 13th Floor

Philadelphia, PA 19103

P: 215-963-2100

F: 215-567-7171

www.philaworks.org

Philadelphia Works Job Specific Skills Training Program Request For Proposals

Table of Contents Program Description .............................................................................. 3

Critical Application Information ..................................................... 4

Background Information ..................................................................... 4

Awarding of Funding .............................................................................. 6

Scope/Service Requirements ........................................................... 7

Contractor Program Elements ......................................................... 8

Timeline ....................................................................................................... 11

Responding to the RFP………………………………………………14

Evaluation of Proposals……………………………………………..16

Attachments………………………………………………………….....17

FY16 Philadelphia Works Job Specific Skills Training Programs RFP

© 2014 Philadelphia Works | All rights reserved. 3

Philadelphia Works Job Specific Skills Training with Job Placement and Job Retention Programs

I. Project Description

A. Purpose Philadelphia Works releases this Request for Proposal to entities interested in providing Job Specific Skills Training (JSST) training services to a targeted population of individuals. Specifically, the RFP will procure occupational skills training for EARN Center participants. Specific areas of skills training are listed within this RFP; however a contractor may submit a proposal in a skill area/occupation not listed but is considered a high priority occupation for the population we serve. All training programs must be designed to enable participants to obtain specific job skills so that they may qualify for employment in the high priority occupations that pay wages that can lead to self-sufficiency. In addition, this Request for Proposals is seeking job specific skills training contractors that not only provide the training but also are directly connected to employers or are themselves an employer to increase the likelihood for securing employment immediately following training. Proposals and curriculum should be specific in its description of the skills training, population served, and certification or credential achieved that will lead to viable relevant employment placement and ultimately self-sustaining wages.

B. Who is Eligible to Apply

For-profit and non-profit organizations with a demonstrated track record in providing similar services to participants transitioning from welfare to work and others with similar needs and challenges to employment are encouraged to respond to this RFP. The RFP process is open to both current Philadelphia Works Contractors as well as qualified organizations that have not previously contracted with Philadelphia Works. Selected Contractors will be required to supply evidence of appropriate licenses, insurance, relevant internal procedures, etc., prior to contract execution. The list of required documentation will be provided by Philadelphia Works upon selection through the RFP process.

Philadelphia Works, in soliciting requests for proposals shall not discriminate against any person or organization submitting a proposal pursuant to this Request for Proposal because of race, color, creed, religion, sex, sexual orientation, age, disability, ethnic group, national origin, or other basis prohibited by law.



Critical Application Information:

Contractors must have a demonstrated track record of providing skills training and or employment services Contractors must agree to coordinate with the partners delineated in the request for proposal Contractors may propose training skills areas other than those listed that are considered high priority occupations for the target population Philadelphia Works intends to award contracts to multiple Contractors Depending on funding availability and the success of the program, Philadelphia Works may contract for extended awards beyond June 30, 2016. Contractors with employer partners who have openings in any of the occupations outlined in this RFP are encouraged to apply. All employers will be considered with a final decision made by Philadelphia Works. Contractors must implement a curriculum for training that aligns with industry standards and requirements for certification

Contractors must be able to specifically serve the TANF population

C. Background Information

In support of Philadelphia Works’ strategic plan, the Job Specific Skills Training programs are

designed to provide skills training in 21st century occupational areas that will provide a quality

training leading to employment with a sustainable living wage. The Department of Public

Welfare (DPW) and the EARN system are designed to support participants to move from welfare

to work within a 180 day period that results in employment that meets the definition as set by

DPW and provides a minimum of 20 hours per week of work. The training programs and

industries determined in this RFP are a result of relevant research in the workforce areas and

reflect the occupations where the job seekers will be most successful as a result of specialized

training.

Proposals from contractors in partnership with an employer must show that the employer will create jobs that will be retained in the Philadelphia metropolitan area. The employer must submit letters with the proposal (as an attachment) making a commitment to hire the JSST trainees who successfully complete the training. If the responding contractor is also itself an employer, a letter from the corporate office must be attached to support commitment to hire trainees. Contractors must integrate basic computer skills (including but not limited to: word processing, spreadsheets and internet access) in the curriculum. In areas where certification is required for employment, preparation for certification testing must be part of the curriculum and acquisition of the certification is the goal of the training program.



Philadelphia Works is seeking to fund multiple Contractors to serve up to a total of 500 participants within the job skills training programs over the course of the year. All Contractors will be expected to provide training, job placement and job retention services in the areas identified. Job retention specific ally means the supports provided to ensure the trainee becomes employed and remains employed for twelve months.

Philadelphia Works In accordance with the Temporary Assistance for Needy Families/Department of Public Welfare (TANF/DPW) policies, Philadelphia Works is the workforce investment board for Philadelphia and is charged by the Mayor to lead the city’s broadly-defined workforce development system. Our Board of Directors and Chief Executive Officer are appointed by the Mayor.

Our mission is to connect employers to a skilled workforce and to help individuals develop the skills needed to thrive in the workplace. Our strategic priorities align with the Mayor’s workforce agenda. Philadelphia Works is supported by federal and state workforce development funds, as well as privately-raised funds to support our mission.

Our customers are both the local and regional employers who seek a qualified workforce and the job seekers looking to find their next job or advance in their careers. We serve these customers largely through contracting with service delivery partners. Our other stakeholders include economic development, education, employment, training, and human service agencies throughout the city.

What we do:

Set policy for the workforce development system and strategic investment of workforce

development funds

Fund and provide technical assistance on career guidance, job training, and job

placement services offered by educational institutions, PA CareerLink® Philadelphia, EARN

Centers and youth service providers working through the Philadelphia Youth Network. We offer

employers wage subsidies, employee training and re-training assistance, and work with them to

help employees who have been laid off.

Conduct research on employment and workforce trends and provide our findings to

businesses, policy makers, service providers and the media.

Promote public policy that meets the needs of jobseekers and employers.

Create innovative partnerships and services to upgrade the skills of Philadelphians and

meet employers’ needs.



D. Availability and Awarding of Funding

Funding for this project is contingent upon the availability of funds. The anticipated length of the

contract period is 12 months. Contracts will begin on July 1, 2015 and end on June 30, 2016 unless

otherwise extended at the discretion of Philadelphia Works. The cost per individual for training cannot

exceed $5,000. Costs per individual submitted as part of the proposal are not final until contract

execution. Philadelphia Works reserves the right to negotiate the costs of all training programs upon

award selection. Special consideration will be given to those contractors who are proposing a cost per

enrollment less than $5,000 and for those who provide clear evidence of the ability to place job seekers

in employment that is at minimum 20 scheduled hours per week, but preferably at a minimum 30

scheduled hours per week which is the full time employed expected hours for performance.

Scope/Service Requirements

Below are the prioritized job specific skills training areas that this RFP is looking for. However, responders may submit proposals for other skills training areas that meet the criteria within the RFP as long as they are on the High Priority Occupations list for Philadelphia Works. A potential vendor may apply for more than one training area; however there must be separate proposal submissions for each training program offered. A vendor may not be contracted for more than two selected training occupations. It is at the discretion of Philadelphia Works to approve a vendor for more than one training program.

The selected contractor(s) will:

1. Have a demonstrated track record in providing successful skills training programs that are

contextualized and relevant for the following occupations:

Certified Nursing Assistant (CNA Certification) – training curriculum that will result in a certification to provide nursing care with an emphasis on working in rehabilitation facilities, nursing homes, and other residential or day facilities in addition to home bound care.

Commercial Driver Class B (CDL) – training curriculum and testing that results in a Class B driver’s license that enables the individual to drive a light truck, van or yellow school bus; emphasis on employment with delivery companies and industries that require use of light trucks, in addition to training to drive school busses with multiple companies.

Food Service (ServeSafe Certification) – training that includes the ServeSafe certification and prepares students for employment in mainstream restaurant, hospitals, nursing homes, locations with cafeterias and school lunch programs. Employer connections are to be in locations such as those listed; fast food service positions individuals can obtain on their own and will not be a focused area for this training option.

Retail ( w/Customer Service) – Training curriculum for employment in the retail industry inclusive of clothing, market, traditional goods and services sales with the additional certification in Microsoft Office in Word and Excel in order to provide competitive skills in the retail industry as well as other viable areas beyond retail. Employer connections should include retail stores, retail chains, big box stores, clothing industry locations and markets.



Child Care Associate (CDA Certification) – training curriculum and testing that results in a certification in child development on a state and or national level. The certifications and clearances will enable the student to be employed in child care/day care centers, schools with early childhood programs. Employer connections should include specific child care organizations and day care centers/programs that will hire certified associates specifically.

Security Guard w/235 License to Carry – Training curriculum for the employment of security guards with additional certification of a license to carry a weapon. The additional licensure will ensure that employment will be of a higher wage and specific to certain locations and responsibilities. This should reduce high turnover locations and employment options and will provide a license/credential that will be useful long-term for the trainee.

Additional Requirement of all Training Programs a. Embedded Microsoft Office User training/certificate in Word, Excel, and Outlook –

All skills training curriculum for the employment in any skill area must also include modules for training and testing that result in a certification in Microsoft Office.

2. Deliver employer-driven training, meaning one or more employers have vetted the

curriculum and the curriculum has kept pace with changes in industry standards, by involving partner employers in the development and continued review of the curriculum.

3. Deliver training that upon successful completion participants can demonstrate the skills and competencies needed to secure the occupation for which they have been trained.

4. Work in collaboration with the partners as needed, which includes Philadelphia Works, the EARN system entities, and other Philadelphia-based organizations.

These occupations were selected based on the following criteria:

Classified as “short term training” i.e. training that can be completed in twelve weeks (training that is longer than twelve weeks will be considered as reasonable within FY15 DPW policies)

Occupation is part of a career pathway

Wage earnings meets Philadelphia self-sufficiency standard of a minimum wage of $8.50 per hour

F. Scope/Service Requirements

Partner Roles and Responsibilities Philadelphia Works and the EARN Centers will:

Oversee the process for selecting EARN Center participants who qualify for training for consideration of referral and will ensure that through the selection process, individuals



targeted for training have a vested interest as well as the minimum criteria for training and securing employment in the occupations that have been selected

EARN Centers will ensure referred TANF participants have the interest and necessary foundational skills and entrance criteria needed to be successful in the training program

Ensure childcare and transportation allowances are in place prior to referral

Philadelphia Works will:

Oversee and guide the implementation of the program

Facilitate the procurement of training services as outlined in this RFP,

Support on the job training activities through the investment of TANF funds

Provide oversight and monitoring of performance standards

The EARN Centers, which are the single source of referrals for training participants in Philadelphia will:

Work in concert with the contractor and Philadelphia Works as the WIB to screen participants and coordinate case management services as appropriate

Support the transition and prepare participants for the referral process

Evaluate a customer’s qualifications against employer requirements, refer qualified applicants to

the training provider for assessment and timely transfer the participant to the training

contractor in the CWDS system

G. Job Specific Skills Training Contractor Program Elements All proposal responses must speak to and define each program element and its implementation and design.

Recruitment-To identify Individuals for this project, the recruitment process will include:

Coordination with the respective EARN centers established in Philadelphia to promote the skills training available

Providing the opportunity for assessment and screening of potential trainees in a timely manner Comprehensive procedure for determining appropriate candidates; notification back to the

referring EARN Center and correspondence to the trainee concerning start date and expectations

Short turnaround for acceptance of and transfer into the designated training program from the EARN center

Assessment of employment and training goals for each participant Assessment of foundational skills in math and literacy in preparation of training

Training Curriculum – All contractors must provide their training curriculum and training class schedule

as an attachment that encompasses all coursework/core content areas with the following expectations:



Robust content of the training area that results in a certification/credential in the stated skill area

Daily component for soft skill/job readiness measurable training

Course content that includes job search techniques specified to the occupation/industry identified in training

Course content that includes career coaching in the occupation specified

Modules that incorporate demonstrated use of skills learned and developed competencies

Evidence of customer service training development to ensure employment maintenance and retention

Technology/Software development modules

Embedded Microsoft Office User training/certificate in Word, Excel, and Outlook (evidence of certification results)

Preparation and implementation of the certification exam for the specified skill area

Employer partner-driven modules to ensure participants are prepared to meet the requirements for the specific industry employers’ hiring process and employment requirements

Classroom Training - Curriculum must consist of the following:

Instruction in a classroom setting

Evidence of mixed media use and technology for learning

All core content conducted by qualified instructors for the specific training area

Certified instructor for embedded secondary certification in MOUS/Microsoft Office (Word, Excel, Outlook)

Modules that address job readiness and job retention skills specifically

Demonstrates the skills, competencies, and/ or applications needed for the occupations identified in this RFP and in the proposal submitted

Job Placement - Will consist of the following:

Partnership connections with specific named employers

Employers will interview and hire participants at the completion of training and receipt of certification

Employers will participate in the hiring process track upon completion of the training

Contractor will provide supportive case management and follow for 6 months after training completion and employment obtainment

Case Management - Unless otherwise stated, the Contractor will serve as the primary case manager for all participants enrolled. The first responsibility of the case manager is to ensure that the participants are properly assessed. Assessment as a stand-alone activity does not count toward the calculation of the federal work participation rate. However, assessment remains an important aspect of ensuring that participants’ employment and training needs are satisfied.



Contractors must ensure that an assessment is conducted as part of the first activity in which a participant is enrolled. The assessment must, at a minimum, include an evaluation of the participant’s child care, housing and transportation needs.

The Contractor is responsible for assisting participants in identifying and accessing the appropriate outside resources in order to resolve and address their barriers to employment. If required, Case Managers will be expected to coordinate all services needed by the participant with the Philadelphia County Assistance Office, social service agencies, other Philadelphia Works contracted providers, DPW mandated programs, etc.

All efforts by the Case Manager to coordinate these services must be documented in Case Notes in ETO and CWDS.

Data Management - Contractor is required to complete paperwork documenting various programmatic

activities and to enter the information into CWDS and Efforts to Outcome (ETO) for every customer they

serve, including but not limited to enrollment, and using forms such as placement reports, termination,

and retention. Contractors are also required to enter email addresses into CWDS of every customer

upon enrollment. Data management guidelines and procedures are subject to change; changes will be

communicated through operations memoranda.

Contractors are responsible for:

Adhering to the Department of Public Welfare’s Bureau of Program Evaluation (BPE) and Philadelphia Works’ data management guidelines and procedures.

Maintaining hard copies of all required documents in the customer’s case record. Records may be scanned after the file has been audited by BPE.

Ensuring participation is properly recorded in the KRONOS electronic timekeeping system and reconciling with CWDS data forms for service authorizations.

Performing case file to system (CWDS) reconciliation at least monthly.

Contractor is responsible for ensuring that data reconciliation occurs on a weekly basis. To assist with

this process Philadelphia Works will provide several data reports to the contractor on a regular basis.

Required hours are recorded daily in the KRONOS timecard via the KRONOS time clock, Telephone Time

Entry (TTE), or timecard edits by EARN staff. Contractor must also adhere to the following:

KRONOS timesheets are to be printed weekly.

All time and attendance documents must be signed by the customer and designated contractor staff and placed in the customer’s case record on a weekly basis. Customer signatures are not required if there are actual punches with no adjustments.

Changes to the KRONOS timecard necessitate a reprint of the timecard to be appended to the case record.

If KRONOS is not available for a customer, a Weekly Attendance Form must be used to record attendance. Once KRONOS is available. The hours must be entered in the system, printed, and filed in the case record. The Weekly Attendance Form will serve as supporting documentation for the time entered and must not be discarded.

Customers who do not meet weekly participation requirements must have a make-up plan for missed hours and assignments developed immediately and clearly documented in the case



notes.

When possible, unexcused absences should be made up within the week of the absence, but must be made up within the same month the absence occurred.

Make-up time is to be completed by the end of the next business week, and within the federal month when possible.

Ensure that data entered in CWDS matches the documentation in the customer file.

Employment hours must be supported by approved documentation (i.e. Paystub, Email/Letter from Employer, The Work Number Verification, and/or Earnings Statement Form).

Program Design- Contractors will have additional responsibilities and all responses to this RFP must also

ensure the following is included in their program design:

Employer relationships clearly defined and must be included in the proposal with a commitment to hire certified appropriate students

All training curriculum must include embedded modules that will result in additional certification in Microsoft Office ( Word and Excel) in addition to the skills training proposed

All curricula must demonstrate that the program adheres to the Workforce Education Standards for Adult Education Programs

Include the training staff and their credentials to show evidence of proper instructors for the areas stipulated especially as it relates to the certified skill area

All responses should include the list of staff that are identified as essential o Instructors of the certification program must be certified/qualified o MOUS facilitator (must be certified to teach Microsoft Office) o Data Specialist (stand-alone position) o Case Manager (stand-alone position)

All proposals must include their process for recruiting and screening and selection of the customers from the EARN center referral

All proposals must include what the trainee will do between completion of the certification/ training and entry into employment, such as what activities, support and employment/job search specific activities will be required until employment

All contractors must show evidence of the ability to provide the technology access for students as well as the technology/computer software platforms to utilize data systems that Philadelphia Works requires (this includes training labs as well as computers designated for data for performance and reports and data via CWDS, ETO, etc.)

General Timeline of Activities

July 14, 2014: Request for Proposals is released

August 5, 2014: Deadline for submission of questions for response

August 26, 2014, 2014: Proposals due to Philadelphia Works by 12:00 noon

October 1, 2014: Review and scoring of proposals completed

November 2014: Selection of final contractors for recommendation to the Board

December 2014: Selection, Board Approval and notification to selected Contractors

January 2015 –March 2015: Contracts negotiated and completed

April 2015-June 2015: Phase out/transition of current contractors and planning for active students as needed

http://philaliteracy.org/wp-content/uploads/2012/09/Workforce-Standards-FINAL.pdf

http://philaliteracy.org/wp-content/uploads/2012/09/Workforce-Standards-FINAL.pdf



April 2015: Training for all JSST contractors begin / communications and PR with EARN Centers begins

July 1, 2015: New programs begin to receive referrals from EARN Centers and new integrated services centers

II. Program Outcomes

A. Performance Measures

Each contractor will be expected to meet minimum performance standards determined by Philadelphia Works that are separate and distinct from payment benchmarks and DPW metrics. Participants must be enrolled following a successful completed referral from the EARN Center and entered into the CWDS system. A participant is expected to maintain their activity and complete the training and subsequently test and receive the requisite certification successfully prior to employment or job search activity.

Standard Standard/Outcome Minimum Outcome Goal Expectation

Program Retention 70% of total participants enrolled will be retained

80%

Program Completion 70% of total participants enrolled will complete the training

85%

Job Placement 75% of total participants enrolled and completed training will be placed in employment in the training industry

80%

Job Retention 50% of total participants who obtain employment as a result of the training. Employed for at least 80 hours for four consecutive weeks; for up to 12 months

70% of all participants who obtain employment

Activity Compliance Rate 65% of participants enrolled must be in a core activity

75% ACR

B. Definitions:



Program Retention: The number of participants referred to each Contractor who actually attend, complete all paperwork, and have an enrollment activity entered in the system and attend the program and maintain 85% attendance rate.

Program Completion - The percentage of participants enrolled who successfully complete the training by obtaining the necessary certifications and/or skills to obtain employment and are placed into training-related employment.

Job Placement: Participants must complete training and obtain employment for a minimum of 80 hours within a 4 consecutive week period. The 4week period must begin within 180 days of the enrollment date. The Job Placement Rate performance requirement is 50% of the total number of trainees enrolled.

Job Retention: Participants who attain unsubsidized employment and are employed at least 80 hours for four consecutive weeks. Retention can last up to 12 consecutive months following the placement month. Retention period begins the week that the Unsubsidized Employment code is opened in CWDS (AC 33). The Retention Rate performance requirement is 30% of trainees placed.

Activity Compliance Rate: Participants enrolled must be in an approved core activity that meets their Work Participation Requirements as validated using the ACR reports. The Agreement of Mutual Responsibility (AMR) stipulates the participants required hours upon entry into the program. C. Payment Structure

Cost Reimbursement The payment structure for all contracts will be Cost Reimbursement and Performance based. Providers may submit proposals for training and include specific employer relationships to ensure a seamless transition between obtainment of the certification and employment attachment. (Please note: The performance measures and definitions listed below are subject to change based on changes in DPW policy, legislation, and/or guidelines.)

In order to ensure that cost reimbursement funds are available throughout the fiscal year; providers must invoice ratably throughout the fiscal year. Funds may not be exhausted prior to the end of the fiscal year. Reimbursement of funds on a monthly basis is calculated at approximately 1/12 of the total cost reimbursement of the negotiated contractual amount. Expenses with a clear delineation of funding will be charged to the appropriate funding stream line item. Contractors must track and document all costs necessary to operate their program in order to support expected performance payments and submit these to Philadelphia Works with invoices and upon request. Contractors will be expected to identify and provide documentation as required by policy of Philadelphia Works and DPW for reimbursable charges on invoices submitted for payment.



Performance Component Payments

Performance payments for training programs under the TANF system will be based on all EARN participants enrolled in the training program and served throughout the program year as reported in CWDS and the percentage of those customers who reach the following benchmarks as defined below:

Job Placement: Participants must complete training and obtain employment for a minimum of 80 hours within a 4 consecutive week period. The 4 week period must begin within 180 days of the enrollment date. The Job Placement Rate performance requirement is 50% of the participants enrolled.

Job Retention: Participants who attain unsubsidized employment and are employed at least 80 hours for four consecutive weeks. Retention can last for up to 12 consecutive months following the placement month. Retention period begins the week that the Unsubsidized Employment code is opened in CWDS (AC 33). The Retention Rate performance requirement is 30%.

Increase in Hours Worked: Participants must maintain unsubsidized employment and be working at least 100 hours per month in any of the 12 consecutive months that retention is met.

Activity Compliance Rate: Participants enrolled must be in an approved core activity that meets their Work Participation Requirements as validated using the ACR reports.

III. Application Process

A. Responding to the RFP

1. How to Respond

Applicants must follow the procedures outlined in the Request for Proposals (RFP). The RFP is available at www.philaworks.org. Hard copies of this RFP will be available upon request by

Standards Payment Benchmark % of Performance Payment

Job Placement

50% of participants enrolled in the program

25%

Job Retention (up to 12 months)

30% of participants placed in employment

50%

Increase in Hours Worked

7.5% of participants placed 10%

Activity Compliance Rate 65% of participants enrolled 15%



calling 215.963.2100. Applicants must answer all of the appropriate questions in the Program Narrative section of this RFP and provide all of the following attachments:

Attachment 1 - Cover Page

Attachment 2 - Organizational Information

Attachment 3 - Program Narrative

Attachment 4 - Budget, Budget Narrative, Cost Allocation Plan

Attachment 5 - Contractor’s Certification

Attachment 6 - Certificate of Insurance – General Liability Insurance, Fidelity Bonding Insurance and Workers Compensation Insurance. All certificates of insurance must exhibit dates for coverage that comply with the contract period.

Attachment 7 – Audited Financial Statements - Single Audit A133, prepared within 9 months of year-end and includes sign off date of audit and Disclosure of Full Compliance (footnotes). Contractors are also required to include their Management/Strategic Plan for the organization.

Attachment 8 – Employer letters of commitment to hire if applicable

Attachment 9 – Prior Experience Form

Submission Protocol: One original and five copies including all attachments must be submitted. The proposal must be presented on single-sided, single spaced pages, using a 1” margin and no smaller than 12 pt. font. Do not bind the document. An electronic version of your proposal and all attachments must be submitted on a flash drive. [A Word Document version of the proposal may be needed at a later date if a contract is awarded] No incomplete, faxed, emailed, bound, or late applications will be considered. Proposals that do not follow the required format will not be reviewed. Please refer to the Proposal Checklist at the end of this RFP to ensure the package is complete. Submit a copy of the checklist as part of the proposal.

1. Where to Respond

Applications must be received in the offices of Philadelphia Works no later than 12:00 pm on August 26, 2014. Late applications will not be accepted.



Submit applications to:

Philadelphia Works One Penn Center at Suburban Station

1617 JFK Boulevard, 13th Floor Philadelphia, PA 19103

Attn: Denise Givens

2. Where to Submit Questions

Questions regarding development and submission of this RFP should be submitted to [email protected]. Answers to questions will be posted on-line at www.philaworks.org. The deadline for submissions of questions for response is Tuesday August 5, 2014.

Bidders’ Conference: A Bidders’ Conference will be held on Wednesday July 30, 2014 from 10:00-12:00PM at Philadelphia Works office, 1617 JFK Boulevard, 13th floor. To RSVP to the Bidders’ Conference, you must submit notification to [email protected] by Monday July 28, 2014. Due to limited space, attendees will be limited to two (2) representatives per organization. Please provide the name of the organization, name and title of the staff attending the Bidders’ Conference along with their contact phone number and email address.

A. Evaluation of Proposals

1. Completeness Proposals will be initially reviewed to verify that they are complete and consistent with the guidelines set forth in this Request for Proposal. If any section of the proposal is missing or illegible it will be considered non-responsive, and will not be reviewed or scored.

2. Fiscal Review

Following the initial review, proposals will then be reviewed on the proposed budget and fiscal soundness. Additional financial documentation may be required dependent upon the final decision of Philadelphia Works.

3. Programmatic Review

Concurrent with the fiscal review proposals will be evaluated based on the quality of the services being provided as demonstrated through the narrative section of this RFP. The elements identified in the RFP are not all-inclusive, therefore other aspects of the proposals and budgets may be reviewed during the selection process.

mailto:[email protected]

http://www.philaworks.org/

mailto:[email protected]



Attachment 1 - Cover Page

Name of organization:

Address of organization:

Address of Training Location if different from organization:

Administrative contact person – name and title:

Phone: Fax:

Fiscal contact person – name and title:

Phone: Fax:

Applying for:

□ Classroom Training

Type/Sector-Specific Field of Training ____________________________ Number of participants to be served _____________________________

Cost per participant _____________________ □ Classroom Training and Job Placement Number of participants to be served __________________ *specific employer partners that will interview and hire from your training – commitment letters must be attached in Attachment 8



Attachment 2 – Organization Information

ORGANIZATION INFORMATION

What is the organization’s Federal Tax ID number or the name and Federal Tax ID number of the legal entity that will act on behalf of the Organization: Is your organization (or the legal entity identified above) certified by the City’s Minority Business Enterprise Council?

□ Yes □ No

Have any of the applicant’s Federal, State or City contracts or grants ever been terminated or suspended (either totally or partially) for any reason? ______Yes _______ No (If yes, explain) on separate sheet)

Is applicant in receivership or bankruptcy, or are any such proceedings pending? ______ Yes _______No (If yes, explain on separate sheet)

Has the applicant’s organization ever been cited, fined, or reprimanded for any law or code violations or has any business license been suspended or revoked? _____ Yes ____No (If Yes, explain on separate sheet) Has the applicant agency and its staff or director ever been barred from entering contracts with City, Federal or State government agencies? ___ Yes _____ No (If Yes, explain on separate sheet)

Conflict of Interest/Union Concurrence



Attachment 3-Program Narrative Please provide the following information in clear, concise language and not more than fifteen (20) pages excluding attachments. Assume that the reviewer is unfamiliar with your organization or its previous experience with Philadelphia Works or the EARN system. Organizations are strongly encouraged to provide details with specific program descriptions, numbers, citations, etc. that captures your organization’s approach and capacity to successfully accomplish the training services you propose. Please refer to pages 6-9 of this RFP for the program elements that must be addressed in your response in concert with the response guidance below.

Organizational Experience and Staff Capacity (25 points) Provide information about your organization in the following areas:

1. A description and brief history of your organization.

2. History of providing services to participants with employment and training needs in the TANF/EARN system.

3. Performance outcomes from prior similar programs (provide the most recent data on enrollment, successful completion, and if applicable placement into employment for the proposed training program or similar program by submitting evaluative reports from the funding agency. This information must be submitted on the evaluating agency’s letterhead. 4. Your training facility accommodations, including capacity and documentation of American with Disabilities Act (ADA) compliance. 5. Positions that will be assigned to this project and provide the corresponding job description and resume of the person who will fill the position(s). If applicable please include verification of all earned certifications. For positions where an individual has not been identified, please provide a job description.

6. If applying in partnership with external employer(s), describe the capacity in which the employer will be involved in the training and post training employment of certified participants

Training Plan (50 points)

..1. What type of training you are proposing to offer? Provide the curriculum and detail pertinent information, such as length of the training, hours required, the number of classes proposed over the contract period, the minimum and maximum capacity for each class, type of entry and orientation process, and detail the skills and competencies that the participant will learn.



..2. Provide pertinent information, such as the educational level of the curriculum; strategies for

preparing participants for employment; job readiness and job retention skills that will be taught; how they will be incorporated into the curriculum; and the type of industry- recognized certifications that will be obtained. Include information concerning what validated instruments you will use to assess the learners’ attainment of the competencies, skills, and/ or applications taught. Include specifically how your training program meets the industry standards as well as the employer standards and support the evidence provided.

..3. Identify how your organization has utilized employers when designing and updating your curriculum to adapt to industry changes and meet the needs of employers.

..4. Describe any skills training related core and work activities for participants which should aid in future job placement.

..5. Describe measures your organization will take to support participants who may be challenged with the curriculum or are not progressing as expected.

..6. Describe how the class will be managed, i.e. open entry open exit, versus managed enrollment.

..7. Describe the seamless process from completion of training and certification and entry into employment within a timeframe that supports the trainee for a successful result

Entrance Requirements and Assessment Plan (25 points)

1. Describe your entrance requirements. What are the minimum educational attainment levels? If applicable, what are the reading and math scores required for your training program?

2. List what industry-recognized and standardized assessments you will use to assess the following areas where applicable (Note: basic skills must be assessed using PA Department of Education-recognized tools, administered by trained professionals):

Basic Skills (e.g. reading, math, using information)

Aptitudes and Career Interests

Work history Other

3. Describe the means you will use to assess participant satisfaction at mid-term and program

end timeframes.



Placement Efforts/Employer Relationships/Commitments (50 points) 1. List employers with whom you may have agreements to assist your organization with curriculum,

training, and/or to hire participants who successfully complete the training program you offer. Provide signed letters from these employers (in attachment 8) that contain:

Evidence that the training curriculum meets current industry standards; and a commitment to review the curriculum on an annual basis; Certification requirements, if applicable An expressed commitment to interview all and hire a number or percentage of participants that successfully complete the program and meet the employer’s criteria;

1. Describe how you will work with the partners to place participants in the on the job opportunities that exists with your employer partners. Outline any strategies you have in place to help participants who may have with barriers, e.g. criminal backgrounds, literacy, attendance.



Attachment 4 – Budget, Budget Narrative, Cost Allocation Plan Budget All organizations responding to this RFP must complete the Budget Form found on the Philadelphia Works website. The proposed budget should include expenses associated with the operation of the program described in this document and should correspond to the level and amount of services being provided. Proposals will be evaluated based on the quality of the proposed training services and the efficiency of the budget. The proposed budget will be reviewed to determine if the costs associated with the project seem reasonable and logical based on the services being provided. In addition the costs of subcontracts will be reviewed to determine if they are reasonable in comparison to services being provided to the agency.

Administrative and/or Indirect Costs and Profit - Agencies must allocate expenditures as Administration or Program. Administrative costs must be reasonably related to the total cost of the programmatic services. The total of Administrative and/or indirect cost and profit cannot exceed 10%.

Indirect Costs are only allowed as an administrative expense and must be accompanied by an Approved Rate Agreement.

Profit is only allowable as an Administrative cost.

How to complete the budget form:

Complete worksheets B through I, first Worksheet A will automatically calculate The formula’s contained in the budget workbook are locked Budget Narrative A budget narrative may be used to append the formal budget, but not as a replacement thereof. Cost Allocation Plan Contractors proposing more than one training/program or who operate other contracts must submit a cost allocation plan to ensure equitable distribution of costs to programs under contract

with Philadelphia Works.



Attachment 5 – Contractor’s Certification

I certify that all the information provided in this budget is both complete and accurate to the best of my knowledge. Additionally, this form will be revised and re-submitted at a later date should unforeseen cost factors necessitate changes. I also understand that if selected as a contractor, I will be required to submit further detailed budget information.

_______________________________________________________________ Signature of Authorized Agency Representative

_______________________________________________ ____________

Title Date An Authorized agency Representative must sign the Contractor Certification form. Successful Bidders will be required to submit detailed budget information at the time of contract negotiations. Knowingly submitting false information may result in the termination of any contract award.

PLEASE SIGN THIS FORM AND INCLUDE IN FRONT OF BUDGET PAGE



Attachment 6 – Certificate of Insurance

Insurances: including General Liability Insurance, Fidelity Bonding Insurance and Worker’s Compensation

Insurance for the contract period. All certificates of insurance must exhibit dates for coverage that

comply with the contract period.



Attachment 7 – Audited Financial Statements

All responders must attach a copy of the following: Most recent Audited Financial Statements (if applicable), performed in compliance Government Auditing Standards (i.e. OMB Circular A-133 or a program audit) The audit report should include the following:

Report on Internal Control Over Financial Reporting and on Compliance and Other Matters

Report on Compliance with Requirements Applicable to Each Major Program and on Internal Control over Compliance

Statements of Financial Position, Activities and Changes in Net Assets and Cash Flows.-

The sign-off date of the audit and all disclosures (footnotes).

Responders must also provide a copy of the organizations Management/Strategic Plan Must include an allocation of expenses, processes and trends.



Attachment 8 -Letters of Support, Letters of Intent and Letters of Commitment to Partner for as Employers of Trainees



Attachment 9 Question 3 - PRIOR EXPERIENCE FORM

YOU MUST ATTACH TO THIS PAGE A COPY OF AN EVALUATIVE REPORT ISSUED BY THE FUNDING AGENCY REGARDING THE OPERATION OF THIS PROJECT TO THIS PAGE.

Such reports could include: monitoring reports, evaluations, studies, and correspondence describing the

quality of your performance. Such reports must be on the letterhead or the stationary of the issuing

agency.

Type of Training:

Dates of operation:

Funding agency that contracted with your organization:

Dollar size of contract:

General characteristics of the clients served (dislocated workers, displaced homemakers, substance abusers, and welfare clients):

Number contracted to serve: / Number actually served:

What percentage of persons who entered the program successfully completed the course?

Of those served what number achieved subsidized or unsubsidized employment:

Description of program curriculum and the tasks that your organization implemented in the program:



Attachment 10 Proposal Checklist

Proposals with incomplete or missing sections will be considered ineligible, and will not be considered. Please take the time to complete this checklist to ensure that all of the following information is included in your proposal package. Include the Checklist with your submission

Attachment I - Cover Page (This document must be fully completed and signed by the authorized agency representative) completed______

Attachment 2 – Organization Information completed _______

Attachment 3 – Program Narrative completed_______

Attachment 4 - Budget (signed by authorized agency representative) and Budget Narrative completed______

Attachment 5 - Contractor’s Certification completed______

Attachment 6 - Certificate of Insurance completed______

Attachment 7 - Copy of the current Organizational Audit, along with a management and strategic plan completed_______ Attachment 8 – Letters of Support completed_______ Attachment 9 – Proposal Checklist completed_______

One Original + 5 copies of entire proposal plus a copy on a flash drive completed____

One Penn Center at Suburban Station

1617 JFK Boulevard, 13th Floor

Philadelphia, PA 19103

P: 215-963-2100

F: 215-567-7171

www.philaworks.org

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