Respondents’ Orientation Request for Proposals for ......Respondents’ Orientation Dec. 15, 2015...
Transcript of Respondents’ Orientation Request for Proposals for ......Respondents’ Orientation Dec. 15, 2015...
Respondents’ OrientationRequest for Proposals for
Workforce Innovation and Opportunity Act Youth Programs
COLLABORATION | EXCELLENCE | STEWARDSHIP
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Agenda
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1. Welcome – Cord Bailey2. Proposal Introduction – Amanda Cheyney3. Financial Requirements – Kiyomi Okamoto and Kai Jackson4. Procurement Requirements – Evelyn Ramirez
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Who’s in the room?
Name and organization
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Welcome and Introductions
MissionTo empower job seekers to meet the current and future workforce needs of employers in San Diego County.
VisionEvery business in our region has access to a skilled workforce and every job seeker has access to meaningful employment. Our goal is to be the leader of innovative workforce solutions.
Organizational Overview
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WHAT WE DO
ADULT PROGRAMS YOUTH PROGRAMS LABOR MARKET RESEARCH
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1.1 Solicitation
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• Innovative youth programs operated under the provisions of Workforce Innovation and Opportunity Act (WIOA)• Provide high quality educational and employment services• Out-of-school youth, ages 16–24
Period of Performance• July 1, 2016 – June 30, 2017• Option to extend for four (4) additional one year periods
1.1 Solicitation
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• Respondents may include:• For-profit organizations;• Non-profit organizations;• Public agencies; and/or• A collaboration of these organizations
• SDWP committed to equal opportunity in its contracting process
1.2 Estimated Funding
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Region GeographicDistribution
Estimated Funding Availability
Minimum Number of Contracts
Metro 40% $1,680,000 3
North 29% $1,218,000 2
South 16% $672,000 1
East 15% $630,000 1
Total 100% $4,200,000 7
Subject to change based on PY 16/17 allocations from DOL/State of California
Attachment A: San Diego Regional and Geographic Boundaries Map and Zip Codes
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1.4 RFP Schedule and Timelines
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Timelines Date TimeIssue RFP Dec. 3, 2015
Respondents’ Orientation Dec. 15, 2015 10:00am-12:00pm PST
Last Day to Submit Questions Jan. 22, 2016 5:00pm PST
Notice of Intent to Submit a Proposal Jan. 22, 2016 3:00pm PST
Last Day Answers Posted on SDWP Website Jan. 29, 2016
Required Statement of Qualifications (SOQ) Feb. 2, 2016 3:00pm PST
Proposals Due Feb. 2, 2016 3:00pm PST
Oral Interviews and Evaluation Completion Mar.15-17, 2016
Youth Council Recommendation Mar. 28, 2016
Workforce Development Board Recommendation Apr. 21, 2016
San Diego Consortium Policy Board Recommendation Apr. 29, 2016
Effective Date of Contract(s) Jul. 1, 2016
1.8 RFP Questions
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Written questions ONLY:[email protected]
Respondents are strictly prohibited from contacting members of the Workforce Development Board (WDB), San Diego Consortium Policy Board (Policy Board), Adult Programs Committee (APC), San Diego Youth Council (Youth Council) or SDWP staff regarding this RFP other than as stated in Section 6.8 Conflict of Interest.
Timeline Date Time
Last Day to Submit Questions Jan. 22, 2016 5:00pmPST
Last Day Answers Posted on SDWP Website Jan. 29, 2016
3.5 Eligibility and Enrollment
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Ages 16–24 Not attending any school
EligibilityCriteria
3.5. Priority Populations
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Justice Involved Pregnant or parenting
Youth with Disabilities
Current or Former Foster
Refugee and Immigrant
Residing in Public Housing
Programs
Homeless and Runaway
Dropout without High School
Diploma
3.2 WIOA Program Requirements
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Outreach, Recruitment and
Orientation
Intake, Eligibility Determination
and Registration
Objective Assessment and
Referral
Individual Service Strategy
(ISS)
Case Management
Access to Range of Services
Follow Up Services
3.3 Additional Program Requirements
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Access and Location Partnerships
Business Service
Representative
Mental Health Services
3.4 Program Components
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Educational Services
Career Pathways
Work Readiness Training
Work Experience
Opportunities
Youth Development
5.6 Subcontractors
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• Follow procurement procedures• Procurement may be done before or after submitting a proposal• Are subject to SDWP approval prior to implementation• Proposal identifies a specific subcontractor, SDWP award of the grant
does not provide the justification or basis to sole source the procurement of those services• Must include a monitoring plan• Subcontracts shall include all requirements and restrictions that
apply to this contract
• Identify subcontractors (including in-kind) in the budget documents and budget narrative
3.6 Program Management
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Attainment
•Diploma•Degree•Certificate•Credential
Placement
• Employment• Education• Training
Earnings
• After entry into unsubsidized employment
In-Program Skills Gain
• Achieve measurable skills gain
Satisfaction
• Employers• Youth
Attachment J: Budget Shell –Program Operating Plan
ENROLLMENTS & EXITS New Enrollments New Enrollments New Enrollments New Enrollments Contract End
July - Sept '16 Oct - Dec '16 Jan - Mar '17 Apr - Jun '17
Q1 Q2 Q3 Q4 Total
Total Enrollments 0
Total Exits 0
PERFORMANCE OUTCOMES
Attainments
High School Diploma 0
GED 0
Other Certificate/Credential 0
TOTAL ATTAINMENTS - - - - 0
Placements
Employment 0
Post Secondary 0
Advanced Training 0
TOTAL PLACEMENTS - - - - 0
4.1 Required Documents and Page Limits
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Documents Section Page Limit
Title Page 4.3 1 page
Table of Contents 4.3 No limit
Executive Summary 4.3 1 page
Business Description and Qualifications 4.4 2 pages
Program Content 4.5 25 pages
Past Performance 4.6 2 complete questionnaires
Organizational Chart 4.4 1 page
Budget Shell 4.7 No limit
Budget Narrative 4.7 No limit
Conflict of Interest Disclosure 6.8 No limit
4.2 Formatting Requirements
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Criteria
Font size 12 point
Font Times New Roman
Margins At least one inch
Line spacing Double-spaced
Pages Single-sided
Page numbering Numbered sequentially
Language English
4.3 Title Page, Table of Contents, and Executive Summary
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Content Page Limit
Title Page 1 page
Table of Contents No limit
Executive Summary 1 page
Worth 5 points
4.4 Business Description and Qualifications
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Content Page Limit
Business Description 2 pages
Worth 10 points
4.5 Program Content
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Content Page Limit
Program Content 25 pages
Worth 50 points
4.5 Program Content
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Program Design20 points
•Target population•Recruitment•Enrollment•Supportive services•Performance, administration •Project Management•Access & Location•Partnerships•Employer connections
Program Components30 points
• Educational Services• Career Pathways• Work Experience • Work Readiness• Financial Literacy• Entrepreneurship Training• Youth Development
Worth 50 points
4.5.2 Work Experience
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A minimum of 25% of the funds allocated must be spent on work experiences.
Work Experience Staff Time• Paid and unpaid work experience• Summer work experience• Year long work experience• Pre-apprenticeship programs• Internships• Job shadowing
• Identifying work experience• Working with employers to develop the work
experience• Working with employers to ensure a successful
work experience• Evaluating the work experience• Participant work experience orientation
sessions• Classroom training• Orientation for employers
4.6 Past Performance
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• Attachment H: Past Performance Questionnaire• Must submit TWO (2) completed Past Performance Questionnaires• Projects managed in past FIVE (5) years• If you have been funded by SDWP in last TWO (2) years, must include SDWP as one
of the agencies completing a Questionnaire
• Submission Instructions• Must be completed and EMAILED directly to [email protected]• Deadline February 2, 2016
• Points• Points may be deducted if SDWP does not receive TWO (2) questionnaires via email
from the REFERRING AGENCY by the deadline.
Worth 5 points
4.7 Cost Reasonableness of Proposed Budget
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• Budget Shell (Attachment J)• Budget Detail• Personnel Detail• In-Kind Personnel Costs• Expenditure Plan• Program Operating Plan
• Budget Narrative (Attachment K)• Budget Instructions (Attachment I)• If applicable:
• Cost Allocation Plan• Indirect Cost Rate
Worth 15 points
Amended
5.4 Program/Administrative Support vs. Program Costs
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Program/Administrative Support Program Costs
• May not exceed 20%
Includes salary and wages for staff in• Finance• Human Resources• Payroll• Legal• Property Management• Any associated activities for above functions
(rent, IT, supplies, etc.) • Example: office space for payroll person
• Program Director• Case Manager• Business Service Representative• Data Management• Subcontracts• Any associated activities for the above functions
(rent, IT, supplies, etc.) • Example: cell phone for program staff
5.5 In-Kind and Cash Match Resources
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Examples Documentation• Staff time• Participant expenses• Equipment• Facilities
• Letter of Commitment• Memorandum of Understanding (MOU)
Required for contractors to keep auditable supporting documentation◦ Invoice◦ Timecard
Follows the same rules as reimbursable costs◦ Reasonable◦ Allowable◦ Necessary
• Personnel Detail Sheet
• Project Budget Detail
• In-Kind Personnel
• Expenditure Plan
• Program Operation Plan
Instructions – Attachment I
Attachment J: Budget Shell
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Amended
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Attachment J: Budget Shell – Personal Detail
PERSONNEL COSTSSalaries Percent Amount Percent Amount Percent AmountProgram Director 60,000 0.00% 10.00% 6,000 10.00% 6,000 Case manager 1 50,000 0.00% 75.00% 37,500 75.00% 37,500 Case manager 2 52,000 0.00% 75.00% 39,000 75.00% 39,000 Payroll 40,000 25.00% 10,000 0.00% 25.00% 10,000 It Technician 0.00% 0.00% 0.00% - Staff Position #6 0.00% 0.00% 0.00% - Staff Position #7 0.00% 0.00% 0.00% - Staff Position #8 0.00% 0.00% 0.00% - Staff Position #9 0.00% 0.00% 0.00% - Staff Position #10 0.00% 0.00% 0.00% - Staff Position #11 0.00% 0.00% 0.00% - Staff Position #12 0.00% 0.00% 0.00% - Staff Position #13 0.00% 0.00% 0.00% - Total Salaries 10,000 82,500 92,500
Fringe Benefits Cost 3,000 24,750 27,750 Fringe Benefit Rate (input two decimal only) 30.00%
Total FTEs Budgeted 0.25 1.60 1.85
TOTAL PERSONNEL COSTS 13,000 107,250 120,250
TotalAnnualized Salary
Out-of-School Youth Support Out-Of-School Youth Program
Amended
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Attachment J: Budget Shell –Personal Detail In Kind
PERSONNEL COSTSSalaries Percent Amount Percent Amount Percent AmountProgram Director 0.00% 0.00% 0.00% 0Case manager 1 50,000 0.00% 25.00% 12,500 25.00% 12,500Case manager 2 52,000 0.00% 25.00% 13,000 25.00% 13,000Payroll 0.00% 0.00% 0.00% 0It Technician 45,000 0.00% 10.00% 4,500 10.00% 4,500Staff Position #6 0.00% 0.00% 0.00% 0Staff Position #7 0.00% 0.00% 0.00% 0Staff Position #8 0.00% 0.00% 0.00% 0Staff Position #9 0.00% 0.00% 0.00% 0Staff Position #10 0.00% 0.00% 0.00% 0Staff Position #11 0.00% 0.00% 0.00% 0Staff Position #12 0.00% 0.00% 0.00% 0Staff Position #13 0.00% 0.00% 0.00% 0Total Salaries - 30,000.00 30,000
Fringe Benefits Cost - 9,000.00 9,000Fringe Benefit Rate (two decimal only) 30.00%
Total FTEs Budgeted - 0.60 0.60
TOTAL PERSONNEL COSTS 0 39,000 39,000
In Kind/ Cash MatchAnnualized
SalarySupport Program Total
Amended
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Attachment J: Budget Shell – Program Detail
LINE ITEM
Support Program Total Support Program Total Support Program TotalPERSONNEL COSTSSalariesProgram Director - 6,000 6,000 - 6,000 6,000 - - - Case manager 1 - 37,500 37,500 - 37,500 37,500 - 12,500 12,500 Case manager 2 - 39,000 39,000 - 39,000 39,000 - 13,000 13,000 Payroll 10,000 - 10,000 10,000 - 10,000 - - - It Technician - - - - - - - 4,500 4,500 Staff Position #6 - - - - - - - - - Staff Position #7 - - - - - - - - - Staff Position #8 - - - - - - - - - Staff Position #9 - - - - - - - - - Staff Position #10 - - - - - - - - - Staff Position #11 - - - - - - - - - Staff Position #12 - - - - - - - - - Staff Position #13 - - - - - - - - - Total Salaries 10,000 82,500 92,500 10,000 82,500 92,500 - 30,000 30,000
Fringe Benefits Cost 3,000 24,750 27,750 3,000 24,750 27,750 - 9,000 9,000 Fringe Benefit Rate= 30%
TOTAL PERSONNEL COSTS 13,000 107,250 120,250 13,000 107,250 120,250 - 39,000 39,000
In Kind/ Cash Match Section Source: ABC FoundationOut-of-School Youth
Cost Reimbursement Section Total
Amended
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Attachment J: Budget Shell – Program Detail
LINE ITEM
Support Program Total Support Program Total Support Program TotalPROGRAMMATIC SUBCONTRACT COSTSSubtractor #1 55,000 55,000 - 55,000 55,000 - Subtractor #2 - - - - - Subtractor #3 - - - - - Subtractor #4 - - - - - Subtractor #5 - - - - - XXXXX - - - - - XXXXX - - - - - XXXXX - - - - - TOTAL PROGRAMMATIC SUBCONTRACT COSTS - 55,000 55,000 - 55,000 55,000 - - -
SUPPLIES COSTS Office Supplies - - - - 120 480 600 Postage/Delivery 120 120 - 120 120 - Printing/Copying 120 120 - 120 120 - XXXXX - - - - - XXXXX - - - - - TOTAL OFFICE SUPPLIES COSTS - 240 240 - 240 240 120 480 600
STAFF TRAINING AND TRAVEL COSTSXXXXX - - - - - XXXXX - - - - - XXXXX - - - - - XXXXX - - - - - XXXXX - - - - - TOTAL STAFF TRAINING AND TRAVEL COSTS - - - - - - - - -
OTHER COSTSAudit Costs - - - - - Insurance Costs - - - - - XXXXX - - - - - Indirect Costs (applied based on Cost Agreement) - - - - - - TOTAL OTHER COSTS - - - - - - - - -
TOTAL BUDGET 15,000 170,490 185,490 15,000 170,490 185,490 120 44,480 44,600
In Kind/ Cash Match Section Source: ABC FoundationOut-of-School Youth
Cost Reimbursement Section Total
Amended
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Attachment J: Budget Shell – Program Detail
LINE ITEM
Support Program Total Support Program TotalOTHER COSTSAudit Costs 8,000 8,000 8,000 - 8,000 Insurance Costs 5,000 5,000 5,000 - 5,000 XXXXX - - - - Indirect Costs (applied based on Cost Agreement) - 2,800 17,049 19,849 2,800 17,049 19,849 TOTAL OTHER COSTS 15,800 17,049 32,849 15,800 17,049 32,849
TOTAL BUDGET 30,800 187,539 218,339 30,800 187,539 218,339
Indirect cost calculation:Total direct cost 28,000 170,490 198,490 28,000 170,490 198,490
Exclusion: Participant training - - - - Exclusion: Capital expeditures - - - - Exclusion: Subawards over $25,000 30,000 30,000 - 30,000 30,000
Indirect Cost Base (amount to be applied to rate) 28,000 140,490 168,490 28,000 140,490 168,490
Indirect Cost Rate (input rate per agreement with cognizant agency) 10.00% 10.00% 10.00% 10.00% 10.00% 10.00%
Allowable indirect costs to be charged to this agreement (should = row 90 and tie to allowable) 2,800 14,049 16,849 2,800 14,049 16,849
Check: Is the amount charged to the contract in line 90 less than or equal to the allowable amount in row 107?
YES NO NO YES NO NO
Variance (row 90 must be less than or equal to row 107) - 3,000.00 3,000.00 - 3,000.00 3,000.00
Out-of-School Youth Total
Amended
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Attachment J: Budget Shell – Program Detail
LINE ITEM
Support Program Total Support Program TotalOTHER COSTSAudit Costs 8,000 8,000 8,000 - 8,000 Insurance Costs 5,000 5,000 5,000 - 5,000 XXXXX - - - - Indirect Costs (applied based on Cost Agreement) - 2,800 14,000 16,800 2,800 14,000 16,800 TOTAL OTHER COSTS 15,800 14,000 29,800 15,800 14,000 29,800
TOTAL BUDGET 30,800 184,490 215,290 30,800 184,490 215,290
Indirect cost calculation:Total direct cost 28,000 170,490 198,490 28,000 170,490 198,490
Exclusion: Participant training - - - - Exclusion: Capital expeditures - - - - Exclusion: Subawards over $25,000 30,000 30,000 - 30,000 30,000
Indirect Cost Base (amount to be applied to rate) 28,000 140,490 168,490 28,000 140,490 168,490
Indirect Cost Rate (input rate per agreement with cognizant agency) 10.00% 10.00% 10.00% 10.00% 10.00% 10.00%
Allowable indirect costs to be charged to this agreement (should = row 90 and tie to allowable) 2,800 14,049 16,849 2,800 14,049 16,849
Check: Is the amount charged to the contract in line 90 less than or equal to the allowable amount in row 107?
YES YES YES YES YES YES
Variance (row 90 must be less than or equal to row 107) - (49.00) (49.00) - (49.00) (49.00)
Out-of-School Youth Total
Amended
fg
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Attachment J: Budget Shell – Expenditure Plan
• Input whole numbers, no decimals.
• Total amount should be equal to your total budget amount (on program detail)
Funding Stream Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 TOTALOut-of-School Youth 17,940.83 17,941.00 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,940 215,291 TOTAL 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,940 215,291
Funding Stream Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 TOTALOut-of-School Youth 17,941.00 17,941.00 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,940 215,291 TOTAL 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,940 215,291
Amended
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Attachment K: Budget Detail Narrative
Include in-kind in budget and narrative
Cost Category Example Narrative
Personnel Title and main job dutiesFringe: provide detail what is included in fringe benefits
Participant Costs Supportive services $xx per ## participantsIncentives $xx per ## participantsTesting & Instructional Materials $xx per ## participants
Furniture & Equipment Laptop $3,000. $1,000 laptops for 3 case managers.
Facilities & Infrastructure (In-Kind) Rent $24,000. Main office rent $2,000/mo for 12 month.Utilities according to Cost Allocation Plan $xx per month
Programmatic Subcontract Description of programmatic services, breakdown of what is included and methodology. Ex: cost per participant, cost per cohort, cost per quarter, etc.
Supplies Office supplies $600. copy paper, pens etc. $50/mo for 12 monthPrinting & Copying $xx per quarter
Staff Travel & Training Professional development $1,200. $300 for 4 staff.Mileage $xx per ## staff per quarter
Other Indirect cost $10,000. 10% approved rate based on total direct cost of $100,000.Audit costs
Required if indirect costs, multiple contracts, or multiple funding sources exist.
Provide following items• Description of organization structure• Organization chart• Show the methodology by listing cost pools, describing
base of allocation and type of cost in each pool
Reference• Operations Manual, Chapter 6 Financial Management,
Section 6.14.3 Cost Allocation Plans
5.2 Cost Allocation Plan
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Acceptable Allocation Bases Unacceptable Allocation Bases
• Staff time: time sheets• Facilities: space usage• Equipment: usage or machine hours• Participant Count: number of clients served/placed
• Prior period results for future periods• Pre-‐determined costs (budget)
5.2 Cost Allocation Plan
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•• The Rate should be approved by a Federal Cognizant Agency
• Only for direct recipient of Federal grants and funded by multiple funding streams
• The Agreement should clearly indicate the base used to calculate the cost
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5.3 Indirect Cost Rate Agreement
1.7 Statement of Qualifications (SOQ)
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• 15 pages requesting information:• Legal status• Organization classification• Organizational chart & goals• Contractual history• Financial resources & performance history• Insurance• Financial management• Certification regarding signature authority, debarment, and records storage
• SOQ Questions email [email protected]• Find the SOQ here: http://workforce.org/rfqrfp-opportunities
Required
6.8 Conflict of Interest
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•Conflict of Interest Disclosure – Attachment G.
•All Respondents must fill this out and submit if even if there are no actual or potential conflicts of interest.
Required
6.9 Ex-Parte Communication
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• It is the policy of SDWP to prohibit ex-parte communication with any:• Board member (Policy Board, WDB, APC, or Youth Council), or • SDWP staff and consultants
• Respondents that directly contact board members or evaluators on matter related to this RFP risk elimination of their proposals from further consideration.
•All Respondent must include a Conflict of Interest Disclosure Form - Attachment G, even if no real or potential conflicts exist.
6.1 Compliance Review
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Documents Section
Statement of Qualifications (SOQ) 1.7
Proposal Formatting 4.2
Program Content 4.5
Budget Shell and Narrative 4.7
Conflict of Interest Disclosure 6.8
6.2 Evaluation Criteria
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RFP Scoring MethodologySection Content Points
4.3 Title Page, Table of Contents, and Executive Summary 5
4.4 Business Description and Qualifications 10
4.5 Program Content 50
4.6 Past Performance 5
4.7 Cost Reasonableness of Proposed Budget 15
Written Proposal Total Available Points 85
Oral Presentation Total Available Points 15
Total Available Points 100
6.2 Evaluation Criteria
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Scoring Panel
•Community leaders•Board members•Outside experts
Proposals
• Worth 85 points• 70 or more points
Oral Interviews
•Worth 15 points•30 minutes•Authorized negotiator•5 individuals•March 15-‐17, 2016
Recommendations
•80 points or higher
Key Dates to Remember
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Timelines Date Time
Last Day to Submit Questions Jan. 22, 2016 5:00pm PST
Notice of Intent to Submit a Proposal Jan. 22, 2016 3:00pm PST
Last Day Answers Posted on SDWP Website Jan. 29, 2016 5:00pm PST
Required Statement of Qualifications (SOQ) Feb. 2, 2016
Proposals Due Feb. 2, 2016 3:00pm PST
Oral Interviews and Evaluation Completion Mar.15-17, 2016
Youth Council Recommendation Mar. 28, 2016
Workforce Development Board Recommendation Apr. 21, 2016
San Diego Consortium Policy Board Recommendation Apr. 29, 2016
Effective Date of Contract(s) Jul. 1, 2016
Question and Answers
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• Name & Organization• Please reference
• Page number• Section • Attachment
Written questions ONLY:[email protected]
Respondents are strictly prohibited from contacting members of the Workforce Development Board (WDB), San Diego Consortium Policy Board (Policy Board), Adult Programs Committee (APC), San Diego Youth Council (Youth Council) or SDWP staff regarding this RFP other than as stated in Section 6.8 Conflict of Interest.