Lincoln Trail Workforce Development Board
Request for Proposal
One Stop Operator
Services to be performed
(July 1, 2017 – June 30, 2018)
April 19, 2017
The Lincoln Trail Workforce Development Board (LTWDB) is the workforce development strategy and policy board for the Lincoln Trail Workforce Development Area (LTWDA), formed and certified under the provisions of the federal Workforce Innovation and Opportunity Act (WIOA) of 2014. The Lincoln Trail workforce development area consists of 8 counties in central Kentucky: Breckinridge, Grayson, Hardin, Larue, Marion, Meade, Nelson and Washington.
The Lincoln Trail Area Development District (LTADD) has been competitively procured by the Lincoln Trail Development Association to be the local grant subrecipient for the local elected officials. The Lincoln Trail Workforce Development Board concurs with this agreement for board support activities. At the present time, the Lincoln Trail Area Development District also provides direct services. The Lincoln Trail Area Development District is issuing this Request for Proposal on behalf of the Lincoln Trail Workforce Development Board.
Primary funding for the Lincoln Trail Workforce Development Board comes from the U.S. Department of Labor, Employment and Training Administration, through the Kentucky Education and Workforce Development Cabinet.
Currently there is a consortium of required partners acting as the one-stop operator and a career center director. There is one certified comprehensive center (Hub) in Elizabethtown and three certified affiliate centers in Bardstown, Lebanon and Leitchfield. KCC Centers – Lincoln Trail are currently open 37.5 hours per week, Monday – Friday:
7:30 – 5:00 – Monday and Tuesday
7:30 – 4:30 – Wednesday and Thursday
7:30 – Noon - Friday
It is expected that the One-Stop Operator will be located at the hub, 233 Ring Road, Suite 100, Elizabethtown, KY 42701.
NOTE: The terms one-stop center and career center are used interchangeably.
The purpose of this Request for Proposal (RFP) is to select a One-Stop Operator (OSP) to manage and provide oversight for services and activities provided through the Kentucky Career Centers in the Lincoln Trail Workforce Development Area (KCC-Lincoln Trail). Section 121(b)(1)(B) of WIOA provides a list of the required partners in the one-stop system. They are as follows:
Other programs that may be included with approval of local board and chief elected official:
NOTE: TANF (Temporary Assistance for Needy Families may be “opted out” by the Governor if it is done in the State plan. In Kentucky, it is “presumed” that TANF programs are required.
To be eligible as the one-stop operator, an entity (may be a consortium):
III. Background
WIOA recognizes the value of the one-stop delivery system, and provides the workforce system with important tools to enhance the quality of its one-stop (career centers) centers. The law strengthens the ability of states, regions, and local areas to align investments in workforce, education, and economic development to regional in-demand jobs. It also places great emphasis on achieving results for job seekers, workers, and businesses. Finally, it reinforces the partnership and strategies necessary for one-stop centers to provide job seekers and workers with the high-quality career services, education and training, and supportive services needed to obtain good jobs and stay employed; as well as to help business find skilled workers and access other supports, including education and training for their current workforce.
The publicly funded workforce system envisioned by WIOA is designed to increase access to, and opportunities for, the employment, education, training, and support services that individuals need to succeed in the labor market, particularly those with barriers to employment. It aligns workforce development, education, and economic development programs with regional economic development strategies to meet the needs of local and regional employers, and provide a comprehensive, accessible and high-quality workforce development system. This alignment is accomplished by providing all customers access to high-quality one-stop centers that connect them with the full range of services available in their communities, whether they are looking to find jobs, build basic educational or occupational skills, earn a postsecondary certificate or degree, or obtain guidance on how to make career choices, or are businesses and employers seeking skilled workers.
The current career center activities are focused on individual job seekers, therefore, existing programs provided by the career center are to a large extent driven by individual need. In contrast, the career center of the future will be driven by, and responsive to, the demands of the employers in the local labor market. Under this new paradigm, activities and services provided should tie back to employer demand. The career centers should be responsive to employers’ workforce needs, which will promote success for job seekers, ensuring that they are being prepared to satisfy employer demand.
A key goal is employers value the career centers because staff understands the workforce needs of industry and companies and respond quickly to their needs for talent. The career center staff should provide qualified applicants to targeted industries in the region, and by so doing; make the career center the human resource vendor of choice for local companies. Career center staff should include industry-occupational experts with deep and cooperative relationships with companies in the target industries in the region. Staff should use proven tactics to respond quickly when an employer places a job order including: a pool of job seekers should be available due to the registration profile required for all career center customers and staff should establish relationships with training and education institutions which produce graduates with the skills demanded by employers.
This Request for Proposal (RFP) seeks qualified individual(s), organizations, entities to serve as the One-Stop Operator for all eight counties of the Lincoln Trail Workforce Development Region, including coordinating the services of one-stop network partners, at any full-service (comprehensive) career center hub, affiliate career center or other service outlets in the region.
Upon initial selection of a successful proposal, LTADD and the LTWDB retain the right to negotiate with the successful bidder to modify the proposal and determine the terms of the contract before the award becomes final. If such negotiations fail to produce an agreement, LTADD and LTWDB reserve the right to retract their offer and select another proposal.
“By November 17, 2016, every local WDB must demonstrate it is taking steps to prepare for competition of its one-stop operator. This demonstration may include, but is not limited to, market research, requests for information, and conducting a cost and price analysis.”
The Lincoln Trail Workforce Development Board met this benchmark by conducting a cost and price analysis of the current career center director positions in Kentucky and the results of that analysis serve as the basis for the scope of work and funding of this procurement.
The Workforce Innovation and Opportunity Act of 2014, in section 121(d) defines the role of the one-stop operator and allows local workforce development areas a great deal of latitude in defining the specific functions of this position. The LTWDB has defined the functions of the one-stop operator as:
If and when appropriate, the One-Stop Operator will also be required to participate in and coordinate the Kentucky Career Center certification process for any location within the region. Additionally, if the Governor chooses to so require, the one-stop operator must also collect specific performance information from providers of on-the-job (OJT) training, customized training, incumbent worker training, internships, paid or unpaid work experience, and transitional employment; and use the information to determine whether the providers meet the performance criteria required by the Governor.
In coordinating regional services, the one-stop operator must not establish practices that create disincentives to providing services to individuals with barriers to employment who may require longer-term services, such as intensive employment, training and/or education services.
The LTWDB will prefer to contract with an entity that is knowledgeable about workforce development services, their objectives, and the regulations that govern them, including:
Entities that apply should possess and have demonstrated the following characteristics:
Any entity that applies to be a one-stop operator in the Lincoln Trail region must disclose in its application any potential conflicts of interest that could arise from its relationship(s) with participant training services providers and/or other service providers. The LTWDB and its workforce director will oversee and evaluate the performance of the entity or entities selected as the one-stop operator.
The initial period of contract performance will be July 1, 2017 through June 30, 2018. Funding will be provided on an annual basis. The LTWDB may choose to renew the contract annually for up to three (3) additional years, based on the availability of funds, contract performance, and the workforce needs of the Lincoln Trail Workforce Development Area. The contracted awarded will be on a cost-reimbursement basis.
The LTWDB reserves the option to use this procurement to add or increase workforce services within the region if additional funding for related workforce services becomes available and it is in the best interest of the region and the LTWDB to do so.
This RFP will be available from the LTWDB from the following two websites: Lincoln Trail Area Development District: www.ltadd.org and/or KCC- Lincoln Trail: www.ltcareercenter.org.
RFP Release - April 19, 2017
Letter of Intent (sent via email) - April 26, 2017
Question & Answers - April 26, 2017
Proposals Due - May 12, 2017
Evaluation of Proposals - May 15-31, 2017
Board Consideration - June 20, 2017
Contract Negotiation and Execution - June 21-26, 2017
Contract Implementation - July 1, 2017
The Coordinator for this solicitation is the sole point of contact at the Lincoln Trail Area Development District. All communications between the bidder and the LTADD must be submitted in writing via email to:
Sherry L. Johnson, Associate Director
Lincoln Trail Area Development District
P.O. Box 604
613 College Street Road
Elizabethtown, KY 42702-0604
270.769.2393
Email address: sherry@ltadd.org
Any other communication will be considered unofficial and non-binding on the Lincoln Trail ADD. Communication directed to other parties other than the coordinator may result in automatic disqualification.
Written questions should be submitted to the RFP Coordinator during the scheduled Question and Answer period. Questions must be sent via email. All responses will be issued by email and will be sent individually to each bidder. The Lincoln Trail ADD shall be bound only to written answers to questions.
If you plan to use subcontractors in your proposal, you will be required to submit the name(s) and qualifications to provide some of the services/deliverables for this project. Subcontractors will be held to the same terms and conditions as the contractor in order to meet the statement of work, method or payment and deliverables. Any subcontractor must make available to the contractor and the Lincoln Trail ADD, if requested, copies of personnel records and documentation of employee’s compliance with the contract as it is written.
The LTWDB reserves the right to delay, amend, reissue, or cancel any or all of the RFP at any time without prior notice. This RFP does not commit the LTWDB to accept any proposal nor will it be responsible for any costs incurred by a bidder in the preparation of responses, in conduct of a presentation, or any other activities related to this RFP.
The LTWDB reserves the right to reject any or all proposals, to accept or reject any or all items in any proposal, and to award contracts in whole or in part as is deemed to be in the best interest of the LTWDB. The LTWDB reserves the right to negotiate with any bidder after proposals are reviewed and reserves the right to negotiate the final terms of the contract with the successful bidder.
Wendell C. Lawrence, Executive Director of the Lincoln Trail Area Development District is the only individual who may legally commit the LTADD to the expenditure of funds for a contract resulting from the RFP. No cost chargeable to the proposed contract may be incurred before the execution date stipulated in the contract and all required signatures affixed.
The maximum amount of funds available for this project is $110,000.
The successful bidder will be expected to enter into a contract, which contains the same, general terms and conditions as attached in Exhibit B. In no event is a consultant to submit its own standard contract terms and conditions in response to this solicitation. The bidder may submit exceptions as allowed in the Certifications and Assurances section, Exhibit A to this solicitation. The LTWDB will review requested exceptions and accept/reject the same at their discretion.
Bidders are required to submit one unbound original, 10 copies and one electronic copy (email) of the proposal. The original must contain original signatures. The proposal whether mailed or hand delivered, must arrive at the LTADD no later than 12:00 pm (Eastern) on May 12, 2017. The proposal is to be sent to the RFP Coordinator at the appropriate address listed above. If mailed, the envelope should clearly be marked to the attention of the RFP Coordinator – One Stop Operator.
Consultants mailing proposals should allow normal delivery time to ensure timely receipt of the proposals by the Coordinator. Consultants assume the risk for the method of delivery chosen. The LTADD assumes no responsibility for delays caused by any service. Proposals may not be transmitted using electronic media such as fax or email transmission.
Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of the LTADD and will not be returned.
Proposals will be screened for compliance with the federal and state WIOA requirements and compliance with the specifications of this RFP through the following three-phase process:
Bidders must adhere to the following sequence. Failure to do so will result in proposals being rejected for review and consideration. Each proposal should include:
Organizational Capacity, Experience and Past Performance: 20 points
This category will evaluate past experience in providing One-stop Operator services and/or similar to those being proposed, including the ability to deliver as proposed, attain, track and report outcomes. Evaluation of the performance and management capability of the bidder(s) will include:
technology, staff training, negotiating MOUs and infrastructure funding (cost allocation plans) among partners; and
Relationships and Collaboration: 10 points
This category will evaluate the bidder’s current and proposed relations with WIOA core partners and other community partners. Evaluation of this section will include:
Operator Plans: 50 points
This category will evaluate the feasibility and adequacy of operator services and processes, including evaluation of:
Operator Plan Budget and Budget Narrative: 20 points
This category will evaluate the cost of the proposed plan. The budget will be reviewed for accuracy and completeness. Additionally, all proposals will be reviewed for costs that are reasonable, allocable, allowable, fully justified and competitive as measured by the review of the line-item budget, the plan’s feasibility, and comparison to all other proposals. Also, if there are other funding sources (i.e., in-kind, etc. to be used in this budget, please provide detailed information on funding source and how they will be utilized.
NOTE: The budget that is proposed will not necessarily be the amount funded.
Proposal Response Questions
Organization Experience and Past Performance (Maximum 4 pages)
Relationships and Collaboration (Maximum 4 pages)
NOTE: Please provide proof of these relationships and collaboration through MOUs and/or contracts with partners. These should be included as attachments.
Operator Plans (Maximum 12 pages)
NOTE: Please be aware of any implications or special arrangements or how you will organize and meet requirement of provisions at 20 CCFR 678.630: “Continued use of State merit staff for the provision of Wagner-Peyser Act services or services from other program with merit staffing requirements must be included in the competition for and final contract with the one-stop operator when Wagner-Peyser Act services or services from other programs with merit staffing requirements are being provided.”
Operator Plan Budget (Maximum 2 pages)
Present a detailed program budget by line item. In order to clarify the budget request, bidder will prepare a one-page narrative to include those comments. The budget should be presented for the period of time that is noted (July 1, 2017 – June 30, 2018.). Bidders should include costs such as, but not limited to:
NOTE: Please be aware that the contract issued will be a cost reimbursement contract. At a minimum, invoices must be accompanied by source documentation in order to receive reimbursement for the costs.
Checklist of Required Documents For Submission
(Include this sheet as first page of packet)
Letter of Submittal
Executive Summary
Proposal Narrative (All items addressed)
Budget and Budget Narrative
Past two years of audited financial history
Past three years of disallowed costs and status
Evidence of Taxes up-to-date
Evidence of acceptable accounting systems in place
Organizational Charts
Job Description(s)
Staff Resumes/Certifications (if applicable)
Conflict of Interest Statement
Organization’s Charter or Articles of Incorporation
Certificates of Insurance
Unemployment Insurance
Worker’s Compensation
Board Resolution
Letters of Support (if applicable)
Exhibit A – Certification and Assurances
Exhibit B – General Assurances and Certifications
Exhibit C – Debarment Certification
Exhibit D – Non-Collusion Affidavit
Exhibit E – Grievance Procedures
Exhibit F – Financial Certification
Exhibit G – Legal Certification
Exhibit A
Certifications and Assurances
I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract(s):
Signature of Proposer
Consultant/Firm
Title
Date
Exhibit B
General Assurances and Certifications
Any agency/firm/consultant awarded federal funds through the Workforce Innovation and Opportunity Act of 2014 (WIOA) must be in compliance with numerous laws and regulations. Most these will be addressed in a contract. The bidder hereby assures and certifies compliance with each of the requirements where applicable.
I recognize that I must give assurance for each item below. If I cannot, this proposal will be automatically rejected. The assurances are:
The bidder will meet all applicable federal, state, and local compliance requirements. These include, but are not limited to:
The bidder will not:
The undersigned hereby assures and certifies that if selected the bidder’s organization is in compliance with all of the Assurances and Certifications where applicable.
____________________________________________________________________________
Name and Title of Authorized Representative
____________________________________________________________________________
Signature Date
____________________________________________________________________________
Name of Applicant Organization
Exhibit C
Debarment Certification
Certification Regarding Debarment, Suspension, and Other Responsibility Matters
Primary Covered Transactions
____________________________________________________________________________
Applicant Organization
____________________________________________________________________________
____________________________________________________________________________
Applicant Organization Address
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211).
____________________________________________________________________________
Name and Title of Authorized Representative
____________________________________________________________________________
Signature Date
Exhibit D
Non-Collusion Affidavit
Commonwealth of Kentucky
County of _______________
The respondent is hereby giving oath that it has not, in any way, directly or indirectly, entered into any arrangement or agreement with any other respondent or with any officer of the Lincoln Trail Workforce Development Board whereby it has paid or will pay to such other respondent or officer or employee any sum of money or anything of real value whatever; and has not, directly or indirectly, entered into any arrangement or agreement with any other respondent or respondents which tends to or does lessen or destroy free competition in the letting of the agreement sought for by the attached response; that no inducement of any form or character other than that which appears on the face of the response will be suggested, offered, paid, or delivered to any person whomsoever to influence the acceptance of the said response or awarding of the agreement, nor has this respondent any agreement or understanding of any kind whatsoever, with any person whomsoever, to pay, deliver to, or share with any other person in any way or manner any of the proceeds of the agreement sought by this response.
Signature of Authorized Representative
Print or Type Name
Subscribed and sworn to me this day of ________________
Notary Public
County of
Commission Expiration Date
Exhibit E
Grievance Procedures
LINCOLN TRAIL WORKFORCE DEVELOPMENT AREA
GRIEVANCE PROCEDURE
FOR
WIOA CUSTOMER/PARTICIPANT/INTERESTED PARTIES
The Lincoln Trail Workforce Development Area (LTWDA) Grievance Procedures shall apply to alleged violations of the requirements of title I of the Workforce Innovation and Opportunity Act (WIOA). Except for complaints alleging discrimination brought under WIOA section 188 and/or 29 CFR part 37, which should be filed within one hundred eighty (180) days, you shall have within one year of the alleged occurrence(s) of the incident to file a grievance.
GRIEVANCE PROCEDURE:
The LTWDA grievance procedure for a WIOA customer/participant begins with the service provider/contractor providing the service(s) that resulted in the grievance/complaint. The customer/participant must follow the grievance procedure outlined by the provider's /contractor's policies and procedures and request any decision/resolution in writing. If no resolution is reached within the timeframe specified by the provider's/contractor's policies and procedures the customer/participant should contact the Employment/Training staff of the Lincoln Trail Workforce Development Board (LTWDB) at the Lincoln Trail Area Development District, P. O. Box 604, Elizabethtown, KY 42702-0604.
This must be done in writing and summarize the alleged grievance/complaint. You must also include a copy of the written decision reached through the provider/contractor's grievance procedures. An informal decision must be reached or a hearing completed by the LTWDB staff within sixty (60) days of the filing of the grievance/complaint with the LTWDB. (An individual alleging a labor standards violation is allowed to submit the grievance/complaint to a binding arbitration procedure if a collective bargaining agreement covering the parties to the grievance so provides.)
If no decision is reached within sixty (60) days or either party is dissatisfied with the local hearing decision, either may appeal to the Kentucky Education and Workforce Development Cabinet - Department for Workforce Investment - Office of Employment and Training, 275 E. Main Street, 2nd Floor, Frankfort, KY 40621. Policies required and/or issued by the Office of Employment and Training will govern this process.
The local grievance/complaint procedure for service providers or other interested parties affected by the Lincoln Trail Workforce Development System begins by notifying the staff of the LTWDB of the grievance/complaint in writing at the Lincoln Trail Area Development District, P.O. Box 604, Elizabethtown, KY 42702-0604. The service provider or other interested parties shall include in the written complaint, a summary of the grievance/complaint and any informal steps taken to achieve satisfactory resolution. The staff of the LTWDB will respond in writing to the filing of the grievance/complaint within sixty (60) days with an informal resolution or conduct a hearing that results in a decision.
If no decision is reached within sixty 60) days or either party is dissatisfied with the local hearing decision, either may appeal to the Kentucky Education and Workforce Development Cabinet – Department for Workforce Investment- Office of Employment and Training, 275 E. Main Street, 2nd Floor, Frankfort, KY 40621. Policies required and/or issued by the Office of Employment and Training will govern this process.
Failure to follow these steps and timeframes may result in your complaint being dismissed.
I have been instructed as to my rights and responsibilities under the WIOA program and do hereby acknowledge my understanding of the same.
Customer/Participant/Interested Party Signature
Date
Signature of Lincoln Trail WDB Staff
Title
Date
Exhibit F
Financial Certification
FINANCIAL CAPABILTY CERTIFICATION
(Please Print Organization Name)
Yes No
If no, explain:
Yes No
If no, explain:
Yes No
If no, explain:
Yes No N/A
Explain the resolution:
I certify that the above answers are true and represent an accurate picture of this organization’s financial capability.
Name and Title of Certifying Official Signature Date
Exhibit G
Legal Certification
LEGAL CERTIFICATION
The Lincoln Trail Workforce Development Board has a strong interest in the bidder’s continued ability to deliver/services that meet the most stringent standards of program performance and integrity. The LTWDB required that bidders list and summarize all pending or threatened litigation, administrative or regulatory proceedings, investigations, and/or similar matters that could materially affect the bidder. Bidder must list any major lawsuits and litigations that result in fines or penalties in excess of $100,000 USD as a result of awards or settlements with the U.S Department of Labor or any State Employment/Workforce Agencies.
As a part of this disclosure requirement, bidders must state whether they or any owners of at least five (5%) percent interest in the bidding company, officers, trustees, board members, subcontractors, agents, or partners have ever been convicted of a felony, or a misdemeanor or any civil or criminal offenses excluding driving offenses. Failure to disclose such matters may result in rejection of the proposal or in termination of an award or contract.
I certify that the above answers are true and represent an accurate picture of this organization’s financial capability.
Name and Title of Certifying Official Signature Date
SUMMARY:
ADD ADDITIONAL PAGES IF NECESSARY
References
Workforce Innovation and Opportunity Act of 2014 (WIOA): https://www.doleta.gov/WIOA/docs/BILLS-113hr803enr.pdf
WIOA Final Rules: https://doleta.gov/wioa/Final_Rules_Resources.cfm
Training and Employment Guidance Letter (TEGL) WIOA No: 15-16 – Competitive Selection of One-Stop Operators, January 17, 2017: https://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=8116
Training and Employment Guidance Letter (TEGL) WIOA No: 10-16 – Operating Guidance for the Workforce Innovation and Opportunity Act (referred to as WIOA) – December 19, 2016: https://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=8226
Kentucky Career Center (KCC) website: https://kcc.ky.gov
Kentucky Workforce Innovation Board website: https://kwib.ky.gov
Kentucky Workforce Investment Board – WORKSmart Kentucky Strategic Plan (updated 2013): https://kwib.ky.gov/documents/WORKSmart2013.pdf
KCC Certification Information: https://www.kwib.ky.gov/careercentercertification.htm
KCC – Lincoln Trail and Lincoln Trail Workforce Development Board: www.ltcareercenter.org
KCC Partner for Success: https://www.kwib.ky.gov/partnersucess.htm
Kentucky Skills Network – (Business Services): https://www.thinkkentucky.com/workforce/
Focus Career (web portal for the job seeker): https://focuscareer.ky.gov/career/
Focus Talent (web portal for the employer): https://focustalent.ky.gov/talent/
Kentucky WIOA State Plan (approved for the period July 1, 2016 through June 30,2018: https://www2.ed.gov/about/offices/list/osers/rsa/wioa/state-plans/ky.pdf
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) at 2 CFR part 200, including the U.S. Department of Labor specific requirement at 2 CFR part 2900: https://www.edfr.gov/cgi-bin/ECFR?page=browse
Office of Employment and Training (OET) Policies: 15-001 and 15-002 (as amended), 17-001 and 17-002.