Lincoln Trail Workforce Development Board
Request for Proposal
The Lincoln Trail Area Development District (LTADD), local subgrant recipient for the Lincoln Trail Workforce Development Board (LTWDB) seeks proposals from any governmental, not-for-profit, educational institution or for-profit entity to provide a series of program elements concurrently to young adults (out-of-school youth ages 18-24). Programming should be innovative and tap into other community resources for other services that may be needed for successful participation by the youth. The Lincoln Trail Workforce Development Area covers eight central Kentucky counties – Breckinridge, Grayson, Hardin, Larue, Marion, Meade, Nelson and Washington.
President Barack Obama signed the Workforce Innovation and Opportunity Act (WIOA) into law July of 2014. The Act provides for increased flexibility for local workforce boards to prioritize needs for their local/regional economies and to respond to the need in more efficient and effective ways. In the National Association of Workforce Board’s publication “The Workforce Innovation and Opportunity Act (WIOA) ‘Driving Innovation, Collaboration and Performance’ it says WIOA seeks to increase innovation and opportunities by:
While WIOA maintains the goal of assisting individuals to find and retain jobs through provisions of training, education, supportive services, and employment, there are some significant changes under WIOA Title I Youth services. Specifically, under the previous program WIA, focus was on provision of services to in-school youth and WIOA has shifted to a minimum of 75% of funds must be used to provide services to out-of-school youth. Other significant changes are extending youth age eligibility to 24, and 20% of the funds must be spent on work experiences that are incorporated with work-based learning strategies.
The purpose of this solicitation is to assist out of-school youth ages 18 -24 with the following:
Youth served will be recruited from all counties in the region but is highly recommended that bidders evaluate the youth interest and the community need for the proposed program to ensure that performance outcomes are attainable. WIOA funds cannot be used to duplicate existing programs in the area, nor can the funds be used to supplant other funds/programs in the area.
WIOA Youth Eligibility and Relevant definitions
Definition of an out-of-school youth
Section 681.210 of the Final Rule define an out-of-school youth as an individual who is:
WIOA Eligibility Requirements
Section 681.320 of the Final Rule addresses the requirement for youth participants to enroll into the WIOA and all of the following must occur:
Required 14 program elements for youth participants
For purposes of this solicitation, the items highlighted in bold are required to be offered. All other elements may be made available through referral to outside community agencies/entities that provide these services. All referrals must be documented in the participant file.
The contractor may hire/designate staff to plan, operate, oversee and evaluate program services. The contractor must be in a position to provide fiscal services including timesheet maintenance, payroll, tax documentation, workers’ compensation and invoicing for costs associated with this contract. A central location for staff to maintain participant files and access to computer programs (word, excel, email, etc.) must be available. Equity of service among the eight counties is a priority but not a requirement.
Scope of Work
Contractors are encouraged to utilize community partner services to provide part or the entire curriculum as described above. Examples including utilizing businesses to talk about labor market information and/or employer expectations; utilizing free materials through FDIC for financial literacy, utilizing the KCC-Lincoln Trail, libraries, and/or County Extension offices for workshops. Contractors are responsible to see if free services may be accessed prior to purchasing materials for these purposes.
Follow-up services will be conducted after the work experience activities have ended. These include referral to outside entities (including KCC-Lincoln Trail) for additional services; documenting performance status per quarter and reporting to the Lincoln Trail ADD/LTWDB.
WIOA Performance Outcomes
Under WIOA, all local workforce development areas must meet certain quantifiable performance measures each program year. The contractor will be responsible for achieving the following performance rates.
2nd Quarter After Exit
|66%||Percentage of participants who are in unsubsidized employment or enrolled in education or training activities.|
4th Quarter After Exit
|69%||Percentage of participants who are in unsubsidized employment or enrolled in education or training activities.
Within 4 Quarters After Exit
|N/A – Youth completing only the summer employment program is not required to earn a credential, as youth will not be attending any school.
Therefore, this contract does not have credential attainment included in the performance measures.
|The percentage of program participants who obtain a recognized postsecondary credential or a secondary school diploma or its equivalent during participation in or within one year after exit from program.
Program participants who obtain a secondary school diploma or its equivalent shall be included as meeting the criterion if in addition to obtaining the diploma or its equivalent have obtained employment or are participating in an educational training program leading to a recognized postsecondary credential within one year after exit from the program.
It will be the responsibility of the contract program to document, track, and report progress towards the WIOA performance goals. Service Providers are expected to meet or exceed the performance goals.
The Lincoln Trail Area Development District seeks a qualified contractor with documentable experience, capacity and subject matter expertise required to provide the services above. In your response, please provide the following evidence:
Please specify in your proposal, the name(s) and qualifications of any “subcontractor(s)” you plan to use to provide some of the services/deliverables for this project. Subcontractors will be held to the same terms and conditions as the contract in order to meet the statement of work, method of payment and deliverables. Any subcontractor must make available to the Contractor and Lincoln Trail ADD, if requested, copies of personnel records and documentation of employee’s compliance with the contract as it is written.
Period of Performance
Any contract awarded as a result of this procurement is contingent upon the availability of funds.
The period of performance for any contract resulting from this RFP is tentatively scheduled to begin on or about May 23, 2017 and will end on September 30, 2017. Amendments extending the period of performance, if any, shall be at the sole discretion of the Workforce Development Board and its agent, the Lincoln Trail ADD.
In developing your proposal, please provide a detailed line item budget and budget narrative that provides a menu of options (to the extent possible at this early stage) for the work experience and workshops. Failure to submit both a line item budget and budget narrative will disqualify your proposal submission.
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
Email address: email@example.com
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.
Issuance of Questions and Answers
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 consultant. The Lincoln Trail ADD shall be bound only to written answers to questions.
Submission of Proposals
Consultants are required to submit (one unbound original and one electronic copy) 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 April 21, 2017. The proposal is to be sent to the RFP Coordinator at the appropriate address listed above. If mailed, the envelope should clearly be market to the attention of the RFP Coordinator.
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.
Revisions to the RFP
In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all potential consultants who have received the RFP. For this purpose, the published questions and answers document and any other pertinent information shall be provided as an addendum to the RFP.
All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in the RFP. Failure to comply with any part of the RFP may result in rejection of the proposal as non-responsive.
Contract, General Terms and Conditions
The successful consultant 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 vendor may submit exceptions as allowed in the Certifications and Assurances section, Exhibit A to this solicitation. The LTADD will review requested exceptions and accept or reject the same at their discretion.
Costs To Propose
The LTADD will not be liable for any costs incurred by the vendor in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.
No Obligation to Contract
This solicitation does not obligate the LTADD to contract for services specified herein.
Rejection of Proposals
The LTADD reserves the right at its sole discretion, to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.
Commitment of Funds
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.
Following the prescribed sequence, each proposal should include:
Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. An evaluation team, designated by the Lincoln Trail Workforce Development Board (LTWDB), which will determine the ranking of proposals, shall conduct the evaluation of proposals. The LTWDB, at its sole discretion, may elect to select the top scoring consults as finalists for an oral presentation.
Evaluation and Scoring
A review panel will evaluate all proposals that pass the initial compliance review. Each reviewer will independently review and score proposals on a 100-point scale using the following criteria:
Demonstrated experience on similar projects 20 points
Must have demonstrated experience. Must have experience with public/private entities. Include examples of work, clients, and reference, etc.
Project Team Structure/Internal Controls 20 points
The bidder must commit staff and/or subcontractors identified in its proposal who will actually perform the assigned work. Consultant(s) team must be in communication with the LTWDB committee on a continuing basis to ensure quality of the ongoing project. Any staff substitution must have prior approval from the LTADD and LTWDB.
Proposed Methodology 35 points
Specify how bidder will organize and execute the work described in Project Activities and Deliverables. The RFP evaluation process is designed to award this procurement not necessarily to the consultant of least costs, but rather to the consultant whose proposal best meets the requirements of the board and the requirements as stated in this RFP. Bidders will be required to describe in detail what methodologies they would use in conducting this study; so that proposals can be evaluated on such criteria as comprehensiveness of approach, responsiveness of proposed method, desired outcomes, timeframes, creativity of project design, etc.
Overall Responsiveness to the RFP 20 points
The RFP evaluation process will review each proposal with the ultimate goal in mind of assisting in the preparation of a work experience in high demand occupations and required workshops for out-of-school youth for the Lincoln Trail Workforce Development Board.
Budget Justification 5 points
Bidder is to submit a budget including staff cost and any travel or other expenses necessary to accomplish the tasks and to produce the deliverables under the contract. Cost reasonableness and competitiveness will be evaluated as one factor, but lowest bid will not be the decisive factor. Budget narrative also accurately explains the proposed expenditure in sufficient detail to warrant the proposed costs.
TOTAL POINTS AVAILABLE: 100
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
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
Name of Applicant Organization
Certification Regarding Debarment, Suspension, and Other Responsibility Matters
Primary Covered Transactions
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
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 ________________
Commission Expiration Date
LINCOLN TRAIL WORKFORCE DEVELOPMENT AREA
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.
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
Signature of Lincoln Trail WDB Staff
Program element definitions in the Final Rule
A pre-apprenticeship is a program designed to prepare individuals to enter and success in an apprenticeship program register under the Act of August 16, 1937, and includes the following elements:
Adult mentoring for youth must:
Mentoring may include workplace mentoring where the local program matches a youth participant with an employer or employee of a company.
The financial literacy education program element may include activities which:
Comprehensive guidance and counseling provides individualized counseling to participants. This includes drug and alcohol abuse counseling, mental health counseling, and referral to partner programs, as appropriate. When referring participants to necessary counseling that cannot be provided by the local youth program or its service providers, the local youth program must coordinate with the organization it refers to in order to ensure continuity of service.
Leadership development opportunities are opportunities that encourage responsibility, confidence, employability, self-determination, and other positive social behaviors such as:
Positive social and civic behaviors are outcomes of leadership opportunities, which are incorporated by local programs as part of their menu of services. Positive social and civic behaviors focus on areas that may include the following:
The Department defines occupational skills training as an organize program of study that provides specific vocational skills that leads to proficiency in performing actual tasks and technical functions required by certain occupational fields at entry, intermediate, or advanced levels. Local areas must give priority consideration to training programs that lead to recognized postsecondary credentials that align with in-demand industry sectors or occupations in the local area. Such training must:
The chosen occupational skills training must meet the quality standards in WIOA sec. 123.
Yes. In order to enhance individual participant choice in their education and training plans and provide flexibility to service providers, the Department allows WIOA Individual Training Accounts (ITAs) for OSY, ages 16 -24 using WIOA funds when appropriate.
Entrepreneurial skills training provides the basics of starting and operating a small business.
Such training must develop the skills associated with entrepreneurship. Such skills may include, but are not limited to, the ability to:
Approaches to teaching youth entrepreneurial skills include, but are not limited to, the following:
Supportive services for youth, as defined in WIOA sec. 3(59), are services that enable an individual to participate in WIOA activities. These services include, but are not limited to, the following:
Follow-up services are critical services provided following a youth’s exit from the program to help ensure the youth is successful in employment and/or postsecondary education and training. Follow-up services may include regular contact with a youth participant’s employer, including assistance in addressing work-related problems that arise.
Follow-up services for youth also may include the following program elements:
All youth participants must be offered an opportunity to receive follow-up services that align with their individual service strategies. Furthermore, follow-up services must be provided to all participants for a minimum of 12 months unless the participant declines to receive follow-up services or cannot be located or contacted. Follow-up services may be provided beyond 12 months at the State or Local WDB’s discretion. The types of services provided and the duration of services must be determined based on the needs of the individual and therefore, the type and intensity of follow-up services may differ for each participant. Follow-up services must include more than only a contact attempted or made for securing documentation in order to report a performance outcome.
Additional Out-of-School Youth Guidance:
It is strongly recommended that all potential bidders review the following Training and Employment Guidance Letter (TEGL) as issued by the United States Department of Labor, Employment and Training Administration:
TEGL 21-16-- Third Workforce Innovation and Opportunity Act (WIOA) Title I Youth Formula Program Guidance has been added to the ETA Advisory database and is now available at https://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=7159.