WELCOME TO THE BIDDER’S CONFERENCE!

1. WELCOME TO THE BIDDER’S CONFERENCE! Technical Assistance RFA: Centers of Excellence for Labor Market Research • This session will be recorded and archived at cccconfer.org. • All Participants will be muted. • During the open Q & A, you will be able to unmute your line by pressing *6. • Please use the “Raise Hand” feature when you are ready to ask questions. • You can save the presentation: Go to File Save  Whiteboard  Choose All Pages. When the Save Whiteboard window appears, under the Files of Type: select Whiteboard.pdf We will begin shortly

2. CALIFORNIA COMMUNITY COLLEGES CHANCELLOR’S OFFICE RFA: Centers of Excellence for Labor Market Research Bidder’s Conference February 27, 2013 Erin Larson, Specialist Workforce and Economic Development Division California Community Colleges Chancellor’s Office http://extranet.cccco.edu/Divisions/WorkforceandEconDev/WEDDRFAs.aspx 2 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

3. Agenda • Highlights of RFA • Program Overview • Categories for Which Funding is Available • Eligibility • Performance Period • Application Format & Instructions • RFA Specification • Rejection of the Application • Calendar & Key Reporting Dates • General Q & A 3 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

4. Program Overview • EWD Program Helps Colleges to: • Respond to the needs of employers, employees and students. • Collaborate with other workforce education and service entities to build well-articulated career pathways • Develop strong partnerships with industry • Make informed decisions by providing data-driven resources 4 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

5. Program Overview Continued • Centers of Excellence for Labor Market Data: • Serve as the data resource for education and industry stakeholders • Align labor market workforce demands with training capacities at colleges: • Within the region • Across the state • Along industry specific sectors

6. Program Overview: Q & A • “COE’s provide real time and look-ahead information validated by industry partners, connect business and industry with community colleges....” This language suggests industry research reports (e.g. environmental scans) and partnership development, yet nothing appears in the objectives to suggest these activities. What are the expectations moving forward? Specific activities were not outlined in the objectives because the allowable activities (Ed Code 88631) for the EWD program are broad. Regional industry specific partnerships will be primarily formed and supported by Deputy Sector Navigators. The quantity, type, and frequency of industry scans will be determined in collaboration with the Regional Consortia, the Statewide Sector Navigators, Deputy Sector Navigators, and other regional players. FOLLOW-UP QUESTION • If the specific activities are not outlined, how can we budget for them? Determining what activities a COE could be doing for that particular region may involve some research or collaboration with either regional consortia or sector navigators whose sector has been designated a priority in the region for which you are applying. Regions have prioritized their sectors, their need for specific types of scans or other labor market data-related services will be outlined in their respective websites. California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

7. Categories for Which Funding is Available 7 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

8. Categories for Which Funding is Available: Q & A • Can one district apply to host two CoEs that would serve two separate regions, provided that there will be a full-time director designated to serve each region? Yes • Must the applicant college be a college that is in the designated region? No • Categories for Which Funding is Available states 5 awards at $148,500 each, but the matrix [in the memo] indicates only $148,000 per award. Please clarify. $148,500 FOLLOW-UP QUESTIONS • When applying for two different grants in two different regions, will that require two separate applications? YES. • Why are some regions funded with more money? They are larger regions. • What if there are no applications with a region? The CCCCO will re-evaluate the options at that time. California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

9. Eligibility Only California Community College districts are eligible to apply. Must meet a minimum score of 75 points. 9 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

10. Eligibility: Q & A • “One district acting as fiscal agent may apply on behalf of a consortia of colleges”. Does this imply that a joint college application is more favorable? No, a joint college application will not garner more points. This option provides the applicant more flexibility in how to submit an application. • Do the regional consortia need to approve this type of application and the college fiscal agent? No, the regional consortia approval is not required. California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

11. Performance Period • July 9, 2013 to June 30, 2014 is the performance period for these grants. • Extensions MAY be granted for this funding (upon evaluation by the CCCCO). • Application may be renewed for a second year depending upon successful completion of required outcomes and availability of funding. • At the end of year two, for those grants renewed, the Chancellor’s Office reserves the right to offer for competitive bid those grantees at the bottom quartile (25%) of performers. 11 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

12. Performance Period: Q & A • Why is the start date July 9th instead of July 1st? July 9th start date will coincide with the BOG approval of grants and contracts over $100,000. • Won’t existing grantees need an extension of FY 12-13 funds to cover the gap? No, extensions are only considered when projects cannot be completed within the performance period. • Is it intended that colleges will be able to use 13-14 funding for expenses between July 1 and July 9th? It is at the discretion of the college as to whether or not they will cover the expenses for any project outside of its performance period. • Why only a second year renewal rather than the five years of the past? A second year renewal will allow the COEs to maintain some continuity from the previous year and will give the program flexibility to evolve to how technical assistance for labor market research could be provided in the future. • Regarding an assessment of the past performance of the grantee, what will be the criteria and process for that assessment? Past performance will be based on the legislatively required reporting as well as the quality of service measures determined by the CCCCO. Included in those measures will be service satisfaction assessments by the region, sector navigators, and colleges receiving COE services. • Is the assessment based upon all past performance or only performance during FY 13-14? Performance during the FY 13-14 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

13. Application Format & Instructions • Grant applications are scored based on a maximum of 100 points as indicated on the table to the right. • Use the RFA Specification for reference and Appendix B forms. • Computer facsimiles of the forms in Appendix B may be used, but under no circumstance may the language on these forms be altered. Any application using altered language on the forms may be disqualified. 13 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

14. Application Format & Instructions Continued NOTE: Clearly identify your forms (workplan, budget sheets, contact page): Example for a district applicant that does not include a college: Example for a District Applicant that does include a College: 14 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

15. Application Format & Instructions Continued Complete package will include: • Cover Letter • Contact Page • Application Abstract (One page) • Table of Contents • Response to Objectives (10 pages max) • Annual Workplan • Budget Worksheets • Summary • Detail • Match (50%) • Project Management Plan (6 page narrative + supporting documents) • Reporting Requirements (3 pagesmax) 15 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

16. Application Format & Instructions Continued Submission Requirements: • One email message sent to EWDAppSubmittals@cccco.edu • Subject line: EWDRFA2013-14COE[insert district(and college name if applicable)] • Example: EWDRFA2013-14COE-Peralta-Laney • Must be received by Received by Wednesday, April 17, 5:00pm 16 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

17. Application Format & Instructions Continued: Q & A • Responsible Persons: “Provide affirmation that the Project Director’s time is not to exceed 100% between this and any other Chancellor’s Office grant or community college position. “ This seems unclear when it later states that COE Directors are full-time positions . COE Directors are indeed full-time positions. Grantees must affirm that they are not exceeding 100% time in the Workplan. • Performance Outcomes: Each COE will be subject to Quality of Service measures , using the tool provided by the CO. Where can we see that tool ? When will these be measured? What is the process? The Quality if Service measures are not yet posted. The first cycle of evaluation is expected to take place in the December 2013/January 2014 timeframe. Evaluation instruments will be provided by CCCCO. • Budget: COE Directors are full time positions. $148,500 less 12% is insufficient funding to keep a full time director and cover Center operations. How will this be addressed? Personnel and operations costs must be adjusted according to the funds available. Additional resources may be drawn from the 50% match that is required for these grants. • Project Management Plan: It states “Narrative - Limited to 6 pages” and also in the text “at minimum a 6-page narrative”. Please clarify whether 6 pages is maximum or minimum here. The narrative, the response to the RFA Specification, will be 6 pages maximum. However, the Project Management Plan in it’s entirety includes the 6-page narrative, an organizational chart, resume and references. California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

18. Application Format & Instructions Continued: Q & A Continued • Reporting Requirements: Clarify the expectations regarding this section of the RFA Your workplan will already have objectives, activities and outcomes. This narrative section will include detail about those outcomes unique to this project and how they are (or are not) related to Appendix D: Common Metrics and Accountability measures. Also include how you would report on a) the gaps that exist between labor market demand and training response and b) development, usefulness and refinement of labor market information. California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

19. RFA Specification Total funds available: $1,142,500 7 Awards: Five at $148,500; Two at $200,000 Match: 50% Advanced tools and support: 6% of the grant Lead representative: 2% of the grant 19 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

20. RFA Specification: Q & A • Lead representative: What if no one applies for the lead representative? If multiple applications for lead, who decides the awardee? Please clarify the process for selection of the lead representative. The lead representative does not require an application. The COEs that will be funded will meet and determine amongst the group who can serve as the lead. If no one volunteers or if multiple awardees volunteer for the role, then the COEs may request the assistance/guidance of the CO. • Funding: Who will manage the 6% set-side for commonly used advanced tools and licenses as well as the logistical support needed? Is this a way of centralizing the hub function? If so, how will this lead COE Center purchasing the tools and distributing the information be selected, given that not all Centers have the tools nor know how to use them? How will their time continue to be devoted to being a full time Director serving a specific region AND providing data to other Centers, Sector Navigators, etc.? The awarded COEs will decide which of them can manage 6% for logistical support. The logistical support provided by the hub has always been centralized. As there is no funding specifically designated as a "hub" in FY 2013-14, the COEs that are awarded will determine amongst the group who can carry the licenses. Time management will depend on the regional and sector need. Whichever COE holds the logistical support function will be supplemented with the 6% from every region in addition to the grant awarded to them ($148,500 or $200,000 depending on the region). California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

21. RFA Specification: Q & A Continued • Obj. 3: We need more information and understanding to respond to this objective. What additional information will be provided for this?   Common Metrics and Accountability Measures FAQ, CCCCO Website; http://extranet.cccco.edu/Portals/1/WED/WEDDRFA/AccountabilityFAQ-2-12-13.pdf Common Metrics Data Launchboard, June Bayha & Kathy Booth, CCCAOE Presentation, October 2012; http://cccaoe.org/files/udp/files/Conf2012/Presentations/Common_Metric_Data_Launchboard_to_Facilitate_Student_Success.pdf The CTE Launchboard: Developing a More Comprehensive View of CTE Success, RP Group, Perspectives, Nov/Dec 2012; http://www.rpgroup.org/sites/default/files/NovDec12Perspectives.pdf • Obj. 5: “Continuously maintain accurate procedures on the storage and usage of the data sources…..” Please clarify this objective. What data sources and collaterals are implied here? All data sets collected and collateral (licenses and equipment) acquired through grant funded activities are the property of the CCCCO. Grantees must be able to transfer this information to CCCCO at any time as requested. • .Project Management Plan: what is meant by “communities of data”? “Communities of data” refer to the data that are held by different parties. Example: All organizations and entities responsible for and contributing to wage data. California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

22. RFA Specification: Q & A Continued • Project Management Plan:“Provide the Project Director’s resume and three references”. This implies that the Project Director is either already a full time employee who will be re-assigned, or that the Project Director is a consultant. This also suggests that a District awardee cannot hire a new employee to staff this position. Please clarify. As with any other key talent position, a resume and references is required to assess the qualifications of the individual who will be managing the grant whether they are a current employee, consultant or otherwise. The CCCCO does not engage in a District's hiring process. The district applying must have the COE director identified prior to submitting their application. • Project Management Plan: Who will evaluate and determine whether the Project Director has the necessary experience and skills for the position? Will there be an interview or site visit to the awardee to validate the selection? Please clarify the process of determining the qualifications of the Project Director. The district or college would have already determined whether the Project Director named in the application has the necessary skills for the position. The CCCCO will not interview the intended project director. As travel for the CCCCO is limited, site visits will be decided on a case-by-case basis. California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

23. Rejection of Application • Application is not received by 5:00pm on Wednesday, April 17, 2013 • Application has the wrong RFA Grant Number (anywhere in the application) • Application is missing any of the required components: • Cover Letter • Contact Page • Application Abstract • Table of Contents • Response to Objectives • Annual Workplan • Budget Worksheets: Summary, Detail, Match • Project Management • Reporting • Narratives exceed maximum page limit • Application Budget Detail or the Budget Summary Sheet exceed the total allocation 23 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

24. Calendar of Key & Reporting Dates 24 California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

25. Other Questions? FOLLOW-UP QUESTIONS • Obj. 5. Clarification: “Grantees must be able to transfer information to the CCCCO…” Licenses are proprietary, what if we can’t share or transfer the information? In responding to this objective include both what can be transferred as well as what cannot because of limitations. • Line spacing? Single or double is OK. • How are the readers selected and trained? There is an application process for the readers. There will be a training webinar on March 15. • Project Management Plan: What kind of org chart is needed? One that will show the location of the COE in the structure of the district/collegesystem. California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students

26. Thank You for Attending! If you have questions between now and the April 17, deadline, please direct them to: Abigail Sifrit asifrit@cccco.edu Only clarifying questions will be answered and posted to the CCCCO website: http://extranet.cccco.edu/Divisions/WorkforceandEconDev/WEDDRFAs.aspx You can save the slides for this presentation: In the upper left hand corner of your screen, go to File Save  Whiteboard  Choose All Pages. When the Save Whiteboard window appears, under the Files of Type: select Whiteboard.pdf California Community Colleges – Chancellor’s Office | 112 Colleges | 72 Districts | 2.6 Million Students