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The Shenandoah Valley WIB RFP Process PY2014-15

The Shenandoah Valley WIB RFP Process PY2014-15. March 26, 2014 Presenters : Sharon Johnson & Tish Harris. Shenandoah Valley Workforce Investment Board Service Area.

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The Shenandoah Valley WIB RFP Process PY2014-15

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  1. The Shenandoah Valley WIB RFP Process PY2014-15 March 26, 2014 Presenters: Sharon Johnson & Tish Harris

  2. Shenandoah Valley Workforce Investment Board Service Area IV.Shenandoah ValleyBuena Vista, Harrisonburg, Lexington, Staunton, Waynesboro, Winchester, Augusta, Bath, Clarke, Frederick, Highland, Page, Rockbridge, Rockingham, Shenandoah, Warren

  3. Current locations:Valley Workforce Centers

  4. Q2 Performance from VCCS

  5. WIA Participant Numbersas of 3/11/14

  6. Contract Information • Contract dates: July 1, 2014 to June 20, 2017 • Year 1 of the contract, July 1, 2014 to June 30, 2015 is the probationary year of the three year contract. Continuation of the contract is contingent on SVWIB board approval, which is based on contract performance, program performance results, ongoing monitoring, audits and general oversight, as well as availability of funds. • All contracts will be cost reimbursement contracts

  7. Timeline: Submission • Deadline for Submissions to SVWIB : All proposals must be RECEIVED by SVWIB by April 24, 2014 (4/24/2014) at 12 p.m. EST. • Proposals may be delivered in person or by certified mail or receipted delivery (no faxes or emails) and must include THREE bound signed originals and an electronic version stored on a flashdrive. If discrepancies between the hard copy submission and flash drive copy are identified, the application on the flash drive will be considered the official applicant submission for evaluation purposes. Submit to: Shenandoah Valley Workforce Investment Board, Inc Attn: Sharon Johnson, CEO Mailing: P O Box 869, Harrisonburg, VA 22802 Delivery: 160 North Mason Street, Harrisonburg, VA 22803 540-442-7134

  8. Timeline: Finalist and Selection • May 6, 2014: Service Provider Finalists Notification, invitations extended to Finalists for a panel Interview, along with Request for any additional Information desired by the Commission • May 8-13, 2014: Panel Interviews • May 15, 2014: Contractor(s) selection and Board Affirmation • Every effort will be made to adhere to the drafted timeline; however, the SVWIB reserves the right to extend or compress the timeline after submission date.

  9. Timeline Continued: Negotiation and Final Award • 5/16/2014 –Negotiation. Negotiation begins on final elements of the program, Transition contract and Program year contract The selected provider will be expected to produce • Program Planning Summary with specific service numbers by area, goals, objectives, timeline, performance based results, enrollment, successful placements, program completions and exits, and • Final budgetincludingexpense line item details and staff worksheet. Should negotiations fail to produce a mutually acceptable agreement, the Board reserves the right to terminate negotiations and begin negotiations with other eligible provider(s).

  10. Eligible Bidders/Standards of Conduct Eligible Bidders:Government agencies; businesses, both non-profit and for-profit; educational institutions including secondary, technical and higher education institutions; and faith-based organizations are eligible to apply via this Request for Proposals. All non-governmental agencies must provide verification of legal status of the entity. Standards of Conduct: Once proposals have been submitted and received by the submission deadline, no proposing organization is allowed to provide any additional information or to make any contact with any RFP Commission, Youth Council, and/or Finance Committee member, CLEO Consortium member, or designee, or SVWIB staff by phone, e-mail, mail or in person, to solicit support for their proposal or to attempt to discredit the proposal submitted by any other proposer.

  11. 2 Request for Proposals SVWIB has released 2 Request for Proposals seeking proposals for a Contract Service Provider(s) to provide WIA services for the following: To compete for both contracts, bidders must answer to both RFPs (#1 and #2) with separate proposals, one for each RFP released. Each submission will be considered separately. 1- Adult/Dislocated Worker/Workforce Center Operator The entire WIB service area—serving or drawing from all sixteen localities 2-Youth: In-School & Out-of-School The entire WIB service area—serving or drawing from all sixteen localities

  12. Estimated Funding for PY 2014-2015Estimated Allocation of Funds for Year 1: Final Fund allocation will be determined based on notification from the WIA Virginia Grant Recipient and Fiscal Agent (Virginia Community College System-VCCS) through a VCCS Notice of Obligation, plus any carryover funding designated by SVWIB. #1-Adult/Dislocated Worker/Workforce Center Operator • Adult: $550,000.00 • Dislocated Worker: $480,000.00 • Workforce Center Operator: $50,000.00* *(for use with resource sharing workforce center partners) #2- Youth: both In-School and Out-of-School Youth • Youth: Total: $570,000.00 • In School: maximum of $370,500.00 • Out of School: minimum of $199,500.00 (minimum of 35% of total youth funds)

  13. Funding Allocation for Years 2 & 3 Beyond Year 1 (Probationary year), funding allocation for years 2 and 3 will be determined based on availability of WIA funds through the U.S. Department of Labor and on Virginia WIA Grant Recipient and Fiscal Agent (Virginia Community College System-VCCS), with final SVWIB allocations through a VCCS Notice of Obligation.

  14. Performance Measures • Success for service providers will be measured against one or more of the following: U.S. Department of Labor (Common Measures): • Adult/Dislocated Worker: Entered Employment rate, Employment Retention rate, Average Earnings. • Youth Measures: Placement in Employment or Education rate, Attainment of a Degree or Certificate rate, Literacy and Numeracy Gains Virginia’s Workforce Strategic Plan: • Establish career pathways as a model for collaboration; • Expand Virginia’s pipeline of workers for target industry sectors; • Increase Employment and Credential Attainment rate, Strengthen Data and Reporting. • Increase Career Readiness Certificate credentials obtained by program participants Local Performance Measures : • Quality of service as measured by Customer Satisfaction • New Enrollment Numbers

  15. Submission Requirements Overview:Adult/Dislocated Worker/Workforce Center Operator 1-Cover page with signature 2-Submission Requirements found under Letter D: (covered on next slides) • Organizational Qualifications, #1, (Letters a-l) • Program Approach, #2, (Letters a-b) • WIA Program Elements, #3, (Letters a-b) • Optional Materials, #4 3- Required Documents, including • Certifications, Letter I • Budget Information Sheets, Letter J

  16. Submission Requirements Letter D Specifics: Adult/Dislocated Worker/Workforce Center Operator • Organizational Qualifications: • Letter A-L requests specific examples of past successful performance or planned implementation objectives as a predictive measure of your ability to successfully serve the SVWIB area • Program Approach • Letter A-B requests a brief summary of how your proposed program and activities will result in high quality programming and performance

  17. Submission Requirements Letter D Specifics: Adult/Dislocated Worker/Workforce Center Operator • WIA program elements • Letter A requests comprehensive description of programs and implementation, timeline, and flow chart, and includes a list of required elements • Letter B requests budget specifics by line item, and includes a list of required elements. • Optional materials • You may include materials that address the quality or success of your programs, including news articles, awards, and letters of commendation, etc., not to exceed 10 pages.

  18. Submission Requirements Required Document Specifics: Adult/Dislocated Worker/Workforce Center Operator • Certifications • Letter I requests the following certifications: 1. Certification Regard­ing In­demnification 2. Cer­tifi­ca­tion Re­gard­ing Drug-Free Workplace Requirements 3. Certification Regarding De­barment, Suspension, Ineligi­bility, and Voluntary Exclu­sion 4. Certification Regarding Lob­bying • Certification Regarding Compliance with Nondiscrimination and Equal Opportunity Laws and Regulations • Budget Information sheets • To submit a proposal, RFP budget sheets on Excel must be used. They can be accessed at www.valleyworkforce.com

  19. Submission Requirements Overview:Youth: In-School and Out-of-School 1-Cover page with signature 2-Submission Requirements found under Letter D (covered on next slides), including: • Organizational Qualifications, Number 1, (Letters a-l) • Program Approach, Number 2, (Letters a-b) • WIA Program Elements, Number 3, (Letters a-b) • Budget, Number 4 • Optional Materials, Number 5 3-Required Documents, including • Certifications, Letter I • Budget Information Sheets, Letter J

  20. Submission Requirements Letter D Specifics: Youth: In-School and Out-of-School • Organizational Qualifications: • Letter A-L requests specific examples of past successful performance or planned implementation objectives as a predictive measure of your ability to successfully serve the SVWIB area • Program Approach • Letter A-B requests a brief summary of how your proposed program and activities will result in high quality programming and performance

  21. Submission Requirements Letter D Specifics: Youth: In-School and Out-of-School • WIA program elements • Letters A (Out-of-School) and B (In-School) requests comprehensive description of programs and implementation, timeline, and flow chart, and includes a list of requiredprogram design elements • Budget • requests budget specifics by line item, and includes a list of required elements. • Optional materials • You may include materials that address the quality or success of your programs, including news articles, awards, and letters of commendation, etc., not to exceed 10 pages.

  22. Submission Requirements Required Document Specifics: Youth: In-School and Out-of-School • Certifications • Letter I requests the following certifications: 1. Certification Regard­ing In­demnification 2. Cer­tifi­ca­tion Re­gard­ing Drug-Free Workplace Requirements 3. Certification Regarding De­barment, Suspension, Ineligi­bility, and Voluntary Exclu­sion 4. Certification Regarding Lob­bying • Certification Regarding Compliance with Nondiscrimination and Equal Opportunity Laws and Regulations • Budget Information sheets • To submit a proposal, RFP budget sheets on Excel must be used. They can be accessed at www.valleyworkforce.com

  23. Evaluation Criteria A careful evaluation of complete proposals will be reviewed by the RFP Commission of the SVWIB. Each panelist will evaluate the proposals for acceptability with emphasis on the various factors enumerated in the Proposal Evaluation Matrix, assigning to that factor a numerical weight. The scores will then be used to select preferred contractor(s) or a list of high scoring contract proposals with whom panel interviews may be conducted.

  24. Proposal Evaluation Criteria Each RFP Commission member will use the Proposal Evaluation Matrix included in the RFP to score proposals. For Matrix details, see the following: Adult/Dislocated Worker/ Workforce Center Operator: pages 14 and 15 respectively of Adult/Dislocate Worker/Workforce Center Operator request for proposal Youth: page16 of Youth request for proposal

  25. Incomplete Submissions If your proposal is found to be incomplete, you will be notified and your proposal will be returned to you.

  26. Questions? Thank you for your interest!

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