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Bidders Conference Veterans' Employment-Related Assistance Program 2008-09 Solicitation for Proposal (SFP)

Bidders Conference Veterans' Employment-Related Assistance Program 2008-09 Solicitation for Proposal (SFP). Employment Development Department Workforce Services Branch Lynora Sisk and Melissa Ochoa. Where Can I find SFP documents ?. Announcements

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Bidders Conference Veterans' Employment-Related Assistance Program 2008-09 Solicitation for Proposal (SFP)

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  1. Bidders Conference Veterans' Employment-Related Assistance Program 2008-09 Solicitation for Proposal (SFP) Employment Development Department Workforce Services Branch Lynora Sisk and Melissa Ochoa

  2. Where Can I find SFP documents? • Announcements • Made through the WIA Information Notice publications on EDD’s Web site • SFPs are posted on Web site • EDD’s Workforce Development Solicitations for Proposals Web page:http://www.edd.ca.gov/Jobs_and_Training/WDSFP_Workforce_ Development_Solicitations_for_Proposals.htm • EDD’s free e-mail subscription services • Receive e-mails notices when new items are posted to the Web site

  3. What is the SFP Layout? Three Main Components to the SFP • Main SFP Document – overview, deadlines, submission instructions, requirements, proposal evaluation criteria • Proposal Package Instructions – Detailed instructions on completing the forms • Proposal Forms

  4. Section 1 - Overview • Purpose • $12 million of Workforce Investment Act funds to provide services to veterans • Priority given to recently separated veterans • Eligible Applicants • Public, private non-profit and private for-profit organizations • Regional collaboratives

  5. Section 1 – Overview con’t • Eligible Veterans • Must be in at least one of the priority groups • Service-Connected Disabled Veterans, • Recently-Separated Veterans, • Campaign Veteran, • Veterans with Significant Barriers, and • Eligible Spouses • Focus on Recently-Separated Veterans

  6. Section 1 – Overview con’t • Funding • Applicants must request equal amounts of 15 & 25 Percent funds • Total request cannot exceed $1 million • Funds awarded from two Program Years (PY), • $6m - PY 2008/09 and • $6m – PY 2009/10 • Up to $500k will be awarded initially • To receive additional funds, grantees much achieve at least 80% of plan for each performance benchmark

  7. Section 1 – Overview con’t • Allowable Uses of Fund • Governed by WIA, federal regulations, state and federal directives and OMB Circulars • Administrative Cost Limits • Maximum of ten percent for administrative costs • Length of Project • 18-36 month projects - dependent on awardee meeting the required benchmarks and receiving the second year allocation • Priority of Service to Participants • Veterans Priority Provisions of Job for Veterans Act, PL 107-288

  8. Section 2 – Significant Dates • Proposal due date – October 24, 2008 before 3:00 p.m. • Last date to submit questions – October 3, 2008 • Award announcements – November 2008 • Estimated project start date – December 1, 2008

  9. Section 3 – Bidders’ Conference/ Questions & Answers Web site • E-mail questions to WIAVETS@edd.ca.gov by October 3, 2008 • Q&As will be posted to the web site on a flow basis with final Q&As posted by October 15, 2008 • Bidders Conference Power Point Presentation and Q&As will be posted to the web site

  10. Section 4 – Proposal Submission Instructions • Proposal deadline – October 24, 2008 at 3 p.m. • Late proposals will not be accepted • Proposals maybe mailed, hand-delivered or courier delivered – see pg 8 of the SFP main document for addresses

  11. Section 5 – Required Proposal Content • Minimum Requirements • Proposals that do not adhere to these requirements will not be scored or considered for funding: • Must request an equal amount of 15 & 25 Percent funds • Must use the forms package provided and complete all requested forms

  12. Section 5 – Required Proposal Content con’t • Other Requirements • Must meet other requirements or lose points: • 5 copies, two with original signatures • 12 point font • Narrative limited to 20 pages • Each copy stapled, no special bindings, report cover or tabbed separators • Include a compact disk or diskette

  13. Section 5 – Required Proposal Content con’t • Cash and/or In-Kind Match • WIA or Non-WIA funds may be used • Match 20 to 30% - 3 bonus points or • Match greater than 30% - 6 bonus points • Recently Separated Veterans – Bonus Points • 3 bonus points for serving at least 50 percent recently separated veterans • Recently separated eligibility • Separated from military within last 48 months • DD214 for conditions other than dishonorable

  14. Section 5 – Required Proposal Content con’t • Past Performance Verification – Bonus Points • 5 bonus points awarded to applicants that demonstrate successful track record in serving veterans • Complete SFP Form 6 • Proposal Package Instructions • Available on EDD’s Web site • Format and Document Order • Checklist to ensure all required documents are included

  15. Section 6 – Award and Contracting Process • Proposal Evaluation and Recommendation for Funding • Proposal criterion and associated points • Concentrate your efforts on the areas with the most points • Proposals read by a team of 3 readers; scores are averaged • Ranked scores will be primary basis for making recommendations • Past WIA performance, monitoring/compliance and outstanding audits are checked • Recommendations made to EDD Director, CWIB Director and LWDA Secretary

  16. Section 6 – Award and Contracting Processcon’t • Notification of Recommendation for Funding • Notice posted to the website and in a news release • Successful applicants will be notified by phone • Unsuccessful applicants will be notified by mail • Contracting • EDD uses subgrant agreements – see Appendix C for General Provisions and Standards of Conduct • EDD may request to incorporate changes to original proposal • Contract negotiations in November • Earliest project start date December 1, 2008

  17. Section 7 – Appeal Process • May be disqualified for not meeting the minimum requirements and an appeal of that disqualification may be filed • No appeal for not meeting the proposal submission deadline • Timeframes for the appeal process on page 13 of the SFP

  18. Section 8 – Administrative Requirements • Monitoring and Audits • Awardees will be monitored and/or audited by the State • Grantees may be subject to single audit requirements in OMB Circular A-133 • Record Keeping • Awardees must retain all records pertinent to this contract for three years from the date of final payment of the contract

  19. Section 8 – Administrative Requirements con’t • Reporting • Must report expenditure, participant and outcome data to the state • Job Training Automation System is vehicle for reporting • Appendix E contains information on the hardware and software requirements • Monthly participant and expenditure reports required • Grant funds subject to revocation for failure to meet performance criteria or reporting requirements

  20. Section 8 – Administrative Requirements con’t • State Performance Goals • WIA performance goals provided as a point of reference • If planned performance goals are different than the State’s goals, applicants must provide an explanation • Closeout • Required 60 days after the completion of the grant • WIAD06-3, WIA Closeout Handbook provides specifics

  21. Section 8 – Administrative Requirements con’t • Compliance • All funds subject to state and federal statutory and regulatory requirements • Evaluation • The state may conduct a statewide evaluation of the projects • Grantees will be required to participant by providing requested data and information

  22. SFP Proposal Package Instructions • Provides detailed instructions for completing the proposal narrative and forms • Each section contains a link to the applicable form

  23. SFP Forms • Cover/Signature page • Proposal Narrative Form • Target Group Planning Chart • Project Work Plan • Partner Roles and Responsibilities Chart • Budget Summary Plan • Supplemental Budget Information (if applicable) • Past Performance Bonus Points Verification (if applicable) • Regional Collaborative Form (if applicable)

  24. Cover/Signature Page • Amount of funding requested • Applicant contact information • Proposal Summary • Limited to 100 words • Clear, concise description of project • Include number of participants, target population, occupations, range of wages, types and length of training

  25. Cover/Signature Page Cont. • Regional Collaboratives • If submitting an application on behalf of a Regional Collaborative check the “yes” box on the Cover/Signature Page and attach Regional Collaborative SFP Form 7 • Authorized representative’s signature

  26. Proposal Narrative Form • Limited to 20 pages • Contains 9 Sections • Statement of Need • Target Group • Planned Approach • Integration of 15 & 25 Percent funds • Goals and Objectives • Local Collaboration • Resource utilization • Statement of Capabilities • Budget Summary Narrative

  27. Statement of Need – 10 points • Geographic area, economic and workforce conditions, number of veterans • Short concise picture of the targeted region • Demonstrate the unmet need • Clear, concise facts on how need was determined what factors contributed • Well-supported with data and sources • Inadequate existing resources • Tell why the existing resources cannot address the unmet need

  28. Target Group – 10 points, plus 3 bonus points • Characteristics of the target population • Paint a picture of who they are • Barriers – what is preventing them from finding employment on their own • What are their basic and occupational skill needs and why do they need help

  29. Target Group con’t • Outreach and recruitment methods • Demonstrate how they will enable you to contact and recruit veterans • Bonus Points – Recently separated veterans • Three bonus points for serving at least 50 percent or more recently separated veterans

  30. Planned Approach – 20 points • Service Approach • Provide a flowchart, then describe in detail each step of the service process • Describe specific types of services and training and who will provide • A comprehensive approach includes all of the items above

  31. Planned Approachcon’t • How does the Service Approach address barriers and transition clients into employment • Relate back to the barriers identified under Target Group Description • Provide specific examples • How will transferable skills obtained in the military be evaluated and used

  32. Planned Approachcon’t • Demand Occupations, career growth potential • Use LMI data, quote sources • Make relative to your area and this population • Clearly describe the potential for career growth • Achieve goals and objectives in timely manner • Action plan – complete and attach Project Work Plan (SFP Form 2) • Demonstrate that it is doable

  33. Integration of 15 & 25 Percent Funds – 5 points • Demonstrate how will you integrate both funding streams and ensure equal use. • If Non-LWIA, must attach a letter of support from the LWIA

  34. Goals and Objectives – 10 points • Enrollment and Cost Matrix • Complete planned participant information for each funding cycle and the total • Enter cost information for total funds requested (Col. B) and for all resources (Col. C) • Performance Goals Matrix • Enter planned performance goals percentages for the Adult (15% funds) and Dislocated Worker (25% funds) • If goals are different than the State goals, clearly explain why

  35. Goals and Objectivescon’t • Expected Outcomes/Benefits • Complete Column B. of the Target Group Planning Chart for each target population • Outcomes may include skills attained, degrees, licenses, certificates etc. • Describe how these outcomes will be measured

  36. Local Collaboration – 15 points • Two Parts - LWIAs or Non-LWIAs • Part A – LWIAs only • Effective partnerships with CBOs, military, employers, education, other veterans representatives • How do these organizations complement the services you provide • Complete Partner Roles and Responsibilities Chart (SFP Form 3) – thoroughly describe partners roles and responsibilities.

  37. Local Collaborationcon’t • Part B – Non-LWIAs only • Effective linkages with LWIA – Actions taken, formal/informal agreements, letter of support • Roles and responsibilities of the LWIA in conjunction with this proposal • Complete Partner Roles and Responsibilities Chart (SFP Form 3) – thoroughly describe partners roles and responsibilities including, CBOs, military, employers, education etc.

  38. Resource Utilization – 10 points plus 6 bonus points • Resource Utilization Chart • Identify provider, fund source, type of match and amount • Attach a commitment letter from the provider • Letter must include the dollar amount, how it will be used for this project, contact person and phone number • If applicant is providing match, must have a letter of commitment

  39. Resource Utilizationcon’t • Match Bonus Points • 20 to 30 Percent – 3 bonus points, or • Greater than 30 Percent – 6 bonus points • Non-duplication and sustainability • How will each provider contribute to the goals of the project, ensure non-duplication and provide future sustainability

  40. Statement of Capabilities – 10 points • Demonstrate your abilities to administer a federally funded project with facts and examples • Describe organization infrastructure and staff that support your ability to achieve project goals

  41. Budget Summary and Narrative Plan – 10 points • Budget Summary Plan (SFP Form 4) • Complete, reasonable and allowable • Enter budget detail for two Program Years and for each fund source • Budget narrative • Detailed line item justification for all line items in the Budget Summary Plan • Include how costs are necessary/reasonable • Cumulative plan for expenditures and match

  42. How do I write a better proposal? • Thoroughly read the SFP and the proposal package instructions • Never assume that what you have written in a previous solicitation will meet the requirements of a new SFP • Proposal instructions contain the detail criteria used in evaluating your proposal • Readers use a scoring rubric based on the exact criteria contained in the proposal instructions.

  43. Keep the Writing on Target • Does the proposal answer the question(s)? • Is the proposal specific to the SFP? • Does the proposal clearly state how the project will meet the specifications of the SFP? • Is the proposal action oriented, are verbs used to clearly describe what is to be done, who will be involved/responsible, how the project will operate, etc? • Take the time to have someone else read it

  44. Contact Information • Lynora Sisk Communications, Research and Grants Section Manager (916) 654-7854 lynora.sisk@edd.ca.gov • Melissa Ochoa Solicitation and Grants Unit, Manager (916) 653-1263 melissa.ochoa@edd.ca.gov

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