RFP/Youth … · Web view · 2014-02-07experiences to youth. Proposer(s) should be able to work with youth with multiple barriers to completion of educational goals and employment

Lehigh Valley Workforce Investment Board, Inc.

REQUEST FOR PROPOSALSFOR

IN-SCHOOLYOUTH PROGRAM SERVICES

ISSUED: February 6, 2014

Deadline for Submission: March 14, 2014

Lehigh Valley Workforce Investment Board, Inc.555 Union Boulevard

Lehigh Valley, PA 18109www.lvwib.org

Lehigh Valley Workforce Investment Board, Inc. reserves the right to modify any of the enclosed specifications as required by the U.S. Department of Labor or the PA Department of Labor and Industry.

http://www.lvwib.org/

TABLE OF CONTENTS

SECTION I: INTRODUCTION..............................................................................................3

SECTION II: POPULATION TO BE SERVED.....................................................................4

SECTION III: DESCRIPTION OF PROGRAM SERVICES REQUESTED...........................51. Recruitment of Lehigh and Northampton County eligible youth..................................52. Youth eligibility determination, assessment, development of individual employment

and career pathway plans, case management, and collection/completion ofsupporting documentation...........................................................................................6

3. LVWIB is interested in funding innovative in-school youth initiatives that are school-to-work based, serve Juniors and Seniors only and are not conducted during school hours..................................................................................64. Proposers must refer and coordinate any of the ten (10) required WIA youth

elements on an as needed basis, and any other youth services required not provided by the Proposer............................................................................................7

5. Performance Measures and Reporting.......................................................................96. Data entry of all youth activities into the Commonwealth Workforce

Development System................................................................................................107. Program Monitoring and Evaluation..........................................................................11

SECTION IV: NUMBER TO BE SERVED AND FUNDS AVAILABLE..............................11

SECTION V: GENERAL INFORMATION AND PROPOSAL CRITERIA...........................111. Who May Apply.........................................................................................................112. Accessing the RFP Documentation and Attachments..............................................113. Proposal Due Date and Review Process..................................................................124. The RFP Response Package...................................................................................125. Inquiries and Questions About the Application.........................................................146. Cure Process............................................................................................................147. Selection Criteria.......................................................................................................158. Administrative Requirements....................................................................................159. Progress Reports......................................................................................................1910.The Agreement.........................................................................................................1911.Cost Parameters.......................................................................................................2112.Grievance Procedures..............................................................................................2213.Conflict of Interest.....................................................................................................2214. Interference with the Procurement Process..............................................................2215.Compliance...............................................................................................................2216.LVWIB Right to Reject or Accept..............................................................................25

Youth RFP In-School Youth Issued 02/06/2014Page 1

APPLICATION OF YOUTH FUNDS

APPLICATION FORM...........................................................................................................1

EXECUTIVE SUMMARY.......................................................................................................3

SECTION A: AGENCY DETAILS........................................................................................4

SECTION B: RECRUITMENT...............................................................................................6

SECTION C: ELIGIBILITY DETERMINATION AND ASSESSMENT...................................6

SECTION D: PROGRAM DESIGN.......................................................................................7

SECTION E: CASE MANAGEMENT AND COUNSELING................................................10

SECTION F: FOLLOW UP SERVICES...............................................................................10

SECTION G: STAFFING.....................................................................................................11

SECTION H: DATA ENTRY AND MONITORING...............................................................11

SECTION I: PERFORMANCE AND REPORTING.............................................................12

SECTION J: CONTRACT AND BUDGET...........................................................................13

ATTACHMENTS

ATTACHMENT 1: APPLICATION OF YOUTH FUNDSATTACHMENT 2: BUDGET FORMSATTACHMENT 3: REQUIRED FEDERAL AND STATE FORMSATTACHMENT 4: PROPOSAL RESPONSIVENESS CHECKLIST

APPENDICES

APPENDIX 1: ECONOMIC ELIGIBILITY GUIDELINESAPPENDIX 2: 10 WIA PROGRAM ELEMENTSAPPENDIX 3: INDIVIDUAL SERVICE STRATEGYAPPENDIX 4: CAREERFORCE CAREER PATHWAYS PLANAPPENDIX 5: REQUEST FOR PROPOSAL (RFP) RATING AND EVALUATION FORMAPPENDIX 6: DEFINITIONSAPPENDIX 7: LVWIB YOUTH WORK EXPERIENCE POLICY


SECTION I: INTRODUCTION

The Commonwealth of Pennsylvania has designated Lehigh and Northampton Counties in Northeast Pennsylvania as the Lehigh Valley Workforce Area in accordance with provisions of the Workforce Investment Act (WIA). The Lehigh and Northampton County Executives are the Chief Elected Officials as defined in the Workforce Investment Act. Together with the Lehigh Valley Workforce Investment Board, Inc. (LVWIB) they are responsible for developing a workforce system in the Lehigh Valley and responsible for selecting provider(s) of youth services consistent with the WIA upon recommendations from the LVWIB Youth Workforce Development Council.

The LVWIB is comprised of representatives appointed by the Lehigh and Northampton County Executives as Chief Elected Officials representing private sector, education, labor, economic development, community-based and other organizations and is responsible for setting policy, determining the vision and mission of the workforce system, and developing a strategic plan to ensure a Lehigh Valley world-class competitive workforce.

The LVWIB Youth Workforce Development Council was established pursuant to WIA to provide leadership and advocacy in support of youth. The Youth Workforce Development Council is appointed by the LVWIB in cooperation with the Lehigh and Northampton County Executives as Chief Elected Officials and is charged with making recommendations regarding funding to the LVWIB.

The Lehigh Valley’s workforce system is called PA CareerLink® Lehigh Valley and additional information can be found at www.careerlinklehighvalley.org.

Youth programs are branded as CareerFORCE. Therefore, the LVWIB will support proposals that use the CareerFORCE branding.

The objective of the funds are to help economically disadvantaged youth with barriers graduate high school and go on to post-secondary school or employment.

LVWIB is interested in funding innovative In-School Youth initiatives that are school-to-work based, serve junior and Seniors only, and are not conducted during school hours. Programs must ensure youth receive: 1) Case Management; 2) Career Awareness; 3) Life Skills and Work Readiness; 4) Work Experience; 5) Basic Skills remediation; 6) A High School Diploma; and 7) Twelve (12) month Follow-up after Exit.

In-School initiatives must result in job placement, or enrollment in post-secondary education, training or the military.

To assist proposers in responding to this RFP, youth demographics and job and labor market information for the Lehigh Valley are available for your information and review at:


http://www.careerlinklehighvalley.org/

www.lvwib.org (click on Lehigh Valley Outlook).

The RFP is electronic and can be downloaded from the LVWIB website www.lvwib.org. Paper copies will not be available.

This is not an open RFP, therefore, responses must be received on or before noon Friday, March, 14, 2014 after which time/date LVWIB will not accept additional proposals. LVWIB will maintain all proposals on file for three (3) years in the event negotiations with the selected provider(s) cannot be finalized, additional funds become available through the WIA, other funding streams under which similar outcomes are desired become available, or a provider is not able to perform contracted activities. Proposer(s) who do not submit proposal responses will not be considered for funding after the proposal deadline for submission.

A Proposers’ Conference and RFP Training is scheduled for Tuesday, February 18, 2014 at 2:00 p.m. The meeting will be held at Lehigh Valley Workforce Investment Board, Inc., 555 Union Boulevard, Allentown, PA 18109. Questions regarding this RFP may be submitted in writing prior to the Proposers’ Conference to [email protected]. Phone call inquiries will not be accepted. Additional questions will be accepted through noon Thursday, March 13, 2014. It is the responsibility of the Proposer to visit the website at www.lvwib.org to review the questions and answers.

We look forward to reading and reviewing your proposal due by noon on Friday, March 14, 2014. SECTION II: POPULATION TO BE SERVED

The LVWIB plans to serve eligible in-school youth who are Juniors and Seniors in high school between the ages of 16-19.

LVWIB reserves the right to increase/decrease enrollment numbers as may be dictated by available funds and LVWIB policies.

SECTION III: DESCRIPTION OF PROGRAM SERVICES REQUESTED


Proposer(s) Program Design Requirements

1. Recruitment of Lehigh and Northampton County eligible youth.

2. Youth eligibility determination, assessment, development of an individual service strategy (ISS) and a career pathway plan, case management, and collection/completion of supporting documentation.

3. LVWIB is interested in funding innovative In-School Youth initiatives that are school-to-work based, serve junior and seniors only, and are not conducted during school hours. Programs must ensure youth receive: 1) Case Management; 2) Career Awareness; 3) Life Skills and Work Readiness; 4) Work Experience; 5) Basic Skills remediation; 6) A High School Diploma; and 7) Twelve (12) month Follow-up after Exit. In-School initiatives must result in job placement or enrollment in post-secondary education or the military.


mailto:[email protected]



1. Recruitment of Lehigh and Northampton County eligible youth:

A. Recruit and enroll youth in sufficient numbers to assure expenditure of eighty-five percent (85%) or more of the funds awarded.

B. Proposer(s) serving in-school youth must serve high school Juniors and Seniors in-school in a 50 / 50 ratio.

C. Recruit youth that are unemployed at time of their first service.

D. Program serving in-school youth must assure seventy-five percent (75%) enrollment of youth within 45 business days from the start of contract and one hundred percent (100%) of enrollment within 60 business days from start of contract.

E. Coordinate with existing programs in the community for referral of the youth.

2. Youth eligibility determination, assessment, development of an individual service strategy and career pathway plan, case management, and collection/completion of supporting documentation:

A. The LVWIB staff will provide training to the successful proposer(s) on eligibility determination, data collection and the data entry necessary to ensure WIA program eligibility, and ensure WIA compliance.

B. All youth must be residents of Lehigh or Northampton Counties.

C. Youth served under this RFP must meet the federal definition of economically disadvantaged and have a WIA mandated barrier.

D. Proposers may view all WIA youth eligibility requirements on the LVWIB website at www.lvwib.org .

E. Based upon assessments, proposer(s) are required to develop Individual Service Strategy (ISS) and Career Pathways Plan for youth outlining goals and objectives which will lead to the desired outcome and performance. (Appendices 3 and 4)

F. In-school youth are expected to graduate and go on to one of the post-secondary options under WIA, enter the military or get a job.

G. Proposers that are not district schools serving in-school youth must describe their relationship with the school districts regarding access to school records and recruitment strategies.

H. Proposers must provide remediation as a program component as needed.


Proposer(s) Program Design Requirements

1. Recruitment of Lehigh and Northampton County eligible youth.

2. Youth eligibility determination, assessment, development of an individual service strategy (ISS) and a career pathway plan, case management, and collection/completion of supporting documentation.

3. LVWIB is interested in funding innovative In-School Youth initiatives that are school-to-work based, serve junior and seniors only, and are not conducted during school hours. Programs must ensure youth receive: 1) Case Management; 2) Career Awareness; 3) Life Skills and Work Readiness; 4) Work Experience; 5) Basic Skills remediation; 6) A High School Diploma; and 7) Twelve (12) month Follow-up after Exit. In-School initiatives must result in job placement or enrollment in post-secondary education or the military.


I. Youth who do not meet eligibility requirements of WIA must be referred to community providers for services as appropriate.

J. All supporting eligibility documentation must be completed, checked for accuracy and kept in the youth’s individual file.

K. All participant file documents must be stored in a locked file cabinet.

3. Funding innovative In-School Youth initiatives that are school-to-work based, serve Junior and Seniors only, and are not conducted during school hours. Programs must ensure youth receive: 1) Case Management; 2) Career Awareness; 3) Life Skills and Work Readiness; 4) Work Experience; 5) Basic Skills remediation; 6) A High School Diploma; and 7) Twelve (12) month Follow-up after Exit. In-School initiatives must result in job placement or enrollment in post-secondary education or the military.

Effective programs should support their program designs with research and/or best practices or offer innovative approaches to providing services including work experiences to youth. Proposer(s) should be able to work with youth with multiple barriers to completion of educational goals and employment and to coordinate services to close the gaps in a continuum of services necessary for the youth to be successful. Please review Appendix 7 for the LVWIB Youth Work Experience Policy.

The LVWIB is seeking proposers to deliver school-to-work based after-school activities for eligible Juniors and Seniors in order to retain them in school and offer activities that will ensure their graduation into a job or post-secondary education, training, or the military. Proposers are required to provide a work experience for participants. This includes the development of worksites and monitoring their time in the work experience.

Proposers must provide remediation in the event that youth enrolled are basic skills deficient (scoring below 8.9 on the TABE test) ensure they improve a functional grade level within twelve (12) months.

Programming must assure supervised youth participation in program activities.

All youth should receive client-centered Case Management designed to 1) prepare comprehensive employment plans, including service strategies for participants to access needed workforce activities and supportive services; and 2) to provide job and career counseling during the program and after job placement.

4. Proposer must refer and coordinate any of the ten (10) required WIA youth elements (See page 8) on an as needed basis, and any other youth services required not provided by the Proposer.

Proposer(s) are required to provide the following:


A. All proposer(s) must provide life skills and employability skills training. This is an RFP requirement.

B. Proposer must provide an assessment of reading and math levels as a pre and post program indicator of basic skills progress. This is an RFP requirement.

C. As part of the program activities all proposer(s) must provide or refer youth as needed to those of the Ten Program Elements required under Section 129 of the WIA. Youth need not receive all ten (10) elements, and it is not envisioned that these ten (10) elements will all be available through the proposer but all proposer(s) must make available or connect youth to community partners and/or employers that provide any of the 10 program elements needed by the youth. Please note that some of the elements included in the required services sought under this RFP are indicated as this is an RFP requirement for selected proposer(s).

Ten (10) Workforce Investment Act Program Elements

1. Dropout Prevention – the provision of tutoring, study skills and instruction to in-school youth including those in alternative education. This is an RFP requirement for the selected proposer(s).

2. Alternative Education – youth needing alternative education must be referred to existing alternative education programs. Youth in alternative school programs at the time of enrollment are considered in-school youth. Proposer(s) may not seek to provide GED preparation or GED or alternative education to youth as this is already provided through other resources in the community. The LVWIB will not fund GED or other alternative education.

3. Summer Youth Employment Opportunities Directly Llinked to Academic and Occupational Learning – not intended to be a stand-alone program and participation should integrate a comprehensive strategy for addressing the youth’s employment and training needs. There are no funds available for this stand-alone activity.

4. Work Experience - work experiences are paid or unpaid planned, structured learning experiences, which take place in a workplace for a limited period of time providing youth with opportunities for career exploration and skill development. Options may include any of the following: part-time unsubsidized jobs in the private sector; a paid or unpaid internship; or a job shadowing experience, allowing youth the opportunity to experience several occupations in the work place. This is an RFP requirement for the selected proposer(s).


Youth may be provided subsidized Work Experience at a wage of $7.25 an hour. LVWIB is the employer of record and pays the youth.

5. Comprehensive Guidance and Counseling - including Drug and Alcohol Abuse Counseling, as well as referral to counseling, as appropriate to the needs of the individual youth.

6. Occupational Skills Training – training in high priority occupations in a Lehigh Valley Targeted Industry Cluster. Youth must obtain the technical or occupational skills necessary to gain employment or advance within an occupation that results in an industry recognized certificate.

7. Leadership Training – may consist of any or a combination of the following: community service, peer-centered activities encouraging responsibility, team work, decision making, personal responsibility, citizenship training, positive social behavior training, positive attitudinal development, self-esteem building, and cultural diversity.

8. Support Services –may be provided to in-school youth including transportation costs (bus passes and gas vouchers), background checks (Act 33 Child Abuse, Act 34 Criminal Background and Act 74 FBI Clearances), employment or training physicals and screenings, safety attire and uniforms, if documented as a need(s) in the Individual Service Strategy (ISS) and Career Pathways Plan.

9. Mentoring - the provision of peer or adult guidance.

10.Twelve (12) months follow-up – all youth must receive follow-up for at least 12 months after exit. (Please see definitions, Appendix 6.) This is an RFP requirement for the selected proposer(s).

LVWIB encourages proposers to coordinate services and help to leverage funds. Coordination and collaboration should include cross referrals, providing a service which would otherwise not be available, or adding to the sequence of services in a manner that results in performance for all funders’ programs. Youth providers are encouraged to seek out federal and state grants to serve youth, for example, for services ranging from social and mental health services to after-school activities.

5. Performance Measures and Reporting

Performance is expected to be accomplished prior to renewal consideration of each program year that this contract is in effect, unless the youth is enrolled in a post-secondary program which will cross program years, or youth are Juniors in high school and will not graduate high school until the next program year.

LVWIB will enforce a strict performance outcomes contract renewal policy. If performance is not achieved, the contract may be terminated and the youth reassigned


to performing providers, or to a provider on the proposer list who was not funded because of limited funds availability.

The successful proposer(s) will be accountable to the LVWIB and Youth Workforce Development Council and must demonstrate capacity to meet all LVWIB Performance Measures as follows:

Performance Measures LevelsA. Placement in Employment,

Post-Secondary Education, or the Military

70%

B. Attainment of a Degree/Certificate 85%

C. Literacy and Numeracy Gains(Achievement of 9th grade levels) 70%

D. Participant Enrollment In-School: (75%) enrollment of youth within 45 business days from the start of contract and one hundred percent (100%) of enrollment within 60 business days from start of contract.

E. Program retention85%

F. Attendance in Structured Activities85%

G. Increase in Employability Skills85%

H. Enrollment on Commonwealth Workforce Development Systems database

100%

For further information please refer to the following Training and Employment Guidance Letters:(TEGL 17-05) http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2195 (TEGL 17-05 Change 2) http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2759 (TEGL 15-10) http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2967

A. The Performance Measure of Placement can be met by the following outcomes: Employment Military service Post-secondary education or training

B. The Performance Measure of Attainment of a State/Industry Recognized Degree or Certificate for In-School Youth is met when youth attain a high school diploma,


http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2967



GED, or occupational skills certificate issued by the approved awarding institutions at http://wdr.doleta.gov/directives/attach/TEGL15-10a2.pdf .This measure does not include certificates awarded by local workforce areas in recognition of the attainment of pre-employment or work readiness skills.

C. The Performance Measure of Literacy and Numeracy Gains for In-School-Youth: Youth must obtain a 9th grade reading and math level. Remediation may be provided by the proposer(s) or through a referral agency.

Proposer(s) must provide reports of youth program activities to the LVWIB on a weekly basis in the manner prescribed by the LVWIB which shall report on provider performance to the Youth Workforce Development Council.

Incentives may be provided to youth. Incentives should not exceed $250 per youth. Incentives must be based on attendance and performance.

6. Data entry of all youth activities into the Commonwealth’s Workforce Development System - Proposer(s) will be expected to provide data validation and accuracy of all data entries to ensure all information is entered into the Commonwealth Workforce Development System’s database. Proposer(s) will be monitored for late or erroneous data entry.

7. Program Monitoring and Evaluation - Monitoring and evaluation of programs will be conducted by LVWIB monitors.

SECTION IV: NUMBER TO BE SERVED AND FUNDS AVAILABLE

Proposer(s) must have the capacity to serve a minimum of 20 youth.

Should additional funds become available, LVWIB reserves the right to fund proposers at greater or lesser amounts than requested or to fund additional providers. Based on national best practices, the average cost of serving youth that results in a positive outcome is $4,000.

SECTION V: GENERAL INFORMATION AND PROPOSAL CRITERIA

Proposer(s) must respond to all the questions in this Youth Program Services RFP and indicate if they plan to operate youth services within or outside the one-stop center(s).

1. Who May Apply Proposer(s) may be public or private not-for-profit corporations, local educational agencies, business and/or trade associations, private for profit corporations, community based organizations, labor organizations and governmental units including municipalities. Minority and women-owned businesses are encouraged to submit proposals.


http://wdr.doleta.gov/directives/attach/TEGL15-10a2.pdf

Entities must have been in business in the United States for at least two (2) years prior to submission of an application. If proposer(s) is a foreign corporation (not a PA Corporation), they must have a certificate from the PA Secretary of State showing that they have filed the necessary documents to do business in this state.

2. Accessing the RFP Document and Attachments Interested parties may access the RFP from the website www.lvwib.org. Interested parties are responsible for checking the website for additions, modifications, and questions and answers concerning this RFP. The LVWIB will not contact proposers individually or respond to questions on an individual basis. All questions received will be posted on the website along with the answers. To be responsive, proposer(s) must respond to all the questions in this Youth Program Services RFP.

3. Proposal Due Dates and Review Process – All dates are subject to change by LVWIB.

EVENT DATE/TIMERFP Issued to the Public Thursday, February 6, 2014

Proposers’ Conference & RFP Training Tuesday, February 18, 2014 @ 2:00 p.m.

Deadline for Submitting Written Questions to LVWIB Thursday, March 13, 2014 @ noon

Deadline for Proposal Submission Friday, March 14, 2014 @ noon

Contract Start August 4, 2014

In-School Youth Contract End June 30, 2015

Proposals will be reviewed by staff for responsiveness and substantiveness.

An LVWIB/Youth Workforce Development Council Review Committee will rate proposals based on the attached Request for Proposal (RFP) Rating and Evaluation Form (Appendix 5). The Review Committee reserves the right to request additional information and schedule interviews or location visits as necessary.

Proposer(s) must not contact LVWIB employees or elected officials charged with oversight of these programs during the review process to avoid conflicts, the appearance of conflicts, or undue influence over the process.

Proposals must be submitted on or before noon, Friday, March 14, 2014.



Proposals may be sent by US Mail, Courier or hand-delivered.

MAIL, COURIER OR HAND DELIVERED TO:

Lehigh Valley Workforce Investment Board, Inc. 555 Union Boulevard, Allentown, PA 18109.

Proposals may not be faxed or sent electronically.LVWIB shall not be held responsible for proposer’s failure to meet responsiveness, date, time and location deadlines due to late delivery or omissions by the U. S. Postal services or other courier or delivery services.All submissions must be marked: Response to In-School Youth Program Services.

4. The RFP Response Package

A. The RFP Response package consists of the completion of the Application of Youth Funds, Attachment 1 of the RFP package, and all required forms.

B. All response packages must be single-spaced, single-sided on 8.5” inch x 11” inch paper. Complete all responses in Arial pitch, 12 point type (note that some tables may require smaller fonts). Maintain 1 inch margins.

C. Number each page of the response sequentially beginning with the Proposer(s) Application of Youth Funds as page one. The page number should be in a footer on the left side with the name of the organization submitting the response, and the name of the program proposed. Tabbed dividers should not be numbered. Page numbers should be consecutive from beginning to end. Attachments and appendices should be in a header on the top left side. Proposals are not to be paginated by sections. Handwritten organizations name, program and page numbering is acceptable.

D. Please submit one complete application with original signatures and all attachments and ten (10) complete copies with all attachments for a total of eleven (11) sets. All applications are to be submitted in three ring binders and are not to be stapled or clipped. Each copy should be in its own binder. The proposals are to be arranged and tabbed in the order indicated in (G) below. This will make it easy for reviewers to read your proposal and for us to make additional copies if needed. Proposals that are not in three ring binders will be returned unread and will not be considered for funding. LVWIB will not return proposals or binders or exhibits to proposers.

The original Proposal must contain the original signature of the designated agent officially authorized to act as the contractual agent for the organization affixed to each document where a signature is required.

E. The original and all ten (10) copies of the Proposal should be securely packaged and clearly marked on the outside Response to Youth Program Services, and submitted by


“Name of your Agency.” Proposer(s) must also submit an electronic version of the proposal on a Flash drive in Microsoft Word and the Budget section in Excel.

F. In writing your response:

a. Respond to every question asked.

b. Proposers should download the application and type their responses directly under the questions. Please refrain from reformatting the questions as this makes it difficult for the reviewers. The questions and answers should be in black and white all in an Arial 12 pitch.

c. All questions/responses should follow the numbers assigned in the request for proposals. Do not renumber the questions. Use the same number that appears in this request for proposals for the question prior to your answers as the rating sheets are keyed to the question numbers. Raters will not be able to find your responses if you change the numbering system.

d. Do not respond to questions by cross referencing to another response.

e. If a question asks for a yes or no answer, place the yes/no response at the beginning of your answer and provide the narrative information requested on the next line.

f. In preparing the response, start your responses to each section on a new page.

G. Proposal Order of Documents – Please place the proposal component responses in the following order:

a. Application for Youth Program Services Attachment 1i. Completed Proposal Application ii. Organizational Chartsiii. Work Activity Scheduleiv. Staff resumes or position qualifications if staff are not yet hired

b. Budget Forms Attachment 2

c. Required Federal and State Forms Attachment 3i. Certificate Regarding Lobbyingii. Vendor Information Tax Payer Identification Verificationiii. Certification regarding Debarment Suspensioniv. Certification regarding Drug Free Workplace

H. A copy of your most recent Audit and Financial Statement must be made available upon request by LVWIB, and does not need to be completed in the proposal.


5. Inquiries and Questions About the Application

All questions regarding this RFP should be transmitted in writing to Gay Rodrigues at [email protected] by noon March 13, 2014. Questions arising at the Proposers’ Conference and RFP training will be posted on the LVWIB website at www.lvwib.org . The responsibility to access this information is with the Proposer(s).

6. Cure Process

LVWIB has established the option to cure minor omissions in submitted proposals within forty-eight (48) hours of notification by the LVWIB via email to the proposer’s contact named in the application. Failure to provide the requested information within the allotted time shall result in a “fatal flaw.” This process is provided by LVWIB as a courtesy, and as such, LVWIB is not responsible for notification of any omissions or errors in any documentation submitted by the applicant agency in response to the RFP.

All applying agencies are solely responsible for contact availability via e-mail during this cure period and failure to receive LVWIB notification of cure issues is not subject to appeal.

Minor inconsistencies or revisions may be addressed during the negotiation process, at the sole and complete discretion of LVWIB.

7. Selection Criteria

Multiple awards may result due to this solicitation. Therefore, all proposals submitted will be evaluated against all other proposals using the rating criteria, which is a part of this RFP package, and ranked by a proposal review committee. Proposals may not be funded at the funding levels requested.

The highest ranking numerical score does not assure a funding recommendation. Other factors which may be considered include, but are not limited to: several proposals to provide the same or similar services; past performance of individual agencies; duplication of services; costs, array of services, likelihood to result in self-sufficient employment; location of services; relevant experience and qualifications; or financial viability and stability of the agency.

LVWIB reserves the right, at its sole and complete discretion, to invite proposer(s) to make a presentation to the RFP Review Committee as a step in the selection process. LVWIB also reserves the right, at its discretion, to conduct pre-selection site visits to any organization that is being considered for funding under this solicitation.

8. Administrative Requirements



mailto:[email protected]

A. LVWIB reserves the right to transfer youth from existing providers.

B. LVWIB reserves the right to procure selected youth services.

C. The reauthorization of the WIA has been anticipated for several years. Contracts may be subject to the new requirements in the event of reauthorization.

D. Proposer(s) must be able to demonstrate the necessary administrative capability and fiscal responsibility needed to operate the program proposed and to meet federal financial accountability requirements. Proposer’s organization may be subject to a pre-award review. This may include, but not be limited to, a review of proposer(s) record keeping procedures, management systems, accounting and administrative systems, training facilities, and curriculum.

E. Any proposer(s), after a pre-award survey, that is determined by LVWIB to not have the fiscal capability to manage the grant funds will be required to post a performance bond, or may be rejected as a provider at the discretion of LVWIB. The cost of the bond cannot be charged to the project proposed. LVWIB reserves the right to review budgets to determine the fiscal capacity of the proposer(s) and may deem a proposal non-responsive if proposer(s) cannot demonstrate fiscal capacity through staffing sufficient to be able to deliver the program proposed and separation of duties sufficient to safeguard the integrity of the funds.

F. All organizations funded whether public or private, commercial or not-for-profit, receiving at least $500,000.00 annually through federal grants regardless of the funding source will be required to conduct and submit an audit annually. Commercial organizations will have the option of providing a program specific audit or submitting an organization wide audit in accordance with OMB Circular A-133. This will be determined during negotiations. All other providers must submit an A-133 audit. Funds may not be included in the budget for an annual audit if proposer(s) does not receive at least $500,000.00 of federal funds annually.

G. Contracts written as a result of this proposal will be subject to negotiation of expected performance for each year the contract is in effect. Performance is generally set at a level, which will result in LVWIB being in the top quartile of performance as compared to other local workforce areas in the state.

H. Performance will also be measured on compliance, timely data entry, and minimal monitoring findings. Selected providers who do not meet negotiated performance may be subject to cancellation or non-renewal of their agreement at the end of each program year in which performance is not attained.

I. All media advertisements, collateral and printed material used in the promotion of the program, recruitment of participants, and published reports must name LVWIB as the grantor agency and must be approved in advance of publication by the LVWIB Youth Program Manager. The time necessary to obtain the appropriate


approvals must be considered when developing materials or other media advertisements.

J. Insurance Requirements - The proposer(s) agrees to submit to LVWIB prior to the provision of services under this proposal Certificates of Insurance including all endorsements required herein, and to keep such insurance and the Certificates of Insurance with LVWIB during the entire term of the Agreement to be negotiated. In addition, all sub-contractors performing work on behalf of a selected proposer(s) shall be covered under proposer’s insurance or shall obtain insurance subject to the same terms and conditions as set forth herein. All insurance policies required by this Agreement shall declare any deductible or self-insured retention (SIR) in an amount in excess of $25,000 ($5,000 for automobile liability), which shall specifically be approved by LVWIB. Proposer(s) shall be responsible for reimbursement of any deductible to the insurer. If the proposer(s) fails to maintain insurance acceptable to LVWIB for the full term of the Agreement, LVWIB may terminate any Agreement.

K. If the selected proposer(s) is a governmental entity, they may elect to self-insure for the insurance coverage required for this agreement.

L. The policy or policies of insurance must be issued by an insurer licensed to do business in the Commonwealth of PA. If the carrier is a non-admitted carrier in the Commonwealth of PA, LVWIB retains the right to approve or reject carrier after a review of the company’s performance and financial ratings. The policy or policies of insurance maintained by the Contractor shall provide the minimum limits and coverage as applicable to this project as set forth below:

Coverage Minimum LimitsCommercial General Liability to include a Broad Form Property Damage Endorsement and Contractual Liability

$1,000,000 combined single limit per occurrence $2,000,000 Aggregate

Automobile Liability including all owned and non-owned and hired vehicles

$1,000,000 combined single limit per occurrence

Workers' Compensation StatutoryEmployer's Liability $1,000,000 per occurrenceProfessional Liability $1,000,000 per claims madeIntellectual Property To cover any patent, copyright or trademark

infringement claims including the cost of the defense of any action brought against LVWIB, its governing Boards and Contractor

Fidelity/Crime/Honesty Bond In the amount of the funds awarded to proposer(s)

M. Each insurance policy required by this Agreement shall be endorsed to contain the following provisions:

a. This insurance shall not be changed, canceled, limited in scope of coverage


or non-renewed until after thirty (30) days written notice has been given to LVWIB.

b. If a thirty (30) day notice of cancellation endorsement is not received, the cancellation clause must include language as follows, which edits the pre-printed ACCORD certificate:

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THEISSUING COMPANY WILL MAIL THIRTY (30) DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER.

c. All rights of subrogation are hereby waived against the Commonwealth of PA, selective and appointed officials, officers and employees, LVWIB, its elective and appointed officials, officers and employees, when acting within the scope of their employment or appointment. (Endorsement must be attached to Certificate of Insurance.)

N. As respect to operations of the named insured performed on behalf of LVWIB, are added as additional insured’s except for Workers' Compensation/ Employers' Liability and Professional Liability. (Endorsement must be attached to Certificate of Insurance.)

O. It is agreed that any insurance maintained by LVWIB will apply in excess of, and not contribute with, insurance provided by this policy. (Endorsement must be attached to Certificate of Insurance for the General Liability policy.)

P. Any losses shall be payable notwithstanding any act or failure or negligence of LVWIB, or any other person.

Q. Commercial General Liability policy shall contain a severability of interests clause.

R. Contractor agrees to maintain Professional Liability Insurance, as appropriate, for a period of two (2) years following completion of this Agreement.

S. LVWIB shall retain the right at any time to review the coverage, form and amount of the insurance required hereby. If, in the opinion of LVWIB, the insurance provisions in this section do not provide adequate protection for LVWIB, LVWIB may require Proposer(s) to obtain insurance sufficient in coverage, form, and amount to provide adequate protection. LVWIB requirements shall be reasonable and shall be designed to assure protection from and against the kind and extent of risks, which exist at the time a change in insurance is required.

T. The procuring of such required policy or policies of insurance shall not be construed to limit Proposer's liability hereunder or to fulfill the Indemnification provisions and requirements of the agreement to be entered into as a result of this proposal.


U. Proposer(s) must agree to cooperate with and provide such information as may be requested by LVWIB for purposes of filing reports with the State and the LVWIB Governing Boards.

V. This RFP does not commit or obligate LVWIB to pay for any costs incurred in the preparation of a response or in advance of the execution of a contract.

W. Implementation of this program may not occur prior to the start date of the contract document except as authorized. Any costs incurred within the approved budget, as outlined in this agreement, shall be reimbursed when the LVWIB office receives a fully executed copy of this contract.

X. Proposer(s) whose main headquarters are located out of the workforce area and who maintain their books and records outside of the workforce area must specify in their proposal how they will make their books and records accessible at the LVWIB offices for monitoring and audit purposes. It will not be sufficient to state that LVWIB may visit contractor’s site, the records must be available at the LVWIB offices. Failure to do so may result in the proposal being deemed non-responsive.

Y. Proposer(s) must agree to be trained in the Commonwealth Workforce Development System. Proposer(s) may not include the costs of any custom or proprietary information technology system in their budgets. LVWIB will not pay for the maintenance of duplicate MIS systems.

Z. In the event of a conflict or ambiguity between the rules, terms, and conditions set forth in the RFP and the statutes, laws, State policies and regulations, the statutes, laws, State policies and regulations shall prevail. LVWIB shall be responsible for making all determinations in this regard.

AA. Proposer(s) will be required to maintain and provide a case file for each participant. The files will be considered LVWIB property and must be turned over to LVWIB at the end of the contract unless other arrangements are made during contract negotiations.

BB. Proposer(s) will assure that all records pertinent to this agreement, including financial, statistical, property, and supporting documentation, shall be retained for a period of six (6) years from the date of: 1) final payment of the agreement, and 2) when all audits and litigation are complete and resolved.

CC. Proposer(s) must implement a system for monitoring participant time and attendance in the program.

9. Progress Reports

Proposer(s) will be required to evaluate their progress and report to the LVWIB on a weekly basis. Proposer(s) should also be able to report data to include information not


yet in the state database for example the number of projected exits or number of projected entries into training.

10. The Agreement

A. All contracts negotiated as a result of this RFP will be cost reimbursement. This is a contract format wherein all allowable costs detailed in the budget attached to the executed contract are reimbursed upon submission of documentation, which substantiates the expenditures. Allowable means allowable under both the grant funding stream supporting the contract expenditures and the executed contract.

B. Initial in-school youth contracts will be written from August 4, 2014 through June 30, 2015 and subsequent renewals may be written for three (3) one-year periods following the first contract period based upon performance. Additionally, if provider is meeting performance, LVWIB may renew the contract for a second term of four (4) one year periods. Renewal will be at the option of the LVWIB Governing Board. Contracts will contain additional clauses related to termination for convenience with the proper notice to provide for contractors not wishing to continue services beyond any one-year period. Performance will be measured each year.

C. Proposers must complete the budget section of the proposal using the forms provided for in this package. RFP responses, which do not include the budget forms or which include non-conforming budget worksheets will be deemed non-responsive. The Budget is part of the RFP and can be downloaded from the LVWIB website at www.lvwib.org as Attachment 2. Paper copies will not be available.

D. All costs, including salaries and merit increases, are subject to negotiation as a part of the contracting process. LVWIB will compare salaries and other costs proposed with costs and salaries for similar positions and responsibilities within Lehigh and Northampton Counties in arriving at reasonable negotiated costs. The federal government has imposed salary caps based upon the federal executive level ll position levels. Salaries reimbursed or partially reimbursed under contracts funded as a result of this RFP may not exceed the federal salary cap.

E. Proposer(s) will be required to perform an assessment of youth as part of the Individual Service Strategy to determine goals and supportive services. Supportive Services may be provided to in-school and out- of-school youth including transportation costs (bus passes and gas vouchers), background checks (Act 33 Child Abuse, Act 34 Criminal Background and Act 74 FBI Clearances), immunizations, employment physicals and screenings, safety attire and uniforms, if documented as a need(s) in the Individual Service Strategy (ISS) and Career Pathways Plan. These supportive services should be estimated and included in proposer(s) budget.

F. Travel outside of the Lehigh Valley Workforce Investment Area must be described and justified in the proposal and included in the budget along with detail regarding the need for the travel, the number of persons who will be traveling, and the length



of the stay. LVWIB shall determine the reasonableness of the travel during negotiations. All in and out of workforce area travel will be subject to LVWIB mileage rates, travel rules, and procedures unless the proposer’s policies and procedures have been reviewed and approved by LVWIB.

G. No equipment purchases are allowed. Leasing arrangements for property or staff must be competitively procured and approved during negotiation of the contract.

H. Lease agreements may not be from proposer(s) or proposer(s) organization or from a subsidiary, or related company or corporation unless they are leased to the general public at the same price as offered under this RFP.

I. Charges for proprietary services such as assessment are not allowed.1

J. Charges for proprietary management information systems are not allowed. LVWIB only recognizes the Commonwealth’s MIS system called Commonwealth Workforce Development System (CWDS).1

11. Cost Parameters

A. It is a policy of LVWIB not to provide advance payments. Proposals seeking advances will be considered non-responsive and will not be reviewed or rated. Proposer(s) approved for funding who later identify the need for an advance will not be able to proceed to contract execution. Invoices are paid once a month. Proposer(s) must be able to support the cost of the program until they are reimbursed, which typically takes thirty (30) days from the date the invoice is submitted. Payment of invoices submitted without the proper documentation may be delayed. LVWIB does not pay defective or incomplete invoices. LVWIB may require that an electronic transfer system be set up for the payment of invoices.

B. For profit organizations, profit is capped at a rate of eight (8%) percent. At this time profit is an allowable cost. Profit may be allocated to the cost categories. Profit is only available as a budget line item for commercial organizations. Total profit paid may not exceed the percentage of profit negotiated, and determined reasonable during contract negotiations. Profit is limited to eight percent (8%) of the contract budget excluding, (1) any funds budgeted for payments to other providers for services not offered by proposer(s), (2) any payments for support services, stipends, work experience, incentives or other participant payments, and (3) tuition.

C. Administrative costs are limited to five percent (5%) based on the executed contract amount.

D. Supplies and/or materials proposed may not be purchased from proposer(s) or proposer(s) organization or from a subsidiary, or related company or corporation

1 Charges for proprietary items are prohibited as there is now way to determine the reasonableness of the costs.


unless they are sold to the general public at the same price as offered under this RFP.

E. Proposer(s) requiring leased space must consult with LVWIB before leasing space.

F. Proposer(s) who will be leasing space must competitively procure the space unless the space is already leased. Payments for leased space in proposer(s) owned buildings will be subject to the Office of Management and Budget Circulars guidance.

G. LVWIB cannot reimburse providers for interest charges associated with the establishment of credit lines. The Office of Management and Budget Circulars applicable to grants prohibit interest payments as follows: “Costs incurred for interest on borrowed capital, temporary use of endowment funds, or the use of the non-profit organization’s own funds however represented are unallowable.”

H. Any and all work performed or expenses involved in the preparation and submission of proposals shall be borne by the applicant(s). No payment will be made for any efforts or expenses prior to commencement of work as defined by a fully executed contract.

12. Grievance Procedures

In the event a proposer(s) wishes to file a grievance in connection with the process, a grievance procedure is available and may be obtained from the LVWIB Administrative Offices. Grievances related to this proposal must be filed in writingwithin the timeframes stated in the LVWIB grievance policy.

13. Conflict of Interest

All applicants must disclose the name of any officer, director or employee who is a member of the LVWIB governing boards or an employee of LVWIB. All applicants must disclose the name of any LVWIB employee who owns, directly or indirectly, any interest in the applicants’ business or any of its branches. Such disclosure must be submitted in a separate letter included with the Application for Youth Funds, no later than the proposal deadline.

14. Interference with the Procurement Process

Applicants are hereby advised that, pursuant to LVWIB policy, LVWIB will not award funding to an organization, person, or entity which has hired a person, whether directly or indirectly, or consented to or acquiesced in the employment of a person, whose principal responsibilities to lobby a member of the Lehigh Valley Workforce Investment Board, Inc. or the LVWIB Elected Officials on behalf of the organization, person, or entity which seeks funding from LVWIB. Subject to the foregoing, an officer, director, official, principal, or bona fide employee of an organization, person or entity seeking funding may engage in lobbying without payment of any compensation or


reimbursement of expenses for such lobbying, whether directly or indirectly.

Any applicant or lobbyist for an applicant, paid or unpaid, is prohibited from having any private communication concerning any procurement process or any response to a procurement process with any LVWIB staff or rating committee members after the issuance of a funding opportunity and until completion of a contract award. A proposal from any organization will be disqualified if the applicant or a lobbyist for the applicant, paid or unpaid, violates this condition of the procurement process.

15. Compliance

The proposer(s) will fully comply with the applicable requirements of the Acts through which funds are received. It will comply with applicable directives issued by the Pennsylvania Department of Labor and Industry (PDLI), the Pennsylvania Department of Public Welfare (PDPW), the Pennsylvania Department of Education (PDE) or other appropriate state department(s). The proposer(s) assures that it will comply with other federal statutes applicable to this agreement. This may include, but is not limited to, the following:

A. The Project Independence Act, Act 62 of 1987, P. L. 332, of the Commonwealth of Pennsylvania and all regulations issued pursuant to the Act,

B. The Employment Opportunities Act, Act 65 of 1987, P. L. 342 of the Commonwealth of Pennsylvania and all regulations issued pursuant to the Act,

C. The Federal Food Stamp Program, P. L. 99-198 and all federal and state regulations issued pursuant to this Law,

D. The Federal Family Support Act, P. L. 100-485, Title II of the statute whichestablishes the Jobs Opportunities and Basic Skills Training Program underTitle IV-f of the Social Security Act,

E. Uniform Relocation Assistance and Real Property Acquisition Act of 1970 (P. L. 91-646), Titles II and III (42 U.S.C. 1437(c), 11437(f), 4601, 4602, 4621-4636, 4638, 4651-4655 et seq.),

F. OMB Circular A-21 “Cost Principles for Educational Institutions”,

G. OMB Circular A-87 “Cost Principles for State and Local Governments”,

H. OMB Circular A-122 “Cost Principles for Non-Profit Organizations”,

I. OMB Circular A-l02 “Uniform Administrative Requirements for Grants-in-Aid to State and Local Governments”,


J. OMB Circular A-110 “Uniform Administrative Grant Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations”,

K. OMB Circular A-133 “Audits of States, Local Governments and Non-Profit Organizations”,

L. Single Audit Act Amendments of 1966 (P. L. 104-156),

M. U. S. Treasury Department Circular 1075 (Fourth Revision),

N. 41 CFR 1-15 (Contract Cost Principles and Procedures),

O. Government Audit Standards, 1994 Revision, by the Comptroller General of the United States, General Accounting Office,

P. United States Code, as amended, Sections 1501-1508 of Title 5 (formerly theHatch Act), Political Activity Information,

Q. Flood Disaster Projection Act,

R. Section 523 and 527 of the Public Health Service Act of 1912 as amended, relating to confidentiality of alcohol and abuse patient records (42 U.S.C. 290 dd.3 and 290 ee-3),

S. Drug Abuse Office and Treatment Act of 1972 as amended, relating toNondiscrimination on the basis of drug abuse (P.L. 92-255),

T. Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment And Rehabilitation Act of 1970 as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism (P.L. 91-616),

U. The Age Discrimination Act of 1975, as amended which prohibits discrimination on the basis of age (42 U.S.C. 6101 et seq.),

V. Section 504 of the Rehabilitation Act of 1973, as amended which prohibits discrimination on the basis of handicaps (29 U.S.C. 794),

W. The Americans with Disabilities Act of 1990 (42 U.S.C. 12101 et seq.),

X. Title IX of the Education Amendments of 1972, as amended which prohibits discrimination on the basis of handicaps (20 U.S.C. 1681 et seq.),


Y. Title VI of the Civil Rights Act of 1964 which prohibits discrimination on the basis of race, color or national origin (P.L. 88-352),

Z. Title VIII of the Civil Rights Act of 1968 as amended (42 U.S.C. 3601 et seq.) as amended, relating to nondiscrimination in the sale, rental or financing of housing,

AA. Any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made, and the requirements of any other nondiscrimination statute(s) which may apply to the application,

BB. Will comply, as applicable, with the provisions of the Davis-Bacon Act (40 U.S.C. 276a to 276a7), the Copeland Act (40 U.S.C. 276c and 18 U.S.C. 874, and the Contract Work Hours and Safety Standards Act (40.327-333), regarding labor standards for federally assisted construction sub agreements, and

CC. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in flood plains in accordance with EO 11988; (e) assurance of project consistency with the approved State management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. 1451 et. seq.); (f) conformity of Federal actions to State (Clear Air) Implementation Plans under Section 176(c) of the Clear Air Act of 1955, as amended (42 U.S.C. 7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended, (P.L. 93-523); and (h) protection of endangered species under the Endangered Species Act of 1973, as amended, (P.L. 93-205)

DD. Fair Labor Standards Act of 1938 also known as Child Labor Laws, as applicable. Child labor Laws (29 USC 203): Employment of Minors Between Fourteen (14) and Sixteen (16) Years of Age (Subpart C), Occupations Particularly Hazardous for (18) Years of Age or Detrimental to Their Health or Well-being (subpart E).

EE. 29 Code of Federal Regulations (CFR) Part 95 Appendix A (3) minimum wage requirements.

FF. The Proposer understands that LVWIB is required to adhere to the provisions of Pennsylvania Right to Know Law.


16. LVWIB Right to Reject or Accept LVWIB retains the right to accept, modify, reject entirely, or partially reject portions of an application.
