Invitation to Negotiate # Administrative Entity Services

Transcription

1 Information for completion and submittal of a Response to an: Invitation to Negotiate # For Two Separate and Distinct Contracts For the Provision of Administrative Entity Services Issue Date: April 20, 2016 Initial Contract Period: October 1, 2016 through September 30, 2017 Submit Responses to: ITN # c/o Alachua/Bradford Regional Workforce Board d/b/a CareerSource North Central Florida Attn.: Clay Martin, Esq. Folds & Walker, LLC 527 E. University Avenue Gainesville, FL 32601

2 TABLE OF CONTENTS INTRODUCTION AND GENERAL BACKGROUND... 3 About CareerSource North Central Florida... 4 CareerSource North Central Florida Core Values... 4 Organizational Structure of CareerSource North Central Florida... 5 Facilities... 5 Invitation to Negotiate: Timetable... 6 TYPES OF CONTRACTS...7 SERVICES SOUGHT AND QUALIFICATIONS... 7 A.Services Sought... 8 The Vendor Contract...8 The Subrecipient Contract...16 Items Required In Each Contract...18 B.Qualifications ADDITIONAL INFORMATION Type of Contracts Funding, Funding Period, and Period of Performance Questions SUBMITTING A RESPONSE Response Format Response Content and Organization DISCLOSURES RESPONSE REVIEW AND SELECTION General Information Scoring Procedure...30 Disqualification Finality Of Any Decision Made As A Result of this ITN Remains Exclusively With CareerSource North Central Florida ATTACHMENTS Page 2

3 Introduction and General Background This Invitation to Negotiate is for two (2) distinct and separate proposed contracts for the provision of Administrative Entity Services to and on behalf of the Alachua Bradford Regional Workforce Board d/b/a CareerSource North Central Florida (herein CareerSource North Central Florida or the Board ). The first proposed contract is solely for vendor services. The second proposed contract is solely for subrecipient services. The specifics related to each proposed contract, and to responding to this ITN for either contract or both contracts, are set out below. CareerSource North Central Florida, is the local policy making body which oversees the provision of workforce development services in Alachua County and Bradford County, Florida (Region 9), pursuant to the Federal Workforce Innovation and Opportunity Act and the State Workforce Innovation Act of 2000, as amended. The administrative office of CareerSource North Central Florida is located in Gainesville, Alachua County, Florida. CareerSource North Central Florida issues this Invitation to Negotiate (ITN) to qualified organizations with the capacity and expertise to provide the described services as the Administrative Entity to CareerSource North Central Florida. It is the Respondentʼs responsibility to familiarize itself with all applicable statutes, regulations, policies, and procedures that are applicable to the Service(s) described in this ITN. Method of Solicitation This ITN is a competitive solicitation used by CareerSource North Central Florida and is intended to i) determine the best method for achieving a specific goal or solving a particular problem and ii) identify one or more Respondents with which CareerSource North Central Florida may negotiate towards the two separate and distinct contracts specified below in order to receive the best value. Notice of this ITN will be published in CareerSource North Central Florida service area newspapers and also be distributed via to organizations on the CareerSource North Central Florida Bidders List. Notice of the ITN and a request to be shared with their networks will also be sent to CareerSource Florida Inc., Florida Workforce Directors Association Page 3

4 (FWDA), and National Association of Workforce Boards. Upon its release, the ITN and all accompanying attachments will be posted on: About CareerSource North Central Florida Vision Our community will have a world-class workforce that meets the needs of business and provides opportunities for job seekers today and in the future. Mission Everybody works. Growing business and jobs through a skilled workforce. CareerSource North Central Florida Core Values CareerSource North Central Floridaʼs values define and remind the organization, staff, customers, clients, and partner organizations of the reasons we exist and sustain our focus on what is important to us as individuals, as an organization, and as a contributor to the quality of life in Alachua and Bradford Counties. We value: Customer Focus: We listen to our customers, respond quickly to their needs, and work with them to prepare for future requirements. Effectiveness: We are focused on results and constantly seek ways to be more efficient. Professionalism: We treat everyone with respect, courtesy, and personal attention. Collaboration: We work together with a variety of community partners to achieve our mission. Inclusion: We believe that diversity makes us stronger and welcome those who challenge us to see things differently. Integrity: Our commitment to always do the right thing guides our decisions every day. Accountability: Each of us recognizes our responsibilities, and we use measures to show our success. Innovation: We continually seek new solutions and better ways to do our jobs. Page 4

5 Leadership: We lead by example within our organization and throughout the community. Organizational Structure of CareerSource North Central Florida Alachua/Bradford Regional Workforce Board d/b/a CareerSource North Central Florida CareerSource North Central Florida is a member of the American Job Center Network, referenced at this link as one of 3 hallmarks, bottom left box: American Job Centers provide online and in-person workforce development services as part of a single network under a unified brand throughout the nation. In Florida, CareerSource North Central Florida was authorized and its purposes and activities are defined under the State of Floridaʼs Workforce Innovation Act of An Inter-local Agreement, approved and executed by the respective Boards of Alachua and Bradford County Commissioners, established and specifies certain duties of the Alachua Bradford Regional Workforce Board. The Alachua Bradford Regional Workforce Board oversees the implementation of the onestop system and a variety of workforce development and human services programs. The majority of CareerSource North Central Florida Board members are business leaders selected by the County Commissioners of their respective counties. The balance of the Board members are representatives from labor, education, economic development, social services, community based organizations, rehabilitation agencies, and other local interests. Dual County Consortium The Dual County Consortium consists of four (4) County Commissioners - two (2) from Alachua County and two (2) from Bradford County. This consortium acts as a member nominating and selection committee, submitting recommendations for board member appointments to the respective Boards of County Commissioners. The Administrative Entity/Entities In lieu of hiring its own employees, CareerSource North Central Florida contracts with appropriate and qualified entity or entities to operate as CareerSource North Central Floridaʼs Administrative Entity or Entities ( AE ), as the case may be, to provide related administrative, managerial, and fiscal services to/for CareerSource North Central Florida. Additionally, the AE may provide, on a case-by-case basis, limited directed programmatic and operational services and staff leadership in the CareerSource North Central Florida One-Stop Career Centers. Facilities CareerSource North Central Florida currently leases property for two (2) One-Stop Career Centers. CareerSource North Central Florida or its designee provides management, service and support for the IT infrastructure, phones, and facilities maintenance for each location. Page 5

6 Any decision to open, close, or modify the services available at these facilities and/or hours of operation is at the sole discretion of CareerSource North Central Florida. The One-Stop Career Centers are currently located at: 10 NW 6th Street, Gainesville, FL South Walnut Street, Starke, FL CareerSource North Central Floridaʼs One-Stop Career Centers are open Monday through Friday subject to the Alachua County or Bradford County holiday closing schedule (as the case may be), and closings due to inclement weather or other special circumstances in either Alachua County or Bradford County. The AE must provide services at the One-Stop Career Centers on all remaining business days. Invitation to Negotiate: Timetable April 20, 2016 April 28, 2016 May 4, 2016 May 11, 2016 On or before May 17, 2016 On or before May 17, 2016 On or before June 30, 2016 October 1, 2016 Invitation to Negotiate issued by CareerSource North Central Florida Deadline for questions to be submitted by 4:00 p.m. Answers to questions and any revisions to the ITN posted on web site by 5:00 p.m. Responses must be received by 4:00 p.m. Scoring by the Executive Committee. Executive Committee selection of the service provider(s) with whom to negotiate Target date for execution of contracts Anticipated effective date of the contracts Any time shown throughout this Invitation to Negotiate is Eastern Daylight Time (EDT). CareerSource North Central Florida at its sole and absolute discretion, reserves the right to adjust any published deadline in this Invitation to Negotiate, or to revise this ITN during its publication period. Any adjustments or revisions to this Invitation to Negotiate will be posted on the CareerSource North Central Florida web site: Page 6

7 TYPES OF CONTRACTS The first proposed contract is for vendor services. The second proposed is for subrecipient services. In general, a vendor often: 1. Provides the goods and services within normal business operations; 2. Provides similar goods or services to many different purchasers; 3. Operates in a competitive environment; 4. Provides goods or services that are ancillary to the operation of the federal program; and 5. Is not subject to compliance requirements of the federal program. In general, a subrecipient often: 1. Determines who is eligible to receive what federal financial assistance; 2. Has its performance measured against whether the objectives of the federal program are met; 3. Has responsibility for programmatic decision-making; 4. Has responsibility for adherence to applicable federal program compliance requirements; and 5. Uses the federal funds to carry out a program of the organization as compared to providing goods or services for a program of the pass-through entity. A respondent may propose to provide only vendor services, to provide only subrecipient services, or to provide vendor services and to provide subrecipient services under separate and wholly distinct contracts. Any contract(s) that are entered into as a result of this ITN may be with the same Respondent or different Respondents. An additional 10 bonus points will be awarded to any Respondent who responds to negotiate for both contracts. SERVICES SOUGHT AND QUALIFICATIONS The funding period for any contract(s) subsequently negotiated as a result of this Invitation to Negotiate will be from October 1, 2016 through September 30, 2017, provided the Respondentʼs performance remains acceptable during this period and sufficient funds for the funding period remain available. Any contract(s) awarded shall expressly state that CareerSource North Central Florida shall have the option, in its sole and absolute discretion and subject to the availability of funds, Florida law, and the Respondentʼs performance, to renew the contract(s) for up to two (2) additional terms of two (2) years each. Page 7

8 A. Services Sought CareerSource North Central Florida seeks the services of one or more qualified Respondents to negotiate contracts with to act as CareerSource North Central Floridaʼs Administrative Entity or Entities, to be responsible for the respective, distinct, and separate vendor and subrecipient services set out below, which, if awarded, will be specified in separate and distinct contracts. THE VENDOR CONTRACT I. THE CONTRACTUAL DUTIES, OBLIGATIONS AND RESPONSIBILITIES OF ANY CONTRACTED RESPONDENT AS A VENDOR SERVING AS ADMINISTRATIVE ENTITY (AE) WILL INCLUDE THE FOLLOWING (THIS SECTION IS ONLY APPLICABLE TO THE PROPOSED VENDOR CONTRACT): 1. Perform all administrative functions as necessary to assist the Board in meeting its responsibilities consistent with then current federal and state laws and regulations, including, but not limited to, compliance with all applicable open meeting and public meeting laws, all applicable public records laws, and conflict of interest requirements (this includes the Boardʼs Administrative Coordinator duties); 2. Perform all fiscal functions to assist the Board in meeting its responsibilities consistent with then current federal and state laws and regulations; 3. Ensure ongoing procedural, substantive, and operational compliance with all state and federal laws, rules, circulars and regulations, as may be amended from time to time, which impact the operations of CareerSource North Central Florida, and which impact the performance of contracts with vendors, subrecipients and service providers of CareerSource North Central Florida. 4. Assist the Board in its function as the policy making and planning body for Region 9; 5. Monitor the implementation of all policies adopted by the Board by program services providers selected by the Board and keep the Board informed of the activities of the contracted Administrative Entity or Entities and the Boardʼs program services providers; 6. Monitor all programmatic services on the Boardʼs behalf and report the monitoring results to the Board; 7. Carry out the lawful directions of the Board consistent with the Contract; Page 8

9 8. Provide staff support to the Board and its committees; 9. Plan and coordinate Board member training including orientation for all new board members; 10. Prepare, review, and submit reports to the Board and its committees concerning activities, expenses, budgets, statutes and rulings, and other items affecting Board business or program services; 11. At the Boardʼs request, conduct studies and research and prepare reports relating to operational trends and program objectives and accomplishments; 12. Evaluate the findings of investigations, surveys, and studies in order to recommend policies, techniques, and improvements to programs and business services for the Boardʼs consideration; 13. Analyze and interpret employment and training legislation, regulations, and guidelines and report same to the Board along with recommendations for Board action as necessary; 14. Review reports and data to determine progress and status in attaining objectives, outcomes, and plans in accordance with current conditions and report progress and status to the Board; 15. Meet with the Board and others in business, education, faith based organizations, government, and private organizations to discuss issues, coordinate activities, maximize the use of all resources to achieve the regionʼs goals, and help the Board resolve problems - (CareerSource North Central Florida 5-year Board Strategic Plan's priorities are: Entrepreneurship Training Earn While You Learn Programs Soft Skills Training Job Matching Establish Local Subject Matter Expertise in Workforce Data, Tracking, and Analysis Leverage Workforce Data Expertise to Contribute to Policy Development at the State and Local Level); 16. As directed by the Board, promote, organize, and coordinate communication with the public and maintain a cooperative working relationship among public and agency participants on the Boardʼs behalf; 17. Coordinate the Boardʼs marketing and public relations efforts and act as the Boardʼs spokesperson to inform and educate the private and public sectors; Page 9

10 18. Present information on behalf of the Board before the county commissions or state agencies or committees; 19. Coordinate the development of all pertinent plans for Region 9 and recommend performance standards under federal and state guidelines relevant to the workforce system and communicate same to the Board along with recommendations for Board action as necessary; 20. Develop and prepare the annual budget for approval by the Board and regularly monitor and report to the Board the expenditure of Board funds; 21. Negotiate all contracts with vendors, subrecipients, service providers, and governmental agencies, and prepare all draft contracts for Board counselʼs review and revision, comment and related advice to the Board; 22. Monitor contracts and agreements entered into by the Board to provide programs and services and prepare payments for the Board Chairʼs approval to service providers as provided by the contractual agreements; 23. Monitor compliance with then current laws, statutes, regulations, policies and procedures and coordinate working relationships with local, state and federal agency representatives on the Boardʼs behalf; 24. Maintain, administer, and evaluate the sufficiency of the Boardʼs technology resources and capacity to support the needs of the Board and its program service providers and, if appropriate, identify technical and functional requirements for technology infrastructure, recommend improvements to such resources and capacity to the Board, and coordinate procurement and maintenance of such resources with vendors, subrecipients and service providers. These Information Technology services include management of a network infrastructure that supports: i) the reporting requirements defined by the State of Florida, ii) communication and collaboration tools such as , messaging, and phone systems, and iii) Internet access to all staff located at CareerSource North Central Floridaʼs One-Stop Career Centers and other locations as deemed reasonable, necessary, and appropriate from time-to-time; 25. Monitor and report to the Board, the effective management, operation and productivity of career center operations by the service provider selected by the Board to be the One-Stop Career Centersʼ operators and all other service providers; 26. Maintain the physical facilities owned or leased by the Board; 27. Develop, plan, organize, and administer policies and procedures to ensure the Boardʼs administrative and operational objectives are met and maintain a comprehensive and current Page 10

11 record-keeping system of activities and operational procedures; 28. Procure and coordinate audits of funds received by the Board as required by law, recommend to the Board satisfactory resolutions to any questions or problems arising from said audits, and timely report the results and final resolution of said audits in a timely manner to the Board; 29. Maintain, on the Boardʼs behalf, all licenses, permits, or other authorizations necessary to provide the services described herein; 30. Prepare and submit grant applications and administer any grants awarded. The foregoing Services will be subject to the following Performance Standards: 1. BOARD MEETINGS. As soon as practical, reasonable, and prior to each regularly scheduled Board meeting, the contracted Administrative Entity shall meet with the Board Chair for the purpose of (a) preparing an agenda for the upcoming meeting (with a one week lead time absent exigent circumstances) and (b) keeping the Chair informed on issues relevant to the operation of the Board. The contracted Administrative Entity shall provide interim updates to the Chair, as may be needed. Staff of the contracted Administrative Entity shall attend all Board meetings. 2. COMMITTEE MEETINGS. As soon as practical, reasonable, and prior to each regularly scheduled committee meeting, the contracted Administrative Entity shall meet with the committee chair for the purpose of (a) preparing an agenda for the upcoming meeting and (b) keeping the chair informed on issues relevant to the operation of the committee. the contracted Administrative Entity shall provide interim updates to the chair, as may be needed. Staff of the contracted Administrative Entity shall attend all committee meetings. 3. AGENDAS. Subject to the timely approval of each agenda by the Board Chair or the appropriate Committee Chair, the contracted Administrative Entity shall mail and to each Board or Committee member each agenda, together with all available materials to support each agenda as soon as practical, reasonable, and prior to each regularly scheduled Board or Committee meeting. Within this same time frame, the contracted Administrative Entity shall also post each agenda to the Boardʼs web site. 4. BOARD MATERIALS. The contracted Administrative Entity shall assure that all materials and information provided to the Board or its committees shall be accurate, complete, and well written. Prior to any issue being presented to the Board or Committees for action, the contracted Administrative Entity shall provide, along with the agenda described above, a summary page which shall include the following: (a) A clear and concise statement of the issue; (b) A brief background or other information that will assist the Board or Committee in Page 11

12 addressing the issue; and (c) A recommendation for action and the reasons for said recommendation, unless a recommendation will represent a conflict of interest for the contracted Administrative Entity. 5. FINANCIAL REPORTS. The contracted Administrative Entity shall: (a) Provide written financial reports to the Board, the content and format of which shall be approved by the Board, on a monthly basis. Said report shall be included as part of the Board meeting materials; (b) Provide a written expenditure report to the Boardʼs Finance Committee on a monthly basis that identifies spending levels and patterns and includes recommendations to rectify under- or over- utilization of funds; (c) Arrange for financial audits to be conducted in accordance with federal, state and local requirements; and (d) Provide to the Board a quarterly report of the contracted Administrative Entityʼs expenditure of funds for information technology, materials and supplies. 6. MONITORING REPORTS AND AUDITS. Results of all external audits and monitoring reports shall be provided by the contracted Administrative Entity to the Board, or appropriate committee, at the meeting immediately following receipt of said audit or report. No later than the second regular meeting following receipt of said audit or report, the contracted Administrative Entity shall provide to the Board, or appropriate committee, all proposed corrective actions that may be required as a result of said audit or report for Board review and approval. 7. TIMELY SUBMISSION OF DOCUMENTS. All plans, reports, or other documents that are required to be submitted to the state or federal government shall be prepared by the contracted Administrative Entity, approved by the Board if necessary, and submitted within the appropriate time frames. 8. PROCUREMENTS. The contracted Administrative Entity shall adhere to the Boardʼs policies and procedures for the procurement of goods and services on behalf of the Board consistent with state and federal guidelines, policies, and procedures. 9. CONTRACTS RENEWAL. As soon as practical and reasonable, all contracts entered into by the Board shall be presented by the contracted Administrative Entity to the Boardʼs Executive Committee in preliminary fashion for consideration of renewal prior to the date of termination or expiration of said contract, and all contracts entered into by the Board shall then be presented by the contracted Administrative Entity to the Board for consideration of renewal, prior to the date of termination or expiration of said contract. 10. CONTRACTS MONITORING. All contracts entered into by the Board shall be monitored by the contracted Administrative Entity for performance as soon as practical and Page 12

13 reasonable after the effective date of each contract. The contracted Administrative Entity shall prepare a report of said monitoring, and shall provide said report to the Executive Committee of the Board and to the appropriate committee of the Board no later than sixty (60) days following completion of said monitoring and prior to the date of termination or expiration of the contract(s). 11. COMMUNITY RELATIONSHIPS. The contracted Administrative Entity shall use its best efforts to build community awareness of the Boardʼs goals and objectives and form alliances on behalf of the Board with potential community partners by meeting with community groups, as defined in the Boardʼs strategic plan. 12. LOCAL ELECTED OFFICIALS. The contracted Administrative Entity shall meet with representatives of the regionʼs local elected officials (Alachua and Bradford County Commissions) and shall make a presentation to the regionʼs local elected boards at least annually. The contracted Administrative Entity shall keep the Board informed of any issues or concerns raised by the local elected officials. 13. EVALUATION. On or about July 1 of each contract year the executive committee of the Board shall commence an evaluation of the performance of the contracted Administrative Entity. At the committeeʼs discretion, the criteria for this evaluation shall include input from Board members, the contracted Administrative Entity, service providers, key stakeholders, and members of the public. No later than September 1 of each contract year the Executive Committee shall submit a report to the Board containing the results of this evaluation. The contracted Administrative Entity shall have the opportunity to read and comment on the report before it is presented to the Board. The contracted Administrative Entity shall additionally provide the following Employer Engagement Services: 14. BUSINESS SERVICES. The contracted Administrative Entity will directly provide, through a designated Business Services Unit, and coordinate with business services vendors, activities and services to support the CareerSource North Central Florida full service career center delivery system. The contracted Administrative Entity will utilize a team approach to address the internal and external aspects of working with Alachua and Bradford County regional employers. The focus is first on high skill, high wage jobs, second on moderate skill, moderate wage jobs, and finally on low skill, low wage jobs. The emphasis on low skill, low wage jobs is to identify businesses who are hiring at that level as a training ground for moving employees to the next level in a career pathway. Business services to be provided, either by the contracted Administrative Entity Business Services or CareerSource North Central Floridaʼs contracted business intermediaries working in conjunction with the contracted Administrative Entityʼs Business Services, include: Page 13

14 1. The development and implementation of a regional industry sector strategy for meeting the needs of employers, workers and job-seekers. 2. Outreach and market CareerSource North Central Floridaʼs business services to appropriate area employers, including small- and mid-sized employers. Establishing and developing relationships and networks with large and small employers and employer intermediaries. 3. Working with full service career center service provider(s) to solicit job orders advertising open positions for small-, mid- and large-size businesses; coordinate with the service provider(s) to ensure qualified job applicants are referred for open positions and share employer feedback regarding effectiveness of the job matching process. 4. Identifying occupations in-demand within the region by surveying and consulting with local business groups, intermediaries, economic development agencies, partner programs and other industry groups. Working with public and private regional and state stakeholders to develop career pathways and associated career ladder training designed to meet the needs of regional employers in targeted sectors. This may include facilitation of skill standard development and certifications for recognized post-secondary credentials based on regional employer needs. 5. Assisting regional employers with application for and coordination of work-based training grants including those available through one-stop formula and special grant funding. Work-based training includes customized training, on-the-job training, paid and unpaid internships, registered apprenticeships and work experience. 6. Assisting area employers in managing reductions in force in coordination with rapid response activities and layoff aversion strategies. 7. Coordination of targeted and mass recruitment activities with other service providers and vendors. 8. Assisting employers with accessing Local, State and Federal tax credits; 9. Providing customized labor market information for specific employers, sectors, industries or clusters; 10. Developing human resource consultation services on a fee-based basis, including: a. Writing/reviewing job descriptions and employee handbooks; b. Developing performance evaluation and personnel policies; c. Creating orientation sessions for new workers; d. Honing job interview techniques for efficiency and compliance; e. Analyzing employee turnover; Page 14

15 f. Explaining labor laws to help employers comply with wage/hour and safety/health regulations. The contracted Administrative Entity shall additionally provide the following Performance Management Services: Service Provider Performance and Optimization 1. Establish overall organizational performance standards to be met by each contracted service provider. The organizational performance standards will be designed to achieve and sustain desired results through service provider performance. 2. Monitor the efficiency and effectiveness of the Boardʼs contracted service providers against established performance and customer service standards and metrics. 3. Collaborate with the Boardʼs contracted service providers and approve training designed to improve and maintain performance and customer service objectives and goals. Project/Program Management 1. Optimize resources by employing management tools, business processes, procedures, and databases and/or other business tools. 2. Provide on-site project support. 3. Disseminate Daylight operating procedures, policies, Department of Economic Opportunity (DEO) Guidanceʼs, and other programmatic directives to career center staff and monitor for adherence. Organizational Development & Optimization 1. Provide leadership of demand driven services that are flexible and adaptable to the changing economic climate of the region using a combination of staff resources, technology, collaborative partnerships and proven best practices. 2. Employ a customer-centric, forward thinking approach to operational and process improvements. 3. Use fact-based information to support and rationalize organizational/process changes and improvements. 4. Collaborate with the Boardʼs contracted service providers to guide career center staff towards meeting operational benchmarks. Note: These services are part of infrastructure facilitation; they include project management, communications, IT, etc., and the organizational processes to use them. Page 15

16 The contracted Administrative Entity shall additionally provide the following Professional Services: 1. Additional, expanded, or necessary responsibilities associated with the acquisition, implementation planning, or the expansion of Workforce Funded Programs. 2. Additional, expanded, or necessary responsibilities associated with the acquisition, implementation planning, and business development of innovative programs, community partnerships, funding acquisition, and participation in business and economic development efforts to further the Boardʼs strategic goals and objectives. 3. The contracted Administrative Entityʼs fees shall be paid from the receipt of additional funds awarded or authorized to the Board during the term of this Agreement for the Professional Services specified above (collectively the Professional Funds ), so long as a Contract is in force and effect. The contracted Administrative Entity shall present additional budgets describing its professional fees to be paid from such Professional Funds. If applicable, under no circumstances shall such professional fees exceed the legal or regulatory amount allowable from such Professional Funds. The contracted Administrative Entity must have and maintain throughout the term of any contract a well-defined, specified level of fiscal management expertise and capacity that will be devoted to the monitoring of program funding and expenses. II. THE SUBRECIPIENT CONTRACT THE CONTRACTUAL DUTIES, OBLIGATIONS AND RESPONSIBILITIES OF ANY CONTRACTED RESPONDENT AS A SUBRECIPIENT SERVING AS ADMINISTRATIVE ENTITY (AE) WILL INCLUDE THE FOLLOWING (THIS SECTION IS ONLY APPLICABLE TO THE PROPOSED SUBRECIPIENT CONTRACT): Services: 1. Carry out the lawful directions of the Board consistent with the Contract. The contracted Administrative Entity shall additionally provide the following Performance Management Services: 1. Collaborate with the Boardʼs contracted service provider management teams to achieve and sustain consistent and established performance and customer service goals, objectives, and standards. 2. Facilitate process improvements required to deliver high performing workforce services. Page 16

17 3. Employ, manage and oversee the individual who will act as the Executive Director of CareerSource North Central Florida, to include: Leading the collaborative process with the Board, staff and stakeholders that ensures the objectives of the federal program are met. Facilitating all standing and ad hoc committees of the Board. Facilitating the board, staff and stakeholders in developing the strategy of CareerSource North Central Florida to align with federal and state performance measurements. Overseeing and support the development, design and delivery of program initiatives, assuring that the goals and objectives are aligned with CareerSource North Central Florida strategic plan. Overseeing and support the administrative components of all program services, including contract negotiations, contract and grant reporting, and contracted work. Developing and maintain relationships with local government agencies and officials within our region, state and nation to include Florida Department of Economic Opportunity (DEO), CareerSource Florida, Inc., Florida Department of Children and Families (DCF), public/private sector education, employers and other stakeholders to design and implement local programs, policies and procedures that meet the needs of our regionʼs employers and residents. Providing oversight of grant budgets, ensuring grant deliverables are met in accordance with expectations and guidelines. Assisting in grant writing and planning activities. Overseeing preparation and compliance requirements of the annual budget and other necessary financial documents. Provide information and justifications for the Board in its budgetary review and approval process. Overseeing compliance and alignment of the marketing and media relations. Represents CareerSource North Central Florida along with the Board Chair by participating in interviews, developing press releases and all other media engagements. Other: CareerSource North Central Florida will have the right to approve the individual who acts as Executive Director of the Administrative Entity. The Executive Director will be reviewed annually by the Board. The individual who acts as Executive Director shall be a full-time employee of the subrecipient Administrative Entity and he or she shall devote his or her full time employment with the subrecipient Administrative Entity to the business and mission of CareerSource North Central Florida. Page 17

18 On or about July 1 of each contract year the Executive Committee of the Board shall commence an evaluation of the performance of the contracted Administrative Entity. At the committeeʼs discretion, the criteria for this evaluation shall include input from Board members, the contracted Administrative Entity, service providers, key stakeholders, and members of the public. No later than September 1 of each contract year the Executive Committee shall submit a report to the Board containing the results of this evaluation. The contracted Administrative Entity shall have the opportunity to read and comment on the report before it is presented to the Board. ITEMS THAT WILL BE REQUIRED IN BOTH THE VENDOR CONTRACT AND THE SUBRECIPIENT CONTRACT Services to be provided by the Administrative Entity must be aligned with CareerSource North Central Floridaʼs strategic and re-engineering plans that define business as the customer and the job seeker as the resource to develop for that customer. The focus is on delivering employer and job seeker services in accordance with the current and future needs of the Region. The general Scope of Work for each service provider may be viewed for informational purposes, to assist the Respondent, at: Services to be Consistent With and Enhance CareerSource North Central Floridaʼs Labor Exchange Model - CareerSource North Central Florida has adopted a labor exchange model that focuses on matching the needs of local businesses (customers) with those of jobseekers (clients). In order to facilitate an industry-led approach to customer and client services, this model has been developed to provide a philosophical and operational framework for effectively matching client referral with customer needs. This model diagrams how the broad spectrum of low-to-high skill clients (labor pool) must meet the broad range of low-to-high wage and skill jobs (labor market). Job Seeker, Job Development, Job Matching and Placement Services are critical elements of this model. Each Respondent is required to describe how it will ensure a seamless approach to integrated, Business Services, Worker, Job Development, Job Matching, and Placement Services. The following graphic depicts the current CareerSource North Central Florida labor exchange model; the committee structure and designation of client services are under review for modification or change. Page 18

19 Low Skill/Low Wage Jobs Mid-Level Skill / Moderate Wage Jobs High Skill/High Wage Jobs Customer Service Work Ready Worker Quality Worker Screening Employer Outreach and Job Development Matching Labor Pool with Labor Needs Customized Training Employment Retention Moderate skills Moderate work-ready Worker Supports Low Skill / Intensive work-ready Worker Services Page 19

20 Emphasis on Customer Services and Team Approach - A successful Labor Exchange Model is dependent upon strong customer/client services and a team approach to job seeker, job development, matching, placement, retention, and wage progression. To the extent possible and practical, service categories will be invisible and seamless to our customers and clients. CareerSource North Central Floridaʼs vision for these services is further defined below. Employers are the customers, and workers are the clients. The labor exchange model is subject to ongoing change and revision as the needs of our communities and CareerSource North Central Floridaʼs vision and mission may require. The Administrative Entity is central to implementation of, and suggested revisions to the model, over time and as conditions warrant. The model is provided here for informational purposes. The current committee structure of CareerSource North Central Florida, which is undergoing a redevelopment phase, is generally described as follows: The Executive Committee - oversees organization management and may act for the full Board under certain circumstances. The Finance Committee - handles finance-related matters attendant to CareerSource North Central Florida s operations. Workforce Readiness Committee is charged with preparing our workforce for the new job market (post recession), performance of our system, and outreach to and receipt of input from the community s unemployed and underemployed; the Committee also considers needs to be referred to the Legislative and other committees for problem solving and future initiatives. Business Competitiveness Committee is charged with determining how to best serve our business community, track and project future trends and needs, integrate with our economic development organizations, and spur job creation and entrepreneurship; the Committee also considers needs to be referred to the Legislative and other committees for problem solving and future initiatives. Legislative Committee is charged with conveying and elucidating CareerSource North Central Florida s agenda to Tallahassee and Washington with white papers, requests, and conveying feedback from the local level; the Committee also is to proactively communicate to CareerSource North Central Florida issues that will affect it from the legislature and regulatory agencies. Education, Training and Youth Committee is charged with determining how to best train our workforce for the new job market, new curriculum needs, new programs, how to best partner with and support our educators, and how to contribute to innovation in workforce Page 20

21 training. The Committee also considers needs to be referred to the Legislative and other committees for problem solving and future initiatives. CareerSource North Central Florida does not seek a new operational/business model. The Administrative Entity or Entities will be responsible for ongoing implementation of the model, and will suggest to CareerSource North Central Florida improvements and adjustments over time as conditions may warrant. B. Qualifications Required of Respondents to this ITN for Both the Proposed Vendor Contract and the Proposed Subrecipient Contract For both the proposed vendor contract and the proposed subrecipient contract, CareerSource North Central Florida seeks Respondents with the following general qualifications: Experience serving a governmental organization. Experience with federal and state workforce programs. Experience in senior management, including overall responsibility for and supervision of, multiple activities and services. Experience working with a diverse volunteer Board. Demonstrated technical and organizational skills necessary to successfully perform the required services. Demonstrated ability to successfully perform the required services at a reasonable cost. Demonstrated leadership skills and the ability to successfully manage employees. Demonstrated communication skills. Adequate financial resources to perform the required services. Adequate and appropriate staffing to provide the services required, which includes, at a minimum: Executive management; Legal; Fiscal/Accounting; Risk management; Programmatic and performance WorkForce monitoring; Legislative and governmental monitoring and advocacy; Human Resources; Complete and comprehensive management of information services and infrastructure (e.g., computer networking and telephone) to serve employers and job seekers when faced with limited human resources; Facilities management; and General administrative support services. A satisfactory record of business ethics and fiscal accountability. Will maintain an office in the Region. Page 21

22 Experience serving the needs of employers including entrepreneurial, high tech, manufacturing, and service industries. Experience serving the full range of educational levels and skill levels of job seekers. Management Capability The successful Respondent will clearly and completely demonstrate the organizational and managerial capacity necessary to ensure that the services and/or outcomes to be provided are achieved during the contract period. This includes but is not limited to: Delivery of all contracted services in a high-quality fashion; Meeting or exceeding all contract objectives and goals; Conducting self-monitoring for contract compliance; Keeping necessary and appropriate records in a timely and auditable manner; Keeping necessary databases updated and correct in a timely and auditable manner; Adhering to statutes, regulations, rules, policies, and procedures; Acquiring, training, and retaining qualified employees; Acting in good faith with all parties; Cooperating with CareerSource North Central Florida, and its service providers and partners ; and Promptly providing information to enable the monitoring that CareerSource North Central Florida will conduct during the program year. Staffing - The successful Respondent will clearly and completely demonstrate the organizational and management capacity necessary to ensure that its staff will understand and conduct business on a day-to-day basis in accordance with CareerSource North Central Floridaʼs core values, rules, policies, and procedures. Additional Information Funding, Funding Period, and Period of Performance CareerSource North Central Florida will make funding available from various sources (Federal Workforce Innovation and Opportunity Act, Welfare Transition Program, Wagner- Peyser Act, and competitive grants, etc.) to deliver the services requested in this Invitation to Negotiate. Funding during any contract period may be adjusted at the sole and absolute discretion of CareerSource North Central Florida. The funding period for any contract awarded under this Invitation to Negotiate is from October 1, 2016 through September 30, 2017, provided performance remains acceptable during this period. Any contract awarded as a result of this Invitation to Negotiate shall expressly state that CareerSource North Central Florida shall have the option, at its sole and absolute discretion, to cancel the contract, or subject to the availability of funds to renew the contract for two (2) additional terms of two (2) years each. Page 22

23 Questions Subject to the timelines and deadlines specified in this Invitation to Negotiate, questions must be submitted in writing, and be received no later than 4:00 P.M. Eastern Daylight Time, April 28, Submission of questions must by mail or reputable courier service to: ITN # c/o Alachua/Bradford Regional Workforce Board d/b/a CareerSource North Central Florida Attn.: Clay Martin, Esq. Folds & Walker, LLC 527 E. University Avenue Gainesville, FL ANY QUESTION SUBMITTED ELSEWHERE WILL NOT BE ACCEPTED OR CONSIDERED ELECTRONIC TRANSMISSIONS, FACSIMILE TRANSMISSIONS, AND HAND DELIVERIES WILL NOT BE ACCEPTED In its sole discretion CareerSource North Central Florida reserves the right not to respond to any or all questions submitted. Any answers to questions received by the April 28, 2016 deadline will be posted by May 4, 2016 at: SUBMITTING A RESPONSE All public or private not-for-profit corporations, local education organizations, governmental vendors, public organizations, or private-for-profit sole proprietorships, partnerships or corporations properly organized in accordance with State and Federal law, which have been in business continuously for at least one (1) year prior to the date of submission of a Response to this Invitation to Negotiate, may submit a Response for consideration. All Responses must be sealed, and submitted within the timeframe specified in the Invitation to Negotiate Timetable. Consortiums of multiple organizations may also submit a Response if one organization in the Consortium is designated as the lead entity. Consortium contracts will all share a common scope of work and shared responsibility for services provided under a shared Response. All consortium members will be contracted as sub-recipients of CareerSource North Central Florida. Page 23

24 CareerSource North Central Florida must receive all sealed Responses no later than May 11, 2016 at 4:00 PM Eastern Daylight Time. Responses may be made by mail or reputable courier service or hand delivery. Hand delivered Responses must be made Monday through Friday, between the hours of 9:00 AM and 4:00 PM. Electronic or facsimile submissions will NOT be accepted. Regardless of postmark, or arrival (whether by mail, courier or hand delivery), Responses received after the due date and time will not be considered. The Respondent is solely responsible for assuring its Response arrives completely, legibly, and on time. Deliver Responses to: ITN # c/o Alachua/Bradford Regional Workforce Board d/b/a CareerSource North Central Florida Attn.: Clay Martin, Esq. Folds & Walker, LLC 527 E. University Avenue Gainesville, FL ANY RESPONSE DELIVERED ELSEWHERE WILL NOT BE ACCEPTED OR CONSIDERED Response Format Clear, thorough, concise, and relevant information and answers are required. If it is necessary to repeat text within the Response, please do so rather than referring to another section of the Response. A Respondent may respond to each proposed contract in one response, although the response must clearly differentiate the portion in response to this ITN for vendor services, and the portion in response to this ITN for subrecipient services. Responses to this ITN for each proposed contract must: Not exceed twenty (20) pages in length for each proposed contract. Required Attachments or documents specified in the Attachments and required with a Response are not included in this page count. Be printed on 8.5 x 11 plain white paper with margins of 1 on each side, top, and bottom, Be printed in 12-point Helvetica, Times New Roman or Arial font and be printed on one side of each page only, Page 24

25 Have each page sequentially numbered at the bottom right hand corner of each page, excluding the cover page. The page numbers should be reflected in the Respondentʼs table of contents, Include one (1) original bound Response marked Original and manually signed in blue ink by an official authorized to represent and bind the Respondent and eight (8) bound printed copies, Include one (1) USB flash drive on which the Response has been saved in Microsoft Word or Microsoft Word-compatible format, and Be sealed in an envelope or other daylight delivery container. Response Content and Organization Responses to this Invitation to Negotiate must adhere to the following outline: 1. Cover Page (Attachment #1) 2. Table of Contents 3. Executive Summary/Abstract (A Respondent who responds to this ITN for both the proposed vendor contract and the proposed subrecipient contract should provide only one Executive Summary/Abstract) 1. Include a description of the Respondentʼs organization. You may include unique or innovative aspects that may set your organization and/or your Response apart from others. 2. Identify the individual(s) responsible to receive any inquiries and answer questions about your Response. Include names, title, complete mailing address, address, and telephone and facsimile numbers. 3. Demonstrate an understanding of the full service career center system, the services which are the subject of this Invitation to Negotiate, and the ability to effectively and efficiently deliver the requested services. 4. Include specific details to describe your activities, tasks, knowledge, skills, abilities, and results; not by way of limitation. Please include examples of the Respondentʼs: i) historic innovative programs and their impact on the community they serve; ii) community partnerships and the reasons those partnerships exist(ed); iii) participation in business and economic development efforts of and in the communities being served; iv) service to areas with two or more distinct populations and challenges; v) innovation in Workforce programs; Page 25