Issuance of RFP April 8, Deadline for Submitting Bidder s Questions April 17, Questions and Answer Release April 22, 2013

Transcription

1 Request for Proposal for WIA Youth Program Services April 22, 2013 Questions/Answers Comment: WSST issued Amendment One which includes an extension to the deadline for the submission of the Operation and Management of the WIA Youth Services Program proposal to May 23, 2013 by 4:00 p.m. and evaluation dates are also changed to May 24 June 18. Refer to page 17 and 18 Section 5.2, RFP Schedule of Procurement Process please include these changes in the development of your proposal as reflected in the following timeline: Issuance of RFP April 8, 2013 Pre-Proposal Conference April 16, a.m. Deadline for Submitting Bidder s Questions April 17, 2013 Mandatory Letter of Intent to Submit Proposal April 17, 2013 by 4:30 p.m. Questions and Answer Release April 22, 2013 Proposal Due Date May 23, 2013 by 4:00 p.m. Review Period (Evaluation Phase One) May 24 June 18, 2013 WSST Board Subcommittee Recommendation (Evaluation Phase Two) June 25, 2013 WSST Board Approval June 27, 2013 Contract Negotiation Begins July 9, 2013 Contract Start Date October 1, 2013

2 Question: 1) Who are the current Youth Services providers? Answer: The current WSST WIA Youth Service Program provider is Arbor DBA ResCare, Inc. Question: 2) How long have the current providers provided these services? Answer: The current provider is in the last year of a five year contract. Question: 3) Is performance data available for the current program year? Answer: See Attachment 1 - Final Release of the February 2013 Monthly Performance Reports. Question: 4) Will furniture and equipment be available or should we budget for it? Answer: WSST provides furniture and equipment for the current workforce center operations organization structure. Include a budget amount for any additional furniture and equipment for staff positions that are not currently in the organization structure. Question: 5) Do you anticipate funding more than one contract? Answer: For the WSST WIA Youth Program Services procurement, only one contract will be funded. Question: 6) For the Youth RFP, can the Board provide its targeted cost per youth served? Answer: The targeted cost per youth served is currently $4,400. Question: 7) For the Youth RFP, can the Board provide information on how many carryover youth will be served? Answer: Approximately 100 carryover youth will be served in the Youth RFP. Question: 8) For the Youth RFP, can the Board provide information on how many active/inactive youth are currently enrolled? Answer: For the WSST WIA Youth Program services there are 93 active and 4 inactive and 59 youth in follow up. Question: 9) Please provide a current staffing list of positions by title, numbers of FTEs, and salary range, fringe. Answer: There are 2 youth career specialist at a salary range between $28,975 to $31,872. Question: 10) Please provide number of customers in subsidized and case load active and inactive. Answer: For the WSST WIA Youth Program services there are 93 active and 4 inactive and 59 youth in follow up. For out of school youth: ITA 10, Subsidized 15. For in-school youth Subsidized 3. Question: 11) Current number of customers in ITAs, Subsidized and Unsubsidized employment by program. Answer: For out of school youth: ITA 10, Subsidized 15. For in-school youth Subsidized 3. Question: 12) Current software used for customer's assessments.

3 Answer: TABE and Valpar are used for customer s assessment. Question: 13) For both the Youth and the Workforce Center RFPs, may we submit electronic copies of our monitoring reports, rather than hard copies? Answer: Monitoring reports, audits, policies may be provided electronically; however, each proposal must contain the required information. see Comment below Question: 14) If monitoring reports are included as attachments, does it count toward the page limit? Answer: No, monitoring reports do not count toward the page limit. Question: 15) For both the Youth and the Workforce Center RFPs, can the Board provide the numerator/denominator details on current contract performance? Answer: See Attachment 1 - Final Release of the February 2013 Monthly Performance Reports. Question: 16) Please provide caseload numbers by funding stream and indicate the number of active and inactive. Answer: See answers to questions 10. Question: 17) If not able to provide a breakdown by active and inactive please provide the total number of cases by funding stream. Answer: See answers to questions 10. Question: 18) Please provide the operating budgets, by line item, for FY2012 and FY2013 for the Workforce Center and the Youth operations. Answer: The FY13 budget by line-items are as follows:

4 Question: 19) Are you willing to accept one proposal combining both the Workforce Center and WIA Youth Services Program? Answer: No, the procurement process requires a complete fully assembled proposal to be considered for either procurement. Question: 20) What is the role and responsibilities of the contractor in MIS both in software, hardware, and connectivity issues? What is the role and responsibilities of the board staff for IT software, hardware, and connectivity issues? How do you see this role being divided between two different contractors? Answer: The Contractor is responsible for all IT services of the WIA Youth Program services. Question: 21) Regarding the requirement that 70% of the Youth funds be used for Out of School Youth, the budget forms provided do not allow for this breakout. Does the Board want the youth funding to be broken out in OSY and In School Youth, using our own budget forms? Answer: Yes, please break out the youth funding in OSY and ISY and use your own budget sheet to show the break-down, attach to the required RFP budget forms. Question: 22) Please provide monthly workshop for participants and universal population? If not, how often or when are workshops provided? Answer: There is currently not a set schedule. Question: 23) What time of leadership activities does WSST WIA Youth Program have and how often do they have them? Answer: The current contractor provides leadership activities; there is not a set schedule. Question: 24) Any career explorations? Answer: Current contractor provides career exploration. Question: 25) What is the relation with local ISD s, colleges etc Answer: WSST has relationships with all ISDs and colleges in the area, for more information see the MOU Attachment, which lists some partnerships and collaborations. Question: 26) May a table of contents be included in proposal and if so, will it count as part of the page limit for both workforce and youth? Answer: Yes, a Table of Contents may be added and no, the pages will not count towards the 50 pages. Question: 27) May we have the Board s policies on support services, ITAs, and work experience for workforce and youth? Answer: See Attachment 3 Board Policies

5 Question: 28) May we have costs of leases, cost of equipment, IT, etc.? Answer: See Question #18 Question: 29) Is there any existing contracts with janitorial services, security, etc. and would the contractor be responsible for these fees? Answer: WSST pays for these costs. Budget amounts are listed in Question #18. Also refer to question 38. Question: 30) Are we required to follow the state mileage policy or does the Board have its own policy? Answer: The contractor is expected to follow the State travel policy and procedures. Question: 31) What percent of the budget is for ITA, support service, etc. individual or aggregate? Answer: See question #18 Question: 32) Is Workman s Compensation provided for the staff? Answer: No Question: 33) Is the budget in the RFP to be taken as the budget to work with or do you anticipate an updated budget that would include budget cuts? Answer: Please use the budget that is shown in the RFP and develop your proposal budget according. Question: 34) If a subcontractor is used for youth who is a HUB, do you want a copy of HUB and will it be counted for points under HUB? Answer: No, we do not require a copy of the subcontractor s certificate. The proposer will not receive points for the sub-contractors certificate. Question: 35) Is it necessary to already be a HUB or can it be in the process of becoming a HUB? Answer: Proposers have to submit the Certification in order to receive points, no pending will receive the 5 point allocated for HUBs. Question: 36) Who procures office supplies? Answer: The Contractor is required to follow procurement guidelines for all goods and services to comply with TWC FMGC procurement requirements. Question: 37) Is there any current relationships with current contractor for tutoring or other services for youth? Answer: There are current relationships with current contractor for tutoring only. Question: 38) Regarding the Youth proposal, if we present an answer in table format to keep our answer brief, must the table be double-spaced?

6 Answer: The tables and charts may be single-spaced. To accommodate all the required information, the proposals may be single spaced and 11-point font. Question: 39) Does WSST have a preference of binding for the one original Youth proposal, such as a threering binder with tabs? Answer: The original must be in a three ring binder. Question: 40) If WSST prefers the original Youth proposal to have tabs, does the Board also prefer the unbound copies to be tabbed? Answer: Yes, all sections should be clearly marked. COMMENT: WSST to accommodate all the answers in this Q/A establishes the following as the Sequence of Submission and electronic options noted. Refer to page 21 - Part 6, Section 6.1 changes to the following under General Instructions: Format- Proposals should be no longer than 50 pages, excluding the required attached pages. Proposals may be submitted using 11 point font. Proposers may single space throughout the document and the proposal must be submitted on 8 ½ x 11 inch paper, include a Table of Contents and page numbers. Fancy or bulky binding, colored displays and promotional material are discouraged. Emphasis must be placed on addressing all the requirements of this RFP in a clear and concise manner. Refer to page 21 - Part 6, Section 6.1 Sequence of Submission changes to the following under General Instructions 9 th bullet requiring 3 years of Audits or financial statements, the sequence of submission for the Budget and HUB forms instruction added, Attachment M: Letter of Intent to Submit Proposal does not have to be re-submitted as part of the proposal, it has been removed from the required Sequence of Submission. Monitoring reports, audits or financial statement documents may be submitted electronically and a required Table of Contents has been added, also please note clarity instructions added to some of the items requested in the proposal narrative that are now listed under Sequence of Submission shaded in yellow. Sequence of Submission -- Proposals must be submitted with elements in the following order: Proposal cover sheet (RFP Attachment A) Table of Contents does not count toward page limit. One to two page executive summary does not count toward page limit. Proposal Narrative limited to 50 pages Organizational Chart reference in 8.2.2, the page number where organizational may be found does not count toward page limit. Resumes reference in 8.5.9, the page number where resumes may be found include corporate and local key mgmt resumes - does not count toward page limit. References - reference in the page number where references may be found does not count toward page limit Monitoring Reports may be submitted hard copy, or on computer diskette (CD), or USB drive reports need to be clearly marked on the electronic device - reference in the Proposal Narrative and which option you found to be the best for your organization, if hard copies place in the required Sequence of Submission does not count toward page limit.

7 Historically Underutilized Business Certification, (if applicable) reference in the Proposal Narrative 8.9 that HUB Certificate may be found as Attachment O and mark according does not count toward page limit Budget Pages [RFP Attachment B] reference in the Proposal Narrative 8.8 the budget may be found as Attachment B and place in this sequence point does not count toward page limit. Cost allocation plan and/or indirect cost rate approval reference in the page number where cost allocation plan may be found does not count toward page limit Audits or financial statements for the three most recent years(may be submitted hard copy, or on computer diskette (CD), or USB drive Audits or financial statements need to be clearly marked on the electronic device - reference in the Proposal Narrative which option you found to be the best for your organization, if hard copies place in the required Sequence of Submission does not count toward page limit. Certified Statement - on note page number where certified statement may be found does not count toward page limit. Attachment C Administrative survey does not count toward page limit. Attachment D Financial Survey does not count toward page limit. Attachment E: Debarment does not count toward page limit. Attachment F Conflict of Interest does not count toward page limit. Attachment G Drug Free Work Place does not count toward page limit. Attachment H Lobbying does not count toward page limit. Attachment I: Texas Corporate Franchise Tax does not count toward page limit. Attachment J: Certification of Bidder does not count toward page limit. Attachment K: General Assurances does not count toward page limit. Attachment L: Public Subsidy Restriction does not count toward page limit. Attachment N: Certification of Non-Discrimination & Equal Opportunity does not count toward page limit.