Durham Workforce Development Board Request for Proposals Bidders

Durham Workforce Development Board Request for Proposals Bidders’ Conference June 21, 2017

Ground Rules • Sign the Attendance Confirmation form and to indicate the organization you represent. *Please note: There is a possibility that we will publish all attendees at the Bidders’ Conference for potential collaboration efforts. Please indicate if you do not want to share your contact information. • Hold questions until after staff has covered some general information and an overview of the RFP. • The session will be audio-recorded to ensure that all questions and responses are accurately “captured” during the session, so please speak clearly for the recording. The “Q&A” from the session will be made available to all attendees via the website: http: //durhamnc. gov/Bids. aspx. • Our intent is to answer your questions today. If we do not have the answer immediately, we will post the answer on the website along with the Q&A from this session in one addendum. • Responses to questions asked during the Bidders’ Conference will be posted at http: //durhamnc. gov/Bids. aspx on Monday, June 26, 2017, by 4 PM. • Once the conference is over, Durham Workforce Development Board staff will not be available to answer questions one-on-one or to discuss any issues related to the RFP with prospective respondents.

Overview • Program must improve the quality of the emerging workforce by ensuring eligible youth have the opportunity to acquire the educational and skill competencies necessary for successful transition into adulthood, careers, and further education and training • Intended to be a component of a customer-driven youth development system that makes accountability for performance and customer satisfaction a top priority • Contractor will be responsible for expanding linkages and collaborative efforts that foster a comprehensive system of services to meet the workforce development needs of eligible youth • Contractor will be responsible for outreach, intake, assessment, and referral youth

Equal Opportunity Equity Assurance • The Department of Equal Opportunity/Equity Assurance is responsible for the Equal Business Opportunity Program. All questions about “SDBE Professional Services Forms” should be referred to Angela Henderson or other department staff at (919) 560 -4180. • All contractors are required to provide information requested in the “SDBE Professional Services Forms” package, which has been included with this Request for Proposals that do not contain the appropriate, completed “Professional Services Forms” will be deemed non-responsive and ineligible for consideration. The following forms must be completed by and all contractors: – – – Declaration of Performance Participation Documentation Managerial Profile Equal Opportunity Statement Employee Breakdown

RFP Timeline • • • RFP Release Date – Thursday, June 15 th, 2017 Bidders’ Conference – Wednesday, June 21 st, 2017 Receive Written Questions – By Friday, 30 th, 2017 Due Date for Proposals – Wednesday, July 12 th, 2017, by 4 PM EST Staff Review – Thursday, July 13 th and Friday, July 14 th, 2017* Presentations to Youth Council, If Needed – Thursday, August 3 rd, 2017* Youth Council Decision Meeting – Tuesday, August 15, 2017* DWDB Decision – Thursday, September 28 th, 2017 City Council Decision – Monday, October 1 st, 2017 Projected Start Date – October 1 st, 2017 *Dates subject to change

Program Service Objectives • Serve Most At-Risk • Safe, Supportive, and Accessible • Outreach and Family Inclusion • Youth Engagement • Collaboration • Youth Development • Accountability

Changes/Addenda Clarifications/Corrections • Any questions relating to this RFP that a proposer wishes to have answered must be in writing, i. e. , email, fax, or mail. Questions will not be answered by phone. Questions a proposer wishes to have answered at the Bidders’ Conference must be submitted in writing by Tuesday, June 20, 2017, by 12: 00 PM (NOON). This will allow time for the Durham Local Area staff to fully research questions and provide detailed answers at the Bidders’ Conference. Any follow-up questions from the Bidders’ Conference will be answered within 5 business days and will be distributed by email to all prospective bidders. Answers will also be available on the website at http: //durhamnc. gov/Bids. aspx.

Changes/Addenda Clarifications/Corrections • The funding available for WIOA Title I-B Youth programs through this RFP is based on an estimate. This solicitation intends to award an 9 -months contract with an option to renew for an additional year (annual) contract for up to two years based on review and approval by the DWDB and based on performance and funding availability. The DWDB reserves the right to adjust award amounts based on the final allocation figures. The DWDB may increase or decrease funding at any time based on funding availability and on Contractor performance.

Q&A Format • All questions must be submitted in writing via e-mail or fax: james. dickens@durhamnc. gov or (560 – 4986). • Deadline for submitting questions: 6/30/17 – 4 p. m. No responses will be provided to questions submitted after that day and time. • Responses will be posted to http: //durhamnc. gov/Bids. aspx within 2 business days of submission.

Bidders Conference Questions Q. A. Would you please specify the current location of the youth programs? Youth program are currently being provided in downtown Durham at 400 West Main St. and 2614 Crest St. Q. A. Is the Workforce Board the current lease holder of the youth program’s properties? No Q. A. Should we budget for rent and if so do you know the cost? Yes rent is an allowable cost. And should be at a reasonable rate. Q. A. Will computer equipment be provided or will contractor be expected to purchase? You will be expected to purchase any equipment needed to operate the program. Q. The RFP states that there are bonus points given for proposals that limit G&A expenses to 10% or less. Is there cap or limit on the G&A percentage allowed? Yes 10% is the maximum administrative cost. A. Q. The RFP states “The Contractor must agree to refund in nonfederal dollars to the Durham Workforce Development Board (DWDB) any/all expenditures that are disallowed in future audits. ” Does this statement mean that the chosen contractor would be responsible for any and all paybacks when it ties directly to failures on the part of the contractor or does it mean that the contractor will be liable regardless of fault? A. The selected Contractor must be knowledgeable about the allowable costs for this funding stream in order to avoid the potential for disallowed costs. The selected Contractor must agree to repay (in nonfederal funds) the Local Area any amounts expended under the contract that are later determined to be disallowed by the Local Area, the State, or the Federal government. Additionally, no funds under this grant can be used to purchase real property or to construct buildings.

Locally-Identified Needs • Contact with and support of youth at all stages of the program process • Collection of eligibility and data validation documentation as required • Maintenance of participant records in accordance with State and local area policy • Provision of supportive services • Data entry of client contact and other required information into the NC MIS known as NCWorks Online • Collaboration with the Durham NCWorks Career Center • Improved GED attainment

14 Program Elements 1. Tutoring, study skills training, and instruction including, but not limited to, pre-GED 2. Alternative secondary school services/GED Instruction 3. Leadership development opportunities 4. Adult mentoring 5. Summer employment opportunities 6. Paid and unpaid work experiences 7. Occupational skills training 8. Supportive services 9. Comprehensive guidance and counseling 10. Follow-up 11. Financial Literacy Education 12. Entrepreneurial Skills Training 13. Services that provide labor market and employment information 14. Transition to postsecondary education and training

Career Pathways • Align with the skill needs of industries in the economy of the State or region • Prepare an individual to be successful in any of a full range of secondary or postsecondary education options • Include counseling to support an individual in achieving education and career goals • Include education offered concurrently in the same context as workforce preparation activities and training for a specific occupation or occupational cluster • Organize education, training, and other services to meet needs in a manner that accelerates the educational and career advancement • Enable attainment of a high school diploma or its recognized equivalent and at least one recognized postsecondary credential • Help enter or advance within a specific occupation or occupational cluster

Work-Based Learning – WBL • WBL occurs at a workplace, providing structured learning experiences for students through exposure to a range of occupations • Youth learn by observing and/or actually doing real work • WBL supports the development of broad transferable skills • WBL enables youth to gain exposure to the working world and its requirements and to help them acquire personal attributes, industrydefined skill standards, and knowledge needed to obtain a job and to advance in the related industry • Not less than 20% of funds allocated to the local area must be spent on activities supporting paid and unpaid work experiences that have as a component academic and occupational education

Eligible Organizations • Private businesses, labor groups, the public school system, public or private agencies, community-based organizations, faith-based organizations, school-to-career partnerships, a community college, alternative schools, and other qualified educational and training institutions • Have a track record of providing services to low-income youth while maintaining high standards of program management and accountability • Incorporate partnerships and collaboration • Feature partnerships focusing on a seamless integration of programs and services to ensure that there are no gaps in the continuum of programs and services and a broad spectrum of stakeholders such as employers, institutions of higher education, the one-stop Career Center, adult basic education providers, and community-based organizations

Client Flow Outreach and Recruitment System Orientation Application Process (Eligibility) Objective Assessment (OA) Individual Service Strategy (ISS) Enrollment Comprehensive Guidance and Counseling

Performance Measures Placement in Employment /Education/Training: The number and percentage of participants who are in education or training services or who in unsubsidized employment during the 2 nd quarter after exit – Goal = 65% Retention in Employment/Education/Training: The number and percentage of participants who are in education or training services or who in unsubsidized employment during the 4 th quarter after exit – Goal = 60% Earnings: The median earnings of participants who are in unsubsidized employment during the 2 nd quarter after exit – Goal to be determined Credential Rate: The percentage of participants who obtain a recognized postsecondary credential or a secondary school diploma or its recognized equivalent during participation or within 1 year after exit – Goal = 57% In-Program Skills Gain: The percentage of participants who, during a program year, are in an education or training program that leads to a recognized postsecondary credential or employment and who are achieving measureable skill gains toward such a credential or employment – Goal to be determined

Evaluation Criteria The Review Panel will consider: • Ability of the program to help the Durham Workforce Development Board meet performance goals • Reasonableness and affordability of the unit price • How well the program will collaborate with other organizations in the community • Organizational capacity and experience in providing programs for hard to serve youth • See Attachment G

Evaluation Criteria cont’d Part A: Proposal Narrative – 10 Points Total – Executive Summary; Statement of Need and Target Population; Letters of Recommendation Part B: Work Plan – 30 Points Total – A description of existing or a plan for strategic collaboration across multiple service providers, including community involvement; A description of all staff; A brief summary of the hours of operation for all services provided as part of your proposed program Part C: Agency Information – 20 Points Total Part D: Performance Outcomes – 20 Points Total – Measurable results; Benefits anticipated; How they will be measured Part E: Proposal Budget – 20 Points BONUS POINTS – 30% in-kind match of requested funds; Proposals that budget 10% (or less) total administrative costs to the grant

Available Funding Bidders should base their proposal budgets on: $357, 000 This amount may change based upon NEW ALLOCATIONS! • Not less than 85% of the available funds will be used to provide services to youth that meet the definition of “out-of-school youth” • Not less than 20% of funds allocated to the local area must be spent on WBL • Proposals that meet or come in below a total 10% of administrative costs will earn additional bonus points