issued: wednesday, january 11, 2017 deadline for ... rfp/2017 osy rfp... · lvwdb osy wioa rfp...

REQUEST FOR PROPOSALS

TO

PROVIDE PROGRAM SERVICES

FOR

OUT-OF-SCHOOL YOUTH AGES 17-24

April 1, 2017 To June 30, 2018

ISSUED: Wednesday, January 11, 2017

Deadline for Submission: February 10, 2017

NOTE: THERE ARE 3 OPTIONS FOR PROVIDING SERVICES UNDER THIS RFP YOU MAY APPLY TO PROVIDE SERVICES UNDER ANY 1 OR ALL 3 OPTIONS

A SEPARATE PROPOSAL MUST BE SUBMITTED FOR EACH OPTION

FOR ALL OPTIONS

FOLLOW SECTION V: GENERAL INFORMATION AND PROPOSAL CRITERIA

THIS IS NOT AN RFP FOR RESEARCH AND DEVELOPMENT

Lehigh Valley Workforce Development Board 555 Union Boulevard Allentown, PA 18109

Phone (610) 437-5627 / Fax (610) 437-3527

www.LVWIB.org

Lehigh Valley Workforce Development Board 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.

LVWDB OSY WIOA RFP 2017-2018 1

TABLE OF CONTENTS

SECTION I: INTRODUCTION .................................................................................................... 2

SECTION II: THE TARGET GROUP TO BE SERVIED UNDER THIS RFP............................... 3

SECTION III: DESCRIPTION OF PROGRAM SERVICES AND DESIGN ELEMENTS ............. 4

OPTION 1: THE NAVIGATOR OPTION ................................................................................. 4

OPTION 2: THE VENDOR SERVICES OPTION .................................................................... 8

OPTION 3: THE FULL SERVICES OPTION........................................................................... 9

SECTION IV: NUMBER TO BE SERVED AND FUNDS AVAILABLE ..................................... 14

SECTION V: GENERAL INFORMATION AND PROPOSAL CRITERIA ................................. 15

1. Who May Apply ............................................................................................................. 15

2. Accessing The RFP Documents and Attachments ........................................................ 15

3. Proposal Due Date and Review Process .................................................................... 15

4. The RFP Response Package ...................................................................................... 16

5. Inquiries And Questions About The Application ............................................................. 17

6. Proposer References ..................................................................................................... 17

7. Cure Process ................................................................................................................. 17

8. Selection Criteria ........................................................................................................... 18

9. Work Activity Schedule .................................................................................................. 18

10. Administrative Requirements ......................................................................................... 18

11. Progress Reports ........................................................................................................... 22

12. The Agreement Boilerplate ............................................................................................ 22

13. Joint Proposals .............................................................................................................. 24

14. Grievance Procedures ................................................................................................... 24

15. Conflict of Interest ........................................................................................................ 25

16. Interference With The Procurement Process ................................................................. 25

17. LVWDB Right To Reject Or Accept ............................................................................... 25


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 Innovation and Opportunity Act (WIOA) of 2014, P.L. 113 - 128. The Lehigh and Northampton County Executives are the Chief Elected Officials as defined in WIOA. Together with the Lehigh Valley Workforce Development Board (LVWDB), which they appoint, they are responsible for developing a workforce system in the Lehigh Valley and for selecting youth service providers. The LVWDB invites qualified providers, skilled in delivering services to out-of-school youth aged 17 – 24, to apply for funds under this Request for Proposals (RFP). The objective of the funds is to help youth who are high school dropouts and/or economically disadvantaged youth who are not in school and who have barriers, as described in WIOA, with education, training, and services that:

➢ Aligns with skill needs of industries in our region

➢ Prepares youth to be successful in secondary or postsecondary education.

➢ Provides counseling to support education and career goals.

➢ Leverages education concurrent with workforce preparation and training for a

specific occupation or occupational cluster.

➢ Organizes education, training, and other services to accelerate advancement to

meet the youth’s needs.

➢ Enables youth to attain a HS diploma or GED and/or one (1) recognized

postsecondary credential.

➢ Helps youth enter or advance in a specific occupation or occupational cluster.

➢ Leads to and ends in employment.

Proposals specifically targeted and serving only 1) Offender Youth 2) Foster Care Youth

or 3) Disabled Youth, able to meet the WIOA performance measures will be given

additional consideration in the proposal rating process.

Projects funded as a result of this RFP will be supported with funds made available through the Workforce Innovation and Opportunity Act (WIOA) of 2014 and other funds that may become available to the LVWDB.


The RFP is electronic. Proposers will need to go to our website www.lvwib.org to be able to download the RFP. RFP responses must be received by February 10, 2017 at 12:00 p.m., after which date and time LVWDB will not accept additional proposals. This is not an open RFP, but LVWDB will maintain all proposals on file in the event negotiations with the selected provider(s) cannot be finalized, additional funds become available through WIOA or other funding streams under which similar outcomes are desired, or a provider is not able to perform. Proposers who do not submit a proposal response will not be able to be considered for funding after the deadline for submission of the proposals. The questions and answers from the Bidders Conference held December 2, 2016 are posted online @ www.lvwib.org. We thank you in advance for your time and effort and look forward to reading and reviewing your proposal(s).

SECTION II: THE TARGET GROUP TO BE SERVED UNDER THIS RFP

Youth to be served must meet the eligibility requirements in one of the listed categories:

CATEGORY 1

Age Income Barrier

17 - 24 N/A High School Dropout

CATEGORY 2 The youth is not a HS drop out and has a high school credential

Eligibility is determined as follows:

17 - 24 Economically Disadvantaged

and also is

any one of

Deficient in basic literacy skills

An English language learner

Requires additional assistance to enter or complete an educational program or to secure or hold employment defined by LVWDB

http://www.lvwib.org/


CATEGORY 3 The youth is not a HS drop out and has a high school credential

Eligibility is determined as follows:

17 - 24 N/A Has any one of these

barriers

Homeless, a runaway, or a youth who was subject to the foster care system

Pregnant or a parent

An ex-offender

Disabled

SECTION III: DESCRIPTION OF PROGRAM SERVICES AND DESIGN ELEMENTS YOU MAY APPLY TO PROVIDE SERVICES UNDER ANY 1 OR ALL 3 OPTIONS

HOWEVER A SEPARATE PROPOSAL MUST BE SUBMITTED FOR EACH OPTION

OPTION 1 THE NAVIGATOR OPTION

LVWDB is very interested in deploying a new and innovative way to work with Out-of-School Youth (OSY) already being served by community based organizations, cities, counties, and faith-based organizations that are having success engaging the youth. LVWDB would like to fund a NAVIGATOR position(s) in up to five (5) organizations. The NAVIGATOR would serve as an additional case manager/counselor for an existing cohort of 12 – 15 youth already being served by the selected organization. The NAVIGATOR would work in partnership with the existing program’s case manager/counselor. The NAVIGATOR’s caseload would be limited to a 1:12 – 1:15 ratio. The intent is to be able to provide the youth with intensive, “round the clock” holistic services, including comprehensive guidance and counseling as needed, paired with other activities that result in the desired outcomes for the youth. Agencies should assess their current caseloads to determine if they can identify 12 – 15 youth, already being served by the agency who: 1. Meet WIOA OSY Eligibility, and

2. In the opinion of their current case manager have progressed sufficiently so as to

indicate the youth is ready for WIOA services which include GED, post-secondary training, or employment.


The case manager/navigator funded by the LVWDB will supplement resources and programming already available to the youth through the parent organization with WIOA funded services such as:

A work experience, tutoring, employability skills, life skills. family planning education, leadership development, financial literacy training, entrepreneurial training, adult mentors.

NAVIGATORS will be employed by the proposing organization and would work with staff to identify youth in the organization’s existing caseload appropriate for WIOA services. The NAVIGATOR will determine the youth’s WIOA eligibility and will develop or build upon assessments and career plans already in place for the youth. NAVIGATORs will be responsible for data entry related to the youth and for attainment of WIOA performance. LVWDB will provide training on eligibility determination, data entry and performance requirements to the selected provider(s). Depending on each individual youth’s service strategy, youth may exit the WIOA program into employment or enter training followed by employment, or may complete a GED followed by employment, or enter into post-secondary training. As youth exit, new youth may backfill into the slots to assure a consistent caseload of 12 – 15 youth. The intent of funding navigators is to: 1. Leverage funds by building on existing services already being provided to the

youth through the existing organization.

2. Provide for lower caseloads for the youth often not possible in social service

programs.

3. Eliminate the need for recruitment by funding and partnering with agencies where

youth are already attending and receiving services.

4. Minimize the risk of not meeting performance by working with local partner

agencies that know their caseloads and can identify youth ready to participate in a

WIOA program. At the same time work with the balance of their caseloads to help

prepare youth to move forward into the WIOA component in the future. Therefore,

maintaining a continuous flow of identified eligible youth.

5. Reach out to organizations that do not traditionally participate in WIOA programs

because of complicated federal rules by simplifying the program requirements.

Examples of the Navigator Program Designs LVWDB wishes to fund:

1. Agencies, including Adult Education and Family Literacy Act (AEFLA) providers serving youth enrolled in GED who are within 6 months of completing the GED


program and attaining their high school equivalency credential. (not alternative education programs since youth in alternative education programs are not considered OSY)

2. Agencies targeting youth who are ex-offenders, pregnant or parenting teens, homeless/runaways, or youth aging out of the foster care system who can identify between 12 -15 youth in their existing caseload ready to participate in GED preparation, attend post-secondary school or enter employment.

NAVIGATORS will be able to access services provided under the Vendor option, to the extent the services are not a part of the organization’s program supports or cannot be provided by the NAVIGATOR. A minimum of 70% of the youth served by a NAVIGATOR must participate in a work experience, paid internship or on-the-job training activity. Youth will be expected to attain WIOA performance at exit. NAVIGATORS must follow up on all youth after they exit the program for 12 months as required by WIOA. Performance is further defined in the NAVIGATOR Option section. Funding under this option would be for the NAVIGATOR’S wages and associated overhead which must be supported by applicable documentation. Entities applying for the NAVIGATOR option need only complete the NAVIGATOR Option Application. It is very short and has its own evaluation instrument. Please go directly to the LVWDB website to download it. Please follow the directions for submission, number of copies and format located in the general specifications section (section V) provided below. Eligibility: Navigators will be responsible for eligibility determination, related documentation collection and data entry. LVWDB will provide training on the requirements of eligibility determination.

Assessment Of Youth: Navigators will be required to provide an objective assessment of each youth, including a review of basic skills, occupational skills, prior work experience, employability, interests, aptitudes, supportive service needs, and developmental needs, to determine the appropriate services and career pathways for youth.

Assessments: Navigators may use assessments already performed on the youth and basic literacy tests performed by another organization, such as a school, core partner, one stop partner or individuals licensed to perform assessments of youth. If the program design is to enroll youth in GED or post-secondary school the youth may need to be TABE tested to assist the youth in making appropriate career path choices unless a recent TABE or other basic skills test score is available.


Service Strategies: Navigators will be required to develop service strategies for each participant that are linked to the WIOA youth performance measures (see below) and to identify career pathways for education as well as employment goals. Performance:

All program designs and activities must result in meeting the following performance measures:

1. If enrolled in a GED program or in high school equivalency program,

completion of high school/GED, attainment of the high school credential and enrollment into post-secondary school or placement into unsubsidized employment or the military;

or

2. If enrolled in post-secondary school, completion of post-secondary school, graduation/attainment of the credential

and placement into unsubsidized employment; or

3. If enrolled in a job search/placement program, completion of pre-employment

skills training and placement into unsubsidized employment;

AND

4. For youth placed in employment, attainment of the wage rate to be set by the LVWDB for youth; and

5. For youth placed in employment, attainment of the employer measure to be set by the LVWDB.

LVWDB will look at recruitment, enrollment, and progress in school, drop outs, attendance, and job placements, when determining contract renewals.

Data Entry: Navigators will be required to enter all necessary data timely to comply with PA Commonwealth and LVWDB data entry requirements. LVWDB will provide training on the Commonwealth Workforce Development System (CWDS), the Commonwealth’s data entry system.


OPTION 2 THE VENDOR SERVICES OPTION

Youth will be referred for vendor services on a one by one basis

WIOA requires that local areas offer youth access to 14 elements available in programs that are successful in serving youth. Not all youth need all the services and we realize not all providers have the expertise to provide all the services. Some of the elements are embedded in the NAVIGATOR and Full Service Options, such as assessment, case management, counseling and follow-up. The elements sought under this procurement are listed in the Vendor Services Option (Option 2). We have grouped the services which are related and which we would like to have delivered in combination on an as need basis to be determine by the youth’s case manager.

LVWDB would like to invite, for profit entities, not for profit entities, community based organizations, faith based organizations, governmental agencies, teachers and consultants to respond. Vendors may provide one or more of the listed elements on an as needed basis to youth referred by an LVWDB service provider.

The following is a list of the services that LVWDB would like to purchase on a one by one or as needed basis:

Service/Activity

1

Tutoring at the post-secondary level or for youth within 3 months of receiving a GED who need assistance with math, science or literacy in order to be able to pass the pre-test and move on to the GED Exam

2

Employability Skills Training/Life Skill /Family Planning Education

3

Leadership Development Training/Financial Literacy Training

4

Entrepreneurial Training /Financial Training

5

Matching Youth with Caring Adults/Mentors

There is a separate Application Package for the vendor service proposal. It is very short and has its own evaluation instrument. Please go directly to the LVWDB website www.lvwib.org and download the appropriate Vendor Application.



OPTION 3 THE FULL SERVICE OPTION

Group Class Size

Class Size – A minimum of 25 or more based on program design

Based Upon the WIOA 14 Youth Elements

Program Designs must me Researched or be a Replication of a Successful Model

1. Program Design Elements: A. LVWDB is seeking program designs which will provide one or a combination of

the following services in order to meet the federal and Commonwealth of Pennsylvania performance measures required by WIOA and as described in this RFP.

1. Enrollment into post-secondary school/training resulting in 1) the attainment of

a recognized post-secondary credential and 2) placement into unsubsidized employment.

The program design may include tutoring as needed.

Referral to training as a component of the program to a traditional post-secondary school on the Statewide Eligible Training Provider List, as applicable to the LVWDB workforce area.1

Class size occupational skills training in a demand occupation in the LVWDB workforce area which results in a recognized credential.

2. One-on-one tutoring, which may also include computer assisted instruction, for

youth returning to high school in a credit recovery program or entering a GED program. Program activities must result in the attainment of a high school diploma/credential followed by placement into unsubsidized employment or into post-secondary school. LVWDB will pay for GED testing; or

3. Workplace preparation, including employability and soft skills, and placement

into unsubsidized employment.

B. All program designs under this option must include: A paid work experience for youth in GED, high school credit recovery program or

1 LVWDB will consider individual youth requests for training not included on the list, but which results in a

recognized credential on a case by case basis.


post-secondary school which is tied to their career pathway. The paid work experience slots must be developed by proposer. They may be in the public or private sector. The time in work experience will be negotiated each year based upon funds available. LVWDB will pay for the wages and workers compensation. For youth receiving only employability skills and placement, youth may first participate in a work experience or on-the-job training activity to assist with their placement; AND Employability skills and soft skills aimed at job retention and advancement. A formal curriculum must be incorporated into the planned activities for every youth; AND Financial literacy and entrepreneurial training which should be available to youth, as appropriate, and may be provided virtually; AND Twelve (12) months follow-up – All youth must receive twelve (12) months of follow-up after they exit the program to assure success in meeting the required performance measures. Follow-up may be different for each youth based on the needs of the individual youth but at a minimum must include monthly contact with each youth.

C. Youth for whom employment is the goal must receive employability skills and may

receive work based training as appropriate such as transitional employment or an OJT.

D. Attendance

Out-of-school youth are expected to participate on a daily basis. NOT all activities are expected to be scheduled every day. School, work based training or tutoring, for example, is considered “attendance.” There must be a regular schedule. Regardless of the youth’s activities selected providers will be expected to make contact with the youth at least three (3) times a week to assure they are participating in the scheduled activities and making good progress. Attendance will be one of the factors used to determine provider performance.

2. Recruitment: Proposers will be expected to:

A. Recruit and enroll youth in sufficient numbers to assure expenditure of ninety percent (90%) of the WIOA and other funds awarded by the end of the program/contract year. Proposer’s who do not meet these goals maybe subject to


early termination of their contract or non-renewal as appropriate and determined by the LVWDB.

B. Optimally, if the proposed program targets out-of-school youth who are entering

GED or have a high school credential with the intent to enroll the youth into a post-secondary, program a minimum of seventy-five percent (75%) of the youth should be recruited and enrolled by the end of August each contract year.

C. If the proposed program targets out-of-school youth who will receive employability skills and then be placed into a job or an OJT or work experience followed by a job, fifteen percent (15%) of the total number of youth to be served must be enrolled each month from July 1 through the first week of December each contract year.

D. Proposer generally should be prepared to recruit sufficient youth, usually three (3)

youth for every available slot, to assure full enrollment. Proposers should target motivated youth who wish and are taking steps to change their lives. Youth who say they cannot attend workshops or who do not express an interest in getting a job are not a good fit for this program.

3. Eligibility: Providers will be responsible for eligibility determination, related documentation collection and data entry. LVWDB will provide training to providers on the requirements of eligibility determination.

4. Assessment Of Youth:

A. Proposer will be required to provide an objective assessment of each participant, which must include a review of basic skills, occupational skills, prior work experience, employability, interests, aptitudes, supportive service needs, and developmental needs, to determine the appropriate services and career pathways for participants.

B. WIOA allows the use of assessment and basic literacy tests performed by another organization, such as a school, core partner, one stop partner or individual licensed to perform assessments of youth.

C. Youth must be provided with labor market information to help them with career

choices as a part of the assessment process. This includes the business makeup of the Lehigh Valley, occupational growth, expanding jobs and wage rates.

D. Based upon Commonwealth of Pennsylvania requirements proposer may be

required to TABE test all youth to determine their basic skills levels. Regardless, if the program design is to enroll youth in GED or post-secondary school it will be required that the youth be tested to assist the youth in making appropriate career path choices.


E. Proposer will be required to develop service strategies for each participant that are linked to the WIOA youth performance measures (see below) and to identify career pathways for education as well as employment goals.

5. Support Services:

Funds are available on a limited basis for support services. These are services which enable individuals to participate in the programs. Support services include limited transportation assistance during periods of attendance and participation, uniforms, tools, and clothing vouchers.

6. Coordination:

LVWDB is interested in the coordination of services with Adult Literacy and Vocational Rehabilitation to leverage funds. Proposers stating that they will coordinate with the public education system, or another Commonwealth or governmental agency must provide a signed memorandum of understanding with the entity.

7. Performance:

A. Performance is expected to be accomplished in the span of twelve (12) months for youth enrolled in GED or proposer sponsored occupational skills training and two (2) years for youth enrolled in a post-secondary education program which exceeds twelve (12) months. Youth enrolled in an educational component must complete the training, graduate, and be awarded the credential. Eighty percent (80%) of these youth must be placed in a job aligned with the youth’s career interest or training related occupation.

B. All program designs and activities must result in meeting the following performance measures:

1. If enrolled in a GED program or in high school equivalency program, youth

must complete high school equivalency/GED, attain high school credential and enroll into post-secondary school or be placed into unsubsidized employment or the military; or

2. If enrolled in post-secondary school, youth must complete post-secondary school, graduate/attain credential

and be placed into unsubsidized employment;

or


3. If enrolled in a job search/placement program, youth must complete pre-employment skills training

and be placed into unsubsidized employment;

AND

4. For youth placed in employment, attainment of the wage rate to be set by the LVWDB; and

5. For youth placed in employment, attainment of the employer measure as determined by the LVWDB.

LVWDB will look at recruitment, enrollment, progress in school, drop outs, attendance, and job placements, when determining contract renewals.

8. Data Entry:

Selected providers will be mandated to enter all necessary data timely to comply with PA Commonwealth and LVWDB requirements. LVWDB will provide training on Commonwealth Workforce Development System (CWDS), the Commonwealth’s system of record, data entry system.

9. Program Monitoring/Evaluation:

Monitoring of programs contracted through this competitive solicitation will be conducted by LVWDB, the Commonwealth, and LVWDB external monitors.

10. Staffing:

A. Staffing should be planned and budgeted to coordinate with those hours during

which the youth are engaged in the program.

B. Proposers may budget for a full time coordinator or project manager. 11. Research:

LVWDB highly recommends that proposers consider replicating successful program models such as I-best, Code Oregon or Code Louisville, Get Real and others. Some resources to consider can be found at the following links:

Helping Out-of-School Youth Attain Labor Market Success... http://www.nyu.edu/gsas/dept/politics/faculty/mead/Research/LermanFINALDRAFT2.pdf

Soft Skills http://www.ncwd-youth.info/topic/soft-skills

http://www.google.com/url?sa=t&rct=j&q=&esrc=s&frm=1&source=web&cd=1&cad=rja&uact=8&ved=0CCMQFjAAahUKEwiq-N-76J3IAhUCoIAKHcKoAw8&url=http%253A%252F%252Fwww.nyu.edu%252Fgsas%252Fdept%252Fpolitics%252Ffaculty%252Fmead%252FResearch%252FLermanFINALDRAFT2.pdf&usg=AFQjCNEKw0IEaVnFwx0T2APW03-wUjI-cA

http://www.nyu.edu/gsas/dept/politics/faculty/mead/Research/LermanFINALDRAFT2.pdf

http://www.nyu.edu/gsas/dept/politics/faculty/mead/Research/LermanFINALDRAFT2.pdf


Workforce Development Initiatives for Out-of-school Youth... http://idd.edc.org/resources/publications/workforce-development-initiatives-out-school-youth-what-works

Key Ingredients For Successful Youth Engagement... http://www.climategen.org/blog/key-ingredients-for-successful-youth-engagement/

Re-connecting with Out-of-School Youth http://www.nea.org/home/15178.htm

These are some examples of information available to help structure program designs.

Examples of program designs include but are not limited to:

1. Local educational post-secondary institutions identifying youth with high school

credentials applying for admission during their senior year who are also seeking financial aid and who could benefit from an ITA, an internship, tutoring and case management.

2. Entities recruiting OSY through the one-stop system (PA CareerLink) and offering ITAs and/or job placement.

3. Entities working with new and/or expanding businesses to create cohorts of customized training opportunities for youth seeking employment.

SECTION IV: NUMBER TO BE SERVED AND FUNDS AVAILABLE

TO BE DIVIDED AMONG ALL OPTIONS

1. LVWDB would like to serve between 100 and 200 youth to be adjusted based upon fund availability. Historically, LVWDB finds the average cost per youth to be $4,500.00

2. Approximately $800,000 is estimated to be available for the services described. 3. The funds available do not include the money necessary for training/paid work

experience or support which has been set aside in the LVWDB budget. NAVIGATOR programs many not serve more than 30 youth with two (2) NAVIGATORS.

4. Should additional funds become available or should funds be reduced, LVWDB reserves the right to fund proposers at greater or lesser amounts than requested or to fund additional providers.

http://www.google.com/url?sa=t&rct=j&q=&esrc=s&frm=1&source=web&cd=4&cad=rja&uact=8&ved=0CDsQFjADahUKEwiq-N-76J3IAhUCoIAKHcKoAw8&url=http%253A%252F%252Fidd.edc.org%252Fresources%252Fpublications%252Fworkforce-development-initiatives-out-school-youth-what-works&usg=AFQjCNGmVZqzu7AXfeTG3-nks4Nqw8xS_g

http://idd.edc.org/resources/publications/workforce-development-initiatives-out-school-youth-what-works

http://idd.edc.org/resources/publications/workforce-development-initiatives-out-school-youth-what-works

http://www.google.com/url?sa=t&rct=j&q=&esrc=s&frm=1&source=web&cd=10&cad=rja&uact=8&ved=0CF0QFjAJahUKEwiq-N-76J3IAhUCoIAKHcKoAw8&url=http%253A%252F%252Fwww.climategen.org%252Fblog%252Fkey-ingredients-for-successful-youth-engagement%252F&usg=AFQjCNFroxmm2kOEEMJ86VvgHeMW1eLBkA

http://www.climategen.org/blog/key-ingredients-for-successful-youth-engagement/

http://www.nea.org/home/15178.htm


SECTION V: GENERAL INFORMATION AND PROPOSAL CRITERIA

APPLICABLE TO ALL PROPOSER OPTIONS 1. Who May Apply:

Proposers may be governmental units, public or private not-for-profit corporations, local educational agencies, business and/or trade associations or private for profit corporations. Entities must have been in business in the United States for at least two (2) years prior to submission of an application, must be licensed in the Commonwealth of Pennsylvania and if a foreign corporation (not a Pennsylvania Corporation) must have a certificate from the Secretary of State showing that they have filed the necessary documents to do business in the Commonwealth.

2. Accessing The RFP Document And Attachments:

Interested parties must access the RFP from the LVWDB website http://www.LVWIB.org. Interested parties are responsible for checking the website for additions, modifications, questions and answers concerning this RFP. Proposers must have email capability to be able to respond to this RFP.

3. Proposal Due Date And Review Process: Below is the schedule and dates for the submission and award process

Event Date – Time – Location

RFP Open to the Public Wednesday, January 11, 2017

Deadline for Posting Written Questions Wednesday, February,1 2017 at 4:00 P.M.

Deadline for Proposal Submission Friday, February 10, 2017 at 12:00 P.M.

All dates are subject to change by LVWDB

A. Proposals will be reviewed by staff for responsiveness and substantive-ness.

B. Proposers should not contact LVWDB employees or elected officials charged with oversight of these programs during the review process to avoid conflicts or the appearance of conflicts or undue influence over the process. All questions must be submitted through the website. (See Number 5 Below)

C. Proposals should be submitted to:

Lehigh Valley Workforce Development Board c/o Youth RFP 555 Union Boulevard Allentown, Pennsylvania 18109


4. The RFP Response Package:

A. The RFP response package consists of the completion of the Proposal Application, which is Part 2 of the RFP package, and all required forms.

B. Applications must be single-spaced, single-sided on 8.5” inch x 11” inch paper.

Complete all responses in Arial, 12 point type (note that some tables may require smaller fonts). Maintain 1 inch margins; however, the left margin may be 1.25 inches to allow for binding. Number each page of the response sequentially beginning with the Agency Cover Sheet as page number 1. NAVIGATOR and Vendor proposers consult the appropriate Application package.

C. All proposal responses must follow the sections in the Application and restate the

question in the order they appear in the Application followed by proposer’s response.

D. Proposals must be submitted in loose leaf/three ring binders only (not folders).

Each copy of the proposal response must be in its own binder.

E. Please submit one (1) complete application with original signatures and all attachments and five (5) complete copies with all attachments for a total of six (6) sets each in its own binder. The original and all the copies of the Application should be securely sealed and clearly marked outside: “Out-of-School Youth RFP,” individual program name if applicable, and submitted by “Name of your Agency.”

F. Proposal Submission – Please prepare your response as follows:

a. Proposal Cover Sheet b. Completed Application c. Work Activity Schedule d. Budget Forms e. Staff resumes or position qualifications where staff has not yet been hired f. Copy of all your most recent Audit or Financial Statement as appropriate g. Required Federal and Commonwealth of Pennsylvania forms h. References – unless they are being faxed

G. Applicants must also submit an electronic version of the proposal on a thumb

drive in Microsoft Word with their RFP response.

H. The original Proposal(s) 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.

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

not be faxed or sent electronically.


5. Inquiries And Questions About The Application:

Questions and answers will be posted on the LVWDB website www.lvwib.org.

All questions must be submitted by February 1, 2017. LVWDB will post the responses on its website. It is Proposer’s responsibility to access this information.

6. Proposer References:

The following applies to organizations which have not done business with LVWDB in the past two (2) years.

A. Proposers who have not contracted with the LVWDB in the past two (2) program

years must submit two (2) references on the forms provided, from organizations, not individuals, familiar with proposer’s organization and able to comment on proposer’s ability to deliver the services proposed.

B. Proposer must submit two (2) credit references only if they have not done business with LVWDB in the past. Public and governmental entities are not required to submit credit references.

C. References must have done business with proposer within the immediate past

five (5) years. Please print and make two (2) copies of the form and sign the form at the bottom. There must be two (2) original signatures. Return the signed forms with your RFP response. Proposals without signed reference forms will be deemed unresponsive.

7. Cure Process:

A. LVWDB shall not be held responsible for applicant’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.

B. LVWDB has established the option to cure minor omissions in submitted

proposals within twenty-four (24) hours of LVWDB notification. The notification process is via email with minimal turnaround usually between twenty-four and forty-eight (24 – 48) hours. Failure to provide the requested information within the allotted time shall result in a “fatal flaw.” This process is provided by LVWDB as a courtesy, and as such, LVWDB is not responsible for notification or 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 LVWDB 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 LVWDB.



8. Selection Criteria:

All proposals submitted other than the Vendor proposals will be evaluated against all other proposals using the attached applicable rating criteria, and ranked by a proposal review committee. Proposals may not be funded at the funding and slot levels requested. Respondents are strongly encouraged to evaluate their own proposal using the rating tool, prior to submission.

Vendor proposals will be reviewed by staff and all proposals scoring above a 70 will be placed on a Vendor list which will be made available to LVWDB funded providers who need to access the proposed services for youth in their programs. LVWDB reserves the right, at its sole and complete discretion, to invite proposers to make a presentation to the RFP Rating Committee as a step in the selection process. LVWDB also reserves the right, at its discretion, to conduct pre-selection site visits to organizations being considered for funding under this solicitation.

9. Work Activity Schedule:

This should be an attachment. The work activity schedule should indicate:

a. When youth recruitment will occur b. When staff will be hired c. The schedule for the proposed activities d. Other information, which will help reviewers understand the program to be

delivered 10. Administrative Requirements:

A. Contracts will be subject to WIOA requirements. B. Proposers 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.

C. Any proposer who, after a pre-award survey, is determined by LVWDB monitors

or staff to not have the fiscal capability to manage the grant funds may be required to post a performance bond or may be rejected as a provider at the discretion of LVWDB. The cost of the bond cannot be charged to the project proposed.

D. All organizations funded whether public or private, commercial or not-for-profit,

receiving at least $750,000.00 annually through federal grants regardless of the funding source, will be required to conduct and submit an annual audit. Commercial organizations must comply with Commonwealth of Pennsylvania and Uniform Code at 2 CFR 200 et. Seq. audit requirements.


E. 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 LVWDB being in the top quartile of performance as compared to other local workforce areas in the Commonwealth of Pennsylvania.

Performance will also be measured on compliance with respect to youth attendance, 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.

F. Proposer may budget to use media for purposes of recruitment; however, all

media advertisements, collaterals and printed material used in the promotion of the program, recruitment of participants, and published must be approved in advance of publication by LVWDB, be allowable and must name LVWDB as the grantor agency.

G. Insurance Requirements - The proposer agrees to submit to LVWDB 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 LVWDB during the entire term of the Agreement to be negotiated. In addition, all sub-contractors performing work on behalf of a selected proposer 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 LVWDB. Proposer shall be responsible for reimbursement of any deductible to the insurer. If the proposer fails to maintain insurance acceptable to LVWDB for the full term of the Agreement, LVWDB may terminate any Agreement.

If the selected proposer is a governmental entity, they may elect to self-insure for the insurance coverage required for this Agreement.

The policy or policies of insurance must be issued by an insurer licensed to do business in the Commonwealth of Pennsylvania. If the carrier is a non-admitted carrier in the Commonwealth, LVWDB 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 Limits

Commercial 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 Statutory

Employer's Liability $1,000,000 per occurrence

Professional Liability $1,000,000 per claims made

Intellectual Property To cover any patent, copyright or trademark infringement claims including the cost of the defense of any action brought against LVWDB its governing Boards and Contractor

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

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 LVWDB.

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, THE ISSUING COMPANY WILL MAIL THIRTY (30) DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.

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


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

d. It is agreed that any insurance maintained by LVWDB 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).

e. Any losses shall be payable notwithstanding any act or failure or negligence of

LVWDB, or any other person.

f. Commercial General Liability policy shall contain a severability of interest’s clause.

g. Contractor agrees to maintain Professional Liability Insurance, as appropriate,

for a period of two (2) years following completion of this Agreement.

LVWDB shall retain the right at any time to review the coverage, form and amount of the insurance required hereby. If, in the opinion of LVWDB, the insurance provisions in this section do not provide adequate protection for LVWDB, LVWDB may require Proposer to obtain insurance sufficient in coverage, form, and amount to provide adequate protection. LVWDB 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.

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.

IF PROPOSER CANNOT PROVIDE THE REQUESTED INSURANCE, A WRITTEN EXPLANATION ALONG WITH THE INSURANCE WHICH WILL BE PROVIDED MUST BE SUBMITTED WITH THE RFP RESPONSE. LVWDB AT ITS SOLE DISCRETION WILL DETERMINE WHETHER IT CAN ACCEPT EXCEPTIONS TO THE ABOVE.

H. Proposer must agree to cooperate with and provide such information as may be

requested by LVWDB for purposes of filing reports with the Commonwealth and the LVWDB Governing Boards.

I. This RFP does not commit or obligate LVWDB to pay for any costs incurred in the

preparation of a response or in advance of the execution of a contract. All contracts must be fully executed prior to the program start date.


J. Proposers whose main headquarters are located outside of the Lehigh Valley workforce development area and who maintain their books and records outside of the Lehigh Valley workforce development area must specify in their proposal how they will make their books and records accessible to LVWDB in the Lehigh Valley workforce development area for monitoring and audit purposes. It will not be sufficient to state that LVWDB may visit contractor’s site. Records may be made available electronically with LVWDB approval. Failure to do so may result in the proposal being deemed non-responsive.

K. Proposers may not include the costs of any custom or proprietary Management

Information System (MIS) in their budgets. LVWDB will not pay for the maintenance of duplicate MIS. All data entry related to this Agreement will be done through the CWDS system. LVWDB will provide proposer staff with the necessary training.

L. In the event of a conflict or ambiguity between the rules, terms, and conditions set

forth in the RFP and the statutes, laws, Commonwealth policies and regulations, the statutes, laws, Commonwealth policies and regulations shall prevail. LVWDB shall be responsible for making all determinations in this regard.

M. Proposers will be required to maintain and provide a case file for each participant.

The files will be considered LVWDB property and must be turned over to LVWDB at the end of the contract unless other arrangements are made during contract negotiations.

N. Proposer must implement a system for monitoring participant time and attendance

in the program. Where applicable, documentation of attainment of minimum training hours and competencies will be required for payment.

11. Progress Reports:

Proposer will be required to evaluate their progress, and report their progress in writing for inclusion in the Youth CareerFORCE Committee Agenda.

12. The Agreement Boilerplate:

A. Proposers may download a sample boilerplate by visiting the LVWDB

website.

B. If provider is meeting performance the program can be renewed for three (3), one (1) year periods.

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. Download the budget by visiting the LVWDB website.


D. All costs, including salaries, are subject to negotiation as a part of the contracting process. LVWDB will compare salaries and other costs proposed with costs and salaries for similar positions and responsibilities within the Lehigh Valley 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 executive level ll position levels.

E. Funds may be available for transportation and support services for participants

and should be included in Contractor’s budget for planning purposes.

F. Travel outside of the Lehigh Valley 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. LVWDB shall determine the reasonableness of the travel during negotiations. All in county and out of county travel will be subject to LVWDB travel rules, and procedures unless the proposer’s policies and procedures have been reviewed and approved by LVWDB.

G. Equipment purchased with contract funds, whether by a commercial or non- commercial organization, will remain the property of LVWDB and must be tagged with LVWDB inventory tags. The property may only be used for program services and must be returned at the end of the contract period. Security of the equipment rests with the provider. Loss or theft due to negligence must be repaid to the grant. Leasing arrangements for property or staff must be competitively procured and approved during negotiation of the contract.

H. Cost Parameters

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. Generally LVWDB reimburses providers within thirty (30) days of receipt of a properly completed invoice. Where a proposer has a special need to be reimbursed twice monthly LVWDB will consider such requests. Proposers must be able to support the cost of the program until they are reimbursed. LVWDB may require that an electronic transfer system be set up for the payment of invoices.

b. It is a policy of LVWDB not to provide advance payments. Proposals seeking advances will be considered non-responsive and will not be reviewed or rated.


Proposers approved for funding who later identify the need for an advance will not be able to proceed to contract execution.

c. The amount budgeted for staff merit increases may not exceed three (3)

percent of the amount budgeted for salaries, not including fringe benefits.

d. Profit is only available as a budget line item for commercial organizations. LVWDB limits profit to eight percent (8%). In calculating profit exclude (1) any funds budgeted for payments to other providers for services not offered by proposer, (2) any payments for support services, stipends, work experience, incentives or other participant payments and (3) tuition. Profit may be allocated to the cost categories.

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

f. Equipment, supplies, and/or materials proposed for purchase or lease may not be purchased from proposer or proposer’s organization or from a subsidiary, or related company or corporation unless they are sold to the general public at the same price as offered under this RFP. Budget items, which are proprietary in nature, must be broken down into a cost reimbursement format.

g. Proposers who will be leasing space must competitively procure the space unless

the space is already leased. Payments for leased space in proposer owned buildings will be subject to the Uniform Code guidance.

h. LVWDB cannot reimburse providers for interest charges associated with the

establishment of credit lines.

i. Any and all work performed or expenses involved in the preparation and submission of proposals must be borne by the applicant(s).

13. Joint Proposals:

LVWDB will not fund joint proposals.

14. Grievance Procedures:

In the event a proposer wishes to file a grievance in connection with the process, a grievance procedure is available and may be obtained from LVWDB. Grievances related to this proposal must be filed in writing within the timeframes stated in the LVWDB grievance policy.


15. Conflict Of Interest:

All Applicants must disclose the name of any officer, director or agency who is also an employee or of LVWDB or a member of its governing boards. All Applicants must disclose the name of any LVWDB employee who owns, directly or indirectly, any interest in the Applicants’ business or any of its branches. Such disclosure must be submitted in the cover letter included with the Application for Funding, addressed to the LVWDB Executive Director, no later than the proposal deadline.

16. Interference With The Procurement Process:

Applicants are hereby advised that, pursuant to LVWDB policy: 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 LVWDB staff, board member, elected official or rating committee members after the issuance of the RFP 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.

17. LVWDB Right To Reject Or Accept:

LVWDB retains the right to accept, modify, reject entirely, or partially reject portions of an application as best serves the interests of LVWDB.