(pre-ets) 2020 - utahmay 21, 2020 · pre-ets are activities designed to be pre-employment skill...
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Pre-Employment Transition Services(Pre-ETS) 2020
Pre-Proposal Bidders MeetingMay 21, 2020
Dates to Remember LETTER OF INTENT DEADLINE:
Thursday May 28, 2020APPLICATION DEADLINE:
Friday June 12, 202012:00 PM (Noon) MST
The Workforce Innovation and Opportunity Act (WIOA) mandated that VR Agencies provide Pre-Employment Transition Services (Pre-ETS) to Students with Disabilities who are eligible and potentially eligible for Vocational Rehabilitation Services.
USOR is currently providing Pre-ETS in three ways:1. In-House (VR Counselors)2. Fee for Service (Authorizations)3. Contracts (Potentially Eligible and Eligible)
USOR released this RFGA to continue to contract with community partners in order to assist us in meeting this mandate.
Introduction-Background-Objective
USOR has 10 current Pre-ETS Contracts• Some do not provide Work-Based
Learning Experiences• Many students who are blind/visually
impaired and/or deaf/hard of hearing are not accessing the current grants
Background
The following are encouraged to apply:a. Organizations who have proven experience and demonstrated outcomes providing transition services and/or pre-employment skill building services for youth with disabilities.b. Priority points given to organizations who provide services in rural counties/areas.c. Organizations who are able to assist students access Science, Technology, Engineering, Art, and Mathematics (STEAM) opportunities through their proposed program.d. Organizations previous or currently receiving funding from DWS must be in good standing to be considered for this grant.
Who May Apply
2. In order to be considered eligible, an organization must have:a. Experience serving individuals with disabilities.b. Ability to collect required data and disability documentation and enter data timely.c. Ability to determine if the student meets requirements for the programd. Complete the Pre-Award Risk Assessment (completed upon notice of Intent to Award contract).e. Meet requirements as outlined in Attachment B - Scope of Work.f. Must provide these services in the state of Utah.
Who May Apply
Who May Apply- Current Grantees
Current 2018-2020 Pre-ETS contractors may apply for these grants.
If awarded the new grant, 2018-2020 grants will be terminated and will not have the option for a 3rd year renewal.
FundingThis Request for Grant Applications (RFGA) is administered through the Department of Workforce Services (DWS) with Vocational Rehabilitation Grant (federal) funding.
Period of PerformanceGrant funding period will be September 1, 2020- August 31, 2022
With an option for a one-year renewal
Scope of WorkPOPULATION SERVEDINDIVIDUALS MUST MEET THE DEFINITION OF A STUDENT WITH A DISABILITY AS FOLLOWS:1. Aged 14-212. Enrolled in an Educational Institution as follows:
– Secondary Education programs, including non-traditional programs such as through Juvenile Justice Services (JJS), homeschooling, etc.
– Post-Secondary programs which result in an academic credential (over 100 hours and one (1) month and occupational credential)
3. Have a disability and be able to provide grantee with documentation of disability
Scope of Work DOCUMENTATION OF DISABILITY:GRANTEES WILL BE REQUIRED TO COLLECT DOCUMENTATION OF DISABILITY AND UPLOAD INTO THE CASE MANAGEMENT SYSTEM.Acceptable documentation:• Copy of Individualized Education Program (IEP) from a school• Copy of 504 Plan• Social Security Award Letter/Confirmation• Letter/Medical Records from licensed medical provider• Approved USOR form signed by a licensed professional such as a teacher or
school counselor.
Scope of Work PROGRAM SERVICESPre-ETS are activities designed to be pre-employment skill building, not job development or academic achievement5 Core Pre-ETS:
– Job Exploration Counseling– Work-Based Learning– Counseling on Opportunities for Enrollment in Comprehensive Transition or
Post-Secondary Educational Programs at Institutions of Higher Learning– Workplace Readiness Training– Instruction in Self-Advocacy
Scope of Work JOB EXPLORATION COUNSELING
Activities intended to provide the student with information about in-demand occupations, labor market information, career pathways, interests, etc.
Examples of Job Exploration Counseling activities: completing interest assessments, researching local labor market information, identifying career pathways, utilization of online resources such as O*NETonline.org.
Scope of Work WORK-BASED LEARNINGActivities designed to use real work environments to gain skills.
Examples of Work Based Learning activities: summer work experiences, internships, job shadowing, and temporary work experience opportunities.
Scope of WorkCOUNSELING ON OPPORTUNITIES FOR ENROLLMENT IN COMPREHENSIVE TRANSITION OR POST-SECONDARY EDUCATION PROGRAMS OF HIGHER LEARNING
Activities designed to expose students to options for enrollment and engagement in post-secondary educational training.
Examples: taking a campus tour, helping a student research scholarship opportunities and financial aid, exploring the education needed to succeed in a career pathway, and helping a student research fields of study available at college campuses.
Scope of Work WORKPLACE READINESS TRAININGActivities designed to promote the development of job readiness, social skills and independent living skills needed to succeed in a career.
Examples: providing financial literacy classes, social skills training, and job readiness instruction (soft skills instruction).
Scope of Work INSTRUCTION IN SELF-ADVOCACY
Activities designed to assist a student in effectively communicating his/her own needs and desires.
Examples: participation in leadership activities, assisting a student understand how to request an accommodation, and classes on decision making/problem solving.
Grant Option 1Grant Option 1: For Students who are Deaf or Hard of Hearing and/or Blind or Visually Impaired• Applicants can propose to provide 1-5 of the Pre-ETS services• Can refer to the WINTAC website for resources: http://www.wintac.org• Must provide services to this population• Applicants can propose the modality of services
– Group versus Individual– School-Based or Community Based
• Applicants will apply using the Grant 1 Application (Salmon Colored)• Applicants interested in providing Work Based Learning Experiences to this
population do not need to apply for Grant 2
Grant Option 2Grant Option 2: Work Based Learning Experiences to provide hands-on work experience for students with disabilities• Grant does not specify a disability group• Must provide Job Exploration and Work-Based Learning as outlined in the scope of work• Applicants will complete application 2 (Green Colored)• Includes 2-5 hours of individualized Job Exploration Counseling• Work Based Learning Experiences
– Must be paid experiences by employer– 4-10 weeks in length, not to exceed 3 calendar months– Students must work 6-20 hours per week– Can include workplace readiness training if the student needs this– Grantee must receive employer feedback/progress updates– Staff providing services must have Association of Community Rehabilitation Educator (ACRE)
certification
Scope of WorkGRANTEES RESPONSIBILITIES1. Ensure students meet the definition of SWD PRIOR to
serving them and gather disability documentation– This will involve releases of information– Contractors will adhere to Family Educational
Rights and Privacy Act
Scope of Work GRANTEE RESPONSIBILITIES2. Gaining approval from USOR prior to commencing with services for each student. All students served must be pre-screened through VR- Why? • Order of Selection (waitlist)• Eligible Client?• Determined ineligible for VR• Participation in other contracts• Appropriate and necessaryVR Counselors may refer students to the contract
Scope of Work GRANTEE RESPONSIBILTIES3. Collecting the data points/services needed and entering them into the AWARE case management system
– New students need to be added within 5 business days– Need to be in compliance with USOR quarterly reporting
4. Collecting Disability Documentation for each student5. Conduct pre and post assessments6. Develop community partnerships with community partners such as businesses, Local Education Agencies, (referrals)
Scope of Work GRANTEE RESPONSIBILITIES7. Recruit students to generate enrollment8. Gain approval from USOR prior to any changes in services or program implementation9. Cooperate with USOR and Institutions of Higher Education on program evaluation10. Services during COVID-19
Scope of WorkOUTCOMES/DELIVERABLES• Specific performance indicators will vary based on project details
and services delivered• Organizations must track and report on all outcomes listed in the
Scope of Work• Organizations are responsible for meeting outcomes and
deliverables in a timely and efficient manner– If unable to meet outcomes/deliverables, reach out to DWS-USOR
for assistance as soon as possible
Scope of Work REPORTINGGrantees must provide a quarterly report with status of program (number of students served, partnerships built, success stories, etc
Update the Actual Services at a minimum of monthly and in accordance with federal fiscal reporting (January 15, April 15, July 15, October 15)
Scope of WorkMETHOD OF REPORTING• Grantees will receive limited access to USOR’s case
management system, AWARE– 1 user per contract– Tokens– Need to report a user change ASAP
• USOR will provide training prior to program implementation• Grantees will be responsible for entering student data timely
Scope of Work STUDENT DATA ENTRY-INTAKE
Scope of WorkSTUDENT DATA ENTRY-EDUCATION PAGE
Scope of WorkSTUDENT DATA ENTRY-DISABILITY INFO
Scope of Work STUDENT DATA ENTRY-ACTUAL SERVICES
Scope of WorkMONITORING1. DWS-USOR will formally monitor grantees at a minimum of once per
year– Fiscal record review– Student file review– interviews (staff, students, families, educators)
2. DWS-USOR will schedule site visits to observe services delivered and to ensure they are compliant with allowable Pre-ETS services
Scope of Work MONITORING3. Other Monitoring Activities may include:• Technical Assistance• Desk Reviews• Survey of participants• Expenditure review4. Grantee will resolve findings/concerns timely• Failure to resolve issues may result in repayment of disallowed costs
and evaluation of future contracts/renewals
Data Sharing• Third Party Access Form• Security Tokens for 2-factor
authentication• Data Security Requirements (in scope of
work)• Whole Disk Encryption
Scope of Work BUDGET/INVOICING/FUNDING
– Funding is for 24 month period - One year option for renewal
– DWS-USOR will retain any remaining funds from contract period
– All expenses must be appropriate and included in your hourly rate as outlined in the budget sheet
– April – June 2020 invoices must be submitted to DWS by July 15, 2020 (state fiscal year)
Expense ReimbursementOnly expenses authorized in the approved budget will be reimbursed• Utilize the reimbursement-invoice template provided by DWS• Signature and date are required on the invoices• Level of supporting documentation required will be communicated
on entity by entity bases• Submit requests for expense reimbursement monthly, unless otherwise
pre-approved quarterly per contract year by DWS– Submit completed invoice by email with the subject line:– Ex: Contract #, Organization name, Billing month– One invoice per email
Scope of Work • Grantees will receive payment for expenditures in approved
budget• Grantees must invoice minimum of quarterly, maximum
monthly• Grantee will submit invoices and supporting documentation• USOR may withhold payment if not compliant with tracking
and data entry
Budget• Applicants will refer to the Scope of Work, Section
13: Budget/Invoicing/Non-Allowable Expenses for rate structures
• Applicants can propose rates, up to the maximum listed in SOW, Section 13
• Applicants will use Appendix D- Budget Detail to calculate their budget based upon proposed rate and number of students projected to serve
Budget
https://jobs.utah.gov/department/rfg/preets/index.html
Attachments • APPLICATION• Appendix A - Grant Application Cover Sheet & Program Information• Appendix B - Grant Application Narrative• Grant Option 1 - Students who are Deaf or Hard of Hearing and/or Blind or Visually Impaired• Appendix C - Grant Application Narrative• Grant Option 2 - Work-Based Learning Experience• Appendix D - Budget Detail• CONTRACT• Attachment A ‐ DWS Grant Terms & Conditions• Attachment B - Scope of Work• Attachment C - Non-Disclosure Agreement with Signature• Attachment D - Code of Conduct with Signature• Attachment E - Background Check• Attachment F - DWS 3rd Party Access Form• Attachment G - Evaluation Score Sheet - Grant Option 1• Attachment H - Evaluation Score Sheet - Grant Option 2
Award Effective DateAnticipated Grant Award Notice:
August 2020
Grant Funding Start Date:September 1, 2020(or upon final execution of grant agreement)
Submission ChecklistWhat to submit w/ due dates
– Letter of Intent (Required)– Application forms (Appendix A-D) found on grants website:
• https://jobs.utah.gov/department/rfg/index.html– Email PDF application attachments to [email protected]– Additional attachments
• Business Letter or 501c3 Letter• Two Collaboration Letters• Pre- and Post-Assessments
Additional Forms & Requirements...– Insurance
– 1 million per occurrence– 3 million aggregate– DWS endorsed as additional insured
– Pre-Award Risk Assessment (PARA)– Sent after Intent to Award
» Subrecipient PARA form» FFATA
– Grant Orientation Webinar– Attendance is mandatory– August 18, 2020 10am-12pm (ONLINE ONLY)
•
APPLICATION DUE DATELETTER OF INTENT DEADLINE:• Thursday, May 28, 2020, 5:00 PM MST
APPLICATION DEADLINE:• Friday, June 12, 2020 12:00 PM (Noon) MST
Questions• Future RFGA Questions must be submitted in writing
to:– [email protected]– [email protected]
• Q&A and Addenda will be posted by Monday, June 1, 2020
CONTACT INFORMATION Transition & Supported Employment Coordinator (USOR)Aimee [email protected](801) 887-9503
DWS Contract AnalystBrian [email protected](385) 355-4411