respondents’ orientation request for proposals for …...• rapid response • layoff aversion as...
TRANSCRIPT
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Respondents’ OrientationRequest for Proposals for
Layoff Aversion / Business Process Improvement Services
COLLABORATION | EXCELLENCE | STEWARDSHIP
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Agenda
1. Welcome & IntroductionsKelley Ring
2. Proposal ContentRobert Chu and Coral Lin
3. Financial RequirementsBrian Helms and Kai Jackson
4. Procurement RequirementsEvelyn Ramirez
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Who’s in the room?
Name and organization
Welcome and Introductions
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MissionTo empower job seekers to meet the current and future workforce needs of employers in San Diego County.
VisionEvery business in our region has access to a skilled workforce and every job seeker has access to meaningful employment. Our goal is to be the leader of innovative workforce solutions.
Organizational Overview
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WHAT WE DO
ADULT PROGRAMS YOUTH PROGRAMS LABOR MARKET RESEARCH
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1.1 Solicitation
• Innovative business process improvement projects for the purpose of averting layoffs• Two contracts:• One for Advanced Manufacturing• One for another sector (Life Sciences, Clean Energy, or
Information and Communication Technologies (ICT))
Respondents may submit only one proposal per contract type. If submitting responses for both contract types, a separate proposal must be submitted for each.
Period of Performance• July 1, 2016 – June 30, 2017• Option to extend for two (2) additional one-year periods
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1.1 Solicitation
• Respondents may include:• For-profit organizations;• Nonprofit organizations;• Public agencies; and/or• A collaboration of these organizations
• SDWP committed to equal opportunity in its contracting process
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1.2 Estimated Funding
Sector Estimated Funding Availability Number of Contracts
Advanced Manufacturing $125,000 1
Clean Energy, Life Sciences, or Information & Communication Technologies $100,000 1
Total $225,000 2
Subject to change based on PY 16/17 allocations from DOL/State of California
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1.4 RFP Schedule and Timelines
Timelines Date TimeIssue RFP Jan 26, 2016
Respondents’ Orientation Feb 3, 2016 10:00am-12:00pm PST
Last Day to Submit Questions Mar 11, 2016 5:00pm PST
Notice of Intent to Submit a Proposal Mar 11, 2016 5:00pm PST
Last Day Answers Posted on SDWP Website Mar 15, 2016
Required Statement of Qualifications (SOQ) Mar 18, 2016 3:00pm PDT
Proposals Due Mar 18, 2016 3:00pm PDT
Oral Interviews and Evaluation Completion April 11-22, 2016
Adult Program Committee Recommendation May 26, 2016
Workforce Development Board Recommendation Jun 16, 2016
San Diego Consortium Policy Board Recommendation Jun 24, 2016
Effective Date of Contract(s) Jul 1, 2016
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1.8 RFP Questions
Written questions ONLY:[email protected]
Respondents are strictly prohibited from contacting members of the Workforce Development Board (WDB), San Diego Consortium Policy Board (Policy Board), Adult Programs Committee (APC), San Diego Youth Council (Youth Council) or SDWP staff regarding this RFP other than as stated in Section 6.8 Conflict of Interest.
Timeline Date Time
Last Day to Submit Questions March 11, 2016 5:00pm PST
Last Day Answers Posted on SDWP Website March 15, 2016
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3.1 & 3.2 Background, Overview and Role of Layoff Aversion
• Rapid Response• Layoff Aversion as part of Rapid Response• Activities included in Layoff Aversion• Benefits of Layoff Aversion
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3.3 In-Demand Sectors
• Advanced Manufacturing
and
• Clean Energy;• Information & Communication Technologies (ICT); or• Life Sciences
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3.4 Program Design
• Identifying at-risk businesses• Assessment of at-risk businesses• Provision of services• Companies to be served• Performance metrics
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3.8 Tracking Requirements
Quarterly performance report updates using 122 Form (see Attachment D)
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4.4.4 & 5.4 Subcontractors
• Follow procurement procedures• Procurement may be done before or after
submitting a proposal• Are subject to SDWP approval prior to
implementation• Proposal identifies a specific subcontractor, SDWP
award of the grant does not provide the justification or basis to sole source the procurement of those services• Subcontracts shall include all requirements and
restrictions that apply to this contract•Must include a monitoring plan
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4.1 Required Documents and Page Limits
Documents Section Page Limit Points
Title Page 4.3 1 page
3Table of Contents 4.3 No limit
Executive Summary 4.3 1 page
Proposal Content 4.4 15 pages
65Organizational Chart 4.4.3 1 page
Résumés of Key Personnel 4.4.3 No limit
Past Performance Employer Recommendation 4.5 & Attachment H 2 complete questionnaires 7
Budget Shell 4.6 & 5 No limit
10Budget Narrative 4.6 & 5 No limit
Cost Allocation Plan, if applicable 5.1 No limit
Indirect Cost Agreement, if applicable 5.1 No limit
Conflict of Interest Disclosure 6.8 No limit --
Additional Attachments -- 5 pages --
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4.2 Formatting Requirements
Criteria
Font size 12 point
Font Times New Roman
Margins At least one inch
Line spacing Double-spaced
Pages Single-sided
Page numbering Numbered sequentially
Language English
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4.5 Past Performance Employer Recommendation
• Attachment H: Past Performance Employer Recommendation• Ensure two (2) referring employers submit completed Past
Performance Employer Recommendations• Projects conducted in past five (5) years
• Submission Instructions• Must be completed and EMAILED directly to
[email protected]• Deadline March 18, 2016 at 3:00 PM (PDT)
• Points• Points may be deducted if SDWP does not receive two (2)
questionnaires via email from the referring business by the deadline.
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4.6 Cost Reasonableness of Proposed Budget
• See Budget Instructions (Attachment J)• Budget Shell (Attachment K)• Budget Detail• Personnel Detail• In-Kind Personnel Costs• Expenditure Plan
• Budget Narrative (Attachment L)• If applicable:• Cost Allocation Plan• Indirect Cost Rate
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4.6 Cost Reasonableness of Proposed Budget (Total 10 points)
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ØBudget Shell (Attachment K)• Budget Detail• Personnel Detail• In-Kind Personnel Costs• Expenditure Plan
ØBudget Narrative (Attachment L)ØBudget Instructions (Attachment J)ØIf applicable:• Cost Allocation Plan• Indirect Cost Rate
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5.2 Program/Administrative Support vs. Program Costs
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Program/Administrative Support Program Costs
• May not exceed 5%
Includes salary and wages for staff in• Finance• Human Resources• Payroll• Legal• Property Management• Any associated activities for above functions (rent, IT,
supplies, etc.) • Example: office space for payroll person
• ProgramDirector• Case Manager• Business Service Representative• Data Management• Subcontracts• Any associated activities for the above functions (rent,
IT, supplies, etc.) • Example: cell phone for program staff
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5.3 In-Kind and Cash Match Resources
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Examples Documentation
• Staff time• Participant expenses• Equipment• Facilities
• Letter of Commitment• Memorandum of Understanding (MOU)
Required for contractors to keep auditable supporting documentation (Ex. Invoice, timecard)
Follows the same rules as reimbursable costs (Reasonable, Allowable, Allocable, Necessary)
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• Personnel Detail Sheet
• Project Budget Detail
• In-Kind Personnel
• Expenditure Plan
Instructions –Attachment J
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Attachment K: Budget Shell
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Attachment K: Budget Shell – Personnel Detail
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Attachment K: Budget Shell –Personnel Detail In Kind
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Attachment K: Budget Shell – Program Detail
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Attachment K: Budget Shell – Program Detail
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Attachment K: Budget Shell – Program Detail
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Attachment K: Budget Shell – Program Detail-‐ corrected
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Attachment K: Budget Shell – Expenditure Plan
• Input whole numbers, no decimals.
• Total amount should be equal to your total budget amount (on program detail)
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Attachment L: Budget Detail Narrative
Include narrative for in-kind• Personnel: List job title and summary of the job description.
Salary limit for 2016 is $183,300.Subcontract: description of their service
Breakdown of what is included in cost, and show methodology• Supplies/Equipments/Facilities/Participants/Staff training/Other:
Ex. Office supplies $600. copy paper, pens etc. $50/mo for 12month Ex. Laptop $2,700. $900 laptops for 3 case managers.Ex: (In-Kind) Rent $24,000. Main office rent $2,000/mo for 12month.Ex. Indirect cost $10,000. 10% approved rate based on total direct cost of $100,000.
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Required if indirect costs, multiple contracts, or multiple funding sources exist.
Provide following items•Description of Organization structure•Organization chart•Show the methodology by listing cost pools, describing base of allocation and type of cost in each pool
Where to find guidance•Operations Manual Chapter 6 Section 6.14.3
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5.1 Cost Allocation Plan
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Acceptable Allocation Bases
•Staff time – time sheets•Facilities – space usage•Equipment – usage or machine hours•Participant Count – number of clients served/placed
Unacceptable Allocation Bases
•Prior period results for future periods•Pre-determined cost (budget)
5.1 Cost Allocation Plan
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• The Rate should be approved by a Federal Cognizant Agency
• Only for direct recipient of Federal grants and funded by multiple funding streams
• The Agreement should clearly indicate the base used to calculate the cost
5.1 Indirect Cost Rate Agreement
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1.7 Statement of Qualifications (SOQ)
• 15 pages requesting information:• Legal status• Organization classification• Organizational chart & goals• Contractual history• Financial resources & performance history• Insurance• Financial management• Certification regarding signature authority, debarment, and records
storage
• SOQ Questions email [email protected]• Find the SOQ here: http://workforce.org/rfqrfp-opportunities
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6.8 Conflict of Interest
•Conflict of Interest Disclosure – Attachment I.
•All Respondents must fill this out and submit if even if there are no actual or potential conflicts of interest.
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6.9 Ex-Parte Communication
• It is the policy of SDWP to prohibit ex-parte communication with any:• Board member (Policy Board, WDB, APC, or Youth
Council), or • SDWP staff and consultants
• Respondents that directly contact board members or evaluators on matter related to this RFP risk elimination of their proposals from further consideration.
• All Respondent must include a Conflict of Interest Disclosure Form - Attachment G, even if no real or potential conflicts exist.
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6.2 Evaluation Criteria
RFP Scoring MethodologySection Content Points
4.3 Title Page, Table of Contents, and Executive Summary 3
4.4 Proposal Content 65
4.5 Past Performance Employer Recommendation 7
4.6 Cost Reasonableness of Proposed Budget 10
Written Proposal Total Available Points 85
Oral Presentation Total Available Points 15
Total Available Points 100
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6.2 Evaluation Criteria & Oral Interviews
• Proposals scored with a minimum of 70 out of 85 points will move on to Oral Interviews.•Oral Interviews are worth 15 points
•No more than 15 minutes•Q & A with evaluators• Evaluation of content and oral communication skills
• April 11-22, 2016
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Question and Answers
Written questions ONLY emailed to:
[email protected] are strictly prohibited from contacting members of the Workforce Development Board (WDB), San Diego Consortium Policy Board (Policy Board), Adult Programs Committee (APC), San Diego Youth Council (Youth Council) or SDWP staff regarding this RFP other than as stated in Section 6.8 Conflict of Interest.
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Key Dates to Remember
Timelines Date TimeIssue RFP Jan 26, 2016
Respondents’ Orientation Feb 3, 2016 10:00am-12:00pm PST
Last Day to Submit Questions Mar 11, 2016 5:00pm PST
Notice of Intent to Submit a Proposal Mar 11, 2016 5:00pm PST
Last Day Answers Posted on SDWP Website Mar 15, 2016
Required Statement of Qualifications (SOQ) Mar 18, 2016 3:00pm PDT
Proposals Due Mar 18, 2016 3:00pm PDT
Oral Interviews and Evaluation Completion April 11-22, 2016
Adult Program Committee Recommendation May 26, 2016
Workforce Development Board Recommendation Jun 16, 2016
San Diego Consortium Policy Board Recommendation Jun 24, 2016
Effective Date of Contract(s) Jul 1, 2016
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