West Michigan Works! /ACSETStaffing Services for Work
Experience Programs
Contract PeriodOctober 1, 2015 -
September 30, 2016
REQUEST FOR PROPOSALS
(RFP 2015SSWE)
Proposal Due Date: September 18, 2015
WMW/ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities. Michigan Relay Center 1-800-649-3777
TABLE OF CONTENTS
SECTIO N I: G ENER A L PRO PO SAL STI PU LATIO NSA. PURPOSE AND SCOPE1. LIMITATIONS2. PROPOSAL OWNERSHIP3. CONFIDENTIALITY4. WITHDRAWAL OF PROPOSAL5. EQUAL OPPORTUNTIY6. CONTRACT7. EXTENSION8. SERVICE DELIVERY SITES9. FUNDING SOURCE & ADMINISTRATION10. COST 11. INDEMNIFICATION/ASSURANCES AND CERTIFICATIONS12. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITIES13. MONITORING14. TECHNICAL ASSISTANCE15. PROPOSAL SUBMISSION16. PROPOSAL EVALUATION / REVIEW CRITERIA17. REVIEW AND APPEAL PROCESS18. TERMINATION FOR CONVENIENCE19. CHOICE OF LAW20. INSURANCE
SECTIO N II: SER VI CES REQ UI REDA. DESCRIPTION
SECTION III: BIDDER’s PROPOSA LA. PROPOSAL CONTENTS B . WRITTEN RESPONSE C. BUDGET
ATTA CHME NT S:Exhibit A Proposal Cover SheetExhibit B Budget Sheet
WMW/ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities. Michigan Relay Center 1-800-649-3777
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
SECTION I: GENERAL PROPOSAL STIPULATIONS
A. PURPOSE AND SCOPE: West Michigan Works!/Area Community Service Employment and
Training Agency (WWMW/ACSET) is soliciting proposals from Independent Contractors to
serve as qualified suppliers of Staffing Services for its Work Experience Programs located in
Allegan, Barry, Kent, Ionia, Montcalm, Muskegon and Ottawa Counties. Such Services
include, but are not limited to: performing background checks, running drug screens, hiring and
payroll services and providing appropriate Workers’ Compensation insurance for participants
enrolled in these programs and working on the premises of volunteer employers.
1. Description of the Work Experience Programs: The WMW/ACSET Work Experience
Programs find organizations that are excited about supervising the employment of
participants for a three (3) to six (6) month period. Program participants include: youth
between the ages of 14-24 (fourteen through twenty-four) and adults 18 (eighteen) and
older, Partnership Accountability Training Hope (PATH) participants, Prisoner Reentry
participants, and other WMW/ACSET program participants who want to work but have not
yet acquired the skills or work history to obtain a job.
B. LIMITATIONS1. WMW/ACSET assumes no contractual obligation as a result of the issuance of this RFP,
the preparation or submission of a response by a Respondent, the evaluation of an
accepted response, or the selection of finalists. This request for proposals and
information does not commit WMW/ACSET to pay any costs incurred in the
preparation of responses, to procure or contract for any service or services
whatsoever, or to award a contract. The WMW/ACSET shall not be contractually
bound until the WMW/ACSET and the successful Respondent have executed a written
contract for performance of the work. WMW/ACSET reserves the right to accept or
reject any or all bids received as a result of this request, to negotiate with any
sources WMW/ACSET deems qualified, to fund qualified bidders through
alternative funding sources if the WMW/ACSET deems such alternative funding to be
available and appropriate, or to cancel, in part or in its entirety, the request if it is in the
best interest of WMW/ACSET to do so. WMW/ACSET may require the proposing agency to
participate in negotiations and to submit any price, technical, or other revisions to their
3
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
proposals as may result from negotiations.
The terms and conditions of the RFP supersede and control those of the proposal or of any
exhibits or attachments submitted by the bidder/respondent.
2. PROPOSAL OWNERSHIPAll proposals, including attachments, supplementary materials, addenda, etc. shall become the
property of the WMW/ACSET and will not be returned to the Respondent.
3. CONFIDENTIALITYAll responses, inquiries, and correspondence relating to this RFP and all reports, charts,
displays, schedules, exhibits, and other documentation produced by the Respondent that are
submitted to the WMW/ACSET, as part of the proposal or otherwise, shall become the
property of the WMW/ACSET when received by the WMW/ACSET and may be considered
public information under applicable law.
4. WITHDRAWAL OF PROPOSALProposals may be withdrawn in person by a bidder, or authorized representative, provided their
identity is made known and a receipt is signed for the bid, but o n l y if the withdrawal is made
prior to the stated bid deadline. In case of error by the bidder in making a bid, the
Evaluation Committee may, by discretion, reject such a proposal upon presentation of a letter by
the Bidder which sets forth the error, the cause thereof, and sufficient evidence to substantiate
the claim.
5. EQUAL OPPORTUNITYThe WMW/ACSET will make every effort to ensure that all Respondents are treated fairly and
equally throughout the entire review, and selection process. The procedures established herein
are designed to give all parties reasonable access to the same basic information.
6. CONTRACTWMW/ACSET may award a contract or contracts, based on proposals received, without
discussion of such offers. Accordingly, each proposal should be submitted on the most favorable
terms from a price and technical standpoint, which the respondent can submit to WMW/ACSET.
However, WMW/ACSET reserves the right to request additional data, oral discussion or
4
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
presentation, in support of written proposals. Requests for additional information regarding the
proposal have a three (3) working day limit on the time allowed to respond. All responses must
be in writing. Failure to comply with this stipulation may result in an adverse consideration of the
proposal.
The terms and conditions of the final contract awarded supersede and control those of the RFP
and of any proposal or of any of the exhibits or attachments submitted by the Respondent.
7. EXTENSIONThe initial contract period is from October 1, 2015 through September 30, 2016. However,
WMW/ACSET may offer two (2 ) one (1 ) year extensions of this contract based on
performance, cont inued need , adequate funding, and subsequent approval by the
Workforce Development Board (WDB). However, in the event that changes in Federal and/or
State legislation or administrative directives should require significant changes in program
operation, the WDB may decide that a new competitive procurement is warranted.
8. FUNDING SOURCE & ADMINISTRATIONAll programs and services to be operated under this Request for Proposal will be funded
under the Workforce Investment a n d O p p o r t u n i t y Act (WIOA), Temporary Assistance to
Needy Families (TANF), or other applicable funding as allowed by law. Reductions or
increases of the budget level may be necessary during the course of the contract based on
increased or decreased levels of funding.
9. COSTPlease provide a detailed, itemized budget for the contract period: October 1, 2015 - September
30, 2016. Only costs directly related to the delivery of services and properly supported with
back-up data and records will be allowable charges.
10. INDEMNIFICATION/ASSURANCES AND CERTIFICATIONSOrganizations or agencies submitting a proposal must be willing to sign a contract, which will
provide a full indemnification and hold harmless of any liability of WMW/ACSET or its
governing bodies for any services conducted by the contract agency. The contract will include
a full statement of responsibility for reimbursing WMW/ACSET for any costs or
expenditures which are disallowed in an audit, or for any other claims which might be made
5
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
against the program operator by a customer or other interested party.
11. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITIESRespondents who are awarded a contract shall not discriminate against an employee or
applicant for employment with respect to hire, tenure, terms, conditions or privileges of
employment, or a matter directly or indirectly related to employment or participation
because of race, color, religion, national origin, age, sex, disability, height, weight, marital
status, political affiliation, beliefs, or citizenship.
12. MONITORINGWMW/ACSET will be monitoring, auditing, and evaluating all services throughout the contract
period.
13. TECHNICAL ASSISTANCEAssistance will be available via email as required to develop responses to this RFP.
Organizations are, however, responsible for the content and for the development of their own
proposals. Questions may be emailed to [email protected] until September 16,
2015. Responses will be posted to WMW/ACSET’s website.
14. PROPOSAL SUBMISSIONTo be considered, four (4) copies (one with original signatures) of the proposal must be received
in the WMW/ACSET office at 1550 Leonard NE, Grand Rapids, MI 49505 by 4:00 p.m.,
September 18, 2015. A CD containing the proposal in MS Word may also be submitted along with
the hard copies, but is optional. Instructions provided in this RFP document should not be
submitted with the response. Responses should use affirmative language “will or shall” so that
proposals may be easily converted to contract form. The Proposal Cover Sheet (Exhibit A)
must be attached at the beginning of your submission. Review and sign all appendices where
appropriate and submit with your proposal. Signatures shall be signed in blue ink. Any
proposals received after the submission date and time will be considered void and
unacceptable. The WMW/ACSET is not responsible for lateness of mail, carrier, etc., and the
date/time stamp in the WMW/ACSET Administrative Offices shall be the official date and time
of receipt. Proposals are sealed bids and no changes will be made after submission.
15. PROPOSAL EVALUATION / REVIEW CRITERIAAll proposals will be rated by a review team that may include Workforce Development
6
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
Board members and WMW/ACSET staff.
The selection of a proposal or proposals for contract award shall be made after a careful
evaluation of the proposals received by members of the Review Team. Each proposal will be
evaluated for acceptability with emphasis on the various factors enumerated under Section III,
Bidder’s Proposal, Narrative and Budget, assigning to each factor a numerical weight as
indicated. These proposal ratings will be used to formulate the committee’s funding and bidder
recommendations. WMW/ACSET staff will then complete contract negotiations with the selected
provider.
NOTE: All proposals will be subject to a cost/price analysis.
16. PROPOSAL FUNDING APPEAL PROCESS
a. A party who has submitted a proposal in response to this RFP may appeal the
decisions of the WMW/ACSET Workforce Development Board (WDB) and the
WMW/ACSET Governing Board with respect to funding proposals to the RFP. An
appeal must be in writing, signed by the person who signed the RFP and be received
by the Executive Director of WMW/ACSET within three (3) business days after the
appealing party received notice of the funding decisions of the WDB and the
Governing Board. The notice of the funding decision shall be presumed to have
been received three (3) days after mailing upon which mail is regularly delivered. All
appeals are to be addressed to:
Jacob Maas
Executive Director of MW/ ACSET
1550 Leonard NE
Grand Rapids, MI 49505
b. An appeal must state a factual and/or legal basis for the appeal and not merely
subjective opinions. An appeal that includes information not contained in the
appealing party’s original proposal will not be considered; provided, that an appeal
may allege that a successful respondent has made a false certification regarding
debarment, suspension, ineligibility, voluntary exclusion, or lobbying, or has had a
grant or contract terminated by, or been sanctioned by, a public funding agency.
7
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
c. WMW/ACSET may summarily dismiss an appeal, which does not comply with
sections a or b, and shall send the appealing party written notice thereof within 5
business days of its receipt of the appeal. Such a summary dismissal is final.
d. WMW/ACSET shall notify the successful respondent in writing that an appeal has
been filed within three (3) business days of its receipt of the appeal, unless it is
dismissed pursuant to section c. If an appeal contains allegations concerning the
successful respondent as described in section b, WMW/ACSET shall also send a
copy thereof to the successful respondent with notice that it may send WMW/ACSET
a written response to such allegations within 5 business days. The Executive
Committee of the WDB shall meet within 15 business days of WMW/ACSET’s
receipt of the appeal to consider it, together with any response received from the
successful respondent. The Executive Committee shall present its
recommendations thereon to the WDB at its next regularly scheduled meeting.
e. The WDB shall make a decision upon the appeal, which shall be presented to the
WMW/ACSET Governing Board at its next regularly scheduled meeting. The
Governing Board shall consider the appeal, as well as any response from the
successful respondent/respondent, and make a decision thereon. An appeal shall
not be successful unless it receives a favorable decision from both the WDB and the
WMW/ACSET Governing Board. WMW/ACSET shall provide the appealing party
and the successful respondent with copies of the decision of the WDB and the
WMW/ACSET Governing Board within 5 business days after the meeting of the
Governing Board.
f. In the event that the Governing Board and the WDB reach different decisions upon
an appeal, the Governing Board and the Executive Committee of the WDB shall
each appoint 3 members of their respective bodies to a conference committee, which
shall meet within 10 business days after the meeting of the Governing Board, and
reach a decision of the appeal. The committee shall provide the appealing party and
the successful respondent with written copies of its decision within 3 business days
of its meeting. The decision of the conference committee shall be final.
17. TERMINATION FOR CONVENIENCE (TFC)
8
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
The WMW/ACSET may terminate any contracts awarded pursuant to this RFP for convenience
(TFC), which is an express termination right, in whole or in part, if the WMW/ACSET determines
that cancellation is in WMW/ACSET’s best interest. WMW/ACSET will not be liable for any
anticipatory profit in the event of a TFC. Reasons for termination will be left to the sole
discretion of WMW/ACSET.
Any such termination shall be instituted by delivery to the Subrecipient/Contractor of a written
notice specifying the extent to which performance of the work under the contract is terminated
and the date on which termination becomes effective.
18. CHOICE OF LAW.Any Contracts awarded pursuant to this RFP will be executed in the State of Michigan and shall
be governed by Michigan law.
19. INSURANCEThe provider must maintain the insurance coverage required by the WMW/ACSET while any
agreement is in force, including automatic renewal terms, and shall provide documentation of
such insurance in a form satisfactory to the WMW/ACSET when required.
SECTION II: SERVICES REQUIREDA. The successful respondent will provide staffing services for the Programs described in
Section I, A., including, but not limited to, performing background checks and drug screens
on program participants; maintaining personnel and payroll records on assigned
participants; paying them, withholding and transmitting payroll taxes; making unemployment
contributions; and handling unemployment and workers’ compensation claims with respect
to compensation that respondent has agreed to pay.
B. The respondent will implement procedures to insure that assigned participants’ timesheets
are obtained from the employer in a manner which insures timely payments to all qualified
program participants. Respondent shall provide the Work Experience Coordinator, or other
designated staff with records of the timesheets for each participant by the payroll date.
C. Respondent will provide workers’ compensation insurance for assigned program
participants. Respondent must agree to defend, indemnify and hold the WMW/ACSET and
its officers, departments, and employees harmless as to any and all work related injuries,
and provide the worker’s compensation insurance to cover any and all work related injuries.
D. Respondent will screen the assigned program participants based on the specific checks and 9
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
tests set by WMW/ACSET, if any. The actual cost of screening will be passed through to
WMW/ACSET.
E. Respondent will cooperate fully and assist in the investigation and resolution of any
complaint, claims, actions or proceedings which may be brought by or involve any assigned
program participants. The respondent will immediately notify WMW/ACSET of any injury or
accident occurring while assigned program participants are performing program related
work and any claim for worker’s compensation benefits.
F. The respondent will disseminate to program participants any OSHA or safety-related
information supplied by WMW/ACSET.
G. Respondent will meet with WMW/ACSET staff at regular and mutually acceptable times to
discuss and resolve any issues with the respondent’s performance.
SECTION III: BIDDER’S PROPOSAL
GENERAL
All respondents must comply with the instructions below in preparing their proposal documents.
A. PROPOSAL CONTENTS
Each proposal must include (see check sheet, page 2):
Completed cover sheet (See Exhibit A)
Proposal Summary
Organizational background and capabilities
List Three References from current or former organizations the bidder has serviced
Completed budget proposal (see Exhibit B)
B. WRITTEN RESPONSE FORMAT REQUIREMENTS
The following documents should be completed in Double-spaced, Times New Roman; font size
11. Use affirmative language (words like “shall” or “will”) so the narrative can be easily converted
into contract language.
10
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
B1. Proposal Summary:Provide a concise summary or your proposed services and methods of delivery, not to exceed 1
page.
B2. Proposal Narrative
The following sections must be addressed in your proposal. Points will be awarded based upon
the quality of the responses to each section. There are a total of 100 points available.
WMW/ACSET staff will score the proposals.
DELIVERABLES
1. Describe how you will provide staffing services for the Programs described in Section I, A.,
including, but not limited to, screening program participants (including background checks
and drug screens); maintaining personnel and payroll records on assigned participants;
paying them, withholding and transmitting payroll taxes; making unemployment
contributions; providing workers’ compensation insurance, and handling unemployment and
workers’ compensation claims with respect to compensation that respondent has agreed to
pay. (25 points)2. Describe the process which your organization will follow to insure that qualified participants’
timesheets are obtained from the employer in a manner which insures timely payments to
all qualified program participants. (10 points)3. Describe your organization’s policy limits for worker’s compensation insurance and general
liability insurance. (25 points)4. The Work Experience Programs may require placing applicants who have some barriers to
employment such as criminal records and learning disabilities; describe how you will modify
your normal screening procedures to accommodate participants with these barriers and
ensure that they receive opportunities to obtain work experience. (10)5. Describe the procedures your organization follows to insure dissemination of safety-related
information to assigned participants. (5 points)
C. BUDGETSubmit your Itemized Budget as Exhibit B. Provide a breakdown of costs by each separate
line item, i.e., screening costs, Workers’ Compensation costs, and Mark-up rates . Only costs
directly related to the operation of the contracted service and properly supported with data will
be allowable charges to the program. Provide both Straight Time Pay-Rate and a Mark-up over 11
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
Pay-Rate. (25 points)
Exhibit A.
A. PROPOSAL COVER SHEET
PROPOSAL TO PROVIDE SERVICESTO WMW/ACSETCOVER SHEET
Agency Name: _______________________________________________________________
Agency Address: ______________________________________________________________
Contact Person: _______________________________________________________________
Phone #:___________________________ Fax #:___________________________________
Email Address: _______________________________________________________________
Web Address: _________________________________________________________________
LEGAL STATUS OF ORGANIZATION:
____Governmental ___ Private, non-profit
____ Educational ___ Private, for-profit
12
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
PROPOSED SERVICES:
Staffing Services Work Experience Programs
Proposing Entity Certification
The proposing entity certifies by the signature below that the information in this application is
correct, that the entity meets the requirements of the program, and that all services provided under
a subsequent Contract will meet the requirements detailed in the RFP Instructions. The person
whose signature appears below certifies the information given in this application is true and correct
and that they are authorized to bind the proposing organization; certifies this application is a firm
offer binding the organization for a period of 90 days, and understands that approved applications
are subject to negotiation.
Authorized Representative:
____________________________________________Printed Name Title
____________________________________________Signature Date
13
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
Exhibit B
Itemized Budget
14
1550 Leonard NE Grand Rapids, MI 49505 ACSET Council Administration (616) 336-4100Fax (616) 336-4118
15