Respondents’ OrientationRequest for Proposals for

Workforce Innovation and Opportunity Act Youth Programs

COLLABORATION | EXCELLENCE | STEWARDSHIP

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Agenda

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1. Welcome – Cord Bailey2. Proposal Introduction – Amanda Cheyney3. Financial Requirements – Kiyomi Okamoto and Kai Jackson4. Procurement Requirements – Evelyn Ramirez

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Who’s in the room?

Name and organization

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Welcome and Introductions

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

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• Innovative youth programs operated under the provisions of Workforce Innovation and Opportunity Act (WIOA)• Provide high quality educational and employment services• Out-of-school youth, ages 16–24

Period of Performance• July 1, 2016 – June 30, 2017• Option to extend for four (4) additional one year periods

1.1 Solicitation

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• Respondents may include:• For-profit organizations;• Non-profit organizations;• Public agencies; and/or• A collaboration of these organizations

• SDWP committed to equal opportunity in its contracting process

1.2 Estimated Funding

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Region GeographicDistribution

Estimated Funding Availability

Minimum Number of Contracts

Metro 40% $1,680,000 3

North 29% $1,218,000 2

South 16% $672,000 1

East 15% $630,000 1

Total 100% $4,200,000 7

Subject to change based on PY 16/17 allocations from DOL/State of California

Attachment A: San Diego Regional and Geographic Boundaries Map and Zip Codes

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1.4 RFP Schedule and Timelines

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Timelines Date TimeIssue RFP Dec. 3, 2015

Respondents’ Orientation Dec. 15, 2015 10:00am-12:00pm PST

Last Day to Submit Questions Jan. 22, 2016 5:00pm PST

Notice of Intent to Submit a Proposal Jan. 22, 2016 3:00pm PST

Last Day Answers Posted on SDWP Website Jan. 29, 2016

Required Statement of Qualifications (SOQ) Feb. 2, 2016 3:00pm PST

Proposals Due Feb. 2, 2016 3:00pm PST

Oral Interviews and Evaluation Completion Mar.15-17, 2016

Youth Council Recommendation Mar. 28, 2016

Workforce Development Board Recommendation Apr. 21, 2016

San Diego Consortium Policy Board Recommendation Apr. 29, 2016

Effective Date of Contract(s) Jul. 1, 2016

1.8 RFP Questions

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Written questions ONLY:youthrfp@workforce.org

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 Jan. 22, 2016 5:00pmPST

Last Day Answers Posted on SDWP Website Jan. 29, 2016

3.5 Eligibility and Enrollment

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Ages 16–24 Not attending any school

EligibilityCriteria

3.5. Priority Populations

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Justice Involved Pregnant or parenting

Youth with Disabilities

Current or Former Foster

Refugee and Immigrant

Residing in Public Housing

Programs

Homeless and Runaway

Dropout without High School

Diploma

3.2 WIOA Program Requirements

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Outreach, Recruitment and

Orientation

Intake, Eligibility Determination

and Registration

Objective Assessment and

Referral

Individual Service Strategy

(ISS)

Case Management

Access to Range of Services

Follow Up Services

3.3 Additional Program Requirements

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Access and Location Partnerships

Business Service

Representative

Mental Health Services

3.4 Program Components

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Educational Services

Career Pathways

Work Readiness Training

Work Experience

Opportunities

Youth Development

5.6 Subcontractors

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• 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• Must include a monitoring plan• Subcontracts shall include all requirements and restrictions that

apply to this contract

• Identify subcontractors (including in-kind) in the budget documents and budget narrative

3.6 Program Management

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Attainment

•Diploma•Degree•Certificate•Credential

Placement

• Employment• Education• Training

Earnings

• After entry into unsubsidized employment

In-Program Skills Gain

• Achieve measurable skills gain

Satisfaction

• Employers• Youth

Attachment J: Budget Shell –Program Operating Plan

ENROLLMENTS & EXITS New Enrollments New Enrollments New Enrollments New Enrollments Contract End

July - Sept '16 Oct - Dec '16 Jan - Mar '17 Apr - Jun '17

Q1 Q2 Q3 Q4 Total

Total Enrollments 0

Total Exits 0

PERFORMANCE OUTCOMES

Attainments

High School Diploma 0

GED 0

Other Certificate/Credential 0

TOTAL ATTAINMENTS - - - - 0

Placements

Employment 0

Post Secondary 0

Advanced Training 0

TOTAL PLACEMENTS - - - - 0

4.1 Required Documents and Page Limits

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Documents Section Page Limit

Title Page 4.3 1 page

Table of Contents 4.3 No limit

Executive Summary 4.3 1 page

Business Description and Qualifications 4.4 2 pages

Program Content 4.5 25 pages

Past Performance 4.6 2 complete questionnaires

Organizational Chart 4.4 1 page

Budget Shell 4.7 No limit

Budget Narrative 4.7 No limit

Conflict of Interest Disclosure 6.8 No limit

4.2 Formatting Requirements

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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

4.3 Title Page, Table of Contents, and Executive Summary

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Content Page Limit

Title Page 1 page

Table of Contents No limit

Executive Summary 1 page

Worth 5 points

4.4 Business Description and Qualifications

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Content Page Limit

Business Description 2 pages

Worth 10 points

4.5 Program Content

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Content Page Limit

Program Content 25 pages

Worth 50 points

4.5 Program Content

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Program Design20 points

•Target population•Recruitment•Enrollment•Supportive services•Performance, administration •Project Management•Access & Location•Partnerships•Employer connections

Program Components30 points

• Educational Services• Career Pathways• Work Experience • Work Readiness• Financial Literacy• Entrepreneurship Training• Youth Development

Worth 50 points

4.5.2 Work Experience

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A minimum of 25% of the funds allocated must be spent on work experiences.

Work Experience Staff Time• Paid and unpaid work experience• Summer work experience• Year long work experience• Pre-apprenticeship programs• Internships• Job shadowing

• Identifying work experience• Working with employers to develop the work

experience• Working with employers to ensure a successful

work experience• Evaluating the work experience• Participant work experience orientation

sessions• Classroom training• Orientation for employers

4.6 Past Performance

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• Attachment H: Past Performance Questionnaire• Must submit TWO (2) completed Past Performance Questionnaires• Projects managed in past FIVE (5) years• If you have been funded by SDWP in last TWO (2) years, must include SDWP as one

of the agencies completing a Questionnaire

• Submission Instructions• Must be completed and EMAILED directly to YouthRFP@workforce.org• Deadline February 2, 2016

• Points• Points may be deducted if SDWP does not receive TWO (2) questionnaires via email

from the REFERRING AGENCY by the deadline.

Worth 5 points

4.7 Cost Reasonableness of Proposed Budget

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• Budget Shell (Attachment J)• Budget Detail• Personnel Detail• In-Kind Personnel Costs• Expenditure Plan• Program Operating Plan

• Budget Narrative (Attachment K)• Budget Instructions (Attachment I)• If applicable:

• Cost Allocation Plan• Indirect Cost Rate

Worth 15 points

Amended  

5.4 Program/Administrative Support vs. Program Costs

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Program/Administrative Support Program Costs

• May not exceed 20%

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

• Program Director• 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

5.5 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◦ Invoice◦ Timecard

Follows the same rules as reimbursable costs◦ Reasonable◦ Allowable◦ Necessary

• Personnel Detail Sheet

• Project Budget Detail

• In-Kind Personnel

• Expenditure Plan

• Program Operation Plan

Instructions – Attachment I

Attachment J: Budget Shell

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Amended  

32

Attachment   J:  Budget  Shell  – Personal  Detail

PERSONNEL COSTSSalaries Percent Amount Percent Amount Percent AmountProgram Director 60,000 0.00% 10.00% 6,000 10.00% 6,000 Case manager 1 50,000 0.00% 75.00% 37,500 75.00% 37,500 Case manager 2 52,000 0.00% 75.00% 39,000 75.00% 39,000 Payroll 40,000 25.00% 10,000 0.00% 25.00% 10,000 It Technician 0.00% 0.00% 0.00% - Staff Position #6 0.00% 0.00% 0.00% - Staff Position #7 0.00% 0.00% 0.00% - Staff Position #8 0.00% 0.00% 0.00% - Staff Position #9 0.00% 0.00% 0.00% - Staff Position #10 0.00% 0.00% 0.00% - Staff Position #11 0.00% 0.00% 0.00% - Staff Position #12 0.00% 0.00% 0.00% - Staff Position #13 0.00% 0.00% 0.00% - Total Salaries 10,000 82,500 92,500

Fringe Benefits Cost 3,000 24,750 27,750 Fringe Benefit Rate (input two decimal only) 30.00%

Total FTEs Budgeted 0.25 1.60 1.85

TOTAL PERSONNEL COSTS 13,000 107,250 120,250

TotalAnnualized Salary

Out-of-School Youth Support Out-Of-School Youth Program

Amended  

33

Attachment   J:  Budget  Shell  –Personal  Detail  In  Kind  

PERSONNEL COSTSSalaries Percent Amount Percent Amount Percent AmountProgram Director 0.00% 0.00% 0.00% 0Case manager 1 50,000 0.00% 25.00% 12,500 25.00% 12,500Case manager 2 52,000 0.00% 25.00% 13,000 25.00% 13,000Payroll 0.00% 0.00% 0.00% 0It Technician 45,000 0.00% 10.00% 4,500 10.00% 4,500Staff Position #6 0.00% 0.00% 0.00% 0Staff Position #7 0.00% 0.00% 0.00% 0Staff Position #8 0.00% 0.00% 0.00% 0Staff Position #9 0.00% 0.00% 0.00% 0Staff Position #10 0.00% 0.00% 0.00% 0Staff Position #11 0.00% 0.00% 0.00% 0Staff Position #12 0.00% 0.00% 0.00% 0Staff Position #13 0.00% 0.00% 0.00% 0Total Salaries - 30,000.00 30,000

Fringe Benefits Cost - 9,000.00 9,000Fringe Benefit Rate (two decimal only) 30.00%

Total FTEs Budgeted - 0.60 0.60

TOTAL PERSONNEL COSTS 0 39,000 39,000

In Kind/ Cash MatchAnnualized

SalarySupport Program Total

Amended  

34

Attachment   J:  Budget  Shell  – Program  Detail

LINE ITEM

Support Program Total Support Program Total Support Program TotalPERSONNEL COSTSSalariesProgram Director - 6,000 6,000 - 6,000 6,000 - - - Case manager 1 - 37,500 37,500 - 37,500 37,500 - 12,500 12,500 Case manager 2 - 39,000 39,000 - 39,000 39,000 - 13,000 13,000 Payroll 10,000 - 10,000 10,000 - 10,000 - - - It Technician - - - - - - - 4,500 4,500 Staff Position #6 - - - - - - - - - Staff Position #7 - - - - - - - - - Staff Position #8 - - - - - - - - - Staff Position #9 - - - - - - - - - Staff Position #10 - - - - - - - - - Staff Position #11 - - - - - - - - - Staff Position #12 - - - - - - - - - Staff Position #13 - - - - - - - - - Total Salaries 10,000 82,500 92,500 10,000 82,500 92,500 - 30,000 30,000

Fringe Benefits Cost 3,000 24,750 27,750 3,000 24,750 27,750 - 9,000 9,000 Fringe Benefit Rate= 30%

TOTAL PERSONNEL COSTS 13,000 107,250 120,250 13,000 107,250 120,250 - 39,000 39,000

In Kind/ Cash Match Section Source: ABC FoundationOut-of-School Youth

Cost Reimbursement Section Total

Amended  

35

Attachment   J:  Budget  Shell  – Program  Detail

LINE ITEM

Support Program Total Support Program Total Support Program TotalPROGRAMMATIC SUBCONTRACT COSTSSubtractor #1 55,000 55,000 - 55,000 55,000 - Subtractor #2 - - - - - Subtractor #3 - - - - - Subtractor #4 - - - - - Subtractor #5 - - - - - XXXXX - - - - - XXXXX - - - - - XXXXX - - - - - TOTAL PROGRAMMATIC SUBCONTRACT COSTS - 55,000 55,000 - 55,000 55,000 - - -

SUPPLIES COSTS Office Supplies - - - - 120 480 600 Postage/Delivery 120 120 - 120 120 - Printing/Copying 120 120 - 120 120 - XXXXX - - - - - XXXXX - - - - - TOTAL OFFICE SUPPLIES COSTS - 240 240 - 240 240 120 480 600

STAFF TRAINING AND TRAVEL COSTSXXXXX - - - - - XXXXX - - - - - XXXXX - - - - - XXXXX - - - - - XXXXX - - - - - TOTAL STAFF TRAINING AND TRAVEL COSTS - - - - - - - - -

OTHER COSTSAudit Costs - - - - - Insurance Costs - - - - - XXXXX - - - - - Indirect Costs (applied based on Cost Agreement) - - - - - - TOTAL OTHER COSTS - - - - - - - - -

TOTAL BUDGET 15,000 170,490 185,490 15,000 170,490 185,490 120 44,480 44,600

In Kind/ Cash Match Section Source: ABC FoundationOut-of-School Youth

Cost Reimbursement Section Total

Amended  

36

Attachment   J:  Budget  Shell  – Program  Detail

LINE ITEM

Support Program Total Support Program TotalOTHER COSTSAudit Costs 8,000 8,000 8,000 - 8,000 Insurance Costs 5,000 5,000 5,000 - 5,000 XXXXX - - - - Indirect Costs (applied based on Cost Agreement) - 2,800 17,049 19,849 2,800 17,049 19,849 TOTAL OTHER COSTS 15,800 17,049 32,849 15,800 17,049 32,849

TOTAL BUDGET 30,800 187,539 218,339 30,800 187,539 218,339

Indirect cost calculation:Total direct cost 28,000 170,490 198,490 28,000 170,490 198,490

Exclusion: Participant training - - - - Exclusion: Capital expeditures - - - - Exclusion: Subawards over $25,000 30,000 30,000 - 30,000 30,000

Indirect Cost Base (amount to be applied to rate) 28,000 140,490 168,490 28,000 140,490 168,490

Indirect Cost Rate (input rate per agreement with cognizant agency) 10.00% 10.00% 10.00% 10.00% 10.00% 10.00%

Allowable indirect costs to be charged to this agreement (should = row 90 and tie to allowable) 2,800 14,049 16,849 2,800 14,049 16,849

Check: Is the amount charged to the contract in line 90 less than or equal to the allowable amount in row 107?

YES NO NO YES NO NO

Variance (row 90 must be less than or equal to row 107) - 3,000.00 3,000.00 - 3,000.00 3,000.00

Out-of-School Youth Total

Amended  

37

Attachment   J:  Budget  Shell  – Program  Detail

LINE ITEM

Support Program Total Support Program TotalOTHER COSTSAudit Costs 8,000 8,000 8,000 - 8,000 Insurance Costs 5,000 5,000 5,000 - 5,000 XXXXX - - - - Indirect Costs (applied based on Cost Agreement) - 2,800 14,000 16,800 2,800 14,000 16,800 TOTAL OTHER COSTS 15,800 14,000 29,800 15,800 14,000 29,800

TOTAL BUDGET 30,800 184,490 215,290 30,800 184,490 215,290

Indirect cost calculation:Total direct cost 28,000 170,490 198,490 28,000 170,490 198,490

Exclusion: Participant training - - - - Exclusion: Capital expeditures - - - - Exclusion: Subawards over $25,000 30,000 30,000 - 30,000 30,000

Indirect Cost Base (amount to be applied to rate) 28,000 140,490 168,490 28,000 140,490 168,490

Indirect Cost Rate (input rate per agreement with cognizant agency) 10.00% 10.00% 10.00% 10.00% 10.00% 10.00%

Allowable indirect costs to be charged to this agreement (should = row 90 and tie to allowable) 2,800 14,049 16,849 2,800 14,049 16,849

Check: Is the amount charged to the contract in line 90 less than or equal to the allowable amount in row 107?

YES YES YES YES YES YES

Variance (row 90 must be less than or equal to row 107) - (49.00) (49.00) - (49.00) (49.00)

Out-of-School Youth Total

Amended  

fg

38

Attachment   J:  Budget  Shell  – Expenditure  Plan

• Input  whole  numbers,  no  decimals.  

• Total  amount  should  be  equal  to  your  total  budget  amount    (on  program  detail)  

Funding Stream Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 TOTALOut-of-School Youth 17,940.83 17,941.00 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,940 215,291 TOTAL 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,940 215,291

Funding Stream Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 TOTALOut-of-School Youth 17,941.00 17,941.00 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,940 215,291 TOTAL 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,941 17,940 215,291

Amended  

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Attachment K: Budget Detail Narrative

Include in-kind in budget and narrative

Cost Category Example Narrative

Personnel Title and main job dutiesFringe: provide detail what is included in fringe benefits

Participant Costs Supportive services $xx per ## participantsIncentives $xx per ## participantsTesting & Instructional Materials $xx per ## participants

Furniture & Equipment Laptop $3,000. $1,000 laptops for 3 case managers.

Facilities & Infrastructure (In-Kind) Rent $24,000. Main office rent $2,000/mo for 12 month.Utilities according to Cost Allocation Plan $xx per month

Programmatic Subcontract Description of programmatic services, breakdown of what is included and methodology. Ex: cost per participant, cost per cohort, cost per quarter, etc.

Supplies Office supplies $600. copy paper, pens etc. $50/mo for 12 monthPrinting & Copying $xx per quarter

Staff Travel & Training Professional development $1,200. $300 for 4 staff.Mileage $xx per ## staff per quarter

Other Indirect cost $10,000. 10% approved rate based on total direct cost of $100,000.Audit costs

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

Reference• Operations Manual, Chapter 6 Financial Management,

Section 6.14.3 Cost Allocation Plans

5.2 Cost Allocation Plan

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Acceptable  Allocation  Bases Unacceptable  Allocation Bases

• Staff  time:  time  sheets• Facilities:  space  usage• Equipment:  usage  or  machine  hours• Participant  Count:  number  of  clients   served/placed

• Prior  period  results  for  future  periods• Pre-­‐determined  costs  (budget)

5.2 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

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5.3 Indirect  Cost  Rate  Agreement

1.7 Statement of Qualifications (SOQ)

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• 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 procurement@workforce.org• Find the SOQ here: http://workforce.org/rfqrfp-opportunities

Required

6.8 Conflict of Interest

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•Conflict of Interest Disclosure – Attachment G.

•All Respondents must fill this out and submit if even if there are no actual or potential conflicts of interest.

Required

6.9 Ex-Parte Communication

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• 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.

6.1 Compliance Review

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Documents Section

Statement of Qualifications (SOQ) 1.7

Proposal Formatting 4.2

Program Content 4.5

Budget Shell and Narrative 4.7

Conflict of Interest Disclosure 6.8

6.2 Evaluation Criteria

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RFP Scoring MethodologySection Content Points

4.3 Title Page, Table of Contents, and Executive Summary 5

4.4 Business Description and Qualifications 10

4.5 Program Content 50

4.6 Past Performance 5

4.7 Cost Reasonableness of Proposed Budget 15

Written Proposal Total Available Points 85

Oral Presentation Total Available Points 15

Total Available Points 100

6.2 Evaluation Criteria

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Scoring Panel

•Community   leaders•Board  members•Outside  experts

Proposals

• Worth  85  points• 70  or  more  points

Oral Interviews

•Worth  15  points•30  minutes•Authorized  negotiator•5  individuals•March  15-­‐17,  2016

Recommendations

•80  points  or  higher

Key Dates to Remember

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Timelines Date Time

Last Day to Submit Questions Jan. 22, 2016 5:00pm PST

Notice of Intent to Submit a Proposal Jan. 22, 2016 3:00pm PST

Last Day Answers Posted on SDWP Website Jan. 29, 2016 5:00pm PST

Required Statement of Qualifications (SOQ) Feb. 2, 2016

Proposals Due Feb. 2, 2016 3:00pm PST

Oral Interviews and Evaluation Completion Mar.15-17, 2016

Youth Council Recommendation Mar. 28, 2016

Workforce Development Board Recommendation Apr. 21, 2016

San Diego Consortium Policy Board Recommendation Apr. 29, 2016

Effective Date of Contract(s) Jul. 1, 2016

Question and Answers

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• Name & Organization• Please reference

• Page number• Section • Attachment

Written questions ONLY:youthrfp@workforce.org

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.