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Request for Proposals (RFP) Workforce Innovation and Opportunity Act of 2014 One Stop Operator

Workforce Development Board of Herkimer, Madison & Oneida Counties, Inc. (WDB)

Request for Proposals

 

Workforce Innovation and Opportunity Act of 2014 One Stop Operator

 

Contract Period: July 1, 2017 to June 30, 2018

* At its discretion the WDB may amend contracts based on performance and funding availability, and/or renew contracts for up to 3 consecutive contract periods (July 1 through June 30) based on performance and funding availability, through June 30, 2021.

 

Essential Information w/Dates

Release Date

March 6, 2017

Question Deadline

Questions Due by: March 17, 2017

Electronic Response posted as FAQs by March 20, 2017

Deadline for Submission

April 7, 2017

Workforce Board Approval

April 28, 2017

Formal Award Notification

May 1, 2017

Target Start Date

July 1, 2017

 

Contracting Entity:

Workforce Development Board of Herkimer, Madison & Oneida Counties, Inc. (WDB)

209 Elizabeth Street

Utica, New York 13501

 

1. BACKGROUND

The Workforce Development Board of Herkimer, Madison & Oneida Counties, Inc. (WDB) is a not for profit agency with a long history of providing employment and training programs in the three county region.  Most recently the system was funded under the Workforce Investment Act of 1998 (WIA), which took effect in the year 2000 and connected multiple federally funded employment and training programs in the local workforce area. The Workforce Innovation and Opportunity Act (WIOA) was signed into law on July 22, 2014 and supersedes WIA with the intent of strengthening the workforce system through alignment of services to promote innovation, as well as individual and national economic growth.  (To read the full law: https://www.doleta.gov/wioa/ ) Inclusive in the requirements under WIOA is the necessity to competitively select a ‘one-stop operator’ to support the implementation of services within the career center system locally.

The WDB is responsible for the oversight of programs and funding the workforce development system.  WDB is located at 209 Elizabeth St., Utica, NY 13501.

To service the local area, thousands of local job seekers and businesses receive employment and training services through three (4) Working Solutions Centers.  This includes, comprehensive career centers located at 207 Genesee St., Utica, NY 13501, 300 West Dominick St., Suite 1, Rome, NY 13440, 320 N. Prospect St., Herkimer, NY 13350 and 133 N. Court St., Wampsville, NY 13163, with additional services supported through competitively procured contracts with local organizations.

The Working Solutions Centers are “one-stop” access points for services available through the system.  Job seekers can utilize resource rooms stocked with computers, copiers, faxes, telephones, and job search materials, attend workshops, receive one-to-one job search assistance, career counseling, and access training funds to improve skills.  Businesses find qualified employees, post jobs, access training funds to upgrade their workforce skills, and use the Career Centers to conduct recruitment events, get tax credit information, access outplacement services for laid-off employees and get connected to other economic development resources and initiatives.   Additional information on programs and services can be found at www.working-solutions.org.

 

2. PURPOSE

Background:

WIOA’s focus is on further enhancing the high quality one-stop center system by continuing to align investments in workforce, education, and economic development to regional in-demand jobs. The new law places greater emphasis on local resource coordinator to better meet the needs of jobseekers, workers, and businesses.  This includes the cultivation of partnerships and strategies necessary for one-stops to provide job seekers and workers with the high-quality career services, education and training, and supportive services.  Therefore, under WIOA the Working Solutions Centers are required to partner with a range of federally funded employment and training programs to promote the coordination of services on behalf of job seekers and businesses. 

The One Stop Operator will be integral in supporting the system and coordinating these services.  The mandated partners include:

  • WIOA Title I: Workforce Development Board of Herkimer, Madison & Oneida Counties, Inc.
  • WIOA Title II:  NYS Department of Education
  • WIOA Title III/TAA/Unemployment Compensation/Wagner Peyser: NYS Department of Labor
  • WIOA Title IV:  Rehabilitation Act, NYS Commission for the Blind and ACCES-VR
  • Title V- Older Americans: Associates for Training & Development, Inc.
  • CTE-Perkins: HMO BOCES, Mohawk Valley Community College & Herkimer BOCES
  • CSBG: Community Action Agency for Madison County, Inc. & Mohawk Valley Community Action Agency, Inc.
  • Temporary Assistance to Needy Families: Herkimer County Department of Social Services, Madison County Department of Social Services & Oneida County Department of Social Services 
  • Youth Build: Mohawk Valley Community College & WDB

 

Role of the One Stop Operator:

The One Stop Operator (“Operator”), in a consultant role, will play a critical role in supporting the local workforce system to coordinate its diverse partners to achieve its service delivery vision and reach it’s ‘to be defined’ performance goals.  Specifically, the Operator will:

  • Convene up to four meetings per year of mandated partners to support the Memorandum of Understanding (MOU)[1] implementation.  The Operator will develop meeting agendas, (in conjunction with WDB staff), meeting activities, facilitate meetings, and provide meeting notes. 
  • Additionally, in conjunction with staff from WDB the Operator will develop an appropriate mechanism to semi-annually report on the progress and performance of the partnerships across the system to the Workforce Development Board.
  • Support WDB in developing benchmarks to measure a baseline of “system performance”, e.g. customer service, system flow, etc.  In future years, the expectation is that the Operator will make recommendations for continuous improvement based on this data.

3. FUNDING

WDB intends to obligate no more than $3,000 annually for this reimbursement-based contact.  At its discretion the Board may amend contracts based on performance and funding availability, and/or renew contracts for up to 3 consecutive contract periods (July 1 through June 30).   Proposers must include the proportion of the rate that is staff time, versus other expenses, i.e. fringe, travel, etc.

4. APPLICANT ELIGIBILITY 

The WIOA Joint Final Rule requires Local Workforce Boards to use a competitive process based on local procurement policies and procedures, and the principles of competitive procurement in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) at 2 CFR part 200 and 2 CFR part 2900, which may be found at http://www.ecfr.gov.  To ensure a unbiased competition, RWI through the New York Association of Training and Employment Professionals (NYATEP), is soliciting proposals from governmental units, public or private not-for-profit or for-profit entities (including corporations, partnerships, or sole proprietorships), eligible local educational agencies, faith-based and community-based agencies, and/or a consortium of WIOA partners as described in the law.  For more information on eligibility see: https://wdr.doleta.gov/directives/attach/TEGL/TEGL_15-16_Acc.pdf As a result of this process, the NYATEP will collect, independently review, and recommend a proposer to the Workforce Development Board’s Executive Committee for selection. 

Qualifications are as follows:

  • An understanding of the Workforce Innovation and Opportunity Act.  Similarly, a general understanding of the local workforce system and its stakeholders is not required, but preferred.
  • Strong, demonstrated experience (3-5 years) facilitating large, diverse stakeholder groups to a common goal or outcome is expected.  The ability to remain a neutral facilitator will be critical.
  • Experience in meeting agenda development, planning, and execution.
  • Ability to work closely with Workforce Development Board to monitor the system’s strategic objectives and make recommendations for system continuous improvements.
  • Other roles and responsibilities as defined by the Board.

5. PROPOSAL INSTRUCTIONS

5.1 Deadline

Proposals submitted in response to this RFP must be received as a solitary PDF document no later than 12:00 p.m. (Noon) on April 7, 2017 via mail or email (subject line to read “One Stop Operator Proposal for  HMO WDB”) to Melinda Mack at mmack@nyatep.org.  All proposals should be addressed to:

Melinda Mack, Executive Director

NY Association of Training & Employment Professionals

540 Broadway, 5th floor

Albany, New York 12207

 

Proposals received to the above address/email on/or before the deadline and that comply with all RFP requirements will be reviewed and considered for funding.

 

5.2 Evaluation Criteria

A committee of the NYATEP staff will review all proposals to ensure compliance with the requirements of the RFP, and rate the proposals accordingly.  NYATEP intends to host a blind evaluation, where the organization’s name will be redacted during the review to ensure an unbiased review. Evaluation is based on but not limited to:

The committee will look for demonstrated experience, capability and description of proposed approach of each proposal. The rating scale (Maximum of 75 points) is as follows:

  • Understanding of the local workforce system and WIOA (5)
  • Convening and facilitating diverse partners to an outcome (20)
  • Client engagement approach (15)
  • Meeting development (10)
  • Development of performance reports and outcomes for “partnerships” (10)
  • Understanding of continuous improvement (5)
  • Proposed hourly rate (10)

If necessary, to clarify specific points regarding what is proposed, NYATEP staff will reach out directly to the proposer.

Based on the results of the review process, NYATEP will make recommendations to Executive Committee of the Board the week of April 17th.   The Workforce Development Board makes the final approval of funding on April 28, 2017, and notifying the vendor on May 1, 2017.

5.3 Format of Proposal

  • A single optimized PDF document
  • Arranged in proper order
  • Not to exceed eight (8) pages of narrative
  • Formatted to 8.5 x 11 paper size using 12 point font, 1 inch margins and Times New Roman
  • Text lines may be single spaced
  • All pages of narrative section must be numbered and contain the applicant name as the footer
  • Quantify hours of service, and other crucial components of service delivery
  • Any proposed collaboration must be supported by detail
  • Be concise and avoid extraneous references and unnecessary detail

5.4 Content Requirements

Organizations with interest in providing the requested services should submit a proposal narrative of not more than three pages that outlines the following information (see Sections 4 and 5.2 for more detail)

  • The organization or entity’s understanding and experience in workforce development, including the local system, and/or of WIOA and WIA.
  • Overview of the organization or entity’s previous experience facilitating large, diverse stakeholder groups to a common goal or outcome is expected.  Specific examples are strongly encouraged.  What is your approach in navigating and resolving challenging partnerships?
  • Description of the organization or entity’s expected client engagement approach. Frequency and methods of communication; expected approach in meeting agenda development, planning, and execution, etc.
  • Other information, experience, or products deemed relevant to this solicitation.

Required attachments will not count against the narrative page total. Such attachments include: 

  • Resumes of key staff who will be assigned to this project and their roles on the project;
  • Hourly rate, and expenses included within the hourly rate calculation;
  • and three recent (last 5 years) references.
  1. Questions on the RFP

Questions relating to the RFP are to be sent to Melinda Mack at mmack@nyatep.org with the subject line: “Question Relating to HMO WDB RFP” by March 17, 2017.  A consolidated electronic response to the questions will be posted, and made publicly available at www.nyatep.org on March 20, 2017.


[1] Under WIOA, each mandated partner is required to enter into a Memorandum of Understanding that outlines the service delivery and financial relationship for co-located partners, and service delivery coordination and “cost sharing” for non-co-located partners.  MOUs are required to be in place by July 1, 2017.