Central Pennsylvania Workforce Development Corporation Request for Proposal. Career Coaching Services

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1 Central Pennsylvania Workforce Development Corporation Request for Proposal Request for Proposal Project: to Support the Growing STEM Talent in Central Pennsylvania Initiative Funded by the United States Department of Labor H-1B Technical Skills Training Grant Organization: Central Pennsylvania Workforce Development Corporation (CPWDC) 130 Kelly Square, Suite 1 Lewisburg, PA Contact: Rebecca A. Brocious, Grant Project Coordinator Phone: x231 Fax: Purpose of the Request for Proposal The Central Pennsylvania Workforce Development Corporation (CPWDC) is accepting proposals from individuals, agencies, or companies to provide professional career coaching services. Services will be strategically located throughout the nine-county region and may be provided by more than one respondent. Services will support the recruitment, assessment, support and placement of 170 unemployed and 30 incumbent workers who will be recipients of approximately $2 million in scholarships for advanced degrees or credentials as part of a fouryear grant to increase the technical skills of Central Pennsylvania residents. Background Information on CPWDC CPWDC, incorporated as a 501c3, is a Workforce Investment Board (WIB) authorized under the Workforce Investment Act of CPWDC governs workforce development policy for the nine-county Central Pennsylvania region (Centre, Clinton, Columbia, Lycoming, Mifflin, Montour, Northumberland, Snyder and Union counties). The WIB is comprised of 41 members, the majority of which represent the private sector. CPWDC s mission is to be the leading vehicle for regional unification, coordination, integration and alignment of workforce activities, resources and initiatives to support economic sustainability, improve education systems and develop and retain a quality labor force in Central Pennsylvania. This mission is accomplished through the oversight of six (6) PA CareerLink locations strategically located throughout the region and the management of a portfolio of competitive grants and special initiatives. Project Background CPWDC received a $3,045,533 grant to execute a cross-industry strategy to grow STEM (Science, Technology, Engineering and Math) talent in support of the region s key economic drivers advanced manufacturing, health care and natural gas industries. CPWDC is one of 36 organizations across the country competitively selected to participate in this four-year project to build the technical skills capacity of the workforce. The grant program will train regional workers in five sectors: Nursing, Allied Health, Engineering, Information Technology and Management*. The funding was received under the US Department of Labor s H-1B Technical Skills Training Request for Proposal Page 1

2 Grant competition which was designed to support high-growth fields in which employers are currently using the H-1B nonimmigrant visa program to hire foreign workers. The grant will advance 170 unemployed individuals with some college and/or a degree along STEM career pathways through acquisition of additional credentials or degrees and connect them to employment opportunities within Central Pennsylvania. The grant will also aid companies in identifying their greatest areas of exposure caused by lack/loss of talent and executing a plan to develop that talent internally by helping 30 incumbent workers advance in their careers. From research cited in the grant proposal, it was found that in March 2011, regional unemployment was 6.9% with individual counties ranging from 8.0% in Northumberland to 5.3% in Centre. Prior to the recession, the civilian labor force in the Central Region peaked at 306,100. After the start of the recession, the labor force contracted to its lowest point by 1.1% to 302,700 in December The labor force has rebounded to pre-recession levels, attributable to demographic momentum (i.e., the eligible population aging into the workforce). However, the employed population is 2% lower than pre-recession highs and the unemployed population is over 50% larger, pointing to a mismatch between applicants skills and job requirements. In a jobless recovery, job seekers and incumbent workers must learn new skills to keep pace with the changing economy. Even at the peak of unemployment in the region, some jobs, particularly highly technical, skilled trades and managerial jobs went unfilled. This mismatch between available talent and open jobs is compounded by several regional demographic and economic factors. Training is a necessary response to current and future needs of the region s major employment clusters, including not only the established advanced manufacturing and health care industries but also the recentlyemerged natural gas industry, which has placed an unprecedented demand on labor supply in Pennsylvania. In order for local residents to become qualified to move into these positions, advanced education levels will be required. *See Addendum for Targeted High-Growth Industries/Occupations Project Overview Career coaching is an integral part of the grant design to help qualified job seekers navigate their career decision making and education experiences and ultimately successfully complete training and become employed. Career coaches will: Provide labor intensive career coaching services to support a caseload (size to be determined based on the number of individuals providing career coaching services of qualified participants Recruit and guide participants from targeted populations through assessments, create individual education plans and maintain personal portfolios; Serve as advisors to participants, help them identify personal goals and plan career moves, including attainment of additional degrees or credentials; Track progress and make referrals to assistance programs as needed after participants are enrolled in training; and Assist with job search following training completion, such as hosting networking events, providing feedback on resumes and strategizing for a successful job interview that incorporates prior and newly acquired skills. Request for Proposal Page 2

3 Qualifications The following qualifications must be met by any individual providing career coaching services through this RFP: Must demonstrate previous experience with providing workforce and career coaching services. Must have at least a Bachelor s degree, preferably in a STEM occupation. Must have experience working with STEM-related occupations/industries and an understanding of STEM educational requirements, workforce needs and hiring criteria. Must possess skills in listening, processing, and adjusting counseling techniques to the skills of the participants in addition to offering creative viewpoints. Should be knowledgeable in human resources and the region s job search strategies. Must have demonstrated experience working with unemployed/underemployed adults, mid-life career changers and/or adult learners. Must be able to provide support to a caseload of up to 100 participants, serve as their advisors, maintain portfolios on each participant and facilitate job search following training to completion. Must have the flexibility to provide career coaching services in and around the State College and/or Lewisburg/Williamsport labor market areas at times and locations convenient to participants. Must be available to provide services between April 1, 2012 and November 15, Scope of Work This RFP focuses on procuring career coaching services to support the grant across the following components. Ultimately, those individuals providing career coaching services are responsible for assisting participants in addressing barriers that they did not previously complete post-secondary education and provide support to help them persist through challenges of balancing employment, training and family responsibilities to successfully earn advanced credentials. 1. Development of Program Requirements The selected provider will work closely with CPWDC to finalize the program requirements that follow the grant guidelines and, satisfy the needs of the WIB and its partners. Career Coaches will be knowledgeable about grant requirements, participant eligibility and all policies and procedures. Career Coaches will be visible representatives of the grant and be primarily responsible for all direct communication with grant participants. 2. Program Referral The selected provider and CPWDC will establish a plan to accept referrals of individuals that may meet criteria as program participants. CPWDC will be responsible for coordinating broad recruitment strategies with a variety of partners, including but not limited to PA CareerLink facilities, post-secondary educational institutions and community partners. Career Coaches will be expected to maintain contact with referral partners and may be asked to conduct some outreach support during the rollout of the grant. 3. Client Assessment Coaches providing career coaching services will assess the applicants to determine their appropriateness for the program along three continuums: Personal Readiness: review career goals, budgeting, time management and other topics directly influencing the likelihood of successfully completing a STEM training program within the allotted time period. Entrance Exams: Applicants will be required to pass entrance exams (ACT, SAT, GRE or institution-specific assessments) prior to receiving a scholarship. For training not Request for Proposal Page 3

4 requiring an entrance exam, applicants will take WorkKeys Assessments Career Readiness Prior Learning Assessment: The length of training needed and cost to pursue one of the targeted occupations could be reduced because of the individual s prior college experience and work experience. Pennsylvania s Department of Education has developed multiple resources to assist students in getting credit for work experience, college credits or military service. Additionally, career coaching services will engage the applicants in a conversation about expectations and long term career goals, promote job shadowing to provide them with a reality check about the occupation they are pursuing. 4. Training Scholarships Coaches providing career coaching will use the assessment results to make recommendations to CPWDC for scholarship award. Priority will be given to individuals who require two (2) years or less of education to move into a targeted occupation and have documented their financial plan to pay for any educational costs beyond scholarship. CPWDC will be responsible for issuing scholarships directly to training providers for the participants. 5. Track Progress - Throughout the training period, individuals providing career coaching will develop and use tracking tools to will monitor participant progress, arrange academic support as needed to support academic success and make other referrals as needed to address barriers to training completion. 6. Job Placement Individuals providing career coaching services are not directly responsible for job placement, but they will be expected to facilitate post-training job placement through networking, job club specifically for grant participants and completion of individual portfolios. PA CareerLink services will be available to support job placement. Timeline of Services The grant period is November 2011 through November Career coaching services are expected to begin in approximately April 2012 and continue through the completion of the grant. CPWDC expects that demand for services will fluctuate throughout the grant period depending on the flow of participants through the process outlined above. For at least the first two (2) years of the grant, respondents should expect to balance new referrals with participants already enrolled in training. Budget The estimated budget for career coaching services during this multi-year project (April 2012 November 2015) will not exceed $320,000 to cover such costs as salaries/benefits, operating costs and travel. Funding will be distributed to one or more respondents selected to provide services across the nine-county region. Technical Assistance Technical Assistance will be provided through a written question and answer format. Potential respondents will be given 10 business days following the release of the RFP to identify specific questions and submit them in writing to the CPWDC. Questions must be submitted in writing by 4:00 p.m. on March 6, Please address questions to: Request for Proposal Page 4

5 Rebecca Brocious Grant Project Coordinator CPWDC Questions should be submitted by fax to or by to A question and answer response document will be ed to all respondents and posted on the CPWDC website at by March 7, RFP Required Elements Each proposal must include the following sections according to the guidelines below: 1. Cover Page 2. Project Description 3. Qualifications 4. Financial Information Responses must be typed, using at least 11 point font; single-sided with one inch margins. Respondents must submit a complete electronic copy of the proposal by 4:00 p.m. on March 16, 2012 AND mail one (1) original hard copy postmarked by March 16, 2012 to: Rebecca Brocious Grant Project Coordinator CPWDC 130 Kelly Square, Route, Suite 1 Lewisburg, PA The electronic proposal must be submitted with career coaching services in the subject line of the . The original hard copy must be submitted in an envelope clearly marked in the lower left hand corner with the following information: Request for Proposal for Career Coaching. It is the responsibility of the respondent to ensure that the proposal is received by CPWDC according to the instructions above. Cover Page The proposal must include the standard cover page found in Attachment A. Project Description Each proposal must identify how the designated staff will provide career coaching services. The project description should answer the following questions: 1. Please describe your organization s mission and philosophy and how this proposal relates to your organization s goals and to the purpose of the H-1B Technical Skills Training Grant program. 2. In what geographic area(s) of Central Pennsylvania are you capable of providing career coaching services? Describe the location from where services will be based and the manner in which services will be accessed by participants within the designated geographic area. 3. Describe what participants would experience in each of the elements defined in the scope of work. For each element, describe the overall approach, tools/resources Request for Proposal Page 5

6 (including professional and personal networks) that would be used to support participants and expected outcomes. 4. Describe how you will integrate technology in the career coaching process to enhance the participants experience, improve communication throughout the process and demonstrate high-tech capabilities and promote virtual career coaching. 5. Describe how your approach balances the needs/interests of the participant with the candid and authentic nature of career coaching to develop appropriate and achievable educational and job placement goals. 6. Describe how you will collect data, prepare documentation and ensure confidentiality of participants records. 7. Describe how you have evaluated the success of relevant programs and how those successes will be incorporated into the service delivery outlined in this proposal. 8. Describe your process for conducting program monitoring and evaluation processes, including customer satisfaction surveys, throughout the contract period. Qualifications Each proposal must describe the qualifications of the company or organization and individual(s) who will provide the career coaching services. In addition to answering the following questions, please include a resume for each person involved in career coaching. 1. Describe your previous workforce or career coaching experience. 2. Describe your previous experience with the targeted population. 3. Describe your personal and professional experience and knowledge related to STEM occupations. 4. Describe your experience administering and evaluating assessment results to recommend career planning strategies. Financial Information Complete the required Budget Form found in Attachment B and include a narrative with the Project Budget to describe: 1. How the project s proposed budget supports the stated objectives and activities in the project; 2. How funds are allocated to minimize administrative costs and support direct services to participants; 3. Indirect cost rate (if applicable); and 4. For each staff, the annual salary and the percent of time that will be charged to this grant. Request for Proposal Page 6

7 Other Terms and Conditions Who May Respond Any qualified individual or non-profit, for-profit or educational entity licensed to do business in Pennsylvania who has experience related and relative to the scope of work detailed in this RFP. Only proposals from organizations that are located within and/or can demonstrate that they have the ability to provide the outlined services within the Central Region will be considered. Allowable Expenditures Funds that may be available for this solicitation must be expended on services related directly to the project outlined in this RFP. CPWDC is not responsible for any costs incurred by respondents prior to the selection. The cost to develop and submit a proposal in response to this RFP is not reimbursable. Availability of Funds This RFP is being solicited based on available funds. Confidentiality/ Right To Know Law CPWDC must comply with Pennsylvania s Right-To-Know Law, Act 3 of 2008, effective January 1, 2009, and may be requested and required to release information from proposals received in response to this RFP. Disclosure of Proposal Contents Proposals will be held in confidence and, except for selected proposals, will not be revealed or discussed with competitors. All materials submitted with the Proposal, and the Proposal itself, become the property of CPWDC and will not be returned. CPWDC reserves the right to use any or all ideas presented in any proposal. Selection or rejection of the proposal does not affect this right. Rejection of Proposals CPWDC reserves the right to reject any or all proposals, in whole or in part, received as a result of this request or to negotiate separately with competing respondents. A contract for the accepted proposal will be based upon the factors described in this RFP. Response on Action Taken Regarding Proposal All proposals submitted will receive a response as to the action taken by CPWDC. Respondents may request a briefing on the action taken on the proposal. Disclaimer The submission of a proposal to CPWDC does not assure or imply an award of a contract to the entity submitting the proposal. CPWDC reserves the right to accept or reject any or all quotes, in whole or in part, to negotiate any offer made, and/or to cancel or amend any part of this application package for whatever reason. Proposal Evaluation Non-Responsive Proposals Proposals may be judged non-responsive and be removed from further consideration if any of the following occur: 1. The proposal is not received in a timely manner in accordance with the terms of this RFP. 2. The proposal does not follow the specified format. Request for Proposal Page 7

8 3. The respondent does not present adequate documentation of qualification for this project. Review Process The CPWDC may, at its discretion, request presentations by or meetings with any or all of the respondents, to clarify or negotiate modifications to the proposals. However, CPWDC reserves the right to make an award without further discussion of the proposals submitted. Therefore, proposals should be submitted initially on the most favorable terms, from both technical and price standpoints, which the respondent can propose. CPWDC has the right to fund a lower ranked proposal over a higher ranked proposal because of valid policy considerations, including but not limited to, organizational experience and geographical considerations. Project Commencement The project will commence upon issuance of a contract between the CPWDC and the approved provider(s). Costs incurred for project activities performed prior to issuing the contract will not be approved for payment. Important Dates The following is the timeline guide for the procurement of services outlined within this RFP. Request for Proposal issued: February 21, 2012 Technical assistance questions submitted: March 6, 2012 Technical assistance answers returned: March 7, 2012 Proposals submitted by: March 16, 2012 Staff review begins: March 17, 2012 Notification of award expected: On or before March 26, 2012 Funds available: Upon contract with selected vendor The proposal submission date is a firm date unless changed by the CPWDC with the proper notification. All other dates are estimated and may change or be extended without notification. Request for Proposal Page 8

9 ATTACHMENT A STANDARD COVER PAGE Name of Organization/Individual: Address: Primary Contact Person: Address: Telephone: Fax: Type of Organization: Private For-Profit Non-Profit Government Other In addition to the attachments described in the RFP requirements, include the following hard copies in your original response mailed to CPWDC: Last two year s audited financial statements Your business license (hard copy), if applicable Attachment C Request for Proposal Page 9

10 ATTACHMENT B Project Budget Budget Summary by Categories Budget Components Project Cost Salaries Fringe Benefits Travel Equipment Supplies Contractual Overhead Other Total Budget Narrative Please describe and justify the cost of each of the budget categories above.. Request for Proposal Page 10

11 ATTACHMENT C CERTIFICATION FORM On behalf of the Respondent: The individual signing certifies that he/she is authorized to contract on behalf of the Respondent. A. The individual signing certifies that the Respondent is not involved in any agreement to pay money or other consideration for the execution of this agreement, other than to an employee of the Respondent. B. The individual signing certifies that the prices in this proposal have been arrived at independently, without consultation communication, or agreement, for the purpose of restricting competition. C. The individual signing certifies that the prices quoted in this proposal have not been knowingly disclosed by the Respondent prior to an award to any other Respondent or potential Respondent. D. The individual signing certifies that there has been no attempt by the Respondent to discourage any potential Respondent from submitting a proposal. E. The individual signing certifies that he/she has read and understands all of the information in the Request for Quote, and will comply with all the terms and conditions set forth in this Request for Quote. RESPONDENT CERTIFICATION SIGNATURES Respondent s Firm Name I, certify that I am the of the (corporation) (committee) (commission) (partnership) (association) (proprietorship) named as respondent herein; that who signed this contract on behalf of the respondent is the for the said (corporation) (committee) (commission) (partnership) (association) (proprietorship); that said bid was duly submitted for and in behalf of said organization by authority of its governing body and is within the scope of its (corporation) (committee) (commission) (partnership) (association) (proprietorship) powers. Signature of Respondent Signature of Respondent s Representative Dated this day of, When the respondent is an individual owner, the signature shall be witnessed by two other persons. (Witness) (Witness) Request for Proposal Page 11

12 Targeted High-Growth Industries/Occupations Career coaching services will focus on helping participants move along 5 pathways that cross 3 key industries in Central Pennsylvania Advanced Manufacturing, Health Care, and Natural Gas and align with occupations included on the H-1B Visa lists: NURSING: Registered Nurse Advanced Practice Nurse ALLIED HEALTH: Medical Lab Technologist Health Information Management Occupational Therapist Physical Therapist ENGINEERING: Chemical Civil Electrical Environmental Mechanical INFORMATION TECHNOLOGY: Network Administrator Programmer Software Engineer Systems Analyst MANAGEMENT: Computer Information and Systems Manager Engineering Manager Financial Manager General/Operations Manager Industrial Production Manager Health Services Manager Sales Manager Other occupations may be considered if 1) they are on the list of occupations for which H-1B visas have been awarded, 2) if the average wage is at least 150% of the region s self-sufficiency wage ($14.22/hour) and 3) documentation proves employment opportunities within Central Pennsylvania. Request for Proposal Page 12

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