Price quotes must be received no later than October 16, 2015 at 3:00 p.m. at the above address.

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1 Request for Price Quotes For the provision of technical writing for the delivery of a policy and procedural manual for the Dutchess County Workforce Investment Board Issue Date September 24, 2015 Deadline for Submission October 16, 2015 Award Notification Date Thursday, October 22, 2015 Contract Period November 1, 2015 March 31, 2016 Funding DCWIB anticipates allocating up to $4,000 for this contract Contact Person Laraine Kautz, Executive Director Phone: (845) x204 Fax: (845) Please be advised that all matters concerning this RFQ, from the date of issuance until the quotation is received, are to be directed in writing to the above named contact person. Price quotes must be received no later than October 16, 2015 at 3:00 p.m. at the above address. The DCWIB reserves the right to cancel or modify this request for quotes or the scope of funding to any extent necessary to ensure compliance with state and/or federal guidelines. All awards are contingent upon availability of funds. The price quotes most advantageous to the DCWIB in terms of quality and cost will be recommended for funding. This Request for Price Quotes does not commit the Dutchess County Workforce Development Board to award a contract. The DCWIB reserves the right to accept or reject any or all proposals, in whole or in part, for just cause. The DCWIB reserves the right to waive informalities and minor irregularities in proposals received. Page 1 of 11

2 I. Introduction The Dutchess County Workforce Investment Board ( DCWIB ) invites quotations from qualified individuals to provide technical writing services to draft a standardized policy and procedural manual for the DCWIB for the term November 1, 2015 through March 31, The successful proposer will provide cost effective technical writing services in the creation of a standardized policy and procedural manual for the DCWIB. II. Background The DCWIB administers federal funds received by the County of Dutchess and develops and implements policies regarding the allocation and spending of the area s funding for Title I services to adults, dislocated workers, and youth. Policies and procedures provide the structure for establishing an effective control environment for an organization. DCWIB is committed to preparing a standard policy and procedural manual which complies with the federal regulations applicable to the Workforce Innovation and Opportunity Act (WIOA) and the Office of Management and Budget (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Preparation of such a document will require application of the federal regulations and should be clear and simple to follow. Expertise in technical writing of this kind would be preferred, as the task will require that the policy and procedural manual be comprehensive in nature and comply with applicable federal, and county regulations. III. Qualifications The DCWIB seeks an experienced technical writer with excellent skills in oral and written communication skills strategic thinking and messaging. A qualified respondent must possess the following qualifications: Demonstrated expertise and success in technical writing. Ability to build strong, positive working relationships with staff and stakeholders in order to gather and synthesize complex information. Have the ability to establish and meet strict deadlines, and to manage multiple projects simultaneously. Ability to work with staff to clarify proposed project impacts, outcomes, and activities. Experience performing in a deadline-driven environment while working within budget requirements. IV. Scope of Work The Policy and Procedural Manual contract covers the design, development, exploration phase, and compiling of documents. The goal of the Policy and Procedural Manual is to establish and document the structure by which the Dutchess County Workforce Development Board operates. The Policy and Procedural Manual will serve as a resource for the DCWIB and its subcontractors/sub recipients of federal funds. The list below includes some and not all of the components that would be included in the manual. Page 2 of 11

3 Grant structure/administration The DCWIB s unique relationship to the County of Dutchess is integral in the development of a complete manual. An organizational chart identifying the interactions between the entities as well as defining the roles and responsibilities of each are included in the scope of work. This effort should result in a written or visual description identifying when a DCWIB policy or procedure should be followed or a County policy or procedure. OMB Required Policies and Procedures Include: Payments (6), and 305 Purchasing and Procurement Competition Method for evaluation and selection Allowable costs and reasonability thereof (7) and Cost allocation plan Compensation Fringe Benefits Travel costs Additional Policies & Procedures Include: Accounting System Budget Controls and Modifications Chart of Accounts Receivables Payables Approvals Documentation Audits & Resolutions Cash Management practices which among other things limits cash advances to actual needs Bank Reconciliation Procedures that ensure that expenses are properly classified by cost category and that cost category limitations are adhered to Program & Interest Income Human Resources hiring & selection Complaints and grievances for Customers Staff Vendors/contractors Cost policies (allowable and indirect costs) Property & Equipment Management Record Retention and Recovery Internal Controls Conflict of Interest Page 3 of 11

4 Safeguarding Personally Identifiable Information Sub recipient fiscal and program monitoring The successful technical writer shall perform the following tasks and duties: Compile documentation in addition to federal regulations. For example comments and findings from the New York State Department of Labor program and fiscal field specialists and the Employment and Training guides and Training and Employment Guidance Letters. 1. Develop a template and identify which policies and procedures exist, which need updating and which need to be documented or developed. 2. Interview DCWIB and County staff to gather and collate information necessary for the development of a plan to produce the policy and procedural manual. 3. Research related activities necessary to support the plan for the policy and procedural manual and establish deadlines for when a draft of the policy and procedural manual will be submitted for review, and the deadline by which timely revisions to draft will be made based on agency comments on draft. 4. Prepare draft policy and procedural manual 5. Revise draft policy and procedural manual 6. Submit final policy and procedural manual (via USB and CDROM) V. Evaluation Criteria All price quotes will be reviewed to determine if they have met the requirements of this Request for Price Quotes. Those that meet the requirements will be deemed responsive, and will be evaluated by the review committee and ranked. Those price quotes that do not meet the requirements will be deemed non-responsive and will be rejected. The DCWIB reserves the right to consider a proposal as non-responsive should it believe that the applicant will be unable to perform the services requested at the level required or within the program s budgetary and/or time restrictions. DCWIB also reserves the right to negotiate with applicants to this Request for Price Quotes, if necessary, to refine or expand the statement of work, fee arrangements, or any other aspect of the services to be provided. The DCWIB shall apply the following evaluation criteria in selecting a proposer with whom to commence contract negotiations: Did the proposer demonstrate experience providing technical writing/drafting similar policy and procedural manuals? (15 points) Page 4 of 11

5 Did the proposer demonstrate an understanding of the Workforce Innovation and Opportunity Act (WIOA) and the Office of Management and Budget (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (15 points) Did the proposer demonstrate the capacity to provide the scope of service described? (10 points) Qualifications: Did the proposer provide a detailed narrative of how they would meet the DCWIB s scope of services and how those services would be provided and provide references? (10 points) The DCWIB reserves the right to conduct investigations with respect to the qualifications of each proposer. Cost: Did the proposer demonstrate reasonable expenses consistent with the requirements of the Request for Price Quotes and adequate detail of the budgeted expenses in the Budget Justification? (10 points) VI. Proposal Requirements The price quote must include the following information: 1. Contact information. Proposer s name, address, contact person, title, address and phone number should be provided. 2. Scope of work to be performed. Provide a detailed narrative of how the proposer would meet the DCWIB s scope of services and how those services would be provided. 3. Cover Sheet. Provide general information and approval of the proposal. (Information must be provided in the prescribed format, as detailed in SCHEDULE A attached hereto.) 4. Proposed Fee. The fee proposed for these services shall be included as part of the proposal. Failure to include the fee shall disqualify the quote. The fee is to be a not-toexceed amount based on your estimate of hourly rates and costs necessary to complete the scope of work. You must provide a detailed budget outlining all such hourly rates and cost estimates. (Information must be included in the prescribed format detailed in SCHEDULE B Proposed Budget; and SCHEDULE B-1 Budget Justification attached hereto.) Price quotes must be submitted on the proposer s letterhead or standard proposal form and signed by an authorized representative of the proposer. Telephone or facsimile proposals will not be accepted. The price quote cover letter signed by a person authorized by the proposer to make a binding proposal must set forth that that this price quote constitutes a valid, binding and continuing offer at the prices set forth in the proposal for a period of sixty (60) days from the deadline for acceptance of proposals as set forth herein. Page 5 of 11

6 Price quotes must be received no later than October 16, 2015 at 3:00 p.m. at the following address: DCWIB 3 Neptune Road Suite A18B Poughkeepsie, NY The DCWIB is not responsible for any internal or external delivery delays which may cause any price quote to arrive beyond the stated deadline. To be considered, price quotes MUST arrive at the place specified herein and be time stamped prior to the deadline. The DCWIB assumes no responsibility or liability of any kind for costs incurred in the preparation or submission of any price quote. Price quotes must be typed. No changes will be allowed after proposals are opened. Price quotes delivered prior to the deadline shall be secured unopened so long as the package is properly marked as set forth above. Late proposals will not be accepted. Price quotes MUST be signed. Unsigned proposals will be rejected. Proposers may be required to speak to the DCWIB to clarify or elaborate on the written proposal. No price quotes will be accepted from nor any agreement awarded to any proposer that is in arrears upon any debt or in default of any obligation owed to the County of Dutchess. Additionally, no agreement will be awarded to any proposer that has failed to satisfactorily perform pursuant to any prior agreement with the County. VII. Requests for Clarification Requests for clarification of this RFP MUST be written and submitted no later than 4:00 p.m. on October 1, 2015 to: Laraine Kautz, Formal written responses will be made available by the DCWIB, in the announcements section of dutchessonestop.org on or before close of business October 6, IX. Payments If awarded payments can be made on a monthly basis with the submission of a detailed expense report which will include the number of billable hours as well as other documentation to demonstrate proof of allowable expenses. X. Insurance Requirements At all times during the term of this Agreement, the Contractor and his sub-contractors, if any, shall maintain at his own cost the following insurance and shall provide proof thereof to the DCWIB, in the form of a Certificate of Insurance, prior to commencing work under this Agreement: Page 6 of 11

7 Worker s Compensation Employer s Liability (statutory limits). In compliance with the Workers Compensation Law of the State of New York, each contractor shall provide: a certificate of insurance on an Acord form indicating proof of coverage for Worker s Compensation, Employer s Liability, OR a New York State Workers Compensation Notice of Compliance (Form C-105, Form U-26.3, Form SI-12 or Form SI-105.2P). In the event that the Contractor is exempt from providing coverage, he must provide a properly executed copy of the Certificate of Attestation of Exemption from NYS Workers' Compensation Board, Form CE-200. Commercial General Liability Insurance coverage including blanket contractual coverage for the operation of the program under this Agreement with limits not less than $1,000,000 per occurrence and $2,000,000 in the aggregate. This insurance shall be written on an occurrence coverage form and include bodily injury and property damage liability. The Dutchess County Workforce Investment Board and the County must be listed as additional insured. The additional insured endorsement for the Commercial General Liability insurance required above shall not contain any exclusion for bodily injury or property damage arising from completed operations. The Acord form certificate of insurance must contain the following provisions: The Dutchess County Workforce Investment Board must be listed as certificate holder and additional insured on the commercial general, liability policy. In addition, the commercial general liability policy must include the additional insured endorsement forms cg 2037 July 2004 edition and the cg 2010 April 2013 edition or their equivalent. The commercial general policy is primary and noncontributory. The commercial general liability and workers compensation policies must contain a waiver of subrogation in favor of The Dutchess County Workforce Investment Board and the County of Dutchess must be listed as additional insured. If the workers compensation Notice of Compliance is used instead of the Acord certificate of insurance, the Notice of Compliance must indicate that a waiver of subrogation in favor of The Dutchess County Workforce Investment Board and the County the County of Dutchess is provided. All policies of insurance referred to above shall be underwritten by companies authorized to do business in the State of New York with an A.M. Best financial strength rating of A- or better. In the alternative, the policies of insurance referred to above may be underwritten by Non-Admitted companies with an A.M. Best financial strength rating of A+ or higher. In addition, every policy required above shall be primary and noncontributory. Any insurance carried by the County, its officers, or its employees shall be excess and noncontributory insurance to that provided by the Page 7 of 11

8 Contractor. The Contractor and his sub-contractor(s), if any, shall be solely responsible for any deductible losses under each of the policies required above. Payment(s) to the Contractor may be suspended in the event the Contractor and his subcontractor(s), if any, fails to provide the required insurance documentation in a timely manner. Prior to cancellation or material change in any policy, a thirty (30) day notice shall be given to the Executive Director at the address listed below: Dutchess County Workforce Investment Board Suite A18B 3 Neptune Road Poughkeepsie, New York, On receipt of such notice, the Dutchess County Workforce Investment Board (DCWIB) shall have the option to cancel this Agreement without further expense or liability to the DCWIB or County, or to require the Contractor to replace the cancelled insurance policy, or rectify any material change in the policy, so that the insurance coverage required by this paragraph is maintained continuously throughout the term of this Agreement in form and substance acceptable to the DCWIB and County. Failure of the Contractor to take out or to maintain, or the taking out or the maintenance of any required insurance, shall not relieve the Contractor from any liability under this Agreement nor shall the insurance requirements be construed to conflict with or to limit the obligations of the Contractor concerning indemnification. All losses of DCWIB or County property shall be adjusted with and made payable directly to the DCWIB or County. All Certificates of Insurance shall be approved by the DCWIB or designee prior to commencement of any work under this Agreement. In the event that claims in excess of these amounts are filed in connection with this Agreement, the excess amount or any portion thereof may be withheld from payment due or to become due the Contractor until the Contractor furnishes such additional security as is determined necessary by the DCWIB or County. X. Contract After selection of the successful proposer, and following contract negotiations, a formal written contract will be prepared by the DCWIB and will not be binding until signed by both parties and approved by the Dutchess County Attorney and the Department of Finance. NO RIGHTS SHALL ACCRUE TO ANY PROPOSER BY THE FACT THAT A PRICE QUOTE HAS BEEN SELECTED BY THE DCWIB FOR SUBMISSION TO THE BOARD. SAID BOARD HAS THE RIGHT TO REJECT ANY RECOMMENDATION AND THE APPROVAL OF SAID BOARD IS NECESSARY BEFORE A VALID AND BINDING CONTRACT MAY BE EXECUTED BY THE COUNTY. Page 8 of 11

9 Cover Sheet/Schedule A Price quote for the provision of technical writing for the delivery of a policy and procedural manual for the DCWIB Organization: Address: Telephone: City, Zip Fax: *Contact Person: Contact Number 1: Contact Number 2: Executive Director/President: Signature: Board Chair (if applicable): BC Signature: Legal Status: 501(c)3 Gov t Private, for Profit Educational Other * The contact person should be the person who can answer questions about the proposal Total Proposed Fee: $ Page 9 of 11

10 Schedule B Budget Personnel Name Title Rate of Pay Hours on Project Cost to Project Fringe Benefit Rate Cost to Project Project Supplies Mileage/Gas Rent/Occupancy Phones/Internet Insurance Other Expenses (please identify)) Cost to Project Total Project Cost Page 10 of 11

11 Schedule B-1 Budget Justification Please explain how the budget was developed for each of the sections below: Personnel Fringe Benefit Rate Project Supplies Mileage/Gas Rent/Occupancy Phones/Internet Insurance Other Expenses (please identify then explain) Page 11 of 11

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