BASIC EMPLOYABILITY SKILLS TRAINING (B.E.S.T.) PROGRAM

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1 CITY OF ROCHESTER BUREAU OF HUMAN SERVICES BASIC EMPLOYABILITY SKILLS TRAINING (B.E.S.T.) PROGRAM REQUEST FOR PROPOSALS MAY 2003 The City of Rochester s Bureau of Human Services in collaboration with the Rochester Resources Alliance, Inc., issues this new Request for Proposals (RFP) for the distribution of up to $250,000 of Community Development Block Grant and Workforce Investment Act Funds, for a successful bidder to operate the BEST Program. K RFP INDEX 1. Application Information Pages Application Time Line Page 6 3. Application Cover Page Page 7 4. Application Form Page Appendices A. BEST Curriculum B. Logic Model C. Budget Instructions/Forms

2 APPLICATION INFORMATION I. BACKGROUND In 1995, The City of Rochester s Consolidated Community Development Plan identified the overall community development needs and outlined a strategy to address those needs. Economic development was considered a key strategy, and accessibility to targeted jobs a key factor in promoting economic stimulation. Specific objectives of the plan included business development and jobs creation activities targeted to areas that had suffered economic decline. Fundamental to achieving these objectives, was the provision of training and services to ensure that Rochester residents would be credible candidates for any jobs created. In 1996, Mayor Johnson brought community leaders and stakeholders together in a targeted forum to solicit input and support for the development of a unique employment training model. Best practice models from around the country were considered, with emphasis being placed on feasability for implementation in the Rochester area. The result of this planning effort, was the creation of the Basic Employability Skills Training (BEST) program, modeled after the nationally recognized and hugely successful STRIVE program in New York City. After tailoring the delivery to meet the needs of Rochester residents, the BEST program ran its first cycle in July This six week program currently provides intensive job readiness training, pre-and post case management services, a weekly stipend to all candidates, as well as priority consideration and access to job opportunities for successful graduates. In April of 1999 City Council adopted Rochester s strategic plan, Rochester 2010: The Renaissance, which highlights eleven campaigns aimed at making Rochester a wonderful place to work and live in the year This above economic development strategy is further affirmed in Campaign 6: Economic Vitality of the Renaissance Plan, which specifically outlines goals and strategies to support targeted jobs creation plans and jobs training programs to support a highly-skilled and highly trained workforce. To date, the BEST Program has conducted 35 cycles and graduated 408 successful candidates. Of this number 327 found jobs, for a placement rate of 80%, with an average starting wage of $7.63. Additionally, 14 graduates have entered training. II. SCOPE The successful bidder will provide intensive job readiness training to 100 City and County residents referred from the RochesterWorks! Career Center, community agencies, and selfreferrals, and intensive job placement assistance for successful graduates. For clarification, the term candidate refers to BEST program enrollees. This term is used specifically to drive home the point that candidates are on a journey to become their best. They remain BEST 1

3 candidates until they ve successfully completed the program, at which time they become BEST Graduates. Candidates do not have to have their high school credential (Diploma or GED), but must be at least 18 years old. Specifically, the successful bidder must: B. Provide program informational sessions for interested applicants; C. Conduct individual screenings and assessments of interested applicants, utilizing appropriate screening/testing resources, such as the CASAS, and/or other assessment tool; D. Conduct program orientations for interested applicants scheduled for enrollment into upcoming cycles; E. Deliver the program curriculum as designed by the City of Rochester, and based on the model developed for the STRIVE program. The City of Rochester utilized a combination of full-time and part-time staff of facilitators, case managers, and guest presenters with expertise in a variety of areas covered by the curriculum. F. Provide pre- and post-case management support, job development and follow-up services for enrollees to ensure successful participation and completion in the program; This includes identifying individual candidate barriers to employment and making appropriate referrals and recommendations for support services as necessary. G. Develop and maintain a candidate tracking database and be able to report on program and candidate data in monthly and quarterly reports. H. Provide job development and placement assistance to program graduates. I. Develop and maintain successful relationships and collaborations with other community agencies and providers to ensure access for candidates. J. Include as part of their program budget a weekly stipend for all BEST candidates. The scope of this BEST Program Request for Proposal is to provide financial support for a successful bidder, to deliver the BEST program. There will only be one successful bidder. III. FUNDING PARAMETERS The City of Rochester and the Rochester Resource Alliance has allocated a total of $250,000 ($125,000 each in Community Development Block Grant and Workforce Investment Act funds) 2

4 for a successful bidder to deliver the BEST program model. In addition to the above, these following parameters will apply: A. There will only be one successful bidder; B. Eligible applicants include for-profit corporations, non-profit organizations with a registered 501C(3) designation, or individual consultants. If the successful bidder is an individual consultant, a relationship with a 501C(3) organization to act as the fiduciary must be in place; C. Applicants will be required to have a certificate of Liability Insurance documenting the City of Rochester as co-insured, with a minimum of $1million coverage and a Certificate for Workman s Compensation for the agency; D. The successful bidder will have two contracts: One with the City of Rochester for program operation, and one with the Rochester Resource Alliance, Inc. to cover a per candidate enrollment cost; E. The City contract will be monitored by the Bureau of Human Services, and the WIA contract monitored by RRA; F. City CDBG funded contracts require project monitoring of required program files, claim voucher back-up documentation, monitor meetings, monthly reports, a final report, and any needed or requested information by BHS; G. RRA will monitor and require reports for all WIA participants. Proper documentation must be maintained to document WIA eligibility for individual participants. Individual case management records must be maintained through the use of the local WIA database. RRA staff will work with successful bidder to meet statutory requirements; H. The Community Development Block Grant funding operates on a reimbursement system. Allowed expenditures made during the months of operation during the contract period are reimbursed through monthly claim vouchers. These monthly claims for reimbursement are part and parcel of the monitoring report system, and claim processing is dependent on the filing of timely monthly reports with BHS; I. The successful bidder must contractually agree to additional items covering specific grant requirements, such as the City s Living Wage, Disbarment clause, to be listed in the contracts. IV. FUNDING AVAILABILITY & GUIDELINES 3

5 The intent of this RFP is to select and support a multi-year program, based on the availability of funds and program performance. To this end, the following funding guidelines will apply: A. Funding will be available for the period beginning August 2003 to July The anticipated start date for the first cycle is September, B. CDBG Funding will be available for a period not to exceed three years. Funding for the Year 2 will be based on successful program operation during Year 1. Funding for the 3 rd and final year will be contingent upon the identification of transitional resources to support program operation beyond the 3 rd Year (as per City ordinance governing use of CDBG funds). C. $250,000 is available, and will be distributed as follows: $100,000 1 City of Rochester CDBG funding for program administration; This amount will be paid in equal amounts over a 12 month period on a cost reimbursement basis only, and based on a duly-submitted claim voucher. $125,000 Rochester Resource Alliance will reimburse contractor at the successful completion/documentation of performance by Candidates. An RRA reimbursement voucher will be required with supporting documentation and maintenance of candidate records in the WIA database, as follows: $600 Per enrollment at the completion of Week #4 2 $200 Per program completion $450 Per placement $1,250 Per individual $25,000 City of Rochester (CDBG) non-cash rental allowance for program operation at its current location, from August 2003 through February 28, A fully equipped computer lab, training room, and furnished staff office space is available if the operator chooses to use the facility previously occupied by City staff for the above specified period only.* V. PROGRAM OUTCOMES < Program outcomes must meet federal WIA outcome mandates of: 1 A $5,000 advance can be made available for program start-up costs. This amount will be deducted in equal amounts beginning with the first regularly scheduled payment. 2 All enrollees, regardless of completion status, will be counted against WIA outcomes. 4

6 Adults Entered Employment Rate 80% Employment Retention Rate 86% Earnings Gain $4,343 Customer Satisfaction Candidate Customer Satisfaction Rate 72% Employer Customer Satisfaction Rate 70% VI. SELECTION CRITERIA Bidders will be rated on how well they address the following: A. PROGRAM SERVICES:! Clarity of program design to deliver program model (See Appendix A - BEST Curriculum)! Quality of activities and/or services proposed;! Depth of experience in client development and gain from program participation;! Data collection and client tracking activities! Provision of case management services for candidates both during and immediately after program completion;! Ability to detail program services and activities, in relation to proposed outcomes, and ability to detail quantifiable measurements;! Attention to client follow-up and customer feed-back;! Attention to on-going program evaluation;! Integration of job description duties and program services;! Successful history of service provision;! Clarity of Logic Model (See Appendix B) B. ADMINISTRATIVE CAPACITY:! Demonstrated ability to delivery program curriculum and support services as described; 5

7 ! Demonstrated ability to work\collaborate with diverse individuals, groups and organizations;! Demonstrated ability to coordinate a mix of programming, featuring staff and guest facilitators and utilizing community resources;! Demonstrated ability to manage program resources, and BEST administrative requirements;! Demonstrated, relevant experience in maintaining cultural sensitivity, while working with ethnically diverse individuals;! Credibility within the community and stability of the organization/ consultant.! Knowledge of locally available employment and training resources, and community issues that affect employment and training; C. COST EFFECTIVENESS AND EFFICIENCY:! Program costs relative to the quantity and quality of services and amount of candidates served;! Leveraging of community resources in program delivery;! Ability to integrate matching funds and/or in-kind funding! Comprehensiveness of program model developed (integration and/or coordination of new and existing community resources) Application Time-line and Process Proposals Available: Friday, May 16, 2003 Bidders Conference Monday, May 19, 2003 Proposals Due : 12 noon on June 5, 2003 Proposal Review & Evaluation Period: June 6 - June 10, 2003 Successful Bidder Recommendation: June 10, 2003 WIB Meeting for official WIB Approval June 11, 2003 City Council Approval and official notification date: July 22,

8 Expected Contract Funding start date: August 1, 2003 K 1 original RFP Application form and 5 copies, submitted to: Jackie Campbell, Director Bureau of Human Services City Hall; 30 Church Street, Room 222-B Rochester, New York ATTENTION: BEST Program RFP By 12 NOON on Thursday, June 5, 2003 Late submissions will not be accepted) TApplication must be typed in #12 font, Times New Roman, double spaced. TApplication must not exceed 12 pages, excluding Cover Page, Budget Pages and Appendices. T Provide all RFP requested information in a timely, legible, thorough, and complete manner. Applications for funding will be reviewed by both City Human Services and Rochester Resource Alliance staff, and additional community representatives familiar with the background of both government and community needs. BEST RFP CONTACT PEOPLE: Jackie Campbell Ted Naylon Matt Hurlbutt or or or 7

9 CITY OF ROCHESTER BUREAU OF HUMAN SERVICES AND THE ROCHESTER RESOURCE ALLIANCE, INC. BASIC EMPLOYABILITY SKILLS TRAINING (B.E.S.T.) PROGRAM REQUEST FOR PROPOSAL 2003 APPLICATION FORM This completed application, plus 5 copies are due: at 12 noon on Thursday, JUNE 5, 2003 Name of Applicant Organization: Type of Business: Address of Applicant: Contact Person for this Application: Phone Number: Fax Number: Address: Total Budget Requested: Total Number of Staff Positions: (FTE s) Total # Adults Served: Total Matching Funds: (Cash and In-Kind) 8

10 Please provide narrative responses to the following questions. A. PROGRAM DESIGN (30 Points) 1. Describe the tasks and activities you/your agency will undertake in order to implement the BEST curriculum (Appendix A).! Be precise in describing essential, core activities as well as more generic activities;! Identify what staff will be responsible for accomplishing specific tasks;! Identify targeted areas and/or groups to be served;! Include a program time table, showing the core activities and when they will occur;! Please complete the attached Logic Model and include in application (Appendix B); 2. It is anticipated that eligible candidates will be referred for services from the RochesterWorks! Career Center. Additionally, the successful agency may conduct it s own recruitment for the program, but must take steps to ensure that prospective enrollees become certified as WIA eligible in order to qualify for program participation. Describe the methods you will use to recruit candidates to the BEST program, and how they will become WIA certified. 3. Using WIA funds would mean the successful bidder must utilize the local WIA database for customer case management and tracking. This would require specific technical experience and resources. Describe how this will occur in the proposed program structure. Please include a description of any technical expertise and/or experience of qualified staff (if known). 4. Describe how customer feedback and input (both for candidates and employers) will be incorporated into the program structure. B. ADMINISTRATIVE CAPACITY/EXPERIENCE (50 points) 1. The BEST Program Curriculum was uniquely designed to instill accountability and ignite change in the program candidates. This method may at time become confrontational to achieve the necessary result. Describe your/your agency s experience with the delivery of similar job readiness or training curriculum. 2. BEST has consistently maintained a diverse staff and facilitators that reflect the target population of the candidates being served as well as a demonstrated knowledge of the resources available in the community. Describe your/your agency s experience/ability to work with a diverse population. Also describe your current staffing structure, or ability to attract diverse staff for program delivery. 3. Describe all relevant community collaborations/linkages that will be used to establish candidate 9

11 referral services. 4. The Simulated Employment Module has been a very successful tool in helping BEST candidates gain handson employment experience before program completion. Also consider that a significant number of BEST graduates become employed in industrial and clerical positions. Describe any and all relevant relationships you/your agency has with area employers to develop a simulated employment component for the BEST program. 5. Describe any and all relevant experience you/your agency has had with placing adults into entry-level employment. Detail all Job Development activities you/your agency is proposing to place BEST graduates into jobs. 6. If the applicant is an agency, provide a description of the organizational structure of the proposing agency, including mission and vision statements, goals and objectives, past accomplishments, experience with target group(s) and/or delivering core program elements, and other successfully operated programs. Include a copy of the organizational chart for the agency, a list of board/advisory members, and other affiliations, if applicable. 7. If applicant is an individual, please provide a detailed resume, including any certifications or licenses applicable to the operation of the proposed program. E. COST EFFECTIVENESS AND EFFICIENCY (20 Points) I. Complete the attached budget pages (Appendix C) and submit them with your application. Please complete the Year 1 Category only. 2. Provide a narrative description of the cost efficiencies realized by the program design. 3. Describe any available matching funds and/or in-kind contributions, including specific amounts and sources. (These should also be identified on the cover page.) Attach copies of written and/or pending commitments. 4. Assuming funding is granted, please describe any efforts that have been or will be undertaken to secure continued funding beyond the grant period. Please be sure that all responses are complete, and in order before submitting your application. Failure to follow the above outline may result in your application receiving a low score. 10

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