REQUEST FOR PROPOSALS Community Engagement and Outreach Consultant

Transcription

1 REQUEST FOR PROPOSALS Community Engagement and Outreach Consultant The Chicago Cook Workforce Partnership (The Partnership) seeks an individual or a communications firm to provide assistance with the development and implementation of a communications strategy including the creation of collateral materials. I. Background The Partnership, 501(c) (3) nonprofit organization, is a collaborative effort of the City of Chicago and Cook County. The Partnership administers federal Workforce Investment Act (WIA) funds and programming for more than 140,000 people annually through a network of 49 delegate agencies, 10 workforce centers, 8 satellite sites and 4 industry sector centers on behalf of the City of Chicago and Cook County in conjunction with the leadership of the Chicago Cook Workforce Investment Board (WIB), The Partnership has statutory responsibility for the local implementation of WIA and provides a forum for business, labor, education, government, community-based organizations, and other stakeholders to work together to develop strategies to address the supply and demand challenges confronting the local workforce. The Partnership delivers services to both job seekers and businesses while supporting job creation and economic development across the region. The Partnership creates and supports innovative programs that allow for region-wide implementation of best practices and coordinated engagement with the region s business community in order to meet the workforce needs of employers. To achieve this mission, The Partnership administers over $60 million public, private, and federal investments in workforce education and job training initiatives; and provides strategy development, project management and data analysis for our partners and stakeholders. As part of our communications efforts, we engage in local, regional, and national outreach to promote awareness and utilization of the public workforce system by both job seekers and businesses alike. II. Description of Requested Services The Partnership seeks to retain an agency or individual to assist with advancing its communications initiatives. Our goals include managing brand identity, increasing community engagement, and the development of a strategic communications plan. Current staff capacity is limited; we would be relying heavily on an outside agency to develop messaging and materials. The primary audience includes two distinct client bases; job seekers and employers. The Partnership serves job seekers of all ages who, based upon individual circumstance, may be deemed eligible for occupational training, support and job placement. We provide employers with a host of services including screening and referrals of prospective employees; hiring events; access to a pipeline of skilled workers, training for existing employees and post-placement retention/support. Secondary audiences include community and faithbased organizations seeking to support un- and under-employed individuals, as well as potential funders, i.e. corporations, individual donors and philanthropic entities. Finally, engagement of public officials who can influence workforce and higher education policy and disseminate information to their constituencies is also critical. RequestforProposal:Communications 1 Page

2 The Partnership will be the primary owner of the materials and work product paid for under any contracts or awards pursuant to this RFP. A successful respondent will be required to perform the following: 1. Create a comprehensive one-to-three year strategic communications plan that will: a. Outline communications strategies, procedures and policies for both internal and external stakeholder engagement; b. Design an effective social media/digital outreach strategy; c. Address the design, production and dissemination of collateral materials; d. Guide website content development; e. Guide print and broadcast media engagement/outreach; f. Establish metrics for evaluating the success of communications/outreach efforts 2. Develop training protocols and materials for use by Partnership staff and our network of agencies. Training regarding messaging, and outreach The strategic plan should also identify new target audiences and/or potential funding sources, without excluding the current audiences, III. GENERAL INFORMATION A. Eligible Respondents Any governmental, not-for-profit, local agency, educational institution, for-profit entity, or joint venture properly operating in accordance with Federal, State and local law, and in business for at least three years, may submit a proposal for consideration. Joint ventures that have been in business less than three years may apply if the partners have been in business for at least three years. Minority- owned, womenowned and disadvantaged businesses are encouraged to apply. Respondents must be eligible to do business with both the City of Chicago and Cook County. Respondents must indicate the full address for their administrative offices in their response. Respondents may submit proposals which include subcontractors such subcontracting relationships must be specified in the response. Any later subcontracting must be done pursuant to Partnership procurement policies and are subject to prior written approval from The Partnership. Entities are ineligible if they: 1) are currently barred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by a Federal, State or Local department/agency; 2) have existing grants with any State or Local agency that are suspended or otherwise not in good standing; or 3) are not in compliance with the Illinois Department of Revenue or the Federal Internal Revenue Service requirements. RequestforProposal:Communications 2 Page

3 B. Project Duration The contractor will be expected to complete all project activities and produce all deliverables during a 6- month period commencing on or about February 2014 through July The contract and project dates are contingent upon final approval of funding. The Partnership reserves the right to modify the initial contract to include an extension for an additional period depending upon the availability of funds, the contractor s performance, and the needs of The Partnership. C. Project Cost Consultants are advised to submit proposals reflecting their best and lowest cost. The contract to be awarded will be for a fixed price based on services and deliverables to be provided. The initial contract may be modified in writing by mutual agreement of the two parties to include additional activities reasonably related to the project, with additional funding to support the completion of those activities pending availability of funds and performance of the contractor. Payment will be contingent on the provision of services and The Partnership s acceptance of deliverables. The budget for this project is not greater than $50,000 (does not include printing of materials). Pro Bono Marketing: List the Pro Bono services (if any) that you will provide and their value under the Budget Section of your proposal. D. Notice of Award All respondents will be notified by mail as to their award status. Unsuccessful respondents who wish to obtain information on the evaluation of their proposal should submit a written request to this effect to The Partnership s Chief Administrative Officer/General Counsel. IV. Form and Content of Proposals The proposal should be organized into the following sections and sequence: Cover Sheet & Table of Contents Prepare a cover sheet (Attachment A), which identifies the consultant, provides contact information, date of submission, and project name, and a Table of Contents. Section A Describe the consultant s approach to the project, including an overview of the consultant s proposed plan for completing activities identified in this Request for Proposal (RFP); Section B Provide a detailed work plan for completing project activities and producing project deliverables with specific action steps and a timetable for completion. Section C Discuss the proposed organization structure for the project, the number and qualifications of personnel that the consultant proposes to make available to complete the work, the manner in which they will be utilized, and how they will operate within the proposed organization structure; specify the amount of time each of the key personnel will commit to the project; provide resumes of key project staff, detailing their technical skills, experience, education, etc.; and identify all pertinent experience of personnel. Section D Provide information on the consultant s background, related experience, and financial condition; provide a brief history of the company and a listing of representative RequestforProposal:Communications 3 Page

4 customers, including three references; describe the general range of products and services offered; identify a minimum of three references; and, while not required, identify any experience or knowledge that might relate to one-stop centers/service provider programs. Section E Provide a detailed budget that supports the total project cost. The budget should contain the following information: project management/overhead costs, staff costs, travel costs, and other costs, including Pro Bono services. In addition to cost information, the consultant must propose a payment schedule with deliverables. Remember that the contract to be awarded will be for a fixed price. Payments will be based on the completion of activities and The Partnership s acceptance of project deliverables. Section F - Please explain if the respondent, any of its proposed subcontractors or any partners in a joint venture are certified as a minority-owned (MBE), women-owned (WBE), or person with disability-owned business enterprise (BEPD). Provide proof of certification from a state or local government. Nonprofit agencies and institutions of higher learning may demonstrate MBE/WBE/BEPD control if a majority of their board and/or senior staff members are minorities, women, or people with disabilities. Nonprofits may submit a list of board members and senior staff, including name, title, race, gender, and disability status in lieu of MBE/WBE/BEPD certification. V. Submission of Proposals All proposals must be received Monday, December 22, 2014, no later than 4:00 p.m. CDT. Consultants must submit an original and three copies of their proposal to The Partnership: Dunni T. Cosey Gay Chicago Cook Workforce Partnership 69 W. Washington Suite 2680 Chicago, IL Please send electronic copies of proposals to [email protected]. Questions related to preparation of proposals and services to be provided must be received by The Partnership in writing. Questions should be directed to Dunni T. Cosey Gay at [email protected]. Proposal requirements include the following: Cover page (Attachment A) Proposal Narrative Charts and diagrams should be included in the proposal section to which they pertain. If a consultant intends to use a subcontractor for any portion of the project, specific information requested for the consultant must also be provided for any subcontractor. The consultant should include only the facts and data necessary to present a complete and effective proposal. Presentations, brochures or additional data as examples are encouraged. Signed Assurances & Certification page. VIII. Review and Selection Process RequestforProposal:Communications 4 Page

5 The maximum points any proposal can receive are 100. A review team will evaluate proposals according to the following criteria: Organization/structure and Cover Sheet The consultant followed instructions in structuring the proposal and preparing a cover sheet. Maximum points: 0 Section A The consultant s response to this section reflects an understanding of the scope of the project, specific activities to be completed, and deliverables to be produced. Maximum points: 15 Section B The consultant s work plan addresses all project activities, identifies specific action steps supporting each of the activities, and specifies reasonable time frames for completion. Maximum points: 20 Section C The consultant s proposed organization and staffing identifies personnel possessing skills and experience related to project tasks to be performed; the organization/management structure and time commitment of staff resources support completion of project activities and preparation of deliverables. Maximum points: 25 Section D The consultant s background, experience and financial condition reflects relevant experience and a capability to provide requested services; references must indicate that their experience with the consultant has been positive. Maximum points: 25 Section E The budget is sufficiently detailed to show how the total project cost was determined, costs appear to be reasonable, and a proposed payment schedule was provided which identifies periodic payments based on the completion of project activities and The Partnership s acceptance of deliverables. Maximum points: 15 Each proposal will be assigned a point value based on an average of all individual reviewer scores. Proposals will then be ranked based on average scores. The Partnership may request consultants to make oral presentations prior to a final selection. VII. Deliverables Below is a list of expected project deliverables. Depending on the respondent s proposed solution, the type and format of the deliverables may change. All changes in deliverables will be discussed with the selected respondent during the initial project meeting and subsequent project meetings. All deliverables must be included in the scope as evidenced in the project implantation plan submitted with the response. Deliverable Project Plan and Schedule Project status reports Explanation A comprehensive project plan that describes, in detail, how the project will be structured and managed Weekly project status reports that will, at a minimum, provide a dashboard view of the project status, including: RequestforProposal:Communications 5 Page

6 Project Plan Adjustments Project schedule Project budget Project risks Status reports should include any other information and details related to project progress. Document that explains how changes to the project plan, scope, schedule, budget, and/or any other aspects of the project will be reviewed, approved, and incorporated into the project itself (including any change request forms, etc.). RequestforProposal:Communications 6 Page

7 VIII. Budget Respondents must complete a detailed budget, including budget assumptions with their proposal. Please see Attachment E Cost Proposal for further information. IX. Proposal and Contract Information The Partnership reserves the right to accept or reject any or all applications received, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP process if it is in its best interest to do so. This RFP does not commit the Partnership to award a contract or to pay any cost incurred in the preparation of proposals. The content of the proposal submitted by the consultant selected for funding will become part of the contract. Proprietary right to all data, materials, documentation and products originated by and prepared pursuant to the contract shall belong exclusively to The Partnership. The contractor will be prohibited from disseminating products and information developed under the grant without the prior written consent of The Partnership. Page7of13

8 ATTACHMENT B X. Assurances and Certifications Statement The Contractor hereby assures and certifies compliance with each of the requirements applicable to this agreement: 1. Program Requirements as provided for under Section 181, 183, 184, 186, 187, 189 and 195 of the Workforce Investment Act CFR Part (a) (2) prohibiting utilization of funds to carry out public service employment programs under Title I of the Workforce Investment Act (The Act). 3. The limitations on the use of funds as provided for under 20 CFR Part (a) and 20 CFR Part 66 policy on lobbying restrictions as established. 4. Section 189(h) of the Act, by assuring that each individual participating in any program established under the Act, or receiving any assistance under the Act, has not violated Section 3 of the Military Selective Service Act (50 U.S.C.appl. 453). 5. Permit and cooperate with federal investigations undertaken in accordance with Section 185 of the Act. 6. Section 134(e) (3) of the Act and 20 CFR Parts , , , and in making needs-based payments to individuals participating in a training program. 7. Record retention requirements contained in 29 CFR or 29 CFR CFR Part which prohibits replacing a currently employed worker with any WIA participants. 9. Serve non-economically disadvantaged participants in accordance with Section 129(c) (5) of the Act CFR Part (a), prohibiting funds to be used for employment generating activities, economic development and other similar activities unless they are directly related to training for eligible individuals. 11. Require all lower tier subcontractors to comply, with the policy on lobbying restrictions as established in accordance with 29 CFR Part The policy on debarment and suspension regulations as established in accordance with 29 CFR Part Sections 134(d)(4)(F)(iii) and 134(d)(4)(G) of the Act. 14. Executive Order 11246, "Equal Employment Opportunity," as amended by Executive Order 11375, "Amending Executive Order Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR Part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor. 15. The Copeland "Anti-Kickback" Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3, Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States ). The Act provides that each contractor or subcontractor shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which one is otherwise entitled. The recipient shall report all suspected or reported violations to the Federal awarding agency. 16. The Davis-Bacon Act as supplemented by Department of Labor regulations (29 CFR Part 5, Labor Standards Provision Applicable to Contracts Governing Federally Financed and Assisted Construction ). Under this Act, contractors shall be required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, contractors shall be required to pay wages not less than once a week. The recipient shall place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. The recipient shall report all suspected or reported violations to the Federal awarding agency. 17. Sections 102 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C ) as supplemented by Department of Labor regulations (29 CFR Part 5). Under Section 102 of the Act, each Page8of13

9 contractor shall be required to compute the wages of every mechanic and laborer on the basis on a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than 1½ times the basic rate of pay for all hours worked in excess of 40 hours in the work week. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions that are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. 18. All requirements relating to the performance of experimental, developmental, or research work including providing for the rights of the Federal Government and the recipient in any resulting invention in accordance with 37 CFR Part All applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C et. seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C et. seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). 20. The provisions of the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C Each tier shall also disclose any lobbying with non-federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient. See 29 CFR Part The provisions of Debarment and Suspension (E.O.'s and 12689), including the prohibition against any contracts with parties listed on the General Services Administration s List of Parties Excluded from Federal Procurement or Nonprocurement Programs in accordance with E.O. s and 12689, Debarment and Suspension. This list contains the names of parties debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or regulatory authority other than E.O Contractors with awards that exceed the small purchase threshold shall provide the required certification regarding its exclusion status and that of its principal employees. 22. Americans with Disabilities Act (ADA) (42 U.S.C et. seq.) and the regulations thereunder (28 CFR ), prohibiting discrimination against persons with disabilities by the State, whether directly or through contractual agreements, in the provision of any aid, benefit or services. 23. Neither the Contractor nor its employees have been convicted of bribing or attempting to bribe an officer or employee of the State of Illinois or has made an admission of such quilt as defined in the Illinois Procurement Code (30 ILCS 500/50-5). 24. The Contractor has not been barred from contracting with a unit of State or local government as a result of a violation of Bid-Rigging or Bid Rotating provisions in Section 33E-3 or 33E-4 of the Criminal Code of 1961 (720 ILCS 5/33 E-3 and 5/33 E-4). 25. The Contractor has written sexual harassment policies that shall include, at a minimum, the following information: the illegality of sexual harassment; the definition of sexual harassment under state law; a description of sexual harassment; internal complaint process including penalties; legal recourse, investigative and complaint process available through the Department of Human Rights and the Human Rights Commission; directions on how to contact the Department and Commission and protection against retaliation as provided by Section of the Illinois Human Rights Act (775 ILCS 5/2-105 (B)(5)). 26. The Contractual Agreement is not in violation of the Educational Loan Default Act (5 ILCS 385/3) prohibiting certain contracts to individuals who are in default on an educational loan. 27. Applicable provisions of the Drugfree Workplace Act (30 ILCS 580/1. et.seq.). False certification or violation of the requirements of the Drugfree Workplace Act may result in sanctions including, but not limited to, suspension of grant payments, termination of this Contractual Agreement and debarment of contracting or Page9of13

10 grant opportunities with the Grantor for at least one (1) year but not more than five (5) years. 28. Applications, programmatic reports and other information obtained under this Contractual Agreement are administered pursuant to the Freedom of Information Act (5 ILCS 140/1 et. seq.). 29. The Historic Preservation Act (20 ILCS 3420/1 et. seq.). The Contractor will not expend funds under this Contractual Agreement which results in the destruction, alteration, renovation, transfer or sale, or utilization of a historic property, structure or structures, or in the introduction of visual, audible or atmospheric elements to a historic property, structure or structures, which will result in the change in the character or use of any historic property. 30. The Contractor and any substantially owned affiliate company is not participating or will not participate in an international boycott, as defined by the provisions of the U.S. Export Administration Act of 1979, or as defined by the regulations of the U.S. Department of Commerce, promulgated pursuant to that Act (30 ILCS 582/1 et. seq.). 31. The Land Trust/Beneficial Disclosure Act (765 ILCS 405/2.1). The Contractor will not pay any grant award funds to any trustee of a land trust, or any beneficiary or beneficiaries of a land trust, for any purpose relating to the land which is the subject of such trust, any interest in such land, improvements to such land or use of such land unless an affidavit is first filed with the DCEO identifying each beneficiary of the land trust by name and address and defining such interest therein. 32. State of Illinois Discrimination Laws (775 ILCS 5/1-101, et. seq.). In carrying out the performance required under this Contractual Agreement, the Contractor shall comply with all applicable provisions of the Illinois Human Rights Act, and rules and regulations promulgated by the Illinois Department of Human Rights, prohibiting unlawful discrimination in employment and providing for equal employment opportunity and affirmative action. The Contractor s failure to comply with all applicable provisions of the Illinois Human Rights Act, or applicable rules and regulations promulgated thereunder, may result in a determination that the Contractor is ineligible for future contracts or subcontractors with the Grantor and this Contractual Agreement may be canceled or voided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation. 33. Unemployment Insurance Act (820 ILCS 405/1900). In the context of performance under this Contractual Agreement, the Contractor will or may have access to documents, files, records or other information that is confidential within the meaning of Section 1900 of the Unemployment Insurance Act and agrees to comply with all provisions set forth in Section 1900 of said Act regarding nondisclosure of any such information, including penalties for noncompliance. 34. Salary Compliance Amendment (Public Law ). None of the funds appropriated in Public Law or prior Acts under the heading Employment and Training that are available for expenditure on or after June 15, 2006, shall be used by a recipient or sub- recipient of such funds to pay the salary and bonuses of an individual, either as direct costs or indirect costs, at a rate in excess of Executive Level II, except as provided for under section 101 of Public Law This limitation shall not apply to vendors providing goods and services as defined in OMB Circular A-133. Where States are recipients of such funds, States may establish a lower limit for salaries and bonuses of those receiving salaries and bonuses from sub-recipients of such funds, taking into account factors including the relative cost-of-living in the State, the compensation levels for comparable State or local government employees, and the size of the organization that administer Federal programs involved including Employment and Training Administration programs. See Training and Employment Guidance Letter number 5-06 for further clarification. For FY'07, the limit is set at $168, The Contractor complies with all federal, state and local tax laws, including but not limited to the filing of all applicable tax returns. Page10of13

11 The undersigned is authorized on behalf of Contractor to, and hereby does, specifically acknowledge and agree to comply with all assurances and certifications referenced herein. BY: DATE: TITLE: Page11of13

12 Attachment A Name of Agency/Organization: Please provide the following information for the above named agency. Telephone #: Fax #: Legal Status: Private for Profit Corp. (Date Incorporated/State ); Private Not-for-Profit Corp. (Date Incorporated/State ); Public Agency (Specify ); Sole Proprietorship; Partnership; Other(Specify: ) Organization Information: If you are an individual, enter your name and SSN as it appears on your Social Security Card. If completing this certification for a sole proprietorship, enter the owner's name followed by the name of the business and the owner's SSN. For all other entities, enter the name of the entity (as used to apply for the entity's EIN) and the EIN. FEIN/SSN Number IRS Classification for Tax Exemption: Total Project Cost/Budget: The consultant certifies that the information provided in this Request for Proposal including all Attachments, is true, accurate and current; and the person signing below is authorized to do so on behalf of the above named organization. Signature of Duly Authorized Representative: Signature? Title Date Printed Name Page12of13

13 For Internal Use Only Rec d by Date Time Page13of13