TO: FROM: Youth Service Bidders Leticia Morales-Perez, Manager Technical Services Unit DATE: March 14, 2014 RE: Request for Proposal (RFP) for Program Year 2014 (July 1, 2014 to June 30, 2015) The successful bidder(s) will be awarded a One Year Contract Program with the possibility of an additional year extension depending on program performance and availability of funds. This Request for Proposal seeks youth programs that can deliver year-round training services for Workforce Investment Act (WIA) eligible DuPage County youth. DuPage Workforce Development Division (WDD) is seeking providers that can deliver WIA programs for In-School Youth and/or Out-of-school Youth. For the purpose of this RFP the In-School Youth targeted age is 16-21 and for Out of School Youth the targeted age is 17-21 years old. To be considered for funding all proposed programs must incorporate all applicable WIA program requirements. In-School youth programs should include program design that focuses on high school retrieval and/or drop-out prevention for economically disadvantaged, functional disabled or academically low performing youth. WDD will consider in-school programs that incorporate all required/applicable WIA Youth Program Elements (YPE) as well as provide necessary skills that will result in the attainment of WIA Performance Standards. Program design must include activities that will lead to the successful completion of high school diploma or GED in addition to the attainment of one or more of the following outcomes: Enrollment in post-secondary education/occupational training Enter unsubsidized employment Enter an Apprenticeship program Enter military service Out-of-School youth proposals should include a program design that focuses in serving youth ages 17 to 21 who are facing barriers to employment and who are high school dropouts or have received a secondary school diploma or GED, but are basic skills deficient. The proposed program must incorporate short term occupational/vocational skills (in-high growth/high demand occupation) training leading to credential attainment and youth self-sufficiency. A basic skills upgrade and GED preparation components must also be included for those youth with low academic skills and/or lacking high school diploma or GED. The overall program design must allow the achievement of the WIA performance goals that include activities that will lead to the successful completion of the following outcomes: GED attainment (for all youth lacking HSD/GED) Literacy and Numeracy Gains (for youth who are deficient in reading and/or math) Credential attainment Attainment of unsubsidized employment Placement in Apprenticeship program Enter military service
All proposed in-school and out-of-school programs must include, as part of the program design, a Work Experience, Internship, or On the Job Training (OJT) component. In addition proposed programs must incorporate all required/applicable WIA Youth Program Elements (YPE). The overall program design must allow the achievement of the WIA performance goals. Target populations must be capable of successfully accomplishing required outcomes The Workforce Investment Act has been in effect since July 1, 2000, providers who are not familiar with the WIA program can access the WIA law and regulation information in the Department of Labor /Employment and Training Administration website http://www.doleta.gov/usworkforce/wia/summarywia.cfm. Additional local requirements for youth activities are outlined in this RFP. We have included an RFP Completion Tip Sheet (page 6). Please review these suggestions before writing your proposal, as they are designed to make the RFP process easier. The evaluation instrument, which will be used in rating your proposal, is also included in the RFP packet. We strongly urge you to review it prior to completion of the RFP to better understand how points will be awarded. The evaluation is divided into two sections: programmatic and fiscal. The programmatic section measures the proposed program content and objectives, while the fiscal section measures the RFP budget pages and substantiation of bidder costs. A bidder s meeting has been schedule to assist with questions and/or technical assistance regarding this RFP. The bidder s meeting will take place on Thursday March 27, 2014 at 3:00 P.M. at the worknet DuPage Career Center, 2525 Cabot Drive, Suite 302, Lisle, IL 60532. RSVP by contacting Leticia Morales-Perez by e-mail at leticia@worknetdupage.org or by telephone at (630) 955-2060. Deadline for Submission: 4:30 p.m., Friday April 25, 2014. Any proposal not arriving by April 25, 2014, will be considered for funding only if funds are available after the initial round of RFPs have been awarded funding. Submit one (1) original and three (3) unbound copies* of your proposal to: worknet DuPage Career Center DuPage Workforce Development 2525 Cabot Drive, Suite 302 Lisle, Illinois 60532 Attention: Leticia Morales-Perez *Note: Please provide one (1) copy of the material used in substantiating your budget and one (1) copy of the proposed curriculum.
Section I GUIDELINES Provides pertinent information for the completion of the RFP. Section II REQUEST FOR PROPOSAL Provides the instructions for completing the body of the RFP. Section III AGREEMENT SHEETS Provides supporting documents to be signed and submitted with the RFP. Section IV BUDGET WORKSHEETS Provides worksheets which will reflect those costs needed to support the RFP. Section V PROPOSAL CHECKLIST AND EVALUATION FORM Provides definitions of the weights which will be used by the WIA Staff/Program Committee to evaluate each section of the RFP. Section VI ATTACHMENT A Sample of Contract Boilerplate which includes WIA, State, and County provision requirements for all WIA contracts.
TABLE OF CONTENTS Page(s) I. GUIDELINES 1-7 A. History and Information B. Eligibility Criteria C. Description of Youth Activities D. Youth Performance Measures RFP Completion Tip Sheet Proposal Cover Sheet 1 2-3 3-4 4-5 6 7 II. REQUEST FOR PROPOSAL A. Program Summary B. Program Description C. Program Curriculum Description D. Program Outcomes E. Recruitment Methods F. Organization Information 8-10 8 8-9 9 9 10 10 III. AGREEMENT SHEETS A. Terms of Request for Proposal B. Affirmative Action Policy Statement C. Debarment/Suspension Certification D. Certification Regarding Lobbying E. Content Certification 11-18 12-14 15 16 17-17c 18
IV. BUDGET WORKSHEETS 19-32 Recommended Supporting Fiscal Documentation of Actual Costs A. Program Staff Costs B. Program Staff Benefits Costs C. Program Staff Travel Costs D. 1. Operating Costs 2. Cost Allocation Plan Suggested Bases for Cost Distribution (Allocation) E. Youth Wages, FICA & WC F. Contractor Contributions to the Program G. Other Funding Sources H. Tuition Costs I. Budget Summary Page 20 21 22 23 24 25 26 27 28 29 30 31 V. PROPOSAL CHECKLIST AND EVALUATION FORM VI. ATTACHMENT A: CONTRACT BOILERPLATE
I. GUIDELINES A. History and Information In August 7, 1998, the "Workforce Investment Act of 1998" (WIA) replaced the Job Training Partnership Act (JTPA) as the country's major employment and training legislation. The intent of WIA is to consolidate and improve employment, training, literacy, and vocational rehabilitation programs. The Act mandated the state to be divided into Workforce Investment Areas (WIAs) to ensure the effective delivery of services. DuPage County is Local Workforce Investment Area (LWIA) 6, and is served by the DuPage county Workforce Development Office, which is a division of the Human Resources Department of DuPage County. The WDD Office (where this proposal originates) is housed in the worknet DuPage Career Center, located in Lisle. It is the purpose of WIA, funded by the United States Department of Labor, "to provide workforce investment activities that increase the employment, job retention, and earnings increase for participants, as well as increasing occupational skill attainment by participants, resulting in reduced welfare dependency and improvement in the quality of the workforce (Sec. 106 of the Act). The theory behind the partnership is to join the public and private sectors in helping these persons obtain employment. In general, DuPage Workforce Development funds programs, except as otherwise noted, that provide employment opportunities, development of new careers, and opportunities of non-traditional employment; overall, programs that contribute to the participants occupational development and self-sufficiency, while promoting upward mobility to those who can benefit and those who are most in need. For out-of-school youth, DuPage Workforce Development (WDD) seeks to subcontract youth programming to organizations that work with out-of-school youth, ages 17 to 21, to provide programs that include basic skills attainment (as needed), vocational/occupational skills training (in high growth occupations), GED (as needed), and unsubsidized job placement followed by one year (12 months) of follow-up services. Out-of-school youth is defined by WIA as a youth who; is 16 to 21 years old, a school dropout; or has received a secondary school diploma or GED, but is basic skills deficient, unemployed, or underemployed. For the purpose of this RFP we are requesting services to serve out-of-school youth ages 17 to 21. For in-school youth, DuPage Workforce Development (WDD) seeks to subcontract youth programming to organizations that work with in-school youth ages 16-21 to provide programs that include dropout prevention, high school retrieval, skills attainment, summer earn-andlearn, work experience/internships, diploma attainment, and transition from school to work or post-secondary education, followed by one year (12 months) of follow-up services. All proposed programs must include all WIA youth program requirements as part of program design. The duration of the contract will be from any time after July 1, 2014 to June 30, 2015. Depending upon program performance and availability of funds, the contracts may be extended for an additional year. -1-
B. Eligibility Criteria All individuals receiving training must meet WIA income eligibility criteria and have one or more barriers to employment. Eligibility is based on documentation of income; i.e., family income cannot exceed 70% of the lower standard of living based on family size as listed below: Family Size Six Months Gross Income 1 $5,745 2 $7,776 3 $10,671 4 $13,175 5 $15,549 6 $18,185 Add $2,636 for each additional family member over six (6). Also, welfare recipients, food stamp recipients, foster children, and homeless persons are automatically income eligible. Youth must also meet one or more of the following barriers to employment: a) Deficient in basic literacy skills, b) School dropout, c) Homeless, d) Runaway, e) Foster child, f) Pregnant, g) Parent, h) Offender, or i) An individual who requires additional assistance to complete an educational program, or to secure and hold employment. The state has determined that this category is to be defined locally. Policy of local definition of youth requiring additional assistance: Household receiving TANF/Food Stamps/Supplemental Security Income/Medical Card Youth excessively tardy/absent from school Youth enrolled in alternative school Youth has less than one year of employment with the same employer Youth of incarcerated parent(s) Youth who has a parent who is a veteran Cumulative GPA of 1.5 or less or a 1.5 GPA drop from previous report card Youth who is a minimum of 2 semester credits behind the rate required for graduation -2-
Youth has repeated a minimum of one secondary grade level or is a minimum of one year over age for grade Youth resides in non-traditional family setting single parent, grandparents, sibling Youth has aged out of foster care Youth is lacking vocational/occupational skills to enter labor market Youth is unable to obtain full time employment due to current economic recession and is in need of transitional employment Also, youth whose income exceeds guidelines, but who possess a barrier to employment (dropout, pregnant teen, limited English, etc.) may be admitted under special circumstances. C. Description of Youth Activities 1. Description of key design components: These key components are required for all programs and must be incorporated into any program design. a) Recruitment of youth targeted for services. While WDD will refer youth to the programs whenever possible, program providers will have responsibility for the recruitment of youth to fulfill program enrollment goals b) Objective Assessment: Assessment of the participant's academic levels, skill levels, that includes a review of basic skills, occupational skills, prior to work experience, employability interest and aptitudes, supportive services needs, and developmental needs of each participant. Family background, income, barriers to employment, must also be analyzed. c) Individual service strategy: Based on objective assessment results, an Individualized Service Strategy (ISS) will be established for each participant to identify employment goals, appropriate achievement objectives, and other appropriate services to address barriers. The individualized plan will be the guide for the services the youth will receive to achieve program goals. d) Preparation for post-secondary educational opportunities that include, when appropriate: i. strong linkages between academic and occupational learning; ii. preparation for unsubsidized employment opportunity; iii. effective connections to intermediaries with strong links to the job market and local employers. e) Provide twelve-month follow-up for all youth after exiting the program. -3-
2. Youth Program Elements: Youth program elements are an essential part of WIA programming and must be incorporated directly or indirectly in any WIA program activities as needed to obtain individual assessment goals. Each program element must be address in the proposal regardless of whether the program will be providing the services directly or indirectly. a) Tutoring study skills training, and instruction, leading to completion of secondary education; b) Alternative secondary school services, as appropriate; c) Summer employment opportunities that are directly linked to academic and occupational learning; d) As appropriate, paid or unpaid work experience/internship, including internships and job shadowing; e) Occupational skills training, as appropriate; f) Leadership development opportunities, which may include community service and peer-centered activities encouraging responsibility and other positive social behaviors during non-school hours; g) Supportive services, directly or through referral; h) Adult mentoring for the period of participation and a subsequent period, for a total of not less than 12 months; i) Follow-up services for not less than 12 months after the completion of participation; and j) Comprehensive guidance and counseling, which may include drug and alcohol abuse counseling and referral. The goal of the program is for each youth to successfully achieve all set goals, overcome barriers identified in their ISS, and achieve all relevant performance measures. D. Youth Common Measures Bidders must identify the performance goals the participants will attain during their participation in the program, Based on WIA Youth Common Measures (TEGL 17-05). DuPage Workforce Development requires that at least 75 percent of all program participants successfully achieve WIA Youth Common Measures. The program must be designed to achieve the following performance measures: Attain Degree or Credential (ADC) This measure includes In-school and Out-of-school youth who are enrolled in education at registration or at any point during the program. It measures the number of youth participants who attain a diploma, GED, or credential by the end of the third quarter after they exit the program. -4-
Placed in Employment or Education (PEER) This measure includes In-school and Out-of-school youth who are not in post-secondary education or employment at time of registration. It measures the number of youth who are in employment or in advance occupational training in the first quarter after the exit quarter. Literacy and Numeracy Gains (LNG) This measure includes Out-of-school youth participants who are basic skills (Math and/or Reading) deficient at program entry. It measures the number of youth who have completed a year in the program and have increase one or more educational functional levels. Youth participants must achieve a nine grade reading and math functioning level to be considered non-deficient. Additional information can be found in the Department of Labor/Employment and Training website http://wdr.doleta.gov/directives/corr_list.cfm TEGL 17-05. -5-
RFP COMPLETION TIP SHEET 1. Read the entire proposal before responding to any section. 2. Review Section V, Proposal Checklist and Evaluation Form, before completing the proposal. Keep this for your records. Do not return it to us. 3. Respond to each section in the order that it appears in the proposal. 4. Type, single-spaced, and label all responses with the applicable headings. 5. Section II should be written in easily understood language. 6. Double-check all calculations on the proposal budget pages. 7. The following must be submitted as part of the proposal: A. Proposal Cover Sheet (with original signatures). B. Request for Proposal (Section II) (one copy of program curriculum) C. Agreement Sheets (Section III) i. Terms of Request for Proposal ii. Affirmative Action Policy iii. Debarment and Suspension Certification iv. Lobbying Certification v. Content Certification D. Section IV, Budget Worksheets (one set of fiscal documents substantiating the budget) E. Most recent audit and management letter. 8. Return one (1) original and three (3) unbound copies of the proposal no later than 4:30 p.m. Friday April 25, 2014. ANY PROPOSAL ARRIVING AFTER THE DEADLINE, WILL BE CONSIDERED FOR FUNDING ONLY IF FUNDS ARE AVAILABLE AFTER INITIAL ROUND OF RFPS HAVE BEEN AWARDED FUNDING. -6-
PROPOSAL COVER SHEET Name of Organization Date Address Training Site Address Program name Program start and end dates Targeted Population(s) (who will be served) Person responsible for implementing this program Program contact person Telephone ( ) Fax ( ) E-mail Address Total Program Cost $ WIA Program Cost $ (request amount) Number of Youth (WIA eligible) WIA Cost Per Youth $ Name and Title of Authorized Representative Signature Date Telephone Number I have reviewed the proposal budget worksheets and certify that they are an accurate reflection of my organization's expenses. Name and Title of Fiscal Contact Person Signature Date Telephone Number -7-
II. REQUEST FOR PROPOSAL A. Program Summary Prepare a narrative description of your program. State your program objectives concisely, emphasizing the type of training proposed and provide a summary description of the major outcomes of the program. Describe the proposed program activities that will serve to satisfy WIA program requirements and how they will result on the achievement of WIA Performance Measures. Specify the impact of the program by emphasizing who (targeted populations) will benefit and how. B. Program Description Prepare a detailed description of your program activities, including the following: 1. Describe in detail all activities to be conducted at each phase of the program and the specific core training to be provided. Describe activities that will take place to keep youth engaged from start to finish. Define how the youth will advance through each program activity from enrollment to the end goal of the program and the achievement of WIA performance outcomes. 2. Describe how the WIA program requirements will be incorporated into the program. Include detailed information on how, when, where, and by whom the youth program goals will be delivered. 3. Provide total number of youth to be trained. Include minimum number of youth required to start the program 4. Provide ratio of youth to instructor(s). 5. Provide Program length and dates. a) Start and end dates or open entry/exit; b) Total hours of instruction i. Number of weeks of instruction ii. Number of days per week and number of hours per day (include time during which classroom training will occur). 6. Entrance Requirements a) Minimum reading and math skills needed for participation on the proposed program; b) Other requirements (age, residence, physical exam, driver s license, school status etc.). 7. Training materials and equipment to be used. 8. Description of the training facility (location, availability of public transportation, disabled accessibility, etc.) 9. Minimum Attendance Policy Requirements and consequences of not meeting minimum attendance. -8-
10. Assessment/Evaluation Methods a) Assessment, interest inventories, pre-program evaluation/tests used; b) Tests or methods used to evaluate youth's progress (include examples of materials used) 11. Program selection process; criteria to select clients for the program. List the minimum requirements needed to be accepted into the program. 12. Performance outcomes that will be achieved, including program goals and WIA required outcomes. For Out-of-School Programs include the type of credential youth will attain. 13. Follow-up activities that will take place to satisfy the 12-month follow-up requirement. C. Program Curriculum Description RFP must outline all elements of the training and must contain a detailed curriculum for the core training. Curriculum must be submitted in addition to the following information with the RFP: 1. Describe the types of instructional methods used in teaching. The discussion should reflect whether the instruction is classroom, worksite, or a combination, and if it is provided by teachers, trainers, worksite supervisors, and/or other relevant personnel. 2. Attach a curriculum inventory identifying materials (i.e. workbooks, software, etc.) that will be used while teaching. The inventory is a list, by title and publisher (as appropriate), of the materials used and the format of such materials (including homegrown" material) such as text, workbook, audiovisual, or computer assisted instruction. 3. Provide an explanation of how the materials relate to the program outcomes. 4. Describe the program components, including an average amount of planned time per task (in hours), as well as the average minimum number of weeks expected for participant contact. D. Program Outcomes Percentage of youth that will complete training and achieve program goals and WIA Performance Measurers based on program design and WIA requirements. -9-
E. Recruitment Methods Describe the recruitment activities that will be conducted to ensure that the proposed number of youth will be served. Describe contacts with organizations used to enhance recruitment. F. Organization Information 1. Provide the Statement of Mission for your organization and describe how program goals fit training organization s mission. 2. Attach an organizational chart showing how this program fits into the organizational structure and a chart showing staff positions for this program. 3. Attach job description(s) (including qualifications) and individual resume(s) of each staff person whose salary, in full or in part, will be paid by WIA; attach proof of current state certification, teaching certificates, etc., if applicable. 4. Attach proof of current state certification of the training organization, if applicable. 5. Attach certification of organization s nonprofit status, if applicable. 6. Organization Experience/Demonstrated Effectiveness. a. Provide background information which describes the organization s experience in operating youth programs. b. Describe the organization s past experience in providing services to the target populations. c. Describe services, if any, currently delivered by the organization which are related and/or complimentary to the proposed program. d. In a, b, and c above, provide summary information including program dates, targeted populations, performance standards, and number of youth enrolled and successfully completed. 7. In compliance with federal audit regulations, provide a copy of your organization s most recent audit report. The audit must include: a. Auditor s report on financial statements and on a schedule of federal assistance ; b. Auditor s report on study and evaluation of internal control system; c. Auditor s report on compliance with laws and regulations; and d. Auditor s management letter. -10-
III. AGREEMENT SHEETS Please read, sign, and return the following pages: A. Terms of Request for Proposal, pages 12-14 B. Affirmative Action Policy Statement, page 15 C. Debarment/Suspension Certification, page 16 D. Certification Regarding Lobbying, pages 17-17c E. Content Certification, page 18-11-
A. TERMS OF REQUEST FOR PROPOSAL In submitting this proposal, the service provider agrees to the following conditions of this proposed contract: 1. Bidders are to follow the guidelines contained in this document when preparing response proposals. Proposal budgets cannot include time spent in preparing the proposal. 2. Proposals must be prepared in accordance with applicable federal, state, local laws, and regulations governing WIA (available for review in the DuPage Workforce Development Office during normal working hours). 3. All proposals submitted will be subject to the following procedures: a. Proposals are reviewed by DuPage Workforce Development staff and the Youth Council of DuPage Workforce Investment Board (WIB); b. Budget/contract negotiations are conducted by DuPage Workforce Development staff; c. Final decisions on contract approval are made by the County of DuPage and the DuPage County Workforce Investment Board (WIB). d. In the event that a bidder protests a decision made by the DuPage County WIB concerning its proposal, the bidder has the right to appeal the decision. The bidder must appeal the decision to the group which rejected, reduced, or changed the bidder s proposal. For example, if the Youth Council rejects, reduces, or changes a proposal, the bidder then must make an appeal to that Youth Council for reevaluation and re-consideration. This can be done in writing and/or by making a presentation to the Council. If the Youth Council, after researching and re-evaluation the proposal, decides to fund (whether fully or partially) the program, the recommendation for this change must go before the WIB. The WIB re-evaluates its vote on the prior recommendation and reconsiders its decision regarding funding for that proposal. If, however, the WIB decides not to approve a Youth Council recommended proposal, the bidder must make an appeal directly to the WIB. 4. DuPage Workforce Development retains the right to accept or reject any or all proposals received, to negotiate with all qualified sources, or to cancel in part or entirety proposals if it is in the best interest of DuPage Workforce Development. DuPage Workforce Development may require selected bidders to participate in negotiations. 5. This RFP does not commit DuPage Workforce Development to award a contract, to pay any costs incurred in the preparation of a proposal, or to procure or contract for services or supplies prior to issuance of a signed contract. 6. Bidders must supply one (1) original and three (3) unbound copies of the proposal. 7. Bidders of proposals submitted and not selected for funding will be notified within 30 days after the final evaluation of all proposals. These proposals will be returned only at the bidder s request and expense. The request must be made within seven (7) days after the bidder is notified of the WIB s decision. -12-
8. The contents of proposals submitted by successful bidders will become part of the contract awarded to the bidders and funding will be contingent on their agreement to all WIA, State, and County provisions. See Attachment A. 9. Contractors will be prohibited from disseminating products developed under contract with DuPage Workforce Development without prior written consent of that agency. 10. Contractors must participate in program evaluation and monitoring conducted by DuPage Workforce Development. 11. The Contractor shall operate and comply with the training program described in the curriculum of the proposal, which will be included as a part of the contract. Any deviation from the curriculum and staffing as defined in this proposal must be approved in writing by DuPage Workforce Development and these changes will then be made a part of the contract. Failure to gain such writen approval shall constitute breach of contract. DuPage Workforce Development reserves the right to impose sanctions in the event of breach of contract, as appropriate. 12. Any expenditures or performances which exceed the amount agreed upon are the Contractor s sole responsibility and shall not entitle the Contractor to additional payments or benefits under this contract. 13. The Contractor shall inform DuPage Workforce Development in writing regarding the receipt of additional funding which will have an effect upon the quality of cost of providing training/services under the contract. DuPage Workforce Development, upon receipt of this information, maintains the right to negotiate or disapprove costs. 14. If a contract is determined disallowed after payment has occurred, the Contractor shall repay the amount of the disallowance to Dupage Workforce Development within 30 calendar days from the date of notice, or on a written alternative schedule determined by DuPage Workforce Development. If the Contractor violates or permits violation of contract terms or conditions, the Contractor shall repay to DuPage Workforce Development the amounts of funds directly related to the violation. 15. The Contractor agrees to pay reasonable accommodations for persons with disabilities. As stated in the Federal Register Volume 45, Number 196, page 66710, This means the changes and modifications which can be made in the structure of a job or employment and training program, or in the manner in which a job or an employment and training program is conducted, unless it would impose an undue hardship on the operation of the recipient s program. Reasonable accommodation may include: a. Making the facilities used by the employees or participants in the area where the program is conducted, including common areas used by all employees or participants (such as hallways, restrooms, cafeterias, and lounges) readily accessible to and usable by handicapped persons; and b. Job restructuring, part-time or modified work schedules, acquisition or modification of equipment or devices, the provision of readers or interpreters and other similar actions. -13-
16. IF OUR ORGANIZATION RECEIVES FUNDING UNDER THIS PROGRAM, WE WILL NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, CREED, RELIGION, AGE, SEX, PHYSICAL OR MENTAL DISABILITY, MARITAL STATUS, ARREST OR CONVICTION RECORDS (WHENEVER APPROPRIATE), PUBLIC ASSISTANCE STATUS, NATIONAL ORIGIN, POLITICAL AFFILIATION, VETERAN STATUS, OR FOR PERSONS WITH AIDS OR HIV INFECTION. Name and Title of Authorized Representative Signature Date *Note: Please include the preceding two pages when submitting the proposal. -14-
B. AFFIRMATIVE ACTION POLICY STATEMENT It is the policy of Print Name of Organization to provide equal employment opportunity to all persons regardless of race, color, creed, religion, sex, age, national origin, physical or mental handicap, political affiliation, belief, marital status, arrest or conviction record, public assistance status, veteran status, or persons with AIDS or HIV infection. Therefore, this organization will take Affirmative Action to ensure that we will: 1) Train in all job classifications regardless of the above differences. 2) Make program decisions that are in accordance with principles of equal employment opportunity by imposing only valid requirements for promotional opportunities. 3) Incorporate our equal employment opportunity policy in all personnel actions such as compensation, benefits, transfers, layoffs, company sponsored training, education and tuition assistance, career development, upgrading, demotion, and upward mobility. 4) Without regard to the above differences, invite trainees from WIA to participate in social and recreational programs. The success of an Affirmative Action program requires maximum cooperation between the management and its employees. To obtain these objectives, Print Name will be the Equal Employment Opportunity Representative for our organization. The above named person will be responsible for working with the Participant Coordinator for the purpose of aiding this organization in establishing future Affirmative Action goals. Print Name and Title of Authorized Representative Signature Date -15-
C. DEBARMENT, SUSPENSION, INELIGIBILITY, AND VOLUNTARY EXCLUSION CERTIFICATION This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510. The regulations were published as Part VII of the May 26, 1988, Federal Register. ===================-=========================================== INSTRUCTIONS FOR CERTIFICATION By signing and submitting this proposal, you, herein referred to as "the Bidder," agree to the following: 1. The Bidder and/or any of your affiliates have not been, nor presently are, debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency. 2. If you are unable to certify the above, please attach a letter of explanation to this proposal. 3. If there is any change in the Bidder s status, notify DuPage Workforce Development immediately. 4. If you submit an erroneous proposal, the federal government and the Department of Labor may pursue available remedies, including suspension and/or debarment. =============================================================== PLEASE SIGN AND DATE THIS CERTIFICATION Name and Title of Authorized Representative Signature Date -16-
D. CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, sub grants and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1362, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of no less than $10,000 and no more than $100,000 for each such failure. Grantee/Contractor Organization WIA TITLE Name of Certifying Official Signature Date -17-
E. CONTENT CERTIFICATION In submitting this proposal, the service provider certifies that the following has been provided (check as completed): One (1) original* and three (3) unbound clean copies of the proposal. Completed proposal cover sheet. * One (1) program curriculum. One (1) set of fiscal documents to substantiate program budget. Terms of Request for Proposal. * Affirmative Action Policy Statement. * Debarment/Suspension Certification. * Lobbying Form (if applicable). * Personnel Policy. Organizational Chart. Job Description(s), including position qualifications, of WIA funded personnel. Individual Resume(s) of WIA funded personnel. Current State of Illinois Certification Documents of WIA funded personnel (if applicable). Current Certification of Non-profit status (if applicable). Most recent Audit * Including original signature(s) and dates. Name and Title of Authorized Representative Signature Date -18-
IV. BUDGET WORKSHEETS Please read all sections of the Budget Worksheets before completing any forms, and note the following: One (1) copy of the documentation that substantiates your costs must be submitted along with the Budget Worksheets. See the attached list of recommended documents. (new programs only) Pages 21-24 and pages 27 and 30 should reflect only those costs for which WIA will be reimbursing your organization. WIA will only reimburse for actual costs incurred, which are considered necessary, reasonable, and customary. Page 28, Contractor Contributions, should reflect only those cost that your organization is contributing to the support of the WIA program. This cost must be documented. Page 29, Other Funding Sources, should reflect only funding received from outside sources (apart from WIA and your organization) that contribute to the WIA program. Page 31 should reflect a summary of the information above on pages 21-30. Note: Upon review of the Budget Worksheets, your organization s fiscal contact person must sign the page. -19-
RECOMMENDED SUPPORTING FISCAL DOCUMENTATION OF ACTUAL COSTS: Please include copies of the following: A. TRAINING STAFF COSTS - Payroll status sheets (lists wage per hour or salary rate) and/or - Payroll Register (prior 6 months) B. TRAINING STAFF FRINGE BENEFITS - Workman's Compensation policy - Unemployment Compensation policy - Retirement Benefits (If applicable) - Health/Life individual insurance benefits amounts (If applicable) C. TRAINING STAFF TRAVEL COSTS - Travel Vouchers (prior 6 months) and/or - Written justification of requested Travel amount D. OPERATING COSTS (Prior 6 months, if applicable) Rent Telephone Postage Printing Office Supplies 1. Copy of Lease. 2. Amount of square feet used and cost per square foot. 1. Copies of actual telephone bills; and/or 2. Written justification of requested telephone amount. 1. Copy of Postage Meter charges; and/or 2. Postage Receipts; and/or 3. Written justification of requested Postage amount. 1. Copies of Printing and/or Copier usage invoices; and/or 2. Written justification of requested Printing amount. Breakdown of actual supplies to be purchased for WIA program. Equipment Rental 1. Lease Agreement for equipment. 2. Specific list of equipment and individual cost per item. 3. Written justification for equipment for WIA program. Books/Instructional Aids Other Specific list of books, supplies, etc., and then actual costs for each participant. Any applicable expense not covered in the above sections. List actual costs and written justification for the expense. -20-
Original Revised Organization Date BUDGET WORKSHEETS A. Program Staff Costs These costs are for personnel who are directly involved with WIA training. Note: Number of weeks worked cannot exceed the actual length of training unless justification is submitted with budget worksheets. Instructions: List all positions associated with the program. Under the Payment Schedule. POSITION PAYMENT SCHEDULE RATE PER HOUR/TIME PERIOD # HOURS PER WK. ON WIA (If Applicable) # OF WEEKS/ MONTHS TOTAL CHARGED TO WIA X X = $ X X = $ X X = $ X X = $ TOTAL WIA PROGRAM SALARY COSTS: $ Note: Attach documentation substantiating all Program Staff Costs. -21-
B. Program Staff Benefits Instructions: Give the percent figure for each type of benefit. If a flat rate is to be applied, write in the rate and the number of positions. If all staff members receive the same fringe benefit package, multiply each benefit rate by the total salary figure. If there is a different benefit package for different training staff, you will have to copy this table and complete a separate benefit table for each. BENEFITS: RATE (%) TOTAL WIA SALARY TOTAL F.I.C.A. X = $ WORKERS COMP. X = $ UNEMPLOYMENT COMP. X = $ RETIREMENT X = $ OTHER X = $ (Explain) HEALTH & LIFE INS X = $ Cost Per Month Number of Months TOTAL PROGRAM STAFF BENEFIT COSTS: $ Note: Attach documentation substantiating all Program Staff Benefit Costs. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx TOTAL WIA PROGRAM STAFF BENEFITS: $ -22-
C. Program Staff Travel Costs Instructions: List the travel costs of staff and justify. Note: Total months of travel cannot exceed actual length of training. POSITION RATE PER MILE # OF MILES # OF MONTHS TOTAL X X X = $ X X X = $ X X X = $ X X X = $ Justification for staff travel: TOTAL WIA PROGRAM STAFF TRAVEL COSTS $ Note: Attach documentation substantiating all Program Staff Travel Costs. -23-
D1. Operating Costs This section is for costs associated with the operation of the WIA program only. Contractors should be aware that specific documentation to justify these costs may be required during the submission of the proposal during the life of the contract, and/or during the federal auditing time frame (five years after the contract closure date). a. Rent: $ per month x months $ # of Sq. Ft. Cost/Sq. Ft. $ b. Telephone $ per month x months = $ c. Postage: $ per month x months = $ d. Printing/Copier Usage: $ per month x months = $ e. Office Supplies $ per month x months = $ Note: All purchases must be applicable to WIA participants. f. Equipment Rental: $ per month x months = $ g. Books and Instructional Aids: $ per participant x participants = $ h. Other (explain): $ per month x months = $ TOTAL WIA OPERATING EXPENSES $ -24-
D2. Cost Allocation Plan If a cost for a product or service is distributed to a number of other programs, or between the WIA program and the subcontractor, the subcontractor must submit a Cost Allocation Plan. Examples: 1) If you receive 50% of your funding from WIA and 50% from another source, only 50% of your applicable training costs can be charged to WIA. All costs should be individually listed. 2) Each individual cost category can be allocated by a different base. (See page 26, "Suggested Bases for Cost Distribution"). Procedure for this type of plan follows: a. Identification of the services and costs of each expense to be claimed; b. Determination of method for allocating costs for each expense; c. Choosing the appropriate base for allocation. It is very important that each subcontractor submits a Cost Allocation Plan, if applicable. Federal regulations now dictate that contracts should not be negotiated without submission of a viable Cost Allocation Plan. -25-
SUGGESTED BASES FOR COST DISTRIBUTION (ALLOCATION) Following are suggested bases for distributing joint costs of central-type services to local government departments or agencies and to projects and programs utilizing these services. The suggested bases are not mandatory for use if they are not suitable for the particular services involved. Any method of distribution can be used which will produce an equitable distribution of cost. In selecting one method over another, consideration should be given to the additional effort required to achieve a greater degree of accuracy. Type of Service Suggested Bases for Allocation Accounting Auditing Budgeting Buildings lease management Data processing Disbursing service Employees retirement system administration Insurance management service Legal services Mail and messenger service Motor pool costs, including automotive management Office machines and equipment maintenance repairs Office space use and related costs (heat, light, janitor services, etc.) Organization and management services Payroll services Personnel administration Printing and reproduction Number of transactions processed Direct audit hours Direct hours of identifiable services of employees of central budget Number of leases System usage Number of checks or warrants issued Number of employees contributing Dollar value of insurance premiums Direct hours Number of documents handled or employees served Miles driven and/or days used Direct hours Square feet of space occupied Direct hours Number of employees Number of employees Direct hours, job basis, pages printed, etc. -26-
E. Youth Wages, FICA & WC If the youth enrolled in the program are participating in Work Experience, calculate the cost of wages and benefits. 1. Work Experience Wages Rate # of Hours # of Weeks/ # of Youth Total Charged per Hour per Week Months to WIA X X X = $ X X X = $ TOTAL WORK EXPERIENCE WAGES: $ 2. Work Experience FICA & WC Benefits Rate (%) Total Salary Total Charged to WIA F.I.C.A. X = $ Worker s Comp. X = $ Other (Explain) X = $ TOTAL WORK EXPERIENCE BENEFIT COSTS: $ TOTAL WORK EXPERIENCE WAGES FICA AND WC COSTS: $ *Check here if the cost of Youth WEX wages and benefits will be included as part of the contract. **Check here if the youth WEX wages will be paid by DuPage County. *contractor will be responsible for payroll of WEX wages. Include total wages on budget summary page #31. **Don t include youth wages on the budget summary page #31. -27-
F. Contractor Contributions to the Program List all program contributions from the bidder's organization (not other funding sources). Example: The instructor of the program works three hours per week on WIA in excess of the time for which you are billing WIA and your organization absorbs the difference. The operating expenses associated with this program are paid by your organization. 1) Administrative Salaries: $ 2) Administrative Benefits: $ 3) Training Staff Salaries: $ 4) Training Benefits: $ 5) Staff Travel: $ *6) Operating Costs (rent, telephone, printing, postage, etc.): $ *On a separate sheet of paper, please list each operating cost and how the cost is calculated. Example: Rent: $ per mo. x mos. = $ # of sq. ft. Cost per sq. ft. $ 7) Tuition Costs: $ 8) Other Costs : $ Explain TOTAL CONTRACTOR CONTRIBUTIONS: $ -28-
G. Other Funding Sources List all other funding sources and amounts which will be contributing to the WIA program, other than F above. Examples: Illinois State Board of Education (ISBE), Office of Rehabilitation Services (ORS), Department of Human Resources (IDHS), etc. SOURCE TOTAL $ $ $ TOTAL OTHER FUNDING SOURCES $ TOTAL CONTRACTOR CONTRIBUTIONS/ OTHER FUNDING SOURCES: $ -29-
H. Tuition Costs If you are proposing a tuition base program, the program must be an existing program currently being offer to the public and recognized by an industry or State/Federal agency. Private schools must be currently approved in the WIA Certified Training Provider. Please state the tuition costs. Note: ATTACH CURRENT MATERIALS (SCHOOL CATALOGS, BROCHURES, ETC.) THAT PROVIDE DOCUMENTATION THAT THIS IS A STANDARD TUITION CHARGED TO ALL STUDENTS. TIME TOTAL TUITION PERIOD # OF TOTAL COST (WK, QTR, ETC.) STUDENTS TUITION $ X X = $ -30-
I. BUDGET SUMMARY PAGE WIA SHARE + NON-WIA * SHARE TOTAL = PROGRAM COST ADMINISTRATIVE SALARIES $ = $ ADMINISTRATIVE BENIFITS $ = $ PROGRAM SALARIES $ + $ = $ PROGRAM BENEFITS $ + $ = $ TRAVEL COSTS $ + $ = $ OPERATING COSTS $ + $ = $ $ TUITION COSTS $ + $ = YOUTH WAGES $ + $ = $ YOUTH BENEFITS $ + $ = $ OTHER COSTS $ + $ = $ TOTALS: $ + $ = $ *Include Contractor contributions and other funding sources in this column from pages 29-30. TOTAL WIA divided by TOTAL NUMBER OF COST PER SHARE PARTICIPANTS = PARTICIPANT $. /. $ -31-
V. PROPOSAL CHECKLIST AND EVALUATION FORM The Proposal Checklist and Evaluation Form will assist WIA staff and the Youth Council of the WIB in evaluating the merits of each proposal. The maximum number of points available for each question is noted after the question. Note that the Proposal Checklist and Evaluation Form is only one of the factors that will be considered in the determination of program funding. Other factors include: Bidder's past performance in the delivery of youth services and the ability to meet goals. Bidder's ability to serve targeted populations. Bidders intent to provide WIA Program Elements. Percent of youth to achieve WIA performance measures. Location of training site.
FOR WIA STAFF USE ONLY Bidder s name: Reviewer: Total Program Points: Proposed program: Date reviewed: Total Fiscal Points: Total Review Points: Proposal Checklist The following information must be included for the evaluation of the proposal to occur: If the information is included, place a checkmark next to yes; if the information is not included, check no. Yes No Proposal arrived with the cover sheet completed and original signatures of both the Fiscal Officer and the Organization s authorized representative. Yes No One original and three (3) unbound clean copies of the proposal received, including one copy of budget documentation. Yes No Terms of Request for Proposal Form Yes No Affirmative Action Policy Statement Yes No Debarment/suspension Certification Yes No Lobbying Forms Yes No Content Certification Form Yes No Program Attendance Policy Yes No Program Attendance Form(s) Yes No Organizational Chart Yes No Job Description(s) of all WIA-funded personnel Yes No Individual Resume(s) and applicable certification Yes No Certification of Non-Profit Status (if applicable) Yes No Current State of Illinois Certification Documents of Funded Personnel Yes No Organization s most recent audit