Philadelphia Works In Partnership with the Philadelphia Housing Authority (PHA) Request for Proposal Released January 28, 2014 I. Project Description A. Purpose Philadelphia Works releases this Request for Proposals to entities interested in providing training services to a targeted population of individuals. Specifically, the RFP will procure classroom occupational skills training so that program participants may secure employment in one of the following areas: customer service, medical insurance and billing, and light truck driving/inventory management specialists. The programs must be designed to enable participants to obtain specific job skills so that they may qualify for employment in targeted occupations that pay wages that are self-sustaining. B. Who is Eligible to Apply Proposals will be accepted from any private for-profit agency, private non-profit organization, government agency, educational institution that can demonstrate the capacity to successfully provide the services identified in this RFP. The RFP process is open to current Philadelphia Works and Philadelphia Housing Authority contractors as well as qualified organizations that have not previously contracted with either agency. (Businesses who are interested in participating in our on the job training wage reimbursement program as outlined in this RFP may contact Andi Corum, Director of Business Engagement at 215.557.2819). Selected Contractors will be required to supply evidence of appropriate licenses, insurance, relevant internal procedures, etc., prior to contract execution. The list of required documentation will be provided by Philadelphia Works upon selection through the RFP process. Philadelphia Works in soliciting requests for proposals shall not discriminate against any person or organization submitting a proposal pursuant to this Request for Proposals because of race, color, creed, religion, sex, sexual orientation, age, disability, ethnic group, national origin, or other basis prohibited by law. Similar services to participants transitioning into the workforce and have additional challenges or barriers to employment are encouraged to respond to this RFP. 1 P a g e
Critical Application Information: Contractors must have a demonstrated track record of providing employment services Contractors must agree to coordinate with the partners delineated in the request for proposal Philadelphia Works intends to award contracts to multiple Contractors Depending on funding availability and the success of the program, Philadelphia Works in consultation with the Philadelphia Housing Authority may extend awards beyond July 31, 2014. Contractors with employers who have openings in any of the three occupations outlined in this RFP are encouraged to apply. All employers will be considered with a final decision made by Philadelphia Works. Philadelphia Works will contract directly with all employers served through this RFP. Contractors must be able to train a minimum of 15 participants per class. C. Background Information In support of PHA s effort and consistent with our overall mission, Philadelphia Works has partnered with PHA as they embark on new strategies under their Moving to Work status. Given our unique role and experience in the public workforce system, Philadelphia Works releases this RFP in partnership with PHA. Philadelphia Housing Authority The Philadelphia Housing Authority (PHA) is a public body, existing as a public housing authority. PHA is one of thirty eight housing authorities with moving to work status which provides public housing agencies the flexibility to fund and design unique strategies to address local needs. Building on its commitment to its residents, PHA seeks to create/develop innovative training of PHA residents through its partnership with Philadelphia Works. Specifically, PHA seeks to invest in a small pilot project that will inform its future investment in training programs that lead to employment in occupations that pay sustaining wages. Philadelphia Works In accordance with the Workforce Investment Act (WIA) Philadelphia Works is the workforce investment board for Philadelphia and is charged by the Mayor to lead the city s broadlydefined workforce system. Our Board of directors and Chief Executive Officer are appointed by the Mayor. Our mission is to connect employers to a skilled workforce and to help individuals develop the skills needed to thrive in the workplace. Our strategic priorities align with the Mayor s workforce agenda. Philadelphia Works is supported by federal and state workforce development funds, as well as privately-raised funds to support our mission. 2 P a g e
Our customers are both local and regional employers who seek a qualified workforce and job seekers looking to find their next job or advance in their careers. We serve these customers largely through contracting with service delivery partners. Our other stakeholders include economic development, education, employment, training, and human service agencies throughout the city. What we do: Set policy for the workforce development system and strategic investment of workforce development funds Fund and provide technical assistance on career guidance, job training, and job placement services offered by educational institutions, PA CareerLink Philadelphia, EARN Centers and youth service providers working through the Philadelphia Youth Network. Offer employers wage subsidies, employee training and re-training assistance, and work with them to help employees who have been laid off. Conduct research on employment and workforce trends and provide our findings to businesses, policy makers, service providers and the media. Promote public policy that meets the needs of jobseekers and employers. Create innovative partnerships and services to upgrade the skills of Philadelphians and meet employers needs. D. Availability and Awarding of Funding Funding for this project is contingent upon the availability of funds. The anticipated length of the contract period is three months. Contracts will begin on April 1, 2014 and end on July 31, 2014 unless otherwise extended under the discretion of Philadelphia Works and PHA. The cost per individual for training only cannot exceed $4,000.00. For training and job placement contractors cannot exceed $6,000. These costs per individual that are submitted as part of the proposals is not final until contract execution. Philadelphia Works reserves the right to negotiate the costs of all training programs upon award selection. Special consideration will be given to those contractors who are proposing a cost per enrollment less than $4,000 or $6,000.00 respectively. E. Scope/Service Requirements The selected contractor(s) will: 1. Have a demonstrated track record in providing skills training programs for the following occupations: 3 P a g e
Customer Service Representatives-Refers to the occupation where individuals will interact with customers on behalf of an organization or Light truck drivers with inventory management-refers to the occupation where an individual drives a light vehicle such as a truck or van, and primarily picks up merchandise or deliver packages and has inventory responsibilities or Medical insurance claims processors-refers to the occupation where individuals compile, compute, and record billing, accounting, statistical and other numerical data for billing purposes. 3. Deliver employer driven training meaning one or more employers have vetted the curriculum and the curriculum had kept pace with changes in industry standards, by involving employers in the development and continued review of the curriculum. 4. Deliver training that upon successful completion provides the participant with the skills and competencies needed to secure the occupation for which they have been trained. 5. Work in collaboration with the partners as needed which includes the Philadelphia Housing Authority, Philadelphia Works, and the PA CareerLink system which is the One Stop system responsible for meeting the workforce needs of employers and job seekers. These occupations were selected based on the following criteria: Classified as short term training i.e. training that can be completed in twelve weeks or less Occupation is part of a career pathway Wage earnings meets Philadelphia self-sufficiency standard of $13.00/hour F. Scope/Service Requirements Partner Roles and Responsibilities The Philadelphia Housing Authority will: Develop a process for selecting residents to participate in this project. PHA will ensure that through the selection individuals targeted for this project has a vested interest in training and securing employment in the occupations that have been pre-selected for this project. PHA will ensure these individuals have the necessary foundational skills needed to be successful in the training and job training portions of this project. Provide case management services to all PHA residents participating in this project up the first six months after job placement Provide for the costs of childcare and transportation 4 P a g e
The local workforce force board Philadelphia Works will: Oversee and guide the implementation of this project Facilitate the procurement of training services as outlined in this RFP, Identify employers that will have job openings in the selected occupations. Support on the job training activities through the investment of Workforce Investment Act funds The PA CareerLink which is the one stop system in Philadelphia will: Work in concert with PHA to screen participants and coordinate intensive/case management services as appropriate Determine eligibility for WIA funding and register participants in the PA CareerLink system Support the transition and prepare participants for on the job training Coordinate with Philadelphia Works to identify employers hiring in these occupations Provide follow up services to participants for one year following the first quarter of employment Evaluate a customer s qualifications against employer requirements, refer qualified applicants to employment opportunities and facilitate the hiring of an applicant. G. Program Elements 1. Recruitment-To identify Individuals for this project, the recruitment process will include: Promotion and advertising to PHA residents Screening for willingness to participate in this project Assessment of employment and training goals Assessment of foundational skills 2. Participant Eligibility-Only PHA residents are eligible to participate in this project. These criteria will be determined in advance of any training activities. Individuals who are selected for this program must meet the training providers requirements and be determined eligible for WIA funding by meeting the following criteria: Be at least 18 years of age Be a citizen or eligible to work in the United States Be unemployed unless otherwise specified Be a Philadelphia resident unless otherwise specified 3. Classroom Training-will consist of the following: Instruction in a classroom setting Conducted by a qualified instructor 5 P a g e
Leads to the acquisition of a skill, competencies or knowledge needed for the occupations identified in this RFP 4. On the Job training-consists of occupational skills training by which the employer is reimbursed 50% of participant wages to cover the extraordinary costs of training. To contract with Philadelphia Works the employer must: Have special requirement that will be met through the classroom job training program Pay no less than 50% of the cost of training unless otherwise specified Commit to hire all individuals who successfully complete the training Philadelphia Works will not contract with an employer who has previously exhibited a pattern of failing to provide continued long term employment with wages, benefits and working conditions that are equal to those provided to regular employees who have worked a similar length of time and are doing the same type of work. 5. Timeline of Activities January 28: Request for Proposals is released February 19: Proposals due February 20: Philadelphia Works and PHA begin review of proposals February 28: Selections made; training providers selected; PHA will finalize resident recruitment and application process. March 3-10: Employer feedback on training curriculum. April 7: Classroom training programs will begin August 1: Residents begin the On the Job Training opportunity. II. Program Outcomes A. Performance Measures/Payment Structure The payment structure for all contracts will be performance based. Providers may submit proposals for training only or training and placement services. (Please note: The performance measures and definitions listed below are subject to change based on changes in PHA policy, legislation, and/or guidelines.) The payment structure is as follows: Classroom Training-Cost per participant cannot exceed $4,000 6 P a g e
Performance Expectations % of Budget Performance Standard Enrollment 50% 100% Successful Completion 50% 100% Classroom Training and Placement into On the Job Training (not Philadelphia Works employers-a list will be provided to successful respondents) Cost per participant cannot exceed $6,000. Performance Expectations % of Budget Performance Standard Enrollment 35% 100% Successful Completion 35% 100% Job Placement Rate 30% 90% B. Definitions: Enrollments: The number of participants referred to each Contractor who actually attend, complete all paperwork, and an enrollment activity is entered in the system. Successful Completion - The percentage of participants enrolled who successfully complete the training by obtaining the necessary certifications and/or skills to obtain employment and are placed into training related employment. Job Placement Rate: The percentage of participants who complete the training and who obtain employment for at least 30 hours per week. (Participants must be placed into employment with the employer partner(s) or other employers approved by and contracted with by Philadelphia Works). 7 P a g e
III. Application Process A. Responding to the RFP 1. How to Respond Applicants must follow the procedures outlined in the Request for Proposals (RFP. The RFP is available at www.philaworks.org. Hard copies of this RFP will be available upon request by calling 215.963.2100. Applicants must answer all of the appropriate questions in the Program Narrative section of this RFP and provide all of the following attachments: Attachment 1 - Cover Page Attachment 2 - Organizational Information Attachment 3 - Program Narrative Attachment 4 - Budget, Budget Narrative, Cost Allocation Plan Attachment 5 - Contractor s Certification Attachment 6 - Certificate of Insurance General Liability Insurance, Fidelity Bonding Insurance and Workers Compensation Insurance. All certificates of insurance must exhibit dates for coverage that comply with the contract period. Attachment 7 Audited Financial Statements - Single Audit A133, prepared within 9 months of year-end and includes sign off date of audit and Disclosure of Full Compliance (footnotes). Contractors are also required to include their Management/Strategic Plan for the organization. Attachment 8 Employer letters of commitment to hire if applicable One original and five copies including all attachments must be submitted. The proposal must be presented on single-sided, single spaced pages, using a 1 margin and no smaller than 12 pt font. Do not bind the document. An electronic version of your proposal and all attachments must be submitted on a flash drive. No incomplete, faxed, emailed, bound, or late applications will be considered. Proposals that do not follow the required format will not be reviewed. Please refer to the Proposal Checklist at the end of this RFP to ensure the package is complete. Do not submit the checklist as part of the proposal. 8 P a g e
2. Where to Respond Applications must be received in the offices of Philadelphia Works no later than 12:00 pm on February 19, 2014. Late applications will not be accepted. Submit applications to: 3. Where to Submit Questions Philadelphia Works One Penn Center at Suburban Station 1617 JFK Boulevard, 13 th Floor Philadelphia, PA 19103 Attn: Denise Givens Questions regarding development and submission of this RFP should be submitted to info@philaworks.org. Questions posted on-line at www.philaworks.org. B. Evaluation of Proposals 1. Completeness Proposals will be initially reviewed to verify that they are complete and consistent with the guidelines set forth in this Request for Proposals. If any section of the proposal is missing or illegible it will be considered non-responsive and will not be considered. The proposal will not be reviewed or scored. 2. Fiscal Review Following the initial review, proposals will then be reviewed on the proposed budget and fiscal soundness. Agencies must be considered either low risk or medium risk on the fiscal review to be considered for funding. Agencies that are deemed to be high risk will not be considered for contract award. 3. Programmatic Review Concurrent with the fiscal review proposals will be evaluated based on the quality of the services being provided as demonstrated through the narrative section of this RFP. The elements identified in the RFP are not all-inclusive therefore other aspects of the proposals and budgets may be reviewed during the selection process. 9 P a g e
Attachment 1 - Cover Page Name of organization: Address of organization: Address of Training Location if different from organization: Administrative contact person name and title: Phone: Fax: E-mail address: Fiscal contact person name and title: Phone: Fax: E-mail address: Applying for: Classroom Training Type/Sector-Specific Field of Training Number of participants to be served Cost per participant Classroom Training and Job Placement Number of participants to be served Signature of Authorized Agency Representative Name Title Date 10 P a g e
Attachment 2 Organization Information ORGANIZATION INFORMATION What is the organization s Federal Tax ID number or the name and Federal Tax ID number of the legal entity that will act on behalf of the Organization: Is your organization (or the legal entity identified above) certified by the City s Minority Business Enterprise Council? Yes No Is your organization minority owned and/or operated? Yes No Have any of the applicant s Federal, State or City contracts or grants ever been terminated or suspended (either totally or partially) for any reason? Yes No (If yes, explain) on separate sheet) Is applicant in receivership or bankruptcy, or are any such proceedings pending? Yes No (If yes, explain on separate sheet) Has the applicant s organization ever been cited, fined, or reprimanded for any law or code violations or has any business license been suspended or revoked? Yes No (If Yes, explain on separate sheet) Has the applicant agency and its staff or director ever been barred from entering contracts with City, Federal or State government agencies? Yes No (If Yes, explain on separate sheet) Conflict of Interest/Union Concurrence 11 P a g e
Attachment 3-Program Narrative Please provide the following information in clear, concise language and not more than fifteen (15) pages excluding attachments. Assume that the reviewer is unfamiliar with your organization or its previous experience with Philadelphia Works or the Philadelphia Housing Authority. Organizations are strongly encouraged to provide details with specific program descriptions, numbers, citations, etc. that captures your organization s approach and capacity to successfully accomplish the training services you propose. Organizational Experience and Staff Capacity (25 points) Provide information about your organization in the following areas: 1. A description and brief history of your organization. 2. History of providing services to participants with employment and training needs. 3. Performance outcomes from prior similar programs (provide the most recent data on enrollment, successful completion, and if applicable placement into employment for the proposed training program or similar program by submitting evaluative reports from the funding agency. This information must be submitted on the evaluating agency s letterhead. 4. Your training facility accommodations, including capacity and documentation of American with Disabilities Act (ADA) compliance. 5. Positions that will be assigned to this project and provide the corresponding job description and resume of the person who will fill the position(s). If applicable please include verification of all earned certifications. For positions where an individual has not been identified, please provide a job description. 6. If applying in partnership with an employer, describe the capacity in which the employer will be involved in the project. Training Plan (50 points) 1. What type of training you are proposing to offer? Provide the curriculum and detail pertinent information, such as length of the training, hours required, the number of classes proposed over the contract period, the minimum and maximum capacity for each class, and detail the skills and competencies that the participant will learn. 2. Provide pertinent information, such as the educational level of the curriculum; strategies for preparing participants for employment; job readiness and job retention skills that will be taught and how they will be incorporated into the curriculum; and the type of industry recognized certifications that will be obtained. 12 P a g e
3. Identify how your organization has utilized employers when designing and updating your curriculum to adapt to industry changes and meet the needs of employers. 4. Describe any skills training related work activities for participants which should aid in future job placement. 5. Describe measures your organization will take to support participants who may be challenged with the curriculum or are not progressing as expected. 6. Describe how the class will be managed i.e. open entry open exit verses managed enrollment. Entrance Requirements and Assessment Plan (25 points) 1. Describe your entrance requirements. What are the minimum educational attainment levels? If applicable, what are the reading and math scores required for your training program? 2. List what tests, methods or processes do you use to assess the following areas where applicable: Basic Skills (e.g. reading, math, using information)* Aptitudes and Career Interests* Work history Other 3. Describe the means you will use to assess participant satisfaction at mid-term and program end timeframes. Placement Efforts/Employer Commitments (50 points) (Complete only if the Contractor wishes to train and place participants) 1. List employers with whom you will have agreements to assist your organization with curriculum, training, and/or to hire participants who successfully complete the training program you offer. Provide signed letters from these employers (in attachment 8) that contain: Evidence that the training curriculum meets current industry standards; and a commitment to review the curriculum on an annual basis; Certification requirements, if applicable An expressed commitment to interview all and hire a number or percentage of participants that successfully complete the program and meet the employer s criteria; 2. Describe how you will work with the partners to place participants in the on the job opportunities that exists with your employer partners (subject to Philadelphia Works approval). Outline any strategies you have in place to help participants who may have with barriers, e.g. criminal backgrounds. 13 P a g e
Attachment 4 Budget, Budget Narrative, Cost Allocation Plan Budget All organizations responding to this RFP must complete the Budget form found on the Philadelphia Works website. The proposed budget should include expenses associated with the operation of the program described in this document and should correspond to the level and amount of services being provided. Proposals will be evaluated based on the quality of the proposed training services and the efficiency of the budget. The proposed budget will be reviewed to determine if the costs associated with the project seem reasonable and logical based on the services being provided. In addition the costs of subcontracts will be reviewed to determine if they are reasonable in comparison to services being provided to the agency. Administrative and/or Indirect Costs and Profit - Agencies must allocate expenditures as Administration or Program. Administrative costs must be reasonably related to the total cost of the programmatic services. The total of Administrative and/or indirect cost and profit cannot exceed 10%. Indirect Costs are only allowed as an administrative expense and must be accompanied by an Approved Rate Agreement. Profit is only allowable as an Administrative cost. How to complete the budget form: Complete worksheets B through I, first Worksheet A will automatically calculate The formula s contained in the budget workbook are locked Budget Narrative A budget narrative may be used to append the formal budget, but not as a replacement thereof. Cost Allocation Plan Contractors proposing more than one training/program or who operate other contracts must submit a cost allocation plan to ensure equitable distribution of costs to programs under contract with Philadelphia Works. 14 P a g e
Attachment 5 Contractor s Certification I certify that all the information provided in this budget is both complete and accurate to the best of my knowledge. Additionally, this form will be revised and re-submitted at a later date should unforeseen cost factors necessitate changes. I also understand that if selected as a contractor, I will be required to submit further detailed budget information. Signature of Authorized Agency Representative Title Date An Authorized agency Representative must sign the Contractor Certification form. Successful Bidders will be required to submit detailed budget information at the time of contract negotiations. Knowingly submitting false information may result in the termination of any contract award. PLEASE SIGN THIS FORM AND INCLUDE IN FRONT OF BUDGET PAGE 15 P a g e
Attachment 6 Certificate of Insurance Insurances: including General Liability Insurance, Fidelity Bonding Insurance and Worker s Compensation Insurance for the contract period. All certificates of insurance must exhibit dates for coverage that comply with the contract period. 16 P a g e
Attachment 7 Audited Financial Statements All responders must attach a copy of the following: Most recent Audited Financial Statements performed in compliance Government Auditing Standards (i.e. OMB Circular A-133 or a program audit) The audit report should include the following: Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Report on Compliance with Requirements Applicable to Each Major Program and on Internal Control over Compliance Statements of Financial Position, Activities and Changes in Net Assets and Cash Flows.- The sign-off date of the audit and all disclosures (footnotes). Responders must also provide a copy of the organizations Management/Strategic Plan Must include an allocation of expenses, processes and trends. 17 P a g e
18 P a g e Attachment 8 -Letters of Support
Attachment 3 Question 3 - PRIOR EXPERIENCE FORM YOU MUST ATTACH TO THIS PAGE A COPY OF AN EVALUATIVE REPORT ISSUED BY THE FUNDING AGENCY REGARDING THE OPERATION OF THIS PROJECT TO THIS PAGE. Such reports could include: monitoring reports, evaluations, studies, and correspondence describing the quality of your performance. Such reports must be on the letterhead or the stationary of the issuing agency. Type of Training: Dates of operation: Funding agency that contracted with your organization: Dollar size of contract: General characteristics of the clients served (dislocated workers, displaced homemakers, substance abusers, and welfare clients): Number contracted to serve: / Number actually served: What percentage of persons who entered the program successfully completed the course? Of those served what number achieved subsidized or unsubsidized employment: Description of program curriculum and the tasks that your organization implemented in the program: 19 P a g e
PROPOSAL CHECKLIST Proposals with incomplete or missing sections will be considered ineligible, and will not be considered. Please take the time to complete this checklist to ensure that all of the following information is included in your proposal package: Attachment I - Cover Page (This document must be fully completed and signed by the authorized agency representative) Attachment 2 Organization Information Attachment 3 Program Narrative Attachment 4 - Budget (signed by authorized agency representative) and Budget Narrative Attachment 5 - Contractor s Certification Attachment 6 - Certificate of Insurance Attachment 7 - Copy of the current Organizational Audit, along with a management and strategic plan Attachment 8 Letters of Support One Original + 5 copies of entire proposal plus a copy on flash drive 20 P a g e