Bidder’s Conference Notes – Telecommunications System, page 1

COWIC/OhioMeansJobs – Columbus-Franklin County

BIDDER’S CONFERENCE NOTES

In re: Request for Proposal, (RFP)Summer Employment Program, S.O.A.R.hire! 2015

Thursday, February 5, 2015- 1PM

Facilitating:

Winford Dearing, RFP Procurement Manager

Suzanne Coleman –Tolbert, President & CEO

Gayle Troy, Consultant

Ezra Johnson, Program Manager

Lawrence Jackson, Program Manager

Jarid Fitch, Grants Coordinator

Introductions

Suzanne Coleman-Tolbert opened the meeting and initiated both staff and attendee introductions. Following the introductions, she gave a brief overview of the new WIOA Legislation and it impact on this year’s summer employment program. She commented on last year’s program and circulated the S.O.A.R.hire! 2014 report. She recognized both the City and County representatives in attendance.

Summary & Overview of S.O.A.Rhire! 2015

Gayle Troy

Gayle Troy gave those attending a brief overview of COWIC Summer Employment program.

  • S.O.A.R.hire! (Successful Opportunities to Achieve and Reconnect) is a partnership between COWIC/OhioMeansJobs, Franklin County, the City of Columbus, community based organizations and the business community.
  • S.O.A.R.hire! is a paid internship for youth and young adults in Columbus and Franklin County.
  • All participants must meet eligibility requirements of S.O.A.R.hire! 2015 funding sources.
  • All programs will offer no more than 20 hours per week of paid participation, with a maximum of 160 hours.
  • Program will operate for up to eight weeks from June 8th to August 7th 2015.
  • All participants will engage in Work Readiness, Leadership Development and financial Literacy education.
  • Participants will conclude the S.O.A.R.hire! Program with a portfolio that will equip and prepare the participant for employment beyondS.O.A.R.hire!
  • Providers will be required to participate in orientation sessions for participants and the participant’s parents/guardian as part of the onboarding process.

Summary and Overview of Models

Ezra Johnson

Ezra Johnson presentedOverview of the models as outlined in the RFP as follows:

  • Futures Under Construction Model (RFP, p. 4)
  • Model provides the opportunity for participants with limited to no work experience to build practical work experience
  • Participants will engage in structured work building career awareness providing the participant with 21stCentury employability skills
  • Participants will engage in a series of work readiness and leadership development sessions that will guide participants in completing a work- based portfolio.
  • Work –IN-Progress Model (p. 4)
  • Model offers sophisticated opportunities for participants entering the program before work experience.
  • Participants will engage in structured work building career awareness providing the participant with 21stCentury employability skills
  • Participants will engage in a series of work readiness and leadership development sessions that will guide participants in completing a work- based portfolio.
  • Core program Components (p.5)
  • Private Employer Relationships (p.6)
  • OhioMeansJobs.com (p.6)
  • Subsidized Payroll Services (p.6)
  • File Maintenance and Reporting (p.7)
  • On Boarding Orientation Participants (p.7)
  • Training/Orientation Service Providers (p.7)
  • Performance Standards (p.7)
  • Administrative Responsibilities (p.8)

Lawrence Jackson presented

  • Specific Target Groups (p.5)
  • Work Permits (p.6)
  • Scope of Work (Attachment 3)
  • Proposal Narrative

Winford Dearing gave an update of the RFP submission requirements emphasizing to Bidders the importance of submitting a complete proposal with all the required attachments. It is the Bidders responsibility to check the COWIC website daily for updates and Q&A. The attachments to be submitted with your proposal include:

  • Letter of Intent, (Attachment 1)Due Monday February 9, 2015
  • Proposal Cover sheet Attachment 2
  • Statement of Work and attachments
  • Budget and Budget Narrative justifying cost along with any contract or sub-program agreements or memorandums between the applicant and another organization
  • Pre-Qualification Application and all signed required documents
  • Proposal Review Process (p.10)
  • What geographical area of Franklin County will the program serve. Provide area and zip code.
  • Follow the instructions given for the program narrative and budget as outlined in the proposals. (p.11) and (p.14)

Jarid Fitch

  • Attachment 4 Budget Form
  • Note the example given and what cells auto calculate
  • Please review the TEGL Developing a Budget and Budget Narrative for guidance on how to develop your budget and what goes in each category.
  • Attachment 5 Pre-Qualification Application
  • Annual
  • This form is good for all sub-grant applications with COWIC/OMJ.
  • Please complete in entirety and return with attachments listed at beginning of document.

Question/Answer

Q: Regarding Program components/model. Do you have an option to do 1 or the other or are you required to do both?

A: Service Providers have the option to submit to 1 or both of the internship models. They do not have to submit proposals for both.

Q: Who will be responsible for facilitating the orientation/on-boarding process?

A:The Service Providers will be responsible for the orientation/on-boarding process. COWIC will be there to support and help facilitate.

Q: Will youth be paid for all work readiness activities throughout the summer? Including the contextual learning strategy activities?

A: Yes. It will be a part of their work week and included in the 160 program hours.

Q: With whom do we share the proposal through drop box? Should we share it with Win?

A: Below is the information link on setting up a drop Box. No need to share, you would use Wins email address

When sending. It is the Bidders responsibility to follow up prior to the 3pm cutoff to make sure Win receives a complete package.

A-Share link on Windows Vista or Windows 7

  1. Install theDropbox desktop applicationon your computer (if you haven't already).
  2. Right-click on the file to open its contextual menu and selectShare Dropbox link. The link will be copied and you can immediately paste it anywhere.


Share linkfrom the Dropbox contextual menu.

Share links using the website

  1. Sign into the Dropbox website and find the file or folder you'd like to link to.
  2. Hover the cursor over the file or folder and click the blueShare button that appears.