DIVISION OF GRANTS ADMINISTRATION

REQUEST FOR PROPOSALS – IN SCHOOL YOUTH PROGRAMS - WIA

FISCAL YEAR 2007/2008

(July 1, 2006–June 30, 2008)

INTRODUCTION – THE WORKFORCE INVESTMENT ACT

In August of 1998, President Clinton signed a bill passed by the U.S. Congress establishing the Workforce Investment Act (WIA). WIA is intended to consolidate a number of federal programs related to education, employment and training that were previously separately established and funded. The overall purpose of the Workforce Investment Act of 1998 is “to provide workforce investment activities that increase employment retention and earnings of participants, which will improve the quality of the workforce, reduce welfare dependency, and enhance the productivity and competitiveness of the Nation’s economy.” [1]

Among a number of significant changes, WIA eliminates a separately funded Summer Youth Employment and Training Program targeted to teens and young adults, and requires local areas to develop and implement a year round programming strategy for both in school and out of school youth. Summer activities are required, but they must be connected to this year round strategy to address the academic and employment related needs of local youth. Accordingly, this Request for Proposals (RFP) has been developed as an application of that directive.

  1. PURPOSE:

Acting on behalf of the Merrimack Valley Workforce Investment Board and the Merrimack Valley Youth Council, the Division of Grants Administration, in its role as the fiscal agent and administrator of the Workforce Investment Act grant funds for the Lower Merrimack Valley Workforce Investment Area, is seeking proposals from interested parties to provide employment and training services to WIA eligible In School Youth of the following 15 cities and towns, collectively known as the Lower Merrimack Valley region: Andover, Amesbury, Boxford, Groveland, Georgetown, Haverhill, Lawrence, Methuen, Merrimac, Newbury, Newburyport, North Andover, Rowley, Salisbury and West Newbury. The LowerMerrimackValley region has a culturally diverse client population that includes the following significant service groups: public assistance recipients, limited English speakers, individuals with disabilities, high school dropouts, and offenders.

It is the intent of the MVWIB to operate comprehensive programming that produces beneficial results and has a measurable impact on eligible youth between the ages of fourteen and twenty-one. The WIA Youth funding is designed for long term interventions with the following targeted activities: academic enrichment activities, tutoring, study skills training, dropout prevention activities, summer employment and related activities, career/vocational exploration, paid and/or unpaid work experience, leadership development opportunities, comprehensive counseling and guidance, adult mentoring, and follow-up services for at least 12 months.

The Merrimack Valley Workforce Investment Board (MVWIB) and the Division of Grants Administration (DGA) are seeking providers who will singularly or collaboratively provide comprehensive In School Youth programs within the LowerMerrimackValley region. Private profit or non-profit firms and public organizations are encouraged to apply. Please note that program services may be provided at locations within or outside of the region, if generally accessible to its residents.

  1. AVAILABLE FUNDS:

For this procurement, crossing Fiscal Year 2007 into Fiscal Year 2008 (July 1, 2007 to June 30, 2008), the Youth Council and Merrimack Valley Workforce Investment Board determined that the funding split between In School (ISY) and Out of School (OSY) programming will remain approximately30 percent ISY and 70 percent OSY. Therefore, for the purposes of this RFP, the approximate amount of the WIA youth training allocation utilized for In School Youth services will be $120,000.

The MVWIB reserves the right to fund at a higher and/or lower level dependent upon proposals received for the In School RFP and based on the Out of School Youth program performance.

III. ROLE OF DIVISION OF GRANTS ADMINISTRATION

The Division of Grants Administration (DGA) is the Workforce Investment Act Administrator as identified by the Chief Elected Official for the Lower Merrimack Valley Workforce Investment Area. As such, the DGA’s responsibilities are as follows:

  • Procurement Authority: The DGA is responsible for the administration of all procurements for the regional WIA funds, including youth programming.
  • Program Contracting: The DGA will generate and execute contracts and agreements with the agencies and providers funded through the Workforce Investment Act upon program approval by the MVWIB Planning Committee.
  • Program Monitoring: The DGAwill be responsible to review and monitor contracted providers’ implementation and provision of the contracted program services on an ongoing basis. This regular programmatic review will be utilized to ensure contract compliance and implementation of funded program activities.
  • Fiscal Management: The DGA is responsible for all billing, tracking, and invoicing related to WIA funding.

IV. ROLE OF THE VALLEYWORKSCAREERCENTER YOUTH DEPARTMENT

The ValleyWorks Career Center Youth Department has been designated by the Merrimack Valley Workforce Investment Board to provide WIA frameworks services to all WIA Youth enrollees into Workforce Investment Act services. These frameworks services include overall case management services to youth participants. The Workforce Investment Act provides for longer term interventions with enrolled youth. In the provision of these services, enrollees may receive various program elements concurrently and/or sequentially. The Youth Department is responsible for the provision of ongoing case management services and the tracking and documenting of all WIA services. These services will be coordinated with program providers contracted through this procurement.

Case management involves the following services, as well as maintaining case files on each youth who is enrolled and compiling all data regarding participants, activities and follow-up for entry into a centralized database to be maintained by ValleyWorks. Case files must include the application, eligibility determination and verification, assessment results, an Individual Service Strategy, and status changes for enrollment, activity changes, achievement of individual youth goals, termination (exit) and follow-up.

  1. Outreach and Recruitment: For these In School Youth programs, outreach and recruitment will primarily be the responsibility of the Program Provider, working in conjunction with the school partner. ValleyWorksYouth Department will assist and be available to the provider. Close communication between the program and the ValleyWorks Youth Department is crucial to achieving coordinated, successful and timely recruitment of program participants.
  1. Eligibility Determination: Eligibility determination includes the completion of a WIA application, verification of the information provided for the application, collection of required documents, and a determination if the individual who has applied meets the eligibility criteria established by the WIA. The application is standardized and is the responsibility of the ValleyWorks Youth Department to develop and maintain. The ValleyWorks Youth Department will work to streamline the eligibility process within the guidelines provided by the Workforce Investment Act regulations.

c.Initial Assessment: The ValleyWorks Youth Department will test/assess and determine the appropriateness of all applicants for services. The results of the initial assessment will be used to begin the development of an MOSES Case Plan. Following the preliminary Case Plan development, appropriate youth will be referred to a contracted program. The program provider may then conduct additional assessments for the referred youth. Through a case conferencing process, the Youth Department staff and the provider will determine the enrollment status of each referred youth. The program provider will be responsible for utilizing the assessment information in the design and delivery of the proposed curriculum and/or program activities. Prior to the end of the program, youth must be post-tested and scores recorded for determining skill development. The results of the pre- and post-assessment will form one of the benchmarks for performance measurement of the youth program service provider.

d.Case Plan Development: The Case Plan is a program service plan that is customized to meet the individual’s needs. It incorporates the results of assessment and interviews with the youth, as well as short-term education, training and employment goals. These plans are used as a basis for referrals of youth to appropriate activities. The plans are developed jointly with the youth. The ValleyWorks Youth staff will provide a hard copy of the MOSES Case Plan to the program that the young person is being referred to for placement. ValleyWorks Youth Department must approve all adjustments to the Case Plan before they are implemented.

e.Case Plan Updates: The Case Plan, as a service plan, needs to be updated and reviewed on a regular basis. This review will be conducted on a quarterly basis, at a minimum, and will incorporate attainment of any competencies, or education, training, and employment goals. This review will require providers to document services and benchmark attainment by each enrollee. Additionally, all activities will be incorporated, including external activities or events that may effect the youth’s attainment of goals.

f.Case Management: The Youth Department Career Counselors will provide enrolled youth with the provision of counseling services to overcome barriers to achievement of individual youth goals. In conjunction with counseling, the Youth Career Counselor will determine appropriateness and need for financial assists for which enrolled youth may be eligible.

g.Technical Assistance/Workshop Provision: The Youth Department will provide ongoing technical assistance to contracted providers on the implementation of program services. Additionally, vendor information meetings, workshops and staff trainings will be offered to augment the program services.

h.Program Monitoring: The Youth Career Counselors will be responsible to review and monitor contracted providers’ implementation and provision of the contracted program services on an ongoing basis. In addition to formal monitoring by the DGA, this regular programmatic review will be utilized to ensure contract compliance and implementation of funded program activities.

i.Data Entry: ValleyWorks is required to maintain an electronic record of participants, activities and results in its computer system. Since information must be entered in a timely and efficient manner, all youth service providers must keep records so that Youth Career Counselors can update the MOSES Case Plan progress. Specific forms and data particular to each service provider will be developed in consultation with the ValleyWorks Youth Department. The Massachusetts Work Based Learning Plan will be used by the Youth Department to measure skill gain in workplace apprenticeships, internships and/or employment and is a part of the Case Plan.

V.PROVIDER RESPONSIBILITIES:

Providers are presenting program designs to meet the requirements of the Workforce Investment Act and the provision of locally determined priority program elements. Respondents to this RFP must agree to the following requirements of funding through this procurement:

  1. For these In School Youth programs, outreach and recruitment will primarily be the responsibility of the Program Provider, working in conjunction with the school partner. ValleyWorks Youth Department will assist and be available to the provider.
  2. Contractors must refer any prospective/interested youth to the ValleyWorks Career Center Youth Department for eligibility determination and assessment. Valleyworks staff can work with providers to assist in eligibility/orientations on-site at the school.
  3. Contractors must work in conjunction with the ValleyWorks Youth Department in the scheduling of additional assessments for prospective enrollees. Contractors must provide the Youth Department the results of any and all additional assessments conducted to assist in the determination of appropriateness of the service plan.
  4. Contractors will not allow any youth to participate in services until a formal referral (Client Action Form) has been received with a mutually agreed upon start date.
  5. Contractors must maintain individual case files on each enrollee. The case file, at a minimum, must contain the following:

Copies of Testing Documents and Results

Attendance Records

Copies of Competency Attainment and Documentation

Documentation of participation in Activities and Program Elements

Counseling Notes and documentation of Guidance and Counseling Services

Documentation of Participant progress

Documentation of Referral to Support Services

Documentation of any Disciplinary Action

  1. Contractors must allow Youth Career Counselors on-site at a minimum once a week for the provision of counseling services to the enrolled participants.
  2. Contractors must allow DGA Monitoring staff access on-site to review the program. This review includes individual case file review, group and individual meetings with enrolled youth, and meetings with program staff. At a minimum, monitoring will occur once a program year, however, DGA reserves the right to monitor programs more frequently, if possible.
  3. Contractors will regularly provide ValleyWorks Career Counselors with updates on the progress of each individual enrollee.
  4. Contractors will complete all required reports for the Division of Grants Administration and/or the MerrimackValley Workforce Investment Board (MVWIB).

VI. PROGRAM DESIGN REQUIREMENTS:

PURPOSES: In accordance with the intent of WIA, the purposes of funding for In School Youth activities are:

  1. to provide eligible youth seeking assistance in achieving academic and employment successes with effective and comprehensive activities, which shall include a variety of options for improving educational and skill competencies and provide effective connections to employers;
  2. to provide opportunities for training to eligible youth;
  3. to provide continued supportive services for eligible youth;
  4. to provide incentives for recognition and achievement to eligible youth; and
  5. to provide opportunities for eligible youth in activities related to leadership development, decision making, citizenship, and community service.

Activities and projects that are proposed under this RFP should address more than one of the above purposes.

PROGRAM DESIGN: The proposal must provide for the following:

  1. Review the academic skill levels, as well as the service needs, of each youth; which includes identifying at-risk factors as identified by the ValleyWorks Youth Department;
  1. Implement the individual service strategy for each youth participant that meets the requirements of WIA, including identifying academic goals and consideration of the assessment results for each youth as provided by ValleyWorks Youth Department;
  1. Provide linkages between academic and occupational learning; provide preparation for employment; and provide strong links to the job market and employers.

TARGET GROUP: Proposals must target In School youth who:

  1. Are age 16 through 21; and
  2. A citizen or national of the United States, lawfully admitted permanent resident alien, refugee, asylee, or other immigrant lawfully authorized to work in the United States;
  3. In compliance with the Military Selective Service Act;
  4. Are low income individuals, as defined in the WIA section 101 (25); and
  5. Are within one or more of the following categories:

1)Deficient in basic literacy skills – one or more grade levels below the grade level appropriate for their age;

2)School dropout;

3)Homeless, runaway, or foster child;

4)Pregnant or parenting teen;

5)Offender;

6)An individual (including a youth with a disability) who requires additional assistance to complete an educational program, or to secure and hold employment. (WIA sec. 101(13).)

States are given the discretion to define when and individual “requires additional assistance to complete an educational program or to secure and hold employment”. The Commonwealth of Massachusetts has determined that this term be defined to include an individual that:

  • Is one or more grade levels below his/her age-appropriate grade level; or
  • Has a disability, including a learning disability; or
  • Is facing a serious barrier to employment, defined as either an individual who is currently unemployed and has held at least three jobs for less than 45 days each within the last year, or is a state-involved youth.

In addition to the above regulatory target population requirements, the MerrimackValley Youth Council and Workforce Investment Board has determined the following targets:

1)Seniors (as of September 2007) who are not planning to attend a four year college.

2)Youth determined “at-risk” of dropping out of school will be a priority. “At-risk” can be based on academics, significantly poor attendance, MCAS failure, court involvement, and/or other issues.

3)Youth with multiple barriers will be a priority for enrollment.

The region has the ability to approve a limited number of enrollments of individuals who are not low-income but who do meet defined barrier criteria. This will be done on a case by case basis.

A.PROGRAM DESIGN GUIDELINES:

  1. Limits on Proposed Enrollments

The MVWIB is committed to providing a geographic distribution of In School youth services over the 15 community area. However, with limited funds, and the requirement for the provision of occupational skills training, it is expected that only a few proposals will be funded. For this procurement, the MVWIB and DGA are not requiring that programs be designed to serve a certain number, however, the student/teacher ratio has been changed to 12 to 1 in recognition of the target population. Depending upon the assessed labor market demand, cost per participant, and school district drop out rates, the MVWIB may choose to fund programs at higher or lower enrollment levels than those proposed.

  1. Program Components.

At a minimum, each In School Youth program design is required to provide a program that operates a maximum of 12 months with an additional 3 months for employment placement. This RFP is designed to select providers for service provision for up to two (2) years of service; however, the second year of funding will be contingent upon a performance review of the program and receipt of federal funds. Programs are recommended to be designed with program services available by September 2007; however, it is expected that programs will be designed for planning, outreach, and recruitment to begin in May, 2007, in preparation for program starts relatively quickly after the FY 2008 school year begins. We expect providers to present a program design and timeframe that is reasonable based on the target population, the program design, and the defined program outcomes.