Employment Services for Limited English Speaking Calworks

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900938

SPECIFICATIONS, TERMS & CONDITIONS

for

Employment Services for Limited English Speaking CalWORKs,

General Assistance and Refugee Participants

NETWORKING/BIDDERS CONFERENCES

at

2:00 p.m.
on
June 12, 2012
at
Public Works Agency
Main Conference Room
4825 Gleason Drive
Dublin, CA 94568 / 10:00 a.m.
on
June 13, 2012
at
General Services Agency
Room 1107, 11th Floor
1401 Lakeside Drive
Oakland, CA 94612
Additional Information: Free parking available at on-site parking lot. / Additional Information: Please allow enough time for parking at metered street parking or public parking lot, and entry into secure building.
For complete information regarding this project,see RFP posted at or contact the person listed below. Thank you for your interest!
Contact Person:Stefanie Taylor, Contracts Specialist II
Phone Number: (510) 208-9610
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

July 19, 2012

at

AlamedaCounty, GSA–Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL/QUOTATION No. 900938

SPECIFICATIONS, TERMS & CONDITIONS

for

Employment Services for Limited English Speaking CalWORKs,

General Assistance and Refugee Participants

TABLE OF CONTENTS

Page 1 of 2

Page

I.ACRONYM AND TERM GLOSSARY...... 4

II.STATEMENT OF WORK

1. Intent 5
2. Scope 6
3. Background...... 7
4. Specific Requirements/Vendor Qualifications...... 8
5. Deliverables/Reports...... 17
6. Debarment/Suspension Policy...... 19

III.INSTRUCTIONS TO BIDDERS

1. County Contacts...... 19
2. Calendar of Events...... 20
3. Networking/Bidders Conferences...... 21
4. Submittal of Bids...... 21
5. Response Format...... 23
6. Evaluation Criteria/Selection Committee...... 24
7. Contract Evaluation and Assessment...... 29
8. Notice of Intent toAward...... 29
9. Bid Protest/Appeals Process...... 30

IV.TERMS AND CONDITIONS

1. Term/Termination/Renewal...... 32
2. Quantities...... 33
3. Pricing...... 33
4. Award 34
5. Method of Ordering...... 34
6. Invoicing...... 35
7. Account Manager/Support Staff...... 35
8. General Requirements...... 36

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL/QUOTATION No. 900938

SPECIFICATIONS, TERMS & CONDITIONS

for

Employment Services for Limited English Speaking CalWORKs,

General Assistance and Refugee Participants

TABLE OF CONTENTS

Page 2 of 2

ATTACHMENTS

Exhibit A – Acknowledgement

Exhibit B – Bid Form

Exhibit C – Insurance Requirements

Exhibit D1 – Current References

Exhibit D2 – Former References

Exhibit E –INTENTIONALLY OMITTED

Exhibit F –INTENTIONALLY OMITTED

Exhibit G –INTENTIONALLY OMITTED

Exhibit H – First Source Agreement

Exhibit I – Exceptions, Clarifications, Amendments

Exhibit J –INTENTIONALLY OMITTED

Exhibit K –INTENTIONALLY OMITTED

Exhibit L –Vendor Bid List

Exhibit M – Response Content and Submittals Completeness Checklist

Exhibit N – Debarment and Suspension Certification

Specifications, Terms & Conditions

for Employment Services for Limited English Speaking CalWORKS,

General Assistance and Refugee Participants

I.ACRONYM AND TERM GLOSSARY

Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

AFDC / Aid to Families with Dependent Children
AIDS / Acquired Immune Deficiency Syndrome
ARC / AIDS Related Complex
Asylee / An alien in the United States or at a port of entry who is found to be unable or unwilling to return to his or her country of nationality, or to seek the protection of that country because of persecution or a well-founded fear of persecution.
BEST / Basic English Skill Test
Bid / Shall mean the bidders’/contractors’ response to this Request
Bidder / Shall mean the specific person or entity responding to this RFP
Board / Shall refer to the County of Alameda Board of Supervisors
CalWORKs / California Work Opportunities and Responsibility to Kids
CDSS / California Department of Social Services
CFR / Code of Federal Regulations
CSC / Shall refer to County Selection Committee
Contractor / When capitalized, shall refer to selected bidder that is awarded a contract
County / When capitalized, shall refer to the County of Alameda
DRA / Deficit Reduction Act
Environmentally Preferable Products / Products manufactured in a manner such that the impact on the environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing, transportation, and by providing products that can be used and disposed of in an environmentally sound manner
EPA / United States Environmental Protection Agency
ES / Employment Services
ESL / English as a Second Language
Federal / Refers to United States Federal Government, its departments and/or agencies
F.O.B. / Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board)
GA / General Assistance
HHS / Health and Human Services
Labor Code / Refers to California Labor Code
LEP / Limited English Proficient
MAA / Mutual Assistance Association
MSDS / As used herein shall refer to Material Safety Data Sheets
OMB / Office of Management and Budget
ORR / Office of Refugee Resettlement
OSHA / Refers to California Occupational Safety and Health Administration
PBTs / Persistent, Bioaccumulative Toxins including compounds such as dioxins, polychlorinated biphenyls, and mercury as defined by the United States Environmental Protection Agency and listed on the EPA’s website at
Proposal / Shall mean bidder/contractor response to this RFP
PO / Shall refer to Purchase Order(s)
Request for Proposal / Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the services being solicited herein; also referred herein as RFP
Response / Shall refer to bidder’s proposal or quotation submitted in reply to RFP
RCA / Refugee Cash Assistance
RFP / Request for Proposal
RPB / Refugee Program Bureau
RSS / Refugee Social Services
SIV / Special Immigrant Visa
SLEB / Small Local Emerging Business
Source Reduction / Refers to products that result in a net reduction in the generation of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging
SPL / Student Performance Level
State / Refers to State of California, its departments and/or agencies
TANF / Temporary Assistance to Needy Families
VESL / Vocational English as a Second Language

II.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms and conditions to describe short term open-entry, open-exit employment services designed to assist limited English proficient (LEP) participants insecuring employment through the use of Vocational English as a Second Language (VESL) services.

The County intends to award a one-year contract, with the possibility of one additional single-year option to renew, to a maximum of two (2) bidders selected as the most responsible bidder(s) whose response(s) conform to the RFP and meet the County requirements. The County will accept proposals from community-based organizations as well as public or private, for-profit or non-profit agencies.

B.SCOPE

TheSocial Service Agency (SSA)provides Employment Services (ES)/VESL services to assist various refugee, LEP CalWORKs and General Assistance (GA) participantsbecome economically self-sufficient, meet their CalWORKs work requirements, and/or successfully gain employment. To better facilitate the delivery of ES/VESL services, SSA has divided the County into two regions. Region 1 (northern and central AlamedaCounty) is served by SSA’s San Pablo and EastmontTowneCenterSelf-SufficiencyCenters. Region 2 (Southern and Eastern Alameda County) is served by SSA’s Hayward-based Eden Area Self-Sufficiency Center and its satellite offices located in Fremont and Livermore.

The LEP refugee population consists of, but is not limited to, refugees, asylees, victims of human trafficking, and victims of severe torture. The LEP CalWORKs participants are CalWORKs clients who do not speak English or have limited English speaking skills. The LEP GA participants are single adults (age 18 – 62) or families without children, receiving County assistance, who will be referred by SSA to the ES/VESL Program.

According to an analysis of refugees served during Federal Fiscal Year (FFY) 2011, eighty percent (80%) of the newly arrived refugees live in Region 1 and twenty percent (20%) in Region 2. LEP CalWORKs and GA clients are evenly distributed throughout both regions.

The successful bidder(s) will provide approximately 100 daily ES/VESL slots to the targeted populations County-wide (inclusive of Regions 1 and 2) at an estimated annual maximum funding budget of $900,000. Final funding allotments will be based on the number of bidders selected for award.

Bidders are to submit one proposal to provide ES/VESL services to both regions. The successful bidder(s) will be paid on a cost reimbursement basis for activities detailed in this RFPduring the contract period beginning October 1, 2012 through September 20, 2013.

Fiscal year budgets for this project will be based on the following allowable fiscal year costs as determined by the following Federal Costs Standards for:

1. Public Agencies: Federal Management Circular 74-4, as amended; Office of Management and Budget Circular A-102, as amended;

1. Colleges and Universities: Office of Management and Budget (OMB) Circular A-121, as amended;

1. Other Non-Profit Agencies: OMB Circular A-122; and,

1. For-Profit Agencies: 41 Code of Federal Regulations (CFR) Part 1.

C.BACKGROUND

The Federal Refugee Program was established by the Refugee Act of 1980 and amended in 1987. Under the Refugee Act, refugee funds provided to states and counties impacted by refugee resettlement are used to supply cash, medical benefits, employment and social services in order to assist individuals with refugee and asylum status in achieving self-sufficiency.

Refugee Programs are administered by the Office of Refugee Resettlement of the Administration of Children and Families/Health and Human Services on the Federal level; the California Department of Social Services (CDSS) Refuge Program Bureau on the State level; and the Alameda County Social Services Agency (SSA) on the County level.

Refugee Social Services (RSS) Funds have been allocated to AlamedaCounty through the State Refugee Programs Bureau from the Office of Refugee Resettlement (ORR). The following list highlights Federal and State objectives for the use of RSS Program Funds:

1. RSS-funded projects should be oriented towards the achievement of refugee family self-sufficiency.

1. Services must be designed to assist refugees in becoming employed within a year.

1. Services should be provided in a manner that is linguistically and culturally appropriate for all refugees.

1. Funds should primarily aid refugees who have been in the U. S. for 60 months or less, unless a waiver is granted by ORR.

1. Refugee women shall have the same opportunities as refugee men to participate in RSS-funded services.

1. RSS-funded projects should aid employed refugees in need of services to maintain self-sufficiency.

The Welfare Reform Act of 1996 created the Temporary Assistance to Needy Families (TANF) Program which provides block grants for states to provide services to needy families in place of the former Aid to Families with Dependent Children (AFDC) Program. In 2006, the TANF Program (TANK II) was reauthorized through the Federal Deficit Reduction Act (DRA).

In California, TANF is known as the CalWORKs Program. CalWORKs supports families with dependent children with cash aid. In return, CalWORKs regulations require the parents to participate in welfare-to-work activities in order to move toward self-sufficiency. The required participation is 35-hours/week for 2-parent families and 32-hours/week for single heads-of-household.

LEP CalWORKs clients, including newly arrived refugee families, will be recruited by SSA to participate in the Refugee Employment Services Program. Those refugees who do not qualify for CalWORKs will have their eligibility determined for the Refugee Cash Assistance (RCA) Program, an eight month time-limited program for non-citizen refugees who do not qualify for CalWORKs.

The General Assistance (GA) Program is a County-administered program required by the Welfare and Institutions Code (Sections 17000 to 17030.1) to provide relief and support to destitute adults who are determined needy, but who are not supported by their own means, other public funds or assistance programs. Cash aid to GA Applicants and recipients determined to be mentally and physically able to work is subject to time limits. Participants are eligible for a total of three months of cash assistance within any twelve month period beginning in the first full month of aid. GA refugee participants who have limited English proficiency will be recruited to participate for a maximum of three months in the Refugee Employment Program.

D.SPECIFIC REQUIREMENTS/VENDOR QUALIFICATIONS

1. Vendor Minimum Qualifications

1. Bidder shall be regularly and continuously engaged in the business of providing ES/VESL services to refugee, CalWORKs, and GA populations for at least five (5) consecutive years within the last seven (7) years.

1. Bidder shall possess all permits, licenses and professional credentials necessary to perform services as specified under this RFP.

1. Bidder shall maintain compliance with all federal, state and local rules, regulations and policies including, but not limited to, the following:

(1)Applicable section of CDSS Manual of Policies and Procedures, Divisions 10, 19, 23, and 42;

(2)Accounting Handbook for Community-Based Organizations, Alameda County;

(3)45 CFR, Part 74, Sub-Part Q – Cost Principles; OMB Circ. A-122 (for non-profit agencies); and OMB Circ. A102 for local government agencies; and,

(4)Refugee Social Services and TANF program.

1. Bidders shall maintain compliance with the following Health and Human Services (HHS) regulations:

(1)45 CFR Part 16, Department grant appeal process;

(2)45 CFR Part 74, Administration of grants;

(3)45 CFR Part 75, Informal grant appeals procedures;

(4)45 CFR Part 80, Non-discrimination under programs receiving Federal assistance through the Department of Health, Education, and Welfare effectuation of Title VI of the Civil Rights Act of 1964;

(5)45 CFR Part 81, Practice and procedure for hearings under Part 8- of this title;

(6)45 CFR Part 84, Non-discrimination on the basis of handicap in programs and activities receiving or benefiting from Federal financial assistance; and,

(7)45 CFR Part 95, Subpart E, General Administration – Grant Programs (Public assistance and medical assistance) – Cost Allocation Plans.

1. Specific Requirements

Bidder must:

1. Offer and maintain a successful, well thought out ESprogram to serve all eligible RCA refugee, LEP CalWORKs, and LEP GA clients in the various program components.

1. Provide ES concurrently with employment VESL instruction designed to enhance the employability of clients by providing a variety of activities to prepare them to conduct a successful job search and retain employment.

1. Provide successful VESL instruction to clients from a variety of cultural backgrounds and with varying levels of English language proficiency.

1. Maintain a VESL curriculum that combines language instruction with the acquisition of common workplace vocabulary necessary to assist clients with finding and keeping employment.

1. Maintain an adequate level of understanding of (1) the targeted populations’ common linguistic, cultural, and labor market driven barriers to employment including successful ways of engaging women who come from cultures where women are traditionally excluded from the workforce and (2) the current and future requirements of the RCA, CalWORKs, and GA programs.

1. Have continual access to a facility that is in compliance with all applicable building and fire codes; is large enough to comfortably house the required activities and a daily census of approximately 100 persons; and has a floor plan that supports the required activities stated in this RFP.

1. Have an annual budget that (1) thoroughly supports the proposed program design and staffing pattern; (2) has line items that are reasonable and allocated appropriately; and (3) includes leveraged funding and other resources.

1. Have strong ties with potential employers in the business community.

1. Maintain a staff that has (1) a demonstrated track record of providing successful employmentand VESL services to limited English speaking public assistance and refugees; (2) the linguistic capacity necessary to serve a diverse group of limited English speaking and refugee clients; (3) the qualifications and experience necessary to successfully achieve required objectives specified below; (4) sufficient experience to successfully engage potential employers; and (5) the ability to collect required data and submit accurate, timely reports to the County.

1. Document and verify participants’ attendance in all program activities.

1. Limit the distribution of the various programs to the following allowable services and activities:

(1)Orientation, Information, and Referral;

(2)Counseling;

(3)Transportation;

(4)Educational Services;

(5)Citizenship Activities; and,

(6)Job-Related Activities/Services.

1. Provide short term open-entry, open-exit employment services concurrently with VESL classes to assist LEP clients to secure employment.

1. Provide ES to all eligible populations from all three aid categories (RCA, LEP CalWORKs, and LEP GA).

1. Conduct an initial face-to-face meeting/intake interview with the client within three (3) business days of receiving a referral from SSA. The initial meeting must include:

(1)Program orientation;

(2)Interview;

(3)Assessment;

(4)Family self-sufficiency plan development; and,

(5)Regulations, requirements, rights and responsibilities explanation.

1. Complete an employment and VESL/English as a Second Language (ESL) assessment on each client in the client’s preferred language.

1. Complete a VESL/ESL Assessment, Employment Assessment, and an Individual Employability Plan (CalWORKs,GA, single refugee) or a Family Self-Sufficiency Plan (refugee family) on newly referred clients within 15 working days of receipt of the referral.

1. Conduct a VESL/ESL oral proficiency interview to assess comprehension and communication skills and a literacy test to assess reading and writing skills.

1. Gather pertinent Employment Assessment data to evaluate each client’s strengths, abilities, employment preferences, short term and long term career goals, and determine his/her potential to obtain employment.

1. Provide clients two instructional pathways based on VESL/ESL Assessment results:

(1)Level 1 (Beginning) – Focuses on individuals who have very limited to no English speaking or comprehension abilities and who may not be literate in any language. Basic English Skill Test (BEST) student performance level (SPL) score of 1 to 3. May be employed in entry-level jobs that do not require oral and/or written English communication and in which all work-related tasks are easily demonstrated.

(2)Level 2 (Intermediate) – Focuses on individuals who have some ability to speak, read and comprehend English phrases and sentences. BEST SPL score between 4 and 5. May be employed in entry-level jobs that involve some basic oral and/or written English communication.