PERMIAN BASIN WORKFORCE

DEVELOPMENT BOARD

OPERATION AND MANAGEMENT OF

WORKFORCE SOLUTIONS PERMIAN BASIN

WORKFORCE SERVICES

Section II

SERVICE DESCRIPTION

PROGRAM OVERVIEW

The contractor selected through this RFP will manage and operate the Workforce Solutions Permian Basin workforce services which includes providing services to employers and job seekers. The services available within the Workforce Solutions Permian Basin officesmust include at a minimum: business services consistent with applicable rules and regulations of the various funding sources, outreach, recruitment, screening, comprehensive assessment, determination of eligible customers for available employment and training programs, case management, counseling, follow up, referrals to appropriate resources, coordination of customer supportive services, and coordination with State agencies.

PBWDB has identified three Service Principles under which it expects its workforce contractor to deliver services. These principles should be considered and addressed in response to this RFP.

  • All customers (job seekers and employers) will receive prompt service.
  • All customers regardless of location will be provided uniform high quality service.
  • State and federal performance measures will be met.

EMPLOYER SERVICES

PBWDB recognizes employers as the primary customer of the Permian Basin workforce system. Employers must have access to a skilled workforce and labor market services to continually increase their competitive advantage and to maximize economic development opportunities. Employer services provided within the workforce system are to be responsive to employers needs for a skilled workforce. PBWDB has identified the following goals to continually meet employer needs.

  • The Workforce Solutions Permian Basin must be recognized as a reliable and consistent resource for businesses, based upon positive customer satisfaction and performance excellence,to address and meet their employment needs.
  • Access to the Workforce Solutions Permian Basin services iseasilyavailable regardless of the employer’s location.
  • Dependable high quality services are delivered by providing a skilled workforce through effective job matching which includes utilizing WorkinTexas.com and other resources.

PBWDB seeks a contractor with the proven ability to enhance services to the local business community, while reducing the number of unemployment claimants in the local area. Currently, one measurement of success in those activities is identified by the Texas Workforce Commission’sReemployment and Employer Engagement Measures related to the number of claimants reemployed within 10 weeks. Other employer measures now in place arethe number of employer job openings filled, and the number of employers receiving workforce assistance. The successful offeror should indicate a service delivery system designed to achieve these measures.

The Workforce Innovation and Opportunity Act specifies a performance measure for employer, “effectiveness in serving employers”, which will be developed.

The workforce contractor is expected to deliver employer services including but not limited to the following.

  • Outreach and recruitment. An outreach and recruitment strategy to engage new employers in the workforce system and expanding existing employer partnerships.
  • Job seeker matching/job lead referrals. To assist employers in meeting their workforce needs, employer services staff will identify job seekers matching job requirements and provide quality referrals. The workforce contractor will provide training and assistance to employers to ensure quality self-service through existing tools.
  • Assessment and testing. On behalf of employers, Workforce Solutions Permian Basin office staff may conduct assessment and testing activities to determine the skills and abilities of prospective employees. The workforce contractor may use standard assessments and tests it has available in the centers or use assessments and/or tests requested by the employer.
  • Job fairs. Employers will be provided several opportunities to participate in both “open” and job specific fairs to initiate contact with job seekers. Employers may also utilize workforce services/facilities to host a job fair for their business.
  • Interview screening and hiring process. On behalf of employers, job seekers will be screened against basic hiring qualification requirements. Employers may receive technical assistance inthe activities and skills critical to the employment process.
  • Labor market information services and other data. Employers will be provided with the latest labor market information available via the Bureau of Labor Statistics, Texas Workforce Commission, and other resources. In addition, employers will receive information on tax credits, on-line resources, and external grants available for training current workers (skills development, skills grants for small businesses, self-sufficiency funds, and special grants).
  • Rapid response. Orientation to lay-off requirements rights/responsibilities and best practice information will be provided to employers (subsequent to WARN notification) and meetings with affected employees regarding programs, services, and assistance available to support them through their transition period.
  • Alternatives to downsizing. Contractorstaff will assist employers considering downsizing their operations in the areas of research, job restructuring, employee re-qualification, redeployment, and labor pooling.
  • Other appropriate services and/or innovative enhancements. Other innovative enhancements which promote excellence in customer services may be provided to employers. If additional services are proposed, a complete description should be included in the proposal narrative.

JOB SEEKER SERVICES

Job seekers must have access to high-quality labor market information, quality training, and services that facilitate finding employment or obtaining better jobs. Additionally, job seekers must have access to literacy, education, and workplace skills as needed for employment, education, and career opportunities. PBWDB has identified the following goals to meet job seekerneeds.

  • The Workforce Solutions Permian Basin offices are recognized as the resource place for job seekers, based upon reputation for customer satisfaction and performance excellence,regardless of the job seeker’s skills and educational achievement.
  • Access to the Workforce Solutions Permian Basin services is easily available regardless of the offices’ locations.
  • Dependable high quality services are delivered to meet the labor market needs of job seekers, current employees, and youth by providing effective job matching which includes utilizing WorkinTexas.com and other resources.
  • Coordination with businesses, economic development, community-based organizations, and public entities to maximize resources and avoid duplication of service.

Theworkforce contractormust be capable of designing a seamless service delivery system that maximizes performance driven outcomes,includingentered employment, employment retention, and education achievement,for all job seekers. The successful Offeror should indicate a service delivery system designed to achieve all contracted performance measures for all job seekers regardless of the program from which they are served.

The services provided by the workforce contractor to meet job seekers’needs can be grouped into three categories:

  • Universal services - labor exchange for the general population, labor market information, resource centers, information on unemployment benefits, and other services.
  • Specialized services - case management, comprehensive testing and assessment, training, and assisted job search.
  • Support services - those reasonable and necessary services needed by a job seeker to obtain and retain employment consisting of, but not limited to, child care services, transportation, training tools/equipment, and testing fees, etc.

The workforce contractor delivers specific job seeker activities, including but not limited to, the following.

  • Outreach and recruitment activities inform the community of the availability of the services of the Workforce Solutions Permian Basin offices, especially focusing on targeted populations which include economically disadvantaged, dislocated workers, unemployment insurance claimants, individuals dependent upon public assistance, persons with disabilities, persons without a permanent residence, veterans, under-employed individuals, ex-offenders or recent parolees, persons entering the workforce for the first time, individuals with literacy barriers, and others. The workforce contractor will work closely with community partners to outreach these individuals for services available within the Workforce Solutions Permian Basin offices.
  • Case management, counseling, and follow-up is provided to ensure achievement of positive outcomes. It is the responsibility of the Workforce Solutions Permian Basin office staff to ensure that barriers to employment or training are overcome by the referral to appropriate resources and that the customer feels that he/she has an advocate in achieving his/her career goals. It is also the responsibility of Workforce Solutions Permian Basin office staff to serve as an advocate for the customer in seeking informal resolution to complaints regarding quality of services. Workforce Solutions Permian Basin office staff will assist when appropriate in follow-up activities to document customer outcomes. Documentation of these activities is recorded in the customer’s file and in Texas Workforce Commission’s designated information technology data automation system(s).
  • Comprehensive testing and assessment of customer’s basic skills, occupational skills, educational background, prior work experience, employability, career interests and aptitudes, and the need for supportive services is conducted. An analysis of this information is the basis for realistic employment and training goals which the Workforce Solutions Permian Basin office staff develops into an Individual Employment Plan (IEP) with the job seeker in one or more counseling sessions. Additional labor market information, such as targeted occupations, immediate employers and training provider data, is provided to the job seeker at this time so that he/she may make informed choices.
  • Training services are available within the Workforce Solutions Permian Basin officesfor job seekers who are unable to find employment. A job seeker may be referred to job readiness training, Adult Basic Education, English as a Second Language, General Equivalency Diploma, or other services. Eligible job seekers (WIA/WIOA adult or dislocated worker) may receive training in targeted occupations identified by PBWDB and based on customer choice. Training services paid by the Workforce System are provided and documented based on the issuance of Individual Training Account (ITA). The selected contractorwill be fully responsible for the fiscal and program management of ITAs.(For information on the targeted occupations, please refer to PBWDB’s webpage at:
  • Supportive services are discussed at the time of initial assessment and are addressed to remove employment barriers. These currently include, but are not limited to, referral for child care assistance, transportation assistance, financial counseling, GED testing, tools and uniforms, and testing for licensing or certification for employment, as appropriate. These services are provided on a case-by-case basis, as the need is identified and to the extent that funds are available.
  • Referral to appropriate resources is made to community partners to assist in meeting the job seeker’s needs.

SERVICES SUMMARY

The following table itemizes the variety of services delivered and/or provided to the workforce customers of the Workforce Solutions Permian Basin system.

WORKFORCE SERVICES BY CUSTOMER GROUP

aCTIVITY OR SERVICE / universal POPULATION / Program JOB-Seeker / Employer
Outreach / x / x / x
Information and orientation to services / x / x / x
Access to job listings, on-site and on-line / x / x
Information on required job skills / x / x / x
Information on educational opportunities and skills training / x / x / x
Information on program/center performance / x / x / x
Information on a variety of employment issues / x
Labor market information / x / x / x
Assistance in accessing resources for business support and training / x
Assistance accessing financial aid for education/training / x / x / x
Information on child care and other available support services / x / x / x
Information on unemployment insurance and/or assistance with filing appeals / x / x / x
Information on tax incentives and credits / x / x / x
Access to copiers, fax machines, telephones and other resources / x / x
Use of workforce facilities for interviewing and/or employee training / x
Registration for services / x / x
Intake/eligibility determination / x / x
Initial or basic assessment of skills, aptitude and interests / x / x
Comprehensive assessment of skills, aptitude and interests / x / x
Assessment of need and/or provision of Support Services on-site and by referral / x / x / x
Development of individual employment plan / x
Career exploration and counseling / x / x
Employment planning workshops / x
Job search assistance / x / x
Job development / x / x
Job matching/placement / x / x / x
Posting of job openings / x
Referral to jobs/employers / x / x
Screening of applicants / x
Job readiness and job search workshops / x / x / x
Integrated Case management / x
Post-employment services / x / x
On-the-job training / x / x
Customized training / x / x
Individual training accounts / x
Referral to basic education, GED, literacy and Limited English Proficiency programs / x / x
Crisis counseling, financial workshops and assistance with lay-offs / x

INTEGRATION OF SERVICES AND COORDINATION OF SERVICES

The integration of services within the Workforce Solutions Permian Basin system is critical to ensure an effective and efficient use of staff and funds and to ensure a service delivery system that seamlessly addresses customer needs. The Service Delivery Plan submitted in response to this RFP should address how the Offeror will integrate the workforce services within the framework of thePBWDB’s Service Principles.

The WIOA emphasizes and mandates the development of partnerships to effectively serve not only the universal population but the hard to serve. The Texas Model currently has integrated Wagner-Peyser, Temporary Assistance for Needy Families, and Supplemental Nutrition Assistance Program into the workforce system of services. Individuals with disabilities and those with literacy/language barriers will also become target populations for the workforce system. The selected contractor will be expected to develop, foster, and grow partnerships in order to coordinate and collaborate services for our common customers. PBWDB considers the coordination and collaboration of its workforce contractor with businesses, economic development, community-based organizations, vocational rehabilitation, adult education and literacy programs, and county/state/federal agencies essential in order to leverage available funds and resources to meet customer needs.

PBWDB also viewsthe integration of child care and workforce programs as an essential component to a seamless, cohesive service delivery system that we desire for our customers. It is the expectation of the PBWDB that the selected Offeror and the child care contractor will develop and implement a plan, in cooperation and collaboration with PBWDB, to integrate both services into a more unified whole for the betterment of the customers we serve.

SCOPE OF CURRENT OPERATIONS

The selected Offeror will assume responsibility for the operation and management of all the Workforce Solutions Permian Basin workforce offices. The following summarizes the current operations of those offices.

OFFICES. PBWDB currently has five (5)workforce officeslocated in Ector, Howard, Midland, Pecos, and Reeves counties. A sixth office is operated by the child care contractor. Case management operations are centralized in the Ector County (Odessa) and Reeves County (Ft. Stockton) offices. Case management is offered in the other offices on a scheduled basis with staff traveling to those locations. Employment services to the universal population of employers and job seekers is provided at all locations.

Workforce offices are co-located in four of the five locations. In Midland, Big Spring, and Pecos the offices are located on the local community college campuses. The fourth location in Ft. Stockton is co-located with a community-based organization. PBWDB is responsible for and holds all space/building leases at all locations.

STAFF The total number of positions currently in the Workforce Solutions workforce offices includes 18 contractor positions, eight (8) Texas Workforce Commission employees, five (5) temporary employees, and one (1)work experience youth. In addition, Experience Works, Texas Veteran Commission, and the 2-1-1 Texas Permian Basin Information and Referral programs are co-located in the Odessa office.

PBWDB encourages the entity awarded a contract through this RFP to give first employment consideration to current Workforce Solutions Permian Basin office employees who may be displaced as a result of this procurement. However,the awarded entity should make an independent analysis and projection for necessary staffing. The scope of staffing must include transition planning and the consideration of qualified available workforce professionals currently employed by the system.

SERVICE LEVELS

  • For the period October 2014 through February 2015, the Permian Basin Workforce Solutions system provided workforce assistance to 1,430 employers.
  • The Permian Basin workforce system served 14,391 job seekers from October 2014 through February 2015.
  • The number of active cases and the number of cases in follow-up are as follows.

Program / Active Cases
As of 4-23-15 / Cases in Follow-up
10/14 – 4/23/15
WIA Adult / 17 / 58
WIA Dislocated Worker / 13 / 13
WIA Youth / 17 / 20
TANF/Choices / 17 / n/a
SNAP E&T / 53 / n/a
SNAP E&T Able-bodied Adults without Dependents / 24 / n/a
Trade Adjustment Act / 2 / n/a

EQUIPMENT AND MATERIALS The Workforce Solutions Permian Basin officeshave sufficient equipment to meet the current staffing levels including computers, printers, copiers, fax machines, and office furniture. In addition, the resource rooms and training labs have an adequate number of personal computers and office furniture. Any new purchases of additional equipment is made by PBWDB. The contractor will be responsible for the purchase of consumable supplies.

PBWDB has software to record, track, and manage Individual Training Accounts (ITA). The entity awarded this contract will continue to use this ITA software.

OPERATIONS BUDGET The October2014 through September2015 allocationto the workforce contractor is$1,850,861.28. This includes funding for the operational costs associated with staff, travel, consumable supplies, etc. and direct customer services (training and supportive services). PBWDB requires a minimum of forty percent (40%) of the Workforce Investment Act/ Workforce Innovation and Opportunity Act funds be used for direct customer services.The Offeror determines how much they want to budget for WIA/WIOA direct training (tuition, fees, books, etc.) and support services, but the minimum requirement must be met.