Workforce Solutions

#16-RFP-01-200

LOWER RIO GRANDE VALLEY WORKFORCE DEVELOPMENT BOARD

(dba)

WORKFORCE SOLUTIONS

REQUEST FOR PROPOSALS (RFP)

FOR

FISCAL AND PROGRAM MONITORING SERVICES

Contents

PART I - GENERAL INFORMATION

BACKGROUND

FUNDING

PRODUCTS/SERVICES SOLICITED

TIME-FRAME

PAYMENT TERMS

SERVICE PERIOD

PART II- PROPOSAL CONTENT AND PROCESS

PURPOSE

OVERVIEW

SCOPE OF SERVICES

RESPONDENT RESPONSIBILITY

PERFORMANCE REQUIREMENTS

DESIRED SERVICES

WORKFORCE SOLUTIONS RESPONSIBILITY

QUALITY ASSURANCE

BEST AND FINAL OFFER (BAFO)

WHO IS ELIGIBLE TO RESPOND

PROCUREMENT CONDITIONS/GENERAL TERMS

RESPONDENT DEBRIEFINGS AND PROTESTS

DEBRIEFING

APPEAL/HEARING REQUEST

APPEAL TO TEXAS WORKFORCE COMMISSION

SELECTION CRITERIA

RESPONSIVE/RESPONSIBLE RESPONDENTS

EVALUATION

HOW TO SUBMIT A PROPOSAL

PART III- PROPOSAL FORMAT

TITLE PAGE

RFP RESPONSE FORMAT AND CONTENT

RESPONDENT IDENTIFICATION

ADDITIONAL REQUIREMENTS

PROPOSED APPROACH/SERVICES (40 POINTS)

PAST PERFORMANCE/DEMONSTRATED EFFECTIVENESS/REFERENCES (30 POINTS)

COST (30 POINTS)

ATTACHMENTS

PART I - GENERAL INFORMATION

BACKGROUND

Workforce Solutions is a non-profit, tax-exempt 501(c)(3) organization that serves Hidalgo, Starr, and Willacy Counties, in Texas. Workforce Solutions was certified by the Governor of Texas in 1999 and incorporated in 2000. Workforce Solutions is responsible for planning, evaluation, and oversight of workforce development programs/services in the three county regions.

FUNDING

Funding for the Workforce Solutions operations and programs is provided through annual formula allocations received from the Texas Workforce Commission (TWC) under the Workforce Innovation Opportunity Act (WIOA), Child Care Development Fund and other federal programs.

PRODUCTS/SERVICES SOLICITED

Workforce Solutions is soliciting a Request for Proposals (RFP) for Fiscal and Program Monitoring Services.

TIME-FRAME

An RFP packet will be available at 10:00 a.m. CST on July 1, 2016, at the CorporateOffice located at 3101 W. Business 83 McAllen, TX 78501. The deadline for this RFP is August 1, 2016, at 4:00 p.m. CST. If you have any questions in regards to this RFP please contact Robert Barbosa, Purchasing Manager at (956) 928-5000. Proposals must be delivered to and received prior to this deadline to the address noted above. There will be no exceptions. Proposals received after the deadline will not be considered for this procurement. No facsimiles or e-mails will be accepted.

PAYMENT TERMS

Payment will be issued upon review and approval of invoicewithin 30 days.

SERVICE PERIOD

Workforce Solutions is interested in receiving one year proposals with the option to renew for up to four (4) additional one (1) year terms based on need, performance and availability of funds beginning with the date of October 1, 2016.

PART II- PROPOSAL CONTENT AND PROCESS

PURPOSE

Utilizing the Request for Proposals (RFP) method of procurement, Workforce Solutionsis requesting proposalsfrom firms/individuals (Respondents)for Fiscal and Program Monitoring Services. Respondents may propose Fiscal Monitoring, Program Monitoring or both Fiscal and Program Monitoring.

OVERVIEW

Workforce Solutions is the administrative entity for Workforce development programs in Hidalgo, Starr, and Willacy Counties, Texas including the Workforce Innovation Opportunity Act (WIOA), Child Care Services, Supplemental Nutrition and Assistance Program, TANF/Choices, and Wagner-Peyser Employment Services. The Board is a volunteer board appointed by the Chief Elected Officials of the Lower Rio Grande Valley Workforce Development Area. The Board is composed of a majority of representatives of private sector employers, along with representatives of labor, education, childcare, social services, community based organizations, rehabilitation agencies and other local interests.

The Board was formed in response to state welfare reform legislation, and is charged with planning, administering, and overseeing a consolidated Workforce development system for Hidalgo, Willacy, and Starr counties. In this role, the Board procures and contracts with organizations to provide employment and training services to residents through several different federal job training programs. The Board is responsible for administering Workforce Innovation Opportunity Act (WIOA) programs, childcare programs included in the Child Care Services (CCS) system, Child Care Quality (CCQ), and related Local Initiatives; Supplemental Nutrition and Assistance Program ; the Temporary Assistance for Needy Families (TANF) Choices program; under the Budget Reconciliation Act of 1997. The Board is also responsible for planning and overseeing the Wagner Peyser Employment Services (ES) program.

MISSION STATEMENT

The mission of Workforce Solutions is to build a partnership with employers and job seekers that will be a catalyst for economic growth in the Hidalgo/Willacy/Starr Workforce development area.

SCOPE OF SERVICES

RESPONDENT RESPONSIBILITY

Workforce Solutions is seeking bids from qualified organizations to conduct Fiscal and Program Monitoring Services.

Specifications should be considered minimum requirements. Addendum items may be inserted into the RFP Specifications should they arise during the RFP process, which will be made available to all proposers in writing.

PERFORMANCE REQUIREMENTS

The selected respondent(s)will follow methods that have been developed and proven over the years to complete the Fiscal and Program Monitoring Services.

Desired services

Workforce Solutions is soliciting proposals from interested parties for Fiscal and Program Monitoring of organizations subcontracting with Workforce Solutions. The Request for Proposal (RFP) provides a uniform method for the procurement of these services. It contains the necessary background, requirements, information, instructions, and forms for responding to this RFP. This RFP solicitation is being done in order to comply with federal procurement procedures.

Workforce Solutions plans to engage individuals or firms to carry out fiscal and program monitoring services for Program Year 2017 (which coincides with the Workforce Solution’s fiscal year 2017 which begins October 1, 2016 to September 30, 2017). Workforce Solutions may elect to extend the contract for four (4) additional one (1) year terms, pending successful contract completion, a review, and funding availability. Workforce Solutions will engage the Respondent to perform the following services, and others as identified as necessary, as they relate to the Workforce Solution’s fiscal and program compliance monitoring responsibilities.

  • Perform a risk assessment appraising the relative risk of fiscal and programmatic compliance problems from Workforce Solutions and each subrecipient. A risk assessment must be performed at least on an annual basis to determine which high risk subrecipient and high risk areas within individual subrecipient’s operations will be reviewed. The risk assessment should be quantified as much as possible and have adequate supporting documentation on the methodology used to make the assessment. The Respondent may use risk factors with a number scale, or other indicators, i.e. H,M,L (High, Medium, Low) with explanations. The Risk Assessment is categorized into the following areas:
  • Experience of Subrecipient/Service Provider in the program
  • Personnel turnover
  • Staff experience
  • External review
  • Past monitoring findings
  • Policies and procedures
  • Structure of Fiscal Transactions
  • Segregation of duties
  • Experience of management
  • Training
  • Contingency plan
  • Internal controls
  • Protection and integrity of automated systems
  • Source(s) of funding
  • Internal monitoring
  • Independent audit report
  • Performance Measures
  • Fiscal reporting

The Respondent should also use other sources of information, i.e. Texas Workforce Commission(TWC) Monitoring Reports, Single Audits, prior monitoring reviews, internal reports, and any other relevant reports of assess Risk. Once the risk assessment is concluded, monitoring procedures may continue, including but not limited to:

  • Develop a monitoring plan based upon the risk assessment. The monitoring plan should include the monitoring schedule.
  • Implement the monitoring plan.
  • Report outcomes of monitoring to Workforce Solutions staff and the Board itself as the monitoring plan is implemented.
  • Recommend solutions to problems as they are identified.
  • Produce a final written report covering all aspects of the monitoring activities, findings, and recommended corrective actions.
  • In the event of findings requiring corrective action(s), Workforce Solutions will require the Respondent to revisit subrecipient(s) where corrective action was recommended.

The Respondent will work with Workforce Solutions and its subrecipients to monitor and review activities against contractual requirements and relevant federal and state statutes and regulations.

The proposal should contain a draft time line detailing when various activities would start and be completed regarding the risk assessment, development of monitoring plan, implementation of plan and reporting.

The proposal should include services to be performed and methods of risk assessment, development of the monitoring plan, and implementation of the plan. The proposed plan should use the most recent monitoring guides from the Texas Workforce Commission and from other relevant federal agencies as a resource, and should cover all fiscal and program activities of each subrecipient of Workforce Solutions including but not limited to the following areas:

  • Plans and Contracts
  • Participant Eligibility
  • Client Services, including
  • Information Suitability/Referrals
  • Objective Assessment
  • Individual Employment Plan or Individual Service Strategy (Youth)
  • Case Management
  • Support Services
  • Assessment of Parent Fee (Child Care Only)
  • Employer Services
  • Service to the Limited English Proficient population
  • Classroom Training
  • Utilization of Pell Grants
  • Individual Training Accounts (ITA)
  • Basic Skills
  • Youth Services
  • Procurement Systems
  • Written Procurement Procedures
  • Procurement Files
  • Small Purchases
  • Sealed Bids
  • Non-competitive Negotiation (i.e., sole source)
  • Request for Proposal (RFP)
  • RFP Processing and Evaluation
  • Contract Administration
  • Contract Elements
  • Audit Procurement
  • Professional Services Contracts
  • Consultant Contracts
  • Financial Management Systems
  • Accounting Systems
  • Re-allotment/De-obligations
  • Program Income
  • Budget
  • Bank Reconciliation
  • Internal Controls
  • Internal Control Analysis of Separation of Duties
  • Indirect Cost Allocation Plans
  • Cost Allocation Plans
  • Transfer of Funds
  • Payroll
  • Travel/Transportation
  • Insurance
  • General Liability
  • Automotive Insurance
  • Casualty Insurance
  • Allowable and Unallowable Costs
  • Incentive Funds
  • Audit
  • Disbursements
  • Cash Management
  • Cash Forecasting
  • Analysis of Cash Draw Downs
  • Cash Management—Subrecipient Level
  • Cash Management—Petty Cash
  • Property Control and Accountability
  • Property
  • Monitoring

Respondents should plan to address the issues listed above and other relevant issues for each program and under the Workforce Solution’s administration and Workforce Solution’s administrative functions.

During the period of the contract awarded through this RFP, Workforce Solutions will administer approximately $50 million, and will implement programs through one main subrecipient and several subcontractors. Workforce Solution’s and its primary subrecipient, manages and operates the five(5) Workforce Centers and the Child Care Delivery System.

Sites of the contracts to be monitored are located throughout the Lower Rio Grande Valley Workforce Development Area which covers Hidalgo, Willacy, and Starr counties. The Respondent will travel to program sites to make site visits, conduct interviews with service provider staff and participants, and observe program operations. The Respondent will also make follow-up visits to entities. All monitoring visits will be scheduled by and through Workforce Solutions. Workforce Solutions will negotiate with the Respondent selected as the monitoring contractor(s) to schedule eligibility reviews during the program year. Workforce Solutions may, at its discretion, assign Workforce Solutions staff members to accompany the Respondent and assist in regular monitoring activities.

The Respondent will prepare written reports of each monitoring visit and submit these reports to Workforce Solutions no later than twenty (20) working days following the last day of the monitoring visit. In some cases, Workforce Solutions may ask the Respondent to make immediate verbal reports of findings to Workforce Solutions. The Respondent will submit working papers, supporting documentation, including notes, completed monitoring guides, copies of relevant participant or service provider documents, and other appropriate information to support the monitoring report and any findings contained in the report. Failure to adhere to established timelines may result in the implementation of a fine structure.

The reports submitted will be structured to address not only whether a system or procedure exists and is performed in compliance with applicable standards, but will also provide insight and suggestions that Workforce Solutions may employ to enhance the overall quality of performance. The usefulness and value of the reports toward addressing Workforce Solution’s desire for information pertinent to its quality assurance goals will be of major concern and will be a factor in determining the contractor selected and a consideration for contract renewal.

The Respondent will conduct entrance and exit interviews with subrecipients at the subrecipient’s location(s). At the exit interview, the Respondent will inform the subrecipient of any findings and recommendations. The Respondent will be directed by and report all results to Workforce Solutions. Workforce Solutions will provide subrecipients with written reports of the monitor’s findings.

The Respondent selected as the monitoring contractor will develop monitoring instruments to be approved by Workforce Solutions. Workforce Solutions may specify, at a minimum, specific topics to be monitored and in some cases, the manner in which a topic is to be reviewed. The instrument(s) should be constructed to incorporate capturing information useful toward the Workforce Solutions quality assurance goals. Workforce Solutions may specify certain items of compliance, program design, or program structure to be monitored across all contracts.

Workforce Solutions will require that the working papers or copies be retained by Workforce Solutions.

Provide a thorough description of the proposed method of providing the monitoring service solicited by Workforce Solutions, including:

  1. Risk Assessment;
  2. Development of Monitoring Plan;
  3. Implementation of Monitoring Plan; and
  4. Reporting.

Organization Capability

  1. Demonstrated Effectiveness

Describe services your organization has provided in the past three years that demonstrate your organization’s capability to carry out the services proposed. Include the nature of the services provided, scope of services, and the organization for which the service was provided.

  1. Capability of Personnel

Provide job descriptions for all staff positions responsible for carrying out the proposed services and activities. Job descriptions should include duties, required education and experience. Job descriptions and qualifications should relate to the activities proposed, and titles should match the positions listed on the Budget Backup Worksheet related to Personnel costs. Include resumes for all personnel who will be responsible for delivering the services and activities proposed under this RFP.

  1. Organizational Structure

Briefly describe your organizational structure, including an organizational chart or narrative equivalent. Indicate how the proposed services and activities fit into the organizational structure.

Budget

Line Item Budget

Budgets should be thorough and consistent with the descriptions provided in the Statement of Work. All Respondents are to submit a line-item budget and detailed budget backup. Respondents must provide thorough detail and address all line-items listed on the line item budget. The budget backup is required to indicate how the line item costs were calculated and to demonstrate that all costs are reasonable and necessary. Successful Respondents may receive a cost-reimbursement contract or a performance based contract as appropriate. The budget should be broken down into the various activities, risk assessment, development of monitoring plan, implementation of plan and reporting.

Necessary, Reasonable and Allowable Costs

All costs charged in the proposed budget must be necessary for its success, reasonable in that a prudent person would pay a similar price under the same or similar circumstances and allowable under applicable federal, state, and local laws and regulations. Please provide sufficiently detailed budget backup documentation to allow the necessity, reasonableness, and allocability of the budget to be determined. Budget backup should include the methodology used to compute the costs of each line item. For example, the benefits provided to personnel should be described and cost of each benefit detailed.

WORKFORCE SOLUTIONS RESPONSIBILITY

Workforce Solutions will negotiate a contract for procured services. Workforce Solutions, at its sole discretion, reserves the right to negotiate a one (1) year contract with four (4), one (1) year renewal options based on the selected respondent’s performance, need, and funding availability.

QUALITY ASSURANCE

The successful respondent will enter into a contract with Workforce Solutions. Workforce Solutions will negotiate performance benchmarks related to proposed outcomes and will utilize those benchmarks to measure the performance and determine allowable expenditure reimbursements.

Costs must be documented, allowable and justified as indicated on the budget forms by the appropriate cost category.Refer to AttachmentJ.

BEST AND FINAL OFFER (BAFO)

Workforce Solutions reserves the right to request a Best and Final Offer (BAFO) from all responsive respondents. A responsive respondent is one whose score totals seventy (70) or more.

To ensure a fair and objective evaluation, all questions related to the RFP must be submitted in writing by fax to 956-664-8987. The final deadline for written questions to be submitted is July 7, 2016 at 12:00 P.M. CST.

ATTN: Robert Barbosa, CTPM

Procurement Manager

Workforce Solutions

3101 W. Business 83

McAllen, TX 78501

“RFP for Fiscal and Program MonitoringServices #16-RFP-01-200”

Name of Applicant

Contact Person

Mailing Address

WHO IS ELIGIBLE TO RESPOND

Respondents who are able to meet the technical specifications for quality and other terms of this proposal package, and who are not debarred and/or suspended from conducting business with federal and state funded agencies are invited to respond. Arespondent must affirmatively demonstrate respondent’s responsibility. A prospective respondent, by submitting a proposal, represents to Workforce Solutions that it meets the following requirements: