One-Stop Operator Workforce Services

RFP BW13-389-001

REQUEST FOR PROPOSALS

RFP # BW13-389-001

ONE-STOP OPERATOR WORKFORCE SERVICES

Brevard Workforce Development Board Inc.

297 Barnes Blvd.

Rockledge, FL 32955

321-394-0700

Pre-bid Conference: April 9, 2012

Proposals due: April 30, 2012

Request for Proposals

For

One-Stop Operator Workforce Services

______

March 30, 2012

1. PURPOSE

Brevard Workforce Development Board, Inc. hereinafter referred to as the Board or BW is soliciting proposals from qualified organizations to manage the day-to-day operations of multiple One-Stop Career Centers in Brevard County, Florida and deliver a broad range of federally mandated one-stop workforce services to employers and job seeking customers in the region in accordance with the federal Workforce Investment Act (WIA) and the Florida Workforce Innovation Act, as amended.

Respondents shall have direct experience with, and extensive knowledge of, the federal workforce investment system, the services and programs associated with it and employ a team who can promptly respond to BW needs. The ability to provide quality services, flexibility, and timely response to BW requirements is of paramount importance to the Board.

All public or private not-for-profit corporations, organizations or agencies, or private for-profit corporations and businesses, not otherwise excluded; and properly organized in accordance with applicable state, localand federal law, may submit a proposal. Qualified Respondents will have been in business for at least five (5) years with a minimum of three (3) years business/corporate experience within the last five (5) years in operational management of one-stop career center(s) and providing related business engagement, case management, and job placement services. Individuals are not eligible to apply.

It is the intent of the Board to award a single contract for the services identified in this solicitation.In accordance with sections 607.1501, 608.501, and 620.169, Florida Statutes, foreign corporations, foreign limited liability companies, and foreign limited partnerships must be authorized to do business in the State of Florida. Any organization awarded a contract as the result of this solicitation will be required to be authorized and licensed to conduct business in the state of Florida prior to contract execution.Minority and women-owned and operated businesses are encouraged to submit a proposal.

No entity may compete for funds if: (1) the entity has been debarred or suspended or otherwise determined to be ineligible to receive federal funds by an action of any governmental organization; (2) the entity's previous contract(s) with BW have been terminated for cause; (3) the entity has not complied with an official order to repay disallowed costs incurred during its conduct of services under any contract; (4) the entity or its parent organization have filed for bankruptcy during the past 5 years; (5) the entity has been convicted of a public entity crime pursuant to 287.133(1)(a) Florida Statutes, or (6) the entity developed or drafted work requirements, or statements of work for this RFP.All proposals shall be reviewed for a perceived conflict of interest.

This RFP does not commit or obligate BW to award a contract, to commit any funds identified in this RFP document, to pay any costs incurred in the preparation or presentation of a proposal to this RFP, to pay for any costs incurred in advance of the execution of a contract, or to procure or contract for services or supplies.

1. CONTRACT TYPE AND AMOUNT

Any contract awarded under this RFP is subject to available funding. The Board contemplates awarding a cost reimbursement,performance based incentive fee contract.BW does not guarantee any minimum or maximum amount of work and/or dollar value associated with this procurement. However, the Board does not anticipate the necessity of committing funding in excess of $2,800,000 per year for the services awarded under this RFP. Additional funding of up to $2,200,000 may be committed for aerospace services if the U.S. Department of Labor extends the Board’s National Emergency Grant through June, 2013. This amount is provided as a planning figure only, and does not commit BW to award a contract for this amount. The specific method of payment for services to be rendered shall be as set forth in the negotiated contract and will be contingent upon demonstration that the negotiated performance deliverables have been successfully accomplished to BWDB’s satisfaction, and submittal of an invoice with supporting documentation.

The primary funding sources are the US Department of Labor-Employment and Training Administration (USDOL-ETA) for all WIA-related services; the US Department of Health and Human Services (HHS) for Welfare Transition and Temporary Assistance for Needy Families (TANF) services; and the US Department of Agriculture for Supplemental Nutrition Assistance Program (SNAP [formerly FSET]), although other sources of funding may come available throughout the contract period. Funding during the initial contract period, or any option period, may be adjusted at the sole and absolute discretion of BW.Due to the nature of the funding sources, potential changes in legislation, policies, and performance achieved, Respondents are advised that any contract awarded under this RFP may be modified to incorporate such changes.

Certain workforce services are integrated in to the framework of the one-stop delivery system and are provided through partner agencies under other funding resources. Staff and funding for these services is provided by the partners on a full time basis and come under the functional supervision of the Contractor. The Contractor will be responsible for ensuring a seamless delivery of services. The stated funding level above does not include costs for:

employment services funded under the Wagner-Peyser (WP) Act, including

services to Claimants, Veterans and Migrant and Seasonal Farm Workers;

workforce activities authorized under Title 38 USC, Chapter 42 including

dedicated job counseling, training and placement for veterans;

outreach and referral services for the Job Corps program under Subtitle C

of the Workforce Investment Act;

employment and training services under the Senior Community Service

Employment Program (SCSEP),

Early Learning Coalition (ELC) childcare services, or

Work First Plus/underTANF services

Staffing Resources by Fund Source

WIA / WT / SNAP / NEG
*** / WP * / Vet
* / Job Corps
** / SCSEP
** / Work
First
** / GED
** / ELC **
43 / 12 / 3 / 19 / 6 / 10 / 1 / 9 / 3 / 2 / 5

*State DEO EmployeesPass thru funding to BW

**Partner - Direct funding to Provider

*** Limited term employment (2012-2013 if funding is provided)

1. PERIOD OF PERFORMANCE

The duration of the contract to be awarded as a result of this RFP shall be for an initial one year period provided performance remains acceptable to BW during that period. Time will be of the essence for performance of services under the contract.Any contract awarded as a result of this RFP will provide that BW shall have the optionto extend the term of the Contract.The duration of the contract, including the exercise of any options will not exceed 5 years. BW anticipates the following periods of performance, provided contractor performance remains acceptable to the Board.

Initial Contract and Option Periods
Fiscal
Year / Contract Period
From: / To:
Initial / FY 2013 / July 1, 2012 / June 30, 2013
Option 1 / FY 2014 / July 1, 2013 / June 30, 2014
Option 2 / FY 2015 / July 1, 2014 / June 30, 2015
Option 3 / FY 2016 / July 1, 2015 / June 30, 2016
Option 4 / FY 2017 / July 1, 2016 / June 30, 2017

The offer of an option renewal period is not guaranteed, and the award of the initial contract does not imply an exercise of the option renewal. The option to renew and the terms and conditions of the option to renew shall be exercised at the sole and absolute discretion of the Board.

1. BACKGROUND

BW is designated as the administrative entity and grant recipient for federal workforce investment programs in Brevard County, Florida. An essential element of the organization’s operating criteria is to respond to a demand driven economy based on local employer needs and equipping job seekers with the skills and knowledge to meet the current and future occupational needs of the regions businesses. The primary objective is to provide a high quality, integrated workforce services program using a Business to Jobs (B2J) model of operation that is responsive to the needs of employers and residents of Brevard County via three (3) fixed site Brevard Workforce One-Stop Career Centers (BWCC) currently located in Palm Bay, Rockledge and Titusville, Florida and one (1) Mobile Career Center (MCC) that travels throughout Brevard County.

The BWCC’s are full-service locations for the integrated employment and career development system coordinated and structured by BW.

The BWCC’s have two primary customers: employers and job seekers. Each career center provides employers a full range of servicesincluding, but not limited to, labor market information, job order listings, job matching and placements, rapid response, recruiting events, and training and education for the current workforce.

The BWCC’s also provide job seekers with training and employment opportunities using an integrated case management system for the delivery of workforce services to Welfare Transition (WT), Workforce Investment Act (WIA), Supplemental Nutrition Assistance Program (SNAP) a.k.a. FSET or Food Stamp program, Trade Adjustment Act, (TAA), Wagner Peyser (WP), Veteran, and Reemployment and Eligibility Assessment (REA) customers.

Previous models of service delivery were based on “silo-driven” programs determined by funding that the BW narrowed to Targeted, Youth and Core Services. Contractor staff maintained expertise within the narrow program parameters and services followed traditional teachings in that the job-seeker was the primary customer and training and placement was based on job seeker needs.

In 2010 the Board structured a new model of service delivery that focused on business and industry as the primary customer under the premise that job seekers are the human capital necessary to meet business needs. The employer centered approach focuses on increasing customer access to all services while ensuring efficient and unduplicated use of resources. Now labeled “Business to Jobs” (B2J), the model creates greater efficiencies and streamlines processes. A B2J team of workforce professionals consisting of Board and Contractor management and frontline staff provides monitoring of the processes and data necessary to make adjustments for continuous improvement of the B2J model.

The B2J model differs from traditional service delivery in thatfrontline customer services are no longer defined by programs such as Wagner Peyser, Youth, Welfare Transition, etc. Instead, The B2J model reflects “community clusters” of business categories driven by employer and industry needs such as manufacturing, transportation, healthcare, professional and aerospace, etc. These communities are selected based on Labor Market Information, Key Industry Information, Targeted Occupations List and business data information provided by Employ Florida Marketplace (EFM). Staff with industry-specific based knowledge are assigned to the communities and are available for employers and job seekers alike.

The physical design for the B2J model includes several areas designed to replace the single resource room configuration. The career centers are physically divided into business community clusters driven by local industry needs and utilize architectural features to maximize services to both employers and job seekers. The centralized design is based on a “no wrong door” approach that assures all employer and job seeker customers’ access to information on all services.

Kiosk stations utilizing an Express Card System (VOSSCAN) are installed that allow the job seeker to scan their Express Cards at the point of entry so that customers are quickly identified and are matched with an appropriate opportunity and/or resource.

Initial intake of job seeking customers has been re-designed to identify services that may be of benefit to them and to ensure that jobseekers can conduct self-directed searches. Integrated case management functions are provided by staff for all customers.For programs which provide funding to enhance services or provide “priority of service” to target customer populations (e.g. Veterans, etc.), staff continues to confine service to the eligible customer and provides a full array of services to them. Job search computers and work carrels are located at the center of each business community for easy job seeker access. The staff work areas are integrated in to these same areas for greater visibility and to encourage good customer /staff interactions.

Since implementing the model in 2010, The Board has noted an increase in business use of the career centers and improved services for job seekers because the B2J model creates a far superior connection to business than previous models and best serves job seekers for all one-stop services.

The Board is firmly committed to ensuring that the Brevard Workforce Career Centers provide universal services equitably to all the various groups of employer and job seeker customers. The BWCC’s must have solid, effective methods for serving a wide range of diverse groups. A primary measure of success for the Contractor will be meeting and/or exceeding the performance measures set forth in the Contract. With respect to the day-to-dayBWCC operations and management, the Contractor will be responsible for the functional integration of all workforce investment activities of the BWCC’s and MCC to ensure that they meet the needs of employers and jobseekers by enhancing communication, coordination, collaboration and engagement of customers. For any contract awarded as a result of this RFP, the Contractor shall supply all personnel, labor, materials, and supplies necessary in performance of the contract. The Contractor will be responsible and accountable for effectively and efficiently managing and delivering the services and activities below while providing excellent customer service, and achieving the contracted performance measures and deliverables established by the BW.

Successful Respondents will understand the human resource needs of business and the training and employment needs of the full range of BWCC jobseekers.Respondents should demonstrate substantial experience in assessing employer needs against labor market assetsas well asworkforce development and placement services. Proposals should describe Respondents’:

 capacity to expertly manage staff and operations;

 ability to represent Brevard Workforce to the community asknowledgeable human resource professionals;

 understanding of how to deliver high quality,customer-oriented service;

 ability to work as a part of a team to satisfy our customers and

 ability to ensure our system delivers the service promised to customers

The following table illustrates the most current number of employers and job seekers that have been servedby our BWCC’s andis to be used for planning purposes only. Actual year over year service levels may be higher or lower depending on the local economy, changes in legislation and/or funding, etc.

Career Center / 07/01/2010 – 6/30/2011 / 07/01/2011 – 12/31/2011
Employers Served
Titusville / 416 / 427
Rockledge / 1300 / 895
Palm Bay / 1541 / 1016
Jobseekers Served
Titusville / 10,194 / 3220
Rockledge / 24,315 / 9738
Palm Bay / 30,618 / 9252

The following statementsof work shall apply to any contract awarded as a result of this RFP.

1. General

5.1.With respect for overall operations and management of the BWCC’s the Contractor will be required to provide services and activities in accordance with, and as subscribed and authorized by WIA (Public Law No. 105-220, (“Workforce Investment Act”), related state and federal laws, regulations, policy, guidance, communiqués and memoranda, as well as BW policy.

5.1.1.Develop and maintain a universally accessible system using standard business software for all BWCC related procedures, forms and policiesthat is available to all BWCC and BW staff.

5.2. The Contractor will ensure that services are broadly available to customers beyond traditional hours of operation during times that will meet the needs of the majority of customers. At a minimum, BWCC’s must be open from 8 a.m. – 5 p.m., Monday through Friday with each center remaining open until 7 p.m. a minimum of one night per week. Saturday hours must be available if special conditions warrant as instructed by BW. In addition, the General Contractor must ensure that arrangements are made to keep service delivery available throughout the holiday seasons with limited closings for major holidays.

5.3.In some cases, and in particular during national emergencies,BW may receive National Emergency Grant (NEG) funding to address rapid employment needs in our area when an emergency or major disaster, such as a hurricane, has occurred. The purpose of the funding is to create temporary jobs to provide clean-up, restoration and humanitarian assistance to designated communities. The Contractor may be requested to provide services outside the stated scope of services and hours. These services will be identified and agreed upon following identification of BW requirements and will be considered a reimbursable expense.

5.4.The Contractor will be required to meet or exceed all performance requirements as indicated by BW. Periodically there are changes to the performance requirements and these changes must also be met.

5.5.As requested by BW, work collaboratively with Board staff, partners, community members and others to provide the resources necessary to support other funding opportunities; assist with the preparation of reports and other documentationas requested; and provide quotations or project costs as required.

5.6.The Board’s revenues, which it uses to fund contracts and operations, are federal and state funds, subject to the requirements for use of public money. We expect contractors to understand and use applicable federal Office of Management and Budget (OMB) cost and administrative circulars, and applicable federal and state laws and regulations in budgeting and expending the public funds in their BW contracts. Contractors must maintain cost allocation plans that properly allocate costs between management/administrative functions and operations, as well as among the various service modules funded by BW. Contractors’ cost allocation plans must meet BWrequirements and will be reviewed by Board staff. We will ask contractors to develop their allocation plans when negotiating a contract budget.

5.7.As required by BW, the Contractor will attend both regularly scheduled and impromptu meetings, either in person or via teleconference,to review overall performance, and to address issues to ensure that the needs of employers and job seekers are met and duplication of services is minimized or eliminated. The Contractor will be expected to provide timely response and action as course corrections dictate.