Stark County Job and Family Services

(SCJFS)

Human Services Division

Request for Proposals
TANF SUMMER YOUTH EMPLOYMENT PROGRAM
Approximate amount of total grant $1,101,643in TANF funding
April 17, 2015

To be considered for funding, applicants must complete and submit one (1) signed original Proposal with original signatures throughout.

This Request for Proposals must be received by May 12, 2015 at 11:00 a.m.
SUBMIT PROPOSAL IN PERSON, VIA U.S. MAIL, EMAIL, OR BY FAX ONLY TO:

Leah O’Connell, Administrative Services
Stark County Job Family Services
Midtown Building
221 3rd St. SE
Canton, Ohio 44702

Email:
FAX: 330-451-8300

TABLE OF CONTENTS

Page No.

GENERAL INFORMATION

Introduction3

Philosophy, Values, Goals Scope of Service3

Additional Proposal Content / Narrative4

Contact Information5

Written Questions5

Subgrantee Disclosures5

Subgrantee Examination of the Proposal5

Availability of Funds6

SUBMITTING PROPOSALS

Proposal Budget6

False or Misleading Statements6

Subgrantee Representative's Signature6

Delivery of Proposals6

Acceptance or Rejection of Proposals6

Proposal Review Procedure6

Award of Contract Proposal Selection and Notifications7

Right of Protest or Appeal8

REQUIREMENTS AND SPECIFICATIONS

Subgrant Agreement Requirements8

Subgrantee Specifications8

Auditing of Records9

Confidentiality9

Reporting Requirements9

Subgrantee Proposals9

Proposal Format10

RATING CRITERIA

Proposal Rating Sheet11

GENERAL INFORMATION INTRODUCTION:

The Temporary Assistance for Needy Families (TANF) Emergency Contingency Fund has made funding available under CFDA 93.558 for a Subsidized Summer Youth Employment Program.

The purpose and release of this Request for Proposal (RFP) is to solicit proposals from subrecipients qualified to operate a Subsidized Summer Youth Employment Program for the period of May 1, 2015 through October 31, 2015 within the requirements of this program. Employer recruitment expenses can be reimbursed for the period from the date of the subgrant.Youth wages and associated costs begin May 15, 2015. All invoices must be paid prior to December2, 2015.

It is critical the subgrantees understand these funds are for wage subsidy and not a training program.

The amount of the subgrants by SCJFS will depend on the number of subgrantees awarded subgrant agreements for this program. SCJFS seeks to limit the number of subgrants to those subgrantees who can demonstrate the ability to manage the program and service the largest number of youth during the time constraints of the allocation.

PHILOSOPHY, VALUES, AND GOALS:

Purpose- TANF Subsidized Summer Youth Employment Program serves two purposes of TANF:

  1. To provide assistance to needy families so that the children may be cared for in their homes or the homes of relatives;
  2. To end dependence of needy parents on governmental benefits by promoting job preparation, work and marriage.

Eligibility- A summer employment program funded through TANF Emergency Contingency fund shall only serve persons from a Stark County TANF-eligible family.

HEAP and Free or Reduced lunch documentation is no longer an acceptable means of eligibility for this program.

The types of persons that may be served are:

  • Youth ages 14-17, as long as the youth is a minor child in a home at or below 200% of federalpoverty (youth may be 18 if they are a full time student in a secondary school);
  • Youth ages 18-24, in a home at or below 200% of federal poverty that also has a minor child;
  • Youth ages 18-24, in a home at or below 200% of federal poverty with a minor child
  • Noncustodial parents ages 14-24 in a home at or below 200% of federalpoverty.
  • Youth ages 14-17, or age 18 (if a full time student in a secondary student) who are placed in a licensed foster care setting.

Minor Child and Families are defined in federal and state regulations. Minor child means an individual who: (1) Has not attained 18 years of age; or (2) Has not attained 19 years of age and is a full-time student in a secondary school (or in the equivalent level of vocational or technical training). Families are defined by federal regulation and state law as follows: a minor child who resides with a parent, specified relative, legal guardian or legal custodian (a child may be temporarily absent from the home provided certain requirements are met); a pregnant individual with no other children; or a non-custodial parent who lives in the state, but does not reside with his/her minor child(ren).

See Attachment 1for 2015Federal Poverty Guidelines.

SCOPE OF PROGRAM - SCJFS IS SEEKING THE FOLLOWING:

Federal TANF regulations set forth what is allowable for TANF programs. Because this allocation is from the TANF Emergency Contingency Fund, it is focused on "wage subsidies." As a result, the state must follow the federal regulations and guidance regarding what is considered "wage subsidies.

All youth participating in this program are required to be registered on the Ohio Means Jobs website, Once completed, a confirmation of this registrationfor each participant must be maintained by the subguarantee. Once registered, participants will have access to multiple resources including the ability to upload their resume, access to various training activities, job searches, and other beneficial resources.

Allowable costs under this program include:

Payments to employers for wages (at no higher than $10.00 per hour) and fringe benefits (excluding health benefits);

Payment to third parties to operate the program;

Up to 16 hours of soft skills training, which would include writing cover letters and resumes, interviewing skills and job etiquette;

Recruitment and development of employers for the program;

Other ancillary services which are offered by the employer to the subsidized employment participants including:

Work related items such as uniforms, tools, licenses or certifications;*

Case management activities related to the program;

Job coaches and mentors;

Worker compensation expenses;

Payments to employers for training and supervision costs;

Transportation costs to and from the work site;

FICA/Retirement systems and Medicare;

Direct Supervision and training of youth;

The cost of health insurance or health benefits may not be charged to this allocation; or TANF administration, as defined in rule 5109:9-6-08.8 of the Ohio Administrative Code.

Performance bonuses or lump sum payments are not allowed.

Office of Unemployment Compensation has stated that under Section 4141-5-05 of the Ohio Administrative Code, employers are not required to report the wages paid to youth as part of the TANF Summer Youth Employment Program.

Please be aware that all child labor laws and regulations do apply. An overview of child laborrequirements can be referencedat.

*While summer youth employment funds cannot be used to purchase/provide items that are not strictly required in order to complete the job, individual assistance may be available through individual referrals to SCJFS.

ADMINISTRATIVE COSTS – TANF Administration Allocation Costs:

Pursuant to rule 5101:9-6-08.8 of the Ohio Administrative Code, the following costs must be billed separately from the wage subsidies and charged to the TANF Administration Allocation.

Salaries and benefits of staff performing administrative and coordination functions;

Costs associated with eligibility determination activities;

Preparation of program plans, budgets, reports and schedules, and the monitoring of program and projects;

Services related to accounting, litigation, audits, management property, payroll, personnel, procurement, and public relations;

Costs of goods and services and travel costs required for official business and the administration of the program unless excluded under rule 5101:9-6-08.8;

Management information systems not related to the tracking and monitoring of the program.

The subgrantee can request from SCJFS certification of youth eligibility based on licensed foster care.

ADDITIONAL PROPOSAL CONTENT / NARRATIVE:

The Proposal must include a narrative description of the subgrantee program including the approximate number of youth to be served, the age groups to be served, and the geographic placements within Stark County.

Include in the narrative a description of administrative costs whether included in the grant or as in kind.

Describe the organization's ability to operate this program in the time constraints of the grant.

CONTACT INFORMATION:

Contact Person: / Susan Lenigar, Deputy Director, Human Services
Address: / 221 3rd Street SE, Canton, Ohio 44702
Telephone Number: / (330) 451-8991
Fax Number: / (330) 451-8025
Email address: /

WRITTEN QUESTIONS:

Questions regarding this Request for Proposals are to be directed in writing via letter, email, or fax to Susan Lenigar.

SUBGRANTEE DISCLOSURES:

Subgrantee must present their latest financial audit in addition disclosure of any pending or threatened court actions and/or claims against the subgrantee. This information may not cause rejection of the proposal, but withholding the information may be cause to reject the proposal.

SUBGRANTEE EXAMINATION OF THE REQUEST FOR PROPOSAL (RFP):

Subgrantees are expected to be familiar with the entire RFP. The subgrantee is expected to respondto the RFP in a manner that makes it clear they understand and have responded to all sections of the RFP.

AVAILABILITY OF FUNDS:

This RFP and all agency contracts are contingent on the availability of funds.

SUBMITTING PROPOSALS

PROPOSAL BUDGET:

The budget is important when evaluating the proposals. SCJFS will prefer and/or offer the award of subgrants to subgrantees that, according to the reviewers, are most advantageous in terms of cost efficiency, quality of services and structure to facilitate the most advantageous employment of youth throughout Stark County under this grant.

FALSE OR MISLEADING STATEMENTS:

Proposals containing false or misleading statements will be rejected.

SUBGRANTEE REPRESENTATIVE'S SIGNATURE:

The proposal must be signed by an individual who is authorized to contractually bind the subgrantee and include the names of individuals authorized to negotiate with SCJFS. The signature must indicate the title or position the individual holds in the subgrantee's organization. Any and all unsigned proposals will be rejected.

DELIVERY OF PROPOSALS:

Subgrantees can deliver in person, by mail, email or fax one (1) signed original of the entire proposal to the SCJFS contact person at the address listed in the RFP. All subgrantees must carefully review their final proposals.

ACCEPTANCE OR REJECTION OF PROPOSALS:

SCJFS reserves the right to reject any or all proposals, to waive any informalities or irregularities in the proposal received, and to accept any proposal or combination of proposals which are deemed most favorable to Stark County at the time and under the conditions stipulated. The recommendation of the Board of Stark County Commissioners will be final.

PROPOSAL REVIEW PROCEDURE AND AWARD OF SUBGRANT

The review process will be conducted in two (2) parts: initial review and final review. INITIAL REVIEW:

The initial review ensures the proposal meets the minimum requirements (and mandatory conditions) specified in the RFP. If they do not, they will be rejected. Proposals in response to the RFP must meet the following requirements:

  • The proposal must be postmarked or received at the address indicated in the RFP. Proposals not postmarked or received at the designated address by the specified date will be rejected. Proposal signed by authorized subgrantee representative.
  • Proposals that pass the initial review will be considered a valid proposal and will move on to the final review.

FINAL REVIEW:

All valid proposals will be reviewed, evaluated, and rated by the Review Committee (RC). The RC will be composed of SCJFS staff.

The RC will evaluate each proposal against the criteria in the RFP. During the review, the RC may request additional information from the subgrantee. Such requests and subgrantee's responses must always be in writing.

All qualified proposals shall be reviewed by the RC using a standard Proposal Review Evaluation Rating Sheet tailored specifically to this RFP. The number of evaluation points for each section varies according to the value assigned for that particular segment of the program (see page 11 of this RFP).

RC rating sheets will be used to focus discussion. The final composite Evaluation Rating Sheet will be maintained on file by SCJFS.

In awarding the contract, SCJFS' evaluation will include, but will not be limited to:

  • Strength and stability of the subgrantee to operate the requested program
  • Ability to meet the project/program timelines
  • Overall responsiveness and completeness of the request for proposal as well as the likelihood that the request for proposal best meets or exceeds the specifications
  • Scope of services being proposed
  • Number of youth to be served throughout Stark County
  • Price of proposed program for administration
  • Training and supervision costs
  • Experience with a similar project/program
  • Other factors considered relevant by SCJFS and demonstrated by the bid proposal or investigation by SCJFS

PROPOSAL SELECTION AND NOTIFICATIONS:

The number of youth served and the ability to serve the entire Stark County will be a criticalpiece of the evaluation. This program is designed to employ youth. The administrative costs will be a factor in the award of the subgrants with preference to proposals with the lowest administration costs.

Based upon the results of the evaluation, SCJFS will select and/or offer the award to subgranteesthat, according to the reviewers, are most advantageous in terms of ability to manage a high volume of youth throughout all of Stark County. SCJFS will work with subgrantees to finalize the details of the subgrant agreement documents.

All subgrantees submitting proposals will be notified as to the reviewer's decisions.

The decisions made by SCJFS are final. However, questions, clarifications, and additional information in regard to the decision or in regard to this RFP and the completion of a proposal may be directed to the RFP contact person.

RIGHT OF PROTEST OR APPEAL:

The subgrantee may appeal or protest any decision regarding this Request for Proposals as issued to the subgrantee by SCJFS. The appeal must be submitted in writing to the director or designee of the SCJFS within 10 calendar days from the date of receipt of the written decision. The subgrantee must provide specific reasons for the appeal. The director or designee will issue a final ruling within 30 calendar days from the date of receipt of the written appeal.

REQUIREMENTS AND SPECIFICATIONS:

SUBGRANTEE REQUIREMENTS:

The subgrant will incorporate the requirements of the RFP, the subgrantee's proposal, and all other agreements that may be reached. The subgrant agreement must clearly describe the responsibilities of each party and the assurances of the performance offered. Subgrantee must adhere to the applicable code of federal regulations and OMB circular(s) regarding cost principles, administrative requirements and audit authority.

SUBGRANTEE SPECIFICATIONS:

  • Submit a copy of the subgrantee's Certificate of Liability Insurance as verification of adequate insurance coverage (general liability, professional liability, auto); $1,000,000 for each of the three (3) types of coverage noted, or alternative comparable coverage that is acceptable to the Board of Commissioners and name SCJFS as a certificate holder. Attn: Brian Kandel, Administrative Services, 221 3rd St. SE, Canton, OH 44702
  • SCJFS seeks subgrantees, which can operate the program and determine eligibility of youth,placing youth in appropriate employment setting.
  • The subgrantee must demonstrate compliance and cooperation with any Child Support Enforcement Agency regarding payment requirements.
  • Subgrantee will provide Voter Registration information to participants 18 years and older.
  • Subgrantee certifies that the subgrantee is not subject to a finding of recovery under section 9.24 of the Ohio Revised Code or it has taken the appropriate remedial steps required under ORC 9.24 or otherwise qualifies under that section to contract with the Board of Stark County Commissioners.
  • Subgrantee certifies compliance with the Transparency Act as defined in Appendix A to Part 170-Award Term, 2 CFR, Ch.1.
  • Subgrantee must maintain the accuracy of information in the Central Contractor Registration (CCR) until the final financial report required under this award or receive final payment, whichever is later.
  • Subgrantee will not receive a subaward unless the entity has provided its Data Universal Numbering System (DUNS) Numbers.
  • Subgrantee certifies compliance with requirements in paragraph (g) of section 106 of the Trafficking Victims Protection Act of 2000 (TVPA) as amended (22 U.S.C.7104 (g)).
  • Submit personnel policies and procedures that demonstrate compliance with federal laws and regulations, including a statement affirming the subgrantee does not discriminate in its employment practices.
  • Any subgrants to be issued by the subgrantee must be approved by SCJFS.

AUDITING OF RECORDS:

TANF Subsidized Summer Youth Employment Program contracts, applications, eligibility determinations, time slips, payroll, expenditures, invoices, etc. shall be retained for three years for auditing purposes.

SUBGRANT AGREEMENT PERIOD AND INVOICING:

Subgrant agreement will be written for the period beginning no later than May 1, 2015 through October30, 2015. Liquidation of all invoices must be presented byDecember 4, 2015.Payment for services rendered will be made on a biweekly basis and paid within 30 days of receipt of an accurate invoice and required documentation. All time that will be invoiced, to SCJFS, by the subgrantee, will be required to be reported in quarter hours. The final reimbursementpayment prior to December 31, 2015 will include a reconciliation of advance and total payments for services.

CONFIDENTIALITY:

Subgrantee that has access to confidential information will be required to keep that information private, classified and confidential.

REPORTING REQUIREMENTS:

Subgrantee shall provide written documentation to the SCJFS as required by the Reporting Tool and invoice form.

A reporting tool will be used to capture the data necessary for this program. This reporting tool information will be forwarded after the award of the subgrant agreement.

There will be a pre-employment competencies inventory and a post-employment competencies inventory will be required for all participating youth. A standard tool will be provided for use.

SCJFS will require the subgrantee to report the zip code of the participant’s residence in addition to the zip code of the site where the participant is employed.

SCJFS will also require the subgrantee to provide the completion date for the participants on the Ohio Means Jobs website (

SCJFS will require the subgrantee to provide in the reporting tool the participants who are determined eligible based on foster care.

PROPOSAL FORMAT

To simplify the process for evaluating proposals, and to assure each proposal receives the same review, proposals must be submitted in the following format and contain all items listed. Proposal sections must be identified according to the following format: