2011-12RFP Comprehensive Youth Services

8/6/2019 2011-12RFP Comprehensive Youth Services

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REGION I WORKFORCE INVESTMENT BOARD200 NEW RIVER TOWN CENTER

BECKLEY, WV 25801

Request for Proposals

For

Comprehensive Youth Services

February 18, 2011

As required by State and Federal Laws and Regulations, the Region 1 WORKFORCE West Virginia

Career Center system does not discriminate on the basis of sex, race, color, religion, handicap condition,

marital status, or national origin in employment or in its educational programs and activities.

Auxiliary aids and services are available upon request to individuals with disabilities.

Alternative formats will be made available upon request.


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TABLE OF CONTENTS

I. RFP Schedule Pg. 1II. General Information and Background Pg. 2III. Purpose Pg. 3IV. Available Resources Pg. 4V. Requested Services Pg. 4VI. Participant Eligibility Requirements Pg. 6VII. Youth Service Provider (Bidder) Guidelines Pg. 7VIII. Collaboration Guidelines Pg. 7IX. Performance Goals Pg. 8X. Statement of Work Pg. 8XI. Bidders Conference Pg. 11XII. Proposal Submission, Deadline and Format Pg. 11XIII. Who Can Submit a Proposal Pg. 11XIV. Required Documentation Pg. 12XV. Renewal Pg. 12XVI. Evaluation of Proposals Pg. 12XVII. Evaluation of Criteria Pg. 13XVIII. Disclosures Pg. 14XIX. Contract Award Pg. 14XX. Transition Plan Pg. 16

Attachments:

1. Proposal Transmittal Document Pg. 172. Proposal Package Inventory List Pg. 183. Checklist for Service Providers Pg. 194. Certification Regarding Lobbying Pg. 235. Certification Regarding Debarment, Suspension, etc. Pg. 246. Equal Opportunity Non-Discrimination Notice Pg. 257. Certification Regarding Drug-Free Workplace Pg. 268. Youth Program Budget & Narrative Instruction Pg. 279. Self Evaluation 504 Checklist Pg. 28


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I. The Region 1 Workforce Investment Board (R1WIB) is issuing a Request for Proposal (RFP)to solicit agencies/organizations with the capacity and expertise to administer and operate theWorkforce Investment Act In-School and Out-of-School Youth programs in the 11-countyregion. The expected term for contracts awarded under this solicitation will be one year fromJuly 1, 2011 and extending through June 30, 2012. The R1WIB reserves the right to renew thecontract for an additional one year period beyond June 30, 2012.

RFP Schedule Date Time

RFP Available March 1, 2011 8:30 AM

Bidders Conference March 15, 2011 2:00 PM

Proposal Due April 5, 2011 4:00 PM

Announcement of Awards April 19, 2011 4:00 PM

Contract Negotiations May 10, 2011 10:00 AM

Transitional Meeting June 7, 2011 10:00 AM

Program Startup July 1, 2011

Region 1 Youth Council

Vision StatementThe Region 1 Youth Council provides opportunities and guidance

through coordinated efforts to empower youth to become skilled, self-

sufficient members of their communities.


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II. General Information and Background

A. Region 1 Workforce Investment Board

The Region 1 Workforce Investment Board (R1WIB) is a non-profit organization designated asan administrative entity of Workforce Investment Act (WIA) funds for the eleven (11) countyregion encompassing the West Virginia counties of Fayette, Greenbrier, Mercer, McDowell,Monroe, Raleigh, Nicholas, Pocahontas, Summers, Webster, and Wyoming. This Request for

Proposal (RFP) is issued to solicit proposals for innovative workforce development programsserving In-School and Out-of-School youth under the provisions of the Workforce InvestmentAct. Targeted populations include youth between the ages of 14-21, are low income, and whohave one or more barriers to employment as defined by the Workforce Investment Act and alsolisted in Section VI Participants Eligibility of this RFP.

Funds awarded must be utilized to serve Region 1 Workforce Investment Act eligible youth at aratio of 30% In-School and 70% Out-of -School Youth.

All In-School and Out-of -School proposals must include one or more of the following keyprogram components as described in Section V Requested Services of this RFP:

a) Character Building

b) Skill Enhancement

c) Employability

Bidders may submit proposals designed for one or more program components; however, aseparate program proposal is required for the In-School and Out-of -School population. Note:Once a Bidder selects the program component(s) they wish to administer they must submit bothan In-School and Out-of -School proposal for review. If a proposal consists of more than one ofthe key components then a separate budget for each component must be submitted. (Budgetscannot be combined).

B. Legislation

A portion of R1WIBs programs are funded through the Workforce Investment Act (WIA).Therefore, each Bidder must be familiar with state and federal requirements of this program andthe R1WIBs strategic plan. Specific information can be found in the Workforce InvestmentAct, Section 129(c) and 20 CFR Part 664.

C. Information Resources

Internet web addresses for additional workforce development resource information:

Region 1 Workforce Investment Board www.region1workforcewestvirginia.org

WorkForce West Virginia www.wvcommerce.org/business/workforcewv/default.aspx

US Department of Labor, Employment & Training http://www.doleta.gov

Federal Laws and Regulations http://thomas.loc.gov

US Workforce http://usworkforce.org


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III. Purpose

The mission of the Region 1 Workforce Investment Board (R1WIB) Youth Council is toencourage the development of comprehensive programs that is fully transparent and accountablewith services that will ensure Region 1 youth have the necessary skills and personal qualities tobecome successful productive adults.

The basic principles of the Workforce Investment Act are:

Move from one-time, short-term intervention to a consolidated, long-term approach. Ensure non-duplication of services. Provide a broad array of youth services. Design a comprehensive youth plan and system. Include strong business involvement. Align training with needs of the job market. Ensure performance accountability.

All proposals should emphasize a youth development perspective designed to meet the human

development needs of youth and to build a set of core assets and competencies needed toparticipate successfully in adolescent and adult life. The youth service provider will be requiredto track customer progress throughout enrollment and will assume all follow-up responsibilitiesfor youth carried in from the previous service provider. All proposals must includecomprehensive counseling and follow-up for at least 12 months after the youth exits the programor whenever the program ends; whichever comes first. Proposals must include explicit plans forfollow-up procedures and estimated budget reserve to provide follow-up services.

The intent of the Workforce Investment Act legislation is to move away from one-time, short-term interventions for youth and move towards a longer term, systematic set of service strategiesthat establishes close link to the labor market and occupational demands. The youth programprovider is expected to develop a strong relationship with executive and legislative officials,business leaders, and economic development and educational representatives. This collaborationshould expand, strengthen and align relationships and resources between workforce developmentorganizations, economic development agencies, and education representatives.

The youth program provider must ensure that any applicants who meet the WIA eligibilityenrollment requirements, but cannot be served through the youth program, are referred foradditional assessment and/or other services through WORKFORCE West Virginia Career Centerpartners.

All youth service proposals must be designed around the 10 key elements outlined within SectionV Requested Services of this RFP and are required to meet specific performance measuresoutlined in Section IX Performance Goals/Common Measures of this RFP.

Successful proposals will not create or duplicate services that already exist and are easilyaccessible in Region 1.

The youth service provider is encouraged to seek funding from a variety of sources beyond justWorkforce Investment Act (WIA)-based resources and create incentives for businesses to sharecost and resources with the public sector training programs, once again focusing resources onproven success.


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The youth service provider will be required to maintain and monitor the confidentiality of allyouth records and will also be required to provide documentation that worksites comply withlocal, state, and federal child labor laws. The youth service provider must document that it hasmade on-site visits to ensure compliance and to ensure the safety of all youth participants.

IV. Available Resources

The estimated funds* available for all of Region 1 for the period July 1, 2011 through June 30,2012 for Out-of-School Youth total is up to $ 500,000 for all 11 counties within the region.Proposal must include a detailed budget for each component.

The estimated funds* available for all of Region 1 for the period of July 1, 2011 through June 30,2012 for In-School Youth total up to $_500,000 for all 11 counties within the region. Proposalmust include a detailed budget for each component.

The youth service provider will be advanced 20% of the value of the award (to be used as startup funds and not to be maintained as a reserve). The youth service provider must submitprojected cost documentation for the 20% advance. Actual cost documentation must besubmitted for each draw inclusive of the 20% advance as well as the continued draw downs on

an as-needed monthly basis.

Draw downs may take up to 14 working days to process from time received at the Region 1Workforce Investment Board office.

When submitting your budget, please incorporate a copy of your individual approved cost rate.Indirect cost rates in excess of three percent (3%) must include detailed explanations which mayresult in contract modifications. (See Attachment 8)

* Resources available are solely based on availability of funds because of the funds beingawarded from a state/federal program, recessions and/or a change in overall budget may occur atany point throughout the contract period. Therefore, if funds are forthcoming through WIAfor the 2011-2012 program year, only then will the grant be available.

V. Requested Services

All of the Program Designs must include the following:

Recruitment: Service Provider will be responsible for recruiting at-risk youth into theConnections program who are in the targeted population. (See Section VI ParticipantEligibility Requirements)

Eligibility & Registration: Eligibility determination for WIA funded programs must becomplete prior to enrollment/ registration. This encompasses collecting eligibilitydocumentation including income used to determine WIA eligibility. R1WIB will providetechnical assistance on this process.

Orientation: All participants must receive information regarding services availablethrough the One Stop partners and other providers.

Assessment: An objective assessment must be done on each youth participant of his/heracademic, employment skills, and supportive service needs; including a review ofeducational skill level, occupational skills, prior work experience, employability,interests, and aptitudes.


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Follow Up: Service Providers will be responsible for twelve (12) months follow-upactivities for each youth participant after exit. Participants are to be contacted at leastonce a month with proper documentation noted in each individuals case notes file andthe Service Provider is required to enter Case Management notes in the state approvedMACC system.

Bidders must submit In-School and Out-of-School proposals which must include at least one ofthe 3 Key Components listed below or may include two or all three of the Key Components.However, all proposals submitted must include a separate budget for each of the Key

Components included in the Bidders proposals.The 3 Key Components including their services are:

A) Character Building

Mentoring Leadership Development Community Service

B) Employability

Job Readiness Work Experience Job Shadowing Summer Employment Job Placement

C) Skill Enhancement

Skill Attainment/Certificate Tutoring Numeracy/Literacy GED Prep Post Secondary Education

The 10 Elements required by the Workforce Investment Act must be made available to all youthparticipants; however, all youth do not need to take part in each of the elements.

The 10 Required Elements are:

1. Comprehensive guidance and counseling, which may include drug and alcohol abusecounseling and referrals.

2. Tutoring, study skills, and instruction leading to completion of secondary school,including dropout prevention strategies.

3. Alternative secondary school services.4. Summer employment opportunities directly linked to academic and occupational

learning.

5. Paid or unpaid work experiences including job shadowing and internships.6. Occupational skills training.


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7. Leadership development opportunities, which may include community services and peer-centered activities encouraging responsibility and other positive social behaviors duringnon-school hours.

8. Supportive services may include transportation, childcare and needs-related paymentsthat are necessary to participate in activities.

9. Adult mentoring for the period of participation and subsequent period, for a total of notless than 12 months.

10. Follow-up services for not less than 12 months after the completion of participation.

VI. Participant Eligibility Requirements*

In accordance with the Workforce Investment Act (sec. 101(13)), an eligible youth is defined asan individual who at the time of application is:

1. Age l4-21; and2. Low income individual, as defined in the WIA section 101(25); and3. With one or more of the following six serious barriers to employment:

a. A school dropoutb. Deficient in basic literacy skills as defined by WIA (at or below a grade level

of 8.9) or who is unable to compute or solve problems, read, write or speakEnglish at a level necessary to function on the job, in a family, or in society

c. Pregnant or parentingd. Homeless, runaway or foster childe. An offender; orf. Individual (including a youth with a disability) who requires additional

assistance to complete an education program, or to secure and holdemployment. Those barriers as identified by the Region 1 WorkforceInvestment Board include the following:

Youth most at risk of dropping out of school. Youth a risk of court involvement. Youth of incarcerated parents.

4. A United States citizen or eligible non-citizen; and5. Meets the Selective Service requirements.

*WIA Re-Authorization Amendments Prevail


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VII. Youth Service Provider (Bidder) Guidelines

A. Requirements for In-School Youth Service Providers

Bidder must have Memoranda of Understandings with the 11 local Boards of Education.[A letter of intent to receive a Memorandum of Understanding (MOU) from each localBoard of Education will satisfy this requirement prior to grant award. Letters of Intentmust be included in the proposal.] However, MOUs with Boards of Education will be

expected to be received by the WIB office within the first 30 days of the start of thecontract period. In addition to each MOU per county Board of Education a current letterof support from each local Board of Education is required.

Bidder must limit the In-School participants to 30% of total youth served. In-School youth must be served by programs already available in their area with WIA

services concentrating on summer and with after-school activities.

B. Requirements for Youth Service Provider (Bidder)

Meet all administrative requirements including providing all required reports to theRegion 1 WIB on a quarterly basis.

Limit administrative costs to a maximum of 10% of award. 70% of program costs must go directly to participants. Execute an MOU with the comprehensive WORKFORCE Career Centers for Out of

School youth to enter and be tracked within the system.

Maintain at least one physical office in a Region 1 comprehensive WORKFORCE WestVirginia Career Center during the contract period by July 1, 2011.

All participant records must be kept in one central location within the Region. All services must demonstrate the ability to serve all Region 1 counties through

coordinated resources, partnerships, and/or collaborative agreements.

Evaluation of the total program will be an ongoing process. Although the youth serviceprovider is responsible for the evaluation, a systematic means of communication must beestablished which allows the Region 1 Executive Director and/or a monitoring agency ofthe Region 1 Workforce Investment Board to monitor and observe, makingrecommendations, and commendations at any time during the grant period.

VIII. Collaboration Guidelines

No duties may be subcontracted with other agencies. The youth service provider must acceptfull responsibility for contract performance and monitoring. Again, it is important to state,where possible, the youth service provider should leverage other funds and/or resources withpartnering organizations that eliminates duplication or resources and services.


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IX. Performance Goals

A. Core/Common Measures Youth (Age 14-21)

All providers will be subject to capture the WIA Core Performance Measures Indicators as wellas the Common Measures Performance Indicators and the negotiated standards will befinancially tied to their contracts. While the negotiated performance standards for the 2011-2012program year are still unknown at the time of this RFP, we will use the 2010-2011 negotiated

standards until those are made known. They are as follows:

PY%* Youth Measures Definition Exclusions

62% Placement inEmployment orEducation

Percentage of participants who are in employment, themilitary, post-secondary education, and/or advancedtraining/occupational training during 1

stquarter after

program exit.

1) Youth in post-secondary education,employment or the military at date of

participation.

56% Attainment of aDegree or Certificate

by Participants

Percentage of participants who are in education whoattained a diploma, GED or certificate by the end of the3

rdquarter after exit.

1) Youth not enrolled in education at thedate of participation or at any pointduring the program.

51% Literacy andNumeracy Gains

Number of participants who increase one or moreeducational functioning levels within one year of thedate of participation.

1) Out-of-School youth who are not basic skills deficient. 2) In-Schoolyouth.

*Note: Any participants institutionalized/incarcerated or relocated to a mandated residential program at exit, customers exited for health/medicalreasons or deceased, and participants called up for active duty are excluded from all performance measures.

X. Statement of Work

Bidder must clearly indicate whether the services outlined in this proposal is for either In-SchoolYouth or Out-of School Youth.

The Statement of Work should sufficiently describe the proposed program in detail, including ademonstrated understanding of the challenges, the work to be performed, the needs of the youthparticipants, already existing resources, and the desired results.

1. Statement of the Challenges: In order to provide a foundation for the proposal beingmade, describe the challenges that your proposed program seeks to correct or improve.The statement of the challenges must relate to the goals and objectives you will identifylater in the proposal. The proposal should focus on the needs and/or challenges of thepopulation targeted to be served, not on the needs/ challenges of the agency.

This section should be no longer than six pages.

2. Work Plan: Describe the technical plan in narrative form for accomplishing the workproposed, indicating which components are already in place and a time line forimplementation of planned components.

At a minimum, include the following components:

Measurable goals and objectives with a listing of the actual numbers ofeligible youth whom the proposed program will serve.

A description of the methods to be implemented in achieving the stated goalsand objectives and why these methods will work.


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A description of existing or planned strategic collaboration among multiplepartners, including community involvement. (Memoranda of Understandingsor agreements and or letters of support from existing collaborations withservice providers can be made as attachments to your proposal.)

A description of how the Bidder plans to leverage funds and link with existingprograms. Define how the proposed program builds on existingservices/resources in your agency; what their funding source is; whichservices will be funded with WIA dollars; how you will leverage other

funding sources and how you plan to generate additional funds to support theprogram outcomes.

A description of how the Bidder will coordinate its services with community-based organizations, including those who are faith based.

A description of how the Bidder will solicit the help of Youth Councilmembers, WIB members and LEO members.

Proposals for Out-of-School Youth must include information on how youragency plans to reach hard-to-serve populations. Describe your recruitmenttechniques for Out-of-School Youth and your ability to serve this population.

A description of how you will ensure the safety of all work sites for youth. A description of your record-keeping methods and how you will maintain the

confidentiality of youth participants.

A description of the comprehensive year-round Youth Program thatincorporates the appropriate 10 key elements in accordance to the ProgramDesign :

* Tutoring, study skill training and instruction leading to the completion ofsecondary school, including dropout prevention

* Alternative secondary school services*

Summer employment opportunities directly linked to academic andoccupational learning

* Paid or unpaid work experiences including Job Shadowing & Internships* Occupational skills training* Leadership development opportunities* Supportive services (may include transportation, childcare, need-related

payments that are necessary to participate in activities)

* Adult mentoring for not less than 12 months* Follow-up services for not less than 12 months after exit* Comprehensive guidance and counseling

The 10 elements do not have to be provided with WIA funds or by WIA funded partners.It is not only acceptable, but also desirable, to connect WIA youth to other communityresources and services while monitoring service delivery. At a minimum, all proposalsmust address providing comprehensive guidance and counseling and providing follow-upservices.


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The R1WIB and its Youth Council recognizes the desire and need in our region tointroduce youth to various opportunities. The provider will be expected to offer anintroduction and facilitate exploration of options, including but not limited to, workshops,field trips, mentoring connections, and work experiences.

This section should be no longer than 20 pages (not including attachments).

3. Agency Information: Provide a narrative description of your agency to include when,how, and why the organization was started; its purpose, goals and philosophy, prior and

current relevant activities, accomplishments, size and characteristics of clients served,linkages and/or coordination with other agencies and services in the community. Thissection should form the basis for determining whether or not your agency is qualified andcredible to deliver the program as proposed.

Information should include experience in the past or currently on-going training/serviceprograms that are relevant to the training/service being requested through this Request forProposal.

Briefly describe the facility(ies) where this system is to be principally operated; includesize, location, accessibility, and any special features relevant to the system. If specializedequipment is proposed, please include description and quantity. (Resumes may be

attachments and should not be included in page count.) State the ADA compliance statusof facility(ies) by submitting a completed Self-Evaluation for Compliance with Section504 of the Rehabilitations Act of 1973 Checklist. (Checklist submitted as an attachmentand should not be included in page count.)

This section should be no longer than one page plus personnel narratives, resumes,

and 504 Checklist.

4. Performance Outcomes: Discuss the measurable results and benefits anticipated and howthey will be measured against the programs goals and objectives. Describe the process,outcomes expected, and how you will evaluate and monitor your programs performance.

Discuss how your programs outcomes correlate with the Region 1 Workforce

Investment Board performance goals for youth. This section should state clearly theactual numbers the proposed program will serve and the costs per youth. (Efficiencyrate.)

Include examples of past performances serving WIA participants and with whom theservice contract was made.

Strategically, our Board is reinventing the delivery of services to its customers. It is veryimportant that the Youth Service Provider creatively and innovatively thinks out of thebox as to how to provide services that are quality oriented and connects leadershipopportunities to the customer. It should be noted that these factors will also be includedduring performance monitoring of the Youth Service Provider throughout the program

year.This section should be no longer than three pages.

The entire Statement of Work should be no longer than 30 pages not including attachments.


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XI. Bidders Conference

All parties interested in submitting proposals for the Region 1 In-School and Out-of-Youthservices program MUSTattend the mandatory bidders conference at 200 New River TownCenter, Beckley, WV, March 15, 2011, 2:00 p.m.. Technical assistance will not be provided afterthat date and proposals from parties who did not attend the bidders conference will not beconsidered.

XII. Proposal Submissions, Deadline and Format

In order to be considered for funding in the program period July 1, 2011 June 30, 2012 yourproposal must be submitted no later than April 5, 2011, 4:00 p.m. An original, 5 copies, and anelectronic copy (thru email or CD) must be submitted to the Region 1 Workforce InvestmentBoard office at 200 New River Town Center, Beckley, WV 25801. The proposal packet must besealed and clearly marked Youth Services Bid on the outside. FAX OR ELECTRONICCOPIES ONLY WILL NOT BE ACCEPTED.

An acknowledgement receipt of each proposal will be given to or mailed to the proposingagency, indicating time and date received. A proposal received after the closing date will not beconsidered. The Bidder assumes all responsibility for the submission of the proposal and meetingall of the required deadlines.

Proposals should be prepared simply and economically providing a straightforward, concisedescription of the operators intentions and ability to meet the administrative and operationalrequirements of the program. Emphasis should be on completeness, clarity of content, programquality, leveraging of resources, and effective customer service delivery.

Bidder must follow the instructions outlined in this RFP package and submit all appropriateforms. All proposals must be typewritten, single-spaced, single-sided, on 8.5 X 11 paper in a12-point font and a binder clip or paper clip used for each individual copy. DO NOT USE

STAPLES OR ANY OTHER TYPE OF BINDING.

For proposals that exceed the section page limitations, only the number of pages that are withinthe set page limits for each section will be considered. Evaluators will not read proposals beyondthe set page limit.

Incomplete proposals will be considered non-responsive and will not be considered; therefore,they will be returned to sender.

XIII. Who Can Submit a Proposal

All public or private not-for-profit 501(c)(31) or (6) corporations, an education organization,governmental units, public agencies, community-based organizations, faith-based organizationsor private-for-profit corporations properly organized in accordance with State and Federal lawand been in existence for 5 years, may submit a proposal for funding.

No entity may compete for funds if: (1) the entity has been debarred or suspended or otherwisedetermined to be ineligible to receive federal funds by an action of any governmental agency; (2)the entitys previous contracts with the R1WIB have been terminated for cause; (3) the entity has


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not complied with an official order to repay disallowed costs incurred during its conduct ofprograms or services.

The Region 1 Workforce Investment Board is an equal opportunity/affirmative action employerand agency.

XIV. Required Documentation

1. Proposal Transmittal Document2. Proposal Package Inventory List3. Check List for Service Providers4. Executive Summary5. Statement of Work Narrative6. Budget Preparation Sheet and Narrative7. Detailed Budget8. Resumes of Staff9. Letters of Intent10.Certificate of Insurance11.Copy of most recent agency audit12.Self-Evaluation for Compliance with Section 504 (Proof of ADA Compliance)13.Certification Regarding Lobbying14.Certification Regarding Debarment, Suspension, etc.15.Equal Opportunity Non-Discrimination Notice16.

Drug-Free Workplace Statement

17.Memorandum of Understandings and Letters of Support from eleven (11) Board ofEducations located within Region 1

XV. Renewal

Although the initial award will be for a 12-month period, the Region 1 Workforce InvestmentBoard will have the option to negotiate continued funding and performance standards for anadditional 12-month period based on funding allocations, timeliness of start-up, quality of

service, and successful performance.

XVI. Evaluation of Proposals

All proposals submitted in accordance with this RFP will be rated based on the criteria outlinedin the Evaluation Criteria section. The Region 1 Workforce Investment Boards Ad Hoc RFPEvaluation Committee will rate the proposals. The Board may choose to have the processmonitored by an outside neutral observer.


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The Ad Hoc RFP Committee will complete evaluation summaries based upon the ratings of theproposals and forward a recommendation for all Requests for Proposals to the Region 1Workforce Investment Board Executive Committee. After the final decision is made by theExecutive Committee with the approval of the Region 1 Workforce Investment Board and theLocal Elected Official Board, the Executive Director will be responsible for the awardannouncement, the final negotiations, and the contract signing.

All individuals involved in the development, evaluation and award process of this RFP mustadhere to the Region 1 Conflict of Interest Policy. Bidders should disclose potential conflict of

interest issues by identifying any relationship to a board or committee member in a lettersubmitted with the original proposal.

XVII. Evaluation Criteria

Proposals will be evaluated using the following criteria:

A. Program Design - 25 Points

The extent to which the proposal understands and addresses the challenges in assistingand mentoring youth.

The ability to access other services/resources to encourage the development ofcomprehensive programs and services.

Creates a program to ensure that youth have the necessary skills and personal qualities tobecome successful, productive adults.

The extent to which the proposal designs a year-round program around the 10 keyprogram elements required by WIA.

For out-of-school youth, the Bidders ability to recruit this hard-to-serve population ofyouth must be addressed.

The methodology and ability to provide for one year follow-up on participants no longerreceiving services.

B. Soundness of Approach/Responsiveness to the Required Elements - 30 Points

The ability of the Bidder to meet the outlined performance goals and objectives,including placement in employment or education, attainment of a degree or certificate,and literacy/numeracy gains.

The extent and successful history the Bidder has of designing and delivering high-quality,innovative and comprehensive programming for the target populations.

C. Leveraging Funds/Partnership Collaboration/Community Involvement - 15 Points

The ability of the Bidder to leverage funds and link with existing programs and services,involving the local community, Youth Council, WIB, and LEO members.

The ability of the Bidder to develop significant partnerships with employers to provideample work-based career experiences and mentoring activities.

Ability to build on existing services in Bidders agency. The ability of the Bidder to build a collaborative consortium of youth service providers to

achieve desired outcomes.


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The ability to integrate with WORKFORCE West Virginia Career Centers and itspartners while also involving youth participants in one-stop services.

The ability in which Bidder links to Career and Technical Education Centers, CommunityColleges, and other educational institutions in building career pathways and ladders.

D. Financial Management/Programs Cost Effectiveness - 15 Points

The cost per youth of the proposed program is evaluated to determine if it is fair andreasonable.

The demonstrated ability of the Bidder to provide accurate reports for prior existingcontracts for services.

The congruence of the budget with the proposed program. The ability to limit administrative funds with emphasis in maximizing dollars expended

directly on the customer.

E. Agency Qualifications/Qualifications of Personnel - 15 Points

The competency of the professional personnel involved in the delivery of the service. Close scrutiny will be applied to the qualifications of the staff who will be providing the

training/services/activities directly to the youth, measured by experience and education.

The proposal shall be signed by an official authorized to bind the agency and shall contain astatement to the effect that the proposal is a firm bid until withdrawn in writing by the submittingorganization. The proposal shall also provide the name, title, address, e-mail, and telephonenumber of the individual(s) with authority to negotiate during the period of contract negotiations.

Any evidence of fraud in the proposal or in the performance of the resulting contract will beturned over to the proper authorities for enforcement.

XVIII. Disclosures

The United States Congress is in the process of reauthorizing the Workforce Investment Act of1998 which may bring about changes and/or additions to the current law. The Region 1Workforce Investment Board reserves the right to resend, amend, modify and/or add to thisRequest for Proposal and any precipitating grant(s) awarded there under to comply with subjectlegislation, recessions, and/or grant allowed allocations.

The Region 1 Workforce Investment Board and its youth services program are under noobligation to award any contract(s) prepared in response to this Request for Proposal.

The Region 1 Workforce Investment Board and its Youth Council are under no obligation toreimburse any party for the fees involved in the submission of any such proposals.

XIX. Contract Award

A. Announcement

The R1WIB intends to award a contract(s) to the organization(s) whose proposal best meets theneeds and goals outlined in this RFP. The contracts may be awarded based on proposalsreceived without discussion of such proposed programs with the bidders. Therefore, each offershould be submitted in most favorable terms from a price and technical standpoint that the bidder


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can make to the R1WIB. The announcement of awards to the intended contract awardee(s)is expected to be made no later than April 19, 2011.

The R1WIB reserves the right to designate and fund the type and mix of specialized services thatensure the creation and maintenance of Youth Programs that enhance the range and quality ofworkforce services to be made available in its constituent counties.

B. Protests or Disputes

Any Bidder denied funding through this RFP may submit a letter to the R1WIBs Executive

Director requesting further details on the evaluation of the proposals. In the event the response isnot satisfactory to the applicant, an appeal to the R1WIBs Executive Committee may be written.The decision of the R1WIBs Executive Committee shall be final.

C. Type of Contract

Proposed costs will be analyzed and a contract will be negotiated on a demonstrated performancebasis. All contracts awarded will have a significant portion of the funds tied to the achievementof measurable outcomes. The type of contract will be determined at the time of contractnegotiation with each bidder.

All budgets should be designed in anticipation of performance-based funding and all costs willbe reimbursed based upon adequate and allowable expenditures and the documentation thereof.

D. General Contract Conditions

Should a proposal be selected for funding, the Bidder will then complete contract negotiations.In order for a contract to be executed, the successful Youth Services Provider must meet thefollowing requirements:

All programs must be operational July 1, 2011. Must have current fiscal and compliance audits as required by law. Required to be an Equal Employment Opportunity Employer (EEO). Must provide a certificate of insurance for comprehensive general public liability

insurance with combined single-limit coverage of at least $1,000,000 and WorkersCompensation Insurance with the Region 1 Workforce Investment Board and the Region1 Local Elected Officials Board becoming also insured at the time of contractimplementation. Other insurance coverage may be required and is subject to negotiation.

Ensure by signing the contract, that adequate and qualified staff will be dedicated to thecontracted program services. Qualifications of key staff associated with theimplementation of this program should be included in the proposal.

Mustprovide criminal background checks, drug screening, and child clearances for allstaff directly involved with youth either prior to contracting or prior to hiring the staff.

Must agree to arrange for and have completed an independent, stand-alone financial auditno later than 90 days after the program year end. Auditors must be Certified PublicAccountants or supervised by a Certified Public Accountant.

E. Contract and/or Budget Modifications

The successful Youth Service Provider is ensuring, by signing a contract, that the negotiatedcontract/budget for services provided cannot be changed without the R1WIBs approval. Allrequests for contract/budget modifications must be submitted to the R1WIB with writtenjustification prior to implementation of any changes.


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XX. Transition Plan

In the event during or at the end of the contract year, a new Youth Services Provider is selected,the existing provider must be willing to invest uncompensated time and effort to the transitionprocess in order for services to continue with no interruptions. Describe how your organization

would deal with this investment in order to conduct an orderly transition to another provider toensure that there is no disruption in services or negative impact on youth participants.

It is important for Bidders to understand that the infrastructure for delivery of services is in placeand that no break in services to current youth participants can be experienced as a result of atransition. It is important for current Providers to understand that a transition plan may also berequired for significant changes in processes.


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Attachment 1

Region 1 Workforce Investment Board

Proposal Transmittal Document

I. Proposing Organization:

Address:

Street City State Zip Code

Phone: Fax:

E-Mail Address:

Authorized Representative:

Collaborative: In Place ( ) In Development ( ) (List Partners)

II. Dollar Amount of Proposal: WIA Funds Other Funds

Number of Participants to be served

Projected Cost per participant

III. Federal Employer Identification Number:

(If consortium, list number of lead organization)

IV. Category of Proposal: ( ) In School Youth Programs( ) Out of School Youth Programs

(Each category requires a separate proposal)

V. Certification: I, ______________________________, certify that I have read,understand, and accept the terms and conditions of the solicitation as stated in the R1WIBProposal Package; that the enclosed package is a firm offer effective through the ______day of_____, 2012; and that the information contained therein is true and correct to the best of myknowledge. I am authorized by my Board of directors, Trustees, other legally qualified officer oras the owner of this agency or business to submit this proposal. I understand that if anyinformation has been misrepresented or is found to be untrue, this proposal will be disqualifiedfor consideration and may be grounds for contract cancellation.

Signature:

Title: Date:


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Attachment 2

PROPOSAL PACKAGE INVENTORY CHECKLIST

Proposal Transmittal Document Proposal Package Inventory List Check List for Service Providers Executive Summary Statement of Work Narrative Budget Preparation Sheet and Narrative Detailed Budget Resumes of Staff Letters of Intent Certificate of Insurance Copy of Most Recent Agency Audit Self-Evaluation for Compliance with Section 504 (Proof of ADA Compliance) Certification Regarding Lobbying Certification Regarding Debarment, Suspension, etc. Equal Opportunity Non-Discrimination Notice Drug-Free Workplace Statement One Original, 5 Copies, and an electronic copy of the Proposal Package Memorandum of Understandings and Letters of Support from the eleven (11) Boards of

Education located within Region 1

Other pertinent information that may lend strength to your proposalAgency:

Signed:

Date:


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Attachment 3

Checklist For Service Providers

APPLICANT: ____________________________________________________

Agency Information

Please provide information relative to applicants status, experience, qualifications, etc. Pleasecheck appropriate responses.

1. Organization

_______ Corporation

_______ Partnership

_______ Individual Ownership or Sole Proprietorship

_______ City Agency

_______ State Agency

_______ Educational Institution

2. Status

_______ For Profit

_______ Non-Profit

3. Experience/Information

_______ Number of years in business

_______ Number of years in Training business

_______ Number of permanent employees (salaried and hourly)

4. Have any of the applicants Federal, State or City contracts or grants ever beenterminated or suspended (either totally or partially) for any reason?

_______ Yes

_______ No

If YES, briefly explain on an attached sheet of paper.

5. Is applicant in receivership or bankruptcy, or are any such proceedings pending?

_______ Yes

_______ No


6. Has the applicants organization ever been cited, fined or reprimanded for any lawor code violation within the last three years or has any business license beensuspended or revoked?

_______ Yes

_______ No



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Attachment 3

7. Are all of the applicants required permits current?

_______ Yes

_______ No

List on an attached sheet all of your required permits and expiration dates.

8. Subcontracting

Will the applicant subcontract for any of the services?

______ Yes

_______ No

If YES, type in the page number(s) where the subcontracting is described in theproposal. Page(s) _______________________

Will the applicant utilize the services of a consultant in the operation of this

program?_______ Yes

_______ No

If YES, type in the page number(s) where the consultant services are described in theproposal. Page(s) ________________________

9. Union Concurrence

List any and all unions that may be associated with this training.

Does your agency have union approval of the proposed training?

_______ Yes_______ No

If YES, please attach written proof of union concurrence.

10. Insurance Coverage

Are persons authorized to handle and disburse governments fidelity bonded?

_______ Yes

_______ No

If yes, attach proof of fidelity bonding. Note: If you cannot show proof of your abilityto obtain fidelity bonding, Region I WIB cannot contract with the applicant, and theproposal will be returned.

Does applicant carry General Liability Insurance?

_______ Yes

_______ No

If yes, attach proof of General Liability Insurance. Note: If you cannot show proof ofgeneral liability insurance, Region 1 WIB cannot contract with the applicant and theproposal will be returned.


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Attachment 3

Does the applicant carry Workers Compensation Insurance?

_______ Yes

_______ No

If yes, attach proof of General Liability Insurance. Note: If you cannot show proofof your ability to obtain workers compensation insurance, Region 1WIB will notcontract with the applicant and the proposal will be returned.

Is the applicant current with Unemployment Insurance?

_______ Yes

_______ No

Note: If you cannot show proof of good standing with Unemployment Insurance, Region1 WIB will not contract with the applicant, and the request for proposal will be returned.

11. Fiscal Responsibilities

Does the applicant organization presently have any outstanding unresolved auditdeficiencies with any Federal, State or Local agencies?

_______ Yes

_______ No

If yes, please explain on attached sheet of paper.

List the date of most recent independent audit and by whom.

Is the applicant providing an AUDITED financial statement for the past accounting yearwhich identifies all sources of revenue, donations, and income as well as the offsetting

expenses?_______ Yes

_______ No

If your response is NO, your proposal will be returned to you.

12. Are your facilities and other planned sites to be used accessible to individuals withdisabilities?

_______ Yes

_______ No

13. Certification and ComplianceDoes the applicant certify and agree to provide assurances of Equal Opportunity andnondiscrimination and to develop appropriate mechanisms to ensure that affirmativeaction will be taken in all practices and program activities?

_______ Yes

_______ No

If you answered no please explain on a separate sheet of paper.


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Attachment 3

Does the applicant agree to comply with all applicable Federal, State and local lawsand directives relating to equal opportunity and affirmative action in services andprogram operations?

_______ Yes

_______ No

If you answered no please explain on a separate sheet of paper.

14. A copy of the organizations cost allocation plan must be included to support all costsbudgeted for this program that are not directly related to the project. These items areusually rent, utilities, insurance and other overhead items.

____________________________________________

Typed Name of Authorized Representative

____________________________________________ _________________

Original Signature of Authorized Representative Date


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Attachment 4

CERTIFICATION REGARDING LOBBYING

Certification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf ofthe undersigned, to any person for influencing or attempting to influence anofficer or employee of an agency, a Member of Congress, an officer or employeeof Congress, or an employee of a Member of Congress in connection with theawarding of any Federal contract, the making of any Federal grant, the making ofany Federal loan, the entering into of any cooperative agreement, and theextension, continuation, renewal, amendment, or modification of any Federalcontract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paidto any person for influencing or attempting to influence an officer or employee ofany agency, a Member of Congress, an officer or employee of Congress, or anemployee of a Member of Congress in connection with this Federal contract,

grant, loan, or cooperative agreement, the undersigned shall complete and submitStandard Form-LLL, Disclosure Form to Report Lobbying, in accordance withits instructions.

3. The undersigned shall require that the language of this certification be included inthe award documents for all sub-awards at all tiers (including subcontracts, subgrants and contracts under grants, loans, and cooperative agreements) and that allsub recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was place when thistransaction was made or entered into. Submission of this certification is a prerequisite for makingor entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who

fails to file the required certification shall be subjected to a civil penalty of not less than $10,000and not more than $100,000 for each such failure.

_______________________________________________________________________

Organization

_______________________________________________________________________

Name of Certifying Official Signature Date


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Attachment 5

Certification Regarding Debarment, Suspension, and Other Responsibility

Matters Primary Covered Transactions

This certification is required by the regulations implementing Executive Order 12549,

Debarment and Suspension, 29 CFR Part 98, Section 98.510, participants responsibilities. Theregulations were published as Part VII of the May 26, 1988 Federal Register (pages 19 160-19211.)

(BEFORE SIGNING CERTIFICATION, READ ATTACHED INSTRUCTIONS WHICH AREAN INTEGRAL PART OF THE CERTIFICATION)

1. The prospective primary participant certifies to the best of its knowledge and belief, that it andits officers/ principals:

a. Are not presently debarred, suspended, proposed for debarment, declared ineligible orvoluntarily excluded from covered transactions by any Federal, State or localgovernmental department or agency.

b. Have not been convicted of or had a civil judgment rendered against them forcommission of fraud or a criminal offense in connection with obtaining, attempting toobtain, or performing a public (Federal, State, or local) transaction or contract under apublic transaction: violation of Federal or State antitrust statutes or commission orembezzlement, theft, forgery, bribery, falsification or destruction of statutes orcommission or embezzlement, theft, forgery, bribery, falsification or destruction ofrecords, making false statements, or receiving stolen property:

c. Are not presently indicted for or otherwise criminally or civilly charged by a governmententity (Federal, State, or local) with commission of any of the offenses enumerated inparagraph (1) (b) of this certification; and

d. Have not had one or more public transactions (Federal, State, or local) terminated forcause or default.

2. Where the prospective primary participant is unable to certify to any of the statements in thiscertification, such prospective participant shall attach an explanation to this proposal.

_______________________________________________________________________

Organization

_______________________________________________________________________ Name of Certifying Official Signature Date


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Attachment 6

EQUAL OPPORTUNITY NON-DISCRIMINATION NOTICE

______________________________________________ (Name of agency), as a recipient ofWorkforce Investment Act (WIA) Title I financial assistance, shall provide initial and continuingnotice that it does not discriminate on any prohibited ground to: registrants, applicants, eligible

applicants/recipients, participants, applicants for employment, employees, and members of thepubic; including those with impaired vision or hearing, and unions or professional organizationsholding collective bargaining or professional agreements with the recipients.

ASSURANCE

As a condition of the award of financial assistance from the U. S. Department of Labor underTitle I of WIA, the grant applicant assures that it will comply fully with the nondiscriminationand equal opportunity provisions of the following laws:

Section 188 of the Workforce Investment Act of 1998 (WIA), which prohibits discriminationagainst all individuals in the United States on the basis of race, color, religion, sex, nationalorigin, age, disability, political affiliation or belief, and against beneficiaries on the basis ofeither citizenship/status as a lawfully admitted immigrant authorized to work in the United Statesor participation in any WIA Title I financially assisted program or activity.

Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination on the basisof race, color, and national origin;

Section 504 of the Rehabilitation Act of 1973, as amended, which prohibit discrimination againstqualified individuals with disabilities;

The Age Discrimination Act of 1975, as amended, which prohibits discrimination on the basis ofage; and

Title IX of the Education Amendments of 1972, as amended, which prohibits discrimination on

the basis of sex in educational programs.

The grant applicant also assures that it will comply with 29 CFR part 37 and all other regulationsimplementing the laws listed above. This assurance applies to the grant applicants operation ofthe WIA Title I financially assisted program or activity. The grant applicant understands that theUnited States has the right to seek judicial enforcement of this assurance.

_______________________________________________________________________

Typed Name of Agency Official and Title

_______________________________________________________________________

Signature Date


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Attachment 7

CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS

A. The contractor certifies that it will or will continue to provide a drug-free workplace by:

a. Publishing a statement notifying employees that the unlawful manufacture, distribution,

dispensing, possession, or use of a controlled substance is prohibited in the contractorsworkplace and specifying the actions that will be taken against employees for violation of

such prohibition;b. Establishing an ongoing drug-free awareness program to inform employees about:

1. The dangers of drug abuse in the workplace;

2. The grantees policy of maintaining a drug-free workplace;

3. Any available drug counseling, rehabilitation, and employee assistance programs, and

4. The penalties that may be imposed upon employees for drug abuse violationsoccurring in the workplace.

c. Making it a requirement that each employee to be engaged in the performance of the grant be

given a copy of the statement by paragraph a above;

d. Notifying the employee in the statement required by paragraph a that, as a condition ofemployment under the grant, the employee will:

1. Abide by the terms of the statement; and

2. Notify the employer in writing of his or her conviction for a violation of a criminal

drug statute occurring in the workplace no later than five (5) calendar days after such

conviction;

e. Notifying the agency in writing, within 10 calendar days after receiving notice under

subparagraph d.2 from an employee or otherwise receiving actual notice of such conviction.

Employers of convicted employees must provide notice, including position title, to every grantofficer or other designee on whose contract activity the convicted employee was working,

unless the Federal agency has designated a central point for the receipt of such notices. Noticeshall include the identification number(s) of each affected grant;

f. Taking one to the following actions, within thirty (30) calendar days of receiving notice under

subparagraph d.2, with respect to any employee who is so convicted:

1. Taking appropriate personnel action against such an employee, up to and including

termination, consistent within the requirements of the Rehabilitation Act of 1973, as

amended: or,

2. Requiring such employee to participate satisfactorily in a drug abuse assistance orrehabilitation program approved for such purposed by Federal, State, or local health, law

enforcement, or other appropriate agency.

g. Making a good faith effort to continue to maintain a drug-free workplace throughimplementation of paragraphs a, b, c, d, e, and f .

Applicant Organization Date Submitted

Name of Certifying Official Signature


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Attachment 8

Youth Program RFP Budget & Instruction

Vendor Name:

Program Name:

Program Period:

I. Funds Requested

II. In-Kind Funds Requested Description Source Amount

Total

*Any equipment purchased must be approved in advance, with title passing to the R1WIB at the conclusion of the

contract terms. Use additional pages as necessary for the line item budget narrative.

Category Basis Total AmountStaff Positions

Fringes (Describe)

Other Costs (Describe)

Rent

Supplies

Travel

Communications

Equipment *

Allowances

Wages - Participants

Audit

Youth Supportive Services Costs (Describe)

Subcontracts (Describe)

Total


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Attachment 9

Self-Evaluation for Compliance With Section 504

I. Introduction

The Department of Labor regulations implementing Section 504 of the Rehabilitation Actof 1973, as amended, require at section 32.6 (c) that entities which receive financial

assistance from the Department conduct a self-evaluation of their policies and practices toassess their programs accessibility. Programs shall be accessible to persons withmobility impairments, hearing and vision impairments, and mental problems, and anyother conditions which substantially limit a major life activity.

The regulations do not prescribe a specific format for the self-evaluation. TheDepartments Civil Rights Center has prepared this self-evaluation tool to assistrecipients with this requirement. Recipients may, however, develop their owntool/instrument. Ideas and language for the format and content of this instrument wereobtained from the Section 504 Self-Evaluation and Checklist assessment toolsdeveloped by the Federal Programs Advisory Service, a Washington, D.C. entity,

publishers of the Handicapped Requirements Handbook.

A. Office/Program to be evaluated.

Name:Address:

B. Individual completing evaluation.

Name:

Title:Date:

C. Disabled individual (s) assisting in the completion of the self-evaluation.

Name (s): __________________________________________Title: __________________________________________Organization: __________________________________________Address: __________________________________________

Administrative Practices

A. Staff information:

List steps to be taken to ensure that all staff involved in any aspect of this program(e.g., recruitment, admission, testing, the conduct of the program, the provision ofany services or benefits, etc.) will be informed periodically of, and understand fully,your policy of nondiscrimination on the basis of disability.______________________________________________________________________________________________________________________________________


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Attachment 9

B. Contracts, agreements, and sub-grants (e.g., labor unions, referral agencies,insurance companies, sub-grantees, educational institutions, etc.).

1. Are entities with which you hold contracts, agreements, and/or sub-grantsaware of your policy of nondiscrimination on the basis of disability? No: Yes: If yes, explain how.

______________________________________________________________________________________________________________________________________

2. Do you require these entities to sign an assurance of compliance? No: Yes:

3. Have these entities been required to complete a self-evaluation of the programs and activities they conduct for you? No: Yes:

III. Recruitment and Advertisement

A. Do you engage in any of the following kinds of activities to recruit programparticipants or otherwise inform persons about the services provided?

No Yes

Oral presentations/orientations _______ _______ Printed recruitment materials _______ _______ Printed informational materials _______ _______ Advertisements (radio, newspaper, etc.) _______ _______

B. Do all materials and advertisements include a notice that you do not discriminateagainst persons with disabilities? No: Yes:

C. Is the general public notified of the existence and location of services, activities,and facilities that are accessible to persons with disabilities? No: Yes: If yes, explain.______________________________________________________________________________________________________________________________________

D. If outside persons or organizations are involved in your recruitment,advertisement or information efforts, have they been informed of yournondiscrimination policy? No: Yes: If yes, explain.

_________________________________________________________________________________________________________________________________________________________________________________________________________

E. Are posters recognizing the rights of individuals with disabilities prominentlydisplayed for employees, applicants, and participants to read? No: Yes:If yes, list which._________________________________________________________________________________________________________________________________________________________________________________________________________


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Attachment 9

F. Are articles on the accomplishments of participants with disabilities publicized inthe agencys publications? No: Yes: If yes, list examples.

G. Are organizations representing persons with disabilities contacted for advice,technical assistance, and referrals? No: Yes: If yes, list examples.

IV. Program Eligibility Requirements and Admission

A. Are there any limitations on the number of qualified disabled persons who may participate or be admitted to the program? No: Yes: If yes, explain.

B. Are any of the following criteria used in the admission process?

Residency requirements _________________ Letters of recommendation _________________ Economically disadvantaged _________________ Educational attainment _________________ Age _________________ Physically fit _________________ Emotionally fit _________________

No dependence on drugs _________________ No dependence on alcohol _________________ Unemployed _________________ Able and available for work _________________ Work experience _________________ Tests _________________ Other:

___________________________________________________________________________________________________________________________________________________________________________________________

C.

Have applications been reviewed for questions relating to health, receipt of WorkersCompensation, and particular disabling conditions? Unless clearly related to theparticular activity for which the application is used, delete those questions. No: Yes:

D. If tests are used for screening applicants, describe the skill, level of achievement, orother factors being considered, and whether tests are written or oral.Name of Test:______________________________________________________________________________________________________________________________________


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Attachment 9

Name of Test: ________________________________________________________________________________________________________________________

E. Identify any test (s) that has (or could have) a disproportionate, adverse impact onapplicants with disabilities, i.e., tests that instead of measuring only the factors thetest purport to measure, are measuring the applicants impaired manual and/or

sensory skills (except where those are the skills being measured.)

Name of Test: ______________________________________________________Possible adverse impact: ______________________________________________

______________________________________________________________________________________________________________________________________

F. Are employees which administer tests prepared to give alternative tests and/or tomodify the method of administering tests in order to accommodate persons whohave disabilities that impair sensory and/or manual skills? No: Yes:

G. Describe some of the possible arrangements the staff are prepared to undertake:Examples: No Yes

Eliminate the speed factor for persons with _____ _____ Visual or manual impairments _____ _____ Use aids such as braillers and abaci by persons _____ _____ With visual impairments _____ _____ Use of translators or typed material to provide _____ _____ Information on tests instructions to persons with _____ _____ Hearing impairments _____ _____ Provide auxiliary aids to persons who cannot _____ _____

Make the marks required for mechanically scored _____ _____ Objective tests _____ _____ Other: __________________________________________________________ Other: __________________________________________________________

H. Describe the steps to be taken to ensure that criteria for testing alternatives andmodifications will be adequately communicated to all potential program

participants, including those with hearing and vision impairments.

______________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

I. Is an interview required prior to an applicants entrance into the program?(Including intake interview.) No: Yes: ___

J. From the following list, check the actions which have been taken/will be taken toensure nondiscrimination in interviewing:


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Attachment 9

No Ye

Estimate the frequency of staff contact with _____ _____sensory impaired persons

Contact and consult with sensory impairedpersons or organizations that represent themto discuss the particular communication needsof these persons and to gather input as to how best to alleviate these challenges _____ _____

Determine how staff will identify the specificlanguage need of an individual at the initialcontact, i.e., how they prefer to communicate(e.g., the interviewer may have key phraseswritten on cards, tapes of key phrases andmessages, etc.) _____ _____

Make formal arrangements with individuals ororganizations to provide qualified interpreters /when needed _____ _____

Develop a list of all persons, organizations, orstaff persons with whom interpreter arrange-ments have been made, including terms of thearrangement, telephone numbers, addresses, etc.Identify staff who will be responsible forimplementing effective communication withsensory impaired persons _____ _____

Write down decisions made on all the aboveitems and notify and train all staff on itsimplementation. _____ _____

V. Program Accessibility

A. Are post-admission inquiries made regarding disability status in order to makeaccommodations for individuals with disabilities? No: Yes:

B. Is the information requested voluntarily, not used to affect any disabled personadversely, and kept confidential? No: Yes:

C. Is there an orientation program for new participants? No: Yes:


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Attachment 9

D. Have steps been taken to ensure that persons with visual and hearing impairmentscan understand the information, communicate with the staff, and use the writtenmaterials provided during the orientation? No: Yes: If yes, describe.______________________________________________________________________________________________________________________________________ ________________________________________________________________ __

E. List the specific activities that comprise your program: (e.g., orientation, intake,classroom training, residential, sports, counseling, referrals, etc.)____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

F. For each activity listed above, list those that are, or have the potential to be,inaccessible to individuals with disabilities.

Activity Reason____________________________________________________________

___________________________ _______________________________ ___________________________ _______________________________

G. Describe steps to be taken to attain accessibility of those activities identified in Fabove, e.g., provision of auxiliary aids, use of alternative materials, special tools orequipment, modification of equipment, renovation of facility, moving program toanother facility, etc.

Activity Reason

____________________________________________________________

___________________________ _______________________________ ___________________________ _______________________________

H. Has a method been implemented for soliciting voluntary indications of disabilitystatus and requests for accommodations, i.e., channels for a disabled person to bringhis or her disability to the attention of management? No: Yes: If yes,describe method.______________________________________________________________________________________________________________________________________

______________________________________________________________________________________________________________________________________

I. From the following list of possible reasonable accommodations, check those whichyou would be willing to make for disabled program participants:

Modifying written examinations _____________________ Modifying work site _____________________ Making facilities accessible _____________________


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Attachment 9

Adjusting work schedules _____________________ Restructuring jobs _____________________ Providing assistive devices _____________________ Providing readers and interpreters _____________________ Adopting flexible leave policies _____________________ Reassigning and retraining participants _____________________ Eliminating transportation barriers _____________________ Others, depending on the persons particular

disability _____________________

VI. Facilities

A. List all facilities, or portions of facilities, used to conduct your program.

Facility Address ________________________ __________________________ ________________________ __________________________ ________________________ __________________________ ________________________ __________________________

B. The Uniform Federal Accessibility Standards (UFAS) (50 Federal Register, 49045,November 29, 1985) contain the specifications recipients should comply with whendesigning, constructing or altering facilities. Recipients may need to alter orconstruct facilities when other alternatives are not successful in ensuring disabledpersons full access to programs. The following sample items illustrate the range andspecificity of the accessibility standards your program must meet:

a. Ground should be graded, even if it is contrary to existing topography, so that

b. Public walks should be at least 48 inches wide and should have a gradient not

c. Parking spaces that are accessible and proximate to the facility should be set

d. A ramp shall not have a slope greater than 1 foot rise in 12 feet, or 8.33

e. At least one primary entrance to each building shall be accessible toindividuals in wheelchairs.

f. Doors shall have a clear opening of no less than 32 inches when open andshall be operable by a single effort, including doors to restrooms.

g. Stairs should, whenever possible, and in conformation with existing step

h. Floors shall have a surface that is non-slip.

i. Some mirrors and shelves shall be provided above lavatories at a height aslow as possible and no higher than 40 inches above the floor, measured fromthe top of the shelf and the bottom of the mirror.


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Attachment 9

j. Water fountains or coolers shall have up-front spouts and controls.k. An appropriate number of public telephones should be equipped for those

with hearing disabilities and so identified with instructions for use.

l. At least one toilet stall shall be/have: 3 feet wide 4 feet 8 inches deep A door that is 32 inches wide and swings out Handrails on each side, 33 inches high and parallel to the floor, 1-1/2

inches in diameter, with 1-1/2 inches clearance between rail and wall,fastened securely to the wall at the ends and center

A toilet seat of 17-19 inches from standm. Elevators shall be accessible to, and usable by, the physically disabled on the

level that they use to enter the building, and at all levels normally used by thegeneral public.

n. Switches and controls for light, heat, ventilation, windows, draperies, firealarms, and all similar controls of frequent or essential use, shall be placedwithin the reach of individuals in wheelchairs.

o. Raised letters or numbers shall be used to identify rooms or offices.

p. Audible warning signals shall be accompanied by simultaneous visual signalsfor the benefit of those with hearing disabilities.

q. Access panels or manholes in floors, walks and walls can be extremelyhazardous, particularly when in use, and should be avoided.

C. Using the aforementioned sample items, for each facility listed in A, identifythose inaccessible features that limit program accessibility.

Facility Inaccessible Feature(use letter corresponding to sampleitem)

e.g., (1) 200 M. Street c., e., m.______________________ ____________________________ ___________________________

____________________________________________________________

_____________________________ ____________________________

D. Identify person(s) who will be responsible for developing and implementing acorrective action plan for the elimination of the barriers identified in C above._________________________________________________________________________________________________________________________________________________________________________________________________________


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Attachment 9

VII. Employment Practices No Yes N/A

A. Recruitment

1. Are disabled employees included inpromotional and recruitmentadvertising?

2. Are contacts maintained witheducational institutions whichtrain individuals with disabilities? ___

3. Are organizations which representindividuals with disabilities contactedfor advice, technical assistance, andreferrals? ___

4. Does all recruitment literature indicatethat the program does not discriminateon the basis of disability? ___

B. Job Vacancies No Yes NA

1. Are all vacancy announcements reviewedto ensure that physical, mental and com-munication requirements are job relatedand accurately reflect job functions? ___

2. Are managers willing to consider reason-

able accommodations for the disability ofotherwise qualified applicants? ___

C. Job Interviews No Yes NA

1. Is every hiring supervisor informed of therequirement that all questions asked in thejob interview must be related to duties andfunctions of the job? ___

2. Is every hiring supervisor aware of where

and how to obtain assistance to interviewan applicant with a hearing impairment? ___

3. Is the interviewing area accessible to anapplicant in a wheelchair? ___


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Attachment 9

D. Physical Examinations No Yes NA

1. Does your organization conduct or requireany medical exams prior to making offersof employment? ___

2. If yes,* Are all entering employees subject to

the medical exam? ___

* Are all offers of employment con-ditional based on the results of theexam? ___

* Are the medical results not used in adiscriminatory manner? ___

* Is all the information gatheredmaintained confidentially? ___

3. Is every hiring supervisor aware of thefact that no offer of employment maybe withdrawn on the basis of medicalconditions that are not job-related? ___

E. Reasonable Accommodations No Yes N/A

1. Has a method been implemented forsoliciting voluntary indications of

disability status and requests foraccommodations? ___

2. Have disabled employees requestedthat you make accommodations inconsideration of their limitations? ___

3. If employees with disabilities haveresponded, is the informationkept confidential? ___

4. Have you ever denied a request forreasonable accommodations? ___

5. If so, was your denial based on theconcept of undue hardship?

Documents

2011-12RFP Comprehensive Youth Services