Chautauqua County Workforce Investment Board - …csswfny.com/...Centers-Operator-RFP-PY15-Final.docx · Web viewBidders are required to submit a proposal that includes a narrative

CSS Workforce NYRequest for One Stop Operator Proposals

REQUEST FOR PROPOSALS (RFP)For

WIOA TITLE I SERVICES & MANAGEMENT OF THE CHEMUNG, SCHUYLER AND STEUBEN COUNTIES

AMERICA’S JOB CENTERS

For the Period ofSeptember 1, 2015 through June 30, 2016 with an option to renew the

contract for up to an additional two years

ISSUE DATE: July 13th-15th, 2015Bidder’s Conference: July 23rd, 2015 10am-12pmQuestion & Answer Period Ends: July 31st, 2015

RESPONSE DEADLINE: August 7th, 2015 by 4pm

PUBLICATION: THIS REQUEST FOR PROPOSALS HAS BEEN MADE AVAILABLE TO PROSPECTIVE APPLICANTS THROUGH PUBLICATION IN THE ELMIRA STAR GAZETTE, THE CORNING LEADER, THE HORNELL TRIBUNE, AND THE CSS WORKFORCE NY WEBSITE ON OR ABOUT 7/13/2015 AND THROUGH MAILINGS TO ALL CURRENT CONTRACTORS AND APPLICANTS WHO HAVE REQUESTED THAT THEY BE INCLUDED ON THE MAILING LIST FOR SOLICITATIONS OF PROPOSALS.

EXECUTIVE SUMMARY

The Chemung Schuyler Steuben Workforce NY, Inc. (CSSWFNY), representing the Chemung Schuyler Steuben Workforce Development Board (CSS WDB) is requesting proposals to operate WIOA Title I Services and manage Five (5) comprehensive One-Stop Centers effective September 1, 2015 to June 30, 2016 with the option to extend the contract, based on performance.

CSSWFNY is seeking an operator who will place trained staff in the centers to meet Federal performance measures and compliance requirements, create relationships with local businesses and workforce partners, and have demonstrated a commitment to developing the workforce of Chemung, Schuyler and Steuben Counties. The CSSWFNY maintains all leases, information technology, and vendor payments, allowing the Operator to focus on service delivery and innovation. The Operator will have the freedom to structure and manage, as they deem appropriate, with the goal of the operator to be effective and meet the intent of the Workforce Innovation and Opportunity Act.

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TABLE OF CONTENTS Page

PY15 RFP Timeline 3

PY15 RFP Process 4-5

CSS Workforce NY Background 6-7

Scope of Services 8-10

Performance Objectives – One Stop Operator 11

System Parameters 11-12

General Operator/Contractor Responsibilities 13

Bidding Process 13-15

Financial Requirements for Respondents 15-16

Budget and Financial Management 16-18

ATTACHMENTS

1 – Proposed Budget 19

2 - Proposal Scoring (CSS WFNY use only) 20

3 – Proposal Rating Review (CSS WFNY use only) 21

4 – Proposal Cover Sheet & Contractor Qualifications 22-24

5 – WIOA Explanation Form (Signature Required) 25

6 – Statement of Non Collusion (Signature Required) 26

7 – Certification of Specification Compliance (Signature Required) 27

8 – Proposal Evaluation Checklist (CSS WFNY use only) 28

APPENDIX

A – CSS WFNY Supportive Service Policy 29-32

B – CSS WFNY Procurement Policy 33

C – CSS WFNY Sanction Policy 34

D – CSS WFNY Needs Related Payment Policy 35-36

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PY15 RFP Timeline

7/10/15 Complete RFP

7/13/15-7/15/15 RFP release & Legal Notices Posted

7/23/15 Bidders’ Conference Bidders’ Conference will be held from 10:00am-12:00pm

at CSS Workforce NY offices at 20 Denison Pkwy W., Corning, NY 14830

8/7/15 Proposals due by 4:00pm Bidders are required to submit a proposal that includes a

narrative of program design, system experience, overall budget, staff costs, projected outcomes, and a list of anticipated partners/subcontractors as outlined in RFP.

8/10/15 Proposal evaluation process initiated CSS Workforce NY Board will evaluate proposals. The

Board reserves the right to request additional information and/or revisions from the bidders at any time during the evaluation period.

8/11/2015 Proposal evaluation complete

8/12/2015 CSS Workforce NY approval

8/14/15 Award notification

9/1/15 Program begins

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PY15 RFP ProcessIn an effort to promote equal access to Workforce Innovation and

Opportunity Act (WIOA) Title 1 Program funding and active participation among service providers in our region, CSS Workforce NY has adopted an RFP process as outlined

CSS Workforce NY, serving as fiscal agent for the Chemung Schuyler Steuben Workforce Development Area, is soliciting proposals for the operation of federally funded Workforce Innovation and Opportunity Act (WIOA) Title I employment and training programs. Funding will be for the period of September 1, 2015 through June 30, 2016. Contingent upon successful contractor performance and funding availability, CSS Workforce NY may consider extending the contract for a second One year term (July 1, 2016-June 30, 2017) and potentially a third One year term (July 1, 2017-June 30, 2018) without reissuing a new RFP. It is anticipated that up to $220,000 will be available for the program years September 1, 2015-June 30, 2016 (10 months, first year only) for center programming in the Chemung, Schuyler and Steuben counties. The available funding is an estimate solely for offering guidance to bidders based on PY14 WIA allocations. Final contracts will be based on actual PY15 allocations. The maximum award amount per contract is $220,000, which could be a total of $660,000 should both contract extensions be granted.

Entities eligible to apply for funding consideration are Private and public, for-profit and not-for-profit agencies, Community Based Organizations (CBO’s), Faith-based Organizations, or other entities are eligible to respond to this RFP and compete for funding. For those contractors awarded, each needs to comply with submission of the required single audit and insurances annually. Consortium responses will be accepted but all submissions must include operational administration of all 5 workforce centers in the CSS Local Workforce Areas.

CSS Workforce NY is a policy making board comprised of representatives from local businesses, labor organizations, educational providers, public agencies and other entities interested in workforce development issues. Additionally, CSS Workforce NY, as fiscal agent, administers all Workforce Innovation and Opportunity Act funds, develops and implements policies regarding the allocation and spending of the region’s WIOA funds for adults, dislocated workers and youth (under a separate agreement). CSS Workforce NY is responsible for the programs and system development, the RFP process, monitoring program performance measures and expenditures, and determining policy and allocation of program funding. Contractors will report program outcomes and expenditures to CSS Workforce NY. In keeping with the intent of the Workforce Innovation and Opportunity Act, CSS Workforce NY is committed to helping jobseekers prepare for and enter employment, increase occupational and academic skills, attain a high school equivalency diploma or recognized certificate, enroll in job training or higher education and increase earnings. CSS Workforce NY also places a priority on serving the business community by ensuring that there is a trained and ready workforce to meet the needs of the businesses in the region. CSS Workforce NY is seeking an organization that has a successful record of assisting businesses and jobseekers and can demonstrate the ability to meet the challenge of creating more effective, performance-based services. Organizations are invited to respond to this RFP as an important step toward building a system of integrated services that provide the region’s workforce with the necessary skills and opportunities to succeed in education, at work and as members and leaders in their communities. Access www.doleta.gov/WIOA for the Workforce Innovation & Opportunity Act of 2014

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TYPE OF CONTRACT AND AVAILABLE FUNDS- estimate of $220,000 (Based on budget for PY15 – PY16) for Title I services to cover salary/fringe, basic operations, administrative and Indirect costs. Reimbursement is on a cost basis.

ELIGIBLE RESPONDENTS/CONTRACTOR COMPETENCY- Private and public, for-profit and not-for-profit agencies, Community Based Organizations (CBO’s), Faith-based Organizations, or other entities are eligible to respond to this RFP and compete for funding. Bidders may be made up of a consortium. If a consortium will be used to deliver services, such consortiums must have all consortium agreements in place prior to submission of the proposal.

CONTRACT PERIOD - Contracts negotiated as a result of this request may commence on September 1st, 2015 and end on June 30, 2016. This is a 10 month contract initially, any subsequent extension would be for 12 months. Two single year contract extensions past June 30, 2015, may be considered, depending on satisfactory annual performance of contract conditions/funding availability and at the discretion of the CSSWFNY.

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BACKGROUND

The WDB’s strategic planning process, involving community, business, civic, and education leaders, prioritized the following industries to support:

Manufacturing Health Care Travel/Tourism Agriculture Information Technology Business Support Services Transportation

Strategic Skills that the WDB has prioritized for development include: Customer Service Work Ethic Basic Literacy (Math & Reading) Computer Skills

The strategic initiatives being undertaken include:1. Developing workplace basic skills

o Reading, math, writingo Work Readiness; Work Ethic

2. Facilitating employer consortiums o Career Pathwayso Integrated Business & Training Provider Curriculum Development

3. Functional Alignment with NYS Department of Labor – Employment Services

The WDB seeks a strategic partner to work on developing the workforce to meet the changing economic trends. The CSS Workforce NY would like to highlight several unique circumstances that might interest potential contractors.

1. Offers short term transition to operate:

The WDB maintains the facilities, IT, Training Services and supplies for the One-Stop operations, allowing the Operator the ability to “walk-in” and begin to provide services.

Current staff may be available to continue delivering basic service. The WDB respects any organizations’ right to hire, manage, and evaluate staff based on their own criteria. Current staff possesses knowledge and experience in Workforce services beyond a “new hire” level.

2. Strong Community Partners:

Diverse partners in the community who are committed to working together to support the economic development goals of the Local Workforce Area.

The Department of Labor is co-located in most One-Stops and offers a positive opportunity to work together on labor exchange efforts. Other partners are listed in this notice.

Partners are willing to participate in special initiatives, job fairs, business services team and general system development when asked.

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3. Positive relationship with local businesses:

Market penetration of employers served is considerable but can always be improved upon benefitting the entire One-Stop system.

Strong Business Services Team consisting of partner staff that have employer interface. The Business Services Team shares information and collaborates on projects.

WIOA is a very complex and challenging program but offers an exciting chance to make a difference in small, rural counties in terms of economic development and workforce development. The WDB has learned much from working with the State and recent Operators. The WDB strives to simplify the process of managing the One-Stop while working on continuous improvement of services in a dynamic, economic environment.

It is the hope of the WDB that this RFP reflects its commitment to supporting the Operator of the One-Stops to be successful in its challenge to meet regulatory requirements while providing customer friendly services to local businesses and job seekers. The WDB is also open to work with the successful bidder in any way needed to ensure smooth and manageable transitions as necessary.

The WDB welcomes any interested party to submit questions via any of the following methods. Questions will be accepted up to July 31st, 2015. All questions and answers will be posted for the public at the following website: www.csswfny.com

E-mail at [email protected]

Phone at 607-937-8337ext1106

The WDB requests that proposals be concise and straightforward. A simplified application is attached as a word document. Evaluation is made based on proposals. The WDB may invite bidders to present their plans in person and/or choose to visit the bidders’ operations if necessary in completing the selection process.

Profile of Chemung Schuyler Steuben County Workforce Development Area

CUSTOMERSNumber of WIA customers (adult and dislocated worker) active in PY14 8,800

WORKFORCEChemung Schuyler Steuben Counties Labor Force 91,400Employed 85,700Unemployed 5,700

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SCOPE OF SERVICES

The One-Stop Centers do business under the name of CSS Workforce NY. There are three principal areas that the WDB looks towards the One-Stop Operator to contribute:

Workforce Development for Job SeekersIn the past year, approximately 8,800 unique customers have utilized the services of the One-Stops. The Operator takes the lead in providing workforce development services to those customers, in partnership with the Department of Labor and other partners. The current operators have successfully participated in the process of functional alignment with the Department of Labor and it is expected these efforts will continue to be developed so that the system can serve customers in an effective and timely manner. The WDB is seeking leadership in the One-Stop Centers to work with the job seekers and partners to facilitate an effective match with available jobs.

In addition to providing leadership in the One-Stop Centers, the Operator directly provides Title I services including referral to training services to adults, dislocated workers. Services may include assessment, workshop delivery, upgrading of basic skills, case management, career counseling, and other services as deemed appropriate.

Equally important, is a focus on working with customers to retain their employment through follow-up services.

In addition to WIOA Title I services, the Operator administers the local Trade Readjustment Assistance programs and may be asked to be involved in administering other Department of Labor programs as determined by NYSDOL.

CSS WFNY is seeking a partner to effectively provide services focusing on customer service, as well as innovatively responding to changing customer needs and fast-changing State and Federal regulations and guidance. An operator will be expected to positively engage a diverse customer base and respond to challenging business climate changes. The service delivery system will include both traditional as well as alternate venues. CSS WFNY seeks to enhance the workforce systems ability to provide services in the virtual market and other electronic and social media.

Business Services

The CSS WFNY has Business Services strategies that focus on employer outreach, talent pipeline development, providing subsidized employment program and grant opportunity information, and recruitment services and assistance. The Operator works as a member of the business services team. The Operator has historically utilized staff to facilitate job placements of WIOA enrolled customers, issue and manage OJT contracts, as well as establish a presence with employers.

A. Priorities for One-Stop Management during the proposed contracting period:

1. Meet State and Federal Performance Measures2. Successfully implement NYSDOL programs3. System and Center Management

a. Continue working with Department of Labor on functional alignmentb. Regularly communicate customer updates, issues, and opportunities with WDB

and partnersc. Demonstrate continuous improvement of work processes

4. System Staff Development

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a. Ensure all system staff (employed at the One-Stop and those in the system responsible for representing the system) are trained on products and services of the System

b. Continuously train system staff and interface with the State on One-Stop Operating System (OSOS) issues and changes

c. Develop a productive and positive employee environment. 5. Work with WDB Business Services in increasing awareness and utilization of the CSS

Workforce NY Business Services.a. Increase the number of businesses receiving services from CSS Workforce NY.b. Target businesses in those sectors that have been determined by the WDB as strategic.

Detailed Scope of Services

In addition to the activities specified by the legislative authorities defined later in this RFP, special emphasis is placed in the following areas:

1. Career Servicesa. Integration of career services with Wagner-Peyser and Veteran’s Servicesb. Professional support of the resource room to include:

Training customers on the resources available Screening customers on their needs and background (e.g. a checklist

format for work experience, education, skill set, ability to job search on their own)

Referring customers to appropriate programs (workshops, self-help, WIOA, etc.)

Referrals to employers based on a fit between skills/experience and the employer’s stated qualifications

c. Outreach to minority customers inclusive of providing bi-lingual service at the One-Stops and workshop opportunities

d. Serving special populations (individuals with disabilities, non-English speaking, older workers) assuring access to One-Stop services.

e. Perform comprehensive assessment and intake of WIOA customers.f. Standardized assessment of customers in the following areas. Priority should be

given to standardizing the instruments while maintaining a wide enough choice of instruments to fit the needs of customers.

Basic Literacy –TABE Work Readiness; Work Ethic Career Assessment (CareerZone and/or JobZone)

g. Provide proactive case management to maximize fit between customers’ skills and jobs, as well as achieve all performance measures.

2. Referralsa. Referrals to appropriate providers for intensive and training services needs a

system of documentation, follow-up, and reporting. The Operator is responsible to work with providers to understand their programs and what constitutes an appropriate referral. The goal is to refer the right person to the right provider at the right time. The operator will be responsible for recording and reporting on this data.

b. Customers should also be referred to employers based on a fit between skills/experience and the employer’s stated qualifications. Employers should be able to trust that if the One-Stop staff has made a direct referral that the applicants have been screened on stated employer qualifications and skills.

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a. Workshops should be coordinated with our partners that currently offer a variety of workshops. Partners will also provide input on the needs of their customers. Workshops should be evaluated on a regular basis to measure effectiveness and the acquisition of knowledge and skills. Potential topics may include the following. Creative and responsive programming is desired.

Basic skills refresher courses Test taking skills Getting and Keeping a Job Financial Literacy Computer Literacy Metrix Trainings

b. In addition to specific workshops, the WDB is interested in on-going career service workshops that are short in nature (two hours or less) in the following areas. The Operator will have the opportunity to design the workshops to best meet the dynamic needs of the population seeking One-Stop services. Creativity in identifying additional topics is also desired.

How to use the computer for job search Job search skills Resume writing/Interviewing

4. Data and Performance Management The Operator is responsible for the quality control and timely input of customer information into the OSOS (One Stop Operating System) NYS data system including all required fields and comment sections. The OSOS data is used by the State to monitor the federally defined performance indicators. The State reports are based on the OSOS system and thus the WDB’s monitoring and evaluation will be based on OSOS data.

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PEFORMANCE OBJECTIVES - ONE STOP OPERATOR

The following table summarizes the Performance Measures (Common Measure Indicators and Customer Service Indicators) for PY14. CSS Workforce NY accepted the NYS standards that were negotiated between the state and the federal government with the exception of Average Earnings for Dislocated Workers. The WDB has negotiated this Measure with NYSDOL.

Common Measure Indicators

Performance Items

Program Group

Current Standard

PY14

Actual Performance

OutcomePY14

% of GoalPY14

Entered Employment

Rate

Adults 59.8% 59.0% 101.4%

Entered Employment

Rate

Dislocated Workers

62.0% 53.4% 116.1%

Retention Rate

Adults 81.4% 81.0% 100.5%

Retention Rate

Dislocated Workers

79.6% 82.0% 97.1%

Average Earnings

Adults $13,401 $13,408 100.1%

Average Earnings

Dislocated Workers

$18,134 $15,414 85.0%

These measures are for the first year of the contract. Future year’s measures will be subject to the six measures listed in WIOA but not currently defined.

SYSTEM PARAMETERS

A. Governance

By Federal law, local Workforce Development Boards are required to maintain a 51% representation from the private sector. The WDB is responsible for the chartering and certifying of One-Stop Center and oversight for all One-Stop System activities. CSS WFNY acts as the Fiscal Agent for the WDB and manages operations of WIOA activity in Chemung, Schuyler and Steuben County.

Staff offices are located at 20 Denison Pkwy, Corning, NY 14830. The CSS WFNY is staffed by:

Charles Peacock Executive DirectorOlga VanOsdol Deputy Director Lori Gilbert Business & Training Services ManagerShelly Madden Youth Program ManagerSue Carpenter Quality Assurance/Quality Control ManagerChristine Brown BookkeeperJessica Thomas Program Support & Compliance SpecialistLynne Paige Disability Program Specialist

B. One Stop Center Locations and Infrastructure

Five comprehensive One-Stop Centers are currently operating in Chemung, Schuyler and Steuben Counties. One-Stops generally house a resource room with computers and an open plan to accommodate staff workstations but there is variation between the different locations. Other partners located in the One-Stop Centers include:

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1. Department of Labor 2. GST BOCES3. ProAction of Steuben and Yates4. ACCES-VR (formerly VESID)5. Fidelis Care6. Office of Temporary and Disability Assistance7. Corning Community College8. Dept. of Social Services of Chemung, Schuyler & Steuben

The Operator has the ability and freedom to appropriately configure and manage the facility to support customer demand and programming. While the Operator may choose to hire staffing as they see fit within the parameters of this RFP, the expectation of CSS Workforce NY is that there would be at minimum One (1) Job Coordinator for each Workforce Center (5 in total) and a minimum of One (1) Functional Supervisor to coordinate activities between the Job Coordinators and Partner Staff. Computers are available for all WIOA and One-Stop staff. Staff is directly connected to the State Database (OSOS).

The One-Stop Centers operate under the business name of Chemung Schuyler Steuben Workforce New York and are located at:

Corning Elmira20 Denison Pkwy W 318 Madison AveCorning, NY 14830 Elmira, NY 14048607.937.8337 607.733.7131

Bath Hornell Montour Falls117 East Steuben St. 107 Broadway 323 Owego StreetBath, NY 14810 Hornell, NY 14843 Montour Falls, NY 14865607.776.2125 607.324.8388 607.535.6840

C. Available funds

One-Stop Operator – estimate of $220,000 (Based on budget for PY15 – PY16 information) which includes costs associated with staff and administration of One-Stop Centers.

The actual amount of contract award will be based on the proposed budgets and negotiated scope of responsibility. All standards for use of public funds will be considered during the proposal review process, i.e.

That all costs must be reasonable and necessary to carry out the planned functions

Allowable Allocable to the proper grant/cost categories The amount of requested funds is available

The proposals that are most advantageous to the WDB in terms of both quality and cost will be recommended for contract negotiations.

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GENERAL OPERATOR/CONTRACTOR RESPONSIBILITIES1. To recruit potential participants who are likely to be WIOA eligible participants.

2. To determine that a customer is eligible for services based on regulatory and local policies and guidelines.

3. To provide, at a minimum, monthly services (assessment, workshops, case management, mentoring, career counseling etc.) to participants which facilitate successful achievement of employment objectives.

4. To continue to functionally align and work with state partner to develop a system where customers are seen in a timely fashion and needs are met effectively.

5. To deliver services that increasingly engage a diverse customer base (ranging from youth, adults, dislocated workers, and professionals) using both traditional and alternative means of delivery (i.e., on-site, web-based, etc.).

6. To submit to CSS WFNY, monthly updates on performance, enrollment, and progress on mutually agreed upon initiatives. Corrective action will be required of programs that do not submit reports and documentation of performance in a timely fashion. A corrective action plan will also be required when performance standards are not met. Contract termination may occur if corrective action does not remedy the situation.

7. To submit monthly vouchers for reimbursement of their services. The final voucher must be received no later than 60 days after the end of the contract.

8. To enter all required information into the OSOS system including comments.

9. To address any customers’ holistic needs which are barriers to employment (i.e., transportation, child care, disabilities, etc.) through direct service or appropriate referrals.

10. To provide follow-up services to all customers exited from the program that enhances continued wage increases and employment retention.

11. Contractors must coordinate publicity efforts relating to their WIOA-funded programs, including without limitations, posters, invitations, publications, brochures, news releases, newsletters, etc. All material for release must be coordinated with the CSS WFNY in advance of the intended date of print production.

BIDDING PROCESS

RESPONSE DEADLINE AND MODIFICATIONS

The response must be delivered by August 7th, 2015. Faxed or e-mailed proposals are not acceptable. Proposals received after the indicated due date will not be accepted or considered for award. Timely delivery of proposals to the address below is the sole responsibility of the respondents. Do not submit proposals to any Board member. Proposals may be hand delivered to:

Charles PeacockExecutive Director

20 Denison Pkwy. WestCorning, NY 14830

607-937-8337 ext. 1106

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Proposal Modifications/Amendments

Any modifications or amendments to a proposal must also comply with the requirements in this RFP and the response deadline. Any proposals or amendments delivered/received after the deadline will not be considered, but will be deemed late and non-responsive to this RFP and procurement process.

ELIGIBLE RESPONDENTS/CONTRACTOR COMPETENCY

Private and public, for-profit and not-for-profit agencies, Community Based Organizations (CBO’s), Faith-based Organizations or other entities are eligible to respond to this RFP and compete for CSS WFNY funding. Bidders may be made up of a consortium. CSS WFNY is additionally prohibited from awarding a contract to a party “excluded from Federal procurement or non-procurement programs” by the U.S. General Services Administration. Respondents are responsible for being knowledgeable concerning the statutes, regulations, rules and requirements of the Workforce Innovation and Opportunity Act, Temporary Assistance to Needy Families (TANF programs) Welfare to Work, and must apply them in developing the RFP response. Copies of the Workforce Innovation and Opportunity Act and other pertinent statutes and regulations may be found at www.doleta.gov/WIOA. CSS WFNY will provide assistance with WIOA documents/procedures necessary to the contractor selected via this RFP. Contractor(s) selected will be required to assume full responsibility, including all risks and hazards, for all activities and services included in the contract.

QUESTION & ANSWER PERIOD

All interested bidders are invited to submit questions on the RFP to [email protected] from the release date through July 31st, 2015. All answers will be posted on the website www.csswfny.com

CONTRACT PERIOD

Contracts negotiated as a result of this request may commence on September 1, 2015 and end on June 30, 2016, ( a 10 month contract initially) with the option for up to two extensions of the contract in one year increments. The WDB may vary the program and/or contract period as necessary and shall ensure compliance with WIOA, and potentially TANF, and policies in doing so. Contract will be monitored for performance on a quarterly basis and may be amended or terminated if performance does not meet CSS WFNY standards. Contracts may specifically be expanded to include any other programs that the CSS WFNY deems necessary and appropriate. Contractor responsibilities are subject to change in conjunction with NYS or other oversight agency requirements.

INSTRUCTIONS FOR SUBMITTING A PROPOSAL Respondents must be as responsive as possible to the instructions of this RFP. Points

will be awarded based on the contents of the proposal. Selection for possible further negotiation and/or interviews is competitive and will depend upon the quality of a proposal.

FORMAT - Proposals should be submitted using the attached application format. It is a word document that can be “locked” as a form or unlocked and used as regular WORD document. The WDB requests proposals to be concise and straightforward. Please do not use special binding or notebooks. Proposals should be stapled or clipped in the upper left corner of the document.

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http://www.csswfny.com/

mailto:[email protected]

http://www.doleta.gov/WIOA


NUMBER OF COPIES - TWO complete originals along with One electronic copy, with executed certificates (i.e. original signatures of the authorized signatory authority)

A. Proposal Cover Sheet & Contractor Qualifications

All items on the Proposal Cover Sheet must be completed. Identify a liaison or primary contact person, as well as the Signatory Authority--a person with the legal authority to negotiate and sign a contract on behalf of the proposing organization. (This is also the person who must sign the various certification forms).

B. Executive Summary

This page is designed to convey a brief summary of the proposal to the WDB. Complete it carefully. Total funds requested should be consistent with the proposed budget. If the amount listed is not consistent with the total in the Proposed Budget, the budget total may be used to award cost scores.

.C. Submission Requirements Summary

All of the applicable items listed below, in the order listed.

Proposal Cover Sheet Executive Summary Proposal Narrative (15 pages Maximum) Budget Forms Attachments with signatures

FINANCIAL REQUIREMENTS FOR RESPONDENTSA. Organizational Capacity

Proposers must demonstrate that they have the organizational capacity to administer a program in accordance with the requirements in this Request for Proposals. The WDB reserves the right to conduct a pre-award survey of each proposer approved from this Request in order to determine the capacity of the proposing organization to operate a program, meet administrative requirements, and maintain an adequate financial system. The WDB also reserves the right to deny a contract to any proposer approved for funding which does not make timely changes required by the WDB, as a result of a pre-award survey, to bring its systems into compliance.

B. Financial Systems

General Requirements: Proposers must demonstrate that their organizations have financial systems that, at a minimum, meet the following standards:

1. GAAP. In accordance with generally accepted accounting principles, the financial systems must include the following: (a) information pertaining to any sub grant or contract awards, obligations, unobligated balances, assets, expenditures, and income; (b) effective internal controls to safeguard assets and assure their proper use; (c) a comparison of actual cash expenditures with budgeted amounts; (d) source documentation to support accounting records; and (e) proper charging of costs and cost allocation.

2. Sufficient system. Financial systems must be sufficient to (a) permit preparation of required reports; (b) permit the tracing of funds to a level of expenditure adequate to

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establish that funds have not been used in violation of the applicable restrictions on use of such funds.

3. Financial reports. Contractors will be required to provide financial reports to the WDB on a regular, monthly basis in such detail and on such forms as required by the WDB. The deadline for each month's financial report will be the 10th day of the month following the month for which the report is made. Failure to complete and submit reports on a timely basis may result in deobligation of funds or termination of contracts.

4. Administrative cost limitation. WDB will place a limitation on the amount of funds in any contract that may properly be charged to the administrative cost category. This limitation may vary with the source of the funds. Administration cost in the proposal budget should be no more than 10% of the funds requested (Indirect is also held to this amount).

BUDGET AND FINANCIAL MANAGEMENTA. Budget Forms

The financial information requested in this RFP is necessary to establish reasonableness of cost and the adequacy of financial resources to perform the proposed activity. If approved for negotiations, the proposed budget will serve as a basis for a contract budget. If any cost item in the proposed budget is to be provided by the organization making the proposal from its own or other sources, and not paid for by the WDB, list that item as “In Kind”, so that the WDB will know that an important cost item has not been overlooked.

B. Financial Management Standards

Fiscal integrity and compliance with all grant regulations are essential for operation of programs in the Chemung Schuyler Steuben Workforce Investment Area. Contractors must maintain records and reports that are uniform in definition, accessible and verifiable for monitoring, reporting, audit, and program management and evaluation purposes. CSS WFNY may review the adequacy of the financial management system of any contractor as part of a pre-award review or at any time subsequent to the award.

C. Monitoring

WDB contractors are subject to compliance monitoring. At any time during normal business hours, and as often as deemed necessary, WDB members or staff, New York Workforce Commission, U.S. Department of Labor, or any of their duly authorized representatives shall have access to any books, invoices, payrolls, timesheets, or any other records or papers of the contractor which are related to a specific grant program for the purpose of verifying funds under contract as a result of this procurement have been expended and accounted for in accordance with all applicable laws and regulations. Monitoring may include, but will not be limited to: site visits, telephone contact and written communication with program operators, partnering agencies, program participants, and submission of monthly reports. It is the requirement of the WDB to monitor customer files on a random basis. Monitoring schedules will be determined during contract negotiation. Monitoring of adherence to Department of Labor laws and work rules for youth will occur. Programs will be required to submit corrective action plans for any findings during the monitoring process. Contract termination may occur if corrective action does not remedy the situation in a mutually agreed upon timeframe based on the scope of the finding. A complete WDB Monitoring Policy is available upon request.

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D. Audit

Both the Federal OMB Uniform Guidance of 2014 and the NYS Non Profit Revitalization Act of 2014 provide uniform audit requirements that apply to all non-federal entities that receive federal financial assistance and federal awards and non-profit corporations operating in New York State. For purposes of an audit, a non-federal entity is defined as any state, local government or non-profit organization administering or passing through federal financial assistance funds.

Dependent on the nature of the applicant organization, the expectation is that any applicant will provide the most recent copy of their Single Audit or similar required fiscal monitoring for CSS Workforce NY to review.

E. Insurance

Proof of insurance is not a requirement for submission, but offertory should be aware that no work might begin under a contract funded through this program until the required insurance has been obtained and proper certificates (or policies) are filed with the WDB. Before submitting a proposal for funding, the agency should contact its insurance agent to determine if it can obtain the required coverage. The contractor is required to carry a general liability insurance coverage for the institution sufficient to cover any liability that may arise from the performance of this contract. General liability insurance should cover bodily injury and property damage to a third party and personal injury; $1,000,000 each occurrence or two million dollars aggregate is required. A reasonable deductible is allowed, not to exceed $10,000. The CSS Workforce NY provides on-site accident/medical insurance for WIOA participants enrolled in activities not covered by worker's compensation. If the contractor or their employees use motor vehicles in conducting activities under this contract, liability insurance covering bodily injury and property damage must be provided through a commercial insurance policy. Such insurance shall provide a minimum coverage of:

$100,000 liability per occurrence

$300,000 aggregate liability

$100,000 property damage

Personal Injury Protection

Uninsured Motorist Protection

Maximum $500 Deductible

If self-insured, the contractor warrants that it will maintain coverage sufficient to cover any liability specified above that may arise from the performance of this contract. If the contractor warrants that it is a State Agency and that it is self-insured then the contractor must be able to pay any obligation that it incurs under the terms of this agreement including any liability that may arise from the performance of this contract. Additionally, the contractor shall ensure that all employees are covered by Worker's Compensation insurance. The portion of the cost of Worker’s Compensation insurance and other coverage that applies to One-Stop Center employees should be included under personnel costs-other, with details on the supporting schedule.

Applicant must provide a certificate of insurance listing CSS Workforce NY as an additional insured.

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F. Indirect Cost Rates and Administrative Fees

Indirect costs are those costs that have been incurred for common or joint objectives and cannot be readily identified with a particular cost objective. All costs are allocable to a particular cost objective, such as a grant, project, service or other activity, in accordance with the relative benefits received. If indirect costs or an administrative fee will be a part of the budget, detail must be provided with the proposal as follows: 1) the methodology used to arrive at the rate including a description of all costs included; 2) the amounts used per line item (i.e. salaries, supplies, etc.) to calculate the rate, and; 3) a description of the process used to reconcile the rate charged to the actual costs incurred.

The costs for administration including any indirect costs must not exceed 10 percent of the funds requested for the operation of the workforce center system.

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Attachment 1

Organization Name:

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Proposed Budget:_________________________ Funding Period:

Please fill in all blue boxes

Proposed Staffing Plan Proposed # of FTE’s (also # Part-time employees)

Budget category Proposed Budget Salaries and Fringe Benefits (please describe)

Staff Operating Expenses (e.g. Travel)

Program Operating Expenses (e.g. Indirect)

Other (if needed, please describe)

Other (if needed, please describe)

Total Expenses

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ATTACHMENT 2 PROPOSAL SCORING (CSSWFNY USE ONLY)

SECTIONPOINTS

POSSIBLEPOINTS

AWARDEDGeneral

Instructions/Format were followed 5All questions in RFP are addressed 5Answers are clear and complete 5Performance is acceptable 15Service Delivery Model 10Sub-Total (General) 40

Program StrengthRequired Program Elements

Ability to provide Basic Career Services

5

Ability to provide Basic Employer Services

5

Paid/Unpaid Work Experience 5Occupational Skills Training 5

Leadership Development 5Supportive Services 5

On the Job Training Capability 5Guidance/Counseling 5Follow Up Services 5

Referrals to Apprenticeship 5Ability to Conduct Workshops 5

Labor Market Information 5Ability to work with Disabled

Jobseekers5

Familiarity/ability to work with Partner Agencies

5

Veterans Services involvement 10Out-of-School/Disconnected Youth Referral

5

Participant/Program Record Maintenance Plan (OSOS)

10

Ability to meet required Performance Measures

10

Attainment of a Degree or Certificate 10Measureable Skills Gains 10Program Performance Evaluation Plan 5Sub-Total (Program Strength) 130Budget

Budget is reasonable for program 20Leveraged Funding Available 10Sub-Total (Budget) 30PartnershipsStrong Private Sector Involvement 10Strength of network 10Sub-Total (Partnerships) 20

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ATTACHMENT 3 PROPOSAL RATING REVIEW

CATEGORIES TOTAL PTS. AVAILABLE

MINIMUM PTS.

ACCEPTABLE

SCORE RECEIVED*

Subtotal – General 40 30Subtotal – Program Strength 130 100Subtotal – Budget 30 20Subtotal – Partnerships 20 15TOTAL 220 165

*-Score Received Evaluation Metric

General Score 36-40: Applicant is considered to be fully capable of meeting these criteria Score 30-35: Applicant is considered to be sufficiently capable of meeting these criteria Score <30: Applicant is considered to be incapable of meeting these criteria

Program Strength Score 116-130: Applicant is considered to be fully capable of meeting these criteria Score 100-115: Applicant is considered to be sufficiently capable of meeting these criteria Score <100: Applicant is considered to be incapable of meeting these criteria

Budget Score 26-30: Applicant is considered to be fully capable of meeting these criteria Score 20-25: Applicant is considered to be sufficiently capable of meeting these criteria Score <20: Applicant is considered to be incapable of meeting these criteria

Partnerships Score 18-20: Applicant is considered to be fully capable of meeting these criteria Score 15-17: Applicant is considered to be sufficiently capable of meeting these criteria Score <15: Applicant is considered to be incapable of meeting these criteria

An Overall Score less than 165 may result in rejection of the application.

CSS Workforce NY Operator ProgramPage | 22

7/9/15


PROPOSAL COVER SHEET and CONTRACTOR QUALIFICATIONS

Legal Name of Agency/Business: __________________________________________ Address: ______________________________________________________________ Telephone: ___________________________ Fax: __________________________

E-Mail: _________________________________________ Contact Person: _________________________________________ Organization Type: Private Not-For-Profit School District Government Organization Public Non-Profit Other (Please Specify): _______________ Tax ID #:________________________

Dollar Amount Requested: _________________________

Please address the following:

Do you have an Approved Affirmative Action Plan?

_____Yes _____ No Date approved: ___________ By: _________________

List the Principle Officers of the Organization.

Has the Organization ever filed for bankruptcy?

Has the Organization ever had to repay funds to a governmental unit due to a questioned or disallowed cost? If yes, please explain.

Does the Organization have the capacity to repay a disallowed or questioned audit cost?

Can the Organization support the program in the event that WIOA funding is delayed or unavailable on a temporary basis?

If funded, what percentage of the Organization’s total budget would the contract funds represent? ________________________________

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Date of last independent audit (copy provided): Name and address of audit firm:

Number of years in operation in CSS Workforce NY area (or Plan of Operation if new to the CSS Workforce Area): __________________________________________________________

If Organization contracted with CSS Workforce NY in PY14, please respond to the following:

Total Contract Budget: ______________________

Actual Expenditures to date*: _______________________Participant Enrollments*: Planned ________ Actual ________

(*If under 80%, please provide explanation. Attach additional sheets if necessary.)

Contractor Qualifications All businesses/organizations must meet the following administrative and fiscal contractor qualifications in order to contract with the CSS Workforce NY, Inc. to provide Workforce Innovation and Opportunity Act services for Adult and Dislocated Workers. All bidders must certify that they and their subcontractors/partners meet the following Contractor Qualifications. • Demonstrable competency in the administration and operation of a center or location open to the public that offers direct services.• Such competency may be acquired or be demonstrated by the organization itself, by key administrative and operational staff in that organization or through partnerships with organizations that operate programs and must:

o Demonstrate the ability to address the required program elements o Be legally authorized to conduct business in the State of New York and have established

administrative and program resources in the Chemung, Schuyler and Steuben County area. • Be eligible to receive Federal funds. • Be able to provide the following policies/procedures which comply with the Workforce Innovation and

Opportunity and are otherwise acceptable to the CSS Workforce NY, Inc.:

1. Conflict of interest statement for staff and governing Board of Directors. 2. Follow grievance procedure for clients/customers.

In addition, the applicant organization must demonstrate that it: • Does not discriminate against nor deny employment services to any person on the grounds of race,

religion, sex, national origin, age, disability, citizenship, political affiliation or belief. • Complies with the 1990 Americans with Disabilities Act. • Has proven fiscal capacity for fund accounting. • Has a current annual revenue equivalent to or greater than the amount proposed. • Has access to non-WIOA funds sufficient to cover any disallowed costs that may be identified through

the audit process. • Has or is able to obtain up to $1,000,000 liability, motor vehicle and Worker’s Compensation insurance. • Agrees that the federal, state, and/or local auditors may review provider facilities and relevant financial

and performance records to ensure compliance with funding requirements. • Has the ability to collect outcome data to compare performance to original plan.

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• Has Internet capability and e-mail address and fax access for staff working with WIOA funds. • Provides staff training opportunities for designated staff. • Has a plan to incorporate OSOS requirements. If during the agreement period the contractor incurs expenses not previously approved or known by the CSS Workforce NY which CSS Workforce NY deems NOT ALLOWABLE, the disallowed expenses shall be the responsibility of the contractor. Disallowed costs must be paid with non-WIOA funds.

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Attachment 5

Workforce Innovation and Opportunity Act of 2014 Explanation Form.

Instructions: Please re-read the following information and sign at the bottom.

CURRENTLY, CSS WORKFORCE NY RESERVES THE RIGHT TO MODIFY THIS RFP OR THE SCOPE OF THE PROGRAM DESIGN TO ANY EXTENT NECESSARY TO ENSURE COMPLIANCE WITH STATE AND OR FEDERAL GUIDELINES ONCE THE RULES AND REGULATIONS FOR THIS LEGISLATION IS RELEASED IN FINAL FORM. THIS MAY OCCUR ANYTIME PRIOR TO IMPLEMENTATION OF PY15 WIOA PROGRAMS. THEREFORE, ALL SUCCESSFUL APPLICANTS MUST DEMONSTRATE THE CAPABILITY TO MODIFY THEIR PROGRAM DESIGN TO COMPLY WITH THE NEW REGULATIONS. ALL SUCCESSFUL APPLICANTS MUST NOT ONLY DEMONSTRATE THE CAPABILITY TO MODIFY THEIR PROGAM DESIGN, BUT MUST AGREE TO DO SO IN ORDER TO COMPLY WITH THE NEW STATE/FEDERAL GUIDELINES OR REGULATIONS, IF ANY, AND TO BE FUNDED THROUGH THIS RFP. I have read the above information and understand that certain aspects of my proposal must be changed in accordance to any changes stated in the reauthorization of the Workforce Innovation and Opportunity Act of 2014. _________________________________ ________________ Signature of Chief Executive Officer Date ____________________________Title

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Attachment 6

STATEMENT OF NON-COLLUSION

In accordance with NYS General Municipal Law Section 103-d, all proposers must sign a Statement of Non-Collusion and return it with their RFP. The content of the statement is as follows:

“By submission of this RFP, each proposer and each person signing on behalf of any proposer certifies, and in the case of a joint RFP each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

The prices of this RFP have been arrived at independently without collusion, consultation, communication, or agreement for the purpose of restricting competition, as to any matter related to such prices with any other proposer or with any competitor;

Unless otherwise required by law, the prices which have been quoted in this RFP have not been knowingly disclosed by the proposer and will not knowingly be disclosed by the proposer prior to opening, directly or indirectly, to any other proposer or to any competitor; and

No attempt has been made or will be made by the proposer to induce any other person, partnership or corporation to submit or not to submit a RFP for the purpose of restricting competition.”

The statement must be signed by the CEO of the proposer or other individual responsible for submitting the RFP.

______________________________________ _______________________Signature Date

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Attachment 7

Certification of Specifications ComplianceWe understand that we must give assurances for each item below. If we cannot, then we understand that this proposal will automatically be rejected. The assurances are:

1. We will provide records of our most recently completed Single Audit.

2. We have, or will have; all of the fiscal control and accounting procedures needed to ensure that WIOA funds will be used as required by law and contract.

3. We have additional funding sources and will not be dependent on WIOA funds.

4. WE WILL MEET ALL APPLICABLE Federal, State, and local compliance requirements. These include but are not limited to:

Records accurately reflecting actual performance

Maintaining record confidentiality, as required

Reporting financial, participant and performance data, as required

Complying with Federal and State non-discrimination provisions

Meeting requirements of Section 504 of the Rehabilitation Act of 1973

Meeting all applicable labor law, including Child Labor Law standards

5. WE WILL NOT:

Place a youth in a position that will displace a current employee.

Use WIOA funds to assist, promote or deter union organization.

Use funds to employ or train persons in sectarian activities.

Use funds for youth in the construction, operation, or maintenance of any part of a facility to be used for sectarian instruction or religious worship.

Use WIOA funds for activities that would interfere with or replace regular academic requirements for eligible youth that are not dropouts.

I certify that to the best of my knowledge, the information contained in this proposal is accurate and complete, and that I have the legal authority to commit this agency to a contractual agreement. I understand that final funding for any service is based upon funding levels and final approval by the CSS Workforce NY, Inc. Signature__________________________________ Date_________________ Chief Executive Officer

Please submit two hard copies with original signatures and an electronic copy by 4:00pm, Friday, 8/7/15 to:

Charles Peacock, Executive Director CSS Workforce NY

20 Denison Pkwy. West, Corning, NY 14830

ATTACHMENT 8Page | 28

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Proposal Evaluation Checklist(This checklist is to be used by CSS Workforce NY Staff and Board)

Proposing Agency: ____________________________________________

_____ 1. The proposal was submitted before the closing time and date.

_____ 2. The proposal organization is not on a Federal or State Debarment List.

_____ 3. Twenty one elements of the desired program are addressed and available.

_____ a. Ability to provide basic career services.

_____ b. Ability to provide basic business services.

_____ c. Paid/Unpaid Work Experience.

_____ d. Occupational skill training, as appropriate.

_____ e. Leadership development opportunities.

_____ f. Supportive services.

_____ g. On the job training capability.

_____ h. Guidance and counseling.

_____ i. Follow-up services (must be for at least 12 months after program participation).

_____ j. Referrals to apprenticeship

_____ k. Ability to conduct workshops

_____ l. Labor Market Information

_____ m. Ability to work with disabled jobseekers

_____ n. Familiarity with partner agencies

_____ o. Veterans Services capability

_____ p. Out of school youth referral

_____ q. Participant/program record maintenance plan (OSOS)

_____ r. Plan to meet required performance measures

_____ s. Attainment of a degree or certificate

_____ t. Attainment of measurable skills gain

_____ u. Program performance evaluation plan

_____ 4. The proposal includes a plan to incorporate CareerZone and/or JobZone.

_____ 5. The proposing agency has provided a copy of its last completed Single Audit or equivalent.

_____ 6. The proposing agency has additional funding sources and will not be dependent on WIOA funds alone for on-going operations should WIOA funding be delayed.

_____ 7. The person signing the proposal as submitting officer has authority to do so.

_____ 8. The proposing agency agrees to meet all federal, state, and local compliance requirements.

_____ 9. All required forms are complete and signed by the appropriate individual.

Reviewer: __________________________________ Date: ____________________By signing above, I state that I screened the proposal and checked off elements that I found in the proposal

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APPENDIX A

Participant/Program Services

Supportive ServicesSupportive Services may be offered to approved WIOA Adult and Dislocated Worker

participants. Supportive Services may differ by participant and/or by training program. Participants must work with their Job Coordinator to determine which supportive services are available to them. All requests for Supportive Services must be approved by the Program Manager. If a participant is attending training and the training is (a) on the Local Demand Occupation List and (b) not being paid by CSS WFNY; the approval of the Executive Director is required. The maximum reimbursement shall be set at $450 per person and it shall not be available for more than 52 weeks. Supportive Services may include:

1.) Childcare Assistance2.) Testing Fees3.) Books4.) Supplies/Tools5.) Identification Fees6.) Uniforms/Boots7.) Medical services8.) Transportation9.) Driving Lessons/5 hour course

10.) Travel11.) Needs Based Payments (in rare instances)

Please see the descriptions/requirements of the Supportive Service below.

Training Programs The following Training Programs may have participants eligible for Supportive Services:

1.) OJT- Participants may be eligible for tools and/or boots. If these Supportive Services are necessary, it must be determined in the OJT Contract. These items must be the property of the participant.

2.) ITA/TOT-Participants may be eligible for any of above listed Supportive Services. However, the maximum expenditure shall be determined by the Level of Training with exception to the WIA/WIOA Youth participants.

a. Level 1 Occupational Training- up to $150b. Level 2 Occupational Training- up to $450c. Level 3 Occupational Training- up to $2000

i. Up to $1000 per yearii. Up to 2 years of training

iii. Maintain a GPA of 2.5 or higher during the period of trainingiv. Not transferrable between years of study

3.) Metrix-Participants may be eligible for testing/certifications fees only.Childcare

Participants who incur childcare costs while attending a CSS WFNY approved training may be eligible for reimbursement of these costs. They must submit a completed childcare receipt from a childcare provider in order to receive payment. Childcare and Attendance Verification forms must be submitted to the Job Coordinator simultaneously and within 4 business of their payment to the provider. Reimbursement rates/restrictions are as follows:


1.) $2 per hour per child up to $10 per day for one child, or $20 per day for multiple children

2.) Must be a licensed daycare provider. Parent(s), family member(s), or members of the household will not be reimbursed.

3.) If the participant is eligible for daycare reimbursement through the Department of Social Services, they are not eligible for daycare reimbursement through CSS WFNY.

4.) Participants are only eligible to receive childcare assistance for the days and hours they have attended training. They shall have allowance for travel time to and from daycare.

Testing FeesParticipants who, as a part of their respective training program, incur testing or other

licensing fees, may be eligible for financial assistance to cover said fees. If a participant does not pass his/her exam, CSS WFNY will deny funding requests for additional testing fees. It will be the participant’s responsibility to assume any costs associated with re-testing. These costs must be identified in coordination with, and monitored by, the Job Coordinator and fit within the established cost in effect at the time of issuance. Receipts/proof of payment must be presented with the reimbursement request.Books/Supplies/Tools/Uniforms/Boots

Participants who, as part of their respective training program, incur costs for books, supplies, tools, uniforms, and/or boots; directly related to their area of study, may be eligible for reimbursement of these costs. These costs must be identified in coordination with, and monitored by, the Job Coordinator and fit within the established cost in effect at time of issuance. Receipts/proof of payment must be presented with the reimbursement request. Identification Fees

Participants who, as part of their respective training program, incur costs for obtaining sufficient identification (i.e. Non-Drivers ID, Permit, Driver’s License, etc.) may be eligible for reimbursement of these costs. These costs must be identified in coordination with, and monitored by, the Job Coordinator and fit within the established cost in effect at time of issuance. Receipts/proof of payment must be presented with the reimbursement request.Medical Services

Participants who, as part of their respective training program, incur costs for obtaining a physical or required shot may be eligible for reimbursement of these costs. This shall include both the medical office fee, as well as, the lab fee. These costs must be identified in coordination with, and monitored by, the Job Coordinator and fit within the established cost in effect at time of issuance. Receipts/proof of payment must be presented with the reimbursement request.Transportation

Participants who, as part of their respective training program, incur costs for obtaining public transportation may be eligible for reimbursement of these costs. These costs must be identified in coordination with, and monitored by, the Job Coordinator and fit within the established cost in effect at time of issuance. Receipts/proof of payment must be presented with the reimbursement request.Driving Lessons/ 5 Hour Course

Participants who, as part of their respective training program, incur costs for obtaining driving lessons or a 5 hour course may be eligible for reimbursement of these costs. These costs must be identified in coordination with, and monitored by, the Job Coordinator and fit within the established cost in effect at the time of issuance. Receipts/proof of payment must be presented with the reimbursement.

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TravelParticipants who, as part of their respective training program, incur costs for travel may

be eligible for reimbursement of these costs. Should specific State funds identified by the respective Technical Advisories and/or their replacements be available, then those funds will be utilized first when reimbursing participants for the documented expenses. Should these specific funds be exhausted but the individual is still in training, then CSS WFNY may use other funding to fulfill the obligation to the individuals previously approved for this Supportive Service. To be considered for reimbursement the following must apply:

1.) The participant must reside at least 10 miles from the training site.The maximum reimbursement amount is capped at $100 per person during the period of his/her training.

2.) The minimum check amount to be issued by the CSS Fiscal Office is $10. If the travel reimbursement is less than $10, the request will be held and added to future reimbursement requests until the amount is attained. If the travel has concluded, and the minimum amount has not been reached, the travel reimbursement will be denied. When sending a reimbursement, CSS WFNY Fiscal Office will include a notification indicating the remaining balance available against the cap.

IncentivesCSS WFNY reserves the right to provide incentives to participants who are approved

WIA/WIOA Adults or Dislocated Workers. The participant must be attending an approved Individual Training Account or Targeted Occupational Training. Incentives are not eligible to participants attending OJT or Customized Trainings or, utilizing TAA funding. This initiative is subject to fund availability. The incentive benchmarks, thresholds, award amounts/type and other details as may be relevant shall be determined prior to the start of training. Stipends

CSS WFNY reserves the right to provide stipends to participants who are approved WIA/WIOA Adults/DWs and who are participating in an approved Level 3 ITA. If necessary, payments may be provided if the participant has been accepted in a training program that will begin within 30 calendar days. Cash payments for basic needs may be made available by working with their Job Coordinator. This initiative is not related to the ITA presentation nor the TOT cost, it is separate and above. The maximum reimbursement to an Adult under this initiative is capped at $3900 per person during the period of his/her training and shall not continue for more than 26 weeks. Requests and estimates must be declared at the time of application. Failure to do so will disqualify an applicant from these funds. A stipend of $150 per week (or actual UI rate as determined by the NYS UI Division, whichever is less) will be available to all eligible participants on a bi-weekly basis while maintaining attendance in an approved training a minimum of 12 hours per week. The maximum reimbursement for a DW must not exceed the greater of (a) the applicable weekly level of unemployment compensation benefit, for participants who were eligible for unemployment compensation as a result of the qualifying dislocation or, (b) the poverty level for an equivalent period, for participants who did not qualify for unemployment compensation as a result of the qualifying layoff. The weekly payment level must be adjusted to reflect changes in total family income. Any Adult or DW must meet the following eligibility requirements:

Adult1.) Unemployed, and2.) Does not qualify for, or has ceased to qualify for

unemployment compensation, and3.) Is enrolled in an approved program of training services being

paid for by CSS WFNY

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Dislocated Worker1.) Unemployed, and2.) Does not qualify for, or has ceased to qualify for

unemployment compensation or trade readjustment allowance under TAA

3.) is enrolled in a program of training services under WIOA by the end of the 13th week after the most recent layoff that resulted in a determination of the workers eligibility as a DW, or, if later, by the end of the 8th week after the worker is informed that a short-term layoff will exceed 6 months

Internships/Work ExperienceWIOA Adults and Dislocated Workers may participate in internships/work experience.

This must be a planned, structured learning experience that takes place in a workplace for a limited period of time. Work experience may be paid or unpaid as appropriate. Internships or work experiences may be arranged within the private for profit sector, non-profit sector or public sector. They must comply with the Fair Labor Standards Act. Work experiences must include academic and occupational education. Examples of work experience are as follows:

1.) Pre-apprenticeship programs2.) Internships and job shadowing

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APPENDIX B

Purchasing & Procurement

Procurement Methods

CSS WFNY shall use one of the following methods of procurement:

1.) Micro-purchases

a. Procurement by micro-purchase is the acquisition of supplies or services in which the aggregate dollar amount does not exceed $3000. To the extent practicable, CSS WFNY must distribute micro-purchases equitably among qualified suppliers. Micro-purchases may be awarded without soliciting competitive quotations if CSS WFNY considers the price to be reasonable.

b. Purchases under $1000 require the approval of a designee appointed by the Executive Director.

c. Purchases $1001-$2999 require the approval of the appointed designee, as well as, the Executive Director.

2.) Small Purchase

a. Procurement by small purchase are those relatively simple and informal procurement methods for securing services, supplies or other property that do not cost more than $25,000.

b. Purchase’s using the Small Purchase Policy shall be as follows:

i. $3001-$4,999 will require a minimum of 2 quotes that must be documented in the procurement file. Acceptable quotes are oral, verbal, phone, email, written or website quotes. This requires the Executive or Deputy Directors approval.

ii. $5000-$24,999 will require the transmission of written invitations for quotes from at least 2 vendors and the subsequent receipt of at least 2 written or faxed quotes. This requires the Executive or Deputy Directors approval, as well as, NYSDOL’s approval.

iii. $25,000 and over will require the use of the sealed bid or RFP method, and requires written or emailed NYSDOL approval before purchase. A cost or price analysis must be performed on any procurement in excess of $25,000.00, including contract modifications. The method and degree of the analysis shall be dependent on the facts surrounding the particular procurement situation. As a starting point, independent estimates must be gathered prior to receiving bids or proposals.

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APPENDIX C

CSS Workforce NY Sanction Policy for Performance

Background:New York State Policy on Program Year 2014 Common Measures/Customer Service Indicators for Local Workforce Investment Area Performance for the Workforce Investment Act Title 1B Program and the Wagner-Peyser Act Program. For not meeting performance, local areas will be sanctioned.

CSS Workforce NY provides funding for the adult and dislocated worker programs to the three county workforce career centers. The Career Center Operator is responsible for overall performance of each center they manage.

Funds are awarded by competitive bid and the contractors are chosen on an annual/bi-annual/tri-annual basis. For PY15, the contractors are the three counties as noted above. Contractors are responsible for performance outcomes.

Action:Performance is monitored by CSS Workforce NY staff with monthly and quarterly reports submitted by contractors to CSS Workforce NY as well as reports from OSOS. Failure to submit these reports in a timely manner and input OSOS data in a timely manner may result in a Corrective Action Plan to meet necessary deadlines. Performance standard information is received from the state on a quarterly basis. Managers will need to track services and outcomes more closely and monitor the services that their staff is providing. The contractors must accept responsibility for assuring that all staff is aware of the performance standards and possible sanctions.

Sanction Policy: A Sanction Policy will be developed and adopted by the new Chemung Schuyler Steuben Workforce Development Board upon its certification as an official body. Contractors will be provided the official policy upon adoption. Until such time as this policy is provided, contractors should be aware that any disallowed cost incurred by CSS Workforce NY, Inc. as a result of contractor error will be recouped by CSS Workforce NY, Inc. from the contractor.

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ATTACHMENT D

Policy as related to the issuance ofNeeds Related Payments

Policy: Effective July 1, 2009, for those individuals who are approved Workforce Investment Act (WIA) Adults or Dislocated Workers and who are participating in an approved Individual Training Account (ITA) or Brokered Training being paid for by Chemung Schuyler Steuben Workforce New York (CSS WFNY,) cash payments for basic needs may be made available by working with their respective Job Coordinator. This initiative is not related to the ITA presentation nor the Brokered Training cost – it is separate and above. The maximum reimbursement under this initiative is capped at $3,900 per person during the period of his/her training using the formula described below, but in no case will it extend for more than 26 weeks. This initiative will accept eligible participants through June 30, 2010, subject to fund availability.

Procedural Specifics: A stipend of $150.00 per week (or actual UI rate as determined by the NYS UI Division, whichever is less) will be available to all eligible participants on a bi-weekly basis while maintaining attendance in an approved training a minimum of 12 hours per week, and if they meet the following criteria: WIA Adult

unemployed; and

does not qualify for, or has ceased to qualify for UI benefits; and

is enrolled in an approved program of training services being paid for by Chemung Schuyler Steuben Workforce New York (CSS WFNY); and

has been determined ineligible for cash payments by all other relevant social/human service entities such as the local Department of Social Services (for reasons other than failure to comply), Worker Compensation, NYS Disability, etc. (this list should not be considered all inclusive, it is intended to be used as a guide); and

family income (based on family-size) does not exceed 200% of the poverty level.

WIA Dislocated Worker

unemployed; and

does not qualify for, or has ceased to qualify for UI or TAA benefits; and

is enrolled in an approved program of training services being paid for by Chemung Schuyler Steuben Workforce New York (CSS WFNY); and

has been determined ineligible for cash payments by all other relevant social/human service entities such as the local Department of Social Services(for reasons other than failure to comply), Worker Compensation, NYS Disability, etc. (this list should not be considered all inclusive, it is intended to be used as a guide); and

family income (based on family-size) does not exceed 200% of the poverty level.

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School/Semester Breaks

School/Semester breaks are defined as Spring Break, Winter/Christmas Break, etc. and the period of time between Fall and Spring; Spring and Summer; and Summer and Fall semesters. Under no circumstances will customers be allowed to collect needs-related payments over the summer if they are not attending classes. Customers eligible for needs-related payments shall be paid for school breaks lasting 14 weekdays or less with no obligation on their part beyond the usual bi-weekly case management meeting with a Placement Specialist. Customers eligible for needs-related payments shall be paid for school breaks lasting 15 weekdays or more if they are in compliance with bi-weekly employment-related activities designed with, and monitored by, the assigned Job Coordinator.

Attendance Requirement

Failure to attend at least 75% of the scheduled class hours in any given week during the training will result in forfeiture of the respective week’s payment. Failure to attain the 75% benchmark for more than two weeks (not necessarily consecutive) will result in disqualification for these funds.

Dropping from the approved training will result in immediate disqualification for these funds effective to the last date of attendance at the approved training program.

Case Management Meeting Requirement

Failure to maintain contact with the assigned Job Coordinator on at least a bi-weekly basis will result in the forfeiture of that bi-weekly period’s payment. Failure to meet the case management requirement more than twice (not necessarily consecutive) will result in disqualification for these funds.

Failure to remain in compliance with the bi-weekly employment-related activities designed with, and monitored by, the assigned Job Coordinator will result in the forfeiture of the respective week’s payment. Failure to meet the requirement more than twice (not necessarily consecutive) will result in disqualification for these funds.

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Documents

Chautauqua County Workforce Investment Board - …csswfny.com/...Centers-Operator-RFP-PY15-Final.docx · Web viewBidders are required to submit a proposal that includes a narrative