Florida Crown workforce board
request for proposal
professional employer organization (PEO)
RELEASE date: October 8, 2013
Request for Proposal
SECTION 1: INTRODUCTION
1.1 STATEMENT OF NEED
The Florida Crown Workforce Board (FCWB) is the designated administrative entity and sub state grantee for the Region 7 area and has been chartered by the Governor as the regional workforce development board. As such, the FCWB oversees the planning and implementation of a variety of welfare reform and workforce development programs in Columbia, Dixie, Gilchrist and Union Counties.
The FCWB delivers all programs and services to customers through its One Stop System. This system is both physical and technological and includes connectivity between various partners and service providers. The goal of the One Stop System is to provide full-service, staffed sites, offering a full array of services to residents of the four counties which we serve which will assist individuals to obtain employment through an individual mix of activities. Our One Stop System is developed through two Universal Centers located one each in Lake City and Trenton.
At this time, the FCWB is announcing its interest in securing responses from qualified Professional Employer Organizations (“PEOs”), who can demonstrate written evidence of past performance and business endeavors that align with the purpose, values, and vision of the FCWB, to provide exemplary cost-effective human resource solutions and manage employee risks as described within this Request for Proposals (“RFP”).
The purpose of this RFP is to allow the FCWB to identify the most qualified Proposer who, after full Board approval, will be invited to negotiate a contract with the FCWB to provide exemplary cost-effective human resource solutions and manage employee risks as described in Section 3 of this RFP.
The FCWB will be entering into one contract for these services for the period of one (1) year with an option to renew annually for up to two (2) additional one (1) year periods subject to:
1) Exemplary performance evaluations by the FCWB and other qualified entities;
2) Availability of funds as determined by the FCWB; and
3) Changes in programmatic or service related needs as determined in the sole discretion of the FCWB.
The contract may also be affected by any changes in statute or rule that may arise during the contract period or by amendments to the FCWB’s annual Workforce Services Plan as approved by the Department of Economic Opportunity (DEO). Said limitations, however, do not render the contract illusory because the FCWB is a legislatively created entity that relies on state and federal funding and as such the contract will delineate the notice that the FCWB will provide the Contractor to prevent issues of reliance. The FCWB issues this RFP with the explicit understanding that minor and major changes may be made, up to and including the option to rescind this RFP in its entirety, if such is in the best interest of the FCWB.
1.2 ELIGIBLE PROPOSERS
All public or private not-for-profit corporations, local education agencies, governmental units, public agencies, or private-for-profit corporations properly organized in accordance with State and Federal law and in business for at least one year may submit a Proposal for provision of services as defined within this RFP. Minority operated businesses, faith-based, and community-based organizations are encouraged to submit a Proposal. No Proposer will be considered for funding if:
1) The Proposer has been placed on the discriminatory vendor list pursuant to Section 287.134, F.S.
2) The Proposer has been debarred or suspended or otherwise determined to be ineligible to receive federal and/or state funds by an action of any governmental agency.
3) The Proposer’s previous contract(s) with the FCWB or any other State of Florida or state affiliated agency has been terminated for cause.
4) The Proposer has not complied with an official order to repay disallowed costs incurred during its conduct of programs or services.
5) The Proposer’s name appears on the convicted vendor list.
6) For any cause for which the Proposer is determined non-responsive or non-responsible.
1.3 HISTORICAL BACKGROUND
The Florida Crown Workforce Board (FCWB) is the designated administrative entity and sub state grantee for the Region 7 area and has been chartered by the Governor as the regional workforce development board. As such, the FCWB oversees the planning and implementation of a variety of welfare reform and workforce development programs in Columbia, Dixie, Gilchrist and Union Counties.
The FCWB is a private non-for-profit corporation registered under Section 501c(3) of U.S. Internal Revenue Code. The FCWB is governed by a board of directors comprised of volunteers from all four counties in the region who represent private sector business, economic development, education, organized labor, community based organizations, veterans and state and local government agencies. Joint oversight is provided through an agreement with the Board of County Commissioners from each of the four counties in Region 7. The mission of the FCWB is to deliver all programs and services to customers through its One Stop System. This system is both physical and technological and includes connectivity between various partners and service providers.
The goal of the One Stop System is to provide full-service, staffed sites, offering a full array of Workforce Investment Act (WIA), Welfare Transition (WT), Wagner Peyser (WP), Supplemental Nutrition Assistance Program (SNAP), Priority Re-Employment Planning (PREP), Reemployment & Eligibility Assessment (REA), ACCESS, and Veteran’s services to our area residents, which will assist individuals to obtain employment. The One Stop System has been developed through two Universal Centers located on each in Lake City and Trenton.
1.4 AUTHORITIES
This Request for Proposal is being issued under the terms and requirements of the current federal Workforce Innovation Act regulations.
1.5 FURTHER CONDITIONS
The FCWB has the responsibility to ensure contracted costs are necessary, reasonable, and allowable as defined by State and Federal standards.
It is essential to the administration, coordination, availability, and delivery of FCWB services that the Proposer be impartial in all matters. Therefore, the FCWB reserves the right to reject a Proposal where there will be a continuing or frequently recurring conflict between the Proposer’s private interests and the performance of the Proposer’s duties in the public’s interest.
This RFP does not commit or obligate the FCWB to award a contract, to commit any funds identified in this RFP document, to pay any costs incurred in the preparation or presentation of a Proposal to this RFP, to pay for any costs incurred in advance of the execution of a contract, or to procure or contract for services or supplies.
Payment for the provision of services from any award resulting from this RFP is contingent upon annual appropriation by the State of Florida Legislature and availability of any and all applicable federal funds.
The FCWB furthermore reserves the right to:
1) Reject any and/or all Proposals in whole or in part as the FCWB deems is in its best interest.
2) Change or waive any provisions set forth in this RFP.
3) Return non-responsive Proposals without review.
4) Waive informalities and minor irregularities in Proposals received, as the FCWB deems appropriate.
5) Request additional data, technical or price revisions, or oral presentations in support of the written Proposal.
6) Independently determine that an arms-length agreement exists between the Proposer and any sub-contractors or vendors they might choose to use.
7) Verify any factual information as it is presented within the Proposal.
8) Require the establishment of escrow accounts for a Proposer that currently has outstanding debts to the FCWB as a result of audits or monitoring reviews.
9) Conduct an analysis that may include, but is not limited to, a review of the Proposer’s record keeping procedures, management systems, accounting and administrative systems, personnel qualifications, program materials, customer satisfaction levels, previous contract performance records and adherence to current budget/contracting requirements.
10) Use additional or de-obligated grant funds or newly acquired supplemental revenues to increase the same or similar services without regard to further procurement when a Contractor is performing satisfactorily.
11) Change specifications and modify contracts as necessary to facilitate compliance with legislation, regulations and policy directives, to manage funding, and/or to meet the needs of children, families, and caregivers.
12) Conduct analysis of the budget and projected costs submitted by the Proposer in response to this RFP, to be submitted to the FCWB as part of the review process.
13) To make any and all determinations exclusively which it deems necessary to protect the best interests of the FCWB and either directly or indirectly through any of its Contractors. The absence of the FCWB setting forth a specific reservation of rights does not subject other areas of any contract resulting from this RFP to mutual agreement.
SECTION 2: RFP PROCESS
2.1 PROCUREMENT SCHEDULE
The FCWB’s RFP process will generally adhere to the following procurement schedule. The dates and locations listed below are subject to change. Proposers will be notified of any changes made to the procurement schedule. All times are Eastern Time.
ACTIVITY / DATE / LOCATION*Request for Proposals Released / 10/8/13 / Posted on the web and sent via email
Notice of Intent to submit a Proposal due to the FCWB / 10/10/13 @ 4:00 P.M. ET / 1389 US Highway 90 West,
Suite 170
Lake City, FL 32055
Last day for submission of
inquiries / 10/10/13 @ 4:00 P.M. ET / 1389 US Highway 90 West,
Suite 170
Lake City, FL 32055
FCWB response to inquiries / 10/12/12 / Responses will be posted on the web and sent via email
Proposals due / 10/15/13 @ 4:00 P.M. ET / 1389 US Highway 90 West,
Suite 170
Lake City, FL 32055
Initial opening of Proposals / 10/16/13 @ 9:00 A.M. ET / 1389 US Highway 90 West,
Suite 170
Lake City, FL 32055
Posting of awards / 10/17/13 / Posted on the web and sent via email
*Locations subject to change. Notification of any changes will be made to all interested parties as well as posted at the www.floridacrown.org website.
2.2 CONTACT PERSON
The Florida Crown Workforce Board, Inc., representing Columbia, Dixie, Gilchrist, and Union Counties, issues this RFP. The person listed below is the contact for this RFP:
Robert Jones
Florida Crown Workforce Board, Inc.
1389 US Highway 90 West, Suite 170
Lake City, FL 32055
(386) 755-9026, Ext. 3218
Note: Florida has a very broad public records law. Most written communications to or from state officials or appointed councils regarding state business are public records available to the public and media upon request. E-mail communications may therefore be subject to public disclosure.
2.3 LIMITATIONS ON CONTACTING FCWB PERSONNEL
Proposers are prohibited from contacting FCWB personnel or Board members regarding this solicitation other than the contact person identified in Section 2.2 of this document. Any violation may result in the disqualification of the Proposer. Please refer to Section 2.6 for instructions regarding inquiries.
2.4 INTENT TO SUBMIT A PROPOSAL
Interested Proposers must sign and submit Intent to Submit (Appendix A) no later than October 10, 2013 @ 4:00 P.M. ET to:
Robert Jones
Florida Crown Workforce Board, Inc.
1389 US Highway 90 West, Suite 170
Lake City, FL 32055
(386) 755-9026, Ext. 3218
FAX: (386) 487-1218
EMAIL:
Submission of Intent to Submit document does not obligate a prospective Proposer to submit a Proposal. Failure to submit Intent to Submit document by the due date and time will disqualify the Proposer from further consideration. The Intent to Submit document may be delivered via mail services, in person or by facsimile or electronic transmission. Information regarding any addenda to the RFP and copies of written responses to questions resulting in clarifications or addenda to the RFP will only be sent to those Proposers submitting the Intent to Submit document.
2.5 PROPOSER’S PRE-PROPOSAL CONFERENCE
This section intentionally omitted.
2.6 INQUIRIES
All inquiries requesting clarification regarding this RFP must be made in writing to the identified contact person and received no later than October 10, 2013 @ 4:00 P.M. ET. INQUIRIES MAY BE SUBMITTED IN PERSON OR VIA CERTIFIED MAIL, FACSIMILE, OR ELECTRONICALLY. It is the responsibility of the Proposer to ensure that facsimiles and electronic information has been received by the FCWB.
Written inquiries received no later than October 10, 2013 @ 4:00 P.M. ET will be provided electronically to all Proposers who have submitted the Intent to Submit a Proposal document. The response to written inquiries will be posted on the website, distributed by email, and available at the FCWB office no later than October 12, 2013.
Information regarding any addenda to the RFP and copies of written FCWB responses to questions resulting in clarifications or addenda to the RFP will be posted on www.floridacrown.org.
2.7 ACCEPTANCE OF PROPOSALS
A complete Proposal must be received in the FCWB office no later than October 15, 2013 @ 4:00 P.M. ET to the following address:
Robert Jones
Florida Crown Workforce Board, Inc.
1389 US Highway 90 West, Suite 170
Lake City, FL 32055
FACSIMILES OR ELECTRONIC TRANSMISSIONS WILL NOT BE ACCEPTED
The Proposal will be submitted in a sealed package containing the original and four (4) hard copies of the Proposal for the purpose of review by the FCWB:
1) Fatal Criteria; and
2) Scope of Work Response; and
3) Completeness of all Required Forms and Timeliness of all Required Submissions
(Refer to Section 7 for Instructions on Submission of RFP documents)
Any Proposal submitted shall remain a valid offer for at least 180 days after the Proposal submission date. No changes, modifications or additions to the submitted Proposal will be accepted by or be binding on the FCWB after the October 15, 2013 deadline for submitting Proposals has passed.
THE PROPOSER IS SOLELY RESPONSIBLE FOR ASSURING THAT ANYTHING SENT TO THE FCWB ARRIVES SAFELY AND ON TIME. Any submission to the FCWB, including INQUIRIES regarding the RFP, AND/OR PROPOSALS NOT RECEIVED AT EITHER THE SPECIFIED PLACE AND/OR BY THE SPECIFIED DATE AND TIME WILL BE REJECTED AND RETURNED UNOPENED TO THE PROPOSER BY THE FCWB.
2.8 WITHDRAWAL OF PROPOSAL
A written request for withdrawal, signed by the Proposer, may be considered if received by the FCWB prior to the Proposal opening time and date indicated in the Procurement Schedule in Section 2.1 of this RFP.