REQUEST FOR PROPOSALS
BY
THE MICHIGAN WORKS! AGENCY
COVERING PROSPERITY REGION 5
OCTOBER 1, 2015 – SEPTEMBER 30, 2018
ONE STOP OPERATOR SERVICES
in
GRATIOT AND ISABELLA COUNTIES
and
CLARE, GLADWIN AND ARENAC COUNTIES
JULY 15, 2015
BACKGROUND INFORMATION:
The Michigan Works! Agency covering Prosperity Region 5 (Gratiot, Isabella, Clare, Gladwin, Arenac, Midland, Bay, and Saginaw Counties) is seeking an organization or organizations to serve as One-Stop-Operator (OSO). This Request for Proposals (RFP) is for one organization to serve as OSO for Gratiot and Isabella Counties (the Southwest Sub-Region), and one organization to serve as the OSO for Clare, Gladwin and Arenac Counties (the North Sub-Region). It is permissible for a single organization to be the One-Stop-Operator in both sub-regions. However, a separate a bid is required for each sub-region.
As the OSO, the organization shall manage all Michigan Works! programs in its respective Counties. These services shall include Workforce Innovation and Opportunity Act (WIOA) Adult, Dislocated Worker, and Youth Services; Welfare Reform Services such as the Partnership, Accountability, Training and Hope Program (PATH) and Supplemental Nutrition Employment and Training (SNAP) Program; Wagner-Peyser Employment Service; Trade Adjustment Act Service; and any other related or supplemental program services. The OSO may provide services directly or contract out to services providers. Note that some services (such as Wagner-Peyser Employment Service and Trade Adjustment Act Service) require the service provider to be a public organization that is merit staffed as defined in applicable federal regulations.
This procurement is being managed by the Region 5 Michigan Works! Facilitator, Ed Oberski. Final selection of the successful bidder will be made by the applicable Board once the Region 5 Michigan Works! Agency’s governance structure has been established.
GENERAL INSTRUCTIONS TO BIDDERS:
It is anticipated that three separate one-year contracts will result from this RFP. Annual budgets shall be negotiated one year at a time.
Do not submit proposals in notebooks or binders. Faxed proposals are not acceptable and shall not be considered. Proposal narratives are limited to the number of pages called for by the specific RFP question (below). Proposals must be typed using MicroSoft Word with 12 point font or larger. Pages in excess of the applicable limit will not be considered.
Bidders are required to follow the format specified in the “Required Proposal Documents” section of this RFP. Failure to complete any and all forms or requested information may result in disqualification of the bid.
BIDDERS’ QUESTIONS:
Questions regarding technical and clarifications about this RFP will be accepted only from July 27, 2015 through July 31, 2015. Questions should be submitted via email to , and must have the subject line “Region 5 RFP Question”. Only emailed questions will be accepted. Questions submitted through any other type of communication will not be addressed.
Questions will be answered via email to all parties that have expressed an interest in being part of the question and answer process. To be on the list of parties receiving questions and answers, a party must submit an email to with the subject line “Region 5 RFP Question Process” that 1) expresses an interest in taking part in the process, and 2) includes an email address to receive the questions and answers. To be included in the process, a party must send this email on or before July 31, 2015. In addition, all parties that submit a question in compliance with this RFP within the required timeframe, above, shall be included in the question and answer process.
PROPOSAL PREPARATION AND SUBMISSION:
Send or deliver your proposal to: 1600 N. Michigan Ave, Suite 400
Saginaw, MI 48602
Attn: Ed Oberski
Region 5 Michigan Works! Facilitator
In order to be considered, your proposal must be received by 5:00 p.m. on Monday, August 17, 2015, and must be signed by a person with authority to bind your organization in contract. Faxed or emailed proposals will not be eligible for funding.
It is important that your proposal be mailed or hand delivered in an envelope clearly marked in the lower left hand corner “SOUTHWEST SUB-REGION ONE-STOP-OPERATOR SERVICES” or “NORTH SUB-REGION ONE-STOP-OPERATOR SERVICES”, whichever is applicable. Failure to do so may result in failure to consider or premature disclosure of your proposal.
Bidders must submit an original and five (5) copies of their proposals (i.e. a total of six). However, only one copy of the required audit document needs to be submitted. In addition, bidders must submit a flash drive containing a MicroSoft Word version of the proposal. The Michigan Works! Agency covering Region 5 (hereinafter “Region 5”) will retain ownership of all documents, flash drives, and information submitted in the course of bidding.
A proposal consists of the Required Proposal Documents set forth below. Failure to fully complete and submit all required information may be cause for disqualification of the proposal.
QUALIFIERS:
This RFP does not commit Region 5 to award a contract, to pay any cost incurred in the preparation of a proposal, or to enter into negotiations. Region 5 has the right to reject or accept any or all proposals or part of any or all proposals, or to cancel this RFP in whole or in part. Region 5 has the right to require additional information from one or more bidders, to negotiate with one or more bidders, and/or to accept any proposal or proposals without negotiations. Region 5 has the right, at its sole discretion, to waive minor discrepancies in proposals and minor deviations from RFP requirements. The successful bidder(s), if any, shall be selected based on Region 5’s sole discretion in its determination of best value in terms of services provided, qualifications, and cost.
The need for additional related services may become apparent during the period covered by this RFP. In that event, Region 5 reserves the right to review and award the contract for those services based on this RFP process. In its discretion, Region 5 may also determine that another RFP should be issued regarding the additional services.
Any bidder that attempts to exchange information with any potential bidder for the purpose of gaining competitive advantage, or who attempts to discuss its proposal with or offer anything of value to any of Region 5 officers, directors, staff, agents or representatives during this procurement process, shall be subject to disqualification and possible criminal prosecution. This provision does not prohibit potential bidders from seeking and joining with subcontractors or partners in making the proposal. All partners and subcontractors must be clearly identified in the proposal. Likewise, this provision does not prohibit communication between Region 5 and any bidder that is determined by Region 5 to be necessary as part of the procurement process.
Region 5 operates an equal opportunity procurement process. Upon request, Region 5 shall make this RFP available in large print or alternative format to individuals with disabilities. Proposals from minority and female owned organizations are encouraged.
The remainder of this page was left blank intentionally.
REQUIRED PROPOSAL DOCUMENTS
COVER SHEET
REGION 5 MICHIGAN WORKS!
ONE-STOP-OPERATOR SERVICES
OCTOBER 1, 2015 TO SEPTEMBER 30, 2018
PROPOSAL TO SERVE AS ONE-STOP-OPERATOR IN (CHECK ONE):
_____ SOUTHWEST SUB-REGION _____ NORTH SUB-REGION
PROPOSING AGENCY:
OFFICIAL CORPORATE/AGENCY NAME:
(if different from above)
TYPE OF AGENCY:
____ Private-for-profit ____ Private-nonprofit ___ Government ____ Public Education
PROPOSAL CONTACT PERSON:
PHONE: FAX: EMAIL:
SUBCONTRACTORS:
(if known at this time)
ACCEPTANCE OF THE CONDITIONS OF THE REQUEST FOR PROPOSALS
and
SUBMISSION OF PROPOSAL
By signing this request for proposal application, the proposing agency hereby accepts all the terms and conditions set forth in the Region 5 Michigan Works! Request for Proposals for ONE-STOP-OPERATOR SERVICES for October 1, 2015 through September 30, 2018. The proposing agency also certifies that the information in this proposal is correct and complete, and that the completion of this application has been fully authorized.
Signature of individual authorized to bind the proposing agency in contract
Printed Name
Position Title
Date
1. Describe the proposing agency’s general experience and history as an organization, and its specific experience and track record in managing Michigan Works! programs including the geographic locations of its specific Michigan Works! experience.
The response should give the reader confidence that the proposing agency understands Michigan Works! programs, can successfully manage and/or operate them, and can achieve required performance.
[0 to 20 points]
[Answer in three pages or less.]
2. Describe the proposing agency’s ability to be operational on October 1, 2015 in the applicable Sub-Region. This description should include, but not be limited to, the buildings/facilities/service locations it can provide, computer systems, staff, service network, etc. Also state whether the proposing agency will provide services directly, contract out services, or some combination of those two options. If the proposing agency has already identified subcontractors, it should identify those organizations and describe their ability to perform the applicable services.
The response should give the reader confidence that the proposing agency can assure a smooth flow of services without disruption on October 1, 2015 throughout the applicable Sub-Region.
[0 to 40 points]
[Answer in three pages or less.]
3. Describe the proposing agency’s fiscal system, cost allocation procedures, and the manner in which it would pay disallowed costs, if any.
The response should give the reader confidence that the proposing agency understands and can comply with the fiscal and repayment requirements related to the operation and management of Michigan Works! programs.
[0 to 20 points]
[Answer in three pages or less.]
4. Submit a budget and budget narrative that it would take for the proposing agency to manage and operate all Michigan Works! programs in the applicable Sub-Region from October 1, 2015 to September 30, 2016. The budget narrative should include, but not be limited to, estimates of the number of individuals and employers served along with a description of the service. The proposing agency is free to determine the most appropriate budget format.
If Region 5 accepts the proposal, it will not be accepting the budget proposed by the proposing agency. Any resulting contract budgets will be determined based on actual fund availability.
The response should give the reader confidence that the proposing agency understands Michigan Works! programs; and can develop comprehensive, cost effective, and reasonable budgets to assure achievement of program objectives.
[0 to 20 points]
[Budget formats are not limited by font and page requirements of this RFP. Budget narratives must be three pages or less]
5. MANDATORY QUESTIONS (Answers are required. The Region 5 Michigan Works! Agency reserves the right to disqualify bidders based on the information, or lack of information received.)
A. Has the proposing agency been audited within the last three years?
_____ YES _____ NO
· Include a copy of each recent management letter and audit opinion covering that time period as an addendum.
· For all audits identified above, indicate what action has been taken in regard to the letters of opinion.
B. Program Management: Indicate your agency’s experience over the past three years in reference to the following items. Check one for each item:
YES / NOGrievances, complaints, lawsuits, or judgments against your agency (not including discrimination)
Disallowed costs
Investigations of your agency for fraud, abuse, conflict of interest, political activity, nepotism, or any criminal activities
Default or breach of contract by your agency
Cancellation or non-renewal of contracts against your agency for any reason
Bankruptcy or receivership by your agency or its parent organization
Discrimination complaints or rulings against your agency
If “yes” was checked for one or more of the above, information must attached to this proposal which should include at a minimum:
· Date item checked was initiated;
· Party or parties involved with specific reference to any Federal funds;
· Brief description of the circumstances;
· Final disposition and date; and
· Brief description if action is still pending.
C. Required certifications (on the following pages).
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 of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representative of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
______
Agency/Organization Typed Name and Title of Certifying Official
______
Signature Date
CERTIFICATION REGARDING
DEBARMENT, SUSPENSION, INELIGIBILITY, VOLUNTARY EXCLUSION
LOWER TIER COVERED TRANSACTIONS
This certification is required by the regulations implementing Executive Order 12549 & Executive Order 12689, Debarment and Suspension, 20 CFR Part 98, Section 98.510, Participants’ responsibilities. The regulations were published as Part VII of the May 26, 1988, Federal Register (pages 19160-19211).