Workforce Solutions Brazos Valley
Child Care Management System and Workforce Center System Management Procurement
Bidders Conference Notes and Questions & Answers Document
February 22, 2016
The Bidders’ Conferences were held by conference call on February 17, 2016
Child Care Management Call
Attendees - Staff: Trish Buck: WSBVB, Gaylen Lange: GLI, Richard Rogers: Board Consultant
Callers: Tim Foley and Michael Dunnington, Oodle Management. Robert Reyna, RRG Enterprise. Gaylen Lange, GLI.
Richard Rogers reviewed the RFP content, timeline and specific conditions related to the procurement which are contained in the document. Trish Buck noted that changes to CCMS would be coming and that the new contractor would have to deal with the changes to the program.
Questions during the conference call:
Question: A question was asked concerning how the two options, A. CCMS and B. WFCSMO would be evaluated/scored.
Answer: For proposers elected to propose for both CCMS and WFCSMO, the two option scores would be averaged to determine eligibility for the Board interview.
Adjourned at 10:37AM
Workforce Center Systems Management and Operations Call
Attendees – Staff: Trish Buck: WSBVB, Gaylen Lange: GLI, Richard Rogers: Board Consultant
Callers: Tim Foley and Michael Dunnington, Oodle Management. Robert Reyna, RRG Enterprise, Rafael Shwan, SER National, Gracy Hernandez, CECT Workforce Solutions, Brenda Motley-Aikens, Ross,
Richard Rogers reviewed the RFP content, timeline and specific conditions related to the procurement which are contained in the document. Trish Buck noted that additional changes are coming with WIOA rules/regulations and the incorporation of DARS programs into the workforce center system.
Questions during the conference call:
1. Question: Who is the current contractor?
Answer: Gaylen Lange, GLI, is the current contractor for both workforce center systems management and child care management.
2. Question: Regarding page 36 #7, performance history: May a proposer submit performance for the individual program director or management director instead of performance for the organization in terms on operation of workforce center systems or other contracts.
Answer: Individual performance should be noted in the narrative. Item #7 is specific to contracted performance measures for the programs operated, whether workforce centers or other programs. Please specify the contracted measure and the actual performance by the organization submitting the proposal.
Adjourned at 11:40AM
Questions received after the conference call:
3. Question: Is there a page limit to the response for the WCSMO component?
Answer: No. There are no page limits. In your proposal, state the RFP question and provide a clear, succinct and thorough response for each element.
4. Question: On page 63 of the RFP, the Program Personnel is separated into the seven (7) counties served. Will you please provide the number of current staff and their titles for each county that is listed?
Answer: There is one career coach in each of the six surrounding counties. The rest of the Center staff are located in Bryan. All child care is worked out of Brazos County.
5. Question: Please provide the hours of operation for each county listed.
Answer: 8AM to 5PM Monday through Friday
6. Question: If we are planning a three-way joint venture arrangement, with us as the primary/fiscal agent, do the other two partners also need to submit signed certifications and audits?
Answer: Yes
7. Question: If using a PEO that is HUB certified, will the prime company or MD be awarded the 5 points since its subcontracting or using a HUB PEO, even if the entity or MD is not HUB certified?
Answer: No, Certified HUB applies only to primary company or Managing Director.
8. Question: Can a site visit be conducted without the authorization of the board?
Answer: Our resource rooms are open to the public. But interviews with staff or touring staff restricted areas of the Centers during the RFP process would compromise the integrity of the procurement process.
9. Question: Does the proposal and attachments need to be paginated consecutively? This represents a sizable undertaking of time especially when large monitoring or financial reports are request.
Answer: Yes the pages need to be numbered.
10. Question: Staff salaries are shared: Can you please provide a list of fringe benefits offered and associated contributions levels with each item?
Answer: Benefits are listed below.
A) Coffee fund
B) eligible for and wish to voluntarily participate in health benefits are provided with the necessary information. Benefits that must be offered to employees include:
Employees can decide if they want to pay for their family and spouse to have these benefits.
No more than $587.01 per month per employee to provide the following benefits:
1. Health Insurance – employee only, dependent additions are the responsibility of the employee
2. GAP Insurance – optional for employee to buy
3. Dental Insurance – purchased for employee only
4. Vision Insurance – purchased for employee only
5. Long Term Disability – purchased for employee only
6. Life Insurance/AD&D at 1x annual salary – purchased for employee only
7. Optional Life Insurance – optional for employee to buy
C) offer 401K to eligible employees with a cost of the 5% match contribution equal to .05.
D) The employee will pay a monthly charge of $ 25.00 monthly for their portion of the voluntary health insurance.
E) If employees smoke they will pay $75.00 of cost of insurance that employer pays.
F) workers compensation, employer FICA, FUTA and SUTA tax as costs that are then included in the monthly billing.
G) maintain their personnel handbook. Within 30 days of hire new employees will receive an orientation that includes leave rules, confidentiality statements, Center for Regional Services operations manual, EEO regulations, code of conduct, drug abuse rules, three workplace security classes, family violence training, open records training, and automation security rules.
H) Center staff will earn 2.66 hours of sick leave and 4.33 per pay period. If the staff terminate only their remaining annual leave balances are paid if funding is available.
I) The Contractor will follow TWC and BVCOG approved holiday schedule.
J) If a Contractor changes their PEO/ insurance provider they will re-procure and get WSBVB/BVCOG prior approval on benefits and costs to be paid.