City and County of San Francisco
Request for Proposals 436
Early Care and Education and After School Workforce
Training, Coordination, and Job Placement
SF JOBS NOW! LIFT (Learning with Income - Foundations to Teach)
Human Services Agency
Bidder’s Conference
September 29, 2009
170 Otis Street, Born Auditorium
Present:
David Curto, HSA Program Manager of Contracts 415-557-5581
Michele Rutherford, HSA Program Manager of Child Care Policy and Planning 415-558-2347
Elise Crane, HSA Senior Program and Policy Analyst 415-557-5671
Tracy Weaver, Chief Executive Officer, Urban Institute University 415-217-8886
Clarence Hunt, Jr., Administrative and Technical Recruiting, HR Management, Inc. 510-267-0575
Lygia Stebbing, Jump Start Director 415-536-5867 x102
Christopher Padula, Executive Director Western Region, Jump Start 415-536-5867 x125
Questions & Answers
1. Q: Can the due date for proposals be moved back?
A: Yes, the RFP 436 due date has been moved to October 13th, at 3:00 p.m. See the revised schedule on the following link: http://mission.sfgov.org/OCABidPublication/ReviewBids.aspx
2. Q: Will the ECE and AS Training, Coordination and Job Placement program (RFP 436) be extended beyond the current 11-month proposal?
A: The contract term shall be November, 1, 2009 to September 30, 2010 when ARRA (American Recovery and Reinvestment Act) funding sunsets. The contract term may be extended if the federal ARRA funding guidelines are extended or if other funding becomes available.
3. Q: Is the ECE and AS Training, Coordination and Job Placement program (RFP 436) designed to coordinate job seekers and promote career paths?
A: Yes, the selected respondents will be responsible for placing pre-certified JOBS NOW! LIFT participants in pre-certified early care and education (ECE) or After School (AS) centers, providing case management, training, and co-ordination of relevant coursework offerings at City College of San Francisco, amongst other tasks.
4. Q: Does the ECE and AS Training, Coordination and Job Placement program (RFP 436) need to schedule coursework to be offered by City College for JOBS NOW! LIFT participants? How does the coursework collaboration work with Head Start SFSU?
A: The respondent(s) to RFP 436 are required to budget for and coordinate a menu of unit bearing courses to be offered by City College of San Francisco (or other higher education institutions) that can support entry level coursework in ECE or Afterschool based on the needs of the JOBS NOW! LIFT participants, in collaboration with Head Start SFSU and HSA staff. The coursework offered should be based on the entry-level coursework needs of JOBS NOW! LIFT participants and be targeted for an ECE and AS pathway. SFSU Head Start has expressed an interest in coordinating Head Start ARRA efforts with JOBS NOW LIFT in order to maximize language options, locations and times that coursework may be made available.
5. Q: Does City College of San Francisco have the capacity to extend coursework offerings for JOBS NOW! LIFT participants?
A: HSA has had preliminary discussions with Child Development & Family Studies Department, City College of San Francisco Chair, City College to confirm that instructors may be available. With funding through this RFP City College is positioned to be able to extend course offerings and may be able to diversify locations of credit bearing coursework to meet the needs of JOBS NOW! LIFT participants.
6. Q: Are VIP participants to include students in compensation model? JOBS NOW LIFT is intended to complement other work and training programs, but is really an SF JOBS NOW program design to target jobs for JOBS NOW eligible participants. Employers will be certified by HSA and the induction training and ongoing training are expected to be embedded in the JOBS NOW work program as paid in-service training -- typically one no more than one half-day per week (when in training).
7. Q: Is it the responsibility of the ECE and AS Training, Coordination and Job Placement program to track hours worked and in training?
A: One of the responsibilities outlined in the RFP is the respondent(s) tracking of training and coursework attendance of JOBS NOW! LIFT participants to provide to the Employer of Record to ensure proper record of attendance for off-site in service training time paid with ARRA funding.
8. Q: What type of training should be included in RFP 436 description and budget language?
A: Induction training, in-service training, and unit bearing coursework should be described and budgeted.
9. Q: Will there be multiple awards, more than one contractor, considered for the ECE and AS Training, Coordination and Job Placement program?
A: It is possible that more than one respondent may submit a proposal and awarded a portion of the contract. The strongest proposals will likely be those that can address the full range of services requested in the RFP either directly by one agency or through a collaborative in creating a partnership, or partnerships, that are comprehensive in program approach and maximize resources to support JOBS NOW! LIFT participants and participating employers serving all three age groups: infant/toddler, preschool, school age.
10. Q: Does the respondent(s) for the ECE and AS Training, Coordination and Job Placement program need to have the capacity to serve individuals who want to work with infants and toddlers?
A: Yes, the strongest proposals will be from respondent(s) that create a program design either through direct or subcontracted services to achieve job placement, training, and case management, amongst other deliverables, to JOBS NOW! LIFT participants that desire to work with infants and toddlers, preschoolers, and school age.
11. Q: Do the individuals participating in JOBS NOW! LIFT need to complete 16 – 24 units by the end of the contract term?
A: No. The respondent(s) are instructed to create two coursework pathways for JOBS NOW! LIFT participants to follow; an ECE or AS pathway to lead to certification. Some courses will be relevant for both pathways. It is anticipated that JOBS NOW! LIFT participants starting by January 2010 will complete approximately 9 to12 units during the course of the program.
12. Q: What is the class size required for City College courses that JOBS NOW! LIFT participants will be attending? What is the cost per unit at City College that should be included in the budget?
A: Because funding utilized for the RFQ 436 are special funds, the class size is restricted by optimal learning environment versus funding restrictions. The cost per course per unit at City College of San Francisco is approximately $2,000 per unit. It is anticipated that coursework may need to be offered in Cantonese, Spanish and English, which may bring down the overall size of cohorts within classes. Classes may not be limited to only JOBS NOW participants, but the direct purchasing of the class will ensure JOBS NOW LIFT participants have access to the desired coursework.
13. Q: Should the budget include funding for tuition for students, books, etc.?
A: The proposal should include estimates for student related expenses, such as tuition, health fee, and book allowance. The budget should also reflect the cost of fingerprint clearances through Trustline.
14. Q: Who will be identifying and certifying employers and JOBS NOW! LIFT participants placement?
A: The Human Services Agency of San Francisco is responsible for certifying and assessing JOBS NOW! LIFT participants and participating centers. A list of eligible centers and participants will be provided to respondent(s). Eligible centers and Afterschool programs will be recruited to apply. Head Start has already expressed an interest as have many Afterschool programs. DCYF will assist HSA with determining eligible Afterschool sites.
15. Q: Will the budget be capped for the ECE and AS Training, Coordination and Job Placement program (RFP 436)?
A: A budget cap was not published with the RFP. This is a new program that encourages innovation, collaboration, and partnerships in order for success. Budgets submitted for RFP 436 should be consistent with a program design that includes items listed in the scope of work and be competitive in nature. Cost efficiency will also increase the likelihood of extension of the program (or a version of the program) beyond the ARRA sunset date of September 30th 2010.
16. Q: How should language capacity be addressed in the program description and budget narrative?
A: Language should be built into the program design both in terms of case management and coursework. Based on historical ECE employment it is anticipated the JOBS NOW! LIFT participants, particularly many of those in the ECE track, may be limited English speakers.
17. Q: Will the JOBS NOW! LIFT participants displace current employees at certified centers?
A: No., JOBS NOW! LIFT participants are entry-level classroom aides that will not be considered part of the adult to child ratio for licensing or other program requirements. JOBS NOW! LIFT participants are intended to be support current staffing.
18. Q: Will the contract be awarded in a collaborative or a subcontract structure?
A: The contract may be awarded to one agency or a collaboration. The budget should reflect whether there is a subcontract planned for or the Respondent is proposing a collaboration that does not include renumeration
19. Q: How shall the proposals be submitted?
A: The original signed submission must be delivered by 3p.m. on October 13th, 2009. In lieu of multiple copy submissions, proposals may be submitted via email in PDF format by the due date with the exception of the signature page, which must be the original. PDF files must be submitted to and .
20. Q: What are the reporting requirements for ARRA funding?
A: The primary responsibility of ARRA reporting requirements for the participants will be the responsibility of the Human Services Agency, however it is recommended that contractor “time study” to document time spent working on the ECE and AS Training, Coordination and Job Placement program.
21. Q: If a new staff person needs to be hired to meet the ECE and AS Training, Coordination and Job Placement program needs, how should respondent(s) submit resumes for vacant positions?
A: If the respondent is either filling a position or creating a new position and has not recruited staff, resume(s) of the supervisor(s) should be submitted along with a job description and qualifications for the position to be covered in the contract. Upon award and hiring, the resume of new staff shall be submitted to the Contracts Department within 3-10 business days.
22. Q: When will RFP 436 be awarded?
A: The anticipated award date for RFP 436 is Monday, October 19, 2009.
23. Q: Who will be responsible for paying the JOBS NOW! LIFT participants?
A: The certified centers/programs employing JOBS NOW! LIFT participants are responsible for compensation for employees. HSA Child Care Program will monitor and authorize reimbursements to employers, similar to the WAGES+ program monitoring and dispersals.
24. Q: What is the turnaround time for HSA to reimburse for contractor invoices?
A: HSA Contracts Department works closely with fiscal staff to process submitted and complete invoices within 3-10 business days.
25. Q: Does HSA encourage or require collaborations to respond to RFP 436?
A: HSA encourages collaborations in order to submit a thorough response package that includes specialization in ECE and AS content knowledge.
26. Q: In terms of proposal format, will applicants be penalized for exceeding the maximum page requirement per section?
A: See the suggested page maximums included in the RFP. HSA Contracts Department encourages succinct responses to proposals but does not eliminate pages beyond maximum. In the experience of the Department review panelists respond best to succinct clarity rather than lengthy explanations.
27. Q: Are respondents required to contribute a 20% match to be awarded a contract to receive ARRA funding?
A: While HSA does not require a 20% match from respondents, any match that can be provided, in-kind or hard match is encouraged. The ARRA match is limited to non-federal sources.
28. Q: Is ESL and Vocational ESL built into the RFP?
A: The cost of ESL and VESL should be built into the program design and budget proposal.
29. Q: Should components of the scope of work be included in the budget format?
A: To the extent possible, items in the scope of work should be addressed in the program design section of RFP 436 as well as included in the budget format, where necessary (ie. Cost of Trust Line services). The budget should be consistent with the program design.
30. Q: Is the HSA budget format required when submitting completed RFPs?
A: HSA Contracts Department does not require use of HSA’s budget format, as long as all of the elements are included in budgets submitted.
31. Q: Will the respondent be required to create new training modules or utilize existing training models in RFP process?
A: HSA encourages respondents to utilize existing training models where appropriate.
32. Q: Why is the budget weighted so heavily in the RFP?
A: The budget is weighted heavily to reflect the importance of cost in program design and the solvency of the respondent.
33. Q: How should the staffing plan be displayed and defined in the budget?
A: The staffing plan should reflect the number of JOBS NOW! LIFT participants to be served, program design, including staff to participant ratio. The budget should include the number of hours/percentage position, wages, etc. for all staff dedicated to RFP 436.
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