North Carolina Youth Summit
Request for Proposal 2014-2015
To: Potential Bidders of North Carolina Youth Summit
From: North Carolina Youth Summit Planning Committee
Date: October 10, 2014
Re: Solicitation of RFPs for Youth Summit
The North Carolina Youth Summit Planning Committee (NCYS) is soliciting Request for Proposals (RFPs) for the procurement for a youth summit.
The Summit is made possible by the sponsorships of the participating Workforce Development Boards.
The NC Youth Summit is a one and a half day, annual event. It is designed to provide opportunities for young adults in the Workforce Investment Act programs throughout the state to come together to collaborate, learn from one another, exchange ideas and act as “one voice” in issues relating to workforce development in North Carolina.
The NCYS Planning Committee will not pay any costs associated with the preparation of the RFP. The NCYS Planning Committee will not be responsible for funding a RFP in whole or part. The NCYS Planning Committee reserves the right to negotiate terms of all parts of a RFP approved for funding.
All RFP’s are due to the NCYS Planning Committee no later than 5:00 pm, Monday, November 10, 2014. Only completed RFP’s will be accepted and reviewed by the NCYS Planning Committee.
Table of Contents
A. History of NCYS Pg.3
B. RFP Content Pg.4
C. Bidder’s Cover page Pg.6
D. Proposal Questions Pg.7
E. Financial Capability Pg.8
F. Workshop Proposal Pg.12
G. Presenter’s Bio Pg.13
H. Vendor’s Form Pg.14
SECTION ONE
HISTORY OF THE NORTH CAROLINA YOUTH SUMMIT
The NC Youth Summit was developed out of the idea for Young Adults from across the state of North Carolina to come together to evaluate and address statewide critical youth issues, identify commonalities, share best practices, and develop value added solutions.
The Youth Summit founders were Margie Parker, Workforce Development Director from the Cape Fear Local Area, Sheryl Lange, Youth Program Manager from Northeastern Local Area, Keith Lipscomb from Greensboro/ High Point/ Guildford Local Area, and Barbara Bergman (former YouthLeads Coordinator). In 2005, after attending a Summit together in Wilmington, the four arranged to meet and discuss ways to bring young adults from across the state together to voice their concerns and ideas on ways to improve youth services.
In 2006, Lashauna Parker (Cape Fear Workforce Development Board) and Allison Bowers (Davidson Workforce Development Board) met up at the NAWDP Summit in Charlotte. The two continued the conversation and planning that began with Mrs. Parker, Mr. Lipscomb, Mrs. Bergman and Mrs. Lange.
Allison and Lashauna put their heads together and decided that they would work to plan a Statewide Youth Summit for youth in the Workforce Investment Act programs. Lashauna and Allison polled every Local Area in North Carolina in order to collect feedback from Youth Council’s over their concerns for youth and their interest in convening youth for a summit. The results were outstanding! Over eighteen local areas expressed interest in serving on the planning committee and wanted to see this event come to fruition.
The impact the summit would make would send a positive message across the state of North Carolina of the importance of a Youth Voice. The youth’s voice would emphasize the difference that youth can make in restructuring Workforce Investment Act Youth programs and services to be successful in reaching them which would truly benefit, achieve internal rewards, and achieve unforgettable landmarks that they could look back on later in life to say “WOW, I did that!!” The benefits of the Youth Summit include the following opportunities:
· Strengthening collaboration efforts among local areas;
· Empowering youth to Make a Difference in their Communities;
· Providing youth an opportunity to engage, listen and share youth issues across the state, determine commonalities and differences and develop solutions as One Voice;
· Bringing youth from different cultures and backgrounds together in respect to each other’s differences; and
· Developing relationships to drive a passionate movement among our future leaders of tomorrow
Targeted Audience
Our target audience includes youth ages 16-21 in-school and out-of-school. The workforce development system serves a diverse youth population of individuals who have barriers to education, training, and employment. Youth attending the summit are sponsored by various youth agencies and programs across the state of North Carolina.
RFP Content
Your proposal must include:
1. Complete Cover Page
2. Written response to Section II, Questions 1-6, in the order presented.
3. Budget
4. Contractor Qualifications and Assurances
5. Letters of Commitment
OTHER REQUIREMENTS/NOTES
A total of five (5) proposals must be submitted. At least one (1) proposal must be an original, with original inked signatures. It should be marked "Original Signatures" in the upper right corner of the proposal. In addition to the required hard copies, the RFP should be submitted on disk form in Word format.
The required proposal document must be single-spaced, on one side of standard (8½ inch by 11 inch) unruled white paper.
Costs for developing the proposals are solely the responsibility of the bidders. The NCYS Planning Committee will not provide reimbursement for such costs.
A submitted proposal may be withdrawn prior to the proposal due date. A written request to withdraw the proposal must be submitted to the Damien D. Neville.
Proposals should be delivered to: / Damien D. Neville4036 Capital Drive
Post Office Box 7516
Rocky Mount, NC 27804
Proposals must be received by 5:00 pm on November 10, 2014. Any proposal submitted after the close of the solicitation period is late and will not be considered.
SECTION TWO
NORTH CAROLINA YOUTH SUMMIT
REQUEST FOR PROPOSAL
COVER PAGE
Organization: ______
Contact Person: ______
Address: ______
______Phone #: ______
Mailing Address (if different)
E-mail Address: ______Fax Number: ______
Website: ______
Requested Funding: ______
Target Number of Youth: ______
I hereby declare that the information provided in this RFP response is accurate, valid and a full disclosure of requested information. I am fully authorized to represent the organization listed above, to act on behalf of it, and to legally bind it in all matters related to the RFP.
Signature / Job Title / DatePROPOSAL QUESTIONS
Bidders should read the entire proposal packet before answering these questions.
Responses to questions should be limited to 10 pages and should be answered in the order presented. In addition, bidders must complete the cover page and budget information sections, as well as include attachments as indicated.
1. GENERAL PROPOSAL INFORMATION
a) Describe how the proposed program will fit into your organization’s mission and goals. Provide a brief overview of proposed program.
b) Describe your past experience and results delivering services in similar projects and/or to similar populations.
2. GENERAL PROGRAM OPERATIONS
a) Describe outreach and recruitment strategies. Include partnerships and subcontracts.
b) Describe how the summit will flow including keynote speaker, breakout sessions, entertainment, etc; (Include attached form)
c) Detail how your program will keep youth engaged during the summit.
d) Describe your staffing plan. Include positions, staff to youth ratios, and staff areas of responsibility as related to the outlined program. Include organizational chart. (Job titles should agree with titles used by the bidder in the budget summary).
e) Provide a detailed schedule of participants’ activities.
f) Describe the strategies you will use to motivate, and/or reward positive participation in the program.
g) Detail the standards or expectations you will require of youth participating in the program.
SECTION THREE
STATEMENT OF FINANCIAL CAPABILITY
Name of Service Provider:
I. The latest financial statement was prepared on .
II. It covers the period , ___ through , ___ .
III. An audit (circle one) was/was not conducted for these financial statements.
Name, address, and telephone number of auditor if audit conducted or independent CPA if compilation or review conducted:
IV. The Fiscal Year End is , 20 .
V. Circle the appropriate answer(s) to indicate the financial arrangements that are available to facilitate performance during initial phases of contract.
1. Own Resources Yes No
2. Bank Credit (If yes, name of bank and amount.) Yes No
3. Other (If yes, specify source and amount) Yes No
VI. 1. Is your organization incorporated? (Yes or No)
2. In what state is the incorporation authorized?
3. Are you registered with the Secretary of State’s office? (Yes or No)
4. Attach a copy of registration certificate to the proposal.
5. Is your organization licensed in the county in which you are doing business? (Yes or No)
6. Attach a copy of your license.
Signature:
(Print or Type Name and Title)
Date:
For private organizations, have an independent CPA complete the certification below. For governmental agencies, the signature must be that of the financial officer.
CERTIFICATION OF ACCOUNTING SYSTEMSI certify that has an established accounting system with internal controls adequate to safeguard assets, check the accuracy and reliability of the accounting data, promote operating efficiency, and permit compliance with the LOCAL AREA requirements. I further certify that the information provided with the balance sheet and CPA’s report is accurate and true.
Signature:
(Print or Type Name and Title)
Firm/Agency:
Date:
ATTACHMENTS
A. Five Letters of Support
B. Articles of Incorporations
C. Budget Breakdown- Including travel
Sample Workshop Proposal Form
NORTH CAROLINA YOUTH SUMMIT
Please use One Sheet per workshop proposal.
TITLE OF WORKSHOP:
BRIEF DESCRIPTION:
(200 words or less
All workshops will be provided with an Audio Visual Cart, Screen, LCD Projector, and Podium Mic
Presenters must provide their own laptop.
SUGGESTED PRESENTER (S):
(REPEAT THIS SECTION FOR EACH PRESENTER)
ATTACH A BIO FOR EACH PRESENTER
NAME: Title:
Agency:
Address/City/State/Zip:
Phone #: E-MAIL:
_____Attending Summit & need Hotel Room
_____Presenting workshop only—not attending Summit
NC YOUTH SUMMIT
VENDOR FORM
Please type or print neatly.
Vender’s Information:
Print Name: / Title:Signature: ______
Date: ______
Social Security # ______
Federal ID # ______
NCYS Request for ProposalsPage 14