Questions & Answers: RFP - Title I-B Adult, Dislocated Worker, Youth & One-Stop Operator
- Page 5 of the RFP denotes 4 Centers that function as Service
Delivery points. Pages 4, 7, and 8, however, denote a 5th location in Paola. Is the Paola office still open? And if so, is it a full-time or part-time Service Delivery Center? How many staff are dedicated to that center and how often?
The Paola Office is open, however has not been a full service delivery point. The office has been staffed by one KHPOP representative (Board Staff) and one TAA representative (Commerce staff) until April 1, when a WIA (DESI) staff person was added. The Board believes growth in Miami County warrants greater attention by this office than has been previously provided and welcomes innovative ideas by proposers for allocation of resources area-wide.
2. Page 8 indicates that there are 2 KHPOP Staff employed by the Board. Will these positions remain as "Board Staff," or will they potentially be employees of the winning bidder?
The Board is open to discussions with the successful proposer regarding the assignment of KHPOP personnel to the extent there is no adverse impact on the total compensation of the two (2) KHPOP employees. The Board welcomes innovative plans by proposers for allocation of resources area-wide.
3. We presuppose that sealed bids are due at 5PM "CDT," as opposed to "CST" that is written in the proposal.
Yes
4. On page 11, in reference to the available KHPOP funds-1,477,478 million-is that figure representative of PY13 in isolation, or, does it represent funding for the entire life of the grant, or the remaining life of the grant, or something other?
The KHPOP Grant is awarded by HHS and not DOL. The figure provided is representative of the CY 4 award to Local Area 5 which will expire November 2015.
5. Can you elaborate on the nature, scope and duration of the"NEG" WIA training funds referenced on page 11?
The only NEG funds currently available to Local Area V are for Dislocated Worker Training (DWT NEG). This grant is limited to WIA “training services”, has a priority on ‘long-term’ unemployed (defined as 27 weeks or more) and a minimum 25% expenditure for ‘work-place learning’ such as OJT, Registered Apprenticeship or customized training. This grant provides additional resources to fund training opportunities for long-term unemployed while leveraging the existing formula resources for core, intensive, staff and operating costs through co-enrollment. Local Area V requested $110,000 through this grant which expires June 30, 2015.
6. On page 14, item "j.", in reference to the maintenance of"Central" case management and fiscal files, does the maintenance of said files require they be physically housed in a single, centralized location, or may the physical storage of said files be in a decentralized fashion, across multiple locations?
It is the long term goal of the Board to have all files/documentation maintained electronically. In the interim, the Board welcomes input by the Project Operator for efficiencies in record maintenance/retention while ensuring the safeguarding and integrity of data and its maintenance.
7. Is there currently a financial 'cap' on the value of ITAs, andif so, what is that cap?
Current Board Policy states:
- WIA . . . ITAs are available for a maximum of $3,000 (or within a twelve (12) month contract year period for KHPOP) for training programs completed within two (2) program /contract years (24 months) or less. The Project Director may approve exceptions up to $1,000 above the training limit, up to six (6) months over the WIA Title 1B ITA length.
- Adult and Dislocated worker OJT contracts are limited to $7,000 without approval from the Project Director.
- The Project Director may make exceptions for the H1B OJT Engineering grant, not to exceed a total of $25,000.00 after approval of the OJT contract has been received from the Kansas Department of Commerce.
- OJT contracts are limited to six (6) months; however, the Project Director may make exceptions for an additional six (6) months, not to exceed a total of twelve (12) months.
- Southeast KANSASWORKS, Inc. reserves the right to make the determination that training funds are limited. In the event of such a determination, training scholarships will be allocated using the LA V Priority of Services Policy.
- Eligible participants in approved training programs may have Supportive Services available with a maximum of $2,500.00 for the program year (not to exceed two (2) program years).
- Exceptions allowed in LA V Policy must be justified and documented in both the participant case file and fiscal file.
The Board welcomes innovative plans by proposers for allocation of resources area-wide. The Project Operator is always welcome to recommend modifications to Local Area Policies for the improvement of service delivery to the Executive Director.
8. Does the LWIB's handling and payment of "utilities" includetelephone, internet, and fax costs?
Yes
9. Does the LWIB's handling and payment of "equipment" costs/feesinclude photocopiers and their affiliated expenses (i.e., copier maintenance, paper, toner, etc...?)
Currently, the Board has equipment leases for copiers in the Independence, Pittsburg and Emporia office which include maintenance. Paper and toner is not included, but considered a One-Stop supply expense. The Board welcomes innovative proposals resulting in economic efficiencies.
10. Is the provision of active and ongoing I.T./MIS/NetworkManagement/Administration/Support handled by the LWIB, or will that be a responsibility assumed by the winning bidder?
The Board currently provides for those functions.
11. Page 1 - Appendix B-1 appears to be a Transition Budget form.Will there be transition funds available for a new vendor? The date on the transition budget page is June 2013. Should the date be June 30, 2014?
The Proposer should provide a budget for any necessary transition costs allocable to this project and the Budget should be for June, 2014.
12. On Page 7 of the document there is a reference to a 40%training expenditure rate. Later on Page 11, there is a reference to 45% training expenditure rate. For the purpose of budgeting, which is correct?
40% is a State goal, 45% is the goal of the Local Board.
13. On Page 11, J. Availability of Funds, what Board costs will becharged to the remaining 55% of the funds? Is it a percentage or a fixed amount to be charged by the Board? Does this amount also include costs for facilities?
Board staff costs, board operating costs, all system facilities (lease, utilities, furnishings, etc.), system-wide equipment costs (lease, purchase and maintenance), workforce system maintenance and enhancement costs and participant training and support costs are paid by the Board in addition to contracted services, including the Project/One-Stop contract.
14. There is no reference to allowable costs for overhead andprofit. Is there a maximum level allowed?
All costs a Proposer expects payment for should be included as “other” and specified in the proposed budget and explained in the narrative.
Cost must be reasonable, necessary and allocable to the funding source charged.
Profit must be reasonable considering the degree of risk the Project Operator assumes.
15. What funding streams allow overhead and profit?
Currently, the local Board has one grant, DWT NEG, which limits the amount of staff costs. This grant is for $110,000 and limits staff costs to $1,000 maximum reimbursement of staff costs associated with the development/servicing of OJT contracts. DWT NEG participants are expected to be co-enrolled as DW participants with associated costs allocable to Formula DW. All other funding streams have provision for typical staff, case management and operational expenses.
16. Are there funds available for Rapid Response? If so, who isresponsible for RR activities, the Operator or Dept. of Commerce staff?
Rapid Response funds, in addition to regular DW Formula funding, is available upon request and approval from the Department of Commerce. The Project Operator is responsible for program activities, including Rapid Response. The current Project Operator has not requested additional funds for either Rapid Response or Additional Rapid Response during the current Program Year.
17. How many Department of Commerce Wagner-Peyser, RES, REA, TAAand Veterans staff in Local Area V and how are they allocated by office?
Paola - 1 TAA
Pittsburg - 3 WP, 1 DVOP (vet), 1 regional mgr
Chanute - 1 WP
Independence - 2 WP, 1 DVOP (vet)
Emporia - 3 WP, 1 TAA, 1 DVOP (vet) vacant at present
We don't have any REA staff, we don't do REA in our area. WP staff in Emporia, Indy and Pittsburg do RES and charge 10-15% of their time. One WP staff each in Indy, Pittsburg and Chanute also do TAA as needed.
18. The dates on Appendix B-1, B-2 and B-3 appear to be off by a year.
Yes. Please correct on the Proposal submitted.
19. Is the 45% expenditure rate applied to WIA Youth? If not, isthere an expectation for youth dollars spent on occupational training, work experience, paid internships, etc.
The local 45% training related expenditure goal is applicable to Adult and Dislocated worker funds.
19. In reference to Page 11, J. Availability of Funds. Of the funds identified in this section, what is the dollar amount available to the One-Stop / Project Operator for operations for the purposes of developing the proposal budget?
What we are looking for is a One-Stop Operator to proposethe actual budget they would need to conduct business.
20. Are there funds available to support overhead and profit in KHPOP?
Funds for staff costs allowed to charged to indirect and profit if allowed by the grant.
21. Should Appendix C-1 read July 1, 2014 to June 30, 2015 and Appendix C-2 read July 1, 2015 to June 30, 2016?
Yes, Appendix C-1 should read July 1, 2014 to June 30, 2015 and Appendix C-2 should read July 1, 2015 to June 30, 2016.
22. Page 22, Can the annual reports come from local MIS systems or are you interested in the official state released Annual Reports?
We are interested in “official” state released annual performance reports. If you have local annual performance reports available which differ from state released reports, feel free to submit.
a. Does this question refer to all workforce contracts that the proposer operates?
The instructions refer to any available annual performance reports for the past two years. If annual performance reports are available for all workforce contracts that the proposer operates, please attach.
23. What is the current Integration plan/model for LAV? Is there functional supervision between WIA and WP staff?Yes, there is functional supervision between WIA and WP staff.
24. Do KDC and WIA staff members share responsibility for determine eligibility/collect appropriate documents for WIA programs or are referrals being made to determine WIA eligibility?
KDC refers and WIA staff are responsible for making the eligibility determinations.
25. Who are the current collocated One Stop Partners by location?
Refer to question #1
26. Is there a Virtual One-Stop Strategic Plan?
No, there is no Virtual One-Stop Strategic Plan. Local Area V is part of the state workforce delivery system including KANSASWORKS.com, which provides virtual services such as program information, customer registration, assessments, resume writing/posting, and job search.
27. Is there a LAV Strategic Plan?
Yes, we have the Local Area V Workforce Integrated Plan for period of January 1, 2013 to December 31, 2017.
28. What does the BOD own? Supplies, equipment, desks, chairs, etc.. Will those supplies be usable by a new vendor or will a new vendor required to purchase all supplies, including computer equipment?
Refer to question #13. Supplies, computers, office furniture, etc., will be available to the selected vendor.
29. Is there current contractor proprietary curriculum in place that would be unavailable if the contract was awarded to a different contractor?
No, there is not a proprietary curriculum in place.
30. Does the BOD own a separate participant tracking system other than KANSASWORKS.com?
No, we do not own a separate participant tracking system.
31. What is the average monthly customer traffic at each of the one-stops?
Chanute-165
Emporia-648
Independence-573
Paola-137
Pittsburg-685
32. What is the WIA current case load by one-stop and WIA program?
Cases / Staff / AverageChanute / 75 / 1 / 75
Emporia / 186 / 3 / 62
Independence / 140 / 3 / 47
Paola / 1 / 1 / 1
Pittsburg / 262 / 3 / 87
Paola has not had a WIA staff member until the new staff member started on 3/31/2014.
KHPOP Career Coaches
Cases / Staff / Average
Independence / 40 / 1 / 40
Paola / 75 / 1 / 75
33. Does the BOD have any plan on adding new one stops or reducing current locations?
Refer to question #1.
34. What is the estimated availability of funds for a one stop operator and WIA program operator after all the BOD costs are taken out. Section J lists funds and availability, are those estimates all inclusive or just the operators funds?
Refer to question #13