/ DutchessCounty Workforce Investment Board
3 Neptune RoadPoughkeepsie, NY12601 Telephone (845) 463-0517 Fax (845) 463-0247

SUMMER EMPLOYMENT 2011

Request for Proposals – Employment Component

*** The 2011-2012 NYS Budget includes $15.5 million for statewide TANF programs, the funds are not yet allocated for individual countySummer Youth Employment Programs.It is advisable that submitted proposals be accompanied by a flexible budget. This RFP is the same as the 2010 RFP and new proposals are not necessary unless desired. However,any budgets, staffing patternsand participantprojections must be certified as applicable to the summer program for calendar 2011***

I.Introduction

The Dutchess County Workforce Investment Board (DCWIB) is soliciting competitive proposals for summer employment and workforce readiness training for TANF eligible youth residing in DutchessCounty with two separate Requests for Proposals (RFP). This RFP is for the employment component of the program. Proposals will be funded to employ youth in positions that will give them the opportunity to be challenged and productive, enhance their self-esteem, and develop transferable skills applicable to entry level jobs participants may apply for in the future.

II.Submission Information

Please send theoriginal and 6 copies of your proposal to Laraine Kautz at the address below for receipt no later than 12:00 noon on Friday, May 13, 2011. Proposals postmarked or hand-delivered after this date and time or incomplete applications will not be given funding consideration. Programs that were not successful in filling all of their required slots in previous years may be excluded from funding consideration. The DCWIB reserves the right to terminate this RFP process at any time.

Each application must include:

ATTACHMENT A: Cover sheet

ATTACHMENT B: Program Narrative

Briefly Describe:

a)the structure of your summer employment opportunity (maximum 3 points)

b)the targeted population(s) and recruitment strategy

c)list of employers you will be working with this summer, number of positions available at each location and the type of work the youth will be doing (Attach all job descriptions)(maximum 6 points)

d)how the youth will be supervised(maximum 3 points)

e)the way in which the program aligns to the DCWIBmission

( 3 points)

f)the way in which emerging workers will be evaluated and mentored (maximum 3 points)

g)they way in which your program will challenge the youth to apply their on-the-job training (maximum 3 points)

h)the way in which the youth will be taught how to articulate their newly acquired transferable hard and soft skills(maximum 3 points)

i)the allocation process amongst your various funding sources and the percentage of Summer TANF funds being allocated to your operation should it be awarded(maximum 3 points)

j)the agency’s strategies for handling under-spendingin each category during the 2011program(maximum 3 points)

As Applicable:

k)alternative responsibilities for rainy or intense heat days

l)how program flexibility will accommodate youth with non-traditional schedules (i.e. summer school students)

m)why slots were not filled or were dropped in 2010 and how the agency has implemented processes or procedures to prevent this in the 2011 program year

n)why funding was not fully expended in 2010

ATTACHMENT C: Annual Operating Budget

ATTACHMENT D: TANF 2011 Program Budget Form

ATTACHMENT E: Worksite Agreement Template(developed by service provider)

ATTACHMENT F: Certificate of Insurance and Workers Compensation Covering Program Period

ATTACHMENT G: Copy of most recent 990 Audit Report if you have not had a contract with the County

of Dutchess in the past 12 months

ATTACHMENT H:Copy of the orientation material used to introduce youth to the Dutchess County SYEP

(should include information on employment and the county-wide on-the-job training component)

III.Contact Information

For further information or questions, please contact:

DutchessCounty Workforce Investment Board

Laraine Kautz

Program Manager

3 Neptune Road

Poughkeepsie, NY12601

Phone: (845) 463 - 0517 x 204Fax: (845) 463 – 0247

E-mail:

IV.Timeline

RFP Release Date: 04/07/11

Letter of Intent Due Date: 04/15/11

Bidders Conference:04/26/11, 2:30 p.m. at DCWIB

Proposal Due Date: 05/13/11, 12:00 Noon at DCWIB

RFP Review Date:TBA, pending funding

Award Announcements:TBA, pending funding

V.Program Timeline

The 2011 Summer Youth Employment Program can run through September 2011, which means youth employees may continue work until September 30, 2011. Programs must ensure youth are working within the labor laws. Please note that with the dual RFP format, programs will have to be flexible and release youth to participate in a 5 day on-the-job training component and will have to provide supervisors (a 1:10 ratio) to accompany the youth to the on-the-job training site. Supervisors are encouraged to bring professional or personal work to tend to as they will not be permitted to interact with their student staff during training hours. If you know at the time of this RFP dates that are not good for your program please note that in your proposal. The on-the-job training provider will be notified and make accommodations wherever possible. Additionally all youth participating in the on-the-job training component are expected to be prepared and in uniform. Employees not cooperating with guidelines will be reported and docked in accordance to policy.

Job Descriptions

Job descriptions will be collected for review by the DCWIB and the RFP committee as well as for use during the on-the-job training component. All participating youth should receive a copy of their job description at the time of being hired and a signed copy should be submitted to the DCWIB in accordance with the reporting schedule.

Job descriptions should include the following information at a minimum:

  • the title of the position
  • reporting relationships
  • location / working conditions
  • duties and responsibilities
  • key skills and knowledge
  • hourly wage

Population to be served and Definitions

Youth must be TANF eligible. Programs are responsible for providing proof of TANF eligibility as outlined below for each youth employed before reimbursement will be made. All copies of eligibility documentation must be kept in individual participant files in accordance with NYS guidelines and be made available for monitoring. Additionally, all youth must identify other SYEP TANF employers they’ve had in previous program years.

TANF Qualifying Criteria / Eligibility Documentation
Participant must be resident of NYS / ►Electric, telephone or cable bill
or if not available
►Family mailing address on envelope
Participant must be United States citizen or TANF Qualified Alien / ►Birth certificate
and
►Social security card for the participant
Participant must have working papers appropriate to their age / ►Working papers for 14-15 year old
or
►Working papers for 16-17 year old
Participant must be under age 18 or age 18 if attending full-time secondary school or its equivalent / ►Show birth certificate if under age 18
or
►Last quarter report card and birth certificate if age 18
Gross monthly income of the participant’s family must not exceed 200% of the federal poverty level / ►Family income- in the form of pay-stubs, SSI payment statement, food stamp statement or other official indicators
and
►An official ID for each person identified as a family member -in the form of birth certificate, passport, social security card, drivers license or non-drivers NY State ID

TANF eligibility must meet the200% of Poverty Income Guidelines for 2011. If the family’s income is greater than that listed they are not eligible for the TANF program. TANF eligibility is also guaranteed if the youth is receiving food stamps, HEAP or SSI. Documentation of this information must also be in the participant file. All candidates must be screened by Dutchess County DSS for eligibility; should eligibility not be determined then providers must use the 200% Application. Should funding be available technical assistance will be arranged.

VI.Performance Requirements and Reimbursement Methodology

25% of award advanced upon execution of contract

25% of award with completed eligibility for planned number of youth, and submission of completed reports

25% of award with completed portfolios, budget documentation and submission of completed reports

25% of award with completed final reports (to be reconciled against actual expenses)

The DCWIB expects that the staff working with this summer program will have no familial ties to the youth they supervise or mentor and are under no circumstances to be paid with TANF funds.

All programs that receive funding through this RFP will be required to have worksite agreements with each work site where the youth work and/or are employed. This worksite agreement must include:

  • An estimate of the number of participants assigned to the worksite, including names and ages of specific participants.
  • Description of activities or job description and work hours
  • Assurance of adequate supervision for each participant, accountability for time and attendance
  • Assurances that in case of inclement weather conditions alternative duties will be assigned to participants working on outdoor worksites
  • Address and contact person at the worksite
  • Assurance that sufficient work will be available to occupy all participants during work hours
  • Assurance that all immediate worksite supervisors will receive orientation as to their duties and responsibilities to the program and participants
  • Assurance that substitute supervision will be available in the absence of the regular supervisor
  • Assurance that participants will not be paid for unexcused absences, un-worked hours or recreational activities.
  • Assurance of a safe and healthy working environment
  • Assurance that the host site will adhere to the provisions of child labor laws
  • Assurance that sufficient equipment and/or materials will be available to carry out work assignments

In addition to the worksite agreement, programs receiving funding through this RFP must provide the youth with a safe work environment. Meaning, all contractors and sub contractors must certify that worksites meet all federal, state and local standards appropriate to the conduct of their business.

Note DCWIB will monitor all programs throughout the summer.

Funding provided by the County of Dutchess and the Dutchess County Department of Social Services

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