Southcentral Mississippi Works

Workforce Development Area

Program Year 2018 WIOA RFP

Page 1 of 45

SOUTHCENTRAL MISSISSIPPI WORKS

WORKFORCE DEVELOPMENT AREA

Program Year 2018

REQUEST FOR PROPOSALS

for

(1)Adult & Dislocated Worker Career Training Services

(2)WIN Job Center OperatorServices

and

(3)Out-of-School Youth Services

Funded under the

Workforce Innovation and Opportunity Act (WIOA)

Release Date:

March 21, 2018

Bidders’ Conference:

April 3, 2018

Submission Deadline:

May 1, 2018 @ 12:00 NoonCST

Late submissions will not be accepted

Central Mississippi Planning and Development District(CMPDD) is an Equal Opportunity Organization

Auxiliary aids and services are available upon requestfor individuals with disabilities.

TABLE OF CONTENTS

Request for Proposal Timeline...... 3

Section 1 Introduction and Background...... 5

Section 2 Period of Performance and Contract Requirements..……………...………..9

Section 3 Proposal Review and Evaluation Process...... 10

Section 4 Program Description..………………….…………...…………………..….12

Section 5 Fiscal Elements……...... 13

Section 6 WIN Job Center OperatorServices.……….………………………………15

Section 7 Adult/ Dislocated Worker Services……...…………………………………18

Section 8Out of School Youth Services……...………..……………………..………24

Forms………………………………………………………………………………….31

Attachment 1………………………………………………………………………….45

Request for Proposal Timeline
Request for Proposal (RFP) Release / March 21, 2018
Bidders’ Conference
Central MS Planning & Development District office
1170 Lakeland Drive
Jackson, MS 39216 / April 3, 2018, 1:30 pm
Last day to submit RFP Questions / April 13, 2018
Proposals Due / May 1, 2018
Subaward Recommendation(s) Consideredfor Approval / June 7, 2018
Subaward Negotiations / June 8 – 29, 2015
Subawards/Programs Commence / July 1, 2018 or as soon as possible thereafter

SECTIONS 1 THROUGH 5CONTAIN CRITERIA AND ARE APPLICABLE TO ALLPROPOSALS.

SECTION 6CONTAINS CRITERIA AND IS APPLICABLE TO PROPOSERS FOR WIN JOB CENTER OPERATOR SERVICESIN ADDITION TO SECTIONS 1 THROUGH 5.

SECTION 7CONTAINS CRITERIA AND IS APPLICABLE TO PROPOSERS FOR ADULT AND DISLOCATED WORKER CAREER SERVICES AND TRAININGIN ADDITION TO SECTIONS 1 THROUGH 5.

SECTION 8CONTAINS CRITERIA AND IS APPLICABLE TO PROPOSERS FOR OUT-OF-SCHOOL YOUTH SERVICES IN ADDITION TO SECTIONS 1 THROUGH 5.

RESPONDENTS MAY SUBMIT A PROPOSAL TO PROVIDE ONE-STOP OPERATOR SERVICES, ADULT & DISLOCATED WORKER CAREER AND TRAINING SERVICES, OR OUT-OF-SCHOOL YOUTH SERVICES, OR A COMBINATION OF THESE SERVICES.IF MORE THAN ONE OF THESE SERVICES IS BEING PROPOSED, THE PROPOSER NEED ONLY RESPOND ONCE TO INFORMATION REQUESTED IN SECTIONS 1 THROUGH 5; HOWEVER, EACH PROPOSED SERVICE MUST BE SUBMITTED WITH ITS OWN SEPARATE BUDGET,PROGRAM NARRATIVE, BUDGET NARRATIVE, PROGRAM PLANNING SUMMARY, AND SCHEDULE OF DELIVERABLES. ONLY ONE MINIMUM THRESHOLD CERTIFICATION IS REQUIRED REGARDLESS OF THE NUMBER OF SERVICES PROPOSED.

SECTION 1 – INTRODUCTION AND BACKGROUND

Central Mississippi Planning and Development District (CMPDD) serves as the administrative/fiscal agent for the Southcentral Mississippi Works (SMW) Workforce Development Area, a consortium of seventeen (17) counties in the southwest/central area of the State of Mississippi designated under the Workforce Innovation and Opportunity Act of 2014 (WIOA). As administrative/fiscal agent, CMPDD is soliciting service providers to provide:(1) One-Stop Operator Services, as authorized by and in accordance with the WIOA law and accompanying applicable state and federal regulations and policies; (2 Adult and Dislocated Worker Services to customers who are unemployed, under-employed, disabled, or in need of career services and training;); and (3) Services to Out-of-School Youth who are disabled and/or economically disadvantaged and who possess one or more barriers to employment. The initial period of performance is July 1, 2018 through June 30, 2019. All activities funded under WIOA are authorized, approved and overseen by the SMW Local Workforce Development Board (WDB) and the Local Chief Elected Officials (CEO) Board.

WIOA funds are allocated by Congress on a program year basis, running from July 1 through June 30.

For more information on WIOA, its implementing regulations and any other information of interest, please visit

Provision of services specified in this RFP requires substantive knowledge and understanding of the WIOA law and any applicable regulations, state policies, procedures and directives related to WIOA.

1.1Proposer Eligibility

Eligible respondents may be:

•For profit organizations;

•Non-profit organizations;

•Faith-based organizations;

•Community-based organizations;

•Public agencies; or,

•A collaboration betweenany of these organizations.

SMW encourages the participation of respondents who are certified as small businesses, minority-owned firms, and women’s business enterprises. SMW is committed to Equal Opportunity in its subawardingprocess.

A consortium, joint venture, or collaboration of organizations with complementary skills and experience is permitted to respond to this RFP, however, the proposal must clearly demonstrate thatall contractual responsibility rests with one legal entity serving as the fiscal agent.

This RFP contains the requirements that respondents must meet in order to submit a responsive proposal.

Successful respondents will serve as sub-recipients of federal WIOA funds authorized and administered by the United States Department of Labor (DOL) and under the oversight of the SMW.

1.2 Solicitation

Target Populationto be served: / (1)Adults and Dislocated Workers who are residents of the geographic area and are 18 years of age and older; and (2)Disabled and/or economically disadvantaged Out-of-School Youth who are residents of the geographic area and are 17 to 24 years of age
Geographic Areato be Served: / The counties of Adams, Amite, Claiborne, Copiah, Franklin, Hinds, Jefferson, Lawrence, Lincoln, Madison, Pike, Rankin, Simpson, Walthall, Warren, Wilkinson, and Yazoo.
Initial Contract/SubawardStart Date: / July 1, 2018
Initial Contract/Subaward End Date: / June 30, 2019
Type of Contract/Subaward: / Cost-Reimbursementor Current Needs
Option to Extend: / SMW may extend the contract/subawards(s)with or without further negotiation,for an additional 3programyears, in increments of one year, depending on program performance, availability of funds, and if it is determined to be in the best interest of SMW.
EstimatedAvailable Funding (based on previous year’s funding): / Adult & Dislocated Worker Career Services = $1,500,000
WIN Job Center Operator = $1,400,000
Youth Services = $1,600,000

1.2Bidders’ Conference

For any organizations that intend to submit proposals and who wish to attend, a bidders’ conference to present RFP requirements and address questions will be held at:

Date: / April 3, 2018
Time: / 1:30 p.m.
Location: / Central MS PDD Office
1170 Lakeland Drive
Jackson, MS 39216

Due to space limitations, only two (2) representatives from each proposing organization may attend the Bidders’ Conference

1.3RFP Questions

To ensure a fair and objective evaluation, questions related to the RFP that arise after the Bidders’ Conference must be submitted via e-mail. Questions will be accepted via the email provided below through the following date and time:

Date: / April 13, 2018
Time: / 12:00 Noon CST
Email: /

Written responses to questions received will be posted on the CMPDD website. Questions that are received after the above deadline will not be answered. With the exception of the Bidder’s Conference, oral questions will NOT be accepted.

Only the responses on the website are considered clarifications to the instructions contained in this RFP.

No other sources of responses or clarification are considered valid.

1.4Addenda to this RFP

At the discretion of SMW, if it becomes necessary to revise any part of this RFP, an addendum will be posted on CMPDD’s website.

Respondents are responsible for checking the website frequently to remain informed about the procurement process, receive addenda to the RFP, read responses to questions submitted, and remain updated on other information that may affect this RFP.

1.5Ex-Parte Communication

Ex-parte communication or lobbying of any kind with any board member, SMW staff or other persons serving as an evaluator during the procurement process is strictly prohibited. Respondents that directly contact board members, staff or evaluators risk elimination of their proposals from further consideration.

1.6Right to Cancelor Negotiate

SMW reserves the right to delay, amend, reissue, or cancel, all or any part of this RFP at any time without prior notice. SMW also reserves the right to modify the RFP process and timeline as deemed necessary.

This RFP does not commit SMW to accept any proposal, nor is SMW responsible for any costs incurred by the respondent in the preparation of responses to this RFP

1.7General Information Regarding Submittal of Proposals

Proposals must be submitted in a format that is easy to read and understand.The proposermust avoid repetitious material,and must clearly demonstrate an ability to effectively manage and operate a program under WIOA and provide the services requested. All proposals must be delivered on or before:

Date: / May 1, 2018
Time: / 12:00 Noon CST
Location: / CMPDD
P. O. Box 4935
Jackson, MS 39296-4935 OR
1170 Lakeland Drive
Jackson, MS 39216

All proposals must be submitted in a sealed envelope and plainly marked, “WIOA Proposal.”

Proposers must provide one (1)original signed proposal, and five copies. Proposalswill not be accepted via facsimile, email or by any other means.

If a respondentelects to submit their proposals via U.S. Postal Service, UPS, or any other type of delivery service, the respondentis responsible for requesting proof of delivery date and time from their chosen carrier and for ensuring that the proposals are received by CMPDD by the stated deadline.

Proposals received after the denoted deadline date and time WILL NOT BE considered for funding regardless of method of delivery.

A responsive proposal is one that complies with both the format and the content requirements of the RFP. Failure to comply with any of the format or content requirements will render the proposal as non-responsiveand it will not be considered for funding.

Proposals will be received and maintained consistent with the Mississippi Public Records Act of 1983,being Chapter 424 of the General Laws of the State of Mississippi. In general, proposals will be exemptfrom disclosure until the evaluation and selection process has been completed. If a proposal containsany information that the proposer considers proprietary and does not want disclosed to the public or usedfor any purpose other than evaluation of the offer, all such information must be indicated with thefollowing statement:

"The information contained on pages ____, ____, ____, shall not be duplicated, used in whole or part forany purpose other than to evaluate the proposal, provided that if a subaward or contract is awarded to this office as aresult of or in connection with the submission of such information, the SMW has theright to duplicate, use, or disclose this information to the extent provided in the subaward or contract. This restriction does not limit the SMW's right to use information contained therein if obtained from another source."

Each page of the proposal that is considered proprietary should be marked "proprietary" at the topmargin.

RequiredProposal Content and Order:

  1. Transmittal Document
  2. Proposal Summary, including Organization Description, and Type(s)of Service(s) being proposed
  3. Table of Contents, including page numbers
  4. Program Description – if proposing for more than one type of service provision, there must be separate descriptions for each type
  5. Demonstrated Ability and Past Performance for each type of service proposed
  6. Program Narrative– if proposing for more than one type of service provision, there must be separate narratives for each type
  7. Program Planning Summary(not applicable to One-Stop Operator)
  8. Schedule of Deliverables
  9. Budget– if proposing for more than one type of service provision, there must be separate budgets for each type
  10. Budget Narrative– if proposing for more than one type of service provision, there must be separate budget narratives for each type
  11. Qualifications and References for each type of service proposed
  12. Completed and signed Minimum Threshold Certification

Proposal Format Requirements:

Font / 12 Point – Times New Roman
Pages / Single-Sided
Margins / One (1) Inch – This applies to ALL margins.
Spacing / Double-Spaced
Footer / The name of the organization submitting the proposal and the page number on each page, indicated as Page ___ of ___.

Proposers should use the forms included in this RFP. If a proposer opts to create their own forms, they must be identical to those included in this RFP.

SECTION 2 – PERIOD OF PERFORMANCE AND REQUIREMENTS

2.1 Period of Performance

The period of performance for service provider subawards or contracts resulting from this RFP is expected to begin on July 1, 2018 and end on June 30, 2019 (WIOA Program Year 2018). The SMW WDB and Local CEO Boards have the option to renew the contract for an additional three (3) program years, on a one-year at a time basis, provided that the organization has exhibited successful performance and that no monitoring or auditing questions or disallowances have occurred and that it is determined to be in the best interest of the SMW to do so.

2.2Contract/Subaward Provisions

Any contract or subawardawarded by the SMW will have the following characteristics:

  1. The SMW will reimburse the contractor/subawardee the lesser of:
  1. The actual allowable cost of operating the approved program, in accordance with the contract/subawardprovisions, requirements and the budget; or
  2. The obligated amount of the contractor subaward.
  1. Contractors/Subawardees will be paid on a cost reimbursement basis. Reimbursements will be made monthly on the basis of monthly accrued expenditure reports and other reports as required provided by the contractor/subawardee. If the contractor/subawardee is a state agency, the contractsubaward may be on a current needs basis at the sole discretion of SMW.
  2. All reported WIOA expenditures must be on the accrual basis of accounting and cumulative by program year allocation. Funds must be segregated in books of account and tracked by the appropriate cost categories for WIOA funds. Time sheets must be maintained for all staff and any program participants who are paid a wage; time sheets must document hours worked by funding stream. Documentation and receipts are required for all expenditures.
  3. Contract/Subaward funds are subject to detailed financial, program and compliance audits conducted by the SMW or any of its authorized agents including the US Department of Labor.
  4. Contracts/Subawards will consist of Terms and Provisions, signature page, statement(s) of work, the program budget, Budget Narrative, Program Planning Summary (if applicable) and the Schedule of Deliverables (if appropriate).
  5. All procurements and expenditures must conform to the requirements of 2 CFR 200, Uniform Administrative Requirements for Federal Grants.

2.3 Ethics

In accordance with the Mississippi Ethics in Government Laws and their applicability to members of the Local WDB, Board members must adhere to Ethics Commission Opinion 06-099-E, 04-076-E, and13-014-E. In accordance with Mississippi Ethics Commission Opinions, no WDB member shall have an interest in funds subject to WDB oversight. Therefore, 1) no non-profit or for-profit organization whose principals or staff are a WDB membermay receive acontract or subawardfrom SMW funded in whole or in part by WIOA, 2) no for-profit or non-profit organization that offers or intends to offer training on the state’s “eligible training provider’s list,” may receive a contract or subawardfrom SMW funded in whole or in part by WIOA. The prohibition lasts for one year after the interested WDB member’s terms ends. Thisprohibition does not extend to WDB members representing the public sector, such as community collegeor State agency representatives.

2.4 MinimumThreshold Requirements

To be considered, the proposing organization must meet all of the Minimum Threshold Requirements itemized on the Minimum Threshold Requirement form included in this RFP. Proposalsor proposers failing to meet any Minimum Threshold Requirement will be rejected and will not be considered for funding. The document must bear the original signature of the proposing organization’s signatory official.

SECTION 3 - PROPOSAL REVIEW AND EVALUATION PROCESS

3.1 Technical Information/Summary

All proposals submitted will first undergo a technical review. This review is conducted to ensure that all format, content, and technical requirements of the RFP have been met. Those proposals passing the technical review will be forwarded to an Evaluation Committee. Proposals that fail any requirement of the technical review, including format requirements, will not be forwarded to the Evaluation Committee forfurther consideration for funding.

The proposal must include a brief summary of the overall plan and goals of the program to include the following:

  • Describe your understanding of the overall purpose of the program, and what your organization expects to gain through its operation.
  • Describe the major components of the program being proposed.
  • Describe how your proposed range of services will result in positive outcomes and/or employment.

3.2 Proposal Rating

The following chart represents the evaluative weight that will be applied to each proposal received:

Section / Maximum Points Allowable
Format / 5%
Technical Information/Summaryand Minimum Threshold Requirements / 10%
Demonstrated Ability and Past Performance, including references / 30%
Program Description, Program Narrative, Implementation and Service Plan / 30%
Fiscal Elements, Budget and Budget Narrative / 25%

3.3 Selection Process

All proposals will be evaluated and scored by the Evaluation Committee using a standard scoring guide. Proposals determined to be most advantageous to the SMWWorkforce Development Area, including overall costs and other factors, may be considered in this determination. Priority may be given to those proposals that illustrate the most comprehensive range of services for the target populations.

SMW may select a proposal based on the initial information received without modification; however, SMW reserves the right to request additional data, conduct oral interviews, and/or conduct a management review prior to making a recommendation of an award.

If the results of any part of the proposal review indicate, in the opinion of SMW, that the proposed service provider may not be able to fulfill contract expectations, that the services proposed are not needed and/or are not beneficial to the goals of the SMW area, or that the costs are higher than SMW finds reasonable in relation to the overall funds available, SMW reserves the right not to execute a contract or subawardwith the organization, regardless of the proposal rating.

3.4Award Process

Each respondent submitting a proposal will be notified in writing of any fundingdecision. Resulting execution of a contract/subawardis subject to the following conditions:

  • Favorable evaluation and recommendation by the EvaluationCommittee and approval by the SMW WDB and the Local CEO Board.
  • Receipt of WIOA funds from Federal and State agencies.
  • Successful negotiation of any changes to the proposal required by the WDB or the Local CEO Board.

SECTION 4- PROGRAM DESCRIPTION