Respondents’ OrientationRequest for Proposals for

Layoff Aversion / Business Process Improvement Services

COLLABORATION | EXCELLENCE | STEWARDSHIP

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Agenda

1. Welcome & IntroductionsKelley Ring

2. Proposal ContentRobert Chu and Coral Lin

3. Financial RequirementsBrian Helms and Kai Jackson

4. Procurement RequirementsEvelyn Ramirez

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Who’s in the room?

Name and organization

Welcome and Introductions

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MissionTo empower job seekers to meet the current and future workforce needs of employers in San Diego County.

VisionEvery business in our region has access to a skilled workforce and every job seeker has access to meaningful employment. Our goal is to be the leader of innovative workforce solutions.

Organizational Overview

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WHAT WE DO

ADULT PROGRAMS YOUTH PROGRAMS LABOR MARKET RESEARCH

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1.1 Solicitation

• Innovative business process improvement projects for the purpose of averting layoffs• Two contracts:• One for Advanced Manufacturing• One for another sector (Life Sciences, Clean Energy, or

Information and Communication Technologies (ICT))

Respondents may submit only one proposal per contract type. If submitting responses for both contract types, a separate proposal must be submitted for each.

Period of Performance• July 1, 2016 – June 30, 2017• Option to extend for two (2) additional one-year periods

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1.1 Solicitation

• Respondents may include:• For-profit organizations;• Nonprofit organizations;• Public agencies; and/or• A collaboration of these organizations

• SDWP committed to equal opportunity in its contracting process

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1.2 Estimated Funding

Sector Estimated Funding Availability Number of Contracts

Advanced Manufacturing $125,000 1

Clean Energy, Life Sciences, or Information & Communication Technologies $100,000 1

Total $225,000 2

Subject to change based on PY 16/17 allocations from DOL/State of California

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1.4 RFP Schedule and Timelines

Timelines Date TimeIssue RFP Jan 26, 2016

Respondents’ Orientation Feb 3, 2016 10:00am-12:00pm PST

Last Day to Submit Questions Mar 11, 2016 5:00pm PST

Notice of Intent to Submit a Proposal Mar 11, 2016 5:00pm PST

Last Day Answers Posted on SDWP Website Mar 15, 2016

Required Statement of Qualifications (SOQ) Mar 18, 2016 3:00pm PDT

Proposals Due Mar 18, 2016 3:00pm PDT

Oral Interviews and Evaluation Completion April 11-22, 2016

Adult Program Committee Recommendation May 26, 2016

Workforce Development Board Recommendation Jun 16, 2016

San Diego Consortium Policy Board Recommendation Jun 24, 2016

Effective Date of Contract(s) Jul 1, 2016

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1.8 RFP Questions

Written questions ONLY:LayoffAversionRFP@workforce.org

Respondents are strictly prohibited from contacting members of the Workforce Development Board (WDB), San Diego Consortium Policy Board (Policy Board), Adult Programs Committee (APC), San Diego Youth Council (Youth Council) or SDWP staff regarding this RFP other than as stated in Section 6.8 Conflict of Interest.

Timeline Date Time

Last Day to Submit Questions March 11, 2016 5:00pm PST

Last Day Answers Posted on SDWP Website March 15, 2016

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3.1 & 3.2 Background, Overview and Role of Layoff Aversion

• Rapid Response• Layoff Aversion as part of Rapid Response• Activities included in Layoff Aversion• Benefits of Layoff Aversion

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3.3 In-Demand Sectors

• Advanced Manufacturing

and

• Clean Energy;• Information & Communication Technologies (ICT); or• Life Sciences

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3.4 Program Design

• Identifying at-risk businesses• Assessment of at-risk businesses• Provision of services• Companies to be served• Performance metrics

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3.8 Tracking Requirements

Quarterly performance report updates using 122 Form (see Attachment D)

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4.4.4 & 5.4 Subcontractors

• Follow procurement procedures• Procurement may be done before or after

submitting a proposal• Are subject to SDWP approval prior to

implementation• Proposal identifies a specific subcontractor, SDWP

award of the grant does not provide the justification or basis to sole source the procurement of those services• Subcontracts shall include all requirements and

restrictions that apply to this contract•Must include a monitoring plan

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4.1 Required Documents and Page Limits

Documents Section Page Limit Points

Title Page 4.3 1 page

3Table of Contents 4.3 No limit

Executive Summary 4.3 1 page

Proposal Content 4.4 15 pages

65Organizational Chart 4.4.3 1 page

Résumés of Key Personnel 4.4.3 No limit

Past Performance Employer Recommendation 4.5 & Attachment H 2 complete questionnaires 7

Budget Shell 4.6 & 5 No limit

10Budget Narrative 4.6 & 5 No limit

Cost Allocation Plan, if applicable 5.1 No limit

Indirect Cost Agreement, if applicable 5.1 No limit

Conflict of Interest Disclosure 6.8 No limit --

Additional Attachments -- 5 pages --

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4.2 Formatting Requirements

Criteria

Font size 12 point

Font Times New Roman

Margins At least one inch

Line spacing Double-spaced

Pages Single-sided

Page numbering Numbered sequentially

Language English

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4.5 Past Performance Employer Recommendation

• Attachment H: Past Performance Employer Recommendation• Ensure two (2) referring employers submit completed Past

Performance Employer Recommendations• Projects conducted in past five (5) years

• Submission Instructions• Must be completed and EMAILED directly to

LayoffAversionRFP@workforce.org• Deadline March 18, 2016 at 3:00 PM (PDT)

• Points• Points may be deducted if SDWP does not receive two (2)

questionnaires via email from the referring business by the deadline.

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4.6 Cost Reasonableness of Proposed Budget

• See Budget Instructions (Attachment J)• Budget Shell (Attachment K)• Budget Detail• Personnel Detail• In-Kind Personnel Costs• Expenditure Plan

• Budget Narrative (Attachment L)• If applicable:• Cost Allocation Plan• Indirect Cost Rate

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4.6 Cost Reasonableness of Proposed Budget (Total 10 points)

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ØBudget Shell (Attachment K)• Budget Detail• Personnel Detail• In-Kind Personnel Costs• Expenditure Plan

ØBudget Narrative (Attachment L)ØBudget Instructions (Attachment J)ØIf applicable:• Cost Allocation Plan• Indirect Cost Rate

5.2 Program/Administrative Support vs. Program Costs

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Program/Administrative Support Program  Costs

• May  not  exceed  5%

Includes  salary and  wages  for  staff  in• Finance• Human  Resources• Payroll• Legal• Property  Management• Any  associated  activities  for  above  functions  (rent,  IT,  

supplies,  etc.)  • Example:  office  space  for  payroll  person

• ProgramDirector• Case  Manager• Business  Service  Representative• Data  Management• Subcontracts• Any  associated  activities  for  the  above  functions  (rent,  

IT,  supplies,  etc.)  • Example:  cell  phone  for  program  staff

5.3 In-Kind and Cash Match Resources

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Examples Documentation

• Staff  time• Participant expenses• Equipment• Facilities

• Letter  of  Commitment• Memorandum  of  Understanding  (MOU)

Required  for  contractors  to  keep  auditable  supporting  documentation  (Ex.  Invoice,  timecard)

Follows  the  same  rules  as  reimbursable  costs  (Reasonable,  Allowable,  Allocable,  Necessary)

• Personnel Detail Sheet

• Project Budget Detail

• In-Kind Personnel

• Expenditure Plan

Instructions –Attachment J

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Attachment  K:  Budget  Shell

26

Attachment  K:  Budget  Shell  – Personnel  Detail

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Attachment  K:  Budget  Shell  –Personnel   Detail  In  Kind  

28

Attachment  K:  Budget  Shell  – Program  Detail

29

Attachment  K:  Budget  Shell  – Program  Detail

30

Attachment  K:  Budget  Shell  – Program  Detail

31

Attachment  K:  Budget  Shell  – Program  Detail-­‐ corrected

fg

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Attachment  K:  Budget  Shell  – Expenditure  Plan

• Input  whole  numbers,  no  decimals.  

• Total  amount  should  be  equal  to  your  total  budget  amount    (on  program  detail)  

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Attachment L: Budget Detail Narrative

Include narrative for in-kind• Personnel: List job title and summary of the job description.

Salary limit for 2016 is $183,300.Subcontract: description of their service

Breakdown of what is included in cost, and show methodology• Supplies/Equipments/Facilities/Participants/Staff training/Other:

Ex. Office supplies $600. copy paper, pens etc. $50/mo for 12month Ex. Laptop $2,700. $900 laptops for 3 case managers.Ex: (In-Kind) Rent $24,000. Main office rent $2,000/mo for 12month.Ex. Indirect cost $10,000. 10% approved rate based on total direct cost of $100,000.

Required if indirect costs, multiple contracts, or multiple funding sources exist.

Provide following items•Description of Organization structure•Organization chart•Show the methodology by listing cost pools, describing base of allocation and type of cost in each pool

Where to find guidance•Operations Manual Chapter 6 Section 6.14.3

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5.1 Cost  Allocation  Plan

Acceptable Allocation Bases

•Staff time – time sheets•Facilities – space usage•Equipment – usage or machine hours•Participant Count – number of clients served/placed

Unacceptable Allocation Bases

•Prior period results for future periods•Pre-determined cost (budget)

5.1 Cost  Allocation  Plan

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• The  Rate  should  be  approved  by  a  Federal  Cognizant  Agency

• Only  for  direct  recipient  of  Federal  grants  and  funded  by  multiple  funding  streams

• The  Agreement  should  clearly  indicate  the  base  used  to  calculate  the  cost

5.1 Indirect Cost Rate Agreement

1.7 Statement of Qualifications (SOQ)

• 15 pages requesting information:• Legal status• Organization classification• Organizational chart & goals• Contractual history• Financial resources & performance history• Insurance• Financial management• Certification regarding signature authority, debarment, and records

storage

• SOQ Questions email procurement@workforce.org• Find the SOQ here: http://workforce.org/rfqrfp-opportunities

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6.8 Conflict  of  Interest

•Conflict of Interest Disclosure – Attachment I.

•All Respondents must fill this out and submit if even if there are no actual or potential conflicts of interest.

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6.9 Ex-Parte Communication

• It is the policy of SDWP to prohibit ex-parte communication with any:• Board member (Policy Board, WDB, APC, or Youth

Council), or • SDWP staff and consultants

• Respondents that directly contact board members or evaluators on matter related to this RFP risk elimination of their proposals from further consideration.

• All Respondent must include a Conflict of Interest Disclosure Form - Attachment G, even if no real or potential conflicts exist.

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6.2 Evaluation Criteria

RFP Scoring MethodologySection Content Points

4.3 Title Page, Table of Contents, and Executive Summary 3

4.4 Proposal Content 65

4.5 Past Performance Employer Recommendation 7

4.6 Cost Reasonableness of Proposed Budget 10

Written Proposal Total Available Points 85

Oral Presentation Total Available Points 15

Total Available Points 100

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6.2 Evaluation Criteria & Oral Interviews

• Proposals scored with a minimum of 70 out of 85 points will move on to Oral Interviews.•Oral Interviews are worth 15 points

•No more than 15 minutes•Q & A with evaluators• Evaluation of content and oral communication skills

• April 11-22, 2016

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Question and Answers

Written questions ONLY emailed to:

LayoffAversionRFP@workforce.orgRespondents are strictly prohibited from contacting members of the Workforce Development Board (WDB), San Diego Consortium Policy Board (Policy Board), Adult Programs Committee (APC), San Diego Youth Council (Youth Council) or SDWP staff regarding this RFP other than as stated in Section 6.8 Conflict of Interest.

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Key Dates to Remember

Timelines Date TimeIssue RFP Jan 26, 2016

Respondents’ Orientation Feb 3, 2016 10:00am-12:00pm PST

Last Day to Submit Questions Mar 11, 2016 5:00pm PST

Notice of Intent to Submit a Proposal Mar 11, 2016 5:00pm PST

Last Day Answers Posted on SDWP Website Mar 15, 2016

Required Statement of Qualifications (SOQ) Mar 18, 2016 3:00pm PDT

Proposals Due Mar 18, 2016 3:00pm PDT

Oral Interviews and Evaluation Completion April 11-22, 2016

Adult Program Committee Recommendation May 26, 2016

Workforce Development Board Recommendation Jun 16, 2016

San Diego Consortium Policy Board Recommendation Jun 24, 2016

Effective Date of Contract(s) Jul 1, 2016

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