REQUEST FOR PROPOSAL

LEGAL NOTICE

Fulton County Workforce Development is receiving proposals on CCMEP Leadership Element until 4:30 pm on Monday, June 1, 2020, at the office of Fulton County Workforce Development located at 604 S. Shoop Avenue, Wauseon, Ohio 43567.  Project requirements include:  Opportunities that encourage responsibility, confidence, employability, self-determination and other positive social behaviors. The complete Request for Proposal is available at the office of Fulton County Workforce Development Monday through Friday between the hours of 8:00am and 4:30pm or on www.fultoncountyoh.com.   

Comprehensive Case Management & Employment Program (CCMEP) Leadership Element

___________________________________________________

GENERAL INFORMATION

Time Table

Contact Person

Cara Leininger, Coordinator

Fulton County Workforce Development

604 S. Shoop Ave.

Wauseon, OH 43567

(419) 337-9215 Ext. 1654, FAX (419) 335-9295

E-mail: cleininger@fultoncountyoh.com

Written questions concerning this RFP may be submitted to the address or email address provided no later than May 26^th, 2020 at 4:00pm. Fulton County Workforce Development will endeavor, but shall not be required, to answer any such request for information.   If it does, the answers shall be provided to all persons/firms who have received copies of this RFP and posted on www.fultoncountyoh.com under the original Legal Notice for the Request for Proposal. 

Conflict of Interest

No sub-recipient will promise or give to any Fulton County Workforce Development (herein after, FCWD) employee anything of value that could influence that employee in their decision on awarding contracts.  A sub-recipient is a non-federal entity that expends federal awards received from a pass-through entity to carry out a federal program, but does not include an individual that is a beneficiary of such a program. A sub-recipient may also be a recipient of other federal awards directly from a federal awarding agency.

No sub-recipient will try to influence an employee of FCWD to violate any procurement policies of the agency, the Ohio Revised Code, or Federal Procurement Regulations.

Availability of Funds

This RFP and all agency contracts are contingent on the availability of funds.  If, during the RFP process, funds are not available for the proposed services, the RFP process will be canceled.  The sub-recipient will be notified at the earliest possible time.  The Coalition is not required to compensate the sub-grantee for any expenses incurred as a result of the RFP process.

SUB-RECIPIENT PROJECT REQUIREMENTS

Program Description

FCWD is seeking a provider for CCMEP Leadership Element for the purpose of the following outcomes:   

• Opportunities that encourage responsibility, confidence, employability, self-determination and other positive social behaviors.

The services provided by the CCMEP Leadership Element would include the following:

• Provide five 2 hour classes to clients
• Provide one 8 hour class broken into two days for clients

Program Characteristics

The CCMEP Leadership Element must be:

• Culturally responsive to clients:
• Respectful of clients as equal partners.

Staff Requirements

Experience in providing CCMEP Leadership Element to clients in the immediate area of Fulton County, and /or clients of smiler sizes, locations and characteristics. Indicate which staff will be involved directly with clients.  Staff must be able to pass a federal background check.  Staff resumes should be submitted with the proposal.

Exclusions

CCMEP Leadership Element funds may NOT be used to pay for:

• Food
• Construction or purchase of facilities or buildings:
• Purchase of equipment

Target Population

This proposal is limited to serving Fulton County residents youth ages 14 to 24 who are currently enrolled in the Fulton County Workforce Development Youth Program.

Project Deliverables

The sub-grantee must be able to measure and report the following statistical information during the contract period:

            Service Delivery Expectations:

• The names of clients served in each of the classes.

REPORTING REQUIREMENTS

Monthly Progress Report must be submitted to FCWD by the 10^th of each month, following the month in which services were provided.  This statistical information based on the Service Delivery Expectations will be entered by the sub-grantee on the prescribed form which will be developed during contract negotiations.

Monthly Invoice must be submitted to FCWD by the 10^th of each month, following the month in which services were provided.  The invoice will accompany the Billing Report and include total number of unites based of the Service Delivery Expectations.

SUBMITTING BIDS

Delivery of Bids

Sub-recipients must email, mail or deliver one signed original proposal to FCWD at the address listed in the RFP, no later than 4:30 p.m., June 1^st, 2020.                                                    

Acceptance and Rejection of Bids

FCWD reserves the right to reject any or all proposals.

Evaluation and Award of Contract

The RFP’s will be reviewed by FCWD and awarded by Fulton County Workforce Development to the sub-grantee who best meets the program description and deliverables. A review of the programs past measures of success will be taken into consideration. Cost reasonableness will also be considered in the evaluations of the award of the sub-grant agreement.

Sub-Grant Agreement Period – Funding & Invoicing

The sub-recipient shall claim payment only for eligible services provided, in the amount determined by the negotiated budget.  Reimbursement by FCWD will be made within 30 days of receipt of qualified monthly invoices and any required documentation or revisions.

This Sub-Grant Agreement is valid 1 year form the Sub-Grant Agreement date and may be amended 2 additional times for a 1 year term each time.

Confidentiality & Security

Any sub-recipient that has access to confidential information will be required to keep that information confidential and execute a Confidentiality form.

Sub-Grant Agreement Compliance Review and Monitoring Policy

The contracting process requires the completion of sub-grant agreement compliance reviews, or monitoring, to ensure FCWD receives quality and cost-effective services. The scope of the review will be for any given month within the contract period.

Components of a Review-Financial and Service

Financial reviews are an examination of financial records that can include general ledger journal entries, payroll ledgers, invoices, bank statements, detailed trial balance, annual financial statement, Board minutes, etc.  Actual program expenses are reviewed and compared to the program budget submitted to FCWD to determine the actual cost of the program and the appropriateness of expenses claimed.

Service reviews can include an examination of client records, rosters, quality and quantity assurance data, observation of activities (when appropriate), and/or customer satisfaction surveys.

Actual service documentation will be compared with services invoiced to and reimbursed by FCWD.

A copy of the review report will be given to the sub-recipient and filed with the contract.  All issues reported must be resolved.  When determined necessary by FCWD, another review will be completed within the contract period.  This mini-review will be to determine and ensure adherence to the compliance reports recommendations.

Overpayment Recovery

An overpayment occurs when there is no documentation to support service(s) invoiced and paid, consumer was not eligible for the service, or the sub-recipient billed for unallowable costs or costs not in the contract budget or in excess of the budget line items. 

A repayment plan will be developed with the sub-recipient.  Except in unusual circumstances, complete repayment must be made within the contract duration unless negotiated with and agreed upon by FCWD.

BID FORMAT

Proposal Format

To simplify the process for evaluating Bids, and to assure each proposal receives the same review, all Bids must be submitted in the following format.  Bids must contain all the items listed here in the format provided.  Proposal sections must be numbered corresponding to the following format:

• Cover Sheet Form
• Proposal Narrative
• Budget
• Copies of agency professional certifications and resumes

Cover Sheet

• The cover sheet must include the following information:
• Agency Name
• Agency Authorization Official and Title
• Agency Address
• Project Contact Person and Title
• Project Contact Person Information including telephone with extension, address (if different than agency address) and email.
• Federal Tax identification Number
• Total Amount of Funds requested
• Signature of Agency Official and Title
• Submission Date

Proposal Format

The elements listed below should be included in a detailed narrative format.

• Summary:   A statement as to the intent of the proposal, the basic program approach, highlighting such details as the estimated number to be served and planned outcomes;
• Program Description:  A detailed narration of your planned implementation and delivery of Career Coaching services;
• Goals/objectives and performance and effectiveness levels:  Discuss target populations and project deliverables as specified in this RFP; projected number of families/youth to be served based on part time hours;
• Justification for budget costs: Discuss in detail the budget line item costs proposed and their justification.  Provide verification of actual costs for the services. 
• Fiscal capacity:  Describe your process to capture and report fiscal information, processing payments, etc.  What safeguards are in place to ensure fiscal accountability; and
• Reporting requirements:  Describe how you will comply with the reporting requirements that are outlined in this RFP.

Budget
The total cost of the project is important in evaluating the Bids. The sub-recipient must demonstrate how costs are related to the service presented in the proposal using the Contract Budget form. 

LEGAL NOTICE

Fulton County Workforce Development is receiving proposals on CCMEP Work Experience Element until 4:30 pm on Monday, June 1, 2020, at the office of Fulton County Workforce Development located at 604 S. Shoop Avenue, Wauseon, Ohio 43567.  Project requirements include:  A Planned, Structured learning activity that takes place in a workplace setting for a limited period of time, which may be paid or unpaid. The complete Request for Proposal is available at the office of Fulton County Workforce Development Monday through Friday between the hours of 8:00am and 4:30pm or on www.fultoncountyoh.com.   

Comprehensive Case Management & Employment Program (CCMEP) Work Experience

___________________________________________________

GENERAL INFORMATION

Time Table

Contact Person

Cara Leininger, Coordinator

Fulton County Workforce Development

604 S. Shoop Ave.

Wauseon, OH 43567

(419) 337-9215 Ext. 1654, FAX (419) 335-9295

E-mail: cleininger@fultoncountyoh.com

Written questions concerning this RFP may be submitted to the address or email address provided no later than May 26^th, 2020 at 4:00pm. Fulton County Workforce Development will endeavor, but shall not be required, to answer any such request for information.   If it does, the answers shall be provided to all persons/firms who have received copies of this RFP and posted on www.fultoncountyoh.com under the original Legal Notice for the Request for Proposal. 

Conflict of Interest

No sub-recipient will promise or give to any Fulton County Workforce Development (herein after, FCWD) employee anything of value that could influence that employee in their decision on awarding contracts.  A sub-recipient is a non-federal entity that expends federal awards received from a pass-through entity to carry out a federal program, but does not include an individual that is a beneficiary of such a program. A sub-recipient may also be a recipient of other federal awards directly from a federal awarding agency.

No sub-recipient will try to influence an employee of FCWD to violate any procurement policies of the agency, the Ohio Revised Code, or Federal Procurement Regulations.

Availability of Funds

This RFP and all agency contracts are contingent on the availability of funds.  If, during the RFP process, funds are not available for the proposed services, the RFP process will be canceled.  The sub-recipient will be notified at the earliest possible time.  The Coalition is not required to compensate the sub-grantee for any expenses incurred as a result of the RFP process.

SUB-RECIPIENT PROJECT REQUIREMENTS

Program Description

FCWD is seeking a provider for CCMEP Work Experience for the purpose of the following outcomes:   

• A Planned, Structured learning activity that takes place in a workplace setting for a limited period of time, which may be paid or unpaid.

The services provided by the CCMEP Work Experience Element would include the following:

• Work Experience can last for 1 week to 4 weeks based on funding available.

Program Characteristics

The CCMEP Work Experience Element must be:

• Culturally responsive to clients:
• Respectful of clients as equal partners.

Staff Requirements

Experience in providing CCMEP Work Experience Element to clients in the immediate area of Fulton County, and /or clients of smiler sizes, locations and characteristics.   Indicate which staff will be involved directly with clients.  Staff must be able to pass a federal background check.  Staff resumes should be submitted with the proposal.

Exclusions

CCMEP Work Experiences funds may not be used to pay for other than wages and background check for clients over 18 working with minors, and overhead cost for processing.

Target Population

This proposal is limited to serving Fulton County residents youth ages 14 to 24 who are currently enrolled in the Fulton County Workforce Development Youth Program.

Project Deliverables

The sub-grantee must be able to measure and report the following statistical information during the contract period:

            Service Delivery Expectations:

• All payroll expenses (Including Workers Comp, Federal, State, and Local Taxes)

REPORTING REQUIREMENTS

Monthly Progress Report must be submitted to FCWD by the 10^th of each month, following the month in which services were provided.  This statistical information based on the Service Delivery Expectations will be entered by the sub-grantee on the prescribed form which will be developed during contract negotiations.

Monthly Invoice must be submitted to FCWD by the 10^th of each month, following the month in which services were provided.  The invoice will accompany the Billing Report and include total number of unites based of the Service Delivery Expectations.

SUBMITTING BIDS

Delivery of Bids

Sub-recipients must email, mail or deliver one signed original proposal to FCWD at the address listed in the RFP, no later than 4:30 p.m., June 1^st, 2020.                                                   

Acceptance and Rejection of Bids

FCWD reserves the right to reject any or all proposals.

Evaluation and Award of Contract

The RFP’s will be reviewed by FCWD and awarded by Fulton County Workforce Development to the sub-grantee who best meets the program description and deliverables. A review of the programs past measures of success will be taken into consideration. Cost reasonableness will also be considered in the evaluations of the award of the sub-grant agreement.

Sub-Grant Agreement Period – Funding & Invoicing

The sub-recipient shall claim payment only for eligible services provided, in the amount determined by the negotiated budget.  Reimbursement by FCWD will be made within 30 days of receipt of qualified monthly invoices and any required documentation or revisions.

This Sub-Grant Agreement is valid 1 year form the Sub-Grant Agreement date and may be amended 2 additional times for a 1 year term each time.

Confidentiality & Security

Any sub-recipient that has access to confidential information will be required to keep that information confidential and execute a Confidentiality form.

Sub-Grant Agreement Compliance Review and Monitoring Policy

The contracting process requires the completion of sub-grant agreement compliance reviews, or monitoring, to ensure FCWD receives quality and cost-effective services. The scope of the review will be for any given month within the contract period.

Components of a Review-Financial and Service

Financial reviews are an examination of financial records that can include general ledger journal entries, payroll ledgers, invoices, bank statements, detailed trial balance, annual financial statement, Board minutes, etc.  Actual program expenses are reviewed and compared to the program budget submitted to FCWD to determine the actual cost of the program and the appropriateness of expenses claimed.

Service reviews can include an examination of client records, rosters, quality and quantity assurance data, observation of activities (when appropriate), and/or customer satisfaction surveys.

Actual service documentation will be compared with services invoiced to and reimbursed by FCWD.

A copy of the review report will be given to the sub-recipient and filed with the contract.  All issues reported must be resolved.  When determined necessary by FCWD, another review will be completed within the contract period.  This mini-review will be to determine and ensure adherence to the compliance reports recommendations.

Overpayment Recovery

An overpayment occurs when there is no documentation to support service(s) invoiced and paid, consumer was not eligible for the service, or the sub-recipient billed for unallowable costs or costs not in the contract budget or in excess of the budget line items. 

A repayment plan will be developed with the sub-recipient.  Except in unusual circumstances, complete repayment must be made within the contract duration unless negotiated with and agreed upon by FCWD.

BID FORMAT

Proposal Format

To simplify the process for evaluating Bids, and to assure each proposal receives the same review, all Bids must be submitted in the following format.  Bids must contain all the items listed here in the format provided.  Proposal sections must be numbered corresponding to the following format:

• Cover Sheet Form
• Proposal Narrative
• Budget
• Copies of agency professional certifications and resumes

Cover Sheet

• The cover sheet must include the following information:
• Agency Name
• Agency Authorization Official and Title
• Agency Address
• Project Contact Person and Title
• Project Contact Person Information including telephone with extension, address (if different than agency address) and email.
• Federal Tax identification Number
• Total Amount of Funds requested
• Signature of Agency Official and Title
• Submission Date

Proposal Format

The elements listed below should be included in a detailed narrative format.

• Summary:   A statement as to the intent of the proposal, the basic program approach, highlighting such details as the estimated number to be served and planned outcomes;
• Program Description:  A detailed narration of your planned implementation and delivery of Career Coaching services;
• Goals/objectives and performance and effectiveness levels:  Discuss target populations and project deliverable as specified in this RFP; projected number of families/youth to be served based on part time hours;
• Justification for budget costs: Discuss in detail the budget line item costs proposed and their justification.  Provide verification of actual costs for the services. 
• Fiscal capacity:  Describe your process to capture and report fiscal information, processing payments, etc.  What safeguards are in place to ensure fiscal accountability; and
• Reporting requirements:  Describe how you will comply with the reporting requirements that are outlined in this RFP.

Budget
The total cost of the project is important in evaluating the Bids. The sub-recipient must demonstrate how costs are related to the service presented in the proposal using the Contract Budget form.