HomeMy WebLinkAboutExhibit 1 - Request For ProposalsSOUTH I:i ;ORIDA WORKFORCE INVESTMENT BOARD
REQUEST FOR PROPOSALS (RFP)
FOR
WORKFORCE SERVICES
Release Date: May 1., 201.4
Alt proposals shall be submitted by 3:00 p.rn. ET, May 28, 2014 at South Florida
Workforce 'Investment Board, 7300 Corporate Center Drive, Suite 500, Reception Desk,
Miami, Florida 331.26
South Florida Workforce Investment: Board is an equal opportunity employer and program. Auxiliary aids and
services are available upon request to individuals with disabilities.
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Table of Contents
I) Invitation 4
A) South Florida Workforce Investment Board Background 4
B) Workforce Investment Act Background 4
C) RFP Purpose 5
D) Eligible Respondents 5
E) Anticipated Term of Contract and Available Funding 5
II) RFP Calendar and Process 8
A) Solicitation Timetable 8
B) Method of Solicitation 9
C) Cone of Silence 9
D) Request for Clarification 9
E) Offeror's Conference 9
III) Workforce Services Scope of Services 10
A) Workforce Services Overview 10
B) Description of Deliverables and Performance Measures 10
C) Workforce Services CareerSource centers 13
D) Workforce Services Programs 13
E) Support Services 16
F) Staffing 16
G) Data Entry Responsibilities 16
H) Mandated CareerSource center Partners 17
IV) Business Services Scope of Work 17
A) Business Services Overview 17
B) Description of Deliverables and Performance Measures 18
V) Evaluation Process and Selection Criteria 19
A) Submission Guidelines 19
B) Proposal Format, Content and Organization 19
C) Selection Process 25
D) Contract Award 26
E) Appeal Process 27
VI) Contractual Specifications 27
A) Payment Structure 27
B) Contract Terms and Financial Capacity 28
C) Confidentiality 28
D) Cancellation Clause 28
E) Omission from the Specification 28
F) Indemnification 29
G) Non -Discrimination and Equal Opportunity 29
H) Operating Requirements 30
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Attachments
A) Jobseekers Services Flow Chart
B) Organizational Identification Data Form
C) Organizational Capability Cover Sheet
D) Staff Qualifications
E) Reference Chart
F) Funding Sources
G) Technical Proposal Cover Sheet
II) Budget Proposal Cover Sheet
I) Budget Forms
J) Budget Narrative Instructions
K) Proposed Deliverables and Performance Chart
L) Operational Documents
M) Due Diligence Requirements
N) Balanced Scorecard Report Specifications
0) ITA Policy
P) ITA Procedures
Q) CareerSource center Staffing
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I. Invitation
A. South Florida Workforce Investment Board (SFWIB) Background
The South Florida Workforce Investment Board (SFWIB) of Region 23 (Miami -Dade and
Monroe Counties) is one of 24 regional workforce boards in the State of Florida. Through its 12
CareerSource centers located across the region, SFWIB serves businesses, jobseekers, adults,
youth, dislocated workers, refugees and individuals transitioning from welfare to work.
The SFWIB is a governmental agency and instrumentality of both Miami -Dade and Monroe
Counties, eligible to exclude income under Section 115 of the U.S. Internal Revenue Code. The
Board is composed of volunteers who represent local private sector businesses, educational
institutions, economic development agencies, labor organizations, veterans' interests,
community -based organizations, state and local government agencies. The Board conducts its
business in accord with federal and state laws, the Interlocal Agreement Creating the SFWIB for
Region 23 of the State of Florida, the By -Laws of the SFWIB and its approved policies.
The following is a list of the Board's strategic goals:
• Premier Florida Provider of Employment and Career Training;
• Strong, Timely Reporting Standards for End User Customers and Providers of
Services;
• Improved Digital Literacy;
• Celebrated, Benchmark Leader in Best Practices;
• Dedicated Commitment to Youth Participation in the 21 st Century Economy;
• Effective Demand Driven Management Control Tools; and
• State Leader in Collaborative Partnerships.
Additional information regarding the Board, its members and approved policies is located on
SFWIB 's website (www.careersourcesfl.com).
B. Workforce Investment Act Background
The Workforce Investment Act (WIA) of 1998 (P.L. 105-220) is one of the primary sources of
funding for workforce development activities in Region 23. It is the Respondent's responsibility
to be familiar with the WIA and the federal regulations applicable to the WIA. Both WIA and the
regulations can be accessed on the Department of Labor's site (www.doleta.gov).
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C. RFP Purpose
SFWIB intends to award contracts for a minimum of two (2) separate and distinct types of
services. The first type of service will focus on Workforce Services, while the second will focus
on Business Services. These terms are discussed in detail in section III. Scope of Services.
Please note, Respondents may bid on one or both of these types of services. However, in the best
interest of SFWIB, Respondents may only be awarded a contract(s) for one (1) of these types of
services. If a Respondent intends to apply for both the Workforce Services Contract and the
Business Services Contract, two (2) separate proposals must be submitted. Proposals shall
clearly convey the services that the agency intends to provide (Workforce Services or Business
Services).
SFWIB is issuing this RFP to solicit agencies capable of successfully delivering Workforce
Services or Business Services.
Proposal responses shall sufficiently articulate the Respondent's plan of action to deliver the
solicited services and demonstrate a successful performance track record in delivering the
solicited or comparable services. Responses shall also document an in-depth knowledge of the
fiscal, administrative and programmatic requirements of the multiple funding streams utilized by
SFWIB.
D. Eligible Respondents
Private non-profit, for -profit and public entities licensed to operate in the State of Florida are
eligible to apply.
E. Anticipated Term of Contract and Available Funding
SFWIB anticipates executing contracts with successful Respondents for Program Year (2014-
15), for the period of July 1, 2014 to June 30, 2015. SFWIB reserves the right to renew the
contracts for up to two additional one-year periods based on successful respondent meeting
SFWIB's contractual requirements. Such renewal(s) shall be made by mutual agreement and
shall be contingent upon satisfactory performance and quality assurance evaluations as
determined by SFWIB and shall be subject to the availability of funds. Any renewal(s) shall be
in writing and shall be subject to the same terms and conditions as set forth in the initial contract
including any amendments.
The total estimated contract award for any contract resulting from this RFP is subject to the
availability of funds. '
Note: A successful Respondent of a Business Services Contract shall not be permitted to work
as a subcontractor of a successful Respondent of a Workforce Services Contract and a
successful Respondent of a Workforce Services Contract shall not be permitted to work as a
subcontractor of a successful Respondent of a Business Services Contract.
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Workforce Services shall be provided to a diverse population of individuals that includes, but is
not limited to, the following:
• Any individual in need of workforce services;
• Dislocated workers;
• Individuals with disabilities;
• Ex -offenders;
• Individuals on public assistance;
• Displaced homemakers;
• Older youth;
• Veterans;
• Mature workers; and
• Reemployment Assistance recipients.
Workforce Services Respondents have the option of proposing to deliver the solicited Workforce
Services to a special population, such as:
• Ex -offender jobseekers; or
• Jobseekers with disabilities.
Note: It is SFWIB's desire that the successful Respondent of a Business Services Contract
focus solely on services to businesses.
Funding for these solicitations shall be from all or any combination of the following funding
streams:
• Temporary Assistance for Needy Families (TANF);
• WIA Adult;
• WIA Dislocated Worker;
• Reemployment and Eligibility Assessment (REA);
• Supplemental Nutrition Assistance Program (SNAP); and
• Reemployment Assistance (RA).
SFWIB 's estimated funding by type of contract as set forth below is solely for the purpose of
giving Respondents planning guidance.
Funds for a Workforce Services contract is estimated to be between $500,000 - $2,500,000 for
each year depending on the number of jobseekers and employers proposed to be served, the
number of jobseekers proposed to be placed in gainful employment, and the number of
successful Respondents, as•determined by SFWIB. Please note that this estimate is subject to the
availability of funds.
Funds for a Workforce Services contract targeting a special population is estimated to be
between $100,000 to $350,000 for each year depending on the number of special population
(such as ex -offender jobseekers or jobseekers with disabilities) individuals proposed to be
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served, proposed to be placed in gainful employment, and the number of successful Respondents,
as determined by SFWIB. Please note that this estimate is subject to the availability of funds.
Funds for a Business Services contract are estimated to be between $250,000 - $1,000,000 for
each year depending on the number of employers proposed to be served, the types of business
services proposed to be provided, the number of job openings proposed to be filled, and the
number of successful Respondents, as determined by SFWIB. Please note that this estimate is
subject to the availability of funds.
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II. RFP Calendar and Process
A. Solicitation Timetable
RFP Events
RFP Issued
Deadline for Request for Clarification
Inquiries
Offerors' Conference
Deadline for Receipt of Proposals
Public Review Forum
Funding Recommendations Approved at
Board Meeting
Execution of Contract
Contract Start Date
COMPLETION DATE
Day
Date
Time
Thursday
May 1, 2014
Thursday
May 8, 2014
1:00 p.m.
Tuesday
May 13, 2014
10:00 a.m.
Wednesday
May 28, 2014
3:00 p.m.
Wednesday
June 11, 2014
10:00 a.m.
Thursday
June 19, 2014
Friday
June 27, 2014
July 1, 2014
SFWIB reserves the right to change this schedule, in its sole discretion, when it is in the best
interests of SFWIB, and thus it is the responsibility of the Respondent to routinely check the
website (www.careersourcesfl.com) for all amendments to the schedule.
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B. Method of Solicitation •
A Request for Proposals (RFP) is a solicitation method that ensures open competition in order to
maximize the likelihood of receiving exemplary Workforce Services and Business Services
proposals.
Notice of the RFP will be published in the region's major newspapers and also be distributed via
e-mail to agencies on the SFWIB Bidders List. Upon its release, the RFP and all accompanying
attachments will be posted on the SFWIB website.
C. Cone of Silence
The Cone of Silence is designed to protect the integrity of the procurement process by shielding
it from undue influences prior to the recommendation of contract award. Upon the RFP's release,
the "Cone of Silence" is in effect, prohibiting communication regarding the RFP between: a
potential service provider and SFWIB staff; a potential service provider and SFWIB Board
members; and a potential service provider and members of the selection committee.
Communications regarding the RFP between a potential service provider and the procurement
agent responsible for administering the procurement process is exempted from the Cone of
Silence provided that the communication is limited strictly to matters of process or procedure.
Respondents contacting Board members, staff, or selection committee members risk immediate
disqualification from the competitive procurement process.
D. Request for Clarification
Respondents shall submit via e-mail all questions regarding the clarification of any requirement
or procedure to the SFWIB Quality Assurance Coordinator, Frances Gonzalez
at frances.gonzalez@careersourcesfl.com no later than 1:00 p.m., Thursday, May 8, 2014.
Oral requests for clarification shall not be accepted. SFWIB reserves the right to reject any or all
requests for clarification, in whole or in part. All written requests for clarification accepted by
the SFWIB along with corresponding responses will be posted on the SFWIB website
(www.careersourcesfl.com) under RFP Q&A.
E. Offerors' Conference
An Offerors' Conference will be held to afford Respondents an opportunity to voice questions
and/or concerns relevant to the RFP. Attendance is not required, however all potential
Respondents are strongly encouraged to attend. The conference is scheduled for 10:00 a.m.,
Tuesday, May 13, 2014 at SFWIB Headquarters, 7300 Corporate Center Drive (NW 19th Street),
5th Floor, Miami, FL 33126 (room to be determined).
The conference is the only forum available to Respondents to communicate questions and/or
concerns to SFWIB staff and to receive responses to the questions and/or concerns. Except for
information provided at the Offerors' Conference, SFWIB staff is prohibited from
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communicating with Respondents. Please note, oral answers provided during the conference will
not be binding on the SFWIB.
Answers to relevant questions during the conference will be posted on the SFWIB website
(www.careersourcesfl.corn) under RFP Q&A.
III. Workforce Services Scope of Services
A. Workforce Services Overview
The solicited Workforce Services shall be provided in accord with the WIA (P.L. 104-193),
Workforce Innovation Act of 2000 (Chapter 445 F.S.), Personal Responsibility and Work
Opportunity Reconciliation Act of 1996 (P.L. 104-193), Family Self Sufficiency Statute (Chapter
414 F.S.) and all other applicable federal, state and local laws and regulations.
Funds allocated to successful Workforce Services Contractors under the various funding streams
are to be used effectively and efficiently to meet the demands of the employers' by placing
jobseekers in employment opportunities to gain economic prosperity. Proposals shall explain
how Respondents intend to administer and ensure that all jobseekers are provided a standard
level of employment services following the Jobseekers Services Flow Chart (Refer to
Attachment A - Jobseeker Services Flow Chart).
B. Description of Deliverables and Performance Measures
1. Workforce Services to Jobseekers
Main goal of Workforce Services for Jobseekers is Job Placement. Federal regulations at
20 CFR 651.10 defines a job placement as the hiring by a public or private employer of
an individual referred by the employment office for a job or an interview, provided that
the employment office completed all of the following steps:
a. Prepared a job order form prior to referral, except in the case of a job
development contact on behalf of a specific applicant;
b. Made prior arrangements with the employer for the referral of an individual or
individual(s);
c. Referred an individual who has not been specifically designated by the
employer, except for referrals on agricultural job orders for a specific crew
leader or worker;
d. Verified from a reliable source, preferably the employer, that the individual
had entered on a job; and
e. Appropriately recorded the placement.
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Workforce Services for Job Placement Assistance to Jobseekers include Core, Staff -
Assisted Core, Intensive and Training Services:
a. Core/Staff-Assisted services include: job search and job placement assistance,
including career counseling; labor market information identifying job
vacancies, skills necessary for occupations in demand, and relevant
employment trends in the local, regional and national economies; initial
assessment of skills and needs; provision of information on available services
and programs; and follow-up services to assist in job retention. Core services
are available on a universal basis with no eligibility requirement.
b. Intensive services: The Respondent shall provide intensive services to
unemployed workers who are unable to obtain employment through the core
services and to employed workers who are determined to need additional
assistance to obtain or retain employment. Intensive services include
comprehensive assessments, development of individual employment plans,
group and individual counseling, career advisement and short-term
prevocational services.
c. Training services: The Workforces Services Contractor shall provide training
services to individuals who met the eligibility requirements for intensive
services but have been unable to obtain or retain employment through such
services, have the skills and qualifications to successfully participate in a
selected program, select programs that are directly linked to employment
opportunities in the local area, and are unable to obtain other grant assistance,
including Pell grants, or need assistance above the levels provided by such
other grants. Authorized training includes occupational skills training, on-the-
job training, work -based training, skills upgrade, job readiness training and
adult education and literacy activities in conjunction with other training. If a
Contractor's adult funds are limited, priority for intensive and training
services shall be given to recipients of public assistance and other low income
individuals.
WIA requires that training be provided and paid through the use of
Individual Training Accounts (ITAs), through which an eligible jobseeker
chooses among SFWIB's approved training programs and vendors. Note
that ITAs are applicable to the non-WIA solicited programs such as Trade
Adjustment Assistance and Welfare Transition (Career Advancement
Program).
ii. Training may be provided through a contract for services in lieu of an ITA
for: on-the-job training, work based traihing, 'and customized training;
where there are an insufficient number of providers to meet the
competitive purposes of ITAs; and for programs offered by community -
based organizations or other private agencies that serve special participant
populations that face multiple barriers to employment.
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iii. Selected Workforce Services Respondents shall adhere to the SFWIB ITA
Policy and ITA Procedures (Refer to Attachment 0, ITA Policy and
Attachment P, ITA Procedures) for issuing ITAs and tracking participant
training progress and shall cooperate with Training Providers to ensure
compliance with SFWIB reconciliation requirements.
2. Workforce Services to Businesses
Workforce Services to businesses are a critical compbnent of the solicited integrated
Workforce Services delivery system, providing direct value to businesses and
enhancing the ability of the workforce system to achieve optimal levels of job
placement and job placement assistance. Selected Workforce Services Respondents
shall perform the following business services:
a. Recruiting and Screening Services
i. Advertise Job Openings
ii. Conduct Recruitments
iii. Screen Applicants
iv. Conduct Job Fairs
b. Information and Technical Assistance
i. Advise on Workforce Issues (e.g. workforce -related tax incentives and
labor market statistics)
ii. Downsizing Services and Outplacement (e.g. assist the Region's Rapid
Response Services Coordinator)
c. Employee Development Services
i. Make Businesses aware of training incentives (e.g. customized, on-
thejob, employed worker, quick response and incumbent)
ii. Broker On -the -Job Training (OJT) and Employed Worker Agreements
iii. Follow-up Services
iv. Employee Retention Services
3. Workforce Services Performance
The SFWIB Balanced Scorecard is a performance metric used to measure the
effectiveness of Workforce Services delivery and operations. Specific Balanced
Scorecard performance measures indicate program compliance of the contracted
funding streams for awarded to a Workforce Services Contractor (i.e., WIA, WP,
CAP, etc.).
Selected Respondents shall ensure that their staff is trained on all Balanced
Scorecard measures. Reference Attachment N for more in-depth infonnation on the
scorecard.
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C. Workforce Services CareerSource centers
The SFWIB CareerSource South Florida centers operate as a workforce development resource
for businesses and jobseekers in Miami -Dade and Monroe Counties (Region 23). Workforce
Services Respondents shall propose to deliver an integrated menu of workforce services in one or
multiple CareerSource center sites.
The table below sets forth the names and addresses of the CareerSource centers open for
Respondents to bid on. Note that the successful Respondent may be required to deliver services
at a different location and/or also from an Access Point and/or a Reemployment center.
CareerSource center
Address
Carol City
4690 NW 183 Street
Opa-Locka
780 Fisherman Street, Suite 110
City of Miami
750 NW 20 Street, 4th Floor
Hialeah Downtown
240 East 1 Avenue, Suite 222
Homestead
140 NE 8 Street
Little Havana
701 SW 27 Avenue
South Miami
5825 SW 68 Street
Miami Beach
833 Six Street, 2nd Floor
Monroe/Florida Keys
(Key Largo)
103400 Overseas Highway, Suite 239
(Key West)
1111 12th Street, Suites 307 & 308
North Miami Beach
801 NE 167 Street
Northside
7900 NW 27 Avenue, Suite 200
Perrine
9555 SW 175 Terrace
West Dade '
8485 Bird Road, 2nd Floor
D. Workforce Services Programs
The integrated menu to provide Employment and Training Workforce Services shall include, but
is not limited to, the following programs:
• Workforce Investment Act;
• Career Advancement Program (known as Welfare Transition);
• Wagner-Peyser;
• Veterans;
• Reemployment and Eligibility Assessment;
• Supplemental Nutrition Assistance Program;
• Reemployment Assistance; and
• Trade Adjustment Assistance.
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1. Workforce Investment Act (WIA) Program Services
The goals of the WIA are to improve the quality of the workforce, enhance the
region's competitiveness and reduce welfare dependency. Selected Respondents shall
be responsible for delivering a continuum of WIA services (e.g. core, assisted -core,
intensive and training) to adults and dislocated workers. Services shall be rendered
based on participant need, eligibility guidelines and funding availability.
Selected Respondents shall also be responsible for the following: (1) WIA eligibility
determination and verification; (2) collection of required supporting documentation;
(3) completion and submission of necessary eligibility documents; and (4)
maintenance of documentation.
2. Welfare Transition Program/Career Advancement Program (CAP)
The goal of the CAP is to emphasize work, self-sufficiency, and personal
responsibility as well as enable welfare recipients to move from welfare to work.
CAP requires adults receiving cash assistance who are deemed work eligible to
engage in work activities in order to develop the ability to support themselves before
their time -limited assistance runs out. Work eligible CAP participants who fail to
complete required work activities risk losing cash assistance.
The selected Respondent shall be responsible for managing the CAP caseload which
includes, but is not limited to, the following:
a. Work registration of TANF applicants;
b. Assessment of TANF participants
c. Assignment to work activities;
d. Daily management of CAP participants;
e. Weekly system tracking of participation;
f. Timely request of sanctions for non -participation; and
g. Follow-up to determine appropriate disposition;
3. Wagner-Peyser (WP) Program
The Wagner-Peyser Act of 1933, as amended by the WIA, prescribes specific
guidelines regarding the registration of jobseekers and the provision of employer
services. The main purpose of the WP program is to match employers with qualified
jobseekers.
Selected Respondents shall be responsible for the management of the Department of
Economic Opportunity (DEO) staff who will provide WP employment services; DEO
staff shall document service delivery to all jobseekers and employers and make
available labor exchange services to all employers and jobseekers, including, but not
limited to, reemployment assistance recipients, veterans, migrant and seasonal farm
workers and disabled individuals.
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4. Veterans Program
The goal of the Veterans Program is to promote and maximize the employment of the
region's veterans, particularly veterans with barriers to employment, utilizing the full
menu of Workforce Services and CareerSource center resources.
Region 23 CareerSource centers shall be staffed with a network of professional
Disabled Veterans Outreach Program (DVOP) Specialists and Local Veterans
Employment Representatives (LVER) who are tasked to provide priority workforce
services to veteran customers. DVOP staff focuses on 'providing intensive case
management services to veterans with barriers to employment, such as disabled
veterans. LVERs conduct outreach to employers and engage in advocacy efforts with
hiring executives and managers to increase employment opportunities for veterans.
LVER staff is also responsible for ensuring that veterans are provided the full range
of priority workforce services in the CareerSource center.
5. Reemployment and Eligibility Assessment Program (REA)
The REA requires one-on-one assessment interviews with REA customers (UC
claimants). The assessment interview includes the following: sharing labor market
information, developing an employability development plan, and assisting with job
search and training referrals. The program's goal is to shorten the duration of REA
customers' Unemployment Insurance (UI) claims and consequently the length of their
unemployment.
6. Supplemental Nutrition Assistance Program (SNAP)
Selected Respondents shall manage the SNAP (formerly the Food Stamp
Employment :and Training Program). SNAP strives to meet the needs of participants
in gaining skills, training, work and experience that will increase participants' ability
to obtain self-sufficiency. The State of Florida provides SNAP services to able-bodied
adults (ages 18-49) without dependents (children). Department of Children and
Families (DCF) staff determines which food stamp recipients must register for work
and participate in SNAP. The DCF refers all mandatory SNAP participants to the
Regional Workforce Board providers for program participation.
7. Reemployment Assistance Program (RA)
The Department of Economic Opportunity (DEO) administers the Reemployment
Assistance (RA) program which provides temporary wage replacement benefits to
qualified individuals who are out of work through no fault of their own. Selected
Respondents shall be responsible for identifying RA customers, providing RA
services (e.g. toll free telephone number for RA offide, RA booklet, and claim filing
methods) and seeking innovative approaches to providing these services.
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8. Trade Adjustment Assistance Program (TAA)
TAA is designed to assist workers who have been laid off or whose jobs have been
threatened as a result of foreign competition. Workers covered under a certified
Trade Act petition are eligible to receive an array of services and benefits to include
training, reemployment services, job search, relocation allowances, trade
readjustment allowances, wage subsidy for older workers and health coverage tax
credit benefits.
E. Support Services
Support Services are a vehicle to eliminate barriers to employment and self-sufficiency. Selected
Respondents shall coordinate and pay for support services so eligible participants can fulfill
required program activities. Payment of support services shall be documented in both the SFWIB
Service Account Management System (SAMS) and the participant's file. Bulleted below are the
primary support services:
• Transportation;
• Work permit;
• Tools;
• Uniforms;
• Clothing;
• Occupational License;
• Credential Validation and Translation; and
• Expunge and Seal.
F. Staffing
In order for CareerSource centers to deliver maximum value to workforce services participants,
Attachment Q (CareerSource center Staffing) shall be adhered to as it ensures the hiring of
qualified staff.
Selected Respondents shall provide their staff an orientation on the workforce development
system, specifically on the delivery of the solicited services.
Additionally, selected Respondents shall provide their staff opportunities for continuous skills
development and take steps to ensure retention of quality staff.
G. Data Entry Responsibilities
Selected Respondents shall use the Initial Assessment Application (IAA), Employ Florida
Marketplace (EFM), One Stop Service Tracking (OSST), and the Service Account Management
System (SAMS) to document the provision of jobseeker services. These systems are accessible
from the SFWIB website (www.careersourcesfl.com).
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H. Mandated Workforce Services CareerSource center Partners
Mandated partners contribute to the delivery of workforce development services throughout
Region 23. Respondents' proposals shall explain how the following list of mandated partners
will collaborate (e.g. a referral process) with CareerSource center staff to deliver workforce
services:
• Postsecondary Education;
• Department of Children and Families;
• Vocational Rehabilitation;
• Community Services Block Grant;
• Department of Housing and Urban Development; ,
• Job Corps;
• Senior Community Service Employment;
• Migrant and Seasonal Farm Worker; and
• Native American Employment and Training.
A Memorandum of Understanding (MOU) between SFWIB and a mandated partner shall be
executed prior to collaboration between the CareerSource center and the partner. The MOU is
required irrespective of whether the partner is co -located inside or outside the center.
IV. Business Services Scope of Work
A. Business Services Overview
Business Services is a critical component of the solicited integrated service delivery system. As
the economic driver of the 21 st century, businesses and the organizations that serve them are
critical partners to the workforce development system.
A major challenge facing the region is that of having more jobseekers than job openings and
successful job placements. Business clients are local, national and international companies or
local organizations, which employ the jobseekers or workers served in this region. Therefore,
they represent any company, firm or institution that provides jobs for the local labor market.
Business partnerships are essential to meet the Region's workforce current and future needs of
diverse business sectors. The Region's workforce system has successfully partnered with
business and industry. However, current employer penetration data indicate a tremendous
opportunity exists to develop additional business partnerships. Both business and SFWIB have a
vested interest in partnering.
Business Services exists to serve the business client by providing direct value to companies
operating in South Florida. A primary function is to develop or reinforce workforce -business
partnerships. A fundamental premise of this framework is that Business Services uses a
partnership approach in designing and offering workforce development services for targeted
industries and businesses.
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Workers do not succeed when businesses do not succeed. Furthermore, businesses are at a
competitive disadvantage if their workers are not skilled. Therefore, it is imperative that the
Respondents understand and demonstrate how well Workforce Business Services meet business
needs. Respondents shall enhance the delivery of Business Services and the value of these
services to businesses. Respondents are required to propose service delivery location(s).
B. Description of Deliverables and Performance Measures
1. Workforce Services to Businesses
Selected Business Services shall provide the following business services:
a. Conduct Specialized Recruitments (screening and applicant referrals)
i. Specialized Recruitment should be tailored to meet the specific criterion of
the business. The recruitments shall take place at the location, dates, and
times specified by the business;
b. List Job Openings in the State's tracking system;
c. Conduct Job Fairs;
d. Increase awareness and market share through marketing, developing and
expanding the following services to businesses:
i. Tax incentives
ii. Customized training
iii. Employed Worker Training grants
iv. On -the -Job training
v. Paid Work Experience
vi. Labor Market Information statistics
vii. Employ Florida Marketplace
e. Market and develop work sites and training agreements with employers;
f. Downsizing Services and Outplacement (e.g. Rapid Response services);
g. Information on labor laws and related legislation;
h. Assistance with law compliance, such as I-9 completion;
2. Business Services Performance
Selected Business Services Respondents shall be evaluated on the following
performance:
a. Number of businesses served in the State's tracking system;
b. Number of new businesses served in the State's tracking system;
c. Number of job listings entered into the State's tracking system;
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d. Number of job listings resulting with a job placement in permanent/long term
employment (long term employment is defined as 6 months or more employment
with a specific business);
e. Number of businesses served in the following seven targeted industries;
i. Aviation
ii. Creative Design
iii. Hospitality & Tourism
iv. Information Technology
v. International Banking & Finance
vi. Life Science & Healthcare
vii. Trade & Logistics
£ Number of permanent and/or long term direct referral job placements;
g.
Average wage of all job listings resulting with a job placement in permanent/long
term employment;
h. Average wage of all job listings resulting with a job placement in permanent/long
term employment within each of the seven targeted industries.
V. Evaluation Process and Selection Criteria
A. Submission Guidelines
Respondents are required to submit to the SFWIB two unbound originals and eight unbound
copies (unless instructed otherwise in subsection B below) of proposal package components no
later than 3:00 p.m., May 28, 2014. Proposal packages shall be delivered to the address set
forth on the cover page of the RFP. SFWIB shall not accept any modifications to any submitted
proposal package after the submission deadline. Any proposal package arriving post deadline
will not be accepted by the SFWIB and will be returned unread to the Respondent. No proposal
package will be accepted via electronic mail or facsimile.
NOTE: Use only binder clips or rubber bands to keep copies separate.
B. Proposal Format, Content and Organization
All proposal components shall be separately labeled and packaged, in 12 point font, Times New
Roman and assembled in the following manner:
1. Identifying Data Cover Sheet (Attachment A)
Attachment B is the Organizational Identification Data form for the Respondent to specify both
the name of its organization and the ten -digit alpha -numeric code chosen by it. The code must not
contain the initials of the organization. Attachment A will be sealed in an envelope with no
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identifying information on the cover. Only one original of Attachment B is required to be
submitted.
Attachment B will be opened at the Public Review Forum scheduled for Wednesday, June 11,
2014.
2. Organizational Experiences/Capabilities: 10 Page Limit (Limit excludes applicable
attachments)
Attachment C is the Organizational Capability cover sheet for Respondent to utilize for the
submission of its experience and capabilities. Two unbound originals and four unbound
copies are required to be submitted.
Respondents shall address the items below:
a. Describe Respondent's years of experience delivering the solicited workforce services;
complete Attachment E (Reference Chart);
b. Describe Respondent's staffing plan (reference Attachment Q, CareerSource center
Staffing) to ensure the successful delivery of the solicited services; complete Attachment
D (Staff Qualifications);
c. Describe the financial control process that Respondent will use in the delivery of the
solicited services;
d. Complete Attachment F (Funding Sources).
3. Technical Proposal Narrative — Thirty -Five (35) Page Limit (Limit excludes applicable
attachments)
Attachment G is the Technical Proposal cover sheet for Respondent to utilize for the Technical
Proposal Narrative component. Two unbound originals and eight unbound copies are
required to be submitted.
The Technical Proposal Narrative is to be prepared in a manner that ensures that there is no
identifying information on any page of the proposal that indicates the organization submitting the
proposal. Technical Narrative Proposals that include identifying information will be
deducted one point per occurrence from the total score.
NOTE: Do not respond to any element of the narrative by referencing information presented
elsewhere in Respondent's proposal. A response of "see above" or similar statements shall be
considered unresponsive. Failure to respond to any section of the RFP may result in the
Respondent's proposal being deemed non -conforming and thus eliminated from the competitive
procurement process.
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The Respondent's Technical Narrative shall sufficiently address the management and delivery of
Workforce Services or Business Services.
Respondents to Workforces Services shall clearly describe planned programmatic efforts.
Emphasis should be placed upon customer flow and service delivery. At minimum, include the
following:
a. Respondent shall describe the service delivery model that maximizes the menu of
workforce services (i.e., WIA Adult, WIA Dislocated Worker, TANF, SNAP, Trade
Adjusted Assistance, Rapid Response) offered in an integrated Career Center to increase
employment outcomes and reduce cost.
b. Respondent shall articulate its strategy to administer services to the business community.
The strategy shall address staff integral to the successful administration of services.
c. Respondent shall identify and describe collaboration strategies that demonstrate success
and effectiveness in serving customers and working with other service delivery partner
agencies.
d. Respondent shall describe any quality assurance improvement activities and initiatives
that the Contractor will perform in order to ensure proper documentation and improved
outcomes.
e. Respondent shall describe strategies to identify jobseekers in need of training services.
The strategy shall address assessment tools and career pathways that lead to employment
in one of the One Community One Goal targeted industries.
f. Respondent shall articulate its strategy to achieve the proposed Job Placements and
Balanced Scorecard Performance measures. The strategy should address the staffing
patterns by indicating the number of staff for each job title to meet the proposed Job
Placements and Balanced Scorecard performance measure.
SFWIB believes that On -the -Job Training (OJT)/Paid Work Experience (PWE) can be
major components in the local scheme for serving employers and jobseekers, alike.
Respondent shall describe strategies in providing and/or overseeing OJT/PWE-related
activities. The strategy shall address targeted population and industries.
Respondents to Business Services shall include the vision, goals, and priorities for business
services to meet outlined performance; more specifically, the following elements of the solicited
Workforce Business Services delivery system shall be addressed:
g.
Service Delivery
1. Describe your business services delivery method. Methodology should include
proposed enhancements.
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2. Describe the process that will be used for providing incentives (i.e., On -the -Job
Training (OJT), Paid Work Experience (PWE), Employed Worker Training
(EWT), and specialized recruitment).
Marketing
1. Describe how you will market/communicate the services to businesses to increase
awareness and market share (i.e., financial and training incentives, One
Community One Goal (OCOG) targeted industries, Employ Florida Marketplace).
2. Describe how you will identify the most effective business services team and how
it will be evaluated.
Respondent's Past Performance
1. List the number of businesses served in the past three years within the following
seven OCOG targeted industries:
a. Aviation
b. Creative Design
c. Hospitality & Tourism
d. Information Technology
e. International Banking & Finance
f. Life Science & Healthcare
g. Trade & Logistics
2. Provide the number of jobs listed/advertised annually for the past three years.
3. Provide the number of permanent and/or long term direct referral job placements
provided annually over the past three years (long term employment is defined as 6
months or more employment with a specific business).
4. List the average wage of all permanent and/or long term job placements annually
in the past three years within the seven targeted industries (listed above).
Partners
1. Describe how you will expand and develop your partner base (chambers, industry
associations, education).
4. Proposed Deliverables and Performance Measures
Attachment K shows PY'13-14 placements by program and overall cost per placement.
Complete the chart with Respondent's PY'14-15 proposed placements by program, overall cost
per placement, and Balanced Scorecard Performance standards for each proposal. Respondent's
alpha -numeric code shall be present in the header of each submitted Proposed Deliverables and
Performance Chart. Two originals and four copies of Attachment K are required to be
submitted.
Respondents to Business Services shall provide the following:
1. Proposed Performance
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a. Proposed number of businesses to be served annually over the next three
program years;
b. Proposed number of new companies and job listings entered into Employ
Florida Marketplace (EFM) annually over the next three program years;
c. Proposed number of businesses to be served in the next three program
years within the following seven targeted industries;
i. Aviation
ii. Creative Design
iii. Hospitality & Tourism
iv. Information Technology
v. International Banking & Finance
vi. Life Science & Healthcare
vii. Trade & Logistics
d. Proposed number of jobs listed/advertised annually for the next three
program years;
e. Proposed number of permanent and/or long term direct referral job
placements annually over the next three program years (long term
employment is defined as 6 months or more employment with a specific
business);
f. Proposed average wage of all permanent and/or long term job placements
annually in the next three program years within the seven targeted
industries (listed above);
g. Proposed number of job placements within each of the seven targeted
industries over the next three program years;
h. Proposed overall cost per job placement for the next three program years;
and
i. Proposed cost per job placement within each of the seven targeted
industries over the next three years.
5. Budget
Attachment H is the Budget Proposal cover sheet for the submission of the Budget. Two
unbound originals and eight unbound copies are required to be submitted in sealed
packages. The Budget is to be prepared in a manner that ensures that there is no identifying
information on any page of the budget that indicates the organization submitting the Budget.
Budgets that include identifying information will be deducted one point per occurrence
from the total score.
The Respondent is expected to clearly outline proposed costs in detail on the Budget Forms,
Attachment I. Respondent shall use pertinent background information provided in the RFP to
complete the Budget Forms.
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Respondents shall submit individual budgets per proposed location.
The Respondent shall provide separate program and administrative budgets per proposed
location. The Respondent is expected to ensure administrative and indirect costs are properly
classified and not exceeding ten percent (10%) of the proposed budget. Administrative/indirect
costs (e.g. accounting, auditing, payroll administration, insurance, internet, etc.) are the general
overhead expenses necessary to operate the programs and are not program activities. These costs
typically relate to the agency's general executive and administrative functions.
The Respondent shall provide a Budget Narrative that justifies each proposed expense included
on the Budget Foirns in terms of it being necessary, allowable and reasonable. Respondent shall
show the method of computation. Respondent shall refer to Budget Narrative Instructions
(Attachment J) in completing this requirement.
The Respondent is expected to identify any in -kind resources/support for the service delivery
system beyond what is being requested in the budget. Include each committed or proposed
source of funding and the amount of that funding.
For line items listed under "Other" in the budget, the Respondent shall clearly correlate proposed
costs and outcomes by explaining and justifying the need for proposed costs in the Budget
Narrative.
Proposed costs must be allowable as determined by SFWIB and governing statutes. Allowable
costs are those that are reasonable, necessary, and/or required for the program. A cost is
reasonable if, in its nature or amount, it does not exceed that which would be incurred by a
prudent person under circumstances prevailing at the time the decision was made to incur the
cost. Additionally, the cost is reasonable if it is of a type that is generally recognized as ordinary
and necessary for the program.
6. Cost Allocation Plan (CAP)
Due to the integrated approach for service delivery in the RFP, Respondent's staff will be cost
allocated across all applicable funding streams.
A detailed Cost Allocation Plan (CAP) must be submitted with Respondent's proposal in
accordance with the guidance that can be accessed through the link provided below. The
CAP is a document that specifies the allocation methods used for distributing all costs of an
organization. A plan for allocating shared costs is required to support the distribution of those
costs to grant and non -grant programs. All Respondent's costs shall be included in the plan.
Official accounting records must support all costs.
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In order for costs to be allowable in Federal grant programs, the costs must be allocable on the
basis of benefits received. The requirements and guidance for cost allocation are found in the
Office of Management and Budget (OMB) Circulars outlining the cost principles (OMB
Circular A-122 for nonprofit organizations; OMB Circular A-87 for governmental entities;
Code of Federal Regulations (CFR) 45, Subpart B-74 and CFR 48, Subpart 31.2 for profit
organizations). For additional information, please visit:
http: /www. florid aj obs. oig/pdg/quid ancepap ers/05 0 FinalRwbC apProcedures0728 05 . pdf
One original and one copy labeled Cost Allocation Plan must be packaged separately and
included in Respondent's submission.
7. Operational Documents
Attachment L identifies the required Operational Documents'. One original and one copy
labeled Operational Documents must be packaged separately and included in Respondent's
submission.
8. Due Diligence Requirements
Attachment M sets forth the Due Diligence requirements. One original and one copy labeled
Due Diligence documents must be packaged separately and included in Respondent's
submission. Included in the Due Diligence package will be the organization's most recent Audit
and Management Letter.
NOTE: Failure to include all of the above required proposal components will result in a reduced
score or disqualification. SFWIB will not advise a Respondent of disqualification prior to the
Public Review Forum.
C. Selection Process
SFWIB will conduct a review of all proposals received by the deadline. Proposals will be
evaluated first to determine if all information required by the RFP is complete. Incomplete
proposals or those not satisfactorily addressing each requirement may be disqualified. A
Respondent may include additional information and such information may or may not be
considered by SFWIB during the evaluation process.
The evaluation process is designed to assess the Respondent's ability to meet the SFWIB's
requirements and to identify those Respondents most likely to satisfy those requirements. The
evaluation process will be conducted in a thorough and impartial manner at a publicly noticed
selection committee meeting held in accordance with the Florida Public Meetings Law. That
meeting (Public Review Forum) is scheduled for Wednesday, June 11, 2014 at 10:00 a.m. at
SFWIB Headquarters. Respondents are encouraged to attend the Public Review Forum.
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Price is an important factor in selecting a Respondent. However, other factors in the competitive
selection process will be considered and may take precedence over price. These factors may
include, but are not limited to, quality of services offered, operating methodologies,
administrative capability, previous experience in providing the same or similar services, and the
ability to achieve the deliverables. SFWIB may elect not to award a contract to any Respondent
under this solicitation.
The SFWIB reserves the right to accept one or more portions of competing Respondents'
responses and use such portions to form an overall program in the best interests of the SFWIB.
SFWIB reserves the right to reject any and all responses or portions thereof. The SFWIB
reserves the right to withdraw this solicitation or any portion of this solicitation at any time
without prior notice.
The table below displays the maximum points Respondents may earn per proposal component.
PROPOSAL COMPONENT
MAXIMUM
VALUE
Organizatidnal Experience and Capabilities
5
Technical Narrative
70
Performance
10
Budget
10
Cost Allocation Plan
5
TOTAL SCORE
100
Note for current Workforce Services Contractors: At the SFWIB Meeting on December 19,
2013, the Board approved the following:
• Workforce Services contractors must meet at least 65 percent (10 of 15) of the PY
2013-14 Balanced Scorecard performance measures for renewal and/or future
contract consideration.
o Gateways: EAS within 90 days (Gateway to 65%) = must be one of the
performance measures met towards the 65% (1 of the 10).
D. Contract Award
SFWIB reserves the right to request additional data, oral discussions or presentations to support
proposals. A contract or contracts may be negotiated with one or more Respondents based upon
Board action.
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Final award of a contract or contracts will be contingent upon:
• Successful negotiation of a contract between the SFWIB and the Respondent;
• Acceptance by the Respondent of the contract terms and conditions;
• Satisfactory verification of past performance and systems (e g financial);
• Availability of funds.
E. Appeal Process
Respondents will be advised of SFWIB appeal process at the time of the June 11, 2014 Public
Review Forum.
VI. Contractual Specifications
A. Payment Structure
The contract awarded shall be a fixed rate (Job Placements unit cost) contract with cost
reimbursement components (i.e. support services and OJT). SFWIB agrees to pay the successful
Respondent up to a total amount not to exceed the terms of the contract, subject to the
availability of funds. All service unit rates and service unit types may be negotiated and adjusted
at any point within any resulting contract term, including any extensions or renewals, to best
meet the needs of job -seekers, the needs of the SFWIB, available funding, and/or to match
Respondent expenditures.
Payment for any contract entered into as a result of this solicitation will be made monthly
subject to the receipt of the contractor's request for payment. All payments under any
fixed rate contract awarded as a result of this RFP are associated with completion of the
deliverables defined in Section III. Scope of Services.
For payments under the cost reimbursement component of the contract, the successful
Respondent shall request reimbursement for actual, allowable expenditures that are made within
the limits of the approved line item budget submitted by the successful Respondent through the
submission of a properly completed monthly invoice that include supporting documentation.
Once approved, the SFWIB will pay the invoice in accordance with SFWIB policies and
procedures.
Note: Although payment is .based on fixed unit rates, payments in any contract funded by a
Federal grant(s) must ultimately be based on actual reimbursable costs. The successful
Respondent shall submit a final cumulative expenditure report indicating actual expenditure by
line item to the SFWIB within 30 days following the end of the contract term. The actual
expenditure report may be used to negotiate service unit rates in future contracts. If the
expenditure report submitted identifies any unearned income, the successful Respondent may be
directed to return funds to the SFWIB.
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NOTE: Respondents who are for -profit organizations shall be awarded profit based upon earned
fixed rate unit costs and actual reimbursable costs. Said profit amount shall be calculated and
paid in accordance with the specific federal and state laws and regulations applicable to each of
the funding streams.
B. Contract Terms and Financial Capacity
Solicitation regulations provide that awards are to be made to organizations with demonstrated
ability, including consideration as to whether the organization has:
1. Adequate financial resources;
2. Satisfactory record of integrity, business ethics and fiscal accountability;
3. Necessary organization, experience, accounting and operational controls.
SFWIB expects that all Respondents will be capable of operating the solicited programs without
any payments for at least eight weeks from initial unplementatibn of Contracts. Cash advances
will not be provided. Therefore, successful Respondents must have sufficient resources to await
payment/reimbursement.
Note that if the awarded workforce services facility is relocated by the SFWIB, in the sole
discretion of the SFWIB, to a new facility, the Respondent shall perform the workforce
services from the new facility.
C. Confidentiality
The successful Respondent in the course of the Respondent's duties under this contract, may
handle or have access to confidential participant information, and to the extent required by any
applicable federal or state law, or as requested by a regulatory authority or as requested by the
SFWIB, the Respondent shall keep confidential any and all information obtained during the
course of the contract.
D. Cancellation Clause
It should be understood that the submission of a response does not commit SFWIB to award a
contract, to pay any costs incurred in the preparation of the response, or to procure or contract for
services or supplies. SFWIB reserves the right to accept or reject any or all responses received as
a result of this request or to cancel and revoke this RFP in whole or in part. SFWIB also reserves
the right to end negotiations if acceptable progress, as determined in the sole discretion of
SFWIB, is not being made within a reasonable timeframe. All contract awards are subject to the
availability of funds.
E. Omission from the Specification
The apparent silence of this specification and any addendum regarding any details or the
omission from the specification of a detailed description concerning any point, shall be regarded
as meaning that only the highest professional standards are to be maintained and that only
professionalism of the highest quality is expected and shall be utilized at all times.
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F. Indemnification
For Florida Governmental Entities. The Respondent shall indemnify and hold harmless
SFWIB, its officers, employees, agents, servants, agencies and instrumentalities from any and all
liability, losses or damages, including attorneys' fees and costs of defense, which SFWIB and its
officers, employees, agents, servants, agencies or instrumentalities may incur as a result of any
and all claims, demands, suits, causes of action or proceedings of any kind or nature arising out
of, relating to or resulting from the performance of this Contract by the Respondent or the
Respondent's officers, employees, agents, servants, partners, principals or subcontractors. The
Respondent shall pay all claims and losses of any kind in connection therewith and shall
investigate and defend all claims, suits or actions of any kind or nature in the name of SFWIB,
where applicable, including appellate proceedings, and shall pay all costs, judgments, and
attorney's fees which may issue thereon. Provided, however, this indemnification shall only be
to the extent and within the limitations of Section 768.28 Florida Statutes, subject to the
provisions of that statute whereby the Respondent shall not be held liable to pay a personal injury
or property damage claim or judgment by any one person which exceeds the sum of $200,000, or
any claim or judgment or portions thereof, which, when totaled with all other claims or
judgments paid by the Respondent arising out of the same incident or occurrence which exceeds
the sum of $300,000 from any and all personal injury or property damage claims, liabilities,
losses or causes of action which may arise as a result of the negligence of the Respondent or the
Respondent's officers, employees, servants, agents, partners, principals or subcontractors.
All Entities Which are Not Florida Governmental Entities. The Contractor shall indemnify
and hold harmless SFWIB, and its officers, employees, agents, servants, agencies and
instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs
of defense, which SFWIB and its officers, employees, servants, agents, agencies or
instrumentalities may incur as a result of any and all claims, demands, suits, causes of action or
proceedings of any kind or nature arising out of, relating to or resulting from the performance of
this Contract by the Contractor or the Contractor's officers, employees, agents, servants,
partners, principals or subcontractors. The Contractor shall pay all claims and losses in
connection therewith and shall investigate and defend all claims, suits or actions of any kind or
nature in the name of SFWIB, where applicable, including appellate proceedings, and shall pay
all costs, judgments, and attorneys' fees which may issue thereon. The Contractor expressly
understands and agrees that any insurance policies required by this Contract or otherwise
provided by the Contractor shall in no way limit the responsibility to indemnify, keep and save
harmless and defend SFWIB and its officers, employees, agents, servants, agencies and
instrumentalities as herein provided.
Term of Indemnification. The provisions of this indemnification shall survive the expiration of
this Contract and shall terminate upon the expiration of the applicable statute of limitation.
G. Non -Discrimination and Equal Opportunity
As a condition of the award of financial assistance from the Department of Labor under Title I of
the Workforce Investment Act of 1998, and the Personal Responsibility and Work Opportunity
Reconciliation Act of 1996, the Respondent assures that it will comply fully with the
nondiscrimination and equal opportunity provisions of the following laws:
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1. Section 188 of the Workforce Investment Act of 1998 (WIA), which prohibits
discrimination against all individuals in the United States on the basis of race,
color, religion, sex, national origin, age, disability, political affiliation or belief,
and against beneficiaries on the basis of either citizenship/status as a lawful
admitted immigrant authorized to work in the United States or participation in any
WIA Title I — fmancially assisted program or activity;
2. Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.0 2000d et seq.,
which prohibits discrimination against qualified individuals from participating or
receiving benefits in any Federal Assisted Programs on the basis of race, color, or
national origin;
3. Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794, which
prohibits discrimination against qualified individuals with disabilities;
4. The Age Discrimination Act of 1975, as amended, 42 U.S.C. 6101 et seq., which
prohibits discrimination on the basis of age;
5. Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. 1681 et
seq., which prohibits discrimination on the basis of sex in educational programs;
6. Section 654 of the Omnibus Budget Reconciliation Act of 1981, as amended, 42
U.S.C. 9849, which prohibits discrimination on the basis of race, creed, color,
national origin, sex, handicap, political affiliation or beliefs;
7. The American with Disabilities Act of 1990, P.L. 101-336, which prohibits
discrimination on the basis of disability and requires reasonable accommodations
for persons with disabilities;
8. Executive Order (EO) No. 11246, Equal Employment Opportunity, as amended
by EO No. 11375, and as supplemented in Department of Labor regulation 29
CFR Parts 33 and 37 as well as 41 CFR, Part 60 and 45 CFR Part 80; if
applicable;
9. Equal Employment Opportunity in Apprenticeship and Training (29 CFR Part
30); and
10. Chapter 11A of the Code of Miami -Dade County which prohibits discrimination
in employment on the basis of race, color, religion, ancestry, national origin, sex,
pregnancy, age, disability, marital status, familial status or sexual orientation.
The Respondent also assures that Respondent will comply with 29 CFR Part 37 and all other
regulations implementing the laws listed above. This assurance applies to Respondent's
operation of the WIA Title I and TANF — financially assisted program or activity and to all
agreements the Respondent makes to carry out the WIA Title I and TANF — fmancially assisted
program or activity. The Respondent understands the United States has the right to seek judicial
enforcement of this assurance.
H. Operating Requirements
Organizations shall adhere to all of SFWIB's policies and procedures. Copies of said policies and
procedures will be provided once a contract is awarded. Site visits may be conducted to determine
whether an organization's fiscal and administrative systems satisfy its contractual obligations. On -
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site reviews of programmatic, administrative, and fiscal capabilities will include, but may not be
limited to, the following:
Operational Status: The Respondent must be an incorporated organization or a governmental
entity that has been operating for at least two years.
Funding Reserve: The Respondent must be able to document that they are currently receiving,
and expect to continue receiving for the next fiscal year, at least 20% of their requested budget
from non-federal and non -state (Florida) sources, to ensure adequate capability to assume
liability in instances where an audit identifies disallowed costs. The only exception to this
requirement may be made in the case of government agencies.
Fiscal Review: The Respondent must be able to meet the SFWIB fiscal capability requirements
through a review, which may be on -site, of fiscal systems, including documentation of fiscal
accountability with previously operated programs, through the submission of copies of the
Respondent's most recent independent audit and management letters, if applicable, and evidence
that the Respondent:
✓ has an established system of internal controls,
✓ maintains a set of books,
✓ closes the books at the end of each month,
✓ has a monthly trial balance prepared,
✓ has a bank account with pre -numbered checks that require two signatures,
✓ has a written Employee Procedures Manual,
✓ has a written Accounting Procedures Manual,
✓ has procurement procedures,
✓ maintains personnel files,
✓ maintains time and attendance records,
✓ has general liability, bonding, and workmen's compensation insurance in a form and in
amounts deemed sufficient by the SFWIB.
When a Respondent approved for funding does not have an independent audit for review, the
Respondent will be given up to 90 days (from the date the funding is approved by SFWIB) to
provide the required audit, and contract execution will be deferred until such time as the required
audit is submitted and accepted by SFWIB.
Programmatic and Administrative Review: The Respondent must be able to meet the SFWIB
programmatic and administrative capability requirements through a review process, which may be
on -site; the review includes an inspection of staff resumes, facilities and equipment (if
appropriate), insurance, documentation of the agency's past performance in meeting training and
employment goals, past programmatic quality assurance reviews, and other relevant
documentation.
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