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HomeMy WebLinkAboutCRA-R-17-0013 BackupTECHNICAL PROPOSAL FOR THE OPERATION OF OVERTOWN ENHANCEMENT TEAM SERVICES PILOT PROGRAM RFP 11-005 Continuation of Program 2016/2017 Submitted by HUMAN RESOURCES OF MIAMI, INC. 915 N. W. 1st Avenue Miami, Florida 33136 Telephone: (305) 907-9564 Fax: (305) 377-1621 1 SECTION A TECHNICAL PROPOSAL Narrative of Human Resources of Miami, Inc. Human Resources of Miami, Inc. is the most qualified and the best choice for this project, mainly because we are located in the Southeast OvertowntPark West area, and have been here for many years. We did not move to the area to take advantage of any governmental benefits, we are here solely to serve the community. Originally, in 1999, we helped this area by registering more than 300 women who wanted to work, but could not find employment nor possessed the skills to interview. Human Resource Staffing assisted the young ladies with training and placement with entities that needed massive numbers of employees or waitress, custodians for hotels, and landscaping. We are a part of the community through our cooperation with several faith -based organizations, and visited apartments and local stores, going door to door, offering assistance to the dwellers, both spiritually and with counseling. Through our relationship with McDonald's Playworld Community Development, Inc., a community - based corporation, we have walked the streets, been in and out of One Stop/Workforce, distributing flyers and enrolling teenagers in school, placing them in daycares for "free care" for the children of the teenagers, and we have provided counseling to pregnant women in the shelters located in the Overtown area, as well. We can be relied upon to provide services to this area, because we have, and often without reimbursement or financial resources from anyone. Another reason why Human Resources of Miami, Inc. is uniquely qualified to provide street cleaning and maintenance services to the Overtown area, is because both the management and leadership of the company, were born in Miami, Florida, and lived in this community during some stage of their lives — they either attended school, attended church, rode the bus, walked through the streets, and survived, not overcome by the challenges of this uniquely burdened community. Again, we are a part of this community. During the years of 2005 thru 2010, most of Human Resources of Miami, Inc.'s efforts were directed towards developing a product that the union workers of Miami Dade County School Board would be able to provide at a low cost, to cover both health and other risks that this level of employee faces. After many attempts, this effort was not completed, since the primary person (my husband) involved, contracted cancer and died in 2010. Thus, as we regrouped in 2010, we focused more on our original mission of assisting the low-income, deficiently skilled worker, with finding employment in a highly competitive and complex society, such as Miami, Florida. Since 2010, this contract, Overtown Enhancement Team Services Pilot Program, is consistent with our game plan of self -empowerment by the community. By hiring eleven (11) employees from the Overtown community, there will be a ripple effect experienced throughout the community, not to mention, the increased level of self-esteem, pride, confidence, and ability to contribute to each individual family's household. Human Resources of Miami, Inc. would like to be a part of this endeavor. 2 The leaders of this proposed contract, retained by Human Resources of Miami, Inc., have leadership skills, as evidenced by their training, education, and experience, and will be able to manage one shift starting from 8:00 am until 3: 00 pm. Human Resources of Miami, Inc. is fully aware that this project started as a one year pilot program, and is in the process of seeking more funding from other organizations to continue the program beyond the pilot period that CRA is funding. The primary highlights for the year of 2016-2017 (our fifth year) were: • Trained 31 individuals through our anti -litter and beautification program • Our trainees attended 6 job fairs • Placing into employment, college and vocational training, hospitality training 13 rainees • Conducted 26 soft skill training classes • Completed anti -litter and construction clean up courses and received certificates • Completed landscaping course • Complied with all budgetary and contractual constraints • Maintained the expanded geographical area to include the swamp area • Developed, expanded, and maintained relationships with: o Career Source of South Florida Workforce o Transitions, Inc. o University of Miami Environmental Services Division o City of Miami Overtown Net Office o Camillus House o Williams Park (City of Miami) o Culmer Center o City of Miami Sanitation Department o New Horizon's Mental Health Clinic The primary highlights for the year of 2015-2016 (our fourth year) were: • Trained 30 individuals through our anti -litter and beautification program • Our trainees attended 8 job fairs • Placing into employment, college and vocational training, hospitality training 21 trainees • Conducted 26 soft skill training classes 3 • Complied with all budgetary and contractual constraints • Maintained the expanded geographical area to include the swamp area • Developed, expanded, and maintained relationships with: o Career Source of South Florida Workforce o Transitions, Inc. o University of Miami Environmental Services Division o City of Miami Overtown Net Office o Camillus House o Williams Park (City of Miami) o Culmer Center o City of Miami Sanitation Department o New Horizon's Mental Health Clinic Some of our highlights_ from 2013-2014(expanded to March, 3015 - our third year) were: • Trained 42 individuals through our anti -litter and beautification program • Placed into employment, college and vocational training, hospitality training 36 trainees • Conducted 26 soft skill training classes • Complied with all budgetary and contractual constraints • Expanded geographical area to include the swamp area • Developed, expanded, and maintained relationships with: o South Florida Workforce o Transitions, Inc. o University of Miami Environmental Services Division o Roots in the City o City of Miami Overtown Net Office o Camillus House Some of our highlights from 2012 -2013 (our second year) were: • Trained 40 individuals through our anti -litter and beautification program • Placed into employment, college and vocational training, hospitality training 36 trainees • Conducted 26 soft skill training classes • Complied with all budgetary and contractual constraints • Expanded geographical area to include the swamp area 4 • Developed and expanded relationships with: o South Florida Workforce o Transitions, Inc. o University of Miami Environmental Services Division o Roots in the City o City of Miami Overtown Net Office o Camillus House Human Resources of Miami, Inc. is not just committed to being a viable and profitable organization, we are more committed to social responsibility — the new and innovative way to run a company, and stay in business at the same time. _ We concur with Secretary of State (Mrs.) Clinton — it does take a "Village to Raise a Child" — the employees of Human Staffing of Miami, Inc. are an integral part of s the Overtown village. Scope of the Project 1. Oversee the marketing and recruitment of participants to serve as trainees in the Program. There will be eleven (lcrew leader and 10 crew members) positions. There will also be two on -call crew members to assist with time requested off, no shows, and unexpected absences. Each training period will last for twelve (12) months, for combined classroom and paid work experience training. During the term of the contract, there will be twenty-six (26) life -skills and direct -skills training sessions. 2. Conduct pre -registration and registration services consisting of drug testing, professional development guidance, and evaluation sessions for all program participants ("Trainees"). 3. Provide counseling services for the trainees — career, life-style and general — at least 5 times, annually. 4. Prepare and administer a certified on-the-job training curriculum, consisting of classroom training hours and paid work experience. Curriculum will include training in custodial services, landscaping, property maintenance and development of employability skills. 5. Provide job referral and job placement services for Trainees and for those program participants that have graduated from the training program ("Graduates"). 6. Coordinate referral services for continued training in the field of landscaping. 7. Conduct, evaluate and provide statistical reports on post -graduation evaluation sessions. 8. Coordinate and manage professional development training and job referrals for Trainees and for those program participants that have graduated from the training program ("Graduates"). 9. Manage operations and maintenance of equipment and tools funded under the Program. 10. Document ongoing training process with photos and requisite paperwork 5 11. Document clean-up of the designated areas within the Redevelopment Area. 12 Document attendance and participation of all Trainees. Our Enhancements or Changes to Scope of the Project for the FYE 2015/2016 Our changes and enhancement to the Overtown Beautification Project will be the following: 1. Expand the function of the Crew Manager, to include more community outreach, counseling, job fairs, externships, internships, and job placement 50% of the time employed. Empower the position of Crew Leader/Field Supervisor with the skills, ability and authority to manage the crew, as we nurture a second position to have supervisory responsibilities, serving as the Assistant Supervisor/Truck Driver. 2. Increase hands on exposure to landscaping, environmental, and construction skills for the entire team, by providing externships with Human Resources ofMiami's Landscaping Division and other entities, in the Overtown community, organized and supervised by the Crew Manager. 3. Expand the support services to the team, which will include one (1) hour daily training, such as budgeting, credit counseling, drug -testing, life -skills counseling, and parenting skills, so that all trainees can transition from this part-time job to a more permanent, full-time employment within other parts of the community The crew will also have one (1) hour per week scheduled for community services, to assist with developing within them a desire to help the community and themselves — we are training them to be leaders, supervised by the Crew Manager. 4. Applicants not hired will be maintained as a separate pool of individuals, whom we will counsel and perform assessments of their career options and their unmet needs socially, such as housing, medical, drug and alcohol dependency, educational deficiencies, to name a few. These persons will be referred to the appropriate community services for assistance. They will also serve as the "on call" data base for daily placement during the duration of the contract, if the originally hired individuals leave, quit, or are terminated. We estimate 70 (seventy) persons will be helped. 5. Transition all the original staff to external positions and educational or vocational options within one year, so that new staff can become a part of the CRA Overtown Beautification team. Our goal is to train/hire, at a minimum, annually, fourteen (14) persons, eleven (11) per the contract and three (3) substitutes for the daily project needs. 6. Provide monthly support to the First Friday community event and other events, requested by CRA, by setting up the tents, tables, and chairs, as needed, as a part of their community outreach training. CONCLUSION Human Resources ofMiami/Overtown Beautification Team is requesting $320,000, which will allow us to increase the weekly hours from 20 per employee to 30 hours per employee. We will employ 11 persons with 3 alternates, for a total of 14 individuals. This amounts to a total of 330 hours weekly and 17,160 hours per the 6 contract term. We will also assist 70 other persons with community referral. The cost per participant for the entire cost of $320,000, therefore, is $18.65 per participant hour for the eleven (11) persons hired. Because of helping 70 more individuals, for a total of 84 persons being transformed, the cost per participant is only $3,810. The $18.65 per hour cost incurred in order to perform the contract is much less than the contribution to the community and residents, enhancing first, the environment, the employee (self-respect and se f worth), the economic input to the immediate Overtown environment, allowing the employee/trainees to have cash to spend in the community with their families at the grocery stores, rental expenses, and general shopping. The trainees will be receiving $15.08 per hour, for all their direct cost, including labor costs and fringe benefits. Per CRA goals and objectives, Human Resources of Miami, Inc. will maintain 30 hours per employee/trainee, and will develop responsible citizens to live and work in Overtown community!! 7 PRICE PROPOSAL Personnel Cost for Trainees Quantity Crew Manager 1 $23,400 Crew Supervisor 1 $20,280 Employees/Trainees 9 $172,692 Fringe Benefits - Payroll Taxes Fringe Benefits - Workers' Compensation Sub -total Trainee Enrollment Costs Trainee Support/Development Uniforms Sub -total Operational Expenses $216,372 $20,830 $15,838 $1,100 $3,000 Storage $2,400 Supplies $5,200 Equipment & Small Truck $2,000 Gas & Parking $5,260 Repair & Maintenance $2,000 Sub -total Program Administration Administration/Management $43, 500 Auditing $2,500 Sub -total TOTAL PROGRAM COST Total Cost Percentage $253,040 79.0% $4,100 1.3% $257,140 80.3% $16,860 5.3% $46,000 14.4% $320,000 100.0% 8 PRICE PROPOSAL BUDGET NARRATIVE PERSONNEL/TRAINEES ($253,040) — All trainees are hired pursuant to the term of the contract awarded by Miami Community Redevelopment Agency. Human Resources of Miami, Inc.— All trainees are hired pursuant to the term of the contract awarded by Miami Community Redevelopment Agency (at this point, one year pilot). Human Resources of Miami, Inc. will hire staff appropriate to the requirements discussed earlier, namely, custodial, landscaping, and Human Resources ofMiami, Inc. will hire staff appropriate to the requirements discussed earlier, namely, custodial, landscaping, and maintenance, in general. Trainees will be evaluated during the probation period and during the year. The following positions will be filled: 1. Crew Manager ($23,400) — This position will be responsible for the overall administration and day -to day operations of the Overtown Enhancement Team Services Program. This position will ensure that communications between the daily outside activities and the needs of CRA are met, operating as the primary liaison between Human Resource of Miami and CRA. This person will perform community outreach and job placement services, as well. The position will report directly to the Program Administrator, and will be responsible for ensuring compliance with all operational requirements. The pay rate will be $16 per hour, for 30 hours per week. 2. Crew Supervisor ($20,280) This position will be responsible for the direct supervision of the line crew, driving the truck, provision of water to staff and taking the trash to the dumping facility. This person reports directly to the Crew Manager, and augments management in the field. The pay rate is $13 per hour for 30 hours weekly. 3. Crew Trainees ($172,692) — This position will perform the daily needs, including picking up litter, removing graffiti, landscape maintenance and installation services, street sweeping and clean-up, sidewalk pressure washing, and general paint maintenance, including traffic enclosures, poles, and street lights. The pay rate will be $12.30 per hour, 30 hours per week per training for nine (9) crew members, scheduled 30 hours per week. FRINGE BENEFITS ($36,668) — Fringe benefits will be paid according to policies established by Human Resources of Miami, Inc., approximating 17.5% of total wages, consisting of the following breakdown of currently approved benefits: FICA is based on 7.65% of total salary. FUTA/SUTA is .062 per employee. Workers' compensation, which is approximately $1,440 per employee. TRAINEE ENROLLMENT COSTS ($4,100) Trainee Support & Development ($1,1001- Human Resources of Miami, Inc. will provide counseling, referral and placement services to our crew from the prior and current years, in order to comply with the goals and objectives provided by CRA. Each trainee will earn a certificate in landscaping and other training, such as on the job training, hospitality, construction cleaning; and the new staff will be provided online training which will provide certification to the employees, ensuring that the basics of landscaping and anti -litter skills, management, and administration are obtained. 9 Soft skill training is also provided on a bi-weekly basis. Support services are provided to all eighty- four (84) individuals, which includes the counseling, assessment, and referrals. Uniforms ($3,000) — Human Resources of Miami, Inc. will purchase uniforms for the crew, which will consist of two (2) caps, two (2) safety goggles, two (2) polo shirts, brightly embroidered with CRA Overtown Enhancement Team, two (2) flat front work shorts, two(2) flat front work (long) pants, one (1) belt, and two (2) solid -colored work boots. TOTAL TRAINEE/PERSONNEL COST ($257,140) OPERATIONAL EXPENSES - Costs in a business are traditionally divided into operating and administrative categories. Both are necessary for the company, but operating costs are closely tied to specific products and services whereas administrative costs are incurred on behalf of the enterprise as a whole. 1. Storage ($2,400) -- The space required to store the supplies and equipment should need approximately 20 x 20 square feet in space, and the cost will not exceed $200 per month. 2. Supplies ($5,200) — Human Resources of Miami, Inc. will spend an average of $450 per month, to maintain at a minimum the following: Landscaping supplies (grass, plants, soil, fertilizer), safety zone disposable textured latex gloves, work gloves (tree cutting), painting supplies (scrapers, tape, rags), paint thinner, brushes, roller, primer, mask, basic paint colors (antique white and black, rakes, brooms (sweep and push), dust pans, funnels, trash bags, safety glasses, gas cans, weed eater, shovels, hoes, rakes, pole diggers, general tools, hammers, screwdrivers, etc. Cameras and camcorders will be purchased to ensure that the before and after photos are taken. 3. Eq uipment ($2,000) — Human Resources ofMiami, Inc. will purchase equipment needed to comply with the demands of the project, which will be used to move supplies from one site to another, transport team members, and move trash and debris. Other equipment which will be purchased will include pressure cleaners, generators, washers, blowers, lawn mowers, chain saws, tree trimmers, etc. 4. Gas & Parking ($5,260) — Parking permits in the CRA Overtown area is $70 per month per vehicle or $1,700 annually, and gas costs will be incurred both for the truck and equipment, not to exceed $3,260 for the year, an average weekly amount of $80. 5. Repair & maintenance ($2,0001— The repairs required to maintain the equipment and truck should not exceed $180 per month, or on an as needed basis, including auto maintenance and repairs. TOTAL OPERATIONAL EXPENSES ($16,860) 10 PROGRAM ADMINISTRATION — This is the cost for ensuring that the program is successfully operated, and expands from the documentation to the needs of the daily crew, community acceptance and enhancement itself. Human Resources of Miami, Inc. will retain a local skills and supplies whenever possible, and will select the lowest priced equipment, supplies, and services, when expending on behalf of this program. ADMINISTRATIVE/MANAGEMENT ($43,500) 1. Administration ($16,000) — all secretarial, clerical, and bookkeeping services will be completed daily as needed. Daily and weekly reports, including payroll is processed by this position. The financial statements will be provided, detailing the amounts billed to CRA, monies expended, and balances in the related bank account. 30 hours per week will be allocated to the Overtown Enhancement Team Services project, including referrals of the crew members to various social agencies, as needed. 2. Management ($12,000) — Since the contract has been implemented, management, averages ten (10) hours per week, for signing, reviewing, training, etc., and the general contract oversight, including working with CRA management, attending meetings with CRA and other related agencies of the contract. This function ensures compliance with all regulations and performance measures, providing the reports to CRA, etc. 3. Office Rental ($6,000) The office is located at 915 NW 1 st Avenue, Miami, Florida. We lease approximately 600 square footage for Human Resources of Miami, Inc., to operate the Overtown Enhancement Team Services project. This includes waiting area, training area, file room, and administrative area. 4. Insurance ($8,000) — This will cover liability while the crew members are in the outside environment, addressing the risk of tourism, crime, and general. This is insurance for the vehicle as well. 5. Office supplies ($1,500) — Consumable supplies to operate the office, such as copy machine paper, staples, calendars, pens, batteries, toner cartridges, drums, fax machines and computer printer, copier, computer, calculators, letterhead, and other miscellaneous office supplies.. AUDITING ($2,500) — At year end, there will be an audit conducted to confirm that monies were expended in compliance with all regulatory requirements, even though it is not mandatory, since the threshold of $500,000 is not met with this grant. A certified public accounting firm will conduct this audit. TOTAL PROGRAM ADMINISTRATION ($46,000) TOTAL PROGRAM BUDGET $320,000 11