Chester County Department of Community Development
Instructions and Guidelines
Request for Proposal
Work Ready Program
Background:
The Work Ready Program is an initiative of the Pennsylvania Department of Human Services (DHS),
developed to address the specific needs of welfare recipients with multiple barriers to obtaining
employment and to increase participation in employment and training programs among TANF
‐eligible
clients for the purpose of gaining self‐sufficiency.
Work Ready is primarily to assist clients transition to the EARN program and to secure and retain
employment by providing services that will help the client stabilize barriers that may hinder them from
achieving self-sufficiency. This is expected to be accomplished through appropriate assessment,
evaluation, higher education, job readiness services, and activities. The focus and measures for success
of the Work Ready program are tied to concrete and immediate performance goals, such as; completion
of the program through successful outcomes.
The Chester County Local Management Committee (LMC) is a mandated board required by the
Department of Public Welfare to provide workforce services and oversight to the Work Ready Program.
In Chester County, the following organizations are represented on the LMC: PA CareerLink – Chester
County, Chester County Department of Community Development, Delaware County Community College,
Chester County Economic Development Council and Chester County Assistance Office. The LMC
manages and directs the local operation of the Work Ready Program, subject to the requirements of the
current and/or modified DHS Policy and Procedures Manual.
The Chester County Department of Community Development (DCD) is also the designated Community
Action Agency for Chester County and administers both the EARN and Work Ready Programs.
The Chester County Local Management Committee (LMC) will evaluate, and make funding decisions
regarding the proposal received, subject to the guidelines outlined in the modified Policy and
Procedures Manual, found athttps://www.cwds.state.pa.us.
Performance Requirements
The LMC may set the program requirements higher than those identified by the State. However,
contractors must follow the State required performance measurements for the Work Ready Program in
order to provide eligibility for applications for funding consideration. The Policy and Procedures Manual
may be accessed at https://www.cwds.state.pa.us. Applicants must address the specific activity
requirements that have been provided by DHS under the WORK READY program and its performance
goals.
County Requirements:
1. Reports and Monitoring: As a recipient of public funds, all successful applicants who sign a
contract with DCD will be required to fully comply with ongoing reporting and monitoring
requirements. Depending on the activity funded, for sub‐recipients, this requirement entails
completion of detailed quarterly reports on all clients served, monthly or quarterly invoicing,
and programmatic and fiscal monitoring.
2. Certifications and Reservations: Provision of services specified in this RFP requires substantive
knowledge and understanding of the applicable rules and regulations. Recipients of federal,
state, or local funding must certify compliance with applicable funding regulations and adhere
to applicable definitions described in the Application Instructions & Guidelines
(www.chesco.org/dcdgrants). Additional certifications may be required depending on the
specific program.
•
Performance Measures:
Service Provider Performance Requirements:
There are performance standards that will be used to assess the effectiveness of the service
provider. The following chart outlines the goals that need to be obtained by the grantee/
provider. These performance measures have been determined by the Department of Human
Services.
Work Ready- Performance Measures
Standards
Percentage of clients who are in compliance
according to the monthly participation rate
report.
Goal
50%
Successful Outcomes:
A.)Terminated from Work Ready and enrolls into
EARN or KEYS(Code5)
50%
B.) Gain Employment (Code1= 20 hours or more
a week, or Code8=30 hours or more a week.
•
The provider will be held to meeting the outlined program performance goals. The LMC will
require that the selected Provider have the required staff in place beginning on October 1, 2015.
REQUIREMENTS FOR Work Ready Program
The provider must refer to the current Policy and Procedures Manual, found
at https://www.cwds.state.pa.us , for complete details of each program’s requirements and restrictions.
It should be noted that the provider will have access to the Key Train curriculum (www.keytrain.org)
through December 31, 2015 as a job readiness, job development, job search, and job retention tool
within the program. As the provider, you are free to use another packaged job preparation curriculum or
devise your own strategy.
TIME AND ATTENDANCE REQUIREMENTS FOR ALL
Work Ready Program
Federal and State laws require that participants take part in specific activities for mandatory hours per
week. As a result, attendance must be strictly monitored. Generally, clients are required to attend for
either 20 or 30 hours per week and sign in daily on weekly timesheet. After carefully reviewing
the Policy and Procedures Manual, the provider must address how these and all other hourly variations
will be handled when developing individualized service plans for program participants.
Data Entry Requirements for
Work Ready Program
The provider must register with and must data enter information on the Commonwealth Workforce
Development System (CWDS). The provider must also ensure that each program participant is registered
in the PA CareerLink system (part of CWDS) and that all information is promptly and correctly data
entered in accordance with the Policy and Procedures Manual. A seven day average turnaround for data
entry is mandatory, per DPW and the Policy and Procedures Manual, The provider must ensure that the
appropriate staff secure CWDS access and attend the state training within 30 days of the award of a
contract. Additional information on this can be found in the Policy and Procedures Manual.
Additional Requirements for the Work Ready Program
The Work Ready Program provider must also provide/be aware of the following:
♦ Open entry/exit for clients to participate in the program
♦ Day/evening/weekend hours if necessary;
♦ Maintain timesheets as outlined by DHS per Work Ready Policy and Procedures Manual. Note
that some activities such as vocational educational training, job search and paid work
experience, are time limited. Please note that separate funding is not available for paid work
experience.
Program Location: PA Careerlink- Chester County.
Subcontracts for
Work Ready Program
Bidders must discuss in detail any subcontracts for program services in which they plan to enter. For
example, if the bidder is not going to provide English
‐As‐A‐Second Language services with its own
staff, then the organization with which the bidder plans to contract for those services must be
specified in the bid document. Vocational educational training that is likely to be purchased one or
two slots at a time need not be specified here since the expectation is that the successful bidder will
purchase such slots as the need arises. Should the need for additional subcontracted services arise
during the course of the operation of this contract, the successful bidder is required to seek approval
of the LMC prior to contract execution.
PROGRAM DESIGN AND SERVICE STRATEGY
Work Ready Program
The potential applicant must design the Work Ready Program by the strategies outlined and is
responsible for attainment of each of the performance measures outlined in the Policy and Procedures
Manual which provides information on program requirements. Applicants will be required to describe
how each of the performance goals will be implemented and attained. It is important to note that job
search is a time limited activity, and should not be the first initial activity.
We are looking for a true strategy for obtaining the program performance requirements, assist clients in
maintaining compliance with program participation and meeting the goal of successful outcomes. These
are requirements listed in the Policy and Procedure Manual for the Work Ready Program.
Work Ready Service provider will:
♦ Focus on what the participants’ strengths are and the positive, rather than the negative and just
the barriers;
♦ Identify and use the motivations that participants bring with them to promote work and
education;
♦ Assist and coach participants to learn problem solving skills so they can help themselves; and
♦ Build individual employment plans with participants that promote commitment, ownership and
success.
Job readiness/ Job development activities may be offered and provided to all participants. Specific job
development activities may also include:
♦ Maintaining knowledge of the local labor market and the occupations in demand in the area;
♦ Maintaining information on individual employers and their current and upcoming needs;
♦ Contacting employers directly on behalf of individual clients to arrange for interviews;
♦ Following up with employers directly after the interview. Job placements are required to be data
entered into the Commonwealth Workforce Development System, (CWDS) within 25 days of
placement.
♦ Placement in a Community Service Activity (CS), Paid Work Experience (PWE), On-the-Job
Training (OJT); and / or employment.
STAFFING REQUIREMENTS AND RESTRICTIONS FOR
Work Ready Program
All instructional staff should have teaching experience, as well as a demonstrated ability to work with
disadvantaged clients. Contractors must identify the degree to which staff will work exclusively on this
contract. Please use salary roster when submitting budget information. Full time, dedicated staff is
preferred.
Narrative descriptions of the organization’s staffing plan should be included along with information
regarding the following:
♦ Proposed management structure and relevant qualifications of key management staff to
perform the proposed Work Ready Program training, services and/or activities, including
technical, educational, and work background.
♦ Proposed organizational structure and plan to develop the staffing pattern for the effective
management and service delivery functions, including proposed lines of authority and
responsibility.
Applicants will be required to submit, as attachments, an Organizational Chart detailing the
composition of staff (i.e., number of instructors, case managers, job developers, assistants, and a brief
statement of qualifications of each). Applicants will also be required to submit, as attachments, job
descriptions of all staff administering the Work Ready program training, services and/or activities and
the Work Ready program services, including the minimum qualifications for all staff. If you currently
have staff that you will use to administer the Work Ready programs, provide services and/or
activities, please attach a resume for each and indicate to which position that staff will be assigned.
Provider staff must have bi‐lingual employees on staff to provide services to Spanish speaking clients.
Provider staff must have the ability and open to work in partnership with all contracted agencies in an
effort to assist clients toward attaining self‐sufficiency. The LMC will evaluate such requests for
additional staff based on available funding levels and the need to have such staff in place.
Maintenance of Required Reports and Required State / Local Training:
The Work Ready Program contractor must have the capacity and adequate staffing to provide on ‐going
and accurate individual client record keeping. Narrative responses must demonstrate the capability to
generate accurate and timely information, and submit periodic fiscal and programmatic reports.
The contractor will be required to provide various financial and performance reports on a monthly basis
in such detail and on such forms as required by the LMC and the PA Department of Human Services.
Failure to submit the required monthly reports timely may result in ‐obligation
de
of funds or
termination of contract.
According to the current and/or modified Work Ready Policy and Procedures Manual, all contractors are
responsible for keeping their own client case record files, financial records etc. Included are regular
maintenance of time sheets, individual payroll records, payroll journal, quarterly and yearly tax returns
and general ledger records. Timely tax deposits must be made with federal, state and local
governments.
Local and State Training – All contractor staff, including data entry staff, will be required to participate in
all state and local training sessions related to the Work Ready Program. Training may be provided
throughout the program year at various sites.
BUDGET INFORMATION FOR
Work Ready Program
The Budget Forms provided on the www.chesco.org/dcdgrants website must be downloaded,
completed, and submitted with the electronic submission.
The Project Line Item Budget is a basis for cost comparison. Proposing contractors must also complete
and submit a Leveraged Matching Funds Chart. Provide a detailed breakdown of all costs between
administration and program. Please note that costs shall be limited to those necessary and reasonable
for, and directly related to, the proper and efficient operation of the proposed program training,
services and/or activities and must be comparable to the charges for similar program training, services
and/or activities in the area. This process is to be followed for each program year being procured in this
RFP. Proposing contractor(s) must fully comply with the requirements of all federal and state regulations
usual for welfare to work programs.
Allowable Costs / Activities
Costs shall be limited to those necessary and reasonable for, and directly related to, the proper and
efficient operation of the Department of Human Services Work Ready grant. Additionally, the cost
should be comparable to the charges for similar goods and services in the area and not be a general
expense required to carry out the overall responsibility of the government. Allowable cost
principles are established in OMB Circular A‐87, A‐122, and CFR Part 31. Welfare program costs
are allocable to a particular cost category to the extent that benefits are received by such
category. In addition, any single costs, which are properly chargeable to more than one cost
category, shall be prorated among the appropriate cost categories.
A Budget Back‐Up must be provided which includes explanations used to arrive at each line
item on the budget. Indicate whether your program will generate excess revenue which meets
the definition of program income and how that income will be returned to the system, as U.S.
DOL policy requires.
Chester County Department of Community Development
2015 – 2016 Work Ready Program
GENERAL APPLICATION INSTRUCTIONS
• Submission Format: DCD will use an electronic submission format, available on DCD’s
websitewww.chesco.org/dcdgrants. Applicants are encouraged to review the information about
DCD’s priorities and objectives for funding prior to starting the application process. DCD staff
will be available for technical assistance.
•
Scoring: Scores will be based on the following topics: Statement of Need, Program Management
& Organizational Capacity, and Program Design & Service Strategy.
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Application Due date: Wednesday, April 15, 2015 by 4:00 PM.
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Length of Contract: All program operations will be expected to commence on July 1, 2015 and
complete no later than September 30, 2016. There will be two 1-year options to renew the
contract after its expiration. There will be an ‘opt out’ clause included in the contract. The ‘opt
out’ clause will provide the LMC the right to rescind the contract with 30 days of notice for any
reason.
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Completing the Correct Application: Even though one contractor is sought to operate both the
EARN and Work Ready Programs, there are two separate applications.
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Attachments: Attachments can be accessed at www.chesco.org/dcdgrants and also within the
electronic application form. Applications will not be accepted by the electronic system without
the required attachments. (i.e. Insurance Forms, Budgets, etc.)
•
Pre-Proposal Conference: A pre-proposal conference regarding this RFP will be conducted on
Wednesday, March 25, 2015 from 1:00 pm to 3:00 pm at PA Careerlink- Chester County,
located in the Oaklands Corporate Center at: 479 Thomas Jones Way, Suite 500, Exton, PA
19341 . Please call Laurie Smith to register at 610-344-6900.
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The purpose of the conference is to review the proposal packet, to provide an opportunity for
the LMC to explain the background of the RFP, to emphasize portions of the RFP that are
considered especially important, including expectations for respondents, evaluation criteria and
contracting process, and to answer questions posed by potential bidders. Technical Assistance
will be provided through a written question and answer format. Questions emailed
to [email protected] will be answered at the pre-proposal conference to the extent that time
permits. Every effort will be made at the pre-proposal conference to answer questions
submitted that day; however, all questions will be answered and posted on the DCD website. All
answers provided during the pre-proposal conference will not be final until they appear on the
websites. The pre-proposal conference is for information only and attendance is not mandatory
but strongly encouraged. A written summary of all questions posed, and the responses to them,
will be posted along with the minutes of the pre-proposal conference on DCD’s website.
Possibly Coming Soon:
Information on the TANF SNAP Employment and Training Pilot Project
The Department of Human Services has reached out to the WIB’s statewide, in light of the
USDA’s most recent grant opportunity. The Department of Human Services has invited us to
partner with them to design a program targeting SNAP only recipients, who following a career
pathways model, may need the short term certificate based trainings, on-the-job training or job
search and placement.
This may be a new Pilot Program coming soon if approved; here is a link to learn more
information.
http://www.fns.usda.gov/pressrelease/2014/018614