BIDDER’S CONFERENCE Friday, May 8, 2015 9:00am -11:00am Meeting Minutes Maranda Libster, Directions for Youth and Families John Cerv, Directions for Youth and Families ATTENDEES Michael Cole, J. Ashburn Youth Center Heather Wade, Henkels & McCoy Jessica, Lodermeier, Henkels & McCoy Joe Cavinee, Gladden Community House Mike Dean, Franklin County YouthBuild Kris Gamer, WrightChoice Inc. Kay Wilson, LeaderSparks Randal Wiggins, Building a Better Community for a Better Tomorrow Toni Cunningham, Columbus Urban League TyKiah Wright, WrightChoice Inc. Bo Chilton, IMPACT Community Action Faren Morris, Lead The Way Learning Academy Tony Ransom, The Neighborhood House Incorp Amy Harcar, Ethiopian Tewahedo Social Services Tony English, YouthBuild Columbus Leo Devlin, Columbus Urban League Lori Caliman, Columbus Urban League Omar Hassan, Somali Community Anna Chen, Ethiopian Tewahedo Social Services Roselinde Banks, Dayspring Christian CDC Suzanne Coleman-Tolbert Shirley Costantino Win Dearing Lawrence Jackson Gregory Kendrick, Hiltop Shalom Zone COWIC STAFF Lisa Clark, OhioGuidestone Dawn Redman, The Neighborhood House Incorp Jennifer Marshall, Goodwill Industries Nick Jones, Boys & Girls Club Hilary Blakemore, Boys & Girls Club Leland Bass, IMPACT Community Action Emily Snyder, MCS TOUCH Lena Sloutsky, TOUCH Andrea Applegate, Jewish Family Services Fred Points, Jewish Family Services Lora Fish, Jewish Family Services Christine Happel, Clintonville Beechwold Community Resources Center Derek Steward, YouthBuild Columbus Tara Lamont Agenda Topic Welcome DISCUSSION Funding DISCUSSION Suzanne Coleman-Tolbert, President & CEO Ms. Suzanne Coleman-Tolbert, President and CEO of COWIC OMJ-CFC welcomed those in attendance of the bidder’s conference. Ms. Colbert reviewed the mission, vision, and purpose of COWIC. Shirley J. Costantino, COO/CFO WIOA / WIA In the PowerPoint presentation provided to those in attendance, slide 3 provided a definition of Outof-School-Youth from WIA to WIOA. o Definition under WIA - A federal act that “provides workforce investment activities, through statewide and local workforce investment systems, that increase the employment, retention, and earnings of participants, and increase occupational skill attainment by participants, and, as a result, improve the quality of the workforce, reduce welfare dependency, and enhance the productivity and competitiveness of the Nation.” o Definition under WIOA - Supersedes WIA and is designed to help job seekers access employment, education, training, and support services to succeed in the labor market and to match employers with the skilled workers they need to compete in the global economy. Signed into law on July 22, 2014. Ms. Costantino advised that the RFP does not mention funding because COWIC do es not have an allocation of funds as of yet. Ms. Costantino also advised that submittals need to be concise and overall a good program to serve Out-of-School Youth. Organizations must be flexible. Future Talent Lawrence Jackson, Program Manager Mr. Jackson advised of showing initiative in keeping youth engaged and reviewed key areas of the RFP: o Target Population: Youth & Young Adult (age 16-24 who are disconnected from school; Court Involved Youth; Homeless/Runaway/Aging out of foster care; Pregnant/parenting youth; Youth with disabilities. (Section 1.3 Priority Target Populations) o Target Industries: Allied Healthcare; Information Technology; Hospitality and Culinary Arts. (Section 2.2.4 Occupational Skills Training) Ms. Lamont advised and reviewed key areas of the RFP, COWIC will identify and fund organizations that will design innovative and comprehensive services that result in out -of-school youth achieving academic and employment success. COWIC will fund agencies that have the capacity and demonstrated success to offer services to this age group. Agencies are to design an evidence based program. o Program Model: Proposers should design and implement an evidence based program model consisting of a continuum of services with comprehensive case management and guidance to meet the needs of young adults. Program model must have the framework that is designed to prepare participants for a global workforce system. Proposers are to demonstrate their ability to provide year-round activities and services for WIOA eligible young adults. (Section 2.1 Program Model) o Boot Camp (section 2.2.1 Boot Camp) a. Boot camp will consist of a 10-week talent recruitment training. Proposers are to recruit 10-15 young adults at a time to create cohorts. b. Learning during the 10 week period should include, but not limited to, life skills, job readiness, financial literacy, etc. (please refer to the RFP). c. During the 10 week boot camp all participants must complete the following workshops: Resumes that Work, Social Media, Ace the Interview, Create Your Own Cover Letter, Navigating Casting Calls, Sharpening Your Employability Skills. Proposers will need to create their own curriculum and submit as an attachment. o Use of Ohio Means Jobs: Proposers will ensure all participants are registered on Ohio Means Jobs. Young Adults are to be connected to the following talent recruitment activities: Career explorations, Job Shadowing, Work-based Learning, Unsubsidized/Subsidized employment, Job search assistance (section 2.2.3 Employment Research and Connection.) o Program Requirements (section 2.3 Program Requirements) a. Outreach & Recruitment, Orientation, Intake/Eligibility, Assessment, Individual Service Strategy, Career Services. b. Proposers are strongly encouraged to link and share information with other agencies, organizations, and training providers in order to meet individual needs. Mr. Jackson advised and reviewed key areas of the RFP: o Outcomes & Performance: WIA performance measures will remain in effect from 7/1/15 to 6/30/16. However, program models and proposals should be designed to achieve WIA and WIOA measures. WIOA measures may be further refined as the regulations are finalized. (Section lV: Outcomes & Performance) Mr. Jackson advised to provide an upward mobility of skills (i.e. Placing a youth in a career pathway rather than just a job; placing youth in employment where there are opportunities to move up within in an organization.) DISCUSSION Program Model Tara Lamont, Procurement Administrator DISCUSSION Performance Lawrence Jackson, Program Manager DISCUSSION Helpful Hints Win Dearing, Procurement Manager DISCUSSION Minutes prepared by HH 5.8.15 Mr. Dearing made note of the RFP amended language in section 1.2 to reflect funding available for services under WIA, WIOA, Temporary Assistance for Needy Families (TANF), and any other eligible funding to be for these out-of-school youth purposes. A hand out of this amended language was provided to those in attendance. Finale award amounts will be subject to availability of funds. Cost for services must be reasonable, measurable, and allocable. Definitions can be found in the Federal Register, part III, Office of Management and Budget on page 78640 at: http://www.gpo.gov/fdsys/pkg/FR-2013-12-26/pdf/2013-30465.pdf Proposers may identify organizations with whom they will collaborate to enhance the program model design. These relationships or collaborations are encouraged. However, proposers are to follow the OMB Super Circular, 2 CFR Part 200, Section 200.318-329 General Procurement Standards at http:www.gpo.gov/fdsys/pkg/FR-2013-12-26/pdf/2013-30465.pdf. Proposers must follow procedures outlined in the RFP. RFP available on COWIC OMJ-CFC website http://cowic.org/funding/vendor-opportunities/ (section V General Information) Letter of intent to bid are due no later than noon May 11, 2015 to wdearing@cowic.org The LOI will not be considered as a commitment to bid. (Section 5.4 Letter of Intent to Bid) All proposals must be received by 3:00pm Friday, May 22, 2015. No incomplete, faxed, or late proposals will be considered. Proposals that do not follow the required format or do not include the required attachments will not be reviewed and will be returned (Section 7.1 Application submission). Agencies are to describe the model and answer the key questions outlined in Section VII I: Proposal Evaluation Criteria. Proposers are not required to follow the numbering of each question; however, please use headings that can guide the reviewer to follow the response. Proposals are due on Friday, May 22, 2015 by 3:00pm. Questions Question #1 Can any portion of the “boot camp” be paid? Answer: COWIC will not pay for attendance. If performance benchmarks are built into the program model, COWIC will consider payment to the participant for performance. Question #2 Is there childcare available? Answer: Childcare is considered a supportive service and so far, supportive services are still funded under WIOA. Question #3 How will Youth with criminal backgrounds be viewed in the context of the grant? Answer: Youth and young adults in the juvenile justice system are a priority target population to serve. Please refer to Section 1.3 Priority Target Populations. Question #4 Does an organization's inclusion in another proposal nullify an individual proposal submittal? Answer: No, organizations may partner and/or submit an individual proposal. DISCUSSION Question #5 What is the current range of reasonable fees for successful youth participant programs? Do these numbers include participant wage stipends? Answer: There is no current standard. Wages will be paid by a payroll company. Selected agencies are not expected to pay wages to the youth participant. Question #6 Can we start part-time employment during the 10 weeks? Answer: Yes, participants may start unsubsidized employment at any time after enrollment. Question #7 Do all of the targeted groups need to be served or is it possible to specialize? Answer: Yes, agencies may specialize; however, COWIC is looking to fund agenci es that can offer service to a variety of youth in Franklin County. Question #8 During the transition year will providers still have to follow WIA income guidelines? Answer: Starting July 1, 2015, WIOA income guidelines must be followed. Question #9 What performance measures are expected in the 1 year contract? Answer: Agencies are to meet the performance stated in their program model. Minutes prepared by HH 5.8.15 Question #10 How do I or my small organization partner with an organization to provide the Out-of-School Youth programs? Answer: Time will be provided at the end of this Bidder’s Conference for agencies to network. Question #11 Are youth and young adults able to re-enter program to continue certification and/or education assistance? Answer: The term “exit” is a technical term. Participants are to have 1 year of follow-up service after exit. Follow-up service is an entire program. Therefore, participants are not to know that they are “exited” from the program and are to continue to receive workforce service. Question #12 How many cohorts are allowed per year or can multiple be done at the same time? Answer: There is no set number. Question #13 How much funding is available? Answer: Funds have not been allocated to the local area; therefore, we are not aware as to the amount of funding that will be available. Question #14 How many youth overall do you expect to be served by this funding? Answer: There is no set number. Question #15 What is the optimum number of participants that should be served by individual program? Answer: No optimum number is set. Minutes prepared by HH 5.8.15