Request for Proposals
YouthWorks Administrator
Bidders’ Conference Questions and RSVP Due:
January 14, 2015 3:00 PM EST
Bidders’ Conference: January 16, 2015 from 1:00 PM-3:00 PM EST
1617 JFK Boulevard, 13th Floor
Philadelphia, PA 19103
Deadline to Submit Notification of Intent to Submit Proposal (Required):
January 21, 2015 3:00 PM EST
Deadline to Submit Questions for Response:
January 23, 2015 3:00 PM EST
Deadline for Proposal Submissions:
February 18, 2015 12:00 PM EST
Philadelphia Works YouthWorks Administrator
Request for Proposals
Table of Contents
I. Overview................................................................................3
A. Purpose of the RFP ................................................................................... 4
B. Who is Eligible .......................................................................................... 4
C. Critical Application Information ............................................................... 5
D. Payment Structure.................................................................................... 6
II. Scope of Services .................................................................7
A. Background ............................................................................................... 7
B. Overview of Service & Audit Requirements ............................................ 7
C. Performance Measures .......................................................................... 17
III. Responding to the RFP and Application Process ................ 20
A. Bidder’s Conference .............................................................................. 20
B. Notification of Intent to Submit ............................................................ 21
C. Application Deadline .............................................................................. 21
D. How to Respond to the RFP ................................................................... 21
E. Submitting an Application ..................................................................... 22
IV. Evaluation Criteria and Rating System ............................... 23
A. Evaluation Process ................................................................................. 23
B. Additional Evaluation Phase .................................................................. 24
V. Attachments ....................................................................... 26
One Penn Center at Suburban Station
1617 JFK Boulevard, 13th Floor
Philadelphia, PA 19103
P: 215-963-2100
F: 215-567-7171
www.philaworks.org
Philadelphia Works Request for Proposals: YouthWorks Administrator
Philadelphia Works YouthWorks Administrator
I. Overview
Philadelphia Works
In accordance with the Workforce Investment Act (WIA) and Temporary Assistance for Needy
Families/Department of Public Welfare (TANF/DPW) policies, Philadelphia Works is the workforce
investment board for Philadelphia and is charged by the Mayor to lead the city’s broadly defined
workforce development system. The Mayor appoints the Philadelphia Works Board of Directors and
Chief Executive Officer.
The Board is private, sector-led with membership appointed by the Mayor to strategically plan, govern,
monitor, evaluate, and negotiate on behalf of the workforce development system. The Board brings
together private sector leaders across the region’s industry groups with policy makers from education,
economic development, and public arenas. Members of the Board are volunteers. Additional
information
relative
to
the
Philadelphia
Works
Board
can
be
found
at
http://www.philaworks.org/about-us/board-members.
The Youth Council, known as the Philadelphia Council for College and Career Success, is a standing
committee of the Philadelphia Works Board. As assigned by the Board, the Youth Council has the
responsibility for strategically aligning with the full workforce system by planning, developing, and
monitoring the youth activities and initiatives that are funded by Philadelphia Works. Youth Council
members are drawn from the Board and other key youth stakeholders from Philadelphia.
Philadelphia Works’s mission is to connect employers to a skilled workforce and to help individuals
develop the skills needed to thrive in the workplace. We are responsible for governing and monitoring
the impact and outcomes of Philadelphia’s public workforce system. Our strategic priorities align with
the Mayor’s workforce agenda. Philadelphia Works is supported by federal and state workforce
development funds, as well as privately raised funds to support our mission.
Our customers are both the local and regional employers who seek a qualified workforce, and the job
seekers looking to find their next job or advance in their careers. We serve these customers largely
through contracting with service delivery partners. Our other stakeholders include economic
development, education, employment, training, and human service agencies throughout the city.
What Philadelphia Works does:


Set policy for the workforce development system and strategic investment of workforce
development funds.
Fund and provide technical assistance on career guidance, job training, and job placement
services offered by educational institutions, PA CareerLink® Philadelphia, EARN Centers and
Page 3 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator



youth service providers. We offer employers wage subsidies, employee training and retraining assistance, and work with them to help employees who have been laid off.
Conduct research on employment and workforce trends and provide our findings to
businesses, policy makers, service providers and the media.
Promote public policy that meets the needs of jobseekers and employers.
Create innovative partnerships and services to upgrade the skills of Philadelphians and meet
employers’ needs.
A. Purpose of the RFP
Philadelphia Works is seeking a qualified for-profit or non-profit organization with demonstrated
capacity in administering public sector youth workforce development programs to manage and oversee
Philadelphia YouthWorks. Philadelphia YouthWorks is the local umbrella for workforce developmentoriented programs designed for in-school and out-of-school youth. It is an integral part of Philadelphia’s
overall strategy to provide quality services that empower youth and assist them to attain success in life
and the labor force.
The successful bidder of this RFP will serve as the YouthWorks Administrator, a designee of Philadelphia
Works that will manage youth programming under funds from the Workforce Innovation and
Opportunity Act of 2014 (WIOA), the reauthorization of the Workforce Investment Act (WIA), and
Temporary Assistance for Needy Families Youth Development (TANF YD). WIOA will be implemented as
of July 1, 2015. Although policy and regulations have not been finalized, we expect that the role of the
YouthWorks Administrator will change little. YouthWorks may also include other public funds from the
Pennsylvania Department of Labor & Industry that are allocated to the local workforce area. The
organization that is awarded this contract will be expected to support the youth-related goals and
objectives of Philadelphia Works.
Contract Period
The competitively procured YouthWorks Administrator is a contractor of Philadelphia Works. This RFP is
issued for a two-year period beginning July 1, 2015 through June 30, 2017. With the approval of our
Board, Philadelphia Works may extend the length of the YouthWorks Administrator contract for an
additional year. The selected contractor will begin phased-in start-up operations during a transition
period with the current YouthWorks Administrator. This transitional period will occur July 1, 2015
through September 30, 2015. The successful bidder must be fully operating on October 1, 2015.
B. Who is Eligible
Any for-profit, non-profit organization, government agency, or educational institution that can
demonstrate the capacity and experience to successfully administer youth workforce development
programs is eligible to apply. The RFP process is to both current contractors, as well as qualified
Page 4 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
organizations that have not previously contracted with Philadelphia Works. Organizations must
demonstrate a strong understanding of the local workforce system, employer base, and challenges to
youth ages 14-24.
For activities funded under WIOA, the YouthWorks Administrator cannot provide services to youth. This
stipulation aligns with WIOA’s intent to separate governance and oversight functions from service
delivery and operations. This will allow for diversity in youth service delivery while preserving researchbased, effective program models. Please note that in signing the assurances that must be attached to
the proposal (see Attachment 10), your organization agrees that if awarded the contract under this RFP,
it will not enter into direct service contracts or awards of WIOA funding that are designated for use in
the City of Philadelphia.
For activities funded under TANF YD funds, the YouthWorks Administrator can provide services to youth.
Due to the volume of information contained in the various laws and regulations, programmatic
requirements and references found in this RFP are considered summaries. Philadelphia Works will not
provide copies of these documents. Knowledge and understanding of the full text and content of
applicable laws, regulations and programmatic requirements are the responsibility of the proposer.
Information on developing WIOA regulations may be found at http://www.doleta.gov/wioa/.
Requirements contained in this RFP may change based on revised local, state, and federal rules.
Proposers will be required to make modifications to accommodate the changes throughout the life of
the agreement.
The selected YouthWorks Administrator will be required to supply evidence of appropriate licenses,
insurance, relevant internal procedures, etc. prior to contract execution. Philadelphia Works will provide
the list of required documentation upon selection through the RFP process.
C. Critical Application Information
In an effort to build a world-class workforce development system for Philadelphia’s youth, the
competitively procured YouthWorks Administrator will be responsible for the following:

Ensuring that executed contracts for youth service delivery leverages and manages
resources to maximize the number of youth who are successfully engaged in program
activities.

Integrating services across funding streams to create a seamless system across youth
programming to support positive outcomes.
Page 5 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator

Meeting/or exceeding the applicable performance objectives as identified by Philadelphia
Works and/or the Commonwealth including WIOA Common Measures for youth.

Strengthening the capacity of youth-serving organizations.

Aligning youth workforce development programs with other citywide initiatives and efforts.

Providing transparency in the use of funds and procurement along with meeting all fiscal
regulatory requirements.

Depending on funding availability and performance, Philadelphia Works may extend the
contract award for one additional year.
D. Payment Structure
The selected contractor will receive two contracts; one funded under WIOA and the other, funded under
TANF YD. The WIOA contract is subject to US Department of Labor and PA Department of Labor &
Industry guidance. The TANF YD contract is subject to US Department of Health and Human Services and
PA Department of Health guidance.
The successful bidder’s WIOA contract will be cost reimbursement. If the successful bidder assumes
solely an administrative role under TANF YD funds, the contract will also be cost reimbursement. If the
successful bidder assumes a direct services role under TANF YD, the contract will be cost reimbursement
and performance-based.
Cost Reimbursement
In order to ensure that cost reimbursement funds are available throughout the fiscal year, providers must
invoice ratably throughout the fiscal year. Funds may not be exhausted prior to the end of the fiscal year.
Expenses with a clear delineation of funding will be charged to the appropriate funding stream line item.
The awarded contractor must track and document all costs necessary to operate, and submit these to
Philadelphia Works with invoices and upon request. The awarded contractor will be expected to identify
funding source(s) on invoices submitted for payment. The awarded contractor will be expected to identify
and provide documentation as required by the policies of Philadelphia Works, PA Department of Labor &
Industry and Department of Public Welfare for reimbursable charges on invoices submitted for payment.
Performance-Based
If the selected contractor assumes a direct services role under TANF YD, the contract will be cost
reimbursement and performance-based. Performance payments under TANF YD will be based on all
youth participants enrolled in TANF YD funded programs and served through the program year.
Page 6 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
II. Scope of Services
A. Background
Philadelphia’s youth workforce development system is funded with Workforce Investment Act (WIA)
and Temporary Assistance for Needy Families Youth Development (TANF YD) resources. In Program Year
2014, Philadelphia’s WIA Youth allocation was $5,329,258 and TANF YD allocation was $7,254,296.
In support of Philadelphia Works’s strategic plan and approved Workforce Investment Act (WIA) Local
Plan (effective July 1, 2012-June 30, 2017), youth workforce development programs serve both in-school
and out-of-school youth ages 14-21. These programs are an integral part of Philadelphia’s overall
strategy to provide quality services and empower youth. This strategy includes comprehensive, yearround and summer work experiences that provide opportunities for youth to achieve 21st Century Skills
and gain an understanding of career and work.
Additional information relative to the vision for Philadelphia’s workforce system is available online at
http://www.philaworks.org/philadelphia-works/local-plans-and-strategies. The approved Workforce
Investment Act (WIA) Local Plan outlines who will oversee the public workforce system, how funds will
be spent, and how it will operate to serve adults, laid off workers and young people in Philadelphia. On
this same web page, there is a link to download a copy of the Philadelphia Works Strategic Plan (20132018) entitled “Partnering for a Competitive Workforce”.
B. Overview of Service and Audit Requirements
The successful applicant will serve as the YouthWorks Administrator and be responsible to Philadelphia
Works. The competitively procured contractor must demonstrate the capacity to deliver on the following
responsibilities:

Work in concert with Philadelphia Works to align programming with the strategic plan and
specified priorities in accordance with the approved Workforce Investment Act (WIA) Local
Plan.

Provide monthly and quarterly reports on programming and the use of funds to Philadelphia
Works. These reports must include enrollment, retention, credential achievement, literacy
and numeracy gains, and financial details.

Work with Philadelphia Works to establish quarterly and annual performance goals and
submit quarterly performance reports.
Page 7 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator

Manage large amounts of complex data. This includes, but is not limited to, working with
youth service providers in an effort to use data for program development and continuous
improvement. This data will also be used to make strategic design recommendations for
program models.

Meet all WIOA performance requirements. Performance measures pertaining to WIOA
administrative duties are subject to negotiations between Philadelphia Works, the
Commonwealth of Pennsylvania, and/or the United States Department of Labor. It is
expected that all WIOA-funded youth service programs will meet and contribute to the
achievement of the negotiated performance levels of Common Measures. WIOA Common
Measures for youth are outlined below. Program Year 2013 negotiated performance levels
appear on pages 18-19 of the RFP. Please be advised that these levels are expected to rise
and/or change over the next three years.
WIOA Common Measures
Population
Placement in Employment, Post-Secondary
Education, and/or Military.
In-School and Out-of-School Youth
Rate for Attainment of a Degree or
Certificate (State/Industry Recognized)
In-School and Out-of-School Youth
In-Program Skills Gain
In-School and Out-of-School Youth
Retention in
Employment/Education/Training
Out-of-School Youth
Median Earnings
Out-of-School Youth

Meet all WIOA and TANF YD performance requirements. Performance measures pertaining
to TANF YD-funded service delivery duties are subject to negotiations between Philadelphia
Works, the Commonwealth of Pennsylvania, the Department of Public Welfare, and/or the
United States Department of Labor. It is expected that all TANF YD-funded youth
programming will meet and contribute to the achievement of the negotiated performance
levels that are outlined below. Program Year 2013 negotiated performance levels appear on
pages 18-19 of the RFP. Please be advised that these levels are expected to rise and/or
change over the next three years.
Page 8 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
TANF Performance Requirements
Population
Placement in Employment, Post-Secondary
Education, and/or Military.
Out-of-School Youth
Rate for Attainment of a Degree or Certificate
(State/Industry Recognized)
Out-of-School Youth
Skills Gains in Literacy, Language, and Math
Out-of-School Youth
Retention and Completion of TANF-funded
Summer Youth Programming
In-School and Out-of-School Youth

Access and analyze labor market and educational data to make recommendations regarding
ways to integrate WIOA and/or TANF YD funding in support of these trends and findings.

Leverage and align resources to provide comprehensive, integrated services to youth.
Leveraged resources should directly improve services and outcomes for youth. The
successful applicant must demonstrate the capacity to build strong linkages to schools,
providers of services that are both inside and outside of schools specifically geared towards
21st Century Skills and career awareness, employers, and post-secondary institutions to
provide effectual program alignment.

Serve as a broker to employers, schools and community-based organizations to ensure that
service providers are providing comprehensive services, as outlined in WIOA and consistent
with the goals as defined by Philadelphia Works.

In conjunction with Philadelphia Works and consistent with its procurement policies,
competitively procure WIOA and, if applicable, TANF YD youth service providers by selecting
those most likely to provide quality services and meet performance.

With Philadelphia Works, co-contract with all youth service providers funded with WIOA
and, if applicable, TANF YD funds.

Conduct quality assurance and performance management for contracted programming and
provide technical assistance and training to all WIOA and TANF YD-funded youth service
providers. Topics for technical assistance and training should include, but not be limited to:
recruitment, registration, retention, performance and invoicing.

Develop a yearly budget that indicates amounts for personnel costs and non-personnel
costs. This budget is subject to approval. Philadelphia Works will determine the split of
Page 9 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
funding set aside for youth programming which will be released though competitive
procurement.

Invoice Philadelphia Works monthly for expenditures as per payments made to youth service
providers. For the purposes of cost containment and transparency, supporting
documentation of payment is required to accompany all invoices.

With Philadelphia Works, co-contract with WIOA-funded youth service providers to
determine WIOA eligibility.

With Philadelphia Works, co-contract with WIOA-funded youth service providers to enter
data into the Commonwealth Workforce Development System (CWDS) to record WIOA
eligibility and participation. CWDS is the official system of record.

Provide data validation of entries made by contracted WIOA-funded youth service providers
to ensure accuracy of all data elements.

With Philadelphia Works, co-contract with WIOA-funded youth service providers or another
entity to provide a process for direct payment of WIOA-funded wages to youth. Participant
data must be linked to payroll.

If providing youth services under TANF YD, determine eligibility and provide online
enrollment and placement into programs and worksites for youth participating in TANF YDfunded summer programming. Provide a process for direct payment to youth for TANF YDfunded summer wages. Participant data must be linked to payroll.

If not providing youth services under TANF YD, with Philadelphia Works, co-contract with
TANF YD-funded youth service providers to determine eligibility. This includes providing a
process for direct payment to youth for TANF YD-funded summer wages. Participant data
must be linked to payroll.

Link participant data to funding sources to ensure accurate billing.

Maintain a sophisticated and secure technology infrastructure. This includes, but is not
limited to, access to secure email.
In order to accomplish these responsibilities, Philadelphia Works will provide the following support:

Staffing of the Youth Council. This includes, but is not limited to, staffing the presiding
chairperson who is a member of the Philadelphia Works Board and Executive Committee.

Provide oversight and monitoring of the YouthWorks Administrator including, but not
limited to, assuring alignment with Philadelphia Works strategic priorities and the approved
WIA Local Plan.
Page 10 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator

Serving as the final signatory on all WIOA and TANF YD-funded subcontracts prior to
execution.

Direct monitoring of the YouthWorks Administrator to identify areas of operational
strengths and weaknesses.

Direct monitoring of the YouthWorks Administrator and/or co-contracted WIOA and TANF
YD-funded youth service providers for compliance with all applicable laws, regulations and
policies. This will include timely data entry, data validity and/or eligibility requirements.

Fiscal monitoring of the YouthWorks Administrator and youth programming.

Technical assistance to ensure fiscal and regulatory compliance for all grants.

Technical assistance in establishing systems that meet all applicable Federal and State
requirements.

Technical assistance in compliance with Philadelphia Works contracting, invoicing, and
monitoring procedures.

Technical assistance with competitive procurement.

Technical assistance to ensure youth service providers correctly determine and enter
eligibility.

Oversight and monitoring of WIOA and TANF YD performance standards.

Training in the use of CWDS.

Training in Health Insurance Portability and Accountability Act (HIPAA) requirements for
confidentiality and sharing of information.
Specific Requirements Related to Workforce Innovation and Opportunity Act (WIOA) Funding
The successful bidder will be responsible to Philadelphia Works for the following administrative
functions that will be funded by the Workforce Innovation and Opportunity Act:
Procurement and Contract Administration of Youth Services

Provide support functions to Youth Council subcommittees
o
Support Philadelphia Works to ensure strategic alignment with the evolving strategies
and policies particularly as it relates to a combined strategic agenda for the youth and
adult workforce development systems.
o
With Philadelphia Works, evaluate the progress and impact of the WIOA youth
investment strategy.
Page 11 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
o

Oversee and monitor co-contracted youth service providers
o
o
o
o

Negotiate systemic agreements for data sharing with other entities in the city to support
the evaluation of local WIOA investment strategies.
Provide contract management for all co-contracted youth service providers related to
fiscal and regulatory compliance.
Ensure compliance with all Federal, State and Local tax laws.
Test for consistent protection of secure information by youth service providers as
required under federal law.
Develop operational requirements and procedures, which align with the priorities
established by Philadelphia Works and State and Federal requirements.
Manage the procurement process using policies and procedures that are consistent with the
Philadelphia Works procurement policy:
o Draft youth service provider RFP guidelines and documents for Philadelphia Works. The
guidelines and documents must be submitted to Philadelphia Works for review and are
subject to approval.
o Distribute Philadelphia Works approved Request for Proposals.
o Develop an evaluation process and related materials to measure the quality of
proposals.
o Recruit and train proposal reviewers.
o In conjunction with Philadelphia Works, coordinate the administrative tracking of the
proposal review process.
o Validate all data and ensuring rater-reliability.
o In conjunction with Philadelphia Works, manage the selection and awards process.
o In conjunction with Philadelphia Works, design an award strategy to maximize the
investment of WIOA youth funds.



Negotiate and co-contract with multiple contractors to provide youth services. Philadelphia
Works will be the final signatory on all youth service subcontracts prior to execution.
As requested, provide information to Philadelphia Works; including Right to Know Requests.
Perform all required audits:
o Have annual audits performed of own organization, and require subcontractors to have
audits in accordance with OMB Circular A-133.
o Resolve any audit issues identified for themselves and subcontractors.
Maintain and Continuously Improve upon Programmatic Oversight and Monitoring

Monitor and sample test eligibility determined by subcontractors; be solely responsible for
ensuring compliance with guidelines.
Page 12 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator



Provide professional development to subcontractors through technical assistance and training
to ensure high-quality program implementation and administration.
Design operational models to ensure alignment in service delivery across the system.
Provide contract management for all subcontractors related to program compliance.

In conjunction with Philadelphia Works, establish a well-developed quality assurance process
that includes performance management benchmarks for subcontractors, routinely use data to
measure and inform subcontractors of their progress towards accomplishing these benchmarks,
and track them over time.

Provide, at a minimum, quarterly monitoring visits and monthly contacts with all subcontractors
to ensure customers’ health and safety, effective program management, required data entry,
record retention and reporting, compliance with personnel and code of conduct, and property
management policies and procedures.

Maintain a centralized system for all client files for WIOA funded year-round programs.
Provide Program Evaluation

In concert with Philadelphia Works, evaluate program effectiveness with all performance
measures and evaluate the resource development strategy to ensure programmatic
interventions achieve optimum results and meet local needs.

Develop and implement performance management practices to ensure strong program
evaluation.
Develop and Maintain a Professional Development and Technical Assistance System

Identify staff training and development needs and deliver cutting-edge professional
development to transform adult practitioners.


Develop materials and tools for providers to improve program management and performance.
Deliver cutting-edge professional development in response to the articulated needs of adult
practitioners.

Develop information and opportunities for staff and programs to understand and align their
work with the School District of Philadelphia.
Provide ongoing technical assistance and support to address specific program and staff
development issues.


Maintain and continuously improve upon a customer feedback mechanism designed to assist in
program improvement.

Maintain and continuously improve upon a grievance and complaint system that can
appropriately manage Equal Employment Opportunity (EEO) and program service complaints as
required by Philadelphia Works policies.
Page 13 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Specific Requirements Related to Temporary Assistance for Needy Families Youth
Development (TANF YD) Funding For Bidders Performing in an Administrative Capacity
If funded to perform in an administrative capacity under TANF YD, the successful bidder will not provide
direct services to youth. This bidder will be responsible to Philadelphia Works for the following
administrative functions that will be funded by TANF YD:
Procurement and Contract Administration of Youth Services
 Oversee and monitor co-contracted youth service providers
o Provide contract management for all co-contracted youth service providers related to fiscal
and regulatory compliance.
 Develop operational requirements and procedures, which align with the priorities established by
Philadelphia Works and State and Federal requirements.
 Manage the procurement process using policies and procedures consistent with the
Philadelphia Works procurement policy:
o Draft youth service provider RFP guidelines and documents for Philadelphia Works. The
guidelines and documents must be submitted to Philadelphia Works for review and are
subject to approval.
o Distribute Philadelphia Works approved Request for Proposals.
o Develop an evaluation process and related materials to measure the quality of proposals.
o Recruit and train proposal reviewers.
o
In conjunction with Philadelphia Works, coordinate the administrative tracking of the
proposal review process.
o
Validate all data and ensuring rater-reliability.
o
With Philadelphia Works, co-manage the selection and awards process.
o



With Philadelphia Works, co-design an award strategy to maximize the investment of TANF
YD funds.
Negotiate and co-contract with multiple contractors to provide youth services. Philadelphia
Works will be the final signatory on all youth service subcontracts prior to execution.
As requested, provide information to Philadelphia Works; including Right to Know Requests.
Perform all required audits:
o Have annual audits performed of own organization, and require subcontractors to have
audits in accordance with OMB Circular A-133.
o Resolve any audit issues identified for themselves and subcontractors.
Maintain and Continuously Improve upon Programmatic Oversight and Monitoring



Monitor and sample test eligibility determined by subcontractors; be solely responsible for
ensuring compliance with guidelines.
Provide professional development to subcontractors through technical assistance and training
to ensure high-quality program implementation and administration.
Design operational models to ensure alignment in service delivery across the system.
Page 14 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator

Provide contract management for all subcontractors related to program compliance.

In conjunction with Philadelphia Works, establish a well-developed quality assurance process
that includes performance management benchmarks for subcontractors, routinely use data to
measure and inform subcontractors of their progress towards accomplishing these benchmarks,
and track them over time.

Provide, at a minimum, quarterly monitoring visits and monthly contacts with all year-round
subcontractors to ensure customers’ health and safety, effective program management,
required data entry, record retention and reporting, compliance with personnel and code of
conduct, and property management policies and procedures.

Provide, at a minimum, bi-monthly visits and monthly contacts with all summer subcontractors
to ensure customers’ health and safety, effective program management; required data entry,
record retention and reporting, and compliance with personnel code of conduct, and property
management policies and procedures.

Maintain a centralized system for all client files for TANF YD funded programs.
Provide Program Evaluation

In concert with Philadelphia Works, evaluate program effectiveness with all performance
measures and evaluate the resource development strategy to ensure programmatic
interventions achieve optimum results and meet local needs.

Develop and implement performance management practices to ensure strong program
evaluation.

Maintain and continuously improve upon a customer feedback mechanism designed to assist in
program improvement.

Maintain and continuously improve upon a grievance and complaint system that can
appropriately manage Equal Employment Opportunity (EEO) and program service complaints as
required by Philadelphia Works policies.
Assist with Outreach and Program Operations

Develop and distribute copies of materials relating to program availability, eligibility, and
requirements.

Ensure subcontracted entities deliver timely and fully integrated program data.

In conjunction with Philadelphia Works, respond to inquiries relative to available services
funded by TANF YD.
Develop and Maintain a Professional Development and Technical Assistance System

Identify staff training and development needs and deliver cutting-edge professional
development to transform adult practitioners.

Develop materials and tools for providers to improve program management and performance.
Page 15 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator

Deliver cutting-edge professional development in response to the articulated needs of adult
practitioners.

Develop information and opportunities for staff and programs to understand and align their
work with the School District of Philadelphia.

Provide ongoing technical assistance and support to address specific program and staff
development issues.
Ensure that Subcontractors Perform the Following Activities:
 Recruit eligible clients.
 Certify client eligibility and registration for program services.
 Deliver services as identified through the Philadelphia Works approved procurement process.
 Place enrolled clients into programs and worksites.
 Monitor client outcomes.
Specific Requirements Related to Temporary Assistance for Needy Families Youth
Development Youth Development (TANF YD) Funding For Bidders Performing in a
Programmatic Capacity
If funded to perform in a programmatic capacity under TANF YD, the successful bidder can provide
direct services to youth. This bidder will be responsible to Philadelphia Works for the following
programmatic functions that will be funded by TANF YD:
Deliver Year-Round Programs for Out-of-School Youth and Deliver Summer Youth Employment Program
 Recruit eligible youth in accordance with TANF YD funding regulations.
 Enroll youth into programs and worksites.
 Operate youth programming that is aligned with service delivery across the system.
 Deliver programming as identified through the Philadelphia Works approved procurement
process.
 Support youth by providing employer recruitment.
 Organize youth participation and monitor youth outcomes.
 Certify youth eligibility and register youth for program services.
 Implement operational requirements and procedures, which align with the priorities established
by Philadelphia Works, and state and federal requirements.
Review and Transmit Payroll for TANF YD Funded Youth Wages



Provide quality review and transmit payroll to automated payroll processing vendor.
o Manage youth payments, including wages, stipends, and incentives for participants in
summer and year-round programming funded under TANF YD.
Certify program eligibility in accordance with funding regulations.
Ensure compliance with all Federal, State and Local tax laws.
Page 16 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator



Maintain systems and training relevant to data confidentiality and HIPAA guidelines.
Support worksite development by providing employer recruitment materials and worksite
agreements with hosting worksite organizations.
Monitor all worksite agreements to ensure high-quality work experiences.
Provide Program Evaluation

In concert with Philadelphia Works, evaluate program effectiveness with federal, state, and
Youth Council performance measures.

Provide assurance of all correctly documented TANF YD eligibility.

Develop mechanisms for continuous program improvement.
Maintain and Continuously Improve Year-Round and Summer Youth Employment Programming
 Provide professional development through technical assistance and training to ensure highquality experiences.
 Solicit and engage youth in regularly providing feedback regarding program models.

Maintain and continuously improve upon a youth feedback mechanism designed to assist in
program improvement.

Maintain and continuously improve upon a youth grievance and complaint system that can
appropriately manage EEO and service complaints as required by Philadelphia Works policies.

Establish a well-developed quality assurance process that includes monitoring and reporting
youth outcomes, routinely using data to measure and inform youth of their progress towards
accomplishing these outcomes, and tracks them over time.
Provide Outreach To, and on Behalf of, Youth

Develop and distribute copies of materials relating to program availability, eligibility, and
requirements.


Maintain a centralized enrollment system for all participating youth.
Act as a point of contact between worksites and youth regarding any incidents and/or issues
related to service delivery.
Design and Deliver High Quality Youth Services

Identify needs of youth.


Design program services that assist youth in improving outcomes attainment.
Provide professional development to staff to promote acquisition of 21st Century Skills.

Provide ongoing support to staff to address youth participant issues.
The successful bidder must meet all reporting requirements and have the technical capacity to comply
with the law, regulations, and other administrative policies that have been proscribed by the state and
Page 17 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
federal governments. These requirements are outlined in Attachment 5 of this RFP. As stated previously,
technical approach and capacity will be evaluated as part of the RFP review process.
The final award will be contingent upon an in-depth review of the technical, administrative, and fiscal
capacity of the bidder to adequately fulfill the requirements of the YouthWorks Administrator.
Performance Measures
The successful bidder will be expected to meet minimum performance standards determined by
Philadelphia Works that are separate and distinct from those imposed by the Pennsylvania Department
of Labor & Industry and Public Welfare. The selected contractor must be prepared to have systems in
place to track, document and report all outcomes. The contractor must provide quarterly performance
outcomes as directed by Philadelphia Works.
Details from WIA and TANF outcomes in Program Year 2013 appear in the following charts. Performance
levels for WIOA measures have not yet been determined.
Workforce Investment Act (WIA)
Program Year 2013 WIA Performance Metrics
Youth Placement
Youth Degree/ Certificate Attainment
Youth with Skill Gains in Literacy, Language, and Math
Negotiated Level
56%
78%
60%
Program Year 2013 WIA Trend Metrics
Goal
Cost Reimbursement Funds Expended
100%
Youth Wages Expended
100%
Performance Reimbursement Funds Expended
100%
Percent Slots Filled
90%
Retention Rate (In-School Youth Programs Only)
85%
Youth Placement Provider Enrollment (Out-of-School Youth Programs 100 youth minimum
Only)
Youth Placement Provider Placement Rate
55 youth
Program Year 2013 WIA Program Management Metrics
Employer Satisfaction
Participant Satisfaction
Subcontractors Receive Necessary Technical Assistance (TA)
Goal
90%
85%
TA is documented.
Page 18 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Temporary Assistance for Needy Families (TANF)
Program Year 2013 TANF Trend Metrics
Active Caseload in Programs (Out of School Youth Programs Only)
Out of School Youth Placement into Postsecondary Education, Military,
or Employment
Youth Degree/Certification Attainment
Number of Youth with Skill Gain in Literacy, Language, and Math
Retention/ Completion Rate of Summer Employment Program
Participants
Percent of Cost Reimbursement Funds Expended
Percent of Youth Wages Expended
Percent of Summer Program Funds Expended
Enrollment by Summer Program Model
Goal
>=200
55%
Program Year 2013 TANF Program Management Metrics
Employer Satisfaction
Participant Satisfaction
Subcontractors Receive Necessary Technical Assistance (TA)
Goal
90%
85%
TA is documented.
55%
30%
85%
100%
100%
100%
100%
Reference Documents
Bidders for this contract should review the following reference documents to obtain a full understanding
of the Federal requirements with which the winning organization, along with Philadelphia Works, must
comply. These documents are:

To view the Workforce Investment Act (WIA), visit www.doleta.gov/usworkforce/wia/act.cfm

To view the Final Regulations for WIA, visit www.doleta.gov/usworkforce/wia/act.cfm

The United States Department of Labor’s WIA instructions for state planning are available for
viewing online at wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2728. Please note that while this
document applies to the State, it can be expected that the State will require Philadelphia to conform
to these requirements.

The United States Department of Labor’s Common Measure Policy for the Employment and Training
Administration’s
Performance
Accountability
System
is
available
online.
Visit
wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2195.
Page 19 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator

The Workforce Innovation and Opportunity Act1 is available at http://www.doleta.gov/wioa/

The Code of Federal Regulations for the United States Department of Labor that describes program
administration is available for viewing at www.dol.gov/dol/cfr/Title_29/Chapter_I.htm

OMB Circular A-110: Uniform Administrative Requirements for Grants and Agreements with
Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations is available at
www.whitehouse.gov/omb/circulars.

OMB Circular A-133: Audits of States, Local Governments and Non-Profit Organizations is available
online at www.whitehouse.gov/omb/circulars.

Workforce Investment Information Notices (WIINs) No. 3-03 Change 2 provides guidance to local
workforce investment boards and their local Youth Councils regarding composition, selection and
appointment
of
members.
This
WIIN
is
available
online
at
www.portal.state.pa.us/portal/server.pt?open=514&objID=598188&mode=2

Workforce Investment Information Notices (WIINs) No. 3-05 provides guidelines for the competitive
procurement
of
youth
services.
This
WIIN
is
available
online
at
www.portal.state.pa.us/portal/server.pt?open=514&objID=575444&mode=2
III. Responding to the RFP and Application Process
Successful RFP
The winning proposal must be responsive to the RFP and meet all technical capacity and fiscal viability
requirements as described in Attachment 5.
YouthWorks Administrator RFP Timeline





January 7, 2015: Release of Request for Proposals
January 14, 2015 (3:00 EST): Deadline for Bidder’s Conference questions and to RSVP for
Bidder’s Conference (email youthworksadminrfp@philaworks.org)
January 16, 2015: Bidder’s Conference from 1:00 PM – 3:00 PM
January 21, 2015 (3:00 EST): Deadline for submitting required Notification of Intent to Submit
(Attachment 9)
January 23, 2015 (3:00 EST): Deadline for submitting remaining RFP questions
1
On July 22, 2014, the Workforce Investment Act (WIA) of 1998 was re-authorized under WIOA, the Workforce
Innovation and Opportunity Act. WIOA supersedes WIA, and will take effect on July 1, 2015. The requirements
contained in this RFP may change based on revised local, state, and federal rules as it applies to WIOA. Proposers
will be required to make modifications to accommodate the changes throughout the life of the agreement.
Page 20 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator


February 18, 2015 (12:00 EST): Deadline to submit YouthWorks Administrator proposals
Week of March 9, 2015: Oral presentations/Interviews
A. Bidders’ Conference
A Bidders’ Conference is planned to provide information relative to this RFP. It will be held on January
16, 2015 from 1:00PM-3:00PM EST at Philadelphia Works, 1617 JFK Boulevard, 13th floor. While not
required, attendance is strongly recommended.
To RSVP to the Bidders’ Conference, email youthworksadminrfp@philaworks.org by 3:00 PM on
January 14, 2015. Please provide the name of the organization, name and title of the staff attending the
Bidders’ Conference along with their contact phone number and email address.
Questions to be answered at the Bidders’ Conference must
youthworksadminrfp@philaworks.org by 3:00PM EST on January 14, 2015.
be
forwarded
to
B. Notification of Intent to Submit Proposal (Required)
Please submit the Notification of Intent to Submit Proposal found in Attachment 9. This required form
must be emailed to youthworksadminrfp@philaworks.org no later than 3:00PM EST on January 21,
2015. This notification allows Philadelphia Works to have sufficient resources in place to carefully and
fully review each proposal. Notice of intent will not be considered as a commitment to bid.
C. Proposal Deadline
Proposals must be received in the offices of Philadelphia Works no later than 12:00 PM EST on February
18, 2015. LATE APPLICATIONS WILL NOT BE ACCEPTED. Submit proposal packages to:
Philadelphia Works
One Penn Center at Suburban Station
1617 JFK Boulevard, 13th Floor
Philadelphia, PA 19103
Attn: Lori Carter
D. How to Respond to the RFP
Applicants must follow the procedures outlined in the RFP. The RFP is available at
http://www.philaworks.org/about-us/procurement-opportunities. Hard copies of this RFP are available
Page 21 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
upon request at the Philadelphia Works office. Requests for hard copies can be made by calling our main
line at 215-963-2100. Applicants must answer all of the questions in the Program Narrative section of
this RFP and provide all of the following attachments:

Attachment 1 - Cover and Signature Page

Attachment 2 - Organizational Information

Attachment 3 - Program Narrative

Attachment 4 - Budget, Budget Narrative, and Management/Strategic Plan

Attachment 5 – Technical, Administrative, and Fiscal Capacity

Attachment 6 - Contractor’s Certification

Attachment 7 - Certificate of Insurance – General Liability Insurance, Fidelity Bonding Insurance
and Workers Compensation Insurance.

Attachment 8 – Audited Financial Statements along with a Cost Allocation Plan

Attachment 9 – Notification of Intent to Submit

Attachment 10 – Statement of Compliance

Attachment 11 - Assurances

Attachment 12 – Proposal Checklist

Attachment 13 – Original, Copies, and Flash Drive
E. Submitting an Application
One (1) unbound original and ten (10) bound copies including all attachments must be submitted.
Please be advised that the Program Narrative (Attachment 3) is limited to 30 pages excluding
attachments. The proposal must be presented on single-sided, single spaced pages, using a 1” margin
and no smaller than 12 point font. An electronic version of the proposal and all attachments must be
submitted on a flash drive in Microsoft Word/Excel, as well.
Page 22 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Proposals will be initially reviewed to verify that they are complete and consistent with the guidelines set
forth in this Request for Proposals. If any section of the proposal is missing or illegible, it will be
considered non-responsive and will not be considered. Proposals that do not follow the required format
will not be reviewed. Please refer to the Proposal Checklist (Attachment 12) to ensure the package is
complete.
No incomplete or late applications will be considered.
Questions
Questions regarding development and submission of this RFP must be emailed to
youthworksadminrfp@philaworks.org. In the subject line, please write: YouthWorks Administrator RFP
Question ATTN: Lori Carter.
The deadline for submitting RFP questions for response is January 23, 2015 at 3:00PM EST. All
questions will be answered and posted on the Philadelphia Works website. Once posted, responses can
be viewed at http://www.philaworks.org/about-us/procurement-opportunities.
Availability and Awarding of Funding
Philadelphia Works, in soliciting requests for proposals, shall not discriminate against any person or
organization submitting a proposal pursuant to this Request for Proposal because of race, color, creed,
religion, sex, sexual orientation, age, disability, ethnic group, national origin, or other basis prohibited by
law.
All funds anticipated to be available to support activities under this RFP are based on availability of
federal funding and are subject to change. Philadelphia Works reserves the right to cancel this RFP and
the proposals submitted for this award if it determines that no proposal was appropriately responsive.
As previously stated, the anticipated length of the contract period is two years. Contracts will begin on
July 1, 2015 and end on June 30, 2017. A transition period is planned from July 1, 2015 through
September 30, 2015. The first Program Year will run from October 1, 2015 to June 30, 2016. The second
Program Year will cover July 1, 2016 to June 30, 2017. At the option of the Philadelphia Works Board, the
length of the contract may be extended for one additional year. Philadelphia Works reserves the right to
negotiate all costs upon award selection.
IV. Evaluation Criteria and Rating System
A. Evaluation Process
A three-phase evaluation system will be used to rate each proposal. The evaluation system is designed to
convert to a numeric score with the proposals obtaining the highest scores selected for further
Page 23 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
negotiations. A description of the three-phases, evaluation criteria and the points for each area are
outlined in this section.
Each proposal will be reviewed by a minimum of three independent reviewers. The scores awarded by
each reviewer will be added and averaged.
Organizations submitting proposals will be independently assessed for their ability to meet the
approach, reporting, and cost requirements; and fulfill the technical, administrative, and financial
responsibilities of the YouthWorks Administrator. Any organization that does not have the capacity will
be disqualified from consideration for the final award. Organizations may be asked to provide a best and
final offer for Philadelphia Works to consider.
Phase 1: Review of Proposals for Completeness and Timely Submission (Attachments 1-13)
Timely submission: Any proposal that is not submitted by February 18, 2015 at 12:00 PM EST will not be
reviewed. This means both hard copy and electronic submissions must be received by the due date and
time.
Completeness of response: All requested organizational information, documentation, certifications,
forms (including signatures) and answers to questions must be included. The proposal must be organized
in a way that is consistent with the guidelines set forth in this Request for Proposals. If any section of the
proposal is missing or illegible, the entire proposal will be considered non-responsive and thus, will not
be considered.
Proposals meeting the above stated criteria will then be reviewed for fiduciary responsibility.
Phase 2: Review of Bidder’s Organizational Soundness, Fiduciary Competence, Budget and Cost
Reasonableness (Attachments 4, 5, 6, 7, and 8)
For those bidders meeting the “timely submission and completeness” criteria, those bidders will be
subjected to a risk assessment. NOTE: Additional financial documentation may be required as a result of
this risk assessment.
Phase 3: Review of Program Narrative Quality and Responsiveness (Attachment 3)
Following Phase Two, proposals will be evaluated based on the quality of the bidder’s response to the
questions in the program narrative. All questions must be answered separately and in the sequence as
laid out in Attachment 3.
Five categories will be reviewed with up to 250 points awarded:
 Organizational Experience (Maximum Points: 25 points)
Page 24 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator




Approach: Plans for the Implementation of WIOA and TANF YD Specific Service Requirements
(Maximum Points: 75 points)
Organizational Capacity (Maximum Points: 60 points)
Budget, Budget Narrative, Management/Strategic Plan (Maximum Points: 45 points)
Technical, Administrative, and Fiscal Capacity (Maximum Points: 45 points)
B. Additional Evaluation Phase
Bidders may be required to make an oral presentation of their submission or be asked to interview with
the proposal review committee as part of the selection process. The tentative week for any requested
presentations will be the week of March 9, 2015.
Page 25 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 1 - Cover and Signature Page
Name of Organization:
Address of Organization:
Administrative Contact Person – Name and Title:
Phone:
Fax:
Email Address:
Fiscal Contact Person – Name and Title:
Phone:
Fax:
Email Address:
Signature of Authorized Agency Representative:
Name:
Title:
Date:
Page 26 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 2 – Organization Information
ORGANIZATION INFORMATION
Is the organization incorporated as a:
___
For-Profit
___ Non-Profit
What is the organization’s federal tax ID number or the name and Federal Tax ID number of the legal entity that will
act on behalf of the organization?
Is the organization (or the legal entity identified above)
Is the organization minority-owned and/or operated?
certified by the City’s Minority Business Enterprise Council?
___ Yes
___ No
___ Yes
___ No
Have any of the applicant’s Federal, State or City contracts or grants ever been terminated or suspended (either
totally or partially) for any reason?
Yes (If yes, explain on separate sheet.)
No
Has the applicant ever failed or refused to complete a contract?
___ Yes (If yes, explain on a separate sheet of paper.) ___ No
Is applicant in receivership or bankruptcy, or are any such proceedings pending?
___Yes (If yes, explain on separate sheet.) ___No
Has the applicant’s organization ever been cited, fined, or reprimanded for any law or code violations or has any
business license been suspended or revoked? ____Yes (If yes, explain on separate sheet.) ____No
Has the applicant agency and its staff or director ever been barred from entering contracts with Federal or State
government agencies? ___Yes (If yes, explain on separate sheet.) ___No
Conflict of Interest/Union Concurrence
Does the organization have any connection with Philadelphia Works (including its Board of Directors or Youth
Council)?
___ Yes (If yes, explain on a separate sheet.) ____No
List all unions that may be associated with this project. Use separate sheet if necessary.
Does the agency have union approval of the proposed project?
Yes (Attach a copy of written proof.)
No
Union approval was not requested.
Union approval is not necessary.
Page 27 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 3 - Program Narrative
Please provide the following information in clear, concise language and not more than thirty (30) pages
excluding attachments. Assume that the reviewer is unfamiliar with the organization. Bidders are
strongly encouraged to provide details with specific descriptions, numbers, citations, etc. that capture
the organization’s approach and capacity to successfully accomplish the services proposed. Answer each
question separately, and in the order in which it was asked.
I. Organizational Experience (Maximum Points: 25 points)
Provide information about the organization in the following areas:
a. A description and brief history of the organization. What is the main mission and work of the
organization? Where is it located?
b. A summary of strategic program development over time. What has the organization
accomplished in the past 24 months?
c. As an attachment, please provide an organizational chart and narrative that clearly indicates
how the organization is structured and what changes (if any) are planned if this contract is
awarded.
II. Description of the Approach (Maximum Points: 75 points)
Please provide information about how the organization will accomplish the following:
A. Procurement and Contract Administration
i.
Describe the organization’s experience in managing large-scale RFP processes.
ii.
How has the organization guaranteed a diverse set of programming within models?
iii.
Describe the organization’s formal procurement policy? What is the internal process for
approving contracts?
B. Program Development
i.
Describe the organization’s experience in leveraging resources and securing outside
resources that specifically enhance and/or expand the organization’s capacity.
ii.
How will the organization ensure collaboration between schools, alternative education
programs, employers and youth serving agencies in Philadelphia?
iii.
If proposing to provide youth services under TANF YD, please describe the organization’s
approach to identifying needs, designing and developing youth programs.
Page 28 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
iv.
If proposing to provide youth services under TANF YD, describe the organization’s
approach to providing services including workshops and/or trainings for youth who are
focused on building 21st century skills.
C. Oversight and Monitoring System
i.
Provide a brief description of the organization’s monitoring and oversight approach.
Please identify specific monitoring experiences that the organization has led. Describe
quality assurance processes that are currently in-place. How will these apply to the
service requirements outlined earlier in this RFP? Provide examples of current internal
monitoring processes.
ii.
Describe the experience and internal processes the organization has in place to
safeguard information. Discuss the organization’s familiarity with and approach to
federal regulations pertaining to confidentiality of personal information.
D. Performance Management
i.
How does the organization track progress towards performance requirements?
ii.
What systems will be put in place to provide continuous improvement to assure the
organization is meeting negotiated levels of performance?
iii.
Describe the organization’s capacity to track and report metrics from program data?
E. Program Evaluation
i.
Provide a brief description of the organization’s approach to evaluating a project of this
scale.
ii.
What is the organization’s approach to subcontractor and youth feedback processes
that focus on program level performance and outcomes?
iii.
What is the organization’s approach for conducting evaluations that would assist in the
continued development of Philadelphia’s YouthWorks system?
iv.
Identify or attach the job description of the person(s) in the organization who will be
responsible for the design and administration of this evaluation.
F. Audits
i.
Provide a brief description of the organization’s approach to complying with the audit
requirements.
G. Outreach and Program Operations
i.
Briefly describe the organization’s approach to assisting subcontractors to recruit youth
and improve/enhance program operations.
ii.
If proposing to provide youth services under TANF YD, please describe the organization’s
approach to recruiting youth and improving/enhancing program operations.
iii.
What types of products might you propose for the youth workforce development
system in Philadelphia? What could be produced and what might be the anticipated
benefits?
Page 29 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
iv.
Identify or attach the job description of the person(s) in the organization who will be
responsible for the design and implementation of public relations efforts.
H. Capacity-Building and Technical Assistance
i.
Describe the organization’s approach to capacity-building for youth programming. This
includes the following:
 Types of staff training for providers of direct services
 Program support for providers of direct services
ii.
Describe any related capacity-building efforts the organization has developed and
implemented in the past 12 months.
iii.
Describe the organization’s plan for capacity-building, if awarded this contract.
iv.
Identify or attach the job description of the person(s) in the organization who will be
responsible for the design and implementation of capacity-building efforts.
I.
Reporting Requirements and Technical Capacity
i.
Provide an overview of the organization’s technical capacity, and the methods in which
the organization proposes to meet the reporting and tracking requirements found in this
RFP. These requirements are outlined in Attachment 5.
III. Organizational Capacity (Maximum Points: 60 points)
A. Building upon, but not duplicating the information that was already provided, describe the
organization’s current capacity.
B. Describe the organization’s experience with reviewing invoices and working with partners or
vendors to meet funding compliance.
C. Does the organization have the capacity to contract out or provide a wage-paying system for a
large number of youth participants?
D. Describe the organization’s recent experience (in the last 24 months) that would qualify it to
take on the responsibilities that are outlined in this RFP.
E. How does the organization test for compliance with program requirements? Does the
organization currently predict outcomes or assess for risks in missing performance goals?
F. List three organizations that the organization has worked with in the past 24 months.
i.
Provide a brief description of the work accomplished with these organizations.
ii.
Provide a name, title, email address, and telephone number of a person in the
referenced organization who can be contacted about the previously described work.
Page 30 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 4 – Budget, Budget Narrative, and Management/Strategic Plan
(Maximum Points: 45 points)
All organizations responding to this RFP must complete the Budget Form found on the Philadelphia
Works website. The proposed budget should include expenses associated with the operation of the
program described in this document and should correspond to the level and amount of services being
provided.
Proposals will be evaluated based on the quality of the proposed services and the efficiency of the
budget. The proposed budget will be reviewed to determine if the costs associated with the project
seem reasonable and logical based on the services being provided. In addition, the estimated costs of
subcontracting will be reviewed to determine if they are reasonable in comparison to services being
provided to the agency.
Administrative and/or indirect costs and profit: Agencies must allocate expenditures as Administration or
Program. Administrative costs must be reasonably related to the total cost of the programmatic
services. The total of administrative and/or indirect cost and profit cannot exceed 10%.
Indirect costs are only allowed as an administrative expense and must be accompanied by an
Approved Rate Agreement. Profit is only allowable as an administrative cost.
How to complete the budget form:



First, complete worksheets B through I.
Worksheet A will automatically calculate.
The formula contained in the budget workbook is locked.
Budget Narrative
Using the outline that follows the budget forms, provide a narrative explanation of the budget items. A
budget narrative may be used to append the formal budget, but not as a replacement thereof.
Strategic Plan
Please provide a copy of your organization’s management/strategic plan.
Page 31 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 5 – Technical, Administrative, and Fiscal Capacity: Questionnaire
(Maximum Points: 45 points)
To be considered for this award, the bidder must be able to satisfy the fiscal, technical, programmatic,
and administrative requirements, which can be found on pages 11-18 of the RFP. Complete the
following questionnaire and provide written answers to the additional questions listed regarding
technical, administrative, and fiscal capacity.
Yes No
Does the organization’s most recent audit detail any materials findings? (Please include a
copy of the most recent audit. This audit must have been conducted in accordance and
compliance with Commonwealth of Pennsylvania requirements and federal circular A-102,
A-128, and A-133 as applicable to the organizational structure.)
Does the organization maintain accounting records in accordance with Generally Accepted
Accounting Principles (GAAP), and institute fiscal controls in order to satisfactorily account
for all funds spent in order to fulfill the obligations specified in this RFP?
Does the accounting system allow for the reporting of expenditures by individual grants?
Does the organization have written and specific processes for internal controls?
Does the organization have appropriate insurance as per the supporting documentation
requested in Attachment 7?
Is the organization in good standing under the laws of the jurisdiction in which it was
organized and all jurisdictions in which it will perform work under this RFP?
Does the organization have a certificate of authority to do business in the Commonwealth
of Pennsylvania?
Does the organization have the structure in place for handling large, weekly payrolls?
Does the organization have the structure in place to procure contracts to subrecipients?
Does the organization have the structure in place for processing accounts payable vendor
checks on a weekly basis?
Does the organization have a written grievance procedure for participants, employees and
vendors?
Is the space in which the organization is housed, handicapped accessible?
I certify the answers to these questions accurately reflect the current status and capacity of the
organization.
_________________________________
Signature of Authorized Representative
_____________________
Date
Type or Print Name and Title of Authorized Representative: ____________________________
Organization: _________________________________________________________________
Page 32 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 5 (continued) – Technical, Administrative, and Fiscal Capacity: Narrative
Answer the following questions and attach them to the questionnaire when submitting the proposal.
A. Please provide the organization’s Federal Taxpayer ID number.
B. Does the organization’s most recent audit indicate any material findings? If so, please detail and
attach the corrective action plan.
C. If the accounting system allows for the reporting of expenditures by individual grants, please
provide a short description of how these expenditures are recorded.
D. What allocation method is used for expenditures that are not 100 percent directly charged to an
individual grant and ensures that the organization is reporting its fair share of costs for services,
overhead, and staffing not solely devoted to work under this RFP?
E. The successful bidder will be governed by Philadelphia Works policies related to procurement.
Please provide a summary of:
i.
The organization’s contract procurement process.
ii.
The organization’s accounts payable process and how it is related to the procurement
process.
F. How does the organization propose to track youth participants served by providers?
G. How does the organization propose it will ensure youth participants are registered and deemed
eligible?
H. What is the proposed staff capacity and configuration to monitor subcontractors?
I. How does the organization propose to monitor subcontractors?
J. How does the organization propose to verify information from subcontractors?
K. The successful bidder will be governed by Philadelphia Works policies related to grievances and
record retention. Please detail the procedures the organization currently uses for:
i.
Participant grievances
ii.
Employee grievances
iii.
Vendor grievances
iv.
Record retention policies
L. How does the organization propose to monitor and document subcontractor compliance with
worksite regulations such as American Disabilities Act (ADA) compliance?
M. How does the organization propose to transmit all required information to Philadelphia Works?
Page 33 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 6 – Contractor’s Certification
I certify that all the information provided in this budget is both complete and accurate to the best of my
knowledge. Additionally, this form will be revised and re-submitted at a later date should unforeseen
cost factors necessitate changes. I also understand that if selected as a contractor, I may be required to
submit further detailed budget information. The nature of this request will be determined at a later date.
_______________________________________________________________
Signature of Authorized Agency Representative
_______________________________________________
Title
____________
Date
An Authorized agency Representative must sign the Contractor Certification form. The successful bidder
will be required to submit detailed budget information at the time of contract negotiations. Knowingly
submitting false information will result in the termination of any contract award.
Please sign this form and include in front of the budget page.
Page 34 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 7 – Certificates of Insurance
Attach copies of General Liability Insurance, Fidelity Bonding Insurance, and Worker’s Compensation
Insurance. All certificates of insurance must exhibit dates for coverage that comply with the contract
period.
Page 35 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 8 – Audited Financial Statements and Cost Allocation Plan
All bidders must attach a copy of the following:
I.
Most recent Audited Financial Statements, performed in compliance Government Auditing
Standards (i.e. OMB Circular A-133 or a program audit).
The audit report should include the following:
II.

Report on Internal Control Over Financial Reporting and on Compliance and Other Matters

Report on Compliance with Requirements Applicable to Each Major Program and on Internal
Control over Compliance

Statements of Financial Position, Activities and Changes in Net Assets and Cash Flows

The sign-off date of the audit and all disclosures (footnotes)

Schedule of Expenditures of Federal and State Awards
Cost Allocation Plan-- Contractors who operate other contracts must submit a cost allocation
plan to ensure equitable distribution of costs to programs under contract with Philadelphia
Works.
Page 36 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 9 – Notification of Intent to Submit
Date:
Philadelphia Works, Inc.
Attn: Lori Carter
One Penn Center at Suburban Station
1617 JFK Boulevard, 13th Floor
Philadelphia, PA 19103
RE: Notification of Intent to Submit
Dear Ms. Carter:
I submit this Letter of Intent to notify Philadelphia Works of _________________ (Organization’s Name)
intent to submit a proposal for the YouthWorks Administrator Request for Proposals.
______________________ (Organization’s Name) proposes to request funding to meet specific
requirements related to WIOA in an administrative capacity and TANF YD performing in a/an
______________________ (Administrative or Programmatic) capacity.
______________ (Name of Individual) will be our main point of contact for the purposes of the
application process and can be reached at:
____________________________
_______________________
(Phone Number)
____________________________
(Mailing Address)
________________________
(Email Address)
Sincerely,
_____________________________
Name
_____________________________
Title
Page 37 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 10 - Statement of Compliance
As the authorized signatory official for __________________________ (Organization’s Name), I
hereby certify that:

The above named proposer is legally authorized to submit this application requesting
funding under the Workforce Innovation and Opportunity Act (WIOA) and Temporary
Assistance for Needy Families Youth Development (TANF YD).

The above-named proposer does hereby agree to execute all work related to this application
in accordance with the WIOA, TANF YD, U.S. Department of Labor, Commonwealth of
Pennsylvania Department of Labor & Industry, Philadelphia Works policies and guidelines, and
other administrative requirements issued by the Governor of the Commonwealth of
Pennsylvania. The vendor shall notify Philadelphia Works within 30 calendar days after
issuance of any amended directives if it cannot so comply with the amendments; and

The above named proposer will ensure special efforts to prevent fraud and other program
abuses, such as, but not limited to, deceitful practices, intentional misconduct, willful
misrepresentation, and improper conduct which may or may not be fraudulent in nature; and

The contents of the application are truthful and accurate and the above named proposer agrees
to comply with the policies stated in this application and that this application represents a firm
request subject only to mutually agreeable negotiations; and that the above named proposer is
in agreement that Philadelphia Works reserves the right to accept or reject any proposal for
funding; and that the above-named proposer has not been debarred or suspended from
receiving federal grants, contracts, or assistance; and that the above-named proposer waives
any right to claims against the members and staff of Philadelphia Works.
Authorized Representative Signature:
Name and Title:
Date:
Organization:
Page 38 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 11 - Assurances
Certification That Organization Will Not Provide
Workforce Innovation and Opportunity Act (WIOA) Direct Services
By signing below, the organization agrees to certify that if selected as the YouthWorks Administrator, it
will relinquish or forfeit the ability to use WIOA funds to provide direct services over the term of the
contract award.
Authorized Representative Signature:
Name and Title:
Date:
Organization:
Page 39 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 12 – Original, Copies, and Flash Drive
The YouthWorks Administrator proposal package must include:
 One, unbound original of the entire proposal with attachments.
 Ten (10), bound copies of the entire proposal with attachments.
 One copy of the entire proposal package with attachments saved on a flash drive using Microsoft
Word/Excel.
Page 40 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
Attachment 13 - Proposal Checklist
__________________________ (Insert Organization’s Name) proposes to request funding to meet
specific requirements related to WIOA in an administrative capacity and related to:
(Check one option as it relates to your submission.)
______ TANF YD performing in an administrative capacity.
______ TANF YD performing in a programmatic capacity.
Proposals that are late, incomplete or missing sections will not be considered. Please take the time to
complete this checklist to ensure that all of the following information is included in the proposal
package. Attach the Proposal Checklist behind the cover page of the proposal submission.
Complete
Attachment Number and Description
Attachment 1: Cover and Signature Page (signed by the authorized agency
representative)
Attachment 2: Organization Information
Attachment 3: Program Narrative
Attachment 4: Budget (signed by authorized agency representative), Budget Narrative,
and Management/Strategic Plan
Attachment 5: Technical, Administrative, and Fiscal Capacity
Attachment 6: Contractor’s Certification
Attachment 7: Certificates of Insurance
Attachment 8: Current Audited Financial Statement and Cost Allocation Plan
Attachment 9: Notification of Intent to Submit
Attachment 10: Statement of Compliance
Attachment 11: Assurances
Attachment 12: Original, Copies, and Flash Drive
Attachment 13: Proposal Checklist
Page 41 of 42
January 7, 2015
Philadelphia Works Request for Proposals: YouthWorks Administrator
One Penn Center at Suburban Station
1617 JFK Boulevard, 13th Floor
Philadelphia, PA 19103
P: 215-963-2100
F: 215-567-7171
www.philaworks.org
Page 42 of 42
January 7, 2015