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2018-19 RFP- Section III-A: Comprehensive Out-of-School Youth - Instructions

SECTION III-A: COMPREHENSIVE OUT-OF-SCHOOL YOUTH APPLICATION INSTRUCTIONS

Please complete your proposal for WIOA services to Out-of-School Youth for Program Year 2018-19 by filling out and submitting the following application form.

If you are applying to be a provider of Comprehensive services, but would also like to be considered as a provider of Work Experience only if your agency is not selected to provide Comprehensive services, check “yes” in the “also consider for WEX only” box at the beginning of the application form.

If you are applying to provide Work Experience (WEX) ONLY and do not wish to be considered for Comprehensive services, please do not fill out this application. Instead, please complete the “Work Experience Only” application in Section IV.

You must complete the application section electronically, in Microsoft Word or compatible format. Attachments may scanned to PDF. Electronic copies of the application may be downloaded from ETR’s website at http://www.etronline.com. If necessary, you may increase the space within the answer blanks if you need additional lines for your answers.

You must submit only one (1) hard copy of threshold documents and financial statements per agency, even if applying for multiple programs, but must submit four (4) hard copies of your application. If proposing multiple programs, you must submit multiple applications and copies.

One (1) electronic copy of your application(s) must be submitted in Microsoft Word format on a removable “flash” drive. Attachments used for documentation may be submitted in PDF.

This form was designed to lead applicants through question areas in the same order in which the issues appear on the evaluation forms. You may add or remove extra lines/blank space as needed to make room for your responses. Do not be concerned if this causes the table formatting to shift but do make sure your text is visible. It is recommended that you delete blank lines between questions before typing your answer. If you need to cut and paste text to a new page or document without tables, you may do so.

An area has been provided for you to present an overview of your program. Other narrative should include only information directly related to the question being asked, however there is no page limit.

Except where noted in the instructions, all responses should be provided directly on the form.

Please be aware that for currently funded programs, evaluators will have access to performance data in our CalJOBs and I-TRAIN and will also have access to previous monitoring reports, past performance and funding/expenditure history.

ETR reserves the right to request additional backup documentation from applicants.

Section III-A

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2018-19 RFP- Section III-BComprehensive Out-of-School Youth Application

SECTION III-B: COMPREHENSIVE OUT-OF-SCHOOL YOUTH APPLICATION

COMPREHENSIVE OUT-OF SCHOOL YOUTH ACTIVITY SUMMARY

1. Organization Name:

2. Contact Person:

3. Activity/Program: Comprehensive OSY Also consider for WEX Only? __ yes __ no

4.Amount of WIOA funds requested for this activity/program (based on Comprehensive services): Out-of-School Youth $

5.Number of Comprehensive participants to be served (new plus carry-overs): # of Out-of- School Youth:

.6. Specific geographic communities to be served (list areas within Bakersfield and/or outlying cities):

7. Special populations to be targeted, if any:

8. a) New Enrollments (July 1, 2018 through June 30, 2019)

b) Carry Overs from PY 2017-2018 (enrolled June 30, 2018 or earlier)

c) Estimated # of Exits between July 1, 2018 and June 30, 2019

d) Estimated # who will be in Follow-Up Status as of 7/1/2018 (don’t count in #5 above).

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9. Description of Services ProposedPlease provide a brief overview of the program you are proposing (overview does not count toward point total in this section but is needed to provide reviewers with a clear, descriptive summary of your proposed program):

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10. Demonstrated Ability (40 points maximum): This category will evaluate your agency’s previously demonstrated management capability and experience in providing services similar to those being proposed, including the ability to manage and track participant activities, program expenditures, maintain fiscal integrity and meet performance indicators as required under WIOA. For current providers, Demonstrated Ability will be based on a composite, calculated score. TO BE ANSWERED BY NEW PROVIDERS ONLY. CURRENTLY CONTRACTED PROVIDERS PLEASE SKIP TO QUESTION 11.Documentation including official reports issued by other funding sources will be reviewed. Reports need only be cited in this section of the application but please enclose a copy of any reports referenced with your proposal.

a) Please provide a brief history of your organization including experience recruiting and serving disconnected youth. Include funding source(s) and types of services your organization has provided.

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b) Please describe your agency’s history of success in achieving and properly documenting the required WIOA outcomes for participants. If not previously WIOA-funded, please document your agency’s history of success in meeting similar outcomes. TO BE ANSWERED BY NEW PROVIDERS ONLY. CURRENTLY CONTRACTED PROVIDERS PLEASE SKIP TO QUESTION 11.

Placement in unsubsidized Employment/Education during 2nd Quarter Post Exit:

Placement in unsubsidized Employment/Education during 4th Quarter Post Exit:

Credential Attainment:

Measurable Skill Gains (Interim Benchmark Attainments):

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c) Please provide documentation of your agency’s history of compliance with WIOA, other Federal or comparable reporting requirements including timely submission of Operator Expense Reports (reimbursement claims), Monthly Enrollment Reports, participant forms including timely follow-up, proper documentation of expenditures relative to contract amounts, and overall program and fiscal accountability such as audits and monitoring reports. TO BE ANSWERED BY NEW PROVIDERS ONLY. CURRENTLY CONTRACTED PROVIDERS PLEASE SKIP TO QUESTION 11.

Please list the name(s)/title(s)/credentials of staff who will be responsible for ensuring that all procurement and expenditures comply with WIOA and the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (“Uniform Guidance”) include their title and a brief description of any previous experience with the fiscal management of federal awards.

Is your Agency able to submit Reimbursement Claims by the 10th of each month? ___ yes ___no

If no, please briefly explain:

Is your Agency able to submit Monthly Participant Reports by the 15th of each month? ___ yes ____ no

If no, please briefly explain:

Does your Agency have the financial resources to operate on a retroactive reimbursement basis—in other words, is your Agency able to cover all expenses associated with the proposed program up front, receiving reimbursement on a monthly basis after the fact? ___ yes ___ no

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11. Program Location & Accessibility (10 points maximum) ALL APPLICANTS MUST ANSWER

Please identify the proposed training location and describe how it is accessible to youths who may be relying on public transportation, youths with disabilities, and appropriate for high-risk youths.

What are/will be the hours of operation and how does this schedule help meet the needs of your target population?

Is the proposed training location already established with agreements for use in place? Please describe the extent to which any proposed location(s) are still in the identification or planning stages, and indicate when your agency expects to be able to conduct program activities in them.

12. Overall Program Design (20 points maximum).7


a)Please provide a brief overview of your program “flow” or structure sufficient to describe how participants move through phases/components of your program and receive the required Elements of Service identified in their Individual Service Strategy:

Recruitment strategy

Major components and how participants move from one to the next, including when Work Experiences are made available relative to other Elements of Service (you do not need to list all Elements of Services here).

Engagement strategies – how program keeps participant engaged from enrollment through Follow-Up

Follow-Up activities

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Work Experience Limits – Must be reasonable given the population and need to provide other services.

What are the MAXIMUM number of hours an individual will be allowed spend in Work Experience? ____________ (example 250 hrs)

What is the MAXIMUM duration in weeks a participant will be allowed to spend in Work Experience? _____________ (example 6 weeks)

What is the range of hours per week participants will be expected to work while engaged in Work Experience? _____________ (example 20 – 35 hrs/week)

What steps are taken to ensure that the amount or scheduling of Work Experience does not interfere with school (if applicable) or the delivery of other WIOA Elements of Service?

Is Work Experience offered to participants once or at multiple points during participations? If participants are allowed multiple Work Experience opportunities, please explain:

Describe specifically how your agency will comply with both the Affordable Care Act and California’s Healthy Workplace, Healthy Family Act of 2014 (“Sick Leave Law”). If you believe your agency is exempt from either of these laws, please explain on what basis.

Compliance with the Affordable Care Act:

Compliance with the Healthy Workplace, Healthy Family Act:

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b) Program Staffing & Administration

1) Please provide name(s)/title(s)* of staff who will be Case Managing participants and entering Activity Codes and Case Notes into our I-Train system and indicate how many hours per week each staff person will be assigned to WIOA responsibilities. Please also briefly describe any previous experience/credentials this/these individuals have in youth case management:

2) Please provide name(s)/title(s)* of staff who will be providing direct program services to participants and indicate how many hours per week each staff person will be assigned to WIOA responsibilities. Please also briefly describe any previous experience/credentials this/these individuals have in providing direct educational or vocational services to youth:

*If services are provided by multiple individuals depending on assignment, e.g. certificated teachers yet to be assigned, please explain and describe general qualifications.

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13. Delivery of the 14 Elements of Service to Youth under WIOA (10 points maximum): The specific Elements of Service provided to individual participants will depend upon their needs and goals as identified in their Individual Service Strategy (ISS). It is acceptable for programs to build programs around a narrower subset of Elements (and corresponding recruitment); however Elements not provided directly must be available, if needed, via referral to public, private, or community partners. Some Elements are mandatory. Please provide a description of whether/how your agency will make each Element of Service available, and if via referral, to whom. Points awarded based on the appropriateness of elements offered directly relative to your proposed program design, the adequacy of your referral system for other elements, and the degree to which your answers demonstrate understanding of these elements.

a) Tutoring, Study Skills, Instruction and Dropout Prevention Services (if applicable). Participants who are basic skills deficient, especially in reading, should receive remedial instruction sufficient to allow them to successfully participate in other activities, complete job applications, and read and understand essential materials in an entry level work setting:

b) Alternative Secondary School or Dropout Recovery Services:

c) Paid or Unpaid Work Experience (Mandatory. At least 20% of allocation must be spent on Work Experience, including wages as well as staff time):

d) Occupational Skills Training (this refers to specific vocational education leading to an industry recognized credential, NOT career exploration or general work-readiness. Safety and hygiene certificates are not considered industry-recognized credentials even though they may be necessary to gain entry level employment.

e) Education Offered Concurrently with Workforce Preparation and Training for a Specific Occupation (This refers to an integrated service delivery model. This element is not required if services are provided separately/sequentially under your service model):

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f) Leadership Development Opportunities:

g) Supportive Services are services that enable an individual to participate in WIOA activities Supportive services may include, but are not limited to, bus passes, interview or work clothing or tools, help with books and other items for postsecondary education or training and the cost of tests or licensing fees. Some Supportive Services may be centralized by ETR. Please describe what Supportive Services your agency would like to provide directly and any that you would prefer be provided by ETR):

h) Adult Mentoring of not less than 12 months:

i) Follow-Up Services (Mandatory for 12 months including, but not limited to tracking of participant outcomes and completion of forms):

j) Comprehensive Guidance and Counseling (Ranges from career and educational counseling to mental health and substance abuse counseling.) Please describe what will be provided directly by your agency vs. what will be referred out and to whom:

k) Financial Literacy Education (Mandatory by decision of local Board). Should include learning how to open a bank account, balance a checkbook, make a household budget and understand credit):

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l) Entrepreneurial Skills Training: This program element helps youth explore/develop the skills associated with starting and operating a small business:

m) Services that Provide Labor Market and Employment Information (includes Career Awareness, Career Exploration so that participants understand what is required to gain entry (or advance) in various occupations, including high wage/high growth occupations and local industry sectors:

n) Activities that Prepare Participants for Transition to Postsecondary Education, Advanced Training and Employment: May include exploring postsecondary options such as college, apprenticeships, advanced vocational training and military service, assistance in identifying and applying for financial aid/scholarships, etc:

14. Performance Goals and Outcomes (10 points maximum): This category will evaluate your agency’s proposed program in terms of the ability to meet the required Performance Indicators under WIOA. Local required rates for PY 2018-19 are not known. Current rates are listed as a reference.

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a) Please describe how your proposed program will ensure that participants are found in unsubsidized employment, enrolled in education/advanced training or military service during the 2nd and 4th Quarters after exit. Note that the 4th Quarter measure is not “retention”; that is, it applies to all participants in 4th Quarter follow-up, not just those who were found in qualifying placements during the 2nd Quarter. (Current requirement is 52% for 2nd Q and 52% for 4th Q).

b) Please describe how your proposed program will ensure that participants have earned a qualifying credential (diploma or equivalent, degree, professional license, or other industry-recognized credential) during participation or within 12 months of exit. (Current requirement is 56%).

c) Please describe what Measurable Skill Gains your participants will earn during each year of their participation. Give examples of the types of gains you propose to measure and how these will be related to the goals indicated in each participant’s ISS. (Currently establishing baseline).

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Employers' Training ResourceOut-of-School Youth Activity Budget (10 points maximum. Costs should be reasonable in relation to services offered.)

Organization Name:

Program Name:

Funding requested for this OSY Program/Activity: ____________________

Planned Carryover Participants: _____ Planned New Participants: _______ Total: _____

Cost per Participant (Funding / Total Participants): ___________________________

COMPLETE THIS BUDGET PAGE FOR EACH PROGRAM PROPOSED, ITEMIZING SPECIFIC COSTS PROPOSED FOR EACH CATEGORY LISTED

Justification for any unusual costs, if any:

Cost Category Proposed for 2018-19

01 a. Staff Salaries and Fringe Benefits – Work Experience Related

01 b. Staff Salaries and Fringe Benefits – Not Related to Work Experience

02 Participant Wages and Fringe Benefits (Work Experience, Workers’ Comp, FICA, Incentives related to Work Experience)

03 Facility ExpenseCost of renting or leasing offices, storage rooms, facilities, classrooms, etc. Use allowance or depreciation for space is charged here. Include any building utilities (telephones, electricity, water, trash collection, alarm/security systems, Internet, etc.) not included in rental agreement.

04 Supplies & Equipment under $5000Cost of supplies necessary for the operation of the activity – Includes participant testing supplies and all equipment under $5,000. Lease or rental of equipment. Use allowance or depreciation. Repair and/or maintenance costs of all items purchased or leased. The cost of maintenance agreements as well as janitorial services.

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05 Supplies & Equipment $5000 and overCost of equipment and supplies (including tax and freight charges) necessary for the operation of the program – based on cost per item. Subgrant agreements require approval from ETR prior to incurring expenses for equipment $5,000 and over.

06 Travel & Training ExpenseCosts for staff travel necessary for normal program operations. Agency costs associated with travel for participants. Staff training costs, as well as participant training/tuition costs are to be charged under this line item. Incentives NOT related to Work Experience should be charged here.

07 Insurance/Bonding/Professional And Special Services:

a) Cost of insurance & bonding, including all liability, but excluding worker’s compensation. All non-salaried services required, such as accounting, legal, security guard, etc. Indirect costs, including agency fees and profit.

b) Outreach and recruiting costs other than Staff Salaries/Fringe. Include advertising costs here.

08 Employer Reimbursement and IncomeEmployer reimbursements under On-the-Job Training and income control for programs producing revenue.

09 Supportive ServicesPayments used to aid or assist participants while attending program, such as: rent, mileage, etc.

10 Indirects if applicable* (Your approved indirect rate applied to the total of all other budget line items, for budgeting purposes. Actual indirects should be billed monthly and calculated against the monthly total of other line items.) If you intend to charge for all services on a direct basis, enter zero.

TOTAL REQUESTED

*You do NOT have to use the indirect rate even if you have one, if you are able to correctly determine/allocate expenditures as direct charges. If you do choose to use indirects, you must calculate them against actual expenditures on a monthly basis and submit them on the monthly Operator Expense Report. You cannot include indirect costs in your direct billings and then calculate your indirect amounts utilizing those same costs. For example, if you are using the indirect rate to cover the cost of accounting staff, custodial or other staff time that is incurred by your program but difficult to split out directly, your Staff Salaries line item should not include an estimate of those staff hours. If you do not understand the concept of Indirect Costs, please put zero in line item #10 and do not attempt to use them. If you want to consider using them, please consult your accounting staff before completing the budget.

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QUARTERLY CUMULATIVE EXPENDITURE PLAN

Plans should reflect any expected differences in spending during each quarter. Plans through 2nd Quarter need not equal half the allocation but if lower, please explain. Q4 Cumulative should equal the total amount requested.

Q1 July 1, 2018- Sep 30, 2018 $

Q2 Cumulative July 1, 2018 – December 31, 2018 $

Q3 Cumulative July 1, 2018 – March 31, 2019 $

Q4 Cumulative July 1, 2018 – June 30, 2019 $

20% Work Experience Minimum: The sum of cost categories 01(a) and 02 must be at least 20% of your total budget.

% to be spent on Work Experience as defined above: __________

Follow-Up Budget: How many participants do you expect to have in Follow-Up between July 1, 2018 and June 30, 2019? _______________.

Of the total budget requested above, how much do you expect to expend on Follow-Up services? ___________________________.

Indirect Cost Rate - If your agency has an Indirect Cost Rate, complete the following:

Indirect Cost Rate __________

Cognizant Agency ___________________________________________________

ETR reserves the right to cap the indirect cost rate that a subrecipient may charge.

Budget transfers must be approved before charging any expense to a category not listed in a contract budget. The subgrant agreement requires obtaining approval from ETR prior to incurring the following expenses: equipment & supplies over $5,000, lease-to-own agreements, consultants, and any line item not included in the original contract budget. Competitive quotes or sole source justification must be obtained for all purchases of $3,500 or more.

If awarded funding, any proposed stipend or incentive schedules (or changes to existing schedules) must be submitted to your ETR analyst during the contract negotiation process. In addition, if any elements of service are to be subcontracted by your agency to another agency and paid for with WIOA funding, please describe these proposed arrangements and submit a copy of the proposed agreement for approval during the contract negotiation process with ETR.

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