Opportunity Detail

Questions and Answers

Workforce Development Training and Technical Assistance Services
Document #:  JFSR1819158126


Question:   Section 3.3 Item 9, page: Grant Writer(s) page 11 of 33 Draft grant applications and prepare application packets to secure funding from the government or private entities for a specific program or purpose. What is the estimated dollar amount of grant funding (overall, and/or per region) needed to supplement/support projects? Will you break this estimated dollar amount by region/project, etc.? This will help us better understand, and prepare to meet those needs. Section 3.3 Item 9, page: Mystery Shopper(s) page 12 of 33 Visit various One-Stop Centers posing as a client in order to evaluate customer service What is the Mystery Shopping schedule? (e.g., 1 visit to each OneStop per month by 1 person in 1 demographic, a different person to each OneStop quarterly in a variety of demographics, etc.) Section 3.3 Item 9, page: Mystery Shopper(s) page 12 of 33 Visit various One-Stop Centers posing as a client in order to evaluate customer service How many Mystery Shopper(s) does ODJFS anticipate needing to successfully meet this need? Section 3.3 Item 9, page: Mystery Shopper(s) page 12 of 33 Visit various One-Stop Centers posing as a client in order to evaluate customer service How many Mystery Shopper(s) were utilized in the previous contract period (ending 2017)? Section IV. Scope of Work & Specifications of Deliverables Item 4.1, page 12 of 33: Scope of Work ODJFS reserves the right to request services not specifically identified herein that will be communicated to the selected vendor by the ODJFS Contract Manager as they are identified. What services were requested in the previous contract period (ending 2017)? Section IV. Scope of Work & Specifications of Deliverables Item 4.1: Scope of Work, page 12 of 33 Further, the selected vendor will purchase supplies under the contract from certified MBE and EDGE vendors whenever possible. What supplies were needed for the previous contract period (ending 2017? Section IV. Scope of Work & Specifications of Deliverables Item 4.1, Scope of Work page 12 of 33: Further, the selected vendor will purchase supplies under the contract from certified MBE and EDGE vendors whenever possible. Is the cost of supplies to be included in the Cost Proposal? Section IV. Scope of Work & Specifications of Deliverables Item 4.2 Number of Participants page 13 of 33 The number of participants will vary based on the type of training provided, the training method (in-person, webinar or videoconference), and the topic On average, how many people participated in Section IV. Scope of Work & Specifications of Deliverables Item 4.2 Number of Participants page 13 of 33 The number of participants will vary based on the type of training provided, the training method (in-person, webinar or videoconference), and the topic Will cost of supplies be separate? Will ODJFS cover the cost of printing for participant materials? Section IV. Scope of Work & Specifications of Deliverables Item 4.3 Administrative Structures – Proposed Work Plan, page 13 of 33 The number of participants will vary based on the type of training provided, the training method (in-person, webinar or videoconference), and the topic Will cost of supplies be separate? Will ODJFS cover the cost of printing for participant materials? Section IV. Scope of Work & Specifications of Deliverables Item 4.5 Selected Vendor Compensation Structure page 17 of 33 The vendor will only invoice for each specific project when completed. What is the average completion time, start to finish, for each project? Attachment D: Cost Proposal Form (page 5) The Cost Proposal Form in Attachment D does not have a line item for printing, advertisement for producing conferences, meetings, etc. (local, regional, statewide). Will ODJFS incur these costs, or will the Vendor? How must this cost be represented in the Cost Proposal?

Answer:   Without knowing the specific needs for the upcoming biennium, we cannot provide an estimate of costs. This is why the RFP and Cost Proposal are asking for specific staff positions and hourly rates and also why we are not asking for a total cost. There is no schedule. It will be provided upon request of a local area. Without knowing the specific need, we cannot provide a specific number. None. However, we want the selected contractor to have the ability to provide this service if needed. No services were requested that were not specifically identified in the contract. Supplies will vary as projects vary. Knowing what was needed previously will not be helpful. All costs need to be included in the hourly rates. No additional costs will be paid under the contract. Question was Cut off? The trainings provided under the current contract are not reflective of what may be needed under the new contract. No separate costs will be paid under the contract. All costs for supplies, travel, etc., will have to be included in the hourly rates for each position. ODJFS may take care of some printing, but the selected contractor will also have to provide printed materials as needed. No separate costs will be paid under the contract. All costs for supplies, travel, etc., will have to be included in the hourly rates for each position. As mentioned, ODJFS may take care of some printing, but the selected contractor will also have to provide printed materials as needed. It will vary. Varies by project. All costs have to be folded into the hourly rate for each position, not to exceed the 90th percentile for each position.

Date: 1/31/2017

Inquiry: 40903


Question:   Section 3.3 Item 6: Project Facilitator(s) page 10 of 33 How many Project Facilitators have been needed/used in the past to fulfill this work? Section 3.3 Item 6: Project Facilitator(s) page 10 of 33 How many programs do you anticipate occurring simultaneously? Section 3.3 Item 8: Event Planner(s) page 11 of 33 Plan, coordinate, and facilitate workforce development related conferences, meetings, trainings, or workshops, statewide or on a regional basis. Will you provide a breakdown of the number conferences, meetings, trainings, and workshops (statewide and regional) have been completed in the past contract? Section 3.3 Item 8, page: Event Planner(s) page 11 of 33 Plan, coordinate, and facilitate workforce development related conferences, meetings, trainings, or workshops, statewide or on a regional basis. Will you provide a breakdown of the number conferences, meetings, trainings, and workshops (statewide and regional) projected to have been completed in the past contract? Section 3.3 Item 8, page: Event Planner(s) page 11 of 33 Plan, coordinate, and facilitate workforce development related conferences, meetings, trainings, or workshops, statewide or on a regional basis. How many regional conferences are anticipated as the vendor’s responsibility in Calendar year 2017? Section 3.3 Item 8, page: Event Planner(s) page 11 of 33 Plan, coordinate, and facilitate workforce development related conferences, meetings, trainings, or workshops, statewide or on a regional basis. How many regional conferences are anticipated as the vendor’s responsibility to produce in Calendar year 2018? Section 3.3 Item 8, page: Event Planner(s) page 11 of 33 Plan, coordinate, and facilitate workforce development related conferences, meetings, trainings, or workshops, statewide or on a regional basis. How many statewide conferences are as the vendor’s responsibility to produce in Calendar year 2017? Section 3.3 Item 8: Event Planner(s) page 11 of 33 Plan, coordinate, and facilitate workforce development related conferences, meetings, trainings, or workshops, statewide or on a regional basis. How many statewide conferences are as the vendor’s responsibility to produce in Calendar year 2018? Section 3.3 Item 8, page: Event Planner(s) page 11 of 33 Plan, coordinate, and facilitate workforce development related conferences, meetings, trainings, or workshops, statewide or on a regional basis. Does ODJFS provide printing in-house for conferences, meetings, training and workshops (statewide and regional) ? Section 3.3 Item 9, page: Grant Writer(s) page 11 of 33 Draft grant applications and prepare application packets to secure funding from the government or private entities for a specific program or purpose. Is the expectation for the vendor to identify/locate grant opportunities? Section 3.3 Item 9, page: Grant Writer(s) page 11 of 33 Draft grant applications and prepare application packets to secure funding from the government or private entities for a specific program or purpose. Will ODJFS provide leads for the grants? Section 3.3 Item 9, page: Grant Writer(s) page 11 of 33 Draft grant applications and prepare application packets to secure funding from the government or private entities for a specific program or purpose. What grants were

Answer:   Past needs do not accurately reflect future needs. Projects will be assigned as needs arise. We have no way to determine if any will occur concurrently. No. A breakdown of the number and type of projects that have been assigned under the current contract cannot be used to estimate the number and types of projects that will be required under the new contract. To date, no regional conferences have been scheduled for calendar year 2017. No regional conferences have been planned for 2018. There are no statewide conferences planned for 2017 or 2018. It is our expectation that the selected contractor has the capability of coordinating these events should the need arise. There are no statewide conferences planned for 2017 or 2018. It is our expectation that the selected contractor has the capability of coordinating these events should the need arise. ODJFS may provide some printing and the selected contractor will be required to provide printed materials. It will vary depending on the nature of each project. No. ODJFS actively seeks grant opportunities and will not necessarily require the selected contractor’s assistance with preparation of a grant proposal. However, the selected contractor must be able to provide such assistance if needed. Incomplete question.

Date: 1/30/2017

Inquiry: 40902


Question:   Section 3.3 Item 3: Trainer(s), page 10 of 33 Competently and effectively implementing workforce development training programs to diverse groups of state workforce development staff, OneStop system employees, local partners, and local Workforce Investment Board (WIB) members. How many Trainers were needed to fulfill the contract ending in 2017 for this body of work? Section 3.3 Item 3: Trainer(s), page 10 of 33 Competently and effectively implementing workforce development training programs to diverse groups of state workforce development staff, OneStop system employees, local partners, and local Workforce Investment Board (WIB) members. How many Trainers do you anticipate will be needed in response to this RFP? Section 3.3 Item 3: Trainer(s), page 10 of 33 Competently and effectively implementing workforce development training programs to diverse groups of state workforce development staff, OneStop system employees, local partners, and local Workforce Investment Board (WIB) members. How many (and specifically which) languages, in addition to English, do you anticipate will be needed to successfully fulfill this body of work? Section 3.3 Item 3: Trainer(s), page 10 of 33 Competently and effectively implementing workforce development training programs to diverse groups of state workforce development staff, OneStop system employees, local partners, and local Workforce Investment Board (WIB) members. If sessions will need to be facilitated languages other than English, will ODJFS provide interpreters, or is the vendor expected to provide them? Section 3.3 Item 4: Project Curriculum Developer(s), page 10 of 33 Who is the intended audience(s) for the training? Section 3.3 Item 4: Project Curriculum Developer(s), page 10 of 33 Who will the students in the classes be? Section 3.3 Item 4: Project Curriculum Developer(s), page 10 of 33 Will curriculum need to be produced in multiple languages? Section 3.3 Item 4: Project Curriculum Developer(s), page 10 of 33 If curriculum needs to be produced in multiple languages, will the vendor be expected to produce all translations? Will ODJFS be willing and able to provide translation for languages outside the capabilities of the vendor? Section 3.3 Item 4, page: Project Curriculum Developer(s) page 10 of 33 What programs have been developed in the past to fulfill this work? Section 3.3 Item 4, page: Project Curriculum Developer(s) page 10 of 33 Will this be an expansion of a current work product? Section 3.3 Item 4, page: Project Curriculum Developer(s) page 10 of 33 Is the vendor expected to create completely new work? Section 3.3 Item 4, page: Project Curriculum Developer(s) page 10 of 33 Will interested responders to this RFP have access to existing work product(s) [training manuals, participant materials] and plans (e.g., Strategic Plan, Work Plan) at least 3 weeks before the final RFP is due? Section 3.3 Item 4, page: Project Curriculum Developer(s) page 10 of 33 In order to thoroughly respond to the RFP in a manner that is congruent with the positive direction ODJFS currently has for this body of work, what additional information can/will ODJFS provide to interested responders?

Answer:   The projects that were assigned to the current training and technical assistance contractor in the 2016/2017 biennium cannot be used as a gauge for the projects that will be assigned under the new contract. The 2016/2017 projects were relevant to the state and local transition from compliance with the Workforce Investment Act (WIA) and the Workforce Innovation and Opportunity Act (WIOA). Most transitional activities have been completed and implementation of WIOA is underway, and for the current biennium, there will be projects relevant to the Comprehensive Case Management and Employment Program (CCMEP). The training and technical assistance needs for the upcoming biennium will be significantly different from those of the current biennium. The RFP is written as is because the training needs and the number of trainers cannot be pre-determined. We have not had a project that specifically required a translator or the translation of any materials, this is not anticipated. ODJFS will secure translation services if needed. There are no current projects being planned, but as stated in the RFP, activities are primarily for state and local workforce development staff and stakeholders. The selected contractor must be able to develop curricula should the need arise. Who will the students in the classes be? N/A as no current projects are planned. Will curriculum need to be produced in multiple languages? As stated earlier, this is not anticipated. This is not anticipated, however, ODJFS would assist and provide translation if needed. Any project curricula the selected contractor will develop will be relevant to WIOA programs, CCMEP, or other employment-related programs. Will this be an expansion of a current work product? No. As mentioned, no specific projects have been identified and projects will vary. In some instances, the selected contractor may be required to develop something new if state and federal resources do not have curricula that can be used or modified to fit the particular need. No. Links to any pertinent information were provided in the reference section of the RFP. No additional information will be provided other than responses to the Q & A.

Date: 1/30/2017

Inquiry: 40901


Question:   Re: Attachment D - Cost Proposal Form: In order to make the best use of resources, it may be useful to have both staff and pre-selected subcontractors available for various key positions/service roles. Is it permissible to check both (E) In-House and (F) Subcontracted Services for selected positions (not including Project Administrator and Project Manager)? Thank you.

Answer:   Yes.

Date: 1/30/2017

Inquiry: 40899


Question:   The cost proposal includes only an hour rate. However, section 4.5 E also asks for the vendor to provide “a total dollar amount for the project” (Page 17 of 33). Please clarify: o The purpose of the total cost? Is it to create a maximum obligation for the contract under which individual projects will be negotiated? o How it will be applied? o Will it be used in the evaluation of the proposals?

Answer:   Our thoughts on this are to amend the RFP and remove the portion of section 4.5E in which it asks for a "total dollar amount for the project". This would be difficult for the vendors to compute since they don't know how many hours they'll work on which project, etc.. We feel to remove this would alleviate confusion. The previous RFP also had this language, however, the winning proposal did not include a total cost amount. Removing this addresses both the 2nd and 3rd bullets from the question.

Date: 1/20/2017

Inquiry: 40779


Question:   The cost proposal includes only an hour rate. However, section 4.5 E also asks for the vendor to provide “a total dollar amount for the project” (Page 17 of 33). Please clarify: o The purpose of the total cost? Is it to create a maximum obligation for the contract under which individual projects will be negotiated? o How it will be applied? o Will it be used in the evaluation of the proposals?

Answer:   Our thoughts on this are to amend the RFP and remove the portion of section 4.5E in which it asks for a "total dollar amount for the project". This would be difficult for the vendors to compute since they don't know how many hours they'll work on which project, etc.. We feel to remove this would alleviate confusion. The previous RFP also had this language, however, the winning proposal did not include a total cost amount. Removing this addresses both the 2nd and 3rd bullets from the question.

Date: 1/20/2017

Inquiry: 40780


Question:   The cost proposal includes only an hour rate. However, section 4.5 E also asks for the vendor to provide “a total dollar amount for the project” (Page 17 of 33). Please clarify: o The purpose of the total cost? Is it to create a maximum obligation for the contract under which individual projects will be negotiated? o How it will be applied? o Will it be used in the evaluation of the proposals? (This may be a duplicate, but the page gave me an error message the first time I submitted it. Thank you)

Answer:   Our thoughts on this are to amend the RFP and remove the portion of section 4.5E in which it asks for a "total dollar amount for the project". This would be difficult for the vendors to compute since they don't know how many hours they'll work on which project, etc.. We feel to remove this would alleviate confusion. The previous RFP also had this language, however, the winning proposal did not include a total cost amount. Removing this addresses both the 2nd and 3rd bullets from the question.

Date: 1/20/2017

Inquiry: 40782


Question:   If a total dollar amount must be provided (Section 4.5 E, page 17 of 33), can ODJFS provide estimates for the following to assist in development of the cost estimate? o Number of training sessions to be provided per year or quarter? o Amount of technical assistance hours that will be requested?

Answer:   Again, removing total dollar amount from the RFP addresses this inquiry in total. These would be hard to provide estimates and past projects dealt with issues/concerns that would not be relatable to this RFP.

Date: 1/20/2017

Inquiry: 40781


Question:   Does the 90th percentile cap on rates apply to the wages paid to the employees or to the fully loaded rate charged by the vendor? (Section 4.5, "Selected Vendor Compensation Structure," page 17)

Answer:   The 90th percentile cap applies to the fully loaded rate charged for each position.

Date: 1/20/2017

Inquiry: 40778


Question:   Does the 90th percentile cap on rates apply to the wages paid to the employees or to the fully loaded rate charged by the vendor? (Section 4.5, "Selected Vendor Compensation Structure," page 17)

Answer:   The 90th percentile cap applies to the fully loaded rate charged for each position.

Date: 1/20/2017

Inquiry: 40777


Question:   Is there a vendor currently providing similar services for the Department?

Answer:   Yes. There is a vendor providing similar services through June 30, 2017.

Date: 1/20/2017

Inquiry: 40776


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Inquiry period ended:  1/27/2017 8:00:00 AM