How you would operate the - semca. Web viewSEMCA is seeking a system of contractors that provide the most convenient, efficient, productive, uniform (franchise model) and cost effective

Southeast Michigan Community Alliance (SEMCA)

REQUEST FOR PROPOSAL (RPF):One Call Services

Job Seeker ServicesBusiness Services

Program Year 2016(July 1, 2016 through June 30, 2017)

With option to renew annually for a total of three years

RFP Issued: February 29, 2016Proposals Due: April 15, 2016 @5 pm

Federal ContractorEqual Opportunity Employer & Programs – Minorities/Women/Disabled/Veterans

Reasonable accommodations will be made upon request.

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Table of Contents

Section I. General Information

Solicitation …………………………………………………………………………… Page 3Timeline …………………………………………………………………………… Page 3Bidders’ Conference …………………………………………………………………………… Page 4Bidder Specifications …………………………………………………………………………… Page 4Background ……..…………………………………………………………………… Page 4Michigan Works! System ……..…………………………………………………………………… Page 5Additional Information ……..…………………………………………………………………… Page 5

Section II. Proposal Response Packages

One Call Services ……..…………………………………………………………………… Page 16Job Seeker Services …………………………………………………………………………… Page 19Business Services …………………………………………………………………………… Page 30

Section III. Proposal Submission Requirements

Evaluation Process …………………………………………………………………………… Page 33Evaluation Criteria Specifications …………………………………………………………………………… Page 33Response Format and Instructions ……..…………………………………………………………………… Page 33Application Questions …………………………………………………………………………… Page 35

Section IV. Required Forms

Signature Page …………………………………………………………………………… Page 41Certification Regarding Lobbying …………………………………………………………………………… Page 42Certification Regarding Debarment and Suspension ………………………………….……………… Page 43Certification of Merit-Based Entity …………………………………………………………………………… Page 44Proposed Budget …………………………………………………………………………… Page 45

Section V. Additional Information

Configuration Standards ………………………………………….……………………………….. Page 48Notice to Prospective Vendors/Subcontractors ……….…………………………………………. Page 51

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Solicitation

SEMCA has issued this Request for Proposals (RFP) to secure contractors to coordinate and provide services for program year 2016-2017. Bidders may choose to bid on one or more components, as they deem appropriate. One or more contracts may be awarded based on the three (3) components described in this RFP.

SEMCA is seeking a system of contractors that provide the most convenient, efficient, productive, uniform (franchise model) and cost effective services for its customers. SEMCA reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified sources and/or to cancel in part or in its entirety this RFP, if it is in the best interest of SEMCA to do so. SEMCA will not pay any cost incurred in the preparation of the bidder’s proposal.

Services being procured are described in the specific RFP response sections and include the following components:

1. One Call

The operation of a toll-free intake, assessment and referral service that will serve the entire SEMCA region. A bidder will be selected to operate the One Call for the entire SEMCA region. Only bidders able to operate this service for all of Wayne and Monroe Counties, exclusive of the City of Detroit, should apply.

2. Job Seeker Services

Job seeker services at the Michigan Works! One-Stop Service Centers (MWSCs) will provide a broad array of recruitment, assessment, readiness, placement, coaching and follow up services to job seekers as determined by SEMCA and consistent with a demand driven system.

To be eligible to provide Wagner-Peyser Employment Services and operate the Trade Adjustment Assistance (TAA) program, the contractor must be a public entity as defined by the United States Department of Labor (USDOL) with merit staff.

3. Business Services

With this RFP, SEMCA is placing an emphasis on addressing the needs of local and regional businesses and aligning service strategies with regional labor markets and talent development activities. SEMCA seeks an organization(s) to provide Business Services with the ultimate goals of connecting businesses with a qualified workforce and helping jobseekers gain employment.

Together, Business Services contractor(s) will deliver a system of coordinated workforce services to area businesses in partnership with SEMCA staff and SEMCA-contracted providers funded through this RFP.

Timeline

RFP Issued ……………… February 29, 2016Bidders’ Conference ……………… March 11, 2016 @ 2 pmProposals Due ……………… April 15, 2016 @ 5 pm Winning Bidders Notified ……………… May 20, 2016

Bidders’ Conference3

The Southeast Michigan Community Alliance (SEMCA) will host a bidders’ conference on Friday, March 11, 2016 at 2 pm at SEMCA 25363 Eureka Road, Taylor, MI 48180. Prior to the bidders’ conference, prospective bidders are encouraged to submit questions via email to [email protected]. Questions submitted via email prior to noon on March 9, 2016 will be answered at the bidders’ conference. The last opportunity to ask questions for this RFP will be at the bidders’ conference on Friday, March 11. Copies of this RFP will not be available at the bidders’ conference. Technical assistance will not be provided during the bid process.

Bidder Specifications

All proposed program costs must be reasonable, allocable, necessary to achieve program goals and in accordance with federal, state and local policy and the terms of SEMCA contract(s). Any cost which does not meet all of the above criteria cannot be approved either for inclusion in the contract budget or for reimbursement. Such disallowed costs are the sole responsibility of the bidder.

Contractor’s financial management systems must comply with federal and state accountability standards. All costs reimbursed by SEMCA will be subject to audit in accordance with the Single Audit Act requirements.

Contractor(s) shall be responsible for the provision of appropriate services. Contractor(s) shall follow the principles of Equal Opportunity and Affirmative Action in the selection and enrollment of, as well as, in all subsequent dealings with participants.

All organizations receiving funding awards will be required to submit copies of a number of documents and forms which may be necessary for award finalization, including but not limited to the following:

Audits and Financial Statements Legal History Indirect Cost Plan Insurance Certificates as required

An organization must be capable of supporting its own operation. It is the general policy of SEMCA not to give advance payments. Special requests will be considered, however, and financial stability of the organization must insure that any advance is supported by actual expenses or performance.

Background

SEMCA is a Michigan Works! Agency (MWA) whose service area encompasses all of Monroe County and Wayne County, excluding the City of Detroit. SEMCA procures workforce investment services from public and private organizations throughout the region. SEMCA administers the programs, delivered by contractors that provide services for employers and job seekers residing in our designated service area including economically disadvantaged, unemployed and underemployed persons, welfare recipients and youth.

SEMCA works to ensure that its Michigan Works! Service Centers (MWSCs) and related services are employer focused and outcome driven, with the placement of job candidates to meet businesses’ hiring needs being of the highest priority. Through partnerships, contracted services, oversight and direction, SEMCA ensures that systems are in place so that a quality connection is made between business looking for qualified workers and individuals seeking gainful employment.

Michigan Works! System

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The success of the workforce investment system is dependent on the development of true partnerships and honest collaboration at all levels and among all stakeholders. The cornerstone of the workforce investment system is One-Stop service delivery that unifies numerous education, training and employment programs into a single, customer-friendly system in each area. The One-Stop system promotes the coordination of programs, services and governance structures so that the customer has access to a seamless system of workforce investment services.

SEMCA is the administrative entity that oversees the MWSCs in Monroe County and Wayne County, excluding the City of Detroit. It is one of 16 MWAs in the state, which collectively operate almost 100 MWSCs throughout Michigan. SEMCA has set program-specific priorities within several RFPs with an overall priority to have contract staff and services located at its seven (7) MWSCs in the SEMCA area.

The contractor(s) and staff funded under this RFP will be known as the SEMCA Michigan Works! Agency, promoting activities under that designation unless they receive written approval from SEMCA otherwise. Bidders must reflect their organization’s commitment to deliver services consistent with the mission, vision, values and culture of the SEMCA Michigan Works! System.

The system design should be based on the following principles: Adherence to a Workforce Development Board (WDB) developed strategic plan that encourages a

common direction among diverse employment, education and training programs; Universality of access by employers and job seekers with multiple access points; Ease of customer access being based on population density and other factors that make locations

convenient for customer use, with a minimum of one physical center that has programs co-located and which offers all of the core services required;

Service delivery that is driven by individual customer needs rather than program offerings; Market driven through private sector leadership and by serving the workforce with services responding to

the marketplace; Integration of services across agencies and programs, replacing fragmentation and duplication with

coordination and consolidation; Customer service focus of staff, facilities and services supported by customer satisfaction measures; Maximum leveraging of resources through co-location and shared operating costs; and Accountability focused on results and documented by performance measures.

Workforce Development Board Overview

The Workforce Development Board (WDB) is charged by the Governor with implementing the Michigan Works! System and provides policy guidance and oversight for all workforce programs in the SEMCA area. It is a collaboration of local area employers, educators, labor unions, elected officials and community-based organizations united to bridge the gap between job seekers and companies in need of talent. It is an employer-driven, policy-making entity, charged with the distribution of public workforce funds that creates a network of programs designed to address workforce challenges. Representing one of 16 MWAs in the State, SEMCA staffs the WDB and provides oversight to contractors delivering workforce development services in the SEMCA area (Monroe and out-Wayne Counties).

SEMCA’s mission is to provide leadership to create a life-long workforce development system that is responsive to market demand. Our region is a vital, competitive economy that is sustained by regional/private/public partnerships that develop a productive workforce. SEMCA, along with the WDB, works to ensure the efficient use of funds, maximize the system’s effectiveness and improve collaboration. We address the full workforce development continuum, including pipeline development, recruitment, advancement and retention. SEMCA and

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the WDB are steadfast in their commitment to leverage resources and engage partners primed to drive the SEMCA area as the nation’s leading talent capital.

Supported by the Workforce Innovation and Opportunity Act (WIOA) of 2014, the WDB has a federal mandate to be the lead organization for workforce development planning and to arrange for a system of service delivery that meets the workforce needs of business and the public alike. In the SEMCA area, the Southeast Governmental Alliance (SEGA) Board is the ultimate governing authority for workforce development funds and policy. The SEGA Board has authorized the WDB to advise and recommend policy, strategies, and funding related to workforce development. The SEGA Board is responsible for appointing members to the WDB.

Demand Driven Workforce Development System

A demand driven workforce development system identifies the employer as the primary customer. It recognizes that ultimately the employer is the “end user” of the workforce development system, and that the extent to which we meet employers’ needs is the extent to which we provide the best help to job seekers. Job seeker services will be guided according to employer demand and feedback, and resources will be allocated accordingly. This is in contrast to job seeker services being driven by “supply side” sources such as lists of allowable activities, assumed needs or job seeker requests if they are not compatible with employer demand.

The purpose of a demand-driven workforce development system is to contribute to the state’s economic vitality through the provision of workforce training and services that meet the needs of targeted business sectors and employers. While the scope and type of services are limited by the funding that supports them, the overriding imperative remains to foster talent development and connections between employers and employees that meet demand. Bidders should be mindful of our emphasis on being a demand driven workforce system in their proposal development and should integrate within their proposals how their proposed programs and activities address these.

Through this bid process, and the contracts that are executed from this process, SEMCA is implementing a unified approach and philosophy for better assisting job seekers in obtaining employment—described as the demand driven approach. This is consistent with the expectations of the State of Michigan’s Workforce Development Agency (WDA) and USDOL’s Employment and Training Administration (ETA). Under this approach, SEMCA contracted staff - Business Services Representatives - will coordinate the delivery of programs and services to employers. The SEMCA Business Services system will develop the means for obtaining more real-time data on the talent and training needs of industries and major employers to more effectively target its staff and funds. Under this structure, job seeker services contractors will continue to deliver much of the day-to-day services related to talent recruitment, assessment, development and referrals of job seekers to meet employers’ needs.

Minimum Contractor Requirements

Proposals will be accepted from any private for-profit entity, private non-profit entity, government agency or educational institution that can demonstrate the capacity to successfully provide the services identified in this RFP. Proposals from sole-proprietors will not be accepted. Proposals from collaboratives, partnerships or other combinations of organizations are acceptable, but must identify one organization as the lead agency and prime contractor and must specify the assignment of subcontracting relationships.

Contractors must: Have no record of fraud, default while under contract, or unresponsiveness to performance and contract

improvement measures. Contractors who are or have been seriously deficient in current or recent contract performance, in the absence of circumstances properly beyond the control of the contractor, shall be presumed to be unable to meet this requirement.

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Have the ability to fulfill contract requirements, including the indemnification and insurance requirements.

Have the ability to maintain adequate files and records and meet reporting requirements. Have the administrative and fiscal capability to provide and manage the proposed services and to ensure

an adequate audit trail. Have demonstrated and verified experience providing similar training/employment programs. Have the ability to maintain internal written, electronic budget report that is updated monthly and

provided to internal program management to assure they are award of all resources and funding available to achieve program goals.

Meet other presentation and participation requirements listed in this RFP.

Organizational Capabilities

In operating as a partner in developing the state’s workforce, the Michigan Works! System is mandated to follow a model of collaboration and cooperation. At SEMCA, this mandate is taken very seriously. Characteristics of contractor(s) that practice effective collaboration and cooperation include:

In managing its operations, the organization will ensure that management and staff align their activities with the direction provided by SEMCA, and will cooperate and collaborate with Administrative staff, other organizations and outside agencies to achieve the goal of “One System” which delivers exceptional results.

The organization has established partnerships - beyond referrals and information sharing - with other community, educational, and governmental organizations and institutions, and is committed to leverage these partnerships to further the efficacy of the Michigan Works! System in the SEMCA area.

The organization will respond to communications and requests in timeframes given and coordinate appropriately with SEMCA staff and other organizations and partners to support direction from SEMCA.

Questions, issues, or concerns relating to program design, program implementation, policies or procedures will be reported to SEMCA as soon as they are known.

Questions or concerns about financial administration and accounting procedures related to funding stream allocations will be directed to SEMCA as soon as they are known.

All data regarding the organization’s operations in fulfilling the contract(s) are to be provided on request to SEMCA for the purpose of understanding organization’s operations and working toward seamless delivery of exceptional service. With the exclusion of certain confidential information sources (e.g., individual employee personnel records), all operational data will be promptly provided to SEMCA on request.

Workforce Development Professional Staff Qualifications

Expectations for all workforce development professionals include the following:

Staff are outcome driven, adherent to the highest standards of customer service, and demonstrate respect and positive regard for job seekers, businesses and co-workers at all times.

Staff will focus on and adopt the values of:o Innovative, visionary practice;o empowered teams and individuals;o universal access through meaningful partnerships;o clear, accurate and timely communication.

Staff must possess minimum key knowledge, skills, abilities and attributes to operate effectively and efficiently. Things such as:

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o Ability to plan, organize and effectively present the entire portfolio of services available through Michigan Works! to businesses, job seekers and the community;

o Ability to establish credibility by showing support for and understanding of SEMCA’s mission and priorities;

o Demonstrated ability to establish and maintain effective working relationships with community leaders, school systems, business organizations and the general public;

o Able to see the “big picture” and transform vision into reality; o Ability to multi-task and establish priorities in a rapidly changing environment;o Knowledge, understanding and total continuous process improvement;o Understanding of quality customer service philosophy and customer expectations;o Comprehensive knowledge of Michigan Works! services and demonstrated knowledge of

workforce and economic development principles; ando Effective communication and interpersonal skills with strong verbal and written communication,

organizational and problem solving skills.

Code of Ethics and Professional Practices

Management and staff must abide by the Code of Ethics and Professional Practices from the National Association of Workforce Development Professionals (NAWDP).

Members of NAWDP pledge to: Exhibit and uphold the highest standards of professional and ethical conduct in order to ensure the

integrity and advancement of the workforce development profession. Advance programs and services that are consistent with the public trust and responsive to the public

interest. Demonstrate commitment to maintaining professional competencies through ongoing professional

development. Exercise maximum effort in the workplace to ensure optimal benefit to my customers and to my

organization and community. Promote cooperation and collaboration with partner organizations in order to maximize our customers'

opportunities for success. Respect the integrity, promote the welfare and maximize the freedom of choice and informed consent of

my customers. Respect and protect the privacy of my customers when gathering, recording, storing and sharing

confidential information. Recognize and respect the unique challenges faced by culturally or ethnically diverse and individuals with

disabilities. Abstain from using my official position to secure personal or political privilege, advantage, gain, or benefit. Adopt innovative practices when appropriate and adapt to changes in the industry to create new

opportunities. Offer the most effective services available in their community.

Contract Award(s)

Proposals submitted will be evaluated in accordance with the Evaluation Criteria Specifications included in this RFP. Service provider(s) will be selected in accordance with the WDA directive on procurement and local policies. Selected service provider(s) must comply with all applicable WIOA, Wagner-Peyser, and Trade programmatic requirements including federal, state and local regulations and policies.

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With approval of the SEMCA WDB, selected bidders will proceed to the negotiation process. During negotiations, contract performance benchmarks will be established that may include registration, activity and exit/placement goals. Upon completion of successful negotiations, SEMCA will enter into a contract with the approved bidder(s).

Type of Contract

Contract(s) awarded based on proposals received in response to this RFP are contingent upon SEMCA receiving adequate funds from the WDA and the ability to negotiate a contract within the financial and programmatic limitations imposed, contractor performance, and determinations of needs, services, activities and delivery methods. All contractor(s) funded under this proposal will be funded under the authority granted by the respective legislation, regulation and state policy.

Cost Reimbursement Programs

A detailed line item budget is required with this proposal for each service proposed. See “Budget” worksheets for format, which will provide a template for bidders’ submissions. Only costs directly related to the operation of activities and properly supported with back-up data and records will be allowable charges. For shared time arrangements where staff and related costs are to be funded by more than one grant funding source from SEMCA, a cost allocation plan may be requested.

The proposal is for a cost-reimbursement contract. All contract(s) will be negotiated to determine reasonableness of cost. All proposals must contain a line item budget in sufficient detail to justify all costs to program activities and shall include a written explanation for any joint and/or shared cost. All costs shall be supportable and subject to a cost/price/benefit analysis.

Reductions of the budget level may be considered during the course of the contract(s) if and when a contractor fails to meet expenditure, participant, and/or outcome goals; or upon notification from the WDA of a funding reduction.

Federal, state and local program guidelines relative to Conflict of Interest will be effective throughout all phases of this procurement process.

Funding Source(s)

Bidders must be aware that funding will be dependent upon the continuing availability of funds, contractor performance, and determinations of needs, services, activities and delivery methods.

All contractors funded under this proposal will be funded under the authority granted by the respective legislation, regulation and federal/state policy. Once a contract is awarded, that agency becomes fully responsible for administration of the program(s) and other policies or regulations established by the governing federal, state and/or local agency. Each contractor will be liable for any disallowed or illegal expenditures of funds or program operations conducted under their contract. Disallowed or illegal costs will be subject to repayment to SEMCA. Dollars awarded in a contract year that are not expended may be recaptured by SEMCA. Reductions of the budget level may be considered during the course of the contract if and when a contractor fails to meet expenditure, participant and/or outcome goals; or upon notification from the WDA of a funding reduction.

Services to be delivered under this RFP will be funded mainly under WIOA Adult and Dislocated Worker, Wagner-Peyser Act and the Trade Act; of which the latter two are required to be performed by Merit Based organizations. Therefore, only Merit Based organizations (i.e. governmental units and educational institutions) may apply to perform those services. Other funding sources may be utilized to support shared services in accordance with

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applicable laws. Such funding sources may include Federal, State and/or local sources including but not limited to General Fund/General Purpose (GF/GP), WIOA Youth, Temporary Assistance for Needy Families (TANF), Welfare Reform and Prisoner Re-entry.

In the event there is insufficient funding to support certain staffing requirements with Wagner-Peyser or Trade funding exclusively, SEMCA will give priority to proposers who also submit a WIOA Adult and/or Dislocated Worker proposal and propose to operate those programs at the MWSC(s).

This RFP is based on current law, WDA Policy and any subsequent changes that apply specifically to WIOA, Wagner-Peyser and TAA funds. Additional information can be found online through the following links:

WDA http://www.michigan.gov/WIOA https://www.congress.gov/113/bills/hr803/BILLS-113hr803enr.pdfWagner-Peyser Act http://www.doleta.gov/programs/w-pact_amended98.cfmTAA http://www.doleta.gov/tradeact/statutesregs.cfm

SEMCA reserves the right to make necessary changes or adjustments on any statements made in this RFP upon receiving guidance from the USDOL or WDA. If any additional information is received by SEMCA that fundamentally alters the description provided in this RFP, SEMCA will provide written notification to each agency that has expressed interest in receiving updates regarding this RFP.

SEMCA’s funding allocations for the 2015-2016 program year are as follows:

Program Funding Source AmountWagner-Peyser Employment Services $ 937,356WIOA Adult $ 1,357,300WIOA Dislocated Worker (DW) $ 2,203,830TAA $ 269,919

The amounts listed above are inclusive of program funds to be used for staff costs plus direct costs associated with participants (i.e. supportive services, training, etc.).

Allowable Profit

Profit is an allowable cost payable only to commercial organizations thus private-for-profit agencies are allowed to bid on WIOA programs. The profit must be separately negotiated from the contract’s price and cannot be based on a percentage of costs budgeted or expended in the agreement. Profit must be tied to performance and cannot be paid as a guaranteed fixed fee. Profit is only earned when performance outcomes are attained and can only be disbursed when those outcomes are validated. Profit cannot be paid in addition to performance payments or incentive payments. [2 CFR Part 200.323(b); 48 CFR Part 15.404-4] Factors that will be considered when negotiating profit are the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

Profit must be divided between all allowable cost categories. Profit rates can only be applied against the commercial organization’s personnel-related costs (i.e., salaries, wages and benefits) for the staff that contributed to the organization’s unique capacity to manage and achieve the performance of the contract. Profit is based on substantiated risks the service provider assumes. The rationale and risk being undertaken must be explained by the bidder. Profit is subject to SEMCA review and allowed only when negotiated and approved as part of a final

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contract. Profit is related to performance. Any contractor eligible for profit must meet the performance benchmarks as identified in the contract. Profit payments will be evaluated and paid quarterly as appropriate.No other fees, costs, or expenses may be added to invoices that are not appropriate actual costs of providing services under the terms of the contract.

Financial Forecasting

The contractor agency shall provide to SEMCA upon request a forecast of their anticipated ability to expend their budget allocation by the end of the program year. To ensure accuracy, it is essential that the contractor include both fiscal and program staff in the preparation of the financial forecast.

Please be aware that it is possible with the level of uncertainty regarding funding that SEMCA may have to realign services in order to more effectively and efficiently serve customers in this region within the next three years.

Additional funds or funds from other sources may become available throughout the program year. In the event that such funds become available, SEMCA reserves the right to review and award these funds to proposals submitted in response to this RFP provided the proposals submitted meet the new fund requirements and the proposal demonstrates adherence to program and participant needs. In the event that no proposals on file are found to be appropriate for other funds that may become available, SEMCA reserves the right to release another RFP soliciting proposals to meet the requirements of the specific funds available and not covered under this RFP format.

Service Delivery Site(s)

SEMCA’s service area includes all of Monroe and out-Wayne Counties (excluding the City of Detroit). SEMCA has established MWSCs in locations based upon geographic, demographic and other relevant criteria.

SEMCA currently has MWSCs at the following seven (7) locations: Dearborn, 6451 Schaefer Road, Dearborn, MI 48126 Grosse Pointe, 17888 Mack Avenue, Grosse Pointe, MI 48230 Highland Park, 144 E. Manchester Street, Highland Park, MI 48203 Livonia, 30246 Plymouth Road, Livonia, MI 48150 Monroe, 1531 North Telegraph Road, Monroe, MI 48162 Southgate, 15100 Northline Road, Southgate, MI 48195 Wayne, 35731 West Michigan Avenue, Wayne, MI 48184

Bidders should specify the particular geographic area within the SEMCA service area that they are proposing to serve and/or state that they are willing to be placed at any location based upon SEMCA’s discretion.

Grosse Pointe, Highland Park, Livonia and Wayne are SEMCA leased facilities. Successful bidders for those locations will be physically located within the existing One-Stop Center. All other locations are independently leased facilities and will be required to establish a facility in the same city within reasonable proximity to the existing MWSC.

Service Delivery Hours/Closings

Services at the MWSC must be available at all times the State of Michigan is open for business, unless sites are closed by SEMCA for public safety (e.g. inclement weather). Minimum hours of operation are 8 am – 5 pm

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Monday through Friday, though some extended hours are encouraged. A calendar must be provided to SEMCA by the contractor by October 1 for the coming year.

Services should reach out to other physical locations and into the community, but much of the outreach will be defined by the service providers responding to this RFP. This system is structured to allow service providers to have significant input on the design and building of an effective workforce delivery system for the SEMCA area.

Technology can enable information, as well as many services, to be accessed wherever a computer and internet access is available. In recognition of this reality, SEMCA is encouraging contractors to assist with the development and deployment of a more robust web presence, including website and menu of online resources. While these online resources are not expected to replace more traditional brick and mortar sites for service, virtual services should be offered to employers and job seekers to every extent possible.

Doing Business with SEMCA – General Contractor Requirements

In order to better promote a seamless, customer-friendly service delivery system, all selected contractor(s) staff located at the MWSC will identify themselves as Michigan Works! staff indicating so on all official correspondences including business cards, letters, etc.

Management and staff must abide by the following:o Workforce Development Professional Staff Qualifications detailed in this RFP and theo Code of Ethics and Professional Practices from the National Association of Workforce

Development Professionals (NAWDP) detailed in this RFP SEMCA currently conducts regular Best Practices meetings. At these meetings information regarding new

policies is disseminated, project committees are formed, management information/data collection and data entry issues are discussed, best practices are shared, and ideas are generated to benefit the system. Mandatory attendance to these meetings is required of all appropriate staff.

Contractor staff providing customer case management must have a minimum of a Career Development Facilitator (CDF) certificate within one year of hire as a CDF.

As new programs, program issues or specialized knowledge is required for the system, SEMCA will offer (at no cost to the contractor) training in these areas.

Contractor(s) must join the Michigan Works! Association and are expected to participate in appropriate trainings offered by the Association.

Contractor(s) must participate in - and provide staff for - any activities that SEMCA is involved with that will attract job seekers and business owners and/or enhance the image of our workforce service system.

Contractor(s) in all programs must have all developed job leads posted to the Pure Michigan Talent Connect (PMTC) website within two (2) working days of the position’s development. Job leads posted to the PMTC website will automatically be suppressed for 24 hours to allow for veteran preference.

Contractor performance, for all programs, will be reviewed on a scheduled basis, in accordance with SEMCA policy. Funding adjustments may be made as a result of the performance review.

If a new contractor is selected to operate a program location previously operated by another contractor, they must service all registered participants carried-in from the previous program year. At contract award time, the new contractor will be required to submit a budget and allocation to serve enrolled participants that they inherit.

Returning contractor(s) must accommodate services for their existing participants (i.e., training, supportive services, etc.) as well as for new participants in their budget.

All SEMCA contractors are required to submit at least one newsworthy article per contracted program to SEMCA once a month.

All phone lines used for MWSC business must use “Michigan Works” as their outgoing caller ID text. All SEMCA contractors are required to abide by the Equal Opportunity (EO) standards utilizing the

following tagline on all printed materials:

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Federal ContractorEqual Opportunity Employer & Programs – Minorities/Women/Disabled/Veterans

Reasonable accommodations will be made upon request.The EO tagline is to be included in all printed material, including but not limited to agency letterhead, newspaper advertisements, brochures and pamphlets, meeting notices, customer program application forms, employment application forms, participant/employee recruitment materials, locally developed training materials, PowerPoint presentations used for public presentations, public service announcements/advertising/press releases/media messages/broadcasts, and other routine agency communications ordinarily released to the general public.

Workforce Innovation and Opportunity Act (WIOA) Overview

The federal Workforce Innovation and Opportunity Act of 2014 (WIOA), Public Law (PL) 113-128, was enacted by Congress on January 3, 2014. It is the first legislative reform of the public workforce system in 15 years. Final regulations have not yet been issued; however draft regulations were issued on April 16, 2015, under 20 CFR Part 675 through 688. Both documents and other resources can be accessed at https://www.doleta.gov/wioa/.

Each year, SEMCA receives a designated allotment of WIOA formula funds, distributed among eligible adults, dislocated workers and youth services. Funds are authorized by the USDOL and distributed through the WDA to SEMCA. This RFP will distribute the WIOA adult and dislocated worker funds; a separate RFP has been issued for WIOA youth funds.

Wagner-Peyser Act Overview

The federal Wagner-Peyser Act of 1933 provided for the establishment of a nationwide labor exchange system, known as Employment Services (ES), to provide employment services to the universal population. Such public labor exchange services must be part of the One-Stop customer service system of each state, as mandated in Section 49b(c)(1) of the Wagner-Peyser Act, amended in 2014 by the WIOA. The WDA administers the labor exchange in Michigan through local MWAs. MWA contracts with one or more public, merit-staffed service providers to deliver employment services in their local areas.

Wagner-Peyser ES are available to citizens and nationals of the United States, lawfully admitted permanent resident aliens, refugees and other immigrants authorized to work in the United States. The Wagner-Peyser Act and related regulations require the ES labor exchange to provide the following minimum services:

Assistance for job seekers in finding employment, Assistance for employers in filling jobs, Facilitating the match between job seekers and employers, Participation in a system for clearing labor between the states and Meeting the work test requirements of the state unemployment compensation system.

Bringing together job seekers and employers is the core of this labor exchange system. ES regulations state that the labor exchange system must meet the following requirements:

Accept a job application from any job seeker without regard to his or her place of residence, current employment status, or occupational qualifications.

Obtain only that information which is necessary to determine the job seeker's qualifications for employment and facilitate job placement, plus any additional information that is needed to evaluate, plan, and improve programs.

Implement priority of service for veterans and eligible spouses of veterans. Extend no preference in services to any job seeker or group of job seekers, except in accordance with

legal requirements.

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Provide no services directly or indirectly in filling a job that is vacant because the former occupant is on strike or is being locked out in the course of a labor dispute, or involves an issue in a labor dispute.

Provide no services directly or indirectly in filling a job that involves picketing an employer's establishment.

Provide no services to an employer who is known to unlawfully discriminate. Ensure delivery of ES to Migrant and Seasonal Farm Workers (MSFWs) on a basis that is qualitatively

equivalent and quantitatively proportionate to services provided non-Migrant and Seasonal Farm Workers.

The ES Manual, issued by the WDA, provides additional detailed guidance for ES administration as mandated by the Wagner-Peyser Act and other applicable state and federal statutes and regulations. A variety of laws and regulations govern the state labor exchange in Michigan. All labor exchange opportunities and services, including applications, job listings and complaint resolution, must meet the standards specified in the ES Manual. Additionally, all Wagner-Peyser Employment Services must be delivered by merit-based staffed organizations. Standards for merit-based staffing are defined in the section Merit Based Staffing Standards and at 5 CFR 900.603 .

Trade Act Overview

The Trade Adjustment Assistance (TAA or Trade Act) Program is a federal entitlement program established by the Trade Act of 1974, P.L. 93-618. It has been amended numerous times since its enactment in January 1975. Three times over the past 10 years, Trade Act amendments to chapter 2 of title II of the Trade Act (19 U.S.C. 2271 et seq.) made major changes to the Trade Adjustment Assistance for Workers program (TAA Program). Therefore, the TAA benefits that eligible workers may apply for at their local MWSC depends on whether the workers are covered by the provisions of the Trade Act enacted in 2002 (the 2002 TAA Program), 2009 (the 2009 TAA Program), 2011 (the 2011 TAA Program) or 2015 (2015 Reversion). For purposes of this RFP, they will all be referred to as “Trade Act” or “TAA.”

The purpose of the Trade Act is to assist US workers who have lost or may lose their jobs as a result of foreign trade. This program seeks to provide adversely affected workers with opportunities to obtain the skills, credentials, resources, and support necessary to become reemployed as quickly as possible at a suitable wage. The USDOL determines eligibility to a group of affected workers upon receiving a completed petition filed as a result of involuntary job loss. Workers in a certified group will be notified by the state, at which time they may apply for individual eligibility for benefits and services at the MWSC.

Under the merit-based staffing requirement of the WDA, all TAA eligibility determinations for job search allowances, relocation allowances, training approval/denial, waivers from training requirement, Alternative Trade Adjustment Assistance and/or Re-Employment Trade Adjustment Assistance must only be issued by merit based staff.

Merit Based Staffing Standards

Office of Personnel Management (OPM) specifies merit staffing standards for certain Federal grant programs including Trade and Wagner-Peyser. OPM’s merit system standards at 5 CFR 900.603 are as follows:

(a) Recruiting, selecting and advancing employees on the basis of their relative ability, knowledge, and skills including open consideration of qualified applicants for initial appointment.

(b) Providing equitable and adequate compensation.(c) Training employees, as needed to assure high quality performance.(d) Retaining employees on the basis of the adequacy of their performance, correcting inadequate

performance and separating employees whose inadequate performance cannot be corrected.

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(e) Assuring fair treatment of applicants and employees in all aspects of personnel administration without regard to political affiliation, race, color, national origin, sex, religious creed, age, or handicap and with proper regard for their privacy and constitutional rights as a citizen. This “fair treatment” principal includes compliance with the Federal equal employment opportunity and nondiscrimination laws.

(f) Assuring that employees are protected against coercion for partisan political purposes and are prohibited from using their official authority for the purpose of interfering with or affecting the result of an election or nomination for office.

Records, Reporting, and Review

Contract(s) awarded as a result of this RFP will be required to comply with records and reporting systems established by SEMCA for the purpose of documenting and evaluating program operations. In addition, program records and operations are subject to on-site review and/or transcription, in whole or in part, by representatives of SEMCA, the WDB, WDA and USDOL.

Internal Sub-Recipient Monitoring

In accordance with WIOA Contract Monitoring and Audit Procedures contractor(s) must cooperate with any contract monitoring, inspection or audit requests from SEMCA, the WDA, USDOL and any other internal or external auditors. Contractor(s) must also ensure compliance with all sub-recipient monitoring of its sub-contractors. Contractor(s) must also demonstrate the capacity to ensure internal program record management procedures that ensure auditable and adequate records are maintained demonstrating the eligibility of customers as well as confirm adherence to specific requirements and time limitations. Contractor(s) are required to have an Office of Management and Budget (OMB) single audit, share any audit results or findings with federal, state, and SEMCA monitors and develop corrective action plans.

Innovative Program Design Elements

A successful program will include the following program design elements: Develop innovative and creative outreach strategies including program design maintaining an online

presence and collaboration with partners. Collaborate with SEMCA Initiatives and Partners – SEMCA is seeking innovative ideas for connecting

program participants to meaningful employment, based in partnership with local and statewide economic development agencies, educational institutions and others.

Measurement of success should come from an accurate and transparent data base that is maintained by contractor(s). To ensure success, a quality assurance and improvement process should be maintained and enforced by the successful bidder.

Section II. Proposal Response Packages

One Call Services

This section sets forth SEMCA’s expectations for One Call Services throughout the SEMCA area. The purpose of the One Call program is to provide a toll free telephone triage, to be utilized as a toll free intake, assessment and

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referral service. Entities proposing to operate the “One Call” portion of the SEMCA “One-Call, One-Stop” system will serve all customers in the SEMCA MWA area.

One Call bidders must have the demonstrated capacity to provide phone information, assessment and referral services to a large volume of customers. Such capacity shall include working with electronic data systems and electronic resource directories. Specific workforce development experience is not essential but an adequate presence and history in the SEMCA area is considered a plus, along with extensive relationships with other human service agencies in the region.

Statement of Work

The basic premise behind the SEMCA workforce development system is that customers should be able to access the Michigan Works! 1-800 number for the SEMCA area for all major workforce development related services. The One Call operator will make appropriate referrals to providers of services for both essential SEMCA and non-SEMCA service needs. Both the job seeker and the employer must be able to access the range of services necessary to meet their respective employment needs. The One Call operator will work closely with the SEMCA MWSCs to closely coordinate system-wide initiatives and information sharing that will result in a model system of employment and training service provision.

Customers that are not job ready and/or do not have a specific employment or training goal or are not in a targeted population for dedicated services would be referred by the One Call operator to the most convenient SEMCA MWSC. SEMCA’s One Call program operator will be primarily responsible for:

Capturing customer information in an electronic tracking system that allows for separate reporting statistics for SEMCA related calls,

Conducting an initial assessment of employment and training needs and, by means of a resource directory, providing pertinent information to the caller,

Referring caller directly to the appropriate service provider and/or the SEMCA Michigan Works! Service Center,

Case noting the interaction on the One Stop Management Information System (OSMIS) for all customers identified as being registered on that system,

Following-up with all customers within thirty (30) days of initial contact with the One Call, to determine if the referral was utilized and/or if additional services are needed,

Collecting data on barriers to employment exhibited by job seekers, and for purposes of making relevant referrals for services and

Participating in all worker orientations.

The basic services for which referrals will be made to the MWSC for job seekers include, but are not limited to the following:

Job search resources and information Labor market information Local resource directory information for both potential training and supportive services Occupational/skills training information General financial aid information Self-assessment instruments for occupational interests and skills Michigan Occupational Interest Survey (O*NET) Job search resources Resume writer software, with suitable printing compatibility Job order listings through employment services, including accommodations for the disabled, Employment services registration

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Information about workplace accommodations for persons with disabilities and other available services for this specialized population.

Linkage with Business Services

An employer’s need for job skill enhancement and worker retention need to be part of the overall SEMCA delivery system. Accordingly, the One Call program operator will provide, at a minimum, referrals for the following services to assist employers in meeting their needs:

Connecting employers to the Business Service Representatives and Providing employers with any additional information and referrals to the Business Service Representatives

consistent with the skill requirements of their operation Apprising employers of other support mechanisms that could assist their business(es).

Rapid Response Services

Rapid Response is a strategy designed to respond to major layoffs and plant closings by quickly coordinating services and providing immediate aid to affected companies and their workers. Rapid Response teams will work with companies to customize public and private efforts to minimize the disruptions of a major layoff on companies, affected workers and the community. Rapid Response is carried out by the states and local workforce development agencies.

One of the benefits of Rapid Response is a session or sessions called worker orientations. These special meetings introduce the One Stop system to those being laid off. The purpose of these meetings is to provide information to the workers so they can quickly attach to reemployment and training services.

The One Call provider will attend the worker orientation meetings with other SEMCA contractors. They will reinforce the use of the One Stop system and offer other Information and referral services that can assist a laid off worker during this transitional time.

Toll Free Telephone Service Provision

The design of the SEMCA “One-Call, One-Stop” system anticipates that most of the essential services listed above will be accomplished via telephone through the use of a toll-free number to SEMCA’s One Call program contractor(s). However, it is expected that in-person requests will be provided based on customer preference.

Telephone service minimum hours of operation shall be Monday through Friday, from 8:30 am – 5:00 pm, excluding approved holidays. Additional hours may be provided depending upon the operation of the One Call provider. An answering machine will record incoming calls after hours, weekends or holidays. The telephone messages will be retrieved and answered during the next working day. Calls received during contracted working hours must be answered during the first three telephone rings.

SEMCA’s One Call program operator will provide adequate staffing to ensure that all customers are able to successfully obtain the type and quality of information necessary for them to make informed judgments with respect to the training and employment needs. The successful bidder staff will receive incoming calls for the One-Stop system, and will be available for in-person sessions during regular business hours.

Once the initial customer information is captured, the phone interviewer will utilize an assessment instrument approved by SEMCA to index the caller’s job readiness or training readiness, whichever is applicable. Based upon this indexing, the phone counselor will make a referral utilizing a current, computerized resource database that allows for separate tracking and reporting of SEMCA callers. The referral will be to one of the SEMCA MWASCs if the customer requires the services provided there to meet their training and/or employment needs.

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If the phone customer belongs to a special population (disabled, aging workers, veteran, TANF cash recipient, etc.) the referral would be made directly to the appropriate agency to meet their particular needs. This type of direct referral will be conditioned upon the partnerships established within the MWSCs themselves and could result in a dual referral to a SEMCA provider and special population service provider.

Other phone customers may be determined training ready as a result of the phone indexing and, if they had no identifiable employment barriers, they would be referred to an appropriate training contractor or the system’s Employment Service component for direct placement services. The One Call operator will also make referrals to appropriate service agencies for other non-workforce development services identified as necessary to achieve their employment goals as a result of the phone assessment.

During a period of not more than thirty (30) days, the One Call provider will verify that the customer followed through on the referral and successfully obtained access to the needed service(s). If unsuccessful, the customer would be assessed and provided with another referral. Referrals would be transmitted either electronically or by hard copy; whichever is appropriate for the receiving agency. Information obtained, including reasons for unsuccessful access to referred services, will be provided to SEMCA for system improvement and accountability.

Resources

The One Call contractor will develop, or continue its development and expansion of existing resources, and implement electronic databases that will contain the full spectrum of area resources to assist customers meet their needs. Information will include, but is not limited to, specifics in regard to the area’s programs and locations, specialized human services programs, emergency services, child care sources (licensed day care providers), elder care, youth services, special needs funding and/or availability. The One Call operator must develop and maintain a specialized resource directory of employment and training vendors located in the SEMCA region. Such resource directory may be expanded to include other vendors in the southeast Michigan area. All information will be included for the benefit of those callers looking for employment related sources and information. The One Call program operator may be also charged with the development, maintenance and implementation of additional resources, as identified by SEMCA.

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Job Seeker Services

The purpose of this section is to set forth SEMCA’s expectations for Job Seeker Services throughout the SEMCA area. Bidders may choose to bid on one or more activities, as they deem appropriate. One or more contracts may be awarded based on the activities described in this section.

The program model described is designed to be an innovative and coordinated approach that focuses on a fully integrated service delivery strategy among a network of partners and ensures that customers flow seamlessly along a continuum of services. The comprehensive model combines multiple programs (and potentially funding sources) to provide services with a collective impact approach that enhances the customer experience and helps them discover appropriate and meaningful services at a single location. Contractor(s) selected will be expected to strengthen SEMCA’s workforce system by focusing on a fully coordinated strategy, maintaining customer engagement and ensuring their access to programs, services and navigation to supplementary supports. Contractor(s) will be expected to work in conjunction with partner agencies to provide this holistic approach to customer service.

Innovative Design Elements

In the interest of establishing a seamless delivery of services for all prospective customers and keeping with SEMCA’s vision and mission, it is essential that all contractor(s) operate in the most effective and integrated manner as possible. As such, we are looking for proposals to minimally include the following program design elements.

Understanding customers’ needs and meeting them where they are – Proposals are encouraged to incorporate assessment techniques that are client-centered and lead to identifying the customers’ needs as well as obstacles.

Orient the customers to program options and expectations – Some time needs to be crafted for orientation. This is the opportunity to ensure that customers have a good understanding of supports, expectations and opportunities.

Goal planning and associated action items – Goal planning should be employment-focused and measurable.

Programmatic supports – Not every customer will require all supports; however, proposals should incorporate a menu of offerings that provide a variety of support. Programmatic supports may include aspects like soft skill development, job-readiness training, digital and financial literacy and conflict resolution.

Suitability determination – as customers navigate through multiple programmatic elements, it is critical to determine whether an aspect is suitable for the individual. Proposals should include mechanisms that demonstrate customers’ readiness or suitability for aspects such as training and job placement.

Understanding of the local area and labor market – SEMCA serves a diverse area and as such, the needs of its customers are often different within specific geographic areas and populations. Proposals need to incorporate community outreach and engagement as well as an understanding of unique barriers. Additionally, an understanding of the labor market, higher learning institutions, and career pathways are critical in successfully working with customers as they advance their goals.

Business demand driven model – With employment as the end goal of the associated programs, it is vital that proposals incorporate job development and placement from a business demand perspective.

Program Oversight – Proposals should demonstrate the capacity to ensure comprehensive program monitoring and evaluation on a timely basis. At the outset of the program, time should be taken to establish indicators, develop instruments and protocols, as well as identify trained data collectors.

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Program Design

Proposals must contain all of the Required Program Activities listed below. If the proposer does not provide a required program activity, then the proposal should state with whom the proposer will work to provide the activity and how the participant will be assured access to the required program activity.

Required Program Activities

Job Seeker Services contractor(s) shall provide the following program components: Front Desk/Reception Outreach and Recruitment Orientation to the MWSC Intake and Initial Eligibility Assessment Employment Services Resource Room assistance Workshops and Job Clubs Career Coaching Individual Service Strategy (ISS) Customer Tracking Performance Administering Education/Training Funds and Support Services Job Placement Follow-up Services Linkage with Business Services

Bidders are encouraged to collaborate in the delivery and coordination of services in order to maximize efficiency and create the greatest possible community impact. If your proposal involves a partnership, you should provide a letter of agreement generally outlining the partnership and the activities or services of each of the partners. Before funding, partnerships will have to be firmly established by means of formal Memorandum of Understanding (MOU). The MOU, whether developed as an umbrella agreement with a variety of agencies, or independently with a particular partner must contain, at a minimum, the following information:

A description of what customer services will be provided by each partner Method of referral between partners Duration of the MOU and procedures for amending the MOU Other provisions as agreed upon by the parties to the MOU

In the interest of maximizing available funds, SEMCA encourages proposals that reduce levels of overhead/management systems that will result in a more streamlined and efficient structure aimed at increasing services. Contracted services or activities will be expected to produce a qualified labor pool allowing job seekers to transition to employment as quickly as possible, yet have the opportunity to access services to improve income and/or advance in their careers.

Front Desk/Reception

Front Desk/Reception Staff are expected to provide fast and friendly access for customers to all workforce services through a single point of entry by directing them to the appropriate area within the MWSC. Contractor(s) will be required to provide adequate staff coverage of the Front Desk/Reception area of the MWSC to ensure that every visitor and caller is treated with respect, and received in a responsive and timely manner.

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In accordance with Federal, State and local policy, Front Desk/Reception Staff will be required to ask each individual entering the office for services whether the individual is a veteran or a spouse of a veteran and make necessary referral(s) to link them with the range of services and supports to which they are entitled.

Outreach and Recruitment

Contractor(s) shall conduct outreach and recruitment efforts throughout the SEMCA area to inform communities and stakeholders of the benefits of the workforce system. Outreach shall be coordinated in conjunction with other contractor(s) secured through this RFP as well as required partners. Proposers must develop a detailed recruitment plan including outreach activities to engage potentially suitable, eligible participants. The intent of this RFP is to provide job seeker services to individuals who live in the SEMCA area. Contractor(s) are required to serve those participants already enrolled in the WIOA Adult and Dislocated Worker programs and in TAA programs as of July 1, 2016.

Orientation

Contractor(s) will provide all visitors to the MWSC with a program orientation regarding the full services that are available at the MWSC. Individuals will also be advised of their rights and responsibilities, equal opportunity, grievance procedure and appeal process. Contractor(s) will be required to register, or assist job seekers with registering if necessary, on the State’s online labor exchange system, currently the PMTC located at www.mitalent.org.

The essential services to be provided under Orientation include: Easy and rapid access to all MWSC services; Explaining the full range of Michigan Works! services, including ensuring that customers receive the

information necessary to obtain required; and Standardize entry services that will provide job seekers with accurate and clear information on all

available services, including an explanation of the Equal Opportunity and Grievance policies.

Intake and Initial Eligibility

The intake and referral process, including initial eligibility determination, will be as simple and as accelerated as possible. Since any potential Michigan Works! participant might first start out at the MWSC, at another agency or at an education/training provider, it is imperative to have strong local collaboration with key partners. The Intake and Initial Eligibility service function will consequently need to communicate and coordinate both within the MWCS, externally with other MWSCs, and with other partners in order to ensure a smooth identification and referral of clients to Career Coaching and other services.

Provider(s) of Intake and Initial Eligibility activities will be accountable for collection, coordination, regulatory compliance and quality assurance for all data provided by customers seeking entry into programs. Provider(s) awarded this element in their contract will be responsible for the initial production and intake process and be responsible for identifying customers that qualify for enrollment in additional services beyond basic career services. Intake service provider(s) will also be responsible for the collection and verification of all necessary eligibility source documents. SEMCA will conduct the final eligibility determination for all WIOA participants, which includes the approval of the completed application and determination that the applicant meets the criteria required by applicable laws and regulation.

In addition to the Workforce Development Professional Staff Qualifications listed earlier, staff employed by the Intake and Initial Eligibility Services provider(s) will be skilled as communicators and presenters, problem-solvers, record-keepers with a strong working knowledge of funding stream eligibility documentation, procedures and

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policies. In addition, their skills in computer technology will be sufficient to enter and retrieve data in all necessary databases and applications required for recordkeeping and reporting. Education and training of staff will be derived from performance requirements, and will be sufficient to justify the designation “professional.”

The essential services to be provided under Intake and Initial Eligibility include: Standardize entry services that will provide job seekers with accurate and clear information on all

available services. Exceptional coordination and collaboration with all partners to ensure job seekers have access to

additional services/activities for which they may be qualified. Referral of all eligible customers to the appropriate provider(s), including Assessment services, Veterans,

PATH, WIOA Youth, as well as appropriate Career Coaches. Assisting partners and other contractor(s) in meeting the required performance outcomes for funding

sources. Compliance with all policies and regulations of WIOA, Wagner-Peyser Act, and Trade Act as they pertain

to intake and eligibility process and procedures. Collection, maintenance and retention of all documentation regarding job seekers enrolling in MWA

services. Be fully knowledgeable of and proficient in the MWA database(s) with required data entry and data base

maintenance. Will be held responsible for all Intake and Eligibility performance indicators and outcomes of participants

that will meet or exceed required goals and objectives according to individual funding sources. Provide necessary documentation, staff time, and resources in support of monitoring, reporting and other

compliance activities as required by regulatory bodies and agencies.

Assessment

Through standardized tests and skills assessments, Assessment services help to ensure that job seekers interested in training, education and/or other programs or services have the necessary skills and abilities to succeed. Assessment services assists the MWA in filling the needs of employers and helps job seekers obtain long-term employment through attainment of credentials and entry into programs designed to advance their skills. Assessments must provide participants with disabilities (as defined in WIOA) with reasonable accommodations, as appropriate, according to the WIOA, 29 CFR Part 37, Section 504 of the Rehabilitation Act of 1973, and Title H of the Americans with Disabilities Act.

Contractor(s) awarded this service will be responsible for implementation of assessment processes for the MWA. Several tools will be utilized to meet these goals. They include, but are not limited to, the following: interest assessments, aptitude tests, personality assessments and occupational tests for the purpose of screening customers for job referrals, training and GED preparation. In addition, contractor(s) will be expected to seek resources and assessments to enhance the MWA’s job seeker outcomes. Where contractor(s) lack internal assessment resources, they will be expected to collaborate with or source additional assessment resources and services externally.

The essential activities to be provided under Assessment services include: Providing an objective assessment of each participant, which includes a review of the academic and

occupational skills levels, as well as the service needs, of each individual. Ensuring Assessment services are designed to be integrated within the MWA service delivery system, such

that job seekers have appropriate access to assessments that serve to enhance their performance outcomes.

Assisting partners and other service areas in meeting the required performance outcomes for all funding sources.

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Flexibility and adaptability to assure that assessments are provided as needed in a timely manner. Trained staff (who are certified if necessary) to administer, score, report and analyze results of all types of

assessments approved and used by the MWA. Assist in providing workshops and/or learning labs that provide job seekers with remediation, skill-

building, and career exploration services. These will be available onsite at the MWSC as well as off-site and potentially via the Internet.

Evaluating interest, skills, and work preferences of customers on request or through referral from One Call, Intake and Initial Eligibility, Employment Services, Career Coaching or Business Services.

Reviewing and reporting assessment results to Career Coaching for discussion and planning with customers, as required.

Responsibility for assessment results, assessment security and reporting. Ensuring compliance with all policies and regulations of WIOA, Wagner-Peyser, TAA, and any other

applicable program as they pertain to the assessment process and procedure. Providing necessary documentation, staff time and resources in support of monitoring, reporting,

complaint resolution and other compliance activities as required by regulatory bodies and agencies.

Employment Services

The Employment Services function is funded under the Wagner-Peyser Act of 1933, Michigan Employment Security Act of 1936, and Executive Orders 1997-12 and 1997-18. The purpose of Employment Services is to provide labor exchange services to businesses and job seekers. Bidders on this service must be merit-based and include certification as part of their proposal. As defined under the Wagner-Peyser Act, merit-staffed employees shall be limited to employees of local units of government, special purpose units of government, school districts, intermediate school districts, public community colleges and public colleges and universities.Employment Services contractor(s) will serve job seekers by being responsible for the initial steps of services and activities necessary to orient them to MWA programs and Employment Services. In addition, Employment Services provides basic assistance to jobseeker customers to facilitate their rapid acquisition of skills, knowledge and resources that speed their return to work. They serve as the navigator directing customers towards services most suitable to their position and needs. As with all workforce development professionals, it is expected that the roles and expertise be shared and each staff member regardless of their primary role, can and will step into other roles or perform other tasks as the need and situations dictate. Contractor(s) awarded this service is responsible for hiring/maintaining qualified individuals to act as Employment Service representatives at the MWSC.

In addition to the Workforce Development Professional Staff Qualifications listed earlier, staff employed by Employment Services provider(s) will be skilled as career counselors, coaches, problem-solvers, employment specialists and experts in Employment Services procedures and policies. In addition, their skills in computer technology will be sufficient to enter and retrieve data in all necessary databases and applications required for recordkeeping and reporting. Education and training of staff will be derived from performance requirements, and will be sufficient to justify the designation “professional”.

The essential services to be provided under Employment Services include: Assist job seekers in a timely, efficient and welcoming fashion. Provide basic labor exchange through three tiers of service including:

1. Basic Career or self-service using the Pure Michigan Talent Connect (PMTC) and Resource Room;2. Staff assisted self-service to help job seekers and employers who are unable to use the PMTC or

resource room unaided, and;3. Mediated services for those who require more intensive staff assistance to obtain jobs or

employees. Assist unemployment insurance claimants in completing an Employment Services (ES) registration at the

MWSC. Completion and activation of a profile in the PMTC meets the registration requirement. ES staff

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will apply a unique stamp and initial each claimant’s verification card and electronically log the name and social security number of each claimant after ES registration has been verified. Unemployment Agency (UA) staff will then authorize payment of the claim, if all other requirements are met.

Report to the UA any specific evidence of a claimant’s unavailability for or lack of seeking work or any other non-compliance which may come to the attention of an individual assigned to deliver employment services.

Provide a full range of mandated re-employment services to workers adversely affected by foreign competition in accordance with TAA.

Assist job seekers and employers in instances where employment is conditioned on the job applicant maintaining a fidelity bond and job seekers need assistance in obtaining the fidelity bond.

Resource Room Assistance

The essential activities to be provided by Resource Room staff include: Overseeing the Resource Room to ensure an adequate supply of resources and materials are available. Collaborating with Business Services, provide on or off site services for Rapid Response events and worker

orientations and support for Career Fairs at the MWSC and offsite locations. Assisting employers referred via Business Services in providing recruitment options including internet

search, job opening advertising, job fairs, paper and online applications, etc. Establishing and maintaining a complaint system in coordination with SEMCA and other services that must

offer a formal mechanism for processing complaints from a customer who believes that his or her employment-related rights have been denied, or that he or she has been unjustly treated in an employment-related instance.

Asking each individual entering the office for services whether the individual is a veteran or a spouse of a veteran, and refer each eligible veteran or spouse to the application for services with Disabled Veterans Outreach Program (DVOP) specialist or a Local Veterans Employment Representative (LVER) (if applicable). Upon entering a resume in PMTC, all veterans and spouses will be referred to the application process to be evaluated by the DVOP (or LVER staff if applicable).

Ensuring the identification of particular job seeker needs through a process of diagnosis and engagement, using principles of client management and career development, and will refer to appropriate internal or external resources based on individual skill level, motivation, and unexpressed and expressed client needs.

Provide necessary documentation, staff time and resources in support of monitoring, reporting, complaint resolution and other compliance activities as required by regulatory bodies and agencies.

In cooperation with other partners, be held responsible for all performance indicators and outcomes of each participant that will assure the MWA exceed required goals and objectives according to individual funding sources.

Workshops and Job Clubs

The essential activities to be provided by provider(s) of Workshop and Job Club Activities include: The creation and delivery of workshops and other curriculum at the MWSC; The preparation, distribution and maintenance of a comprehensive workshop schedule; and The provision of workshops and/or learning labs that provide job seekers with remediation, skill- building

and career exploration services. These will be available onsite at the MWSC as well as off-site upon the request of SEMCA and potentially via the Internet.

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Career Coaching

The Provider of Career Coaching services will ensure that job seekers are efficiently provided with career assistance, including: accessing education and training options via the State’s Eligible Training Provider List (ETPL) at Michigan Training Connect (mitalent.org) as required by WIOA; job-ready preparation for entry into new employment; and career exploration and career decision making activities leading to becoming an entrepreneur or entering a new occupational field. While facilitating customer choice, they will also advise customers on how their proposed plans align with marketplace reality and State and Federal program requirements.

TAA Career Coaching and services, as outlined under the Trade Act, will provide services such as training, reemployment services and support services. While eligibility determinations for the Trade program must be conducted by a merit based organization, case management service may be provided by non-merit staff so long as participants are dual enrolled in WIOA programs to support leveraging of funds and resources.

In addition to the Workforce Development Professional Staff Qualifications listed earlier, staff employed by Career Coaching service provider(s) will be skilled as career counselors, coaches, problem-solvers, employment specialists and experts in procedures and policies. In addition, their skills in computer technology will be sufficient to enter and retrieve data in all necessary databases and applications required for recordkeeping and reporting. Education and training of staff will be derived from performance requirements, and will be sufficient to justify the designation “professional.” Attaining Certified Global Career Development Facilitator credentials is encouraged.

A primary responsibility of Career Coaching is to provide job seekers with one-to-one career development and enrichment services. These services will directly benefit the MWA’s employer customer by providing well-prepared, job-ready candidates for employment in high-demand occupations that meet the needs of local businesses. It is expected that staff roles and expertise will be shared across the Career Coaching function and each staff member, regardless of primary role, can and will step into other roles or perform other tasks as needed and the situations dictate.

Following intake and initial eligibility, customers will typically be referred to Career Coaching: Provide preparation for employment and provide effective connections to intermediary organizations that

provide strong links to the job market and employers. Support direct placement of job seekers into positions identified by Business Services or other resources.

If appropriate education/training programs are determined to be necessary, Career Coaches will follow through with applicable WIOA and/or Trade and local MWA policies and procedures.

Provide necessary documentation, staff time and resources in support of monitoring, reporting, complaint resolution and other compliance activities as required by regulatory bodies and agencies.

Career Coaches will be cross-trained in all funding areas and provide services that will support the multiple funding sources. The vision behind this is the ability to focus on the individual and provide services from multiple funding sources to best serve that individual. This will also encourage dual enrollment and create a flow of the different funding sources even if a cut in funds is experienced. It also discourages duplication of services, funds and staffing and streamlines the process of services to the job seekers as well as the businesses we serve. Career Coaches will be cross trained for the following services:

o Basic Career services funded by WIOA and Wagner-Peyser: Basic Career services are available to any customer. There are no eligibility requirements to receive these services. Customers visit the MWSC and are provided information and access to all Basic Career Services which may include, but are not limited to, resume assistance, job referrals, initial assessments of skill levels and aptitudes, job search, financial aid for training not WIOA related, Resource Room usage at no charge and with no eligibility requirements.

o Individualized Career Services funded by WIOA Adult, WIOA Dislocated Worker, or TAA: Eligible customers who are deemed to be in the need of services beyond Basic Career Services are

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referred to the appropriate Career Coach for possible enrollment, and will receive services that may include education/training Services, Employment Services and leadership/development opportunities.

o Career Coaches serving WIOA Adult and Dislocated Worker customers and Trade customers are sufficiently trained and knowledgeable in other programs (including PATH, WIOA Youth, etc.) to make effective referrals.

o Providing staffing services to employers through job orders and requests generated through Business Services.

The essential services to be provided by Career Coaches include: o Engage job seekers with one-on-one, supportive, education and training, job placement and job

retention services. o Provide on-going support and service coordination to ensure each job seeker is obtaining the

correct services at the proper time. o Develop an Individual Service Strategy (ISS) for each customer and coordinate the strategy with

other partners as needed.o Assure that employability, assessment and the goals and objectives set forth in the ISS will be the

foundation for customer improvement and success. o Coordinate with other services and partners to utilize the dual enrollment process when

appropriate. o Maintain documentation for regulatory and compliance purposes. o Maintain appropriate documentation and track progress of individuals enrolled in education and

training services. o Be flexible and adaptable operationally to assure that education and training programs are

provided to customers as needed. o Communicate relevant information about job seekers and business customers to other staff

members and partners on a regular basis.o Offer work-based learning opportunities like on-the-job training (OJT), internships, and

apprenticeships as training paths to employment and an opportunity to earn and learn.o Gather, analyze, and make use of labor market data to inform program offerings, guide job

seekers and improve provider accountability.o Measure and evaluate employment and earnings outcomes to inform job seekers and to help

programs continuously improve.o Support job-seekers’ progression from one step to another toward credentials and employment

goals.o Have knowledge of and comply with local, State and Federal requirements as they pertain to

eligibility, activities and service levels, education and training services and providers, and supportive services for all programs funded by the contract.

o Ensure compliance with all policies and regulations of WIOA, the Trade Act, Wagner-Peyser Act, and related programs as they pertain to the Career Coaching process and procedures.

o Will be held responsible for all performance indicators and outcomes of each participant that will assure the MWA exceeds required goals and objectives according to individual funding sources and program performance criteria.

Individual Service Strategy (ISS)

An Individual Service Strategy (ISS) must be completed for each participant enrolled in the WIOA Adult and Dislocated Worker programs and the Trade program by the contractor(s). The ISS contains personal information about the client, as well a long-term employment goal, a plan for reaching that goal, and barriers the participant faces in reaching that goal. A short-term goal and plan of action is also required. The ISS will specify obligations of

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the participant and the contractor(s). It will also contain information on the service(s) to be provided to the individual and estimated start and end dates. The ISS for each participant must be reviewed quarterly or more often as needed with the participant to reflect progress and make any needed adjustments. The ISS is a “living document” and is the foundational plan for the services a participant receives. This continued evaluation will ensure progress toward the achievement of the participant’s employment goals, training objectives, and advancement of one or more educational functioning levels within the program year.

Each participant shall have their barrier(s) to employment and expected benefit from the program in overcoming their barrier(s) recorded in their ISS (such individuals may include, but are not limited to those who have limited English language proficiency, disabled, older workers, veterans or offenders). Each participant will be offered a copy of his/her ISS and any subsequent changes.

The ISS will document the appropriate services for each participant. If the contractor determines through objective assessment that the participant would be most appropriately served by another agency, the contractor will document this in the participant’s ISS and make the appropriate referral. Contractor(s) have the discretion to determine what specific program services will be provided to a participant, based on each participant’s objective assessment and ISS.

Customer Tracking

The Pure Michigan Talent Connect (PMTC) and One Stop Management Information System (OSMIS) are Internet-based systems of tracking for use by customers and potential customers of the Michigan Works! System and service providers. The PMTC provides online access to job openings; information about employers; services and training opportunities for job seekers; and labor market information. All successful bidders will be required to use OSMIS to record and track job seeker activities and program services. Reports generated from the OSMIS will be utilized to determine program performance by the service provider and SEMCA. Knowledge of the system, accuracy, and timely entry of information are critical. System training will be facilitated by SEMCA, but it is the contractor’s responsibility to ensure on-going staff expertise and cooperation. In addition, contractors may be asked to provide additional documentation or information not accessible through OSMIS to evaluate performance outcomes, as well as program strengths and weaknesses.

Contractor(s) may also be required to input information into other systems, pending further guidance from SEMCA. These system(s) will allow for real-time data to be collected on all participants. Contractor(s) will be expected to meet or exceed applicable Federal, State and local Performance Measures. Performance standards in contracts will not be set below the State mandated levels without specific authorization of SEMCA.

Performance

WIOA establishes core performance measures for WIOA Adult and Dislocated Worker services (including Title II, Title III, and Title IV). WIOA performance measures are designed to measure the effectiveness and continuous improvement of the workforce service delivery system, and contractor(s) will be required to collect and report data through OSMIS pertaining to these measures. Performance measures are subject to change at any time, and SEMCA may set performance benchmarks or implement additional measures in response to regulations or local need. At the time of issuance of this RFP, the proposed WIOA Adult and Dislocated Worker performance measures are:

Unsubsidized employment in the second quarter after the exit quarter. Unsubsidized employment in the fourth quarter after the exit quarter. Earnings after entry into unsubsidized employment measured as median earnings in the second quarter

after the exit quarter.

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Percentage of participants who obtain a recognized credential or secondary diploma during participation or within one year after exit.

Percentage of participants who achieve measurable gains in education leading to credential or employment during the program year.

USDOL’s Notice of Proposed Rule-Making also considers tracking of supplemental customer services indicators. Additionally SEMCA develops local performance measures and will set specific targets to evaluate contractor(s’) effectiveness at serving local populations. Additional data requested many include individuals’ barriers to employment, such as English-Language-Learner and Ex-Offender status, and effectiveness in utilizing work based training and work experiences. Job Seeker Services contractors may be required to track and report on any or all of these supplemental outcome measures. SEMCA will monitor, audit and evaluate program activities throughout the contract period.

Cost reimbursement contracts will contain specific penalties for failure to meet agreed upon performance standards. Up to 15% of the contract award may be withheld if performance standards are not met. Other penalties may include the following:

termination of the contract non-renewal of contract modification of contract to reduce the contract amount

In performance-based contracts, payment is contingent upon achievement of specified performance objectives. Full payment of the contractual award only occurs only when specific outcomes (performance objectives) are achieved.

Administering Education/Training Funds and Support Services

Education/Training Funds must be for direct Education and Training services and will be dispersed by SEMCA. Career Coaches will submit individual training account vouchers for approval by the SEMCA MIS team and payment by the SEMCA Fiscal team or designated administrative staff person in accordance with applicable local, State and Federal policies and local procedures.The Education/Training funds disbursed through Career Coaching will provide customers with the means to access education and training services, which will help them to obtain market- relevant skills in high-demand occupations in line with training program criteria. The Contractor(s) providing Career Coaching will work with Business Services to determine the type of training, education and assessment components that will be needed to meet the demands of area employers and to best prepare job seekers to meet the employer criteria. Career Coaching contractor(s) will enter into this service with the understanding that flexibility and collaboration are necessary in order to meet employers’ demands for skilled, prepared candidates.

Job Placement

The purpose of the placement component will be to recommend job-ready participants for employment. Business Service staff will be responsible for identifying vacant employment opportunities and describe their strategy for evaluating participants, job-matching and placement procedures.

Placement services include, but are not limited to, the following: Providing direct job placement referrals; Working collaboratively with Business Services staff requesting job placements and employment

opportunities; Functioning as a liaison between Job Seekers and Business Services staff; Providing job seekers for hosted job fair utilizing local employers;

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Meeting or exceeding the performance measures for the MWA.

Follow-Up Services

Follow-up Services for participants enrolled in WIOA Adult, WIOA Dislocated Worker, and/or TAA must be provided, as appropriate, including counseling regarding the workplace for up to twelve (12) months after the first day of employment.

Linkage with Business Services

In order to strengthen a demand-driven workforce development system, the next section of this RFP is dedicated to provide Business Services in the SEMCA area. It is the expectation that Business Services will have the ability to identify and meet fundamental human resource needs for area businesses by working closely with the Job Seeker Services contractor(s) selected through this RFP. Contractor(s) receiving funding through this RFP will work together to create a skilled pipeline by enhancing the competiveness of job seekers served through this RFP and through the MWA as a whole.

Contractor(s) will need to devote resources and efforts in developing effective and valuable relationships with job seekers to ensure qualified candidates are referred, employed and retained by employers cultivated through Business Services. Contractor(s) will be required to work in partnership with Business Services in developing solutions to meet the short and long term talent needs in building career ladders, enhancing career pathway systems and work based training opportunities for all current and future workers. The ability to succeed in providing qualified employees to the business community is the most critical component to achieving successful value added workforce development services, and all of our efforts must align with and contribute to, that end.

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Business Services

The purpose of this section is to set forth SEMCA’s expectations for Business Services throughout the SEMCA area. One or more contracts may be awarded based on the locations of the MWSCs and the activities described in this section.

Linkage with Michigan Works! Services

In order to strengthen a demand-driven workforce development system, the previous section of this RFP is dedicated to providing Job Seeker Services in the SEMCA area. Contractor(s) receiving funding through this RFP will work collaboratively and cooperatively with each other to place job seekers into meaningful employment.

Contractor(s) will need to devote resources and efforts in developing effective and valuable relationships with employers to ensure qualified candidates are referred, employed, and retained by those employers. The ability to succeed in providing qualified employees to the business community will become a critical component to achieving successful value added human resource services.

Business Service contractor(s) will be required to work in partnership with all MWA contractors and partners in developing solutions to meet the short and long term human resource needs in building career ladders, enhancing career pathway systems and occupational skill training for all current and future workers.

Required Program Elements

Business Services contractor(s) shall provide direct communication between the MWA, the area’s key economic development organizations, employers, educational institutions and other appropriate entities including newly formed job and employment alliances. Bidders are encouraged to submit proposals that contain the following services along with other ideas to provide services to businesses in the SEMCA area:

Employer Engagement: Work up-front with employers, industry associations, and unions to determine local hiring needs and design responsive training and services, and seek employer commitments to provide work-based learning opportunities and to hire program graduates.

Opening Doors: Create work-based learning opportunities like on-the-job training (OJT), internships, and apprenticeships as training paths to employment and an opportunity to earn and learn.

Use of Data: Gather, analyze, and make use of labor market data to inform employers and improve provider accountability.

Outcome Measurement: Measure and evaluate employment and earnings outcomes to inform employers and to help programs continuously improve.

Career Pathway: Support job-seekers’ progression from one step to another toward credentials and employment goals.

Regional Partnerships: Coordinate among MWSCs, employers, education and training providers, economic development agencies, labor, philanthropy, community-based organizations and other private and public entities in order to leverage resources, design and implement sector strategies, and provide a network of employment, training and related services.

WIOA maintains many of the service provisions included in WIA, with several important changes that will impact the Business Services contractor(s). WIOA legislation includes heightened emphasis on addressing the needs of local and regional businesses and aligning service strategies with regional labor markets and economic development activities. Business Services under WIOA may include:

Marketing of business services to area employers. Coordinating to improve linkages among the local workforce investment system, other resources not

traditionally offered through the system and employers.

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Informing the use of work based training funds to connect employers with skilled job-seekers. Developing and delivering innovative workforce investment strategies for employers, such as career

pathways, skills upgrading, skill standard development and apprenticeships. Assistance to area employers in managing reductions in force in coordination with Rapid Response

activities. Participate and assist where necessary in activities and all other training and educational initiatives that

are developed and initiated in the SEMCA area and the region including the Skilled Trades Training Fund (STTF).

Work as a liaison between economic development organizations and SEMCA and maintain professional brand of the MWA.

Develop and maintain robust partnerships with the Job Seeker Services contractors within the SEMCA Michigan Works! System to ensure timely job order fulfillment with prequalified job seekers.

Provide superior customer service to both businesses seeking employers and job seekers. Promote and facilitate various worker based training programs within the SEMCA area. Promote SEMCA Michigan Works! Business Services. Facilitate/promote targeted job fairs to connect employers and job seekers. Coordinate partner activities and programs to support the connection of job seekers to existing and

emerging jobs. Fully understand and remain current on all local and regional programs and activities. Use this

understanding to coordinate connections between educational institutions, employers, and job seekers. Make business calls to educate employers on MWA programs and incentives, and to collect information

about employer needs. Act as point of contact for information on various local and regional programs and activities.

Assist partners in understanding challenges faced by employers and help to identify solutions. Employ evaluation and assessment systems that invite feedback from partners and customers for

continuous performance improvement. Assist local employers with foundational human resource functions, such as job descriptions, job postings,

recruitment, screening, and identification and support of training needs. Work closely with SEMCA and coordinate with other partners that interface with employers. Assist with assessments for employers to identify talent needs. Conduct surveys of businesses and industry sectors to assess employment and training needs. Present to professional associations on services available through the MWA. Assist in recruiting guest speakers, preferably employers, for MWA workshops, orientations and/or job

clubs. Convene focus groups targeting higher wage, high- or emerging demand occupations to gather

information about future hiring and/or training needs. Collect and analyze information on workforce supply, employer demand, and the skills and education gaps

in the supply pipeline to guide efforts. Forge new partnerships to expand and enhance the reach of SEMCA’s workforce development efforts by

conducting outreach with labor organizations, business groups, nonprofit organizations, industry organizations, government agencies and other interested parties.

Report out on the partnerships, activities, and other outcomes attained during the program year. Reports should be more than just a compilation or listing of state workforce information products that is simply updated from year to year, and should incorporate a significant level of analysis, interpretation, appropriate conclusions and actionable recommendations.

Activity Tracking

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The Pure Michigan Talent Connect (PMTC) and One Stop Management Information System (OSMIS) are Internet-based systems of tracking for use by customers and potential customers of the Michigan Works! system and service providers. The PMTC provides online access to job openings; information about employers; services and training opportunities for job seekers; and labor market information. All successful bidders will be required to use OSMIS to record and track appropriate activities and program services. Reports generated from the OSMIS will be utilized to determine program performance by the service provider and OCED. Therefore, knowledge of the system, accuracy, and timely entry of information are critical. System training will be facilitated by SEMCA, but it is the contractor’s responsibility to ensure on-going staff expertise and cooperation. In addition, contractors may be asked to provide additional documentation or information not accessible through OSMIS to evaluate performance outcomes, as well as program strengths and weaknesses.

In addition to the above management information systems, Business Services contractors will be expected to use an online Customer Relationship Management (CRM) database/system that captures and organizes communications and information about current or prospective employers in the SEMCA area. The current CRM identified by SEMCA is Salesforce.

Performance

It is expected that a Business Services related WIOA performance measure will be developed by USDOL. WIOA performance measures are designed to measure the effectiveness and continuous improvement of the workforce service delivery system, and contractor(s) will be required to collect and report data through OSMIS pertaining to these measures. Performance measures are subject to change at any time, and SEMCA may set performance benchmarks or implement additional measures in response to regulations or local need. At the time of issuance of this RFP, the proposed WIOA Business Services related performance measure will be a measure of effectiveness in serving employers (potentially including employee retention rates, rates of repeated employer use of program and share of all employers in a labor market served). USDOL’s Notice of Proposed Rule-Making also considers tracking of supplemental customer services indicators. Additionally, SEMCA develops local performance measures and will set specific targets to evaluate contractor(s’) effectiveness at serving are employers. SEMCA will monitor, audit and evaluate program activities throughout the contract period.

Innovative Program Design Elements

A successful program will include the following program design elements: Focus on accountability for outcomes, especially the creation of job orders and placement of MWA

enrolled job seekers, through designated successful business visits. Partner with employers within industry clusters that are conducive to a wide spectrum of experience,

from entry-level to professional level occupations, with a particular emphasis on the occupations and sectors identified by the WDB in its Strategic Plan. This will be accomplished through targeted business visits with successful outcomes determined prior to.

Section III. Proposal Submission Requirements

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Evaluation Process

All proposals will be evaluated to ensure they meet mandatory requirements as determined by SEMCA. Proposals that complete minimum proposal requirements will be evaluated using the scoring guide included below. A committee of non-bidding members will review and evaluate remaining proposals. Proposals to this RFP will be read and scored by the same reviewers. The proposals determined to best meet SEMCA’s needs will be reviewed for further consideration and/or recommendation to SEMCA’s Chief Executive Officer, who will make final recommendations to the WDB.

SEMCA, at its discretion, may conduct a pre-and/or post-award review of facilities, staffing and program design. SEMCA will contact the bidder at least two (2) days in advance of the visit. The bidder will be expected to have at least one knowledgeable and authorized staff member available to respond to SEMCA’s questions. This review may include a request for appropriate documents (e.g. insurance, evidence of data collection), completion of fiscal and administrative capacity analysis and interviews with staff.

Successful bidders will be notified in writing upon approval by the WDB. Bidders may be contacted to schedule subsequent negotiations if necessary.

Evaluation Criteria Specifications

Proposals submitted in response to this RFP will be primarily evaluated based upon the following criteria and weights:

Category WeightProgram Element(s), Design and Service Delivery 40 %Contractor Expertise, Collaboration and Agency Experience 20 %Administrative and Management Capability 15 %Budget and Financial Capability 15 %Outcomes, Performance Measures and Continuous Improvement 10 %

SEMCA reserves the right to consider factors outside of this RFP that it deems relevant in making its final selection of contractor(s) that will serve the best interest of SEMCA’s mission, its customers and the communities it serves. Contract(s) may be terminated immediately if funding is terminated.

Response Format and Instructions

In order to be considered for funding, all proposals must be arranged in the following format and contain all of the following elements or the proposal will be deemed non-responsive.

All bid materials must be received in a sealed envelope or box. There will be no exceptions. Bidders must submit one (1) original and five (5) copies of their proposal. Bidder will also submit one (1)

electronic version of the proposal in PDF format submitted on a USB drive. The proposal with original signatures should be submitted in a 3-hole punched binder appropriate to the

size of the RFP. Do not use elaborate binding or include extraneous information and/or promotional materials.

All sealed proposals must be delivered to the SEMCA offices at 25363 Eureka Road in Taylor, Michigan 48180. The deadline for submission is Friday, April 15, 2016 at 5 pm. Upon receipt of the proposals, SEMCA will date and time stamp date the sealed envelope or box. Late proposals will not be considered.

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Proposals must be submitted in the legal name of the organization. Proposals should not be submitted in the name of a project. SEMCA will only contract with the legal entity named in the proposal.

Proposals must follow the instructions as indicated in the RFP package. All proposals must be submitted in the order specified.

Proposals must be compiled and submitted in the following order for each program area bid for funding consideration:

o Proposal Signature Pageo List of Owners, Members of Board of Directors and Officerso Executive Summary (one page maximum)o Proposal response package question pageso Attachments as specified in the respective response package(s)

All proposals must be typed using a word processor, using a font size of 11 or larger with a minimum of 0.7 inch margins. Bidders must put information in every space provided. If a space is not applicable the bidder should put N/A. All proposals must be printed in black ink. Use of lists, bullets, charts and other diagrams is encouraged.

Any bidder may include a proposed subcontract with another entity within the bidder’s proposal. However, the same details that are required in the description of the services for the prime applicant must be included in the description for the proposed subcontractors. Proposed subcontractors must demonstrate the same capacity to perform as would be expected of the primary vendor.

Bidders should follow the RFP outline and address all items clearly, completely and concisely in order to achieve maximum points during proposal evaluation.

Bidders must specify the particular geographic area within the SEMCA service area that they are proposing to serve as requested in the proposal response packages. SEMCA reserves the right to award contracts to any number of bidders in a respective area and to negotiate the area to be served based upon information provided in the proposal.

All proposals become public information after awards are made and may be open for public scrutiny, upon request. Proposals become the property of SEMCA and will not be returned to the bidder.

Bidders submitting a response to this RFP must be willing and legally able to sign a contract that will provide a full indemnification and hold harmless to any liability of SEMCA or its governing bodies for any activities conducted by the contractor agency. The contractor will be solely responsible for activities and services performed under the contract.

Contracts resulting from this RFP are anticipated to commence July 1, 2016 and end June 30, 2017. SEMCA may, at its discretion, extend the contract(s) for additional years.

All programmatic requirements stated in the RFP must be met. Programs awarded as a result of the procurement will be monitored closely for compliance.

SEMCA will follow appropriate protest procedures in the event the awarding of a bid is questioned or challenged. These procedures are part of the SEMCA procurement policy and are available at any time upon written request.

In addition to the narrative responses identified below, staff will also evaluate the clarity of your proposal and the historic performance of your agency/program during previous contracts or engagements.

Signature Page

Complete the “Signature Page.” This page shall be the cover sheet for your proposal.

Owners, Members of Board of Directors and Officers

List the names and titles of all owners, members of the Board of Directors, and/or any other officers of the bidding entity. The response to this question must be in no less than a size 11 font and 0.7 inch margins and should not exceed one (1) page.

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Executive Summary

Provide a summary of your proposed services. The WDB may review this summary. This summary should explain what your program will do and why your request should be funded. You do not need to retype the questions when preparing your summary. The summary should be in no less than a size 11 font and 0.7 inch margins and should not exceed one (1) page.

Program Narrative

The narrative will describe how the proposing agency proposes to meet the specifications (application questions) outlined in the RFP. Please complete your proposal according to the following sections. Number and label your responses to correspond with the numbers in each section of this RFP. If an item is not applicable, write N/A next to the appropriate number. It is the responsibility of the proposing agency to address any and all requirements contained in this RFP.

This element of the proposal should describe the proposed program in detail sufficient to demonstrate an understanding of the work to be performed, the needs of the participants and the desired results. Please use affirmative language, such as “will” or “shall,” when writing your proposal.

Application Questions

A. Program Element(s), Design and Service Delivery

1. Service Location(s) and Hours of Operation

Describe your proposed program location(s) based on the list provided and hours of operation to support the proposed services. Include the following:

A description of why you have selected that site(s) for service provision. Include a demographics and labor market information for the area in which you are proposing services.

How you will coordinate with One-Stop partners and other contractor(s). Describe how you will contribute to a state-of-the-art and coordinated workforce system that focuses on a fully integrated service delivery strategy, which ensures that all customers flow seamlessly throughout the MWSC.

A description of how your program will address barriers to accessibility. At a minimum, include the following:

o Transportation availability (to and from services, activities, employment)o Language/culture barriers o Literacy barriers

Proposed space requirements for the proposed services. SEMCA exclusively reserves the right to require that the services awarded under this bid be delivered in a MWSC location determined by SEMCA, or in the site identified in this proposal or some other site as determined by SEMCA to be in the best interests of SEMCA and its customers.

2. Service Design

Provide a concise, complete summary of your proposed project. Bidders should make every effort to be complete and accurate in their summary. Please include a description of the following:

How you would operate the services to which you are bidding. Target population and how you will recruit and engage job seekers and/or employers.

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Program components and elements to be provided, including the scope, duration and intensity of the services and how they are appropriately conceived for the identified target population. Programs that are informed by research-based designs are more likely to result in effective and efficient resource and service delivery. Higher scores will be awarded to proposals that demonstrate the appropriate use of research-based program design.

Relationship and commitments of other agencies providing complementary elements or activities. Include letters of commitment from partnering organizations where appropriate.

The strategies you will employ to facilitate customer service at every level of your organization. How you will ensure that staff delivers consistent messages to customers regarding services. How staff will reinforce brand/law/functionality of the services and programs to customers. The number of job seekers and/or employers to be served. Why you should be selected to deliver these services. What makes your proposed program unique or different from others. How job seekers will be linked to employment opportunities and/or vice versa. How your agency’s efforts will be aligned with and supportive of SEMCA and the WDB’s goals

within its strategic plan.

B. Collaboration, Contractor Expertise and Agency Experience

1. Contractor Experience

Describe your agency’s experience providing workforce development services. If your agency/organization does not have previous experience, describe your experience with similar programming. Provide the number of customers served (job seekers and/or employers) and the outcomes achieved compared to the performance expectations of the funding source for the past three (3) years of programming.

2. Collaboration

Collaboration between agencies and/or programs improves service-delivery for consumers through decreased barriers and fragmentation and improved coordination of services. Further, collaboration enables providers to reduce overhead, increase capacity, and deliver services more effectively. Higher scores will be awarded to proposals that are demonstrating effective collaboration to expand services to underserved populations, reduce overhead, avoid duplication of effort, and to identify gaps in services.

Describe how your agency collaborates with other community partners to achieve the following: o Expand services to underserved populationso Reduce and/or avoid duplication of serviceso Identify gaps in serviceso Reduce administrative overhead

Describe any of the following interactions with the above identified partners: o Integrated/shared staff and/or programmingo Joint assessment of program outcomeso Shared decision-makingo Data-sharing

3. Agency Experience

Agencies that have experience and demonstrated success in the services they provide are generally more sound investments for funders. Higher scores will be awarded to agencies that have provided this program or similar services over time and have demonstrated success in their proposal.

Indicate how many years your agency has provided this program or similar services.

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Identify how your agency has measured success in providing this program or similar services. Be sure to include both specific outcomes measures and success rates over the life of the program or provision of similar services.

C. Administrative and Management Capability

1. Key People

A large part of ensuring that an investment will lead to its intended return lies in the demonstrated capability of the people who do the work. Higher scores will be awarded to proposals that identify “key people" (administrative, management and supervisory staff) who possess the relevant experience, training, and education to appropriately and effectively oversee and deliver the identified services and to achieve the selected program outcomes.

Identify the “key people” responsible for delivering the program components as well as the relevant supervisory and administrative staff. For each person identified, please include their name, title, training and education, experience, key program duties, and plan for future professional development

Please respond to this question judiciously. This question should be answered in a concise manner that clearly identifies relevant experience, training, education, duties and professional development only.

2. New Bidders

A new bidder is anyone who has not provided workforce services for any MWSC or any other WDB in the past five (5) years. Please describe your experiences with programs governed by federal regulations. At a minimum, list your agency’s timeframe and direct involvement in program operation and compliance with federally specified directives. Identify and describe any similar programs and/or services for the population at large. Specify outcomes of the program(s) delineated as well as any audit and/or monitoring findings made known. List references of at least three (3) people who can verify your federally regulated program administration operation.

3. Legal History

Provide the following information related to your agency’s legal history. General response is limited to one page. Specific and detailed information must be included as Attachment A. Failure to include this information or the omission of relevant information will be grounds for non-consideration of proposal.

Has your agency ever been debarred or suspended? List any grievances, discrimination complaints, lawsuits, or judgments that have been filed during

the past five years, against your agency or its key staff employed in a professional capacity. List any contracts that were terminated prior to their expiration date, within the last five (5) years,

for reasons other than completion of the contractual duties. Include any contract(s) that was terminated for cause, lack of progress, failure to perform, or other similar reasons.

List any formal investigations, within the last five (5) years, that occurred due to alleged fraud, abuse, conflict of interest, political activities, nepotism or any other criminal activities. Include dates, party(ies) involved, type of funding program affected, brief description of circumstances, final disposition, corrective action, and date or current status if situation is still pending.

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4. Organizational Chart

Provide an organizational chart that depicts what positions are required to operate your program design. Provide a narrative description of the organizational chart.

5. Staffing

Explain how your agency will ensure that staff is qualified and competent and receive support that promotes continued learning, job satisfaction, and motivation. Describe the method or process the agency uses to verify current licenses and credentials of staff providing services to customers.

Describe how your organization has applied or will apply SEMCA’s adoption of the Code of Ethics and Professional Practices from the National Association of Workforce Development Professionals.

6. Merit Based Staff

For Wagner-Peyser and Trade funded activities that require merit-based staffing, provide certification confirming that your organization maintains a system of personnel administration in conformance with the 5 CFR 900.603 merit staffing standards or complete the Certificate of Merit Based Entity worksheet.

D. Budget and Financial Capability

1. Allocation Expenditure

In the past five (5) years, has your agency ever returned unspent workforce development funds to the funding source? If yes, provide a detailed explanation why the funds were not spent.

2. Budget and Budget Narrative

The Budget Narrative must concisely and clearly describe all program costs for which SEMCA funds are requested, including proposed contractor and subcontractor costs.

The budget narrative should also describe:o Other costs listed in the Budget formo Justification of the percent of total funds spent on participant expenseso Budget assumptionso Sources of other resources such as in-kind resourceso Other budget information you would like the review committee to know

Each line item or category amount should be described with clear and sufficient cost rationale, including the figures (number of hours, rates, %, etc.) used to determine the cost. (For example, rationale for staff wages may be: 37.5 hours/week @ $26/hour for 41 weeks = $39,975. Rationale for benefits expenses may be: 32% of salaries, including 20% medical insurance, 7% disability, 5% dental).

Any leveraged funds should also be described, including source, amount, proposed use and whether the funds are secured or proposed.

Include required “Budget” worksheets.o Complete one worksheet for each service area you are bidding on (One Call, ES, WIOA

Adult, WIOA DW, TAA and/or Business Services).

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3. Disallowed Costs

List any disallowed costs, and the circumstances surrounding them, that have been incurred in the past five (5) years. If the agency has not been audited within the last two (2) years, provide an explanation why an audit has not been completed.

4. Accounting system

Describe your current or proposed accounting system. If the bidder proposes to use a new accounting system in the proposed program, please describe the accounting system, its benefits and the reason for the change to the new system.

5. Financial Statements

Include one copy of each of the following to your proposal, as applicable: Federal Single Audit and Audited Financial Statement for past two (2) years Agency Indirect Cost Plan (if indirect cost is listed in the following budget)

6. Cost Allocation Plan

Describe the method used for direct cost allocation. Please attach your cost allocation plan including tools used to track staff’s direct time.

7. Financial Forecasting

Describe, in detail, the process your agency will use to forecast, on a quarterly basis, your ability to expend the contract budget allocation within the program year. Include information regarding who from within your agency will participate in the analysis of forecasted program spending.

8. Profit Statement

State the percentage of profit you are proposing to earn. Explain the rationale and risk that justifies the earning of profit. Please keep in mind that the risk for eligibility determination lies with SEMCA. In your answer include what added value your for-profit company brings to the SEMCA system.

E. Outcomes, Performance Measures and Continuous Improvement

All quality programs should have a strategy for continuous improvement. Describe the process your agency will utilize to execute regular cycles of service evaluation.

1. Outcomes and Performance Measures

Describe in detail the processes you will use to track performance and ensure performance measures are met. Describe how you will meet your minimum enrollment numbers while having exits relatively equal to the number of new registrations in a program year. Describe the planned outcomes for each program element provided, including:

What you deem are the most important factors in meeting or exceeding performance expectations and

The relationship of services you propose to successful attainment of the Federal, State and local performance measures.

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2. Evaluation and Continuous Improvement

Program success is contingent upon a consistent and rigorous evaluation and quality improvement process. Higher scores will be awarded to proposals that identify an on-going program evaluation and quality improvement process. Please note that all proposals must include a provision and system for conducting internal monitoring.

Describe your program evaluation process including a description of how customer satisfaction and the selected program outcomes are measured.

Indicate who collects, interprets and reviews the program evaluation results. Describe how program evaluation results are used to improve program delivery.

Additional Forms and Applicant Information Complete the “Certification Regarding Lobbying” certification Complete the “Certification Regarding Debarment and Suspension” certification Complete the “Certification of Merit Based Identity” if applicable

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Signature Page

(Legal Name of Bidding Organization)

Address: (Street) (City) (State) (Zip Code) Telephone: ( )

List Bidder d/b/a/ Name(s):

Website Address: DUNS or EIN:

Type of Organization: (Check all that apply) Date Organization was Established: Private Non-Profit School District Partnership Private for Profit Corporation Sole Proprietorship Government Other (Specify)

Proposal Category: (Check all that apply)

One Call Services Job Seeker Services Business Services

Total Funds Requested: $

Signed Statement of Authority

I , am the of (Type name of official) (Type title of official)

. I am authorized to make the following proposal on behalf (Type name of agency or organization)

of . (Legal name of bidding organization)

I hereby certify:

That the bidding organization understands and will comply with the specific assurances and certifications contained in this proposal, and further; that the bidding organization understands and will comply with the rules, regulations, and policies of the State School Aid Act, Section 108, the Michigan Department of Education, the Workforce Development Agency State of Michigan, and the Southeast Michigan Community Alliance (SEMCA).

That all responses to this Request for Proposals concerning the respondent organization, its operation, and proposed program are true and accurate.

That the bidding organization understands that this proposal is an application for funding and does not ensure subsequent funding.

That if selected for funding, the bidding organization will be bound by the information contained herein as well as by the terms and conditions of the resultant contract.

Signed: Date:

Typed Name: Title:

Contact Person: Phone:

Email: Fax:

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Certification Regarding Lobbying for Contracts, Grants, Loans and Cooperative Agreements

The undersigned certifies to the best of his or her knowledge and belief that:

(1) No federal appropriated funds have been paid or will be paid by, or on behalf of the undersigned, to any person for influencing, or attempting to influence, an officer or employee of an agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants and contracts under grants, loans, and cooperative agreements), and that all sub-recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000, and not more than $100,000, for each such failure.

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Applicant Organization

Typed Name of Authorized Representative/Certifying Official

Title of Authorized Representative/Certifying Official

Signature of Authorized Representative/Certifying Official

Date

Certification Regarding Debarment, Suspension, Ineligibility, Voluntary Exclusion Lower Tier Covered Transactions

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 Code of Federal Regulation (CFR) Part 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 26, 1988, Federal Register (pages 19160-19211). 2 CFR 180 is also applicable.

This certification is also required by the regulations implementing Executive Order 12689, Debarment and Suspension, 3 CFR 1989 Compiled, p. 235.

(1) The prospective recipient of federal assistance funds certifies, by submission of this proposal, that neither it, nor its principals, are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

(2) Where the prospective recipient of federal assistance funds is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

Signature of Authorized Representative/Certifying Official

Certification of Merit-Based Entity

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Applicant Organization

Typed Name of Authorized Representative/Certifying Official

Title of Authorized Representative/Certifying Official

Date

This certification is required of any Contractor who bids for workforce development services funded through Wagner-Peyser. Only entities meeting and certifying to be a merit-based entity will be considered for those funds.

The undersigned certifies that the entity maintains a system of personnel administration in conformance with the following:

In accordance with federal regulation 5 CFR 900.603, promulgated pursuant to Sections 4728 and 4763 of the federal intergovernmental Personnel Act of 1970, as amended, standards for merit staffing are defined as follows::

(a) Recruiting, selecting, and advancing employees on the basis of their relative ability, knowledge, and skills, including open consideration of qualified applicants for initial appointment.

(b) Providing equitable and adequate compensation.(c) Training employees, as needed, to assure high quality performance.(d) Retaining employees on the basis of the adequacy of their performance, and separating employees

whose inadequate performance cannot be corrected.(e) Assuring fair treatment of applicants and employees in all aspects of personnel administration

without regard to political affiliation, race, color, national origin, sex, religious creed, age or disability and with proper regard for their privacy and constitutional rights as citizens. This “fair treatment” principle includes compliance with the federal equal employment opportunity and nondiscrimination laws.

(f) Assuring that employees are protected against coercion for partisan political purposes and are prohibited from using their official authority for the purpose of interfering with or affecting the result of an election or a nomination for office.

Eligible entities: Unit of State Government; Unit of Local Government; University or College; Community College; special unit of government; School District or Intermediate School District.

Signature of Authorized Representative/Certifying Official

Proposed BudgetCost Categories/Definitions

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Applicant Organization

Typed Name of Authorized Representative/Certifying Official

Title of Authorized Representative/Certifying Official

Date

The budget forms shall be completed for the time period of July 1, 2016 through June 30, 2017.

Direct costs are costs that can be identified specifically with a particular final cost objective, such as a Federal award, or other internally or externally funded activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy.

Indirect Costs are costs that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, and instructional activity, or any other institutional activity

Personnel: base salaries (including all paid absences), bonuses, incentives, awards, dividends, overtime, premiums, deferred compensation, etc.

Fringe Benefits: Social Security, Medicare, unemployment insurance, pension plan, 401k, health insurance, life insurance, workers compensation, disability insurance, loans to employees, club/society memberships, severance pay, other termination compensation, etc.

Training: Tuition reimbursement, Conference registration, etc.

Travel: Reimbursements for staff travel such as mileage, airfare, meals and lodging, car rental, etc.

Contractual: Audit, payroll, security, maintenance, etc.

Other: Expenses not reported in prior categories. These costs should be described in the budget narrative.

Profit: Estimated allowable profit

Office Operations: Office supplies, postage, rent, utilities, equipment, etc.

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Proposed Budget

Bidder:

Total Funds Requested:

Services/Programs bidding on (select one or more):

One Call Funds Requested for One Call:

Job Seeker Services

o Employment Services (ES/RESEA)Funds Requested:

o WIOA Adult Funds Requested:

o WIOA Dislocated Worker Funds Requested:

o TAA Funds Requested:

Business Services Funds Requested for Business Services:

Complete the table below for each of the underlined service/program areas listed above for each location for which you are bidding on.

Service/Program Area:

Location Where Services/Programs will be provided:

Categories Direct Costs Indirect Costs Total Costs

Personnel

Fringe Benefits

Training

Travel

Contractual Services

Other Expenses

Profit

Office Operations

Total

Does the above budget include service/program areas that are located at a MWSC leased by SEMCA? (Select One)Yes No

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One Call or ES / RESEA or WIOA Adult or WIOA DW or TAA or Business Services

Proposed BudgetStaff Worksheet

Complete the following chart listing all personnel/positions involved in the delivery of the proposed services. Use one table for each of the proposed service/program areas listed for each location for which you are bidding. Bidders needing additional space for response may duplicate the following chart.

Bidder:

Service/Program Area:

Location Where Services/Programs will be provided:

Position / Function Licenses / Certifications AnnualSalary

Positions(FTE)

Required

Total Salary Charged to Service/Program area

Total $

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One Call or ES / RESEA or WIOA Adult or WIOA DW or TAA or Business Services

Section V. Additional Contractor Requirements

Configuration StandardsFor Public Access Computers Located in One-Stop Centers

One of the primary resources made available to customers in the MWSC is a computer with Internet access. While there is no way to guarantee the safety of confidential information, the following items must be implemented to show that the best effort is being made. Due to the number of choices available to address the different items listed, specific product or brands will not be defined. It is a local decision of your technical support staff to determine what will address the need listed.

Workstation Security

Operating system configured to automatically download and install critical updates. Deployment of a central update server is recommended for large numbers of workstations.

Centrally managed anti-virus / anti-malware software installed and configured to regularly update at least once daily.

Workstation applications regularly updated via centrally managed software updates or individual applications configured to automatically download and update (where possible). Application examples include, but are not limited to, the following: Adobe Flash Player & Reader, Google Chrome, Microsoft Office, Mozilla Firefox, and Oracle Java.

Public access user account on Workstation configured for non-administrative or limited access to prevent installation of software, modification of system configuration, and unapproved device or driver installation.

Regular or automated removal of personal information from public access workstations.

Internet Security

Firewall with anti-virus, anti-malware, intrusion prevention, and content filtering services.

Network Information Security

Isolated network for public access computers

Routine Maintenance

Firewall log / report analysis Inspection of systems

Operating System and Applications

Each workstation must be regularly reviewed to check for, and correct, outdated OS and software that can pose security risks. Use of auditing software is highly recommended to partially, if not fully, automate this process. Examples of applications which are updated regularly include, but are not limited to, Adobe Flash Player & Reader and Oracle Java.

Managed Virus and Malware Protection

A centrally managed anti-virus / anti-malware protection suite must be utilized and regularly reviewed. With the ever-increasing threat viruses’ pose to networks, it is unacceptable to operate without it.

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The purpose of the centrally managed component is to automate tasks associated with maintaining a healthy defense perimeter. Some of these tasks include obtaining regular updates (both signature and application), pushing these updates to endpoints, performing endpoint compliance checks and version audits, generation of alerts when problems are identified, and generation of reports for audit purposes.

Typically this type of software is licensed per endpoint and requires a dedicated server or workstation for the management & reporting component. There are numerous application vendors to select from.

Firewall Protection

It is vital is have an Internet checks and balances system in place to prevent unsolicited traffic, malicious activities, and misuse of Internet service. Examples of misuse include, but are not limited to, the following:

Browsing sites that are unrelated to services provided at the One-stop location. (Pornographic, on-line dating, on-line ordering, on-line gaming, entertainment-based movie or television viewing, etc.)

Use of services other than web browsing. (FTP, IMAP, P2P, POP, SMTP, SSH, etc.) Network scanning, denial of service, or proxy.

A firewall is the essential tool which can provide this required protection. It can be configured to disallow unwanted services, deny traffic containing known threats, and block inappropriate web browsing content.

It is important the firewall have the following integrated features in order to be fully effective: Gateway anti-virus and anti-malware scanner Intrusion prevention Content filtering

Some of the above functions could be provided by an external provider in the form of a service, removing the requirement from the firewall device. It is also recommended that the firewall anti-virus and network anti-virus be from different vendors / providers.

The firewall needs to be configured so log files can be collected. Some firewall manufacturers provide a reporting component that can collect and parse the log files generates by the firewall.

Public Access User Restrictions

The user account the general public logs in with must have the necessary restrictions enforced to prevent installation of software, modification of system configuration, and unapproved device or driver installation. Under no circumstances should the public access account have administrative privilege.

Removal of Personal Information

It is necessary to regularly remove personal information from public access computers. As these systems are used by the public, personal information may collect and be left behind when the individual concludes their use. This information could be in the form of web history, documents, auto-fill forms, etc.

It is recommended to configure the OS and applications to NOT collect this type of information. Additionally it is recommended to implement a procedure of policy to protect such settings from modification. There are software solutions available to assist in this effort.

Separate Network for Public Access Computers49

Public access computers within the One-stop centers must have their own isolated network and printer(s). This eliminates the possibility of interaction with confidential information stored on staff computers and server(s).

Firewall Log Analysis

The log files generated by the firewall must be reviewed weekly at a minimum to ensure no problems exist. By regularly reviewing the firewall logs, a pattern of normal daily activity can be identified. This way unusual traffic or activities become more easily recognizable. Through the course of analyzing and tracking down anomalies, problems may be discovered and corrected.

It is highly recommended to parse the firewall log files into reports to simplify review and make detection of anomalies easier. Some firewall manufacturers provide a reporting component to automate this process including the generation of reports.

Inspection of Systems

Within 60 days of contract award, local technical staff must complete and forward to SEMCA’s Information Technology department the “Network Site Information” and “Workstation Information” documents (see Exhibit C). Yearly updates and submission of this this information is also required.

Local technical staff must record system reviews on the “Network Maintenance” and “Workstation Update Log” documents (see Exhibit C). One copy of the “Workstation Maintenance” document is required per workstation. This review process should be done monthly.

All the above information must be kept at the local site in Excel spreadsheet format and made available upon request of SEMCA staff.

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Notice to Prospective Vendors/Subcontractors

SEMCA is a federal contractor obligated to take affirmative action to employ women, minorities, disabled individuals, and veterans. SEMCA is also required to inform those with whom it conducts business that they, too, may have such obligations.

You should know that, by operation of law, as well as by this notification, the Equal Employment Opportunity Clause required under Executive Order 11246, (41 C.F.R. 60-1.4), the affirmative action commitment for special disabled veterans and veterans of the Vietnam Era set forth in 41 [C.F.R. 60-300.44(f)(1)(ii)], the Affirmative Action Clause for Section 503 of The Rehabilitation Act of 1973 set forth 41[C.F.R. 60-741.44(f)(1)(ii)], and the related regulations of Secretary of Labor, (41 C.F.R.)., Chapter 60, are incorporated in all of our contractual relationships.

This notification does not necessarily mean that your business has any or all of the affirmative action obligations referenced above. This will depend upon a number of factors, including the dollar amount of our transaction(s) and the size of your workforce. This provides that if the laws’ jurisdictional requirements are met, you will abide by any and all of your affirmative action responsibilities. The governing agency on affirmative action requires that we maintain this type of documentation to show that SEMCA is in compliance with the law itself.

Upon submission of this proposal, the financial institution agrees that it will comply with the Federal Civil Rights Act of 1964, as amended; the Federal Civil Rights Act of 1991, as amended; the Americans with Disabilities Act of 1990, as amended; the Elliot-Larson Civil Rights Act, Article 2, Act No. 453, Public Act of 1976, as amended; the Michigan Handicapper’s Civil Rights Act, Article 2, Act No. 220; Public Act of 1976, as amended; and all other applicable Federal, State, and Local laws and regulations. Specifically, contractors and service providers are required not to discriminate against any employee or applicant for employment with respect to such person’s hire, tenure, terms, conditions, or privileges of employment, or any other matter directly or indirectly related to employment because of such person’s race, color, religion, national origin, ancestry, age, sex, or disability as defined by law. Breach of this covenant may be regarded as material breach of the contract or purchase agreement and may be processed as processed as provided under the State of Michigan laws.

Questions regarding this section should be referred to SEMCA’s EEO Coordinator, Debra Kinde at [email protected].

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NOTICEEQUAL OPPORTUNITY IS THE LAW

It is against the law for this recipient of Federal financial assistance to discriminate on the following basis:

Against any individual in the United States, on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief; and

Against any beneficiary of program financially assisted under Title I of the Workforce Investment Act of 1998 (WIA), on the basis of the beneficiary’s citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or his or her participation in any WIA Title I-financially assisted program or activity.

The recipient must not discriminate in any of the following areas:

Deciding who will be admitted, or have access, to any WIA Title I-financially assisted program or activity; Providing opportunities in, or treating any person with regard to, such a program or activity; or Making employment decisions in the administration of, or in connection with, such a program or activity.

WHAT TO DO IF YOU BELIEVE YOU HAVE EXPERIENCED DISCRIMINATION

For additional information regarding rights under programs operated by this agency or to file a complaint at the local level, contact:

Sonya Grant, COOEqual Opportunity Officer

25363 Eureka RoadTaylor, MI 48180

734-229-3506 If you think that you have been subjected to discrimination under a WIA Title I-financially assisted program or activity, you may file a complaint within 180 days from the date of the alleged violation with either:

State Equal Opportunity OfficerWorkforce Development Agency201 North Washington Square, 5th FloorLansing, Michigan 48913(517) 335-5858 (voice), or 1-888-605-6722 (TTY)

or Naomi M. Barry-PérezDirector, Civil Rights Center (CRC)U.S. Department of Labor200 Constitution Avenue NW, Room N-4123Washington, D.C. 20210

If you file your complaint with the recipient, you must wait either until the recipient issues a written Notice of Final Action or until 90 days have passed (whichever is sooner), before filing with the Civil Rights Center (see address above).

If the recipient does not give you a written Notice of Final Action within 90 days of the day on which you filed your complaint, you do not have to wait for the recipient to issue that Notice before filing a complaint with CRC. However, you must file your CRC complaint within 30 days of the 90-day deadline (in other words, within 120 days after the day on which you filed your complaint with the recipient).

If the recipient does give you a written Notice of Final Action on your complaint, but you are dissatisfied with the decision or resolution, you may file a complaint with CRC. You must file your CRC complaint within 30 days of the date on which you received the Notice of Final Action.

Federal ContractorEqual Opportunity Employer & Programs – Minorities/Women/Disabled/Veterans

Reasonable accommodations will be made upon request.52