1-RFP For Program Monitoring .pdf

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REQUEST FOR PROPOSALS

FOR

PROGRAM

MONITORING

SERVICES

RFP# 2026-002

Date of Release: March 3, 2026

Submission Deadline: April 3, 2026, By 2:00 PM CST

Pre-Bid Conference: March 18, 2026 at 1:00 PM CST

Issued by:

Workforce Solutions Alamo

Kristen Rodriguez, Director of Procurement and Contracts

100 Santa Rosa, Suite 120

San Antonio, TX. 78207

Phone: (210)581-1061

All questions related to this Request for Proposal must be emailed to, jledford@wsalamo.org with copy to procurement@wsalamo.org.

mailto:jledford@wsalamo.org mailto:procurement@wsalamo.org

Table of Contents

GENERAL INFORMATION

PART 1 – INTRODUCTION

1.1 Purpose of Request for Proposals (RFP)

1.2 Procurement Standards

1.3 Applicable Authorities

1.4 RFP Schedule

1.5 Issuance and Availability of RFP

1.6 Response Deadline

1.7 Open Records

1.8 Type of Contract

1.9 Contract Period

1.10 Eligible Offerors

1.11 Governing Provisions and Limitations

1.12 Administrative Requirements and Other Limitations

PART 2 – SCOPE OF WORK

2.1 Services

2.2 Fees/Charges

PART 3 – PROPOSAL REVIEW AND EVALUATION PROCESS

3.1 Proposal Review and Evaluation

3.2 Proposal Evaluation Criteria

PART 4 – PROPOSAL PREPARATION AND SUBMISSION

ATTACHMENTS

ATTACHMENT A – Proposal Cover Sheet.

ATTACHMENT B – Bid Sheet

ATTACHMENT C – Certification Regarding Debarment

ATTACHMENT D – Certification Regarding Non-Discrimination & Equal Opportunity

ATTACHMENT E – Certification Texas Corporate Franchise

ATTACHMENT F - State Assessment Certification

ATTACHMENT G - Undocumented Worker Certification

ATTACHMENT H - Certificate Conflict of Interest

ATTACHMENT I - Certificate of Applicant

ATTACHMENT J – References

General Information

The Workforce Solutions Alamo (WSA) Board serves as the governing board for the regional workforce system, a network of service providers and contractors that bring people and jobs together. We represent the taxpayers of the 13-county Alamo region. Our membership reflects the diverse constituencies of the regional community: business, economic development, education, labor, community organizations and government.

Workforce Solutions Alamo serves Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, McMullen, Medina and Wilson counties.

Mission

Strengthen the Alamo Regional economy by growing and connecting talent pipeline to employers.

Vision

To lead the most integrated community workforce network in the nation.

Sector Base Model

It is the intent of the Workforce Solutions Alamo to collaborate with the Contractors to contribute innovative strategies in the performance of relevant products and services related to design, implementation, coordination, oversight, and reporting of activities/services to support WSA Sector Base Model.

• Targets a specific industry or cluster of occupations, developing a deep understanding of the interrelationships between business competitiveness and the workforce needs of the targeted industry.

• Intervenes through credible organization, or set of organizations, crafting workforce solutions tailored to that industry and its region.

• Supports workers in improving their range of employment-related skills, improving their ability to compete for work opportunities of higher quality.

• Meets the needs of employers, improving their ability to compete within the marketplace.

• Creates lasting change in the labor market system to the benefit of both workers and employers.

PART 1 - GENERAL INFORMATION

1.1 Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals for the purchase of Program

Monitoring Services for WSA.

1.2 Procurement Standards

This Request for Proposals (RFP) establishes a uniform method for procuring specified goods/services, enabling full and open competition. It contains the necessary background, requirements, technical specifications, information, and instructions for responding to the RFP. The services solicited under this

RFP are procured under the competitive negotiation method of procurement, as described in the

Texas Workforce Commission’s (TWC) General Administrative, Cost & Audit Requirements for Grants -

Texas Workforce Commission.

1.3 Applicable Authorities

• Multiple requirements are applicable to the program monitoring services being requested.

Of particular relevance are the provisions of the Texas Administrative Code (TAC) 802.61 –

802.67 Home - Rules & Meetings, which outline the Texas Workforce Commission’s (TWC) and WSA’s monitoring considerations.

• TWC (and related applicable state and federal acts, laws, rules, and regulations), Workforce Development (WD) Letters, Technical Assistance (TA) Bulletins https://www.twc.texas.gov/agency/laws-rules-policy, and other policy directives as applicable to WSA’s oversight of grants, contracts, and services as implemented via the One-Stop American Job Center workforce development system, including but not limited to the following:

o Supplemental Nutrition Assistance Program Employment o TANF/Choices o Child Care Services o Employment Services o Foster Youth o WIOA Adults, Dislocated Workers, and Youth o Trade Adjustment Assistance o WIOA Guide to Texas Workforce System Operations o Selective Service Registration o Other applicable formula-funded and other grants.

• All applicable federal, state, and local statutes, regulations, policies, and guidance as presently in effect and as may become effective during the term of this Award.

• Office of Management and Budget’s Uniform Guidance at 2 C.F.R. Part 200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1, Uniform Administrative Requirements, Cost Principles, and Audit Requirements and 2 C.F.R. Part https://www.twc.texas.gov/agency/grant-administration-financial-reporting https://www.twc.texas.gov/agency/grant-administration-financial-reporting https://texas-sos.appianportalsgov.com/rules-and-meetings?interface=LANDING_PAGE https://www.twc.texas.gov/agency/laws-rules-policy https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1

2900 https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXIX/part-2900, Department of

Labor (DOL) exceptions to 2 C.F.R. Part 200, 40 TAC, Part 20, Chapters 800, 801, 802, 809, 811, 813, 840, 849. Home - Rules & Meetings.

• WSA contracts, policies, and procedures as applicable to the monitoring services solicited through this request, including WSA Policies and Procedures, as may be amended.

• Approved Local Workforce Development Board Plan, including modifications and amendments.

• WSA subrecipient policies and procedures as applicable to the monitoring services being solicited through this request.

• Generally Accepted Accounting Principles (GAAP).

1.4 RFP Schedule

The following schedule is subject to change at the WSA’s discretion. Offerors should regularly check

WSA’s website (www.workforcesolutionsalamo.org) for posted updates. All updates and changes will be posted through BonFire. All times shown are Central Standard Time (CST).

Activity Date

Issuance of RFP March 3, 2026

Pre-Submittal Conference March 18, 2026 @ 1:00 PM CDT

RFP Questions due by March 19, 2026, by 4 PM CDT

Proposals due by April 3, 2026, by 2 PM CDT

Contract Start Date October 1, 2026

Pre-Submittal Conference RFP 2026-002 PROGRAM MONITORING SERVICES https://teams.microsoft.com/meet/23077285881029?p=UnGoo1mpbIjc6HV5I6

Tuesday, March 18, 2026, 1:00 PM | 1 hour | (UTC-05:00) Central Time (US & Canada)

Meeting ID: 230 772 858 810 29 Passcode: 4zw6JS9y

Agenda: The conference will provide information and answers to questions concerning the specifics of the solicitation, the process, and this organization.

Join by video system

Dial 24995462922@wsalamo.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Join by phone

+1-415-655-0002 United States Toll https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXIX/part-2900 https://texas-sos.appianportalsgov.com/rules-and-meetings?interface=LANDING_PAGE https://www.workforcesolutionsalamo.org/ https://teams.microsoft.com/meet/23077285881029?p=UnGoo1mpbIjc6HV5I6

1.5 Issuance and Availability of RFP

This RFP is issued by WSA, under the direction of the Chief Executive Officer, 100 N. Santa Rosa, Suite

120, San Antonio, Texas 78207. WSA uses BonFire eBid Software for RFP distribution and electronic proposal submission. To access the portal, Offerors are encouraged to register online https://workforcesolutionsalamo.bonfirehub.com/portal/?tab=openOpportunities.

Questions to this RFP will be accepted in writing only. Questions to this RFP will be accepted in writing only. You may submit questions no later than March 19, 2026. All questions received will be responded to by formal addendum posted on Bonfire. Any questions received after the deadline will not be considered unless they are technical questions regarding Bonfire.

Note: All Workforce Solutions Board members, officers, staff, or authorized representatives are precluded from answering questions concerning this RFP or the procurement process. Offerors are asked to comply with this condition by not asking questions or making requests for assistance, except through the authorized contact person. Violations may result in the disqualification.

1.6 Response Deadline

Proposals must be submitted no later than April 3, 2026, prior to 2 PM CDT. Offerors may provide electronic or physical submissions of proposal responses as follows:

• Electronic: Offeror must register on BonFire to access the proposal request and to submit required documents: workforcesolutionsalamo.bonfire.com

• Physical: Submit a signed, sealed proposal in an envelope to include one (1) printed original and one (1) electronic copy on a USB thumb drive of the proposal and mark with RFP/RFQ solicitation Number and Title indicated on the top of the envelope, to:

Workforce Solutions Alamo

Procurement Department

100 N. Santa Rosa, Suite 120

San Antonio, Texas 78207

The timely delivery of proposals is the sole responsibility of the Offeror. WSA is not responsible for any failures and/or errors of omission. Disputes concerning late or non-delivered proposals cannot be appealed. Any proposals or amendments received after the specified deadline will not be considered and will be deemed as late and non-responsive – NO EXCEPTIONS.

1.7 Open Records

Proposals submitted in response to this RFP/RFQ are subject to the Texas Public Information Act, https://workforcesolutionsalamo.bonfirehub.com/portal/?tab=openOpportunities https://workforcesolutionsalamo.bonfirehub.com/portal/?tab=openOpportunities

Government Code, Chapter 552, and may be disclosed to the public upon request. Therefore, any confidential, privileged, or proprietary information contained within a proposal must be clearly identified by the Offeror in the proposal itself (each applicable page clearly marked). Such information will be kept confidential by WSA to the extent permitted by State law.

1.8 Type of Contract

WSA intends to negotiate a contract as a result of this RFP. Any contract resulting from this RFP/RFQ shall be contingent upon the receipt of sufficient funding from the Texas Workforce Commission

(TWC) and other sources. Negotiated contract amounts will be contingent upon funding actually received and available. The final contract will be subject to any changes in legislation, regulations, rules, or policies promulgated by the funding sources, including the U.S. Department of Labor and TWC.

General and administrative provisions contained in this RFP will be incorporated into the resulting contract.

WSA reserves the right to vary or change the terms of any contract resulting from this RFP, including funding levels, scope of work, performance measures, adding other related programs or services and funding sources, and shortening or extending the contract period, as it deems necessary and in the best interests of WSA.

1.9 Contract Period

The anticipated contract term is October 1, 2026 through September 30, 2027 with four (4) one (1) year renewal options, not to exceed 5 years. Contract continuation, renewal, and funding levels are contingent upon availability of funds, satisfactory performance, and compliance with contract requirements. WSA reserves the right to terminate a contract at any time for contractor performance, noncompliance, or insufficient funds. WSA reserves the right award multiple contracts as a result of this solicitation.

1.10 Who is eligible to Submit

All Offerors of the requested goods/services are eligible to respond to this RFP. VetHUB are encouraged to respond to this RFP/RFQ. WSA will recognize and award bonus points only for valid VetHUB certification issued by the Texas Comptroller of Public Accounts. No evaluation points will be awarded based on former HUB certifications that do not meet VetHUB eligibility requirements.

Entities that are presently debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded from participation or the receipt of funds from any federal department or agency are not eligible to respond to this RFP or receive a contract.

1.11 Governing Provisions

1. All proposals submitted in response to this RFP will become the exclusive property of WSA.

2. Proposal, if accepted, will become the basis for the contract scope of work.

3. The purpose of the RFP is to ensure uniform standards and information in the solicitation of proposals for requested goods/services. This RFP is not to be construed as a purchase agreement or contract or as a commitment of any kind; nor does it commit WSA to pay for any costs incurred in the preparation of a proposal or any other costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by WSA.

4. WSA reserves the right to accept or reject any or all proposals received, to cancel and/or reissue this

RFP in part or its entirety.

5. This is a negotiated procurement utilizing the Request for Proposal/Bid method, and as such, the selection and award of a contract does not have to be made to the Offeror with the lowest priced, but rather to the Offeror submitting the best value proposal that satisfies WSA and its requirements and is determined to be in the WSA’s best interests.

6. There is no guaranteed purchase commitment. WSA reserves the right to award a contract(s) for any services solicited in this RFP on an Indefinite Delivery Indefinite Order quantity, IDIQ, or “as needed” basis.

7. WSA reserves the right to extend, shorten, increase, or decrease any contract awarded as a result of this RFP.

8. WSA reserves the right to waive any defect in the procurement or to correct any error(s) and/or make changes to this solicitation as it deems necessary. WSA will provide notification of any changes to all known Offerors.

9. WSA reserves the right to request additional information, clarification, or explanation of any aspect of a proposal submitted in response to this RFP.

10. WSA reserves the right to negotiate the final terms of all contracts or agreements with selected

Offerors. Any contract terms negotiated as a result of this RFP may be renegotiated and/or amended in order to meet the needs of WSA.

11. WSA reserves the right to contact any individuals, agency, employer, or grantee listed in a proposal, or to contact others who may have experience or knowledge of the Offeror’s relevant performance and/or qualifications; and to request additional information from all Offerors to this RFP.

12. WSA reserves the right to conduct reviews of records, systems, procedures, including credit and background checks, etc., of any entity selected for contract award. This may occur prior to or after the award or execution of a contract. Any misrepresentation of the Offeror’s ability to perform as stated in the proposal may result in the disqualification of the Offeror or the cancellation of any contract awarded as a result of this RFP.

13. The Offeror selected for contract award must meet the requirements of WSA’s key control certification system to ensure the financial integrity of the entity prior to the execution of a contract.

WSA, or its designee, will conduct a pre-award review of the selected Offeror prior to execution of the final contract.

14. WSA reserves the right to withdraw or reduce the amount of any award or to cancel any contract resulting from this procurement if adequate funding is not available or due to legislative changes.

15. WSA reserves the right to impose additional requirements and refinements to the terms and conditions, scope of work, performance measures, and funding amounts or sources during the contract term.

16. Offerors shall not engage in any activity that would restrict or eliminate competition under this procurement. Violation of this provision may cause an Offeror to be disqualified. This does not preclude joint ventures, partnerships, collaborations, or subcontracts.

17. Offerors shall not, under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to any board member, officer, employee, proposal evaluator, authorized agent of the

Board, or elected official for the purpose of having an influencing effect on this procurement.

18. Offerors shall not attempt in any manner to advocate for, lobby, or otherwise attempt to influence any board member, officer, employee, proposal evaluator, authorized agent of the Board, or elected official for purposes of having an influencing effect on this procurement.

19. No Board member, officer, employee, or authorized agent of WSA shall participate in the selection, award, or administration of a contract supported by WSA funds if a conflict of interest, real or apparent, would be involved.

20. All proposals submitted must be an original work product of the proposing entity. The copying, paraphrasing, or other use of substantial portions of the work product of others and submitted hereunder as original work of the Offeror without written authorization and proper citation is prohibited.

Failure to comply with this requirement may cause the proposal to be disqualified. All proposals and accompanying attachments will become the property of WSA after submission and will not be returned.

21. The contents of a successful proposal may become a contractual obligation and be incorporated by reference into a contract. Offerors must intend to fulfill all the representations in their proposal. Failure of a Offeror to accept this obligation may result in the cancellation of an award or contract. No price error or mistake shall be available to a successful Offeror as a basis for release from proposed services.

Any damages incurred by WSA because of a successful Offeror’s failure to contract may be recovered from the proposing entity.

22. A contract with the selected Offeror may be withheld, at the sole discretion of WSA, if issues of contract or regulatory compliance, questioned/disallowed costs, audit or monitoring findings, or legal issues exist until such issues are resolved to the satisfaction of WSA.

23. WSA reserves the right to deem as non-responsive or to disqualify any proposal that, in its sole discretion, does not comply with or conform to the terms, conditions, specifications, and/or requirements contained in this RFP.

1.12 Administrative Requirements and Other Limitations

1. WSA will provide any training and/or technical assistance needed by the selected contractor regarding

WSA policies, documents, procedures, etc. that are specific to WSA.

2. Employees of the contractor are subject to the exclusive control and supervision of the contractor. The

Contractor is solely responsible for personnel matters, including hiring, discipline, termination, supervision, criminal background checks, training, and evaluation, for its employees.

3. Proof of insurance is not a requirement for the submission of a proposal, but the selected

Offeror will be required to obtain and provide proof for all insurances specified in this RFP and provide

WSA with proper certificates or policies prior to commencing work under a contract resulting from this

RFP. WSA must be listed as an additional insured on the Certificate of Insurance. Polices must remain in full force for the duration of a contract. Any changes in insurers, coverage, deductibles, modifications, alterations, or cancellations of coverage during the term of the contract must be immediately communicated to the Board. The following insurances/bonding are required:

1. Professional Liability - The Contractor shall maintain at its own cost professional liability insurance for those employees providing professional advice or professional services to WSA.

a. The minimum coverage amount is:

i. $500,000.00 per claim;

ii. $500,000.00 aggregate;

b. The Contractor shall provide verification of coverage to WSA, and any subsequent renewal documentation upon contracting and renewing;

2. Errors and Omissions – Contractor must, at its own expense, carry “errors and omissions” insurance or the equivalent. Contract funds cannot be used to pay for Errors and Omissions insurance.

3. Motor Vehicle – if the Contractor or its employees use motor vehicles in the conduct of business under a contract resulting from this RFP, liability insurance covering bodily injury and property damage must be provided through a commercial insurance policy. Such insurance shall provide for a minimum coverage of $100,000 liability per occurrence; $300,000 aggregate liability; $100,000 property damage; personal injury protection; uninsured motorist protection, and a maximum deductible of $1000. The contractor must be able to cover any deductible costs.

4. Workers’ Compensation – Contractor must ensure that all employees are covered by workers’ compensation insurance. If self-insured, the contractor must warrant that it will maintain coverage sufficient to cover any liability arising from performance under any contract resulting from this RFP.

4. Contractor, including all its employees, must comply with all Information Technology access and user policies and requirements of the Board and/or Texas Workforce Commission.

5. Appeal Process and Procedures for Opportunity to Protest

The Director of Procurement and Contracts has the authority to settle or resolve any claim of an alleged deficiency or protest. The procedures for notifying WSA of an alleged deficiency or filing a protest are listed on our website at www.workforcesolutionsalamo.org . If you fail to comply with any of these requirements, the Director of Procurement and Contracts may dismiss your complaint or protest.

PART 2 – SCOPE OF WORK

2.1 Services

WSA is seeking proposals from experienced Offerors to provide Program Monitoring Services. The request includes the provision of compliance and programmatic monitoring services as contracted by

WSA to one or more subrecipients, service providers, or contractors, and processes associated with

WSA’s programmatic oversight functions. WSA reserves the right to award multiple contracts resulting from this RFP.

Contractor will perform “as-needed” services upon request by WSA in accordance with the Statement of

Work, provisions of this contract agreement and its attachments found herein, and all applicable law and

WSA policies and procedures, as may be amended.

2.2 Minimum Qualifications

Respondents to this RFP must meet the following minimum qualifications. WSA reserves the right to reject proposals that fail to include this information with the Offeror’s proposal submission.

a. Offeror must affirm in writing and provide evidence with their proposal submission: To having provided similar service in scope and size within the past three years for other Workforce Boards in Texas.

2.3 Statement of Work: SCOPE OF SERVICES

Solicited Services

WSA is seeking proposals from experienced Offerors to provide compliance and programmatic monitoring services as contracted by WSA to one or more subrecipients, service providers, or contractors, and processes associated with WSA’s programmatic oversight functions.

Grants to be Monitored

Compliance and programmatic monitoring services are being requested for one or more of the following state (and potentially federal) grants:

• Workforce Investment and Opportunity Act (WIOA):

▪ Adult,

▪ Dislocated Worker

▪ Youth

• Trade Adjustment Assistance

• Temporary Assistance for Needy Families (TANF) / Choices

• Noncustodial Parent Choices

• Supplemental Nutrition Assistance Program Employment & Training (SNAP E&T)

• Child Care Services (CCS)

• Child Care Quality (CCQ) Improvement Activities

• Reemployment Services and Eligibility Assessment (RESEA)

• Partners for Reentry Opportunities in Workforce Development (PROWD)

• Potentially other grants (e.g., from the Department of Labor (DOL), TWC, or WSA).

Compliance and programmatic monitoring services are also being requested for a locally-developed City of San Antonio-WSA workforce development contract:

• Ready to Work (RTW)

State (and Potentially Federal) Grants

Minimum Requested Monitoring Activities

• Monitoring services shall meet TWC Monitoring Certification requirements for WSA. This includes providing WSA with guidance regarding TWC monitoring expectations and TWC’s certification.

• Adherence to WSA’s policies and procedures (available upon request), as well as TWC’s and other federal monitoring-related requirements, as may be amended.

• Development of a Statement of Work (SOW) to include, at a minimum, the following:

a) Engagement, timeline, and monitoring plan to be approved by WSA. Changes to the timeline must be approved by WSA.

b) The monitoring plan may include one annual monitoring engagement and potentially a follow-up engagement per grant per year.

c) Risk assessment, based on TWC requirements for each grant and contractor.

d) Monitoring activities that meet TWC and WSA expectations as these relate to compliance and quality of applicable laws, rules, regulations, policies, and directives.

e) Monitoring tools based on TWC monitoring requirements, WSA contract requirements, and associated guidance.

• In coordination with and under the direction of WSA, each monitoring engagement shall, at a minimum, include the following elements, activities, and products:

a) Engagement/project timeline,

b) Document Request Package (DRP),

c) Desk Review,

d) Entrance Conference,

e) Sampling,

f) Testing,

g) Draft Report,

h) Exit Conference,

i) Review of the Draft Report Responses,

j) Final Report,

k) Follow-up Review and Report (as directed by WSA for attributes with less than a 90% accuracy rate),

l) Written confirmation of receipt of documents submitted by the entity being monitored,

m) Scope of the reviews (must align with TWC’s Annual Monitoring and WSA’s expectations).

Minimum Monitoring Report Specifications - Final Reports shall include, but not be limited to, the following elements:

1. Date of and contact information for the engagement.

2. Scope of services of the engagement.

3. Description of the documentation and systems that were reviewed.

4. Findings (or incorrect instances), observations, and areas of concern or comments for each element and attribute – including a prioritization of ‘critical’ areas (e.g., those that impact performance or funding), non-critical areas, and those of a more technical nature.

5. Quantification of accuracy or error rates for each element. WSA has a 90% accuracy target.

6. Strengths and weaknesses of the WSA contractor.

7. Consequences that may arise if identified weaknesses are not properly addressed.

8. Specific recommendations for improvement, as applicable.

9. Draft reports shall be forwarded to WSA prior to the Exit Conference.

10. Final reports are to be submitted to WSA for review prior to finalization (WSA will issue the reports).

11. All related work papers shall be made available to WSA upon acceptance of the final report.

12. Completed tools and instruments.

13. Follow‐up monitoring reports as necessary or as requested by WSA (e.g., to test attributes with

<90% accuracy rates, or findings, and report their resolution status) As requested, follow-up reviews will occur approximately six months after the Final Report is issued.

Minimum Elements to be Tested

1. At a minimum, the attributes and elements to be tested shall include those that form a part of TWC’s monitoring activities and expectations, as well as those that may be considered as being critical, based on risk, in coordination with WSA.

2. WSA shall approve the tools or instruments that will be used for the monitoring prior to each engagement.

3. Compliance with applicable grant and contract requirements, as applicable, of documentation (hard-copies and electronic), and information related and not limited to the following (as applicable):

a) Outreach,

b) Orientation,

c) Eligibility,

d) Assessments,

e) Service Plans,

f) Service activities,

g) Support Services,

h) Incentives,

i) Performance,

j) Counselor Notes,

k) Case Management and Contacts,

l) Participant Exits and Closures,

m) Other elements as applicable to each grant.

Testing Accuracy – The selected consultant must implement an internal control system to verify the accuracy of its testing. Findings must be documented and founded on federal, TWC, and/or WSA rules, regulations, guidelines, directives, and policies. The documentation must include a clear description of the issue or finding and, as feasible, a copy of the issue or finding itself.

Data Application Systems - Familiarity and expertise with TWC’s data application systems is required, including:

• TWIST,

• WorkInTexas (WIT),

• TX3C (Child Care),

• TIERS (as applicable or needed / not required),

• Other systems that TWC may require for WSA usage,

• WSA will provide access and technical assistance for WSA systems (e.g., Cabinet).

Monitoring Samples

• Sampling sizes are expected to be randomized (as appropriate) and coordinated with and approved in advance by WSA.

• While a 10% sampling may be viewed as standard practice, other sample sizes may be appropriate, and these shall be coordinated with WSA in advance.

• WSA requests that 15 applicable instances be tested for each individual attribute that is evaluated.

o For efficiency, monitors shall not test over 15 applicable cases per attribute without prior WSA approval.

• The scopes of the reviews shall align with the scopes that meet TWC’s Annual Monitoring audits, as coordinated with WSA.

For reference, the following reflects service levels based on a unique count of participants from October

2024 – September 2025:

* Child Care Quality (CCQ) Improvement Activities” refers to QIA (Quality Improvement Activities)

Grant Unique Contractor WIOA Adult 510 C2 GPS

WIOA DW 378 C2 GPS

WIOA Youth 548 SERCO

SNAP 822 C2 GPS

Choices 799 C2 GPS

NCP 68 C2 GPS

RESEA 3791 C2 GPS

CCS 15627 EQUUS

QIA 653 COSA

Ready To Work (RtW) – WSA/City of San Antonio Contracted Grant

Minimum Requested Monitoring Activities

WSA is also soliciting monitoring services for the Ready to Work (RTW) grant. The City of San Antonio voters approved the SA: Ready to Work ballot initiative, authorizing a 1/8th cent sales and use tax to provide workforce development training and higher education to unemployed, underemployed, or underserved residents to obtain high-demand, well-paid careers in accordance with “the Better Jobs

Act.” The City has partnered with WSA to implement the RtW program, namely intake, initial assessment, and case management services, including educational guidance and enrollment, career guidance, job placement, and wraparound services.

The grant’s objectives include: increasing access to industry-recognized certification training and college, providing wraparound services and emergency funding to ensure successful completion of training and career placement; increasing collaboration within the workforce ecosystem; and promoting accountability and adaptability throughout the process.

Monitoring Expectations

For the most part, the request to monitor the RtW will follow the same process as for state-funded grants (as described in the previous sections). This includes activities, reporting specifications, test elements, and sampling. WSA will coordinate the approach prior to the engagement and provide technical assistance on the RtW’s automated systems and documentation.

Additional Requested Monitoring Activities

• Potentially reporting monitoring outcomes to WSA’s Board of Directors, such as to the Oversight Committee, Executive Committee, and Full Board.

• Maintenance of all reports, responses, and supporting documentation as legally required to meet records retention requirements, and which are to be made available to WSA at WSA’s request.

• Full adherence to WSA’s, TWC’s, and the City of San Antonio’s data applications, data usage, and confidentiality requirements.

• The usage of and participation in WSA’s automated and communication systems, including, for example, MS TEAMS, SharePoint, and MS Project/Planner. WSA will provide the required subscriptions and technical support for their use.

• Performing monitoring activities virtually (however, availability to conduct on-site reviews may be required).

• Responsiveness to WSA’s communications (e.g., within 48 hours).

• Proper and regular invoicing in accordance with WSA’s Fiscal Department’s requirements and schedule.

• Adherence to approved budget (WSA will not cover costs that do not fall within a WSA-approved budget).

• Other related monitoring services as requested by and negotiated with WSA, and which support WSA’s oversight goals and responsibilities.

2.2 Fees/Charges

Respondent(s) must Submit proposed prices, in Attachment B, for the services offered and provide an explanation of the Proposer’s price breakdown for services to be performed. The offered prices will be fixed for each term of the contract. Itemize all applicable fees, detailing all elements including your company’s fee for service for the following: WSA will only consider price/fees or mark-up adjustments upon each renewal term.

Offeror may propose an annual escalation in prices but must keep in mind that the competitiveness of prices will be part of the evaluation criteria. Please use Attachment B as part of your reply

PART 3 – PROPOSAL REVIEW AND EVALUATION PROCESS

3.1 Proposal Review and Evaluation

The evaluation process may consist of:

1. An initial review of responsiveness and compliance with the technical specifications and other criteria specified in the RFP by WSA staff.

2. WSA will evaluate and score all responsive proposals based on the evaluation criteria. The selection and award may be made on the basis of the Proposals initially submitted, without discussion, clarification, or modification. Respondent(s) who submit a Proposal may be required to make an oral presentation(s) of their Proposal to WSA.

3. Scoring and recommendations presented to executive staff.

4. Possible Discussion and appropriate action by the WSA Board of Directors in selecting proposed contractor for contract negotiations, as applicable.

5. WSA reserves the right to negotiate price and terms with all bidders, to accept or reject all or any part of an offer, waive minor technicalities, to request Best and Final Offers from all or any bidders, and make an award that represents best value to WSA. The final price and terms may be determined during Best and Final Offer negotiations. Performance and expenditure information on other contracts or grants may be considered by WSA in awarding funds under this

RFP.

3.2 Proposal Evaluation Criteria

All proposals determined to be responsive and responsible will be evaluated in accordance with the criteria set forth below. Award will be made on a best value basis to the Proposer whose proposal is determined to be most advantageous to Workforce Solutions Alamo (WSA), considering technical merit, performance capability, and cost.

WSA reserves the right to reject any or all proposals, waive minor irregularities, request clarifications, conduct negotiations, and make an award in the best interest of WSA.

Proposals will be evaluated using a maximum possible score of one hundred and five (105) points. A proposal must achieve an overall score of at least 70 points (excluding VetHUB bonus points) to be considered for selection and contract award. WSA will base the review and evaluation of proposals upon the following criteria:

Evaluation Criteria:

Item # Description Point Value 1 • Organizational Qualifications and Experience 25 2 • Technical Approach and Methodology 25 3 • Data Management, Work Plan, and Reporting

Deliverables

4 • Cost Proposal and Cost Effectiveness 25 6 • Historically Underutilized Business 5 Maximum Point Total 105

Provide a detailed description for each of the evaluation items listed below:

1. Organizational Qualifications and Experience - 25 Points WSA will evaluate the Proposer’s overall organizational capability ability to deliver high-quality compliance and programmatic monitoring services.

• Demonstrated experience conducting compliance and programmatic monitoring for federally or state-funded programs (e.g., Workforce Innovation and Opportunity Act (WIOA), TANF, SNAP E&T, child care services, etc.).

• Understanding of regulatory frameworks and federal/state reporting requirements applicable to workforce development grants and contracts.

• Size, structure, and capacity of the organization to manage the volume and timelines of monitoring activities.

• Experience working with Local Workforce Boards, public agencies, nonprofit organizations, and/or community-based contractors.

• Key personnel qualifications, certifications, and monitoring/auditing experience.

• Knowledge of applicable federal, state, and local statutes, regulations, and policies (e.g., 2 CFR 200 Uniform Guidance; Texas Administrative Code (TAC) 802; Texas Workforce Commission (TWC) Rules, Chapters 800 and 802; TWC Financial Manual for Grants and Contracts).

• Staff’s technical expertise in performance monitoring, fiscal compliance, data validation, and/or program operations.

• Stability and availability of proposed team members for the project duration.

• Processes for maintaining accuracy, confidentiality, and integrity of program data.

• Proposed communication and coordination plan with WSA staff and monitored entities.

• Contingency planning for unexpected circumstances (e.g., delays, access challenges, or staffing shortages).

2. Technical Approach and Methodology- 25 Points WSA is interested in the proposer’s ability to design and implement an effective, compliant, and outcomes-oriented monitoring process. Describe the specific services your firm proposes to provide to meet the requirements of the RFP. (Note: The specific services should address and demonstrate your understanding of the type of services requested)

• Clarity of proposed approach to conducting compliance and program monitoring (e.g., desk reviews, on-site/virtual visits, report validation, corrective action processes).

• Description of risk-based monitoring strategies and sampling methodology for subrecipients and service providers.

• Methods for developing monitoring tools, checklists, or templates aligned with WSA’s requirements.

• Approach to documentation, record retention, and confidentiality management.

• Integration of continuous quality improvement processes and recommendations for systemic improvement.

• Ability to tailor methodology to changing program requirements or policies.

3. Data Management, Work Plan, and Reporting Deliverables -25 Points WSA will evaluate the proposer’s capacity to handle data securely, accurately, and effectively for monitoring and reporting.

Evaluation considerations include:

• Data collection, analysis, and reporting tools or platforms the proposer will use.

• Internal controls and processes for maintaining the highest level of accuracy for testing and reporting.

• Processes for maintaining the integrity of the monitoring engagements.

• Processes for maintaining confidentiality..

• Capacity to provide trend analysis or summarize cross-program monitoring findings for WSA management.

• Ability to transition monitoring data into actionable recommendations or dashboards.

• Detailed timeline including milestones, deliverable due dates, and review/approval steps.

• Process for preparing monitoring reports, findings, and corrective action follow-up documentation.

• Proposed communication and coordination plan with WSA staff and monitored entities.

• Contingency planning for unexpected circumstances (e.g., delays, access challenges, or staffing shortages).

4. Cost Proposal and Cost Effectiveness – 25 Points Cost proposals will be evaluated for reasonableness, realism, and alignment for the proposed services to be performed.

• Complete Attachment B - Respondents must include both budget charts in their submission.

• If multiple staff are being assigned to the scope the average of all rates should be used in the

• per hour rate for each line-item above.

• Estimated Budgets and Timeline must be submitted and will be used for Consideration Items.

• Offeror should include a narrative with information about how the proposed price was derived

(not to exceed 1 page).

• Travel Expenses: Most, if not all, services are expected to be performed remotely. Should travel become necessary, WSA follows GSA rates, so that would be the rate. If it is within driving distance, WSA will adhere to the IRS mileage rate. WSA will negotiate travel-related costs at the time the need arises.

• WSA reserves the right to negotiate the expansion of any contract to include other related funding sources or services during the contract period, even if not specifically mentioned within this RFP.

All added monitoring would be estimated individually on an as needed basis based off the rates provided in response to RFP.

5. VetHUB- 5 Bonus Points WSA will recognize and award 5 BONUS points only for valid VetHUB certification issued by the Texas

Comptroller of Public Accounts. No evaluation points will be awarded based on former HUB certifications that do not meet VetHUB eligibility requirements.

A state of Texas Veteran Heroes United in Business Historically Underutilized Business (HUB) Certification requires at least 51 percent of the business be owned, managed, and operated by owner(s) who meet the qualified requirement as a service-disabled-veteran (SDV) (with at least a 20 percent service disability as identified by the federal military department). The business must be primarily based in Texas. The business must also meet the Small Business Administration (SBA) size standards set forth in the business categories of 13 CFR, section 121.201.

• A copy of current certification certificate is required and must be provided, as recognized by the State of VetHUB.

PART 4 – PROPOSAL PREPARATION AND SUBMISSION

4.1 General Instructions for Submitting a Proposal

FORMAT – Proposals must be typed, single-spaced, using a minimum of 12 fonts for readability. Pages must be numbered. Promotional materials are discouraged. Emphasis must be placed on addressing all the requirements and specifications of this RFP in a clear and concise manner. Any proposal lacking the required items/materials will be deemed non-responsive and may not be considered for review under this procurement.

PROPOSAL LABELING AND SUBMISSION – Proposals must be properly labeled with your firm’s information and submitted in accordance with the instructions and response deadline specified in Part

1 of this RFP. Proposals that are submitted/received after the specified date and time will not be accepted.

Note: Proposals are subject to the Texas Public Information Act, Government Code, Chapter 552, and may be disclosed upon request. Proprietary information will be kept confidential by Workforce

Solutions to the extent permitted by State law. Offerors are reminded to identify and clearly mark all information in their proposal considered to be confidential, privileged, or proprietary (each applicable page must be clearly marked/labeled).

4.2 Sequence of Submission

The proposal must be submitted with all required documents and in the following order:

➢ Proposal Cover Sheet

➢ Table of Contents

➢ Executive Summary

➢ Proposal Narrative

➢ Budget

➢ Proposed Schedule

➢ Business References

4.3 Proposal Cover Sheet

Identify a liaison or primary contact person for the proposal, as well as the Signatory Authority (i.e., person who has the legal authority to negotiate and execute a contract on behalf of the proposing entity). This is also the person who must sign the required Certification forms included as Attachments to this RFP. Proposers who are certified as a Texas Veteran Heroes United in Business Historically

Underutilized Business (HUB) must provide the certification number on the Proposal Cover Sheet and attach a copy of the current notice of certification.

4.4 Table of Contents

Proposals must include a Table of Contents that lists each item of the proposal, including attachments, with corresponding page numbers. Items must be in the order as specified in 4.2 above.

4.5 Executive Summary

Provide a brief (not to exceed 1 page) executive summary highlighting your organization’s history;

qualifications and competence; demonstrated performance; overall approach to providing consulting services solicited in this RFP; expected outcomes (goals and objectives); and any unique or innovative aspects of your service delivery.

4.6 Proposal Narrative

The proposal should provide a complete description of services described/requested in this RFP in narrative form according to these instructions. Narrative responses for each item should be clear, concise, and relevant. Be sure to include all required attachments. If selected and approved for the award of a contract, this section will be used as the basis for the Statement of Work in an executed contract.

ATTACHMENT A

RESPONSE FORM

SUBMIT TO:

Workforce Solutions Alamo Purchasing 100 N Santa Rosa San Antonio, TX 78207

REQUEST FOR PROPOSAL (RFP)

Title: RFP for Program Monitoring Services

Number: 2026-002 Closing Date & Time: April 3, 2026, by 2 PM CST

NAME OF PARTNERSHIP, CORPORATION OR INDIVIDUAL TAXPAYER IDENTIFICATION NUMBER

MAILING ADDRESS NO RESPONSE: If not submitting a response, state reason below and return one copy of this form

CITY, STATE ZIP

PHONE EMAIL

FAX WEB ADDRESS

TOTAL RESPONSE AMOUNT DELIVERY: Calendar days after receipt of Purchase Order:

days (ARO)

RESPONSES ARE FIRM FOR ACCEPTANCE FOR 120 DAYS

YES NO OTHER

PAYMENT TERMS

% / Net

I certify that this response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, or equipment and is in all respects fair and without collusion or fraud. I agree to all conditions of this response and certify that I am authorized to sign this response for the responder.

In submitting a response to WSA, the responder offers and agrees that if the response is accepted, the responder will convey, sell, assign or transfer to WSA all rights, titles and interest in and to all causes to action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of TX for price fixing relating to the particular commodities or services purchased or acquired by WSA. At WSA’s discretion, such assignment shall be made and become effective at the time WSA tenders final payment to the responder.

AUTHORIZED SIGNAGURE DATE PRINTED NAME/TITLE

Please initial by all that apply. I acknowledge receipt of the following addendum.

Addendum #1 Addendum #2 Addendum #3 Addendum # 4 _

Please Note:

• This page must be completed and returned with your response

• Responses must be submitted in a sealed envelope, marked with response number.

ATTACHMENT B

Program Monitoring Services

Proposer: __________________________________________________

Price(s) must include the cost of profit, labor, materials, tools, equipment, permits, freight, packaging, insurance, overhead, training, support, maintenance, etc. No additional charges will be accepted.

If the price is “$0.00” or the item is “not offered,” or “included” within another item, it must be stated as such in the corresponding space below. A “blank” or anything other than the format requested in the space below may be considered a “no bid.” This information will be used in evaluating the Offeror’s proposal.

Additional costs for Follow-up Reviews to determine the resolution status of findings will be estimated based on negotiated hourly rates, as needed.

For reference, the following reflects service levels based on a unique count of participants from October 2024

– September 2025:

* Child Care Quality (CCQ) Improvement Activities” refers to QIA (Quality Improvement Activities)

Item # Description Price

Instrument/Desk Review/Sampling

$ _________/HR

2 Fieldwork/Testing $ _________/HR

3 Draft & Final Reports $ ________/HR

4 Travel Rate

$________PER

TRAVEL

Grant Unique Contractor WIOA Adult 510 C2 GPS

WIOA DW 378 C2 GPS

WIOA Youth 548 SERCO

SNAP 822 C2 GPS

Choices 799 C2 GPS

NCP 68 C2 GPS

RESEA 3791 C2 GPS

CCS 15627 EQUUS

QIA 653 COSA

Please enter the Sample Size, proposed hours, average charge per hour, and cost.

PROPOSED COSTS HOURS

AVG. $

HOURLY

COST

Risk Assessments

TWC-Contracted Grants

WIOA Adult Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

WIOA Dislocated Worker Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

WIOA Youth Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

TANF/Choices Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

SNAP E&T Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

Child Care Services Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

Non-Custodial Parent Choices (NCP) Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

RESEA Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

Child Care Quality (CCQ) Improvement Activities Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final Reports

Total

Ready to Work Sample Size:

Instrument/Desk Review/Sampling

Fieldwork/Testing

Draft & Final…