ESBD_413896_1745529545691_RFP 13250101 Youth Services Final.docx

Request for Proposals

RFP # 13250101

Heart of Texas Workforce System Workforce Innovation and Opportunity Act (WIOA) Youth and Educational Outreach Services

Courtesy Letter of Intent to Submit Proposal

May 15, 2025, by 5:00 PM

Recommendation Presented to Board

June 26, 2025

The Heart of Texas Workforce Development Board, Inc.

801 Washington Avenue, Suite 700 Waco, Texas 76701 254-296-5300 www.hotworkforce.com Contents

PART 1. PURPOSE

1.1. Purpose of Solicitation

This Request for Proposals (RFP) solicits proposals for the management and operation of Workforce Innovation and Opportunity Act (WIOA) Youth program services and Temporary Assistance for Needy Families (TANF) Workforce Career and Educational Outreach services. The WIOA Youth program places primary emphasis on serving out-of-school youth ages 16 to 24 while offering in-school youth services (ages 14-21) in the Workforce Solutions for the Heart of Texas (WSHOT) workforce area. Selected applicant must provide youth services in accordance with the Workforce Innovation and Opportunity Act, Public Law No: 113-128, and any related U.S. Department of Labor (DOL), and Texas Workforce Commission (TWC) rules and regulations, policies, directives and the Board Plan.

Proposers are advised to consult the DOL website for program guidance and updates. The Workforce Innovation and Opportunity Act legislation is available at: www.congress.gov/113/bills/hr803/BILLS-113hr803enr.pdf. Copies of other pertinent legislation may be found through the Texas Workforce Commission at: www.twc.texas.gov/. Contractors selected will be required to assume full responsibility for all activities and services included in the contract.

Please read this document carefully. This RFP provides a uniform method for the procurement of the WIOA Youth System, providing for full and open competition. It contains the necessary background, requirements, information, instructions, and forms for responding to this RFP.

Subject to the availability of funding, the initial contract period will be for a one-year period. The Board reserves the right to offer up to four additional, one-year (twelve months) extensions of the contract based on the annual evaluation of the services, achievement of annual performance, availability of funds, and capacity of the contractor to demonstrate quality improvement throughout the region and meet new or revised goals, objectives, and standards of the Board.

PART 2. BACKGROUND

2.1 Background

The Heart of Texas Workforce Development Board, Inc. (Board) is a nonprofit 501(c)(3) corporation doing business as Workforce Solutions for the Heart of Texas and serves the Heart of Texas region that is composed of the following counties: Bosque, Falls, Freestone, Hill, Limestone and McLennan. The Board is a body appointed by the Chief Elected Officials of the region. The Board is composed of individuals living in the area who represent local employers, organized labor, economic development, education, community-based organizations, state employment services, state human services department and state rehabilitation services. The majority of the members and the appointed Chair of the Board are representatives of private sector employers, as these are the primary customers of the workforce development system. The Board of Directors is responsible for the planning of all services and procurement for contractors who demonstrate the capacity to achieve the goals and objectives of the Board through service delivery operations.

2.2 The Mission of the Board

The mission of the Board is to support economic development through identification, advocacy for, and facilitation of the development of a quality workforce in the six county Heart of Texas region. Through the administration of the programs under its purview, and through the operation of the Workforce Solutions workforce center system, the Board aims to ensure quality workforce services, resources, and skill training for industries, businesses, and job seekers to contribute to the economic strength and growth of the region and Texas. The Board’s objective is provision of these services in an efficient and customer-oriented manner to strategically enhance the vitality of the region. The Workforce Solutions workforce center system is the primary deliverer of the Board’s workforce services to Heart of Texas job seekers and businesses.

Equally important as its administrative oversight of federally funded workforce services, the Board directs energy toward facilitating important workforce partnerships between educational and economic development entities, industries, small businesses, and community and faith-based organizations that depend upon and interact with the workforce.

PART 3. GENERAL INFORMATION

3.1 Funds, Contract Term Period and Type

Funding for this procurement is WIOA Youth and TANF Educational Outreach funds, and an estimated $906,244 is available for the WSHOT Youth Program.

The Board will establish a contract with the selected bidder with an anticipated one-year period that will begin on October 1, 2025, and end on September 30, 2030. The Board reserves the right to offer up to four one-year (twelve month) extensions of the contract based on evaluation of the state of the WS HOT WIOA Youth system, achievement of performance, availability of funds, and capacity of the contractor to meet new or revised goals, objectives and standards of the Board. The total contract term period for this procurement shall not exceed five-years.

It is the Board’s intention to negotiate a cost reimbursement contract with the successful bidder. The Board reserves the right to vary or change the terms of any contract executed as a result of this RFP, including funding levels, the scope of work, performance standards, and shortening or extending the contract period, as it deems necessary in the interest of the Board and its programs, pending availability of funds. The resulting contract will establish a contractor relationship that involves fiscal, administrative, monitoring and programmatic responsibilities for the WSHOT Youth program. It is also the Board’s intent to secure one contract to provide the fourteen program elements to WIOA eligible participants and Educational Outreach Services in the Heart of Texas region.

3.2 Background on WIOA

WIOA outlines a broad youth vision that supports an integrated service delivery system and provides a framework to support in-school youth (ISY) and out-of-school youth (OSY). Key areas of WIOA as they relate to this Request for Proposal (RFP) include, but are not limited to:

· requirement to expend a minimum of 75% of youth funds on Out-of-School Youth (OSY), age between 16 - 24;

· at least 20% of funds are to be used for work experience activities such as summer employment, pre-apprenticeship, on-the-job training and internships; and

· the 14 program elements (listed in 3.7)

· The OSY population may include youth in foster care, those aging out of foster care, youth offenders, children of incarcerated parents, homeless youth, school drop-out, youth in single one parent family, youth with disabilities, pregnant or parenting teens, youth who are basic skills deficient.

3.3 WIOA Service Strategies

WIOA requires the service strategy to be linked to one or more of the indicators of performance in WIOA sec. 116(b)2(A)(ii) and must identify career pathways that include appropriate education and employment goals.

WIOA enhances the youth system design through an emphasis on individual participant needs by adding components to the objective assessment and development of the individual service strategy. WIOA incorporates career pathways as part of both the objective assessment and development of the individual service strategy. The program design under WIOA also includes effective connections to employers, including small employers, high growth industry sectors and occupations in our local area.

3.4 WIOA Concepts

The Board seeks innovative proposals that reflect a clear approach to delivering comprehensive youth workforce program activities to disconnected youth. WIOA calls for customer-focused services based on the needs of the individual participant; proposals must include plans for addressing the differing needs of youth. This includes the creation of career pathways for youth as part of a youth’s individual service strategy. Youth are closely involved in the proposed design and implementation of services to ensure their buy-in and needs are met. WIOA requires programs to address the individual needs of youth; it is critical for youth to master the developmental tasks associated with soft skills job-readiness, which are key to long-term employment success.

By repositioning youth as an asset to employers with a need for skilled workers, the value of employers engaging the youth workforce system and programs is enhanced. Employers are critical partners that provide meaningful growth opportunities for young people through work experiences that give them the opportunity to learn and apply skills in real-world setting and ultimately jobs that young people are ready to fill given the opportunity. A variety of innovative workforce development activities must be available to assist youth in identifying personal and vocational interests and begin to establish employment goals.

In addition, WIOA includes a major focus on providing youth with work experience opportunities. WIOA prioritizes work experiences with the expenditure requirement of a minimum of 20% on work experience. Under WIOA, work experience becomes the most important of the program elements.

3.5 WIOA Youth Definitions

Definitions for Out-of-School and In-School youth. Please see the descriptions below and for additional details, please refer to www.dol.gov/agencies/eta.

Out of School Youth - Not attending school (as defined under State law). One or more of the following:

· 16- 24 years old

· school dropout

· A youth who is within the age of compulsory school attendance, but has not attended school for at least the most recent complete school year calendar quarter

· A recipient of a secondary school diploma or its recognized equivalent who is a low-income individual and is basic skills deficient or an English language learner

· An individual who is subject to the juvenile or adult justice system

· A homeless individual

· An individual who is pregnant or parenting

· A youth who is an individual with a disability

· A low-income individual who requires additional assistance to enter or complete an educational program or to secure or hold employment

In-School Youth - Attending school (as defined by state law)

· 14- 21 years old

· Attending secondary or post-secondary school at the time the eligibility determination

· A low-income individual and one or more of the following:

1. Basic skills deficient

2. An English language learner

3. An offender

4. A homeless individual

5. Pregnant or parenting

6. Youth who is an individual with a disability

7. An individual who requires additional assistance to complete an educational program or to secure or hold employment.

3.6 WIOA 14 Program Elements

Proposers must describe how they will provide the WIOA Youth’s 14 program elements. If a proposer is sub-contracting to provide some of the required program element services, the proposal description must identify each sub-contract provider and must include a Letter(s) confirming services described in the proposal. The Adult Education and Literacy for the Heart of Texas grant recipient is McLennan County College (MCC); proposers should address how collaboration will be done between programs to address some of the program elements.

1. Tutoring, study skills training, and instruction and evidence-based dropout prevention and recovery strategies – that lead to completion of the requirements for a secondary school diploma or its recognized equivalent or for a recognized postsecondary credential.

2. Alternative secondary school instruction or dropout recovery services - alternative secondary school instruction will be available through the Adult Education and Literacy for the Heart of Texas grant. Co-enrollment between these two programs is encouraged for disconnected youth. However, a bidder may offer dropout recovery services.

3. Paid and unpaid work experiences that have an academic component and occupational education which may include summer employment opportunities, pre-apprenticeship programs, internships and job-shadowing, and on-the-job training. Reference: NPRM §681.460 (a) (3) and further defined in NPRM §681.600 and WIOA section 129 (c) (4).

4. Occupational Skills training that aligns with the Board’s approved demand occupations. Reference: NPRM §681.540 for information about occupational skills training.

5. Leadership development opportunities encourage responsibility, employability and pre-employment training, citizenship skills, life skills, decision-making skills, cultural diversity, community service projects, self-esteem building activities and real life skills. Peer mentoring and tutoring. Reference: NPRM § 681.520

6. Supportive services such as childcare, transportation, work attire/related tools, etc. is provided through other WS HOT Contractors. Reference: NPRM § 681.570 for allowable support services.

7. Adult mentoring will be required for the period of program participation and a subsequent period; however, it will not be less than 12 months. Reference: NPRM §681.490

8. Follow-up services for not less than 12 months after the youth are exited from the program. The type and intensity of follow-up services may differ for each participant; however, follow-up must include more than a single contact attempt made for securing documentation. Reference: WIOA sec. 129(c)(2)(l), NPRM §681.520 and 681.570

9. Comprehensive guidance and counseling activities to assist youth in making well thought out decisions regarding their education and career plans and goals. Reference: NPRM §681.510 and WIOA sec. 129(C)(I)(J)

10. Education offered concurrently with and in the same context as workforce preparation activities and training for a specific occupation or occupational cluster. Reference: WIOA sec. 129(c)(2)(E)

11. Financial Literacy Education to assist participants in creating real-life household budgets, initiate savings plans to make informed financial decisions. Reference: NPRM § 681.500

12. Entrepreneurial Skills Training to obtain information and knowledge about self-employment, business plans, planning and record keeping and required taxes.

13. Labor market and employment information – career awareness, exploration, and counseling

14. Activities to assist youth in the transition to post-secondary education and training

3.7 Contractor Objectives

The selected contractor will offer:

· An objective assessment of the academic levels, knowledge, skills and abilities of each participant

· Service strategies for each participant,

· Innovative meaningful activities that lead to the attainment of a secondary school or its recognized equivalent or a recognized post-secondary credential,

· Preparation for post-secondary educational and training opportunities

· Linkages between academic instruction and occupational career education that leads to a career path and attainment of recognized post-secondary credentials,

· Preparation for unsubsidized employment opportunities,

· Connection to local employers

Respondents to this RFP must address how the following requirements will be met as part of an overall WIOA youth system design:

· Eligibility determination and verification of WIOA registration

· Comprehensive Assessment

· Individual Service Strategy

· Comprehensive case management

· WIOA data validation and record keeping

· Information and referrals for non-WIOA- eligible youth

· WIOA performance

· Work in Texas Case Management System

3.8 Performance Measures

In order to provide successful services to youth, a comprehensive accountability system must be in place to determine contractor’s effectiveness in providing services. Contractors will be required to meet the current performance outcomes and process measures and subsequently added performance measures.

· Employed/Enrolled Quarter 2, Post Exit - Youth

· Employed/Enrolled Quarter 4, Post Exit - Youth

· Credential Rate - Youth

· Median Earnings - Youth

· Measurable Skills Gains - Youth

WSHOT Board staff will monitor measures regularly and written reports will be provided to the selected proposer. The selected proposer will be expected to promptly address any problem areas.

3.9 Workforce Career and Education Outreach Specialists

Respondents to this RFP must describe how they will provide Workforce Career and Education Outreach Services. Program activities include the use of the TANF Choices allocation to fund Workforce Career and Education Outreach Specialists and certain associated costs subject to the limitations described in this WD Letter. These activities meet TANF purpose 4.

The program uses a TANF/Choices allocation to hire Workforce Career and Education Outreach Specialists to work with ISDs to provide career guidance, career preparation, and workforce information to participating students regarding:

· high-growth, high-demand occupations;

· opportunities and training in middle-skill jobs;

· pre-apprenticeship and Registered Apprenticeship (RA) programs;

· internships;

· technical and/or community colleges; and

· career-readiness preparation

Workforce Career and Education Outreach Specialists can deliver virtual or on-site career guidance and workforce information to students, including underrepresented populations at area middle and high schools at designated ISDs.

3.10 Responsibilities

Respondents’ proposed program models must include, but are not necessarily limited to:

1. providing information on opportunities and training requirements in growth and high demand occupations and making well-informed postsecondary decisions using TWC resources and other existing tools, including:

· Texas Reality Check;

· Texas Career Check;

· Texas Consumer Resource for Education and Workforce Statistics

· (Texas CREWS);

· Texas OnCourse;

· Texas Internship Challenge;

· AutoCoder;

· Texas Skills to Work; and

· Jobs Y’all;

2. organizing training workshops on using TWC resources, such as the LMCI website, for employment and education;

3. coordinating with school districts to ensure that needed background checks are conducted before employees work in the school;

4. exposing students to a variety of career pathways, including pre apprenticeship and RA programs, technical and/or community colleges, and employment, through presentations, TWC tools, job fairs, and site visits;

5. coordinating with local and state workforce services, employers, and educational institutions to build pathways into pre-apprenticeship and RA programs and encourage local employers to offer pre-apprenticeship and RA programs; internships; providing career support workshops for students, parents, and guardians;

6. fostering employer/ISD collaboration and encouraging employers to provide internship opportunities and serve as mentors; 7. encouraging partnerships between ISDs and technical and/or community colleges and pathways;

7. collaborating on annual workshops with subject matter experts within TWC, local business and industry leaders, chambers of commerce, and technical and/or community colleges to build a network of partnerships among local organizations and support local delivery of integrated career and education services;

8. organizing job development and career fairs; and

9. attending monthly and annual trainings provided by TWC staff to all Workforce Career and Education Outreach Specialists

The program requires the development of formal letters of agreement with ISDs and any other partners (for example, community colleges and educational service centers) along with the maintenance of these letters to be available at request for monitoring reviews or visits.

3.11 Reporting Requirements

The selected contractor will submit to the Board:

1. quarterly performance reports

2. ad hoc reports as requested; and

3. an annual work plan.

PART 4. PROPOSAL CONDITIONS

The following are conditions that apply to the RFP and to any subsequent contract.

1. The result of the procurement process is selection of a proposer with whom to negotiate a contract for the management and operation of the Heart of Texas Workforce System Workforce Innovation and Opportunity Act (WIOA) Youth and Educational Outreach Services; however, the Board is under no legal requirement to execute a contract on the basis of any proposal.

2. The Board reserves the right to vary the provisions set forth herein any time prior to the execution of a contract where such variance is in the best interest of the Board.

3. Proposals must conform to relevant state and federal laws and regulations governing the use of applicable funds for services and programs.

4. The Board may negotiate a contract for services based on the evaluated proposal. The Board reserves the right to require specific modifications before agreeing to contract.

5. The funding of any proposal is contingent upon receipt by Board of funds from the State of Texas and/or the United States.

6. Any costs incurred by the Proposer prior to the commencement date of a contract will not be paid from contract funds.

7. Other than providing technical assistance during the Bidders Conference, Board staff will not assist any proposer in the preparation of the proposal.

8. All proposals and any attachments, appendices, or other information submitted as a part of a proposal become the property of the Board upon submission and may be reprinted, published, or distributed in any manner by the Board according to open records laws, applicable state and federal policies and procedures, as well as those of the Board. Subject to the Texas Public Information Act, respondents may protect trade and confidential information from release. Trade secrets or other confidential information, submitted as part of a proposal, shall be clearly marked on each page it appears. Such marking shall be in boldface type at least 14-point font.

9. No employee, member of the Board of Directors or other governing body, or representative of a proposer who submits a proposal may have any contact outside of the formal review process with any employee or any member of the Board for purposes of discussing or lobbying on behalf of the proposer’s proposal. This contact includes written correspondence, email, fax, telephone calls, personal meetings, or other kinds of personal contact. The Board will reject proposals of those proposers who violate this condition.

10. The Board reserves the right to accept or reject any or all proposals received; to cancel this RFP in part, or in its entirety; or to reissue the RFP.

11. In order to ensure that the needs of the region are adequately met, the Board reserves the right to request additional information and/or negotiate issues prior to making a selection.

12. The Board reserves the right to waive any defect in this procurement process or to make changes to this solicitation as deemed necessary.

13. The Board reserves the right to contact any individual, agencies or employers listed in a proposal, to contact others who have experience and/ or knowledge of the proposer’s relevant performance and/or qualification and to request additional information from any and all proposers. Misrepresentation of the proposer’s ability to perform as stated in the proposal may result in cancellation of a contract resulting from this procurement.

14. Solicitation and selection of proposals must conform to relevant State and Federal laws and regulations and local policies governing the procurement of services. Proposers are responsible for familiarizing themselves with these laws and regulations.

15. Indirect is only available to “non-profit” entities. Indirect costs may be charged to administration of programs or operational costs if supported by appropriate documentation and in accordance with TWC Financial Manual for Grants and Contracts (FMGC). An indirect cost rate or overhead charge to be levied against the services to be provided under a contract issued pursuant to this RFP must be approved by a cognizant agency. All indirect charges are to be fully explained in the budget narrative. Indirect costs will be capped at 12% of the operational budget regardless of the approved rate. Indirect costs will be negotiated on an item-by-item basis with the selected contractor. Management fees are only available to “for-profit” entities; and are limited to 12% of the operational budget.

16. Profit is an allowable cost. Profit is only available as a budget item for a “for profit” organization. Profit will be capped at 8% of the requested operational budgeted funds. The amount of profit will be tied to the achievement of negotiated performance benchmarks. The payment of profit will be negotiated as a separate item during contract negotiations.

17. Non-Discrimination - As a condition for receipt of federal funds, the proposer must assure, with respect to the operation of the program and all agreements or arrangements to carry out the program, that the proposer is prohibited from discriminating on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, citizenship or participation in programs funded with federal funds.

18. This is a negotiated procurement utilizing the Request for Proposal, and as such, award does not have to be based on the lowest priced offer, but rather to the respondent submitting the most responsive proposal that satisfies the Board’s requirements.

19. The Board reserves the right to conduct credit check, criminal history, drug tests, and other background investigation of the selected proposer and, if a corporation, its directors, shareholders, or partners and managerial and supervisory personnel retained by the proposer for the performance of the contract.

20. The proposer will comply with conflict-of-interest requirements contained in TAC Title 40, Part 20, Chapter 801, Subchapter C - The Integrity of the Texas Workforce System.

21. The Board reserves the right to make unilateral amendments to the ensuing contract if the funding changes and/or if it is in the best interest of the Board. In such cases, no additional solicitations of proposals are necessary. Such activity will be supported by contract performance.

22. Contractors are subject to compliance monitoring. At any time during normal business hours, and as often as deemed necessary, the Board, TWC, Office of the State Auditor, U.S. Department of Health & Human Services, or any of their duly authorized representatives shall have complete access to any books, invoices, payrolls, time sheets, or any other records or papers which are related to a contract resulting from this RFP for the purpose of verifying contractual, program and financial compliance with all applicable laws, rules, regulations and policies.

PART 5. ELEGIBLE RESPONDENTS

5.1 Eligible Respondents

Organizations (private for-profit, private non-profit, governmental, or faith-based); individuals or a team of individuals applying in collaboration with the intent of establishing a legal entity; and individuals proposing a personal contract arrangement are all eligible to apply. The types of management that will be considered include but may not be limited to turnkey operations, management teams, joint ventures, and other alternative management models. Applicants should possess experience and program knowledge necessary to provide high standards of customer service and satisfaction while maintaining and exceeding program performance standards. The successful applicant will demonstrate in the proposal and through a pre-award review the capacity to perform the requested services and manage funds to the Board’s expectations.

The Board is prohibited from contracting with any entity debarred, suspended, or otherwise excluded from or ineligible for participation. Accordingly, a contract requires contractors to certify that they are in compliance with the Federal regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98-510, Participant’s Responsibilities. The contractor must certify that to the best of its knowledge and belief that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a Federal department or agency.

5.2 Historically Underutilized Business (HUB)

Minority disadvantaged and women-owned businesses that are certified by the State as Historically Underutilized Businesses are encouraged to respond to this RFP. Certified HUBs shall receive 5 points on the proposal evaluation. HUB Certification must be included with the proposal to receive these points.

Faith Based Organization Provisions - In accordance with Governor’s Executive Order GWB-96-10, and §2308.303(a)(9), Government Code, a charitable or faith-based organization is eligible to be a contractor on the same basis as any other private organization. A contractor is required to ensure that all funds provided through a contract are expended for allowable activities, and that no expenditures have as their objective the funding of sectarian worship, instruction, or proselytization. A charitable or faith-based provider of services or activities subcontracted and funded under this contract shall reasonably apprise all participants of the following: “Neither the Board’s selection of a charitable or faith-based provider of activities nor the expenditure of funds under this contract is an endorsement of the provider’s charitable or religious character, practices, or expression. If you as a participant object to a particular provider because of its religious character, you may request assignment to a different provider. If you believe your rights have been violated, please discuss the complaint with your provider, or notify the Board.”

If a charitable or faith-based organization establishes a separate account for the government funds provided through this contract, then only the services and activities provided by those funds will be subject to audit.

Proposers must be knowledgeable of the statutes, regulations, rules and policies for WIOA, TANF/Choices and SNAP Food Stamp Employment & Training programs as these pertain and must accurately apply them in developing the RFP response. Information on these programs may be found at Texas Workforce Commission web page https://www.twc.texas.gov.

The contractor selected will be required to assume full responsibility, including all risks and hazards, for all activities and services included in the contract.

5.3 Responsible Contractor

Respondents to this RFP must have technical competence, expertise in management and administration of youth workforce programs and the fiscal management systems to meet the highest standards of public service and fiduciary responsibility. Respondents must have adequate financial and technical resources or the ability to obtain such resources as required during the performance of the Workforce Solutions for the Heart of Texas WIOA Youth Contract.

Additionally, Respondents assure the Board that its performance under the terms and conditions of this Contract will be in accordance with highest integrity and business ethics. If the Board determines, at its sole discretion, that a Contractor is not responsible and/or it does not possess the administrative, financial, and technical resources and capabilities necessary to successfully perform under the terms and conditions of this Contract, it shall terminate the Contract.

5.4 Pre-Award

Respondents to this RFP should possess experience and program knowledge necessary to provide high standards of customer service and satisfaction while maintaining and exceeding program performance standards. The successful applicant will demonstrate in the proposal and through a pre-award review the capacity to perform the requested services and manage funds to the Board’s expectations. Pre-award documents that will be requested include, but are not limited to the following:

· Personnel Policies

· Employee Manual

· Job Descriptions

· Insurance Policies

· Bank Statements

· HR Forms (Timesheet and Application)

· Program Policies

· Audits

· Cost Allocation Plan

5.5 High Risk Contractor

The Board, in its sole discretion, may deem the Contractor a "high risk" if there is serious questions or issues regarding the Contractor's administrative, financial or technical capability in meeting the terms and conditions of this Contract. This may occur if the Contractor: (1) has a history of unsatisfactory performance, or (2) is not financially stable, or (3) has a management system which does not meet management standards as determined by the Board, or (4) has not conformed to terms and conditions of previous awards, or (5) is otherwise not responsible as determined by the Board. In such event, the Board may establish and impose upon Contractor any special conditions and/or restrictions, it deems in its sole discretion, appropriate and necessary for the duration of the Contract period or until such time as the “high risk” status is removed by the Board.

The Board is prohibited from contracting with any entity debarred, suspended, or otherwise excluded from or ineligible for participation. Accordingly, a contract requires contractors to certify that they are in compliance with the Federal regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98-510.

The prospective recipients 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 a Federal department or agency.

PART 6. SUBMISSION PROCEDURAL INFORMATION

6.1. Issuance of Request for Proposal (RFP)

RFP issuance date is Thursday, April 24, 2025. The RFP is available to download from the Board’s website: https://www.hotworkforce.com/home/about-us/business-opportunities/.

6.2. Bidders’ Conference and Questions/Answers

A conference for prospective proposers to learn more about this RFP and to ask questions will be held on Monday, May 5, 2025, at 10:00 a.m. (CST). Attendance at this conference is not mandatory but is strongly recommended. A virtual meeting will be set up, interested parties may participate by emailing procurement@hotworkforce.com for the virtual meeting information. The conference offers potential proposers the opportunity to obtain guidance on the scope and nature of the work required or to ask technical questions.

Questions may be sent prior to the bidders’ conference and through Thursday, May 8, 2025, by 5:00 p.m. Responses will be posted on the Board’s website at www.hotworkforce.com on Thursday, May 15, 2025, and will also be sent to all bidders’ conference attendees. Questions must be emailed to procurement@hotworkforce.com. Responses to written questions will be addressed or in the Q&A provided on Thursday, May 15, 2025.

Board members, Board staff, and associated parties are precluded from entertaining any questions outside the bidders’ conference and/or the written question process described above. Potential applicants are asked to respect these conditions by not making personal requests for assistance. No unauthorized methods or sources of responses or clarification are considered valid. Any violation of this process may disqualify an applicant.

6.3. Courtesy Letter of Intent to Submit Proposal

The Board requests proposers to submit a notice of intent to submit proposal by 5:00 p.m. on Thursday, May 15, 2025. This is not a mandatory step for proposers and submitting the notice of intent to submit proposal does not commit the proposer to submit a proposal, but it does give the Board the opportunity to plan and anticipate the number of expected proposals. All notices regarding this procurement will be sent directly to all proposers submitting the notice. Letter of Intent must be emailed to procurement@hotworkforce.com.

6.4. Proposal Submissions

Proposers must submit entire proposal organized following the sequence of submission (see section 8.6 Sequence of Submission) in PDF format, in a single folder titled with your organization’s name and the date submitted, e.g., "My_Company_5-29-2025" by Thursday, May 29, 2025, 1:00 p.m. (CST) to https://hotwdb.app.box.com/f/df44147db16d4772a069f5db34db5671. Should you run into issues when trying to submit, please contact (254) 296-5386 or procurement@hotworkforce.com. It is recommended that you allow yourself plenty of time to submit electronically.

Timely delivery of proposals is the sole responsibility of the Proposer. Proposals must be received by the deadline - May 29, 2025, 1:00 p.m. Workforce Solutions for the Heart of Texas is not responsible for late proposals. Disputes concerning late or non-delivered proposals cannot be appealed.

Any modifications or amendments to a proposal (i.e. one already submitted prior to the deadline) must also comply with the above requirements and the response deadline. Any proposals or amendments delivered/received after the deadline date and time will not be considered and will be deemed as late and non-responsive to the RFP procurement process – no exceptions. Proposals or amendments received after the deadline will not be reviewed.

PART 7. SELECTION PROCESS

7.1 Method of Procurement and Solicitation Process

This is a competitive procurement utilizing the “Request for Proposals” method and as such, award does not have to be given to the lowest priced proposal, but rather to the offeror submitting the most responsive proposal satisfying the Board’s evaluation criteria. This RFP document and procurement process complies with all applicable Federal, State (TWC FMGC) and local policies governing procurements under the grant funds to be contracted as a result of this process. This procurement provides a standardized method of ensuring open, free, maximum competition in the solicitation for WIOA Youth services in the Workforce Solutions for the Heart of Texas region. This document contains the necessary background, requirements, instructions, specifications for submitting a response to this solicitation, and the proposal evaluation/selection process. This is not a purchase agreement, contract, or commitment to purchase the solicited services, nor does it obligate the Board to pay for any costs incurred in preparation of a response to this RFP.

Contractual obligations will be negotiated with the successful proposer. Failure to successfully agree on the terms, conditions, and obligations within 30 days can result in termination of negotiations for a contract, and the Board reserves the right to open negotiations with the second highest ranked offeror. Additionally, the Board reserves the right to withdraw or reduce the amount of an award if there is misrepresentation of the applicant's ability to perform as stated in the proposal/contract.

7.2 Standards of Review for Proposals

Selection of the Contractor shall be in accordance with federal procurement principles and the TWC Financial Manual for Grants and Contracts, which requires “full and open competition”, fair and equal treatment, and “arm’s length” relationships with all potential applicants. The selection process used by the Board is intended to help the Board identify the most qualified and responsive proposal for WIOA Youth Services contract negotiation. The selection process has four parts:

1. A proposal must meet minimum standards before being considered for further evaluation:

· Submitted by the deadline;

· Contains all required elements, required signatures on the Original; complete USB copy of proposal documents submitted, and;

· Format complies with proposal instructions, including but not limited to formatting instructions, narrative instructions, and submission order and budget instructions.

· Contains no evidence of conflict of interest.

2. All responsive proposals will be subject to review and scoring. The Board will utilize qualified independent evaluators to review and score each responsive proposal using a standardized instrument. Evaluators will award proposals scores for specific criteria with the highest possible total being 105. Proposals that contain all of the required elements will be deemed responsive and eligible for contracting if they score at least 75 points based on the evaluation criteria listed below. Proposals will be ranked from highest to lowest average score. The entity with the highest overall average score will either be approved or disapproved by the Board. Once approved, if negotiations are not successful with the top ranked vendor, negotiations may begin with the next vendor in the order of the ranking until a contract is reached or the Board has rejected all proposals.

3. The bidder authorized representative may withdraw the submitted proposal prior to the deadline by written request sent by registered mail or in person, provided that the identity and authority of the individual making the request is made known and a receipt for the return of the proposal is provided.

7.3 Evaluation Criteria

Points will be awarded based on the thoroughness of proposal elements in response to the RFP and the consistency of the proposal with those elements. The Board will evaluate proposals and rank vendors based on the following four criteria areas and weights; the description of each criteria follows:

CRITERIA

MAXIMUM

POINTS

(1) Organizational Capability, Capacity and Demonstrated Experience/Effectiveness

(2) Design and Approach

(3) Financial Experience and Organizational Stability

(4) Budget

(5) Value Added

(6) HUB

TOTAL POINTS AVAILABLE

Organizational Capability, Capacity and Demonstrated Experience/Effectiveness: 30 Points Capability refers to the organization’s ability to accomplish its work through the knowledge, skills, and abilities of its people (i.e. qualifications and experience of staff). Capacity refers to the organization’s ability to ensure sufficient staffing, work processes, technology, etc. to successfully deliver services. Though not discounting the importance of knowledge and experience, the proposer must make clear how they will be an asset to the Board in achieving local goals and objectives through rigorous management, continuous improvement and excellence in the provision of WIOA Youth services. Reviewers will look closely at proposer’s capacity to deliver WIOA Youth services, current/past programmatic and fiscal performance to include participant levels, status of performance measures, status of corrective action plans, status of monitoring reports, expenditure levels, timely submittal of invoices and closeouts.

The proposing entity must demonstrate a history of successfully providing the same or similar services to those specified in the RFP, specifically relating to the types of activities, targeted populations, performance outcomes (measures/targets), contractual compliance, etc. and resolution of monitoring/audit issues. The evaluation for proposers with experience in youth services will include a review of staff development and support activities.

Design and Approach: 20 Points This area will examine the proposed overall approach, design, strategies, processes, etc. in delivering WIOA Youth services in support of the Board’s mission, vision, goals, expectations, etc. The successful proposer must demonstrate a thorough understanding of workforce-targeted programs and services offered in the Heart of Texas region. The innovative youth workforce system design must meet the needs of employers, youth, and partner agencies and show collaboration to provide the WIOA fourteen program elements. The successful proposer will also work to continuously improve performance and services. The bidder will utilize the information described in Part 3 WIOA and General Information of this RFP, that indicates some of the WIOA strategies and references to providing an innovative youth system. Proposers must have a comprehensive approach to staff development and enrichment. The proposer must demonstrate understanding of performance measures and the ongoing management of these measures.

Financial Experience and Organizational Stability: 25 Points The proposing entity must demonstrate that it is in sound financial condition and has effective fiscal and administrative management systems, fiscal organizational structures, financial resources, financial capacity, and fiscal knowledge in accordance with federal, state and generally accepted accounting practices. This Criterion also includes demonstrating effective financial performance under contracts with Workforce Development Boards, preferably in Texas, by meeting all fiscal expenditure goals and the ability to utilize funds to derive organizational strategic objectives. (See TWC Rule 801.54). The proposer must have the ability to secure at least 10% of the contract total.

Budget: 20 Points Bidders will submit a one-year budget for this RFP. Budgets will be reviewed to determine that proposed costs are reasonable, necessary, allocable and allowable. Cost reasonableness will be determined by comparing each proposer’s proposed cost to other proposals, and to existing market rates paid for WOIA Youth services in Texas. Other areas of review shall include but not limited to the following: cost allocation methodology, competitive indirect rate or management fees, overhead costs, profit, budget narrative and justification of costs, in-kind or matching funds.

All associated costs should be included in the proposed budget including WIOA Youth staff, Educational Outreach staff, all corporate management staff and fees, quality assurance, indirect costs and profit, if applicable. All overhead costs corporate and local shall be allocated to the benefitting cost objectives (programs, cost categories, budget line items, etc.) using a direct charge method in lieu of an indirect cost rate.

The amounts and allocation methods of all overhead, corporate, direct services, and any other costs directly or indirectly benefitting this project shall be documented in an FMGC Chapter 11 compliant cost allocation plan.

This criterion also relates to the proposer’s capability to bring value added tools, processes and resources that are above and beyond and will enhance what is basically required to operate the WIOA Youth Program.

Value Added: 5 points Proposers may list and describe in their Narrative the proposer’s capability to bring additional tools, processes and resources that are above and beyond and will enhance what is basically required to operate the centers.

Historically Under-utilized Business: 5 Points A current signed certification for the proposing lead entity must be submitted to receive the 5 points allocated to these criteria. Pending certifications will not be considered.

7.4 Proposer Inquiry and Appeals Process

The Board is the responsible authority for handling complaints or protests regarding the procurement and proposal selection process. This includes, but is not limited to, disputes, claims, protests of selection or non-selection for award, or other matters of a contractual or procurement nature. Matters concerning violation of laws shall be referred to such authority, as may have proper jurisdiction.

All proposers will be notified in writing of the final results of the procurement process within ten (10) working days of the decision of the Board. Proposers not selected by this procurement process may appeal the decision by submitting a written Notice of Appeal to the Board within ten (10) working days following the receipt of Board notification of the procurement decision. This written notice must clearly state that it is an appeal and identify (1) the funding decision being appealed; (2) the name, address, phone and fax number (if available) of the appealing party(ies); and (3) the specific grounds of the appeal. The Notice of Appeal must be sent by registered mail or hand delivered (a receipt will be issued) and addressed to:

The Heart of Texas Workforce Development Board, Inc.

Attn: Aquanetta Brobston, Quality Assurance/EO Officer 801 Washington, Suite 700 Waco, TX 76701 Dated Material Enclosed

Facsimile or email shall not be accepted at any stage of the appeals process. Written acknowledgement of receipt of the Notice of Appeal will be provided to the appealing party within three (3) working days of receipt of the Notice of Appeal. Such acknowledgement will include specific instructions for completing the appeals process and the date, time and place of the next step, the Informal Hearing.

The filing of an appeal within the specified time frame and in the manner required is a non-waivable requirement.