ESBD_511794_1777674433465_RFP2026-003 Solicitation.pdf

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Request for Proposal #2026-003

Child Care Services Management and Operations

Solicitation

Released by Workforce Solutions North Texas Board

Issued May 1, 2026

KEY DATES

Letter of Intent to Bid (LOI) Due May 14, 2026 4:00 p.m. CST Deadline for Submitting Questions May 14, 2026 12:00 p.m. CST Proposals Due June 15, 2026 4:00 p.m. CST

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Table of Contents

Section 1: Introduction and Background

Section 2: General Requirements and Purpose for the Proposal

Purpose of the Request for Proposal (RFP)

Objectives

Governing Provisions and Limitations

Administrative Requirements and Other Limitations

Scope of Work

Eligible Proposers

Ineligible Proposers

Proposer Competency

Activities and Services Solicited in this RFP

Activities and Services Not Solicited in this RFP

Benefits

Performance Measures

Customers Served

Contract Timeline

Information Technology (IT) Requirements

Transition Planning

Equal Opportunity / Nondiscrimination

Funding

Budget

Quality Assurance

Outstanding Monitoring, Audit, or Legal Concerns

Debrief, Grievances, and Appeals Process

Section 3: Submission of RFP Information

Proposal Requirements

Proposal Submission

Confidentiality Notice

Submission Order

RFP Schedule of Events

Letter of Intent to Bid (LOI)

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Required Documents: Application Packet

General Instructions and Submittal

Questions and Answers (Q&A)

Withdrawal of Application

Amendment of Application

Section 4: Selection Process

Evaluation Process

Board Review and Selection

Important Notes

Evaluation Criteria

Selection and Award Announcement

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Section 1: Introduction and Background

Workforce Resource, Inc., doing business as Workforce Solutions North Texas (WSNT), is pleased to announce an opportunity for service providers to participate in a Request for Proposals (RFP) process. This solicitation aims to enhance child care services (CCS) offered in the North Texas region, ensuring that both families and child care providers are supported effectively. WSNT mission is to place North Texans in jobs and equip workers with skills that foster economic development. Interested parties are encouraged to submit their proposals and inquiries to contribute to the economic development of the region.

Introduction WSNT welcomes potential bidders to engage in this RFP process, designed to foster collaboration and innovation in child care services across the North Texas region. In an effort to streamline the proposal development process, WSNT invites bidders to submit any questions regarding the RFP and its procedures via email by no later than 12:00 noon on May 14, 2026.

Background Workforce Solutions North Texas (WSNT) is a publicly funded, non-profit organization which serves as the leadership and governing body for workforce development and child care programs in North Texas, dedicated to bridging the gap between job seekers and businesses in the region. Funded through allocations from the U.S. Department of Labor, U.S. Department of Health and Human Services, and U.S. Department of Agriculture, WSNT receives its funding via the Texas Workforce Commission. The organization serves eleven (11) Texas counties, including Archer, Baylor, Clay, Cottle, Foard, Hardeman, Jack, Montague, Wichita, Wilbarger, and Young.

WSNT operates with a mission to connect businesses with skilled employees and empower job seekers with the necessary skills and resources to thrive in the global job market. Underpinning this mission is the guidance and leadership of a local Workforce Board. This board, certified by Governor George W. Bush in December 1996, comprises representatives from local businesses, educational institutions, and community organizations. WSNT was designated as a not-for-profit, 501(c)(3) organization in 1997, further affirming its commitment to public service.

In line with its mission, WSNT focuses on providing targeted support to populations facing significant barriers to employment. These include:

• Veterans and military spouses,

• Foster youth,

• Low-income adults,

• Dislocated workers,

• Disadvantaged youth, RFP2026-003 WSNT Child Care Services Management and Operations Solicitation RFP Page 5 of 31

• Unemployment insurance claimants,

• Individuals on public assistance,

• Individuals with disabilities, and

• Those with low literacy and limited English proficiency.

By offering coordinated service options, WSNT aims to prepare these populations for employment, support their career advancement, and aid in job retention.

WSNT is committed to creating futures by bringing people and jobs together, ultimately contributing to the economic vitality of North Texas. Potential bidders have a unique opportunity to partner with WSNT in this endeavor, bringing their expertise and innovation to the forefront in support of a stronger workforce.

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Section 2: General Requirements and Purpose for the Proposal Purpose of the Request for Proposal (RFP) The Workforce Solutions North Texas (WSNT) Board is issuing this Request for Proposals (RFP) to identify and engage an eligible, qualified, and experienced entity to manage and operate the Child Care Services (CCS) Office in the North Texas Workforce Development Area (WDA). The selected proposer will provide child care placement and child care provider support and mentorship to programs funded through the local Workforce Board. Child care services are support services for workforce employment, job training, and other services under Texas Government Code, Chapter 2308, and Texas Administrative Code, Chapter 809.

Objectives The primary objective of this RFP is to establish a contractual relationship with a single entity that will assume responsibility for the effective operation and management of the Child Care Services (CCS) program and associated services. The selected subrecipient will be entrusted with the following responsibilities:

• MANAGEMENT AND STAFFING: Oversee the management and staffing of the CCS system, ensuring the delivery of efficient and effective services to families and child care providers.

• COORDINATION WITH CO-LOCATED AGENCIES: Collaborate with other agencies and programs located within the Workforce Centers, such as Veterans Employment Services, Adult Education and Literacy, and Vocational Rehabilitation Services, to ensure a seamless and integrated service delivery system.

• PROGRAMMATIC RESPONSIBILITIES: Administer and monitor CCS programs, ensuring compliance with fiscal and administrative requirements, while achieving programmatic goals.

• COORDINATION OF CHILD CARE SERVICES (from TAC title 40 chapter 809 §809.14)

(a) A Board shall coordinate with federal, state, and local child care and early development programs and representatives of local governments in developing its Board plan and policies for the design and management of the delivery of child care services, and shall maintain written documentation of its coordination efforts. (b) Pursuant to Texas Education Code, §29.158, and in a manner consistent with federal law and regulations, a Board shall coordinate with school districts, Head Start, and Early Head Start program providers to ensure, to the greatest extent practicable, that full-day, full-year child care is available to meet the needs of low-income parents who are working or attending a job training or educational program. (c) Pursuant to Texas Labor Code, §302.00436, a Board shall inform the local school districts and open-enrollment charter schools in the Board's workforce area regarding opportunities to partner with child care providers in the Board's area to expand access to and provide facilities for prekindergarten (pre-K) programs.

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Procurement Method

The services solicited under this RFP are procured through a competitive negotiation method.

WSNT intends to negotiate a subaward with the successful proposer, which will establish a subrecipient relationship involving comprehensive fiscal, administrative, monitoring, and programmatic responsibilities for workforce development programs in the region.

Contract Award

The Board anticipates awarding one contract for the management and operations of the CCS office. Any modifications to the scope of work or resultant contract will be contingent upon the availability of funds, successful contract negotiations, adherence to applicable procurement standards, and compliance with the laws, rules, regulations, and policies governing the funded programs under this RFP.

This RFP represents an opportunity to contribute significantly to the workforce and child care development efforts in North Texas, fostering an environment of collaboration and innovation to meet the evolving needs of families and child care providers in the region.

Governing Provisions and Limitations

1. The purpose of this RFP is to ensure uniform information is provided in the solicitation of proposals for the operation and management of Child Care Services. This RFP is not to be construed as a purchase agreement of contract or as a commitment of any kind; nor does it commit Workforce Solutions North Texas (WSNT) to pay for costs incurred in the preparation of a response or any other costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by Workforce Solutions North Texas (WSNT).

2. WSNT reserves the right to accept or reject any or all proposals received, to cancel and/or reissue this RFP in part or in its entirety.

3. WSNT reserves the right to award a contract for any item/services or group of items/services solicited in this RFP in any quantity WSNT determines is in its best interest.

4. This is a negotiated procurement utilizing the Request for Proposal method, and, as such, the selection and award of a contract does not have to be made to the respondent submitting the lowest priced offer or highest score/ranking, but rather to the respondent submitting the most responsive proposal that satisfies WSNT’s requirements and is determined to be in WSNT’s best interests.

5. WSNT reserves the right to waive any defect in this procurement or to correct any error(s) and/or make changes to this solicitation as it deems necessary.

6. WSNT reserves the right to request additional information, clarification, or explanation of any aspect of a response to this RFP.

7. WSNT reserves the right to negotiate the final terms of any and all contracts or agreements with proposers selected; and any such terms negotiated as a result of this RFP may be renegotiated and/or amended in order to successfully meet the needs of

WSNT.

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8. WSNT reserves the right to contact any individual, agency, employer, or grantee listed in a proposal, to contact others who may have experience or knowledge of the proposer’s relevant performance and/or qualifications, and to request additional information from any and all proposers.

9. WSNT reserves the right to conduct reviews of records, systems, procedures, credit and criminal background checks, etc., of any entity selected for funding. This may occur prior to or subsequent to the award of a contract agreement. Any misrepresentation of a proposer’s ability to perform as stated in the proposal may result in the disqualification of the proposer or the cancellation of any contract or agreement awarded as a result of the

RFP.

10. WSNT or its designee will conduct a pre-award review of the selected proposer prior to the execution of a final contract.

11. WSNT reserves the right to withdraw or reduce the amount of any award or to cancel any contract or agreement resulting from this procurement due to inadequate funding from TWC or due to legislative changes.

12. WSNT reserves the right to impose and or negotiate, as appropriate, additional requirements and refinements to the terms and conditions, scope of work, performance measures, and funding amounts during the course of any contract.

13. Proposers shall not, under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to any board member, officer, employee, or agent of WSNT for the purpose of having an influencing effect on this procurement.

14. Proposers 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 WSNT, or elected official for the purpose of having an influence effect on this procurement.

15. Proposer shall not engage in any activity which would restrict or eliminate competition.

Violation of this provision may cause a proposer to be disqualified. This does not preclude partnerships, consortiums, joint ventures, or subcontracts.

16. No board member, officer, employee, or agent of WSNT shall participate in the selection, award or administration of a contract supported by Board funds if a conflict of interest, real or apparent, exists.

17. All proposals must be an original work product of the proposing entity. The copying, paraphrasing or otherwise using substantial portions of the work product of others and submitted hereunder as original work of the proposer is not permitted. Failure to adhere to this instruction may cause the proposal to be disqualified and rejected.

18. All proposals and accompanying attachments will become the property of WSNT after submission (unless withdrawn before the submission deadline) and will not be returned.

19. The contents of a successful proposal may become a contractual obligation if selected for award of a contract. Proposers must intend to fulfill all of the representations made in their proposal. Failure of the proposer to accept this obligation may result in cancellation of the award. No plea of error or mistake shall be available to a successful proposer as a basis for release of proposed services at the stated price/cost. Any damage incurred by WSNT, as a result, of a successful proposer’s failure to contract may be recovered from the proposer.

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20. WSNT reserves the right to deem non-responsive or disqualify any proposal that, in its sole determination, does not comply with or conform to the terms, conditions, and/or requirements of this RFP.

21. A contract with the selected proposer may be withheld, at WSNT’s sole discretion, if issues of contract or questions of non-compliance, or questioned/disallowed costs exist, until such issues are satisfactorily resolved. WSNT may withdraw award of a contract if the resolution is not satisfactory to WSNT.

Administrative Requirements and Other Limitations

1. Employees of a subrecipient are subject to the exclusive control and supervision of the subrecipient. The subrecipient is solely responsible for oversight, management, supervision, hiring, discipline, termination, training, evaluation, etc., for its employees.

2. Subrecipients must have a single audit performed annually by an independent auditor in accordance with the requirements set forth in the TWC Financial Manual for Grants and Contracts. A copy of the audit, including the management letter, must be submitted to Workforce Solutions North Texas (WSNT). WSNT reserves the right to conduct or cause to be conducted an independent audit of all funds received under a contract issued by WSNT, notwithstanding the afore-mentioned requirement. Such audits will be conducted in accordance with applicable laws, rules, regulations, and established professional standards and practices.

3. Subrecipient must agree to comply with all rules, policies, directives and plans issued by WSNT and the Texas Workforce Commission.

4. Subrecipient shall be responsible for ensuring compliance with all applicable laws, rules, regulations, policies, and directives governing the programs identified under this RFP.

5. All subrecipients are subject to compliance monitoring (fiscal and program). At any time during normal business hours, and as often as deemed necessary, staff of WSNT, TWC, the U.S. Department of Labor, Health and Human Services, other State and Federal agencies, or their duly authorized representatives shall have complete access to any and all records or papers that are related to a contract resulting from this RFP for the purpose of verifying performance and compliance with contractual terms and conditions, and applicable laws, rules, regulations, and policies.

6. Subrecipients must provide timely reports or information on clients, finances, performance, and program operations as may be requested or required by WSNT.

7. Subrecipients will be responsible for maintaining the physical appearance and condition of WSNT CCS offices as well as equipment and furnishings.

8. Subrecipients shall be responsible for meeting or exceeding all assigned state, federal and local performance measures associated with programs that are part of this RFP and any resulting contract. Subrecipients shall also be responsible for any changes in performance measures that may occur during the contract period.

9. Subrecipients will be required to prepare and maintain participant and financial records in accordance with policies and instructions issued by WSNT. All records from a program and/or contract year must be retained for three (3) years from the date closeout reports are submitted and accepted by WSNT, unless any litigation, claim, negotiation, audit or

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10. Subrecipients will be required to maintain a paperless case file for each CCS program family and provider in Texas Child Care Connection (TX3C) and Work in Texas (WIT) in accordance with standards established by The Texas Workforce Commission and

WSNT.

11. Subrecipients are required to input data of CCS customers into the designated data reporting system TX3C and WIT in accordance with policies and directives issued by WSNT and/or TWC. Subrecipients will be responsible for ensuring the integrity of all data, records and reports. Subrecipient must ensure that all data is entered in a timely and accurate manner.

12. Subrecipients will be expected to fully cooperate with WSNT in planning and implementing any changes to the Child Care Services delivery system, as deemed necessary and appropriate by WSNT.

13. Subrecipients will be expected to fully cooperate with WSNT in the development and implementation of partnerships and collaborations with other community organizations to maximize resources and services for the benefit of CCS customers. This includes any Memorandum of Understanding (MOU) or other agreement as may be entered into by WSNT. This does not preclude the subrecipient from initiating such partnerships on their own.

14. Subrecipients must ensure that CCS Staff will be required to be physically located at WSNT’s workforce center, at a minimum of Monday through Friday, from 8:00 a.m. to 5:00 p.m. (CST), except for authorized holidays or other authorized closures, and at such other times the Board deems necessary to meet local need for services. WSNT may require all or specific centers to maintain extended hours of operation, including weekends. Proposers may propose additional/extended service hours.

15. Any and all purchases/procurements of goods and services by a subrecipient with funds received under a contract issued WSNT must comply with all applicable federal, state and local laws, rules, regulations, and policies, including the requirements specified in the TWC Financial Manual for Grants and Contracts.

16. The subrecipient must ensure that centers are adequately staffed at all times during the duration of the contract to provide required services and activities as specified in this

RFP.

17. Indirect Rates or Management Fees must meet the requirements specified in the TWC Financial Manual for Grants and Contracts. Rates and fees must be supported by appropriate documentation. Indirect rates must be approved by a cognizant agency.

Indirect cost rates or management fees charged to a contract will be negotiated.

18. Profit (in the case of for-profit entities only) or a performance bonus (for non-profit entities) is an allowable cost. Profit or performance bonus will be negotiated.

19. Proof of insurance is not a requirement for the submission of a proposal, but selected proposers will be required to obtain all insurances specified in this RFP and provide the Board with proper certificates or policies prior to commencing work under a contract resulting from this RFP. WSNT must be listed as the insured on each policy.

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20. Worker’s Compensation insurance on all of subrecipient’s employees and program participants enrolled in activities in which participants qualify as “employees,” that complies with all provisions of the Texas Worker’s Compensation Act. If self-insured, the subrecipient must warrant that it will maintain coverage sufficient to cover any liability as specified above. If the subrecipient is a state agency and is self-insured, then the subrecipient must be able to pay any obligation that it incurs from performance under a contract resulting from this RFP.

21. Subrecipients must ensure that all activities and services provided pursuant to an executed contract comply with the requirements of Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, with respect to physical and program accessibility.

22. Subrecipient must ensure that all activities and services provided comply with the following requirements. Pursuant to 2 C.F.R. §200.432, subrecipients will be held accountable to the requirements for conference and conference space. Pursuant to 15 U.S.C. § 2225a, subrecipients must ensure that all space for conferences and conventions or training seminars funded in whole or in part with federal funds complies with the protection and control guidelines of the Hotel and Motel Fire Safety Act (Pub. L.

101-391, as amended).

23. Ensure hearings, complaints and appeals from customers and providers will be in accordance with and guided by the WSNT policies and procedures in accordance with TWC guidelines.

24. Subrecipient shall inform the Board, in writing, regarding the receipt of additional funding that may have an effect upon the provision, quality, or cost of providing services under this contract.

25. Subrecipients must conduct all programs and services in accordance with the provisions of the following laws:

• Titles VI & VII of the Civil Rights Act of 1964, as amended;

• The Age Discrimination in Employment Act of 1967, as amended;

• Americans with Disabilities Act of 1990, as amended;

• Texas Commission on Human Rights Act, as amended;

• Equal Pay Act of 1963, as amended;

• Pregnancy Discrimination Act of 1978;

• Non-Traditional Employment for Women Act of 1991, as amended;

All applicable rules and regulations issued under these laws. Subrecipients shall not deny the benefits of any program, activity or service to any person, and are prohibited from discriminating against any employee or applicant for employment on the basis of race, color, national origin, sex, sexual orientation, religion, age, physical or mental disability, temporary medical condition, political affiliation, belief or any other characteristic covered by state or federal law.

26. Prohibited Technologies: In accordance with the Governor’s directive, all individuals joining meetings virtually or visiting WSNT facilities in person, must adhere to the required Model Security Plan for Prohibited Technologies that seek to protect the State’s sensitive information and critical infrastructure from technology that poses a threat to the

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State of Texas. Prohibited devices may include cellular telephones, laptops, desktop computers, and other devices capable of internet capabilities. For a complete list of prohibited devices and apps please reference: https://dir.texas.gov/information-security/prohibited-technologies.

27. Cyber Security: Subrecipient’s cyber security standards will adhere to the Texas DIR standard, NIST 800.53 (or most recent version), TWC WD Letters, and include but are not limited to the Texas Government Code 2054.077.

Scope of Work The Board seeks a subrecipient to deliver allowable services and activities under various funded programs, ensuring alignment with the Board's mission and goals, as well as Texas Workforce Commission (TWC) performance measures.

Programs and Services

The subrecipient will oversee the implementation and management of the following programs funded by the Board:

• Child Care Client Services

• Child Care Provider Services which include the Texas Rising Star quality program

• Child Care Quality Improvement Activities

Subrecipient Responsibilities

• SERVICE DESIGN AND DELIVERY: Develop a seamless and integrated service delivery system that maximizes customer satisfaction and promotes ease of access for all Workforce Solutions customers.

• STAFF MANAGEMENT: Provide day-to-day direction and integration of CCS staff in collaboration with WSNT Career Centers and co-located partner agencies.

• PERFORMANCE ACHIEVEMENT: Contribute to achieving the Board's mission, goals, and TWC contracted performance measures.

• CUSTOMER SATISFACTION: Ensure high levels of customer satisfaction through efficient and effective service delivery.

Expected Outcomes

The subrecipient is expected to:

• Design and operate a cohesive service delivery system that meets the needs of the community.

• Achieve or exceed performance measures as outlined by the Board and TWC.

• Foster strong partnerships with local child care providers, educational institutions, and community organizations to enhance service delivery.

• Adapt to new programs and services as they are introduced to meet evolving workforce needs.

https://dir.texas.gov/information-security/prohibited-technologies https://dir.texas.gov/information-security/prohibited-technologies

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The Board seeks a provider capable of delivering a robust and customer-focused workforce and child care development system. This system should seamlessly and effectively integrate services, maximize customer satisfaction, and support the community's child care and workforce needs.

Eligible Proposers Eligible proposers may include the following:

• Individuals, private or public entities, including for-profit, nonprofit, and community-based organizations.

• Partnerships/consortiums/joint ventures

• Managing Director/PEO model proposals

Additional Considerations for Eligible Proposers

PARTNERSHIPS, CONSORTIUMS, OR JOINT VENTURES: These entities can submit proposals if all parties are eligible proposers and a signed certification (Attachment D:

Certification of Bidder) is obtained from each party attesting to their agreement to all terms of the proposal and any resulting contract, if awarded.

Proposals from partnerships, consortiums or joint ventures must clearly identify the lead entity that will be responsible for overall operations, financial accountability, legal obligations, and all reporting requirements. A copy of the partnership/consortium/joint venture agreement must be submitted as part of the proposal. The agreement must detail the roles and responsibilities of each party to the agreement. WSNT reserves the right to have such arrangements reviewed by legal counsel to ensure that they are legally binding.

MANAGING DIRECTOR/PROFESSIONAL EMPLOYER ORGANIZATION MODEL (MD/PEO):

Proposals can be submitted using this model, with the contract between the Board and the entity employing the Managing Director is in place before submission and included with the proposal. The proposing MD/PEO entity is solely responsible for staffing.

If submitting a proposal under MD/PEO model, an existing agreement should be included, or a plan for obtaining one should be described in detail including timeline and potential staffing companies.

Ineligible Proposers Certain entities are not eligible to respond to the RFP due to various restrictions and regulations:

• INDIVIDUALS: Single persons are not eligible to submit proposals.

• DEBARRED OR SUSPENDED ENTITIES: Entities that are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in any procurement or non-procurement programs by any Federal department or agency are not eligible to respond to this RFP.

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• ENTITIES WITH OUTSTANDING FINANCIAL OBLIGATIONS TO THE STATE: Entities with outstanding Unemployment Insurance overpayment balances to the State of Texas;

or for-profit corporations delinquent in franchise tax payments to the State of Texas.

• ENTITIES PROVIDING DEVELOPMENTAL SERVICES: Those that directly offer training or education services.

• ELEMENTARY AND SECONDARY SCHOOLS: These institutions are not eligible to become Workforce Center operators.

Proposer Competency The selected subrecipient must demonstrate technical competence, knowledge, expertise, as well as management and administrative capabilities and capacity. This includes having a qualified professional staff, sufficient financial resources and stability, and effective administrative and fiscal systems to fulfill the requirements outlined in the RFP. Proposers are expected to uphold high standards of public service and fiduciary responsibility.

Integrity and Ethics

The Board requires assurances that the proposer performs all contract terms and conditions with the utmost integrity and business ethics. The subrecipient should also be capable of implementing a self-monitoring system, which includes reviewing key data related to performance, quality assurance, financial integrity, accuracy, and management of CCS operations.

Knowledge and Compliance

Prospective subrecipients must be knowledgeable about all relevant laws, regulations, rules, and policies associated with the funding sources identified in the RFP. WSNT will provide necessary training on any Board-specific documents, policies, and procedures to the selected subrecipient. For reference, relevant statutes and regulations can be accessed through the Texas Workforce Commission website at https://www.twc.texas.gov/agency/laws-rules-policy.

• TAC/TWC Rules: https://www.twc.texas.gov/agency/laws-rules-policy/rules-adoptions-proposals

• TWC Program Guides: https://www.twc.texas.gov/agency/workforce-development-boards/guides

• TWC Policy Issuances: https://www.twc.texas.gov/policy-letters

• General Administrative, Cost, and Audit Requirements for Grants:

https://www.twc.texas.gov/agency/grant-administration-financial-reporting

Board's Discretion

The Board reserves the right to assess the responsibility of the potential awardee. If the Board determines that a proposer lacks the necessary administrative, fiscal, and/or technical resources and capabilities to successfully execute the contract, it will not enter into a contract with that proposer. Any existing contracts will be terminated immediately if these deficiencies are discovered post-award.

https://www.twc.texas.gov/agency/laws-rules-policy https://www.twc.texas.gov/agency/laws-rules-policy/rules-adoptions-proposals https://www.twc.texas.gov/agency/laws-rules-policy/rules-adoptions-proposals https://www.twc.texas.gov/agency/workforce-development-boards/guides https://www.twc.texas.gov/agency/workforce-development-boards/guides https://www.twc.texas.gov/policy-letters https://www.twc.texas.gov/agency/grant-administration-financial-reporting

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Activities and Services Solicited in this RFP The services solicited in this RFP include operation and management of WSNT Child Care Services (CCS). The operation of CCS includes, but is not limited to, the provision of allowable services and activities funded by the WSNT Board as summarized beginning on page 11 under Scope of Work.

Other program services may be included based upon availability of funds for use at the CCS level. WSNT reserves the right to assign the selected subrecipient responsibility for managing additional workforce programs/services based on additional funds that may be awarded or made available to the Board.

Activities and Services Not Solicited in this RFP The following programs, functions, activities, and services are not solicited under this RFP:

• Facilities to house operations,

• Equipment for operation of the Workforce Centers, including fax machines, telephones, copiers, printers, furniture, and computer systems (desktops/laptops/servers),

• General IT services including IT personnel to assist with break/fix tasks, general service requests, infrastructure capacity planning, and maintenance.

• WSNT-owned vehicle insurance; however, maintenance and upkeep of WSNT-owned business use vehicles is the responsibility of the subrecipient.

Benefits WSNT is committed to maintaining a program that demonstrates consistent quality and exceptional performance. To meet this commitment, the successful proposer shall maintain a stable, qualified, and effective staffing structure throughout the term of the contract.

WSNT places a high priority on the suitability, qualifications, and performance of Child Care Services (CCS) staff assigned to this contract. During the initial six-month probationary period following contract award, subrecipient is to review staffing assignments as necessary to ensure alignment with program requirements and performance expectations.

The subrecipient shall ensure that staffing changes are implemented in a manner that maintains continuity of services and does not disrupt service delivery or negatively impact program quality.

Proposer Expectations

Proposers are expected to provide benefits comparable to those currently offered to Workforce Center staff. If proposing an alternative benefits structure, proposers must describe any variations clearly.

Current Benefits Overview

MEDICAL, LIFE, VISION, AND DENTAL INSURANCE

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Regular full-time employees receive health, life, dental, and vision insurance with a majority of the premiums paid by the employer. There are two plan options for medical that employees can choose from including a high-deductible/HSA plan or a low-deductible/co-pay plan and the minimum cost to employees is payroll deducted.

Dental, Vision and a $25,000 life/AD&D policy are fully paid for by the employer. The company also provides a dependent care FSA plan fully covered by the employer. There are optional policies including additional life insurance, long term disability, critical illness, and accident insurance that employees pay at 100%. These supplemental plans are also payroll deducted.

Additionally, the company provides a health concierge plan that includes telemedicine benefits, tele-counseling benefits, and an EAP plan for all regular full- and part-time employees at no cost to the employee.

RETIREMENT AND COMPENSATION

• Retirement Plan: All regular full-time and part-time employees are eligible to participate in the Retirement Plan. Employees may contribute up to the maximum allowed by law.

Employer contributes a match up to 5% based on the employee's contribution.

• Workers’ Compensation: Employees are covered by the Workers' Compensation Insurance Program, which provides medical and salary continuation payments for Bona fide, on-the-job, work-related injuries.

• Social Security: All employees are covered by Social Security.

• Unemployment Insurance: All employees are included under the Texas Unemployment

Compensation Insurance Program, which offers payments for unemployed workers under certain circumstances.

LEAVE AND HOLIDAYS

• Holidays: Designated by the WSNT Board, holidays are days when WSNT offices are closed. Employees receive their normal rate of pay for these holidays. In the current year, employees will receive 14 paid holidays which includes one (1) floating holiday to be scheduled at the employee’s discretion.

• Annual Leave: All regular employees accrue paid time off which includes vacation and sick leave.

Regular, full-time employees earn annual/vacation leave as follows:

o 0-3 years of service: Earn 3.7 hours per biweekly pay period.

o 4-10 years of service: Earn 4.6 hours per biweekly pay period.

o 11 or more years of service: Earn 5.2 hours per biweekly pay period.

o Part-time employees receive a proportionate amount based on their hours worked

Regular, full-time employees earn 3.7 hours sick leave per biweekly pay period regardless of years of service. Part-time employees receive a proportionate amount of sick leave based on their hours worked.

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• Additional Leave Types Currently Offered: Jury/Witness, Bereavement, Voting, Inclement Weather, and other emergency leave

This structured benefits package underscores WSNT's commitment to employee welfare and the stability of its workforce, contributing to the organization's overall effectiveness and quality of service.

Performance Measures Annually, WSNT receives proposed targets from the Texas Workforce Commission (TWC).

Targets are generally (a) based on past performance, or (b) set exactly the same for every Workforce Area in Texas. For the current performance year, the following contracted performance measures were set in accordance with applicable laws, including but not limited to WIOA § 116(c):

Measure Current Target as of 04/2026 Child Care Initial Job Search Success Rate 62.2% Average Number of Children Served Per Day 1268

Requirements and Responsibilities

The chosen subrecipient must possess a comprehensive understanding of workforce programs and their performance requirements. They are responsible for meeting performance standards and delivering quality services to workforce system customers. At a minimum, the subrecipient must meet the Texas Workforce Commission (TWC) contracted performance measures and remain competitive with other Workforce Boards in Texas.

Additional Performance Measures

The Board will assign any additional performance measures or changes received from the TWC to the subrecipient. The Board reserves the right to adjust, change, or add measures as necessary. Performance measures may change based on actions by either the TWC or the Board.

Customers Served The following reflects the number of child care providers contracted with WSNT as of April 2026.

The average number of children served per day is as of the most recently finalized reporting month, February 2026.

Child Care Providers 62 Texas Rising Star (TRS) Providers 62

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Average # children served per day 1,032

Contract Timeline The annual contract awarded under this procurement will commence on October 1, 2026.

Annual renewals may be granted, subject to satisfactory subrecipient performance and the availability of funds, with a maximum term of four (4) years.

Complete operations will begin October 1, 2026 with a four-week transitional period from September 1, 2026 to September 30, 2026. WSNT may vary the programs and/or contract period as necessary and shall ensure compliance with all program requirements and conditions in doing so. The contract will be monitored for performance monthly and may be amended or terminated if performance does not meet WSNT standards. Contracts may be expanded to include any other programs that WSNT determines necessary and appropriate.

Information Technology (IT) Requirements The selected subrecipient, including all employees, must comply with all Information Technology access and user and security policies and requirements of the Board and/or the Texas Workforce Commission (TWC). Required IT platforms include (but are not limited to):

• WORK IN TEXAS (WIT): used as the statewide job matching network. Allows employers to post jobs with advanced job matching capabilities. Allows job seekers to match jobs in the system, build a resume and provides access to career tools.

• TABLEAU WEB REPORTS: used to access pre-designed reports for performance tracking and management for all Workforce programs. Both State-approved and Statewide reports are available, and extracts can be run to download client-level data for performance management purposes.

• VOS GREETER: used to register all customers visiting each workforce center. This system integrates visits with WIT profile information, allows customers to check in for appointments, and creates a record for any new customers. Counts of customer visits can be extracted from WIT reports.

• TEXAS INTEGRATED ELIGIBILITY REDESIGN SYSTEM (TIERS): is the Health and Human Services Commission’s data system which allows Workforce read-only access to eligibility and benefit information for Choices and SNAP E&T customers.

• PROGRAM INTEGRITY REPORTING TRACKING SYSTEM (PIRTS): system for tracking child care fraud fact-finding, fraud determinations, and recoupments.

• VARIOUS TEXAS CHILD CARE CONNECTION (TX3C) APPLICATIONS: child care application, tracking, and database systems

The proposer should not allocate funds for technology as the Board's budget covers all technology-related expenses. This includes necessary purchases such as licensing, software upgrades, replacement parts, and contracting. Workforce Center staff have internet and email access provided by the Workforce Solutions North Texas Board.

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Transition Planning If selected, proposers must develop a Transition Plan to support the provision of services and related activities, with a start date of September 1, 2026. The Board has outlined specific requirements for any entity awarded a contract resulting from this Request for Proposals (RFP):

Employment and Benefits

• EMPLOYEE RETENTION: WSNT places a high priority on the suitability, qualifications, and performance of Child Care Services (CCS) staff assigned to this contract. During the initial six-month probationary period following contract award, subrecipient is to review staffing assignments as necessary to ensure alignment with program requirements and performance expectations.

The subrecipient shall ensure that staffing changes are implemented in a manner that maintains continuity of services and does not disrupt service delivery or negatively impact program quality.

• INSURANCE AND BENEFITS ENROLLMENT: Proposers must offer open enrollment for insurance and benefits to staff transitioning from the previous subrecipient. Coverage must be available starting on the first day of employment, October 1, 2026.

Accrued Leave Time

• ROLLOVER OF LEAVE TIME: Subject to negotiation with the Board, proposers agree to accept the rollover of accrued, unused leave time as allowed under the previous subrecipient’s policies for transitioned staff.

By adhering to these requirements, proposers can ensure a smooth transition and continuity of services while supporting the current workforce.

Equal Opportunity / Nondiscrimination As a condition to the award of financial assistance, the subrecipient must comply fully with the nondiscrimination and equal opportunity provisions.

Funding Funding for all activities and services is contingent upon the receipt of sufficient program funds from the Texas Workforce Commission and other funding sources of WSNT.

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Budget The proposed budget must support the proposal narrative and include only those costs related to the operation and management of Workforce Centers in the North Texas area.

All costs and budgets must be necessary, reasonable, allowable, and allocable under a federal or state award and meet the general allowability criteria established by the Office of Management and Budget Circulars and/or the Uniform Grant Management Standards, as applicable. Please refer to the TWC Financial Manual for Grants and Contracts for detailed information.

Cost reasonableness will be determined by comparing each Proposer’s proposed cost to other proposals received and to existing market rates. Other areas of review will include cost allocation methodology, competitive indirect rate or management fees, overhead costs, profit, budget narrative, and justification of costs.

If successful, the proposed budget will serve as a basis for contract negotiations. Approximate contract total for year one is $10,500,000.

For purposes of this procurement, the proposed budget should be limited to administrative and operational costs, including but not limited to personnel wages; fringe benefits; insurance and bonding; audit services; professional services; indirect costs; management fees; and profit or performance bonus. Any contract resulting from this procurement shall include a cost allocation plan for any shared costs. Administrative and indirect costs should not exceed 10%.

Budgets fluctuate based upon allocated and received grants. The cost of facilities, including rent, utilities, phones, fax machines, technology, maintenance and repair are NOT to be included in the budget. These costs are covered by the Board.

As described in Supplemental Information, the cost of insurance may be included in the proposal budgets. Insurance coverage will be required for:

• General Liability $1,000,000 general aggregate limit; $500,000 per occurrence to automobile coverage for employees and volunteers using automobiles for work

• Statutory Workers Compensation and Employers Liability

• Fidelity Bonding in an amount sufficient to cover the largest cumulative amount of all cash requests submitted on a given day or the cumulative amount of funds on hand at any given point

• Errors and Omission Insurance

• Directors and Officers Insurance

Other Budget Considerations

The Board conducts procurement for all workforce equipment and facilities. The following costs are NOT to be included in the proposed budget:

• Workforce Center facilities (i.e., rent, utilities, security, phone, data systems, servers, copiers, computers, etc.)

• Repair and maintenance at Vernon and Bowie Workforce Centers.

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• Janitorial services in Wichita Falls, Bowie, and Vernon.

Budgets must include, as applicable but not limited to, salaries, benefits, insurance, bonding, audit services, professional services, indirect costs, profit, performance incentives, fees and all pass-through funds. Office needs and supplies (copier paper, e.g.) and copier maintenance agreements should also be included in the operations and management budget.

Quality Assurance The Board requires assurance that the Proposer’s performance of the terms and conditions of the contract will be undertaken in accordance with the highest level of integrity and business ethics. Proposers must be capable of implementing a system of self-monitoring, including the review of key data related to performance, quality assurance, fiscal integrity and accuracy, and program operations.

Outstanding Monitoring, Audit, or Legal Concerns Proposer must disclose and satisfactorily resolve any and all outstanding monitoring and/or audit concerns from any of the proposer’s other contracts. Additionally, proposer must disclose any legal judgments, claims, arbitration proceedings, lawsuits or other legal proceedings pending or outstanding (unresolved) against the organization, its owners, officers, and/or principals. Such disclosures must be provided under Attachment G, Question 14 and listed in Attachment Q – Listing of Grievances and Legal Actions.

Debrief, Grievances, and Appeals Process Policy Statement: WSNT Board is the responsible authority for handling complaints, disputes or protests regarding the procurement and proposal selection process at the local level. No protest shall be submitted to the grantor (State) until all administrative remedies at the Grantee (Board) level have been exhausted. This includes, but is not limited to disputes, claims, protests of selection or non-selection for award, source evaluation or other matters of a contractual or procurement nature. Matters concerning violations of law shall be referred to such authority as may have proper jurisdiction.