ESBD_514302_1778529424262_RFP13260201 Fiscal & Program Monitoring.doc

Request for Proposals

RFP #13260201

Fiscal and Program Monitoring Issue Date: May 11, 2026

Virtual Bidder’s Conference: May 20, 2026, at 1:00 p.m.

Deadline for Submitting Questions: May 20, 2026, by 5:00 p.m.

Question and Answers Released: May 27, 2026

Courtesy Letter of Intent to Submit Proposal: May 22, 2026, by 5:00 p.m.

Proposal Due Date: June 8, 2026, by 1:00 p.m. (CST)

Evaluation Period:

June 8 – 16, 2026

Contract Established: October 1, 2026 Heart of Texas Workforce Development Board, Inc.

801 Washington Avenue, Suite 700 Waco, TX 76701 www.hotworkforce.com Contents

31. PURPOSE AND BACKGROUND

31.1 Background

31.2 Purpose of Solicitation

51.5 Eligible Proposers

52. INFORMATION AND GENERAL INSTRUCTIONS

52.1 Services Contract Term Period

62.2 Type of Contract

62.3 Services to be Provided

72.4 Geographic Area to be Served

72.5 Reports

72.6 Proprietary Information

82.7 Monitoring and Evaluation

82.8 General Conditions

103. SUBMISSION INFORMATION

103.1 Procurement Schedule

113.2 Submittal of Proposals

113.3 Withdrawal of Proposals

113.4 Bidders’ Conference and Questions and Answers

123.5 General Instructions for Submittal

133.6 Sequence Of Submission

134. SELECTION PROCESS

134.1 Standards of Review for Proposals

134.2 Evaluation Criteria

145. PROPOSAL ELEMENTS

1. PURPOSE AND BACKGROUND

1.1 Background

The Board of Directors for Workforce Solutions Heart of Texas, a nonprofit 501(c)(3), is a volunteer body appointed by the Chief Elected Officials of the six-county region - Falls, McLennan, Hill, Bosque, Freestone and Limestone. 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 is representative of private sector employers, as these are the primary customer of the workforce development system.

The mission of the Board is to support economic development through identification, advocacy for, and facilitating the development of a quality workforce and worker supports in the six county Heart of Texas area. Through the administration of the workforce system programs under its purview, the Board aims to provide individuals quality workforce services, resources, and skill training needed by local business and industries. The Board’s objective is to ensure that these services are delivered in an efficient and customer-oriented manner to strategically enhance the economic vitality of this region.

As important as its administrative oversight of federally funded workforce services, the Board chooses to direct 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 of the area. The Board is dedicated to increasing employer involvement in the current workforce system and to improving the system for the delivery of services to jobseekers in order to meet their workforce needs. To this end, the Board developed the following characteristics they expect of the workforce system:

· High quality customer service;

· A balance between meeting customer needs and achieving performance;

· User friendly, easily accessible information and services;

· Knowledgeable and professional staff - entry-level through management;

· Awareness of business cultures;

· Honest assessments of job seekers, both in terms of helping customers understand what they need, as well as providing businesses with well-matched applicants;

· Engaging and personalized services to job seekers and to employers;

· Well-developed processes and strategies for serving customers; and

· Credibility among stakeholders.

1.2 Purpose of Solicitation

The purpose of this RFP is to solicit proposals from qualified organizations/firms to perform independent financial and program monitoring services of the Board and its subcontractors, primarily the operators of Workforce Center Programs and Child Care Services Program. In addition, the financial and program monitor shall perform other related reviews and consultation of program related functions of the Board as deemed necessary to ensure compliance and fiscal integrity. Proposers may submit bid proposals to perform both the program and financial monitoring or may submit a proposal for providing the financial or program monitoring to be reviewed as a stand-alone proposal.

1.3 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 criteria at a reasonable cost.

This RFP document and procurement process complies with all applicable Federal, State 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 fiscal and program monitoring services in the Heart of Texas workforce area. 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 commit 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 (s). 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 next highest ranked offeror. Additionally, the Board reserves the right to withdraw or reduce the amount of an award if there is misrepresentation of the proposer’s ability to perform as stated in the proposal/contract.

1.4 Legislative Authority and WIOA

The Board is funded via the Texas Workforce Commission (TWC) and is responsible for administering an integrated workforce development system for the State of Texas, including job training, employment, and employment related educational programs.

The selected Proposer must be well informed about all TWC rules and regulations pertaining to all applicable state and local laws and requirements including practices that may be mandated by TWC and the Board including WD Letters, TA bulletins, TEGLs and other guidance communicated by TWC, DOL, the Board and other governing bodies. The selected contractor shall have experience in fiscal and program monitoring including but not limited to the following federal laws for which funding is provided:

· Workforce Innovation and Opportunity Act (WIOA), enacted July 22, 2015;

· Wagner-Peyser Act of 1933, as amended, [29 USCA S. 29 et seq.];

· Social Security Act [42 USC §301, et seq.];

· Food Stamp Act of 1977 [7 USC § 2000 et. seq.];

· Personal Responsibility and Work Opportunity and Reconciliation Act of 1996 [Public Law 104-193] as amended by the Deficit Reduction Act of 2005;

· Federal regulations issued by the U.S. Department of Health and Human for Services, inclusive, for services funded for Temporary Assistance to Needy Families;

· Federal regulations issued by the U.S. Department of Agriculture at 7 CFR §271 through 273 Food Stamp employment and training services;

· Federal laws and regulations concerning nondiscrimination and equal opportunity; federal labor and employment laws;

· State and federal guidance and regulations from Office of Management and Budget 2 CFR Chapter 1, Chapter 11, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Final Rule;

· State legislation Senate Bill 642 as amended by House Bill 1863;

· Sections of the Texas Administrative Code Title 40, Part 20 and the Texas Government Code Chp. 2308, as they pertain to workforce center systems, operations and programs;

· Plans and policies of the Heart ofSouth Texas Workforce Development Board related to workforce system programs and operation.

For more information, see the Texas Workforce Commission web page at: https://twc.texas.gov/agency/laws-rules-policy

1.5 Eligible Proposers

Entities possessing the capacity and demonstrated ability to perform successfully under the terms and conditions of a contract with the Heart ofSouth Texas Workforce Development Board are encouraged to respond. Organizations (private for-profit, private non-profit, governmental, or faith-based); individuals or a team of individuals applying in collaboration under an established legal entity; and individuals proposing a personal contract arrangement are eligible to apply.

In addition, violation of the following provisions may cause an application to be rejected:

a) Bidders shall not under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to an officer, member, employee, or agent of the Board to influence their selection.

b) No employee or agent of Heart ofSouth Texas Workforce Development Board shall participate in the selection or administration of a contract if a conflict of interest, or potential conflict, is involved.

c) Bidders shall not engage in any activity that restricts or eliminates competition.

d) The contents of a successful bid may become a contractual obligation. Failure of the Bidder to accept this obligation may result in cancellation of the award. No plea of error or mistake shall be available to successful offeror as a basis for release of proposed services at stated price/cost.

2. INFORMATION AND GENERAL INSTRUCTIONS

2.1 Services Contract Term Period

Subject to the availability of funding, the initial contract term period will be October 1, 2026 - to September 30, 2027. The Heart of Texas Workforce Development Board (HOTWDB), the Board, reserves the right to offer up to four additional one-year (twelve month) extensions (October – September) allowing for a total 5-year contract based on the evaluation of the services, achievement of annual performance, availability of funds, and capacity of the contractor (s) to meet standards for the fiscal and program monitoring services.

Upon selection of contractor (s), the Board will negotiate and develop a contract for execution. A work statement, budget, and performance objectives will be negotiated, and the contractor will be expected to meet all contract objectives.

2.2 Type of Contract

The contract executed will be a fixed-price, hourly rate contract, with cost reimbursement for travel, accommodation, and consumables such as supplies, copies, etc. required to perform the services requested. The contract will be based on a negotiated line-item budget for fiscal and program monitoring costs. For profit entities will be contracted based upon a negotiated line-item budget that may include "reasonable profit" as determined by the Board through a cost/price analysis. All contract types will contain negotiated performance/deliverable criteria and a work statement.

2.3 Services to be Provided

Services to be provided under this RFP consist of the provision of fiscal and program monitoring services. Selected vendor may be required to:

· Perform review of fiscal and program requirements;

· Perform on-site and/or desk reviews for fiscal and program reviews and monitoring;

· Perform cost analysis for planned programs/projects/services;

· Develop fiscal risk assessments and monitoring plans, to be submitted annually at the beginning of the contract year and revised as needed;

· Develop fiscal integrity reviews prior to HOTWBD entering new contracts and prior to renewing contracts;

· Conduct Single Audit Reviews in accordance with HOTWDB policy;

· Coordinate plans and reports with HOTWDB Quality Manager and other applicable management staff; and

· Provide special consulting and fiscal reviews.

All program and fiscal monitoring activities must be coordinated with the Board Monitor. Furthermore, the contractor may be required to meet in person or via conference call with the HOTWDB Oversight Committee regarding their work and reports.

The selected contractor will deliver fiscal monitoring and program monitoring reviews for HOTWDB related to Workforce Development programs. The contractor will also consult with HOTWDB management to address fiscal and program compliance plans or other compliance issues identified by State or Federal funding agencies. HOTWDB has fiscal and program oversight of the following programs.

Grant Funds Administered (Approximate annual budget is $32,372,624.00)

HOTWDB administers four major subcontracts that provide the following services:

Additionally, HOTWDB issues between 15-20 other single-purpose or smaller subcontracts requiring fiscal evaluations annually. Services are required in the following areas:

1.

Fiscal monitoring activities and program monitoring assistance to ensure that resources are efficiently and effectively used for authorized purposes and are protected from waste, fraud, and abuse including review and evaluation to determine sub-recipient and contract service provider performance.

2. Sub-recipient and contract service provider performance shall include review, evaluation, and determination of compliance with the appropriate uniform administrative requirements for grants and agreements, as well as the appropriate cost principles applicable for the type of entity receiving funds as listed in circulars or rules of the Office of Management and Budget.

3.

For all WIOA funds, sub-recipient and contract service provider performance must include review, evaluation, and determination of compliance with requirements regarding cost categories and cost limitations.

2.4 Geographic Area to be Served

Fiscal and Program Monitoring services will be done for workforce system programs provided in Bosque, Falls, Freestone, Hill, Limestone and McLennan counties.

2.5 Reports

A timeline to provide fiscal and program monitoring services will become part of the Statement of Work in the contract. Types of reports for both programmatic and fiscal monitoring will be specified in the contract negotiations. Failure of a successful Bidder to accept these obligations may result in a decision not to contract with that Bidder.

2.6 Proprietary Information

Any restriction on the use of data contained within a proposal must be clearly stated in the proposal. Proprietary information submitted in response to this RFP will be handled in accordance with your submission and in accordance with State law.

The Board, as a State agency, is subject to the Texas Open Records Act (TORA). The purpose of the Texas Open Records Act is to maintain the people's control over the instruments they have created. The TORA allows the public to have access to information in the possession of a governmental body. Therefore, proprietary information identified by the bidder in advance will be kept confidential by the Board to the extent that State law permits it. All documentation provided therein, and materials and innovations developed as a result of these contractual services cannot be copyrighted or patented without written authorization from the Board. All data, documentation, materials, and innovations become the property of the Board.

Any copyright material authorized by the Board or distribution of materials developed through this agreement must acknowledge use of Federal funds through the Board. All materials with the acknowledgement must be submitted to the Board for approval prior to distribution.

2.7 Monitoring and Evaluation

Any contractor funded under this RFP will be monitored by the Board for compliance with WIOA and associated regulations and policies. The selected Service Provider will be notified in writing regarding any area of concern identified through such monitoring activity.

2.8 General Conditions

1. The only purpose of this Request for Proposal (RFP) is to ensure uniform information in the solicitation of proposals and procurement of services. This RFP is not to be constructed as a purchase agreement or contract or as a commitment of any kind; nor does it commit the Board to pay for costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by the Board.

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

3. The Board reserves the right to negotiate the final terms of any and all contracts or agreements with selected bidders.

4. Misrepresentation of the proposer’s ability to perform as stated in the proposal may result in cancellation of any contract or agreement awarded.

5. Proposer shall not, under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to any officer, member, employee, or agent of the Heart of Texas Workforce Development Board, Inc. for the purpose of having an influencing effect toward their own proposal or any other proposal submitted hereunder.

6. No employee, officer, member or agent of the Heart of Texas Workforce Development Board, Inc. shall participate in the selection, award or administration of a contract if a conflict of interest, or potential conflict, would be involved.

7. Proposer shall not engage in any activity that restricts or eliminates competition. Violation of this provision may cause a proposer’s bid to be rejected. This does not preclude joint ventures or subcontracts.

8. Any bidder may withdraw their bid in person or by written request by a duly authorized representative at any time prior to the scheduled closing time for receipt of bids.

9. All contracts are contingent upon availability of funds from the U.S, Department of Labor and/or Texas Workforce Commission.

10. No contract may be awarded until bidder has complied with Executive Order 1254929CRF, Part 98 by submitting to the Board a signed Certification of Debarment, which states that neither the bidders, nor any of its principals, are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in a procurement by any Federal department or agency. (See Attachment B).

11. Proposal must be signed by a person having the authority to bind the organization in a contract. (See Attachment G).

12. Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by the Board to the extent allowable in the Public Information Act.

13. The Board reserves the option to review and renew the contract annually for up to five (5) years without competitive procurement.

14. Funding for goods or services requested in this RFP is contingent upon the Board’s actual receipt and availability of funds from the Texas Workforce Commission.

15. Heart of Texas Workforce Board, Inc. is an equal opportunity employer/program and complies fully with the nondiscrimination and equal opportunity provisions of the following laws: Section 188 of the Workforce Investment Opportunity Act (WIOA), which prohibits discrimination against all individuals in the United States on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and against beneficiaries on the basis of either citizenship status as a lawfully admitted immigrant authorized to work in the United States or participation in any WIOA Title I- financially assisted program or activity; Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination on the basis of race, color and national origin; Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination against qualified individuals with disabilities; the Age Discrimination Act of 1975, as amended, which prohibits discrimination on the basis of age; and Title IX of the Education Amendments of 1972, as amended, which prohibits discrimination on the basis of sex in educational programs.

16. The Board is the responsible authority for handling complaints or protests regarding the procurement and proposal selection process. No protest shall be accepted by the grantor (State) until all administrative remedies at the grantee level have been exhausted. 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.

17. 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:

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

18. 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. There is no relief accorded to appellants for not filing within the published deadlines or following instructions. The appeal must indicate the Board action appealed and the violation, which forms the basis for the appeal, and shall be signed by the appellant. Fax and e-mail transmittals will not be accepted. The filing of the appeal within ten business days is a condition precedent. There is no relief accorded appellants for not filing within the deadline. Hearings shall be conducted in accordance with Board procedures.

19. Request for Debriefing: A request for a debriefing may be submitted within fifteen (15) days of the receipt of notification of the procurement decision by any unsuccessful respondent not filing an appeal. The purpose of the debriefing is to promote the exchange of information, explain the procurement process, including proposal evaluation process, and help unsuccessful respondents understand why they were not selected. Debriefings serve an important educational function for proposers, which hopefully will help them to improve the quality of any future proposals. The debriefing shall be scheduled as soon as possible but no later than thirty (30) days from the receipt of the Request for Debriefing.

3. SUBMISSION INFORMATION

3.1 Procurement Schedule

3.2 Submitting Proposals

The deadline for receipt of submissions to this RFP is 1:00 p.m. (CST) on June 8, 2026. All responses must be received at the Board’s administrative office addressed as:

Heart of Texas Workforce Development Board, Inc.

Fiscal and Program Monitoring Services Attn: Aquanetta Brobston 801 Washington Avenue, Suite 700

Waco, Texas 76701

Proposals can be hand delivered, mailed through the USPS, or sent via commercial service. Regardless of the method of delivery, the proposal MUST be physically at the Heart of Texas Workforce office by 1:00 on June 8, 2026, in order to be considered. No exceptions will be made regarding the submission deadline.

3.3 Withdrawing Proposals

The applicant or his/her authorized representative may withdraw proposals 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 proposal is provided.

3.4 Bidders’ Conference and Questions and Answers

A conference for prospective proposers to learn more about this RFP and to ask questions will be conducted:

Wednesday, May 20, 2026, at 1:00 p.m.

This will be a virtual bidders’ conference conducted via Zoom. Please RSVP by sending your company name and the names of all attendees to procurement@hotworkforce.com. You will be sent a link to join the meeting after your RSVP is received.

Bidders’ Conference attendance is not mandatory, however the conference offers potential bidders the opportunity to obtain guidance on the scope and nature of the work required and ask technical questions.

All prospective bidders may submit written questions until May 20, 2026, at 5:00 p.m. Submit questions to: procurement@hotworkforce.com. Only written questions will be accepted. A question-and-answer document will be prepared and provided for all bidders’ conference attendees. The Q/A document will also be available on the Board’s website at https://www.hotworkforce.com/home/about-us/business-opportunities/.

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.

Courtesy Letter of Intent to Submit Proposal: The Board requests that interested proposers send a courtesy notice of intent to submit proposal (Attachment I) by 5:00 p.m., May 22, 2026. This is not a mandatory step for proposers and submitting the courtesy notice of intent to submit does not commit the proposer, 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 may be sent to procurement@hotworkforce.com.

3.5 General Instructions for Submittal

Proposers must submit entire proposal, following the sequence of submission found below, in PDF format in a single file titled with your organization’s name and the date submitted, e.g., "My_Company_6-2-2025" by June 8, 2026, 1:00 p.m. to https://hotwdb.app.box.com/f/b8960084cf9a4fcb838efd9b5b5c986c. Should you run into issues when trying to submit, please contact (254) 296-5386 or at procurement@hotworkforce.com. It is recommended that you allow yourself plenty of time to submit electronically. All electronic submissions after the due date and time will not be counted as submitted on time.

Timely delivery of proposals is the sole responsibility of the Proposer. Proposals must be received by the deadline, June 8, 2026, 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. Late proposals or amendments will not be reviewed.

COVER SHEET - All items on the Cover Sheet must be completed. Identify the primary contact person, as well as the Signatory Authority -- the person with the legal authority to negotiate and sign a contract. (This is the person who must sign the certification forms.)

RESUME - Resume of the individual who will have day to day oversight of the Fiscal and Program monitoring must be included. Please limit to 4 pages inclusive of all education, germane training, certifications, and a sequential history of professional experience beginning with the most recent. Each referenced employer should include names of immediate supervisors with current phone numbers.

PROFESSIONAL REFERENCES -- Proposer must submit three (3) professional references, including complete contact information and an explanation of the context in which the reference knows the proposer.

QUESTIONS -- Submit a written response to each of the questions contained in Part 5 Proposal Submission Questions. Failure to follow the Criteria and related question format will result in a reduced evaluation score.

3.6 Sequence of Submission

The original proposal and proposal copies should be submitted with elements in the following order please mark or tab each section:

1. Proposal cover sheet

2. Table of Contents

3. Proposal Criteria Questions

4. Professional Resumes (limited to 4 pages)

5. Complete contact information for three professional references

6. Certification of Bidder (Attachment A)

7. Certification Regarding Debarment (Attachment B)

8. Certification Regarding Drug-Free Workplace (Attachment C)

9. Certification Regarding Lobbying (Attachment D)

10. Certification Regarding Conflict of Interest (Attachment E)

11. Certification Regarding Equal Opportunity (Attachment F)

12. Certification of Regarding Franchise Tax (Attachment G)

13. Assurance and Certifications (Attachment H)

14. Courtesy Letter of Intent to Submit Proposal (Attachment I) (do not re-submit Attachment I with Proposal)

4. SELECTION PROCESS

4.1 Standards of Review for Proposals

The selection process used by the Board is intended to help the Board identify the most qualified and responsive proposal to begin contract negotiations for Fiscal and Program monitoring services. The selection process includes:

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

· Submitted by the deadline;

· Contains all required information and forms including

· signature attachments submitted, and;

2. Once determined responsive, a review of the proposal by an evaluation team using a standardized instrument will be conducted. The evaluation results will provide a ranking for the proposals from highest to lowest average score that will be used to begin contract negotiations.

4.2 Evaluation Criteria

Proposals that contain all of the required elements will be deemed responsive if they score at least seventy-five (75) points based on the 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.

(B) Proposed Work Plan

A. Organizational Effectiveness and Experience: 35 Points

Demonstrated effectiveness refers to the bidder's prior experience in related projects and in providing services similar to those requested in this RFP. When addressing provide all key personnel and past experience with workforce development programs and requirements of TWC’s Financial Manual for Grants & Contracts; Knowledge of and experience with fund accounting; Past experience with federal or other governmental fiscal systems; Knowledge of grant funded contracts, personnel systems, and nonexpendable property; Proposer’s references will also be evaluated under this criteria.

B. Proposed Work Plan: 35 Points This criterion emphasizes the extent to which the proposed plan of work relates to the desired outcomes.

Points will be awarded on several factors, including quality of and approach to service delivery and proposed work schedules. The proposed Work Plan should include a timeline with the tasks for delivery of services once fiscal monitoring has started. The description of the services to be provided by the bidder should document the availability of qualified, adequate staff to perform the desired tasks to meet deadlines.

C. Cost Reasonableness: 30 Points This criteria will review the proposed budget that describes the hourly rate and number of hours proposed to complete scope of services. Also, cost review will include the detail estimates for travel expenses and any other related costs.

5. PROPOSAL ELEMENTS

The following elements must be addressed in the proposal. Proposers should state each RFP question and then present their response to that question. Present thorough, complete responses to each question.

A. Organizational Effectiveness and Experience: 35 Points

(1) Organizational Structure - Briefly describe your organizational structure and attach a copy of your current organizational chart. Describe your program and fiscal monitoring experience in the following areas: Risk assessment, cost analysis and contract negotiations, fiscal and program policies and procedures, Shared Facility Agreements, Memoranda of Understanding, desk reviews, fiscal reporting, fiscal planning and compliance, and fiscal resolution.

(2) Provide information on the background, expertise and assignment of Proposer’s personnel (and subcontractor personnel, if applicable) who will be assigned to this project, include Resumes and/or jobs descriptions, including educational credentials and licenses ad documentation of experience on similar types of projects. Key personnel include but are not limited to: (a) Personnel who will be involved in service delivery; (b)Project manager(s); and (c) Staff for administrative activities.

(3) Provide a description of at least three projects your organization has operated, which demonstrate your capability and capacity to effectively provide the services described in this RFP. For each project listed:

a) Provide a brief description of where and for whom the services were provided include reference contact information for verifying information;

b) State whether the services were provided within cost and time constraints;

c) Indicate the total amount of the contracts;

(4) If subcontractors are to be used, provide evidence of their demonstrated effectiveness. If subcontractors cannot be identified at this time, and are proposed to be used, please submit the qualifications that will be required of subcontractors.

B. Proposed Work Plan: 35 Points

Proposers should submit detailed information on their methodology for the delivery of services proposed to be provided. The work plan methodology should clearly address services requested according to the requirements in this document and should emphasize the extent to which the proposed plan of work relates to the desired outcomes. The proposed Work Plan should include a timeline with the tasks for delivery of services. The work plan should document the availability of qualified, adequate staff to perform the desired tasks to meet deadlines.

C. Cost Reasonableness 30 Points:

Provide a detailed fee schedule based on the following;

a) Category(ies) of staff (if applicable);

b) Total estimated hours by category of staff;

c) Per hour fee charged for each category of staff;

d) Total estimated staff fees for year one;

e) Direct costs incurred for reasonable and necessary staff travel;

f) Report preparation; and

g) Any other related expenses (explain).

Attachment A

PROPOSAL COVER SHEET

Name of Organization

Mailing Address

City/State/Zip Code

Authorized Representative-Contact

Telephone Number

Fax Number

Email Address

Federal Employer ID Number

State Comptroller ID Number

Partnership Corporation Other (describe)

Name & Title of Authorized Signatory

Signature and Date

Attachment B

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIER COVERED TRANSACTIONS

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 20 CFR Part 98. The regulations were published as Part VII of the May 26, 1988, Federal Register (pages 19160-19211).

(Before completing certification, read the attached instructions which are an integral part of the certification.)

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

Where the prospective recipient of Federal assistance funds is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this quote.

Name of Applicant Organization: _____________________________________________

Print Name of Authorized Signatory: ___________________________________________

Print Title of Authorized Signatory: ___________________________________________

Signature of Authorized Signatory

Date

Instructions for Certification

1. By signing and submitting this quote, the prospective lower tier participant is providing the certification set out below.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to whom this quote is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances.

4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, quote, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this quote is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this quote that, [[Page 33043]] should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this quote that it will include this clause titled ``Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,'' without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from covered transactions, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Nonprocurement Programs.

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension, and/or debarment.

Attachment C

CERTIFICATION REGARDING LOBBYING, CERTIFICATION FOR CONTRACTS,

GRANTS, LOANS AND COOPERATIVE AGREEMENT

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

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

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

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

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

Print Name of Applicant Organization: ______________________________________________

Print Name of Authorized Signatory: ______________________________________________

Print Title of Authorized Signatory: ________________________________________________

Signature: ___________________________________________ Date: __________________

Attachment D

CERTIFICATION REGARDING CONFLICT OF INTEREST

By signature of this quote, Proposer covenants and affirms that:

(1) No manager, employee or paid consultant of the Proposer is a member of the Policy Board, the Executive Director, or an employee of Region 12 Education Service Center;

(2) No manager or paid consultant of the Proposer is married to a member of the Policy Board, the Executive Director, or an employee of Region 12 Education Service Center;

(3) No member of the Policy Board, the Executive Director or employee of Region 12 Education Service Center owns or controls more than a 10 percent interest in the Proposer;

(4) No spouse or member of the Policy Board, Executive Director or employee of Region 12 Education Service Center is a manager or paid consultant of the Proposer;

(5) no member of the Policy Board, the Executive Director or employee of Region 12 Education Service Center receives compensation from Proposer for lobbying activities as defined in Chapter 305 of the Texas Government Code;

(6) Proposer has disclosed within the Quote any interest, fact or circumstance, which does or may present a potential conflict of interest;

(7) Should Proposer fail to abide by the foregoing covenants and affirmations regarding conflict of interest, Proposer shall not be entitled to the recovery of any costs or expenses incurred in relation to any contract with Region12 Education Service Center and shall immediately refund to Region 12 Education Service Center any fees or expenses that may have been paid under the contract and shall further be liable for any other costs incurred or damages sustained by Region 12 Education Service Center relating to that contract.

Disclosure of Potential Conflict of Interest:

Name of Applicant Organization: __________________________________________________ Namen & Title of Authorized Signatory: _____________________________________________________________________________ Signature: __________________________________ Date: ____________________________

Attachment E

ASSURANCES AND CERTIFICATIONS

Applicant warrants and assures:

The information contained in this quote is true and correct.

The costs described in the budget accurately reflect the cost of providing services.

No employee, member of a government board or board of directors, or any other individual associated with an organization or individual person offering a quote under this Request for Quotes has offered or will offer any gratuities, favors, or anything of monetary value to any member of the Heart of Texas Workforce Development Board (HOTWDB). or any employee of the Heart of Texas Workforce Development Board for the purpose of or having the effect of influencing the decisions of the Board with respect to the organization or individual’s quote or any other quote.

No employee, member of a governing board or board of directors, or any other individual associated with an organization or individual person offering a quote under this Request for Quotes has engaged or will engage in any activity which may be construed in restricting or eliminating competition for funds available under this Request for Quotes.

The organization or individual possesses the legal authority to offer this quote.

If the applicant is an organization, a resolution, motion, or similar action has been duly adopted or passed as an official act of the applicant’s governing body authorizing the submission of this quote.

No person will be excluded from participation in, be denied the benefits of, be subjected to discrimination under, or be denied employment in the administration of or in connection with any program operated with funds from this Request for Quotes because of race, color, religion, sex, national origin, age, disability, sexual orientation, or political affiliation or belief.

We understand and agree that the Heart of Texas Workforce Development Board (HOTWDB) may utilize information provided outside of this request in evaluating this quote.

We understand and agree that we may be subject to an on‑site review and must be able and willing to provide documentation of information in the quote at the request of the HOTWDB prior to execution of a contract.

We understand and agree that the HOTWDB has the right to reject any and all quotes and negotiate outside of the terms of this quote.

We understand and agree that the HOTWDB is not required to select the lowest cost quote.

We understand and agree that any material misrepresentation or deliberate omission of a fact in this quote may be justification for rejection of the quote.

Applicant will abide by the rules of the laws, acts, codes, etc. and all applicable rules and regulations promulgated there under, as a condition to award of contract from the Heart of Texas Workforce Development Board with respect to operation of programs or activities and all agreements or arrangements to carry out Board funded programs or activities.

By signing I acknowledge that I agree to these assurances and certifications and that I am authorized to bind the organization I represent to these requirements should this quote be accepted for funding.

Signature

Proposing Organization

Typed Name and Title

Date

Attachment F

CERTIFICATION REGARDING TEXAS CORPORATE

FRANCHISE TAX

Pursuant to Article 2.45, Texas Business Corporation Act, state agencies may not contract with for profit corporations that are delinquent in making state franchise tax payments. The following certification that the entity entering into this subcontract is current in its franchise taxes or is not subject to the payment of franchise taxes to the State of Texas must be signed by the individual authorized to sign the subcontract for the subcontract for the subcontracting entity.

The undersigned authorized representative of the entity subcontracting herein certifies that the following indicated statement is true and correct and that the undersigned understands making a false statement is a material breach of subcontract and is grounds for subcontract cancellation.

Indicate the certification that applies to your subcontracting entity:

The subcontracting…