ESBD_File_350863_RFP 2024-003 Child Care Quality Services.pdf

REQUEST FOR PROPOSALS

RFP 2024-003

Purchase of: Child Care Quality (CCQ) Services

Date of Release: February 14, 2024

RFP Submission Deadline: April 02, 2024

A pre-bid conference has been scheduled for 11:00 AM on February 22, 2024

Workforce Solutions Alamo is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. Relay

Texas (800) 735-2989 (TDD) or (800)735-2988 Voice.

All questions related to this Request for Proposal must be emailed to Jennifer Ledford, Procurement & Contract Specialist, jledford@wsalamo.org, with copy to procurement@wsalamo.org.

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

Table of Contents

INTRODUCTION 3

PART 1 - GENERAL INFORMATION 5

1.1 Purpose of Request for Proposals (RFP)

1.2 Procurement Standards

1.3 Applicable Authorities

1.4 RFP Schedule

1.5 Issuance and Availability of RFP

1.6 Response Deadline

1.7 Open Records

1.8 Type of Contract

1.9 Contract Period

1.10 Eligible Offerors

1.11 Governing Provisions and Limitations

1.12 Administrative Requirements and Other Limitations

PART 2 – SCOPE OF WORK 11

3.1 Services

3.2 Schedule

PART 3 – PROPOSAL REVIEW AND EVALUATION PROCESS 18

2.1 Proposal Review and Evaluation

2.2 Proposal Evaluation Criteria

2.3 Appeal Process and Procedures

PART 4 – PROPOSAL PREPARATION AND SUBMISSION 22

PART 5 – BUDGET 23

5.1 Resource Allocation

PART 6 – ATTACHMENTS 24

ATTACHMENT A – Proposal Cover Sheet.

ATTACHMENT B – Bid Sheet

ATTACHMENT C – Certification Regarding Debarment

ATTACHMENT D – Certification Regarding Non-Discrimination & Equal Opportunity

ATTACHMENT E – Certification Texas Corporate Franchise

ATTACHMENT F - State Assessment Certification

ATTACHMENT G - Undocumented Worker Certification

ATTACHMENT H - Certificate Conflict of Interest

ATTACHMENT I - Certificate of Applicant

ATTACHMENT J - References

ATTACHMENT K – WSA Holiday Schedule

ATTACHMENT L - Sample Agreement

Introduction

The Workforce Solutions Alamo (WSA) Board serves as the governing board for the regional workforce system, a network of service providers and contractors that brings people and jobs together. We represent the taxpayers of the

13-county Alamo region. Our membership reflects the diverse constituencies of the regional community: business, economic development, education, labor, community organizations and government.

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

Mission

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

Vision

To lead the most integrated community workforce network in the nation

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

Model.

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

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

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

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

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

In December 2022, Workforce Solutions Alamo announced it will be sponsoring a Workforce Leadership Academy, a program designed to support leaders in workforce development committed to the advancement of the local workforce ecosystem. Workforce Solutions Alamo was one of only eight organizations chosen from across the country to deliver an Academy in partnership with the Aspen Institute.

1.1 Purpose

PART 1 - GENERAL INFORMATION

Workforce Solutions Alamo is soliciting proposals from qualified Offeror’s for Child Care Quality Services, CCQ. The purpose of this Request for Proposal (RFP) is to solicit proposals to provide Childcare Quality (CCQ) improvement services which includes Texas Rising Star (TRS) Mentoring, TRS Business Specialist, and Quality Initiatives, including participation in the Texas Infant-Toddler Specialist Network in WD 25-23 and participation and training of Texas Early Childhood Professional Development System Board in WD 10-23.

1.2 Procurement Standards

This Request for Proposals (RFP) provides a uniform method for the procurement of specified goods/services, allowing for full and open competition. It contains the necessary background, requirements, technical specifications, information, and instructions for responding to the RFP. The services solicited under this RFP are procured under the competitive negotiation method of procurement, as described in the Texas Workforce Commission’s (TWC) Financial Manual for Grants and Contracts (FMGC).

1.3 Applicable Authorities

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

• Office of Management and Budget’s Uniform Guidance at 2 C.F.R. Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements and 2 C.F.R. Part 2900, Department of Labor (DOL) exceptions to 2 C.F.R. Part 200; and

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

1.4 RFP Schedule

The following schedule is subject to change at the discretion of the Board. Offerors should regularly check the WSA’s Board website (www.workforcesolutionsalamo.org) for posted updates. All updates and changes will be posted to through BonFire. All times shown is Central Standard Time (CST).

Activity Date

Issuance of RFP February 14, 2024 Pre-Bid Conference February 22, 2024 RFP Questions due by February 23, 2024 Proposals due by April 02, 2024 by 2 PM CST Presentations April 25, 2024 Contract Start Date October 01, 2024

Pre-Bid Conference Link - Microsoft Teams meeting

Join on your computer, mobile app or room device

Click here to join the meeting

Meeting ID: 223 396 706 723

Passcode: XzhVoY Download Teams | Join on the web https://www.twc.texas.gov/agency/financial-manual-grants-contracts https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWE2MGQ1YjAtYWZlOC00MWM3LWFhZDctOThiNTQ2MDc0NDBh%40thread.v2/0?context=%7b%22Tid%22%3a%2233ddac6d-ae28-4609-8792-5bc7d9153f37%22%2c%22Oid%22%3a%22bd41dab2-fa9b-4179-9acd-ef68dd89f6af%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting

1.5 Issuance and Availability of RFP

This RFP is issued by the Workforce Solutions Alamo Board, under the direction of the Chief Executive Officer, 100 N. Santa Rosa, Suite 120, San Antonio, Texas 78207. WSA utilizes BonFire eBid Software for RFP distribution and electronic submission of proposals. To access the portal, Offerors are encouraged to register online workforcesolutionsalamo.bonfirehub.com/portal.

Questions to this RFP will be accepted in writing only. You may submit questions no later than February 23, 2024.

All questions received will be responded to by formal addendum. The addendum will be posted on BonFire to view.

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

1.6 Response Deadline

Proposals must be submitted no later than Tuesday, April 02, 2024 prior to 2 PM CST. Offerors may provide electronic or physical submissions of proposal responses as follows:

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

• Physical: Submit signed sealed proposal in an envelope to include one (1) printed original and one

(1) electronic copy on USB thumb drive of the proposal and mark with RFP/RFQ solicitation Number and Title indicated on the top of the envelope, to:

Workforce Solutions Alamo Procurement Department 100 N. Santa Rosa, Suite 120 San Antonio, Texas 78207

The timely delivery of proposals is the sole responsibility of the Offeror. Workforce Solutions Alamo is not responsible for any failures and/or errors of omission. Disputes concerning late or non-delivered proposals cannot be appealed.

Any proposals or amendments received after the specified deadline will not be considered and will be deemed as late and non-responsive – NO EXCEPTIONS.

1.7 Open Records

Proposals submitted in response to this RFP are subject to the Texas Public Information Act, Government Code, Chapter 552, and may be disclosed to the public upon request. Therefore, any confidential, privileged, or proprietary information contained within a proposal must be clearly identified by the Offeror in the proposal itself (each applicable page clearly marked). Such information will be kept confidential by Workforce Solutions Alamo to the extent permitted by State law.

1.8 Type of Contract

Workforce Solutions Alamo intends to negotiate a contract as a result of this RFP. Any contract resulting from this RFP/RFQ shall be contingent upon the receipt of sufficient funding from the Texas Workforce Commission (TWC) and other sources. Negotiated contract amounts will be contingent upon funding actually received and available.

http://www.workforcesolutionsalamo.bonfirehub.com/portal http://www.workforcesolutionsalamo.bonfirehub.com/portal https://workforcesolutionsalamo.bonfirehub.com/portal/?tab=openOpportunities

The final contract will be subject to any changes in legislation, regulations, rules, or policies promulgated by the funding sources, including the U.S. Department of Labor and the Texas Workforce Commission. General and administrative provisions contained in this RFP will be incorporated into the resulting contract.

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

1.9 Contract Period

Any contract resulting from this RFP will be effective October 1, 2024 through September 30, 2025, with the option to renew for up to four (4) one-year periods, upon written mutual consent of bother parties. The total term of agreement may not exceed 60 months or (5) years. WSA reserves the right to terminate a contract at any time for convenience or based on contractor performance, matters of noncompliance or insufficient funds.

1.10 Who is eligible to Submit

All Offerors of the requested goods/services are eligible to respond to this RFP/RFQ. Small, Minority, Women, Veteran-owned businesses, and Historically Underutilized Businesses are encouraged to respond to this RFP/RFQ.

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

1.11 Governing Provisions

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

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

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

4. Workforce Solutions Alamo reserves the right to accept or reject any or all proposals received, to cancel and/or reissue this RFP in part or its entirety.

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

6. There is no guaranteed purchase commitment. Workforce Solutions Alamo reserves the right to award a contract(s) for any services solicited in this RFP on an Indefinite Delivery Indefinite Order quantity, IDIQ basis.

7. Workforce Solutions Alamo reserves the right to extend, shorten, increase, or decrease any contact awarded as a result of this RFP.

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

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

10. Workforce Solutions Alamo reserves the right to negotiate the final terms of all contracts or agreements with selected Offerors. Any contract terms negotiated as a result of this RFP may be renegotiated and/or amended in order to meet the needs of Workforce Solutions Alamo.

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

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

13. The Offeror selected for contract award must meet the requirements of Workforce Solutions’ key control certification system to ensure the financial integrity of the entity prior to the execution of a contract. Workforce Solutions or its designee will conduct a pre-award review of the selected Offeror prior to the execution of a final contract.

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

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

16. Offerors shall not engage in any activity which would restrict or eliminate competition under this procurement.

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

17. Offerors shall not, under penalty of law, offer or provide any gratuities, favors, or anything of monetary value to any board member, officer, employee, proposal evaluator, authorized agent of the Board, or elected official for the purpose of having an influencing effect on this procurement.

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

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

20. All proposals submitted must be an original work product of the proposing entity. The copying, paraphrasing or other use of substantial portions of the work product of others and submitted hereunder as original work of the Offeror without written authorization and proper citation, is prohibited. Failure to adhere to this requirement may cause the proposal to be disqualified. All proposals and accompanying attachments will become the property of Workforce Solutions Alamo after submission and will not be returned.

21. The contents of a successful proposal may become a contractual obligation and be incorporated by reference into a contract. Offerors must intend to fulfill all the representations in their proposal. Failure of a Offeror to accept this obligation may result in the cancellation of an award or contract. No pricing error or mistake shall be available to a successful Offeror as a basis for release from proposed services. Any damages incurred by Workforce Solutions Alamo because of a successful Offeror’s failure to contract may be recovered from the proposing entity.

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

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

1.12 Administrative Requirements and Other Limitations

1. Workforce Solutions Alamo will provide any training and/or technical assistance needed by the selected contractor regarding Board policies, documents, procedures, etc. that are specific to Workforce Solutions Alamo.

2. Employees of the contractor are subject to the exclusive control and supervision of the contractor. The Contractor is solely responsible for personnel matters including hiring, discipline, termination, supervision, criminal background checks, training, evaluation, etc. for its employees.

3. Proof of insurance is not a requirement for the submission of a proposal, but the selected Offeror will be required to obtain and provide proof for all insurances specified in this RFP and provide Workforce Solutions Alamo with proper certificates or policies prior to commencing work under a contract resulting from this RFP. Workforce Solutions Alamo must be listed as an additional insured on the Certificate of Insurance. Polices must remain in full force for the duration of a contract. Any changes in insurers, coverage, deductibles, modifications, alterations, or cancellations of coverage during the term of the contract must be immediately communicated to the Board. The following insurances/bonding are required:

a. General Liability – Contractor must carry general liability insurance coverage sufficient to cover any liability that may arise from the performance of a contract resulting from this RFP. General liability must cover bodily injury and property damage to a third party and personal injury; $500,000 each occurrence or $1,000,000 aggregate is required. A reasonable deductible is allowed, but not to exceed $5,000 per occurrence. Consultant must be able to cover the cost of any deductible.

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

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

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

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

5. Appeal Process and Procedures for Opportunity to Protest

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

http://www.workforcesolutionsalamo.org/

PART 2 – SCOPE OF WORK

2.1 Services

1. The Workforce Solutions Alamo (WSA) is seeking proposals from experienced Offerors` to provide

Childcare Quality (CCQ) improvement services which includes Texas Rising Star (TRS) Mentoring, TRS Business Specialist and Quality Initiatives, including participation in the Texas Infant-Toddler

Specialist Network in WD 25-23 and participation and training of Texas Early Childhood

Professional Development System Board in WD 10-23. All state policies and plans are available at www.twc.state.tx.us.

Information regarding the Texas Rising Star Certification System can be found at www.texasrisingstar.org. The Contract includes the following: Child Care Quality Improvement

Activities (QIA), Mentoring for Texas Rising Star (TRS) providers and Entry Level Designation

(ELD) working towards TRS, Children with disabilities assessments for inclusion rate; and additional programs and special projects structured to increase the number of ELD providers to achieve TRS certification as outlined in the time lime and increase star level for existing TRS providers.

A. Management of CCQ

Proposers must be knowledgeable of the statutes, regulations, Department of Family and Protective

Services (DFPS) and Child Care Licensing (CCL) requirements, rules and policies; and demonstrate the technical competence, administrative capacity, management and administrative skills, program experience and expertise, fiscal management systems, and possess the financial resources and stability to accomplish the work identified in this RFP.

Proposers may be a joint venture (partnership or consortium). Information on Organizational

Capacity and Demonstrated Performance must be submitted for each entity. If two (2) or more entities submit a joint proposal, a lead agency, which will serve as the prime Contractor and fiscal agent for contracting, financial management, and assumption of overall liability must be identified.

Specific commitments, roles and responsibilities of each party must be determined in advance and put into a written and executed agreement, which must be included in the response to this RFP. WSA reserves the right to have such agreements reviewed by its legal counsel. Proposals may be disqualified if such agreement do not pass legal review or are not considered to be legally binding between the parties.

Proposers may subcontract services. No more than 20% of the funds for services and activities under this RFP may be subcontracted. All subcontracting is subject to applicable federal, state, and local laws, rules, regulations, and policies governing procurement. If a proposer intends to subcontract any of the services and activities to be provided, the proposer must identify which services will be subcontracted and the rationale behind using a subcontractor instead of providing them directly and whether this will have an impact on operational costs. The proposer must describe how subcontracts http://www.twc.state.tx.us/ http://www.texasrisingstar.org/ will be procured, selected, the qualifications of the subcontractor, as well as the method and basis for subcontractor payments. Subcontractors are subject to the same requirements as the proposer under this RFP and any resulting contract.

Proposals may be submitted using a Managing Director and the Professional Employer Organization

(PEO) Model. An agreement must be in place between the Managing Director and the PEO or staff leasing company prior to submitting a proposal and the agreement must be submitted as part of the proposal. A contract awarded under this model will be between the Board and the managing director only. It is the sole responsibility of the managing director to contract with a third entity, such as a

PEO.

B. Management of Texas Rising Star Assessors

The Texas Workforce Commission (TWC) selected the Children’s Learning Institute as the centralized entity (CAE) for the Texas Rising Star Program in April 2023. The CAE is responsible to oversee the qualified statewide assessor staff who evaluate early learning programs. The Child Care Quality

Contractor will work collaboratively with CAE in the following activities: once certification request is submitted indicating ELP is ready for assessment within Engage, debrief meeting occurs after the initial assessment with assessor, and assessment results meeting with the Director and mentoring staff.

C. Comprehensive Services for CCQ

Comprehensive services shall be delivered to providers, directors, teachers, and community partners and must comply with the following required elements:

1. Quality childcare activities defined in 40 TAC Section 809.16; and WD Letter 21-19, TA Bulletin

298 including any subsequent issuances;

2. Mentor quality childcare programs whose director receives ongoing mentoring; or that are in the process of obtaining a Texas Rising Star (TRS) certification;

3. A continuous quality improvement plan and needs assessment for each provider to determine appropriate goals, initiatives, and resources for each provider;

4. Technical assistance, including assistance to TRS providers and providers seeking TRS certification;

5. Professional development for childcare providers, directors, and employees including attainment of a Child Development Associate (CDA) credential and fees or an Associate or

Bachelor degree in Early Childhood Education or Child Development through public Colleges or Universities, including incentives for receiving a credential or degree and/or retention at employer;

The following are additional elements:

1. Consumer information regarding the selection of quality childcare for parents; and parenting education information;

2. Educational materials for children served by childcare providers;

3. Educational information for parents on the development of children under age five;

4. Quality Improvement Initiatives (QIA) permitted by Childcare & Development Funds (CCDF) regulations at 45 CFR Section 98.51, including activities designed to provide comprehensive consumer education to parents and the public; increase parental choice; and designed to improve the quality and availability of childcare.

WSA intends to include measurable outcomes associated with each activity proposed in accordance with the terms and conditions of the grant award, sub-award, applicable federal and state statutes and regulations, approved Statement of Work (SOW), and local policies and procedures.

WSA currently has 181 TRS providers and 408 Entry Level Designated providers (ELD) within our

LDWB and mentoring and mentoring activities must be delivered monthly to all CCS providers TRS and ELD providers with an active CCS agreement. A pre and post program assessment shall be used with each participating provider using a validated TWC tool to assess quality childcare programs.

The mentor shall be familiar with Partners in Action: A Mentoring Toolkit for Early Childhood

Providers published by the Texas Early Learning Council (TELC) and mentoring strategies for planning and implementing continuous quality improvement plans. Staff selected as TRS Mentor must meet the minimum qualifications outlined in the TRS Workgroup Recommended Qualifications for TRS

Assessors and Mentors and comply with Required Continuing Education and Professional

Development found in TWC Rule 809.134 and TWC Rule 809.136. Staff selected are required to participate in the Mentor Micro credential Certification program through the Children’s Learning

Institute (CLI); additionally participate in monthly Professional Learning Communities (PLCs), coding calls, CLI Engage coaching courses, Engage Data Entry, State required data entry, and Parent

Education Support.

WSA desires innovative mentoring and provider training approaches. Training offered must be conducted according to evidence based on current research. Examples: training from the McCormick

Center for Early Childhood Leadership or other similar high-quality organizations to implement Taking

Charge of Change, Program Administration Scale (PAS) Reliability Training, and the development of

Train the Trainers for implementation within the Alamo Region.

WSA requires that all staff development and training be in DFPS Child Care Regulation (CCR) core competencies and that trainers are registered with the Texas Early Childhood Professional

Development System (TECPDS) Trainer Registry. Activities shall be offered for licensed centers and homes as well as registered and licensed homes. WSA desires training to be offered which could be coupled with the purchase of resources, such as Learn and Earn sessions. Provider training shall target infants, toddlers, pre-kindergarten, and school age children (6 years to 12 years of age).

All TRS mentoring, assessing, and quality initiatives shall align with the TELC’s Strategic Plan for a

Texas Quality Rating and Improvement System and support the revised Texas Rising Star Guidelines.

The training and mentoring shall align with Texas Infant, Toddler, and Three-Year-Old Learning

Guidelines and the Texas Core Competencies for Early Childhood Practitioners and Administrators.

Professional Development System must be utilized that provides high quality training tracks for beginning and experienced directors and teachers. The training should be designed to cover all core

TRS competencies for teachers of infants, toddlers, pre-k, and school age children. In addition, WSA is requiring evaluation results of all training, mentoring, and conferences offered.

WSA also desires that a monthly electronic newsletter be developed informing providers of all upcoming training whether funded by QIA or not, the latest news from DFPS childcare licensing, as well as topics of interest to providers.

WSA anticipates that sufficient funding will be set aside by the contractor for their own staff development, for a data system to track trainings offered, registrations, issuance of training hours, individuals that apply and are awarded scholarships along with their CDA test results, follow-up for retention within the child care industry, mentoring hours, results of environmental rating scales used at providers, etc.

Entities may not use CCQ funding:

• To purchase or remodel provider facilities;

• For reimbursement for direct care;

• To increase the Board maximum reimbursement rates for providers; or

• To provide tiered reimbursement rates for TRS providers.

D. Work Product for CCQ

The principle work product of all QIA is a monthly written report due no later than the 10th of each subsequent month that describes the activities provided and the results of the services delivered with respect to the activities and mentoring conducted. Including number of certification applications submitted, assessments conducted by CAE, star level received, and progress for each ELD that is working towards certification. A biweekly report will also be requested as needed. In addition, WSA will require the selected Contractor to submit Child Care Quality Program Quarterly Progress Reports to WSA as required in WD Letter 23-23, and any subsequent revisions or issuances, 5 business days following the quarter. WSA shall be the only entity to communicate with TWC except during any on-site monitoring visits or training conducted by TWC. In addition, WSA desires to have regular coordination meetings between WSA and the CCQ contractor.

E. Direct Client Contact

The selected Contractor shall ensure that no employee or subcontractor shall have direct client contact who is alleged to have committed child abuse or neglect, an offense against the person, an offense against the family, or an offense involving public indecency under the Texas Penal Code or an offense under the Texas Controlled Substances Act, Texas Health and Safety Code, Chapter 481.

F. Background Check Requirements

The selected Contractor shall ensure that any of their personnel or their subcontractor’s personnel who will be entering childcare provider facilities are required to have undergone a background check within the prior 24 months before entering any provider facilities.

G. Reporting Cases of Child Abuse or Neglect

In accordance with Texas Family Code, Chapter 261, Sections 101 and 110, WSA expects that any individual delivering services under this contract having a cause to believe that a child’s physical or mental health or welfare has been adversely affected by abuse or neglect by any person shall immediately make a report of such abuse or neglect to Child Protective Services or Child Care

Regulation (CCR) as deemed appropriate. The report must be submitted no later than 48 hours after the professional first suspects that a child has been abused, may be abused, or neglected, or is a victim of an offense under Texas Penal Code Section 21.11.

H. Priority of Services

• The first priority for all quality initiative services shall be providers and their staff whose certification is nearing the 24-month certification requirement.

• The second priority for quality initiative services are current TRS providers on SIA, due for recertification, reassessment, and working towards a higher certification level.

While WSA is not specifically limiting enrollment of regulated providers and their staff that have technical assistance budgets such as Head Start, etc., providers and their staff shall only be given access to services if slots have not been taken by any of the preceding priorities and the contractor can demonstrate that they exercised due diligence informing CCS providers of the availability of training or other activities.

I. Program Outcomes for Child Care Quality (CCQ)

One of the primary purposes of the Child Care Quality Contractor is to increase the number of TRS providers and increase star level for CCS providers in the Alamo Region. The goal of WSA is to have providers certified by the 24 months required timeline enacted in HB 2607, which requires all child care programs in TWC’s CCS program to participate in Texas Rising Star; and directs TWC to include an entry-level rating for child care and early learning programs and establishing the maximum length of time that a provider may participate in CCS at the entry level. Outcomes will be negotiated with the successful contractor.

J. Transition Plan

Transition activities, if applicable, are to be prior to the contract start date. It is WSA’s expectation that the parties involved in the transition will work together to ensure seamless transition of service delivery and have staff in place by the contract start date. Detail your plan to transition all service functions. Include at a minimum:

1. Describe the activities required of each party to the transition of the TRS Mentor, TRS Business

Specialist, and Quality Initiatives program, including participation in the Texas Infant-Toddler

Specialist Network in WD 25-23 and participation and training of Texas Early Childhood

Professional Development System Board in WD 10-23.

2. Describe the process of notifying all customers, providers, and partners.

3. Describe the steps your agency will take to minimize the disruption of services to providers.

4. Discuss your strategy for assessing current childcare quality Contractor staff, any proposed probationary period, recruiting, and additional staff or relocation of existing respondent’s staff, and the negotiating salaries and benefits.

5. Describe how your agency will transition provider files.

6. Provide a timeline for all transition activities.

7. Describe your agency’s familiarity with WSA policies and demographics, and development of local procedures.

2.2 Fees/Charges

Submit proposed prices for the services offered and provide an explanation of the Proposer’s price breakdown for services to be performed. Offered prices will be fixed. Each proposer must develop and submit a budget and cost allocation plan for services to be provided based upon past experience, information provided in this RFP, and anticipated fees.

Complete the attached QIA excel budget workbook (Tab 1 – Line-Item Budget Summary; Tab 2 – Salary

Allocation; Tab 3- Fringe Benefits). Include, at a minimum, the following information:

1. Narrative description of cost, and their calculation to include fringe benefits, profit, and indirect costs for every budget line item.

2. Provide a copy of your indirect cost and cost allocation plans if applicable

3. Describe how you will ensure that 20% of the contract will be expended for QIA services in the 12 rural counties. If applicable, describe any value-added or in-kind costs you will be contributing to the program.

2.3 Deliverables

The estimated period of performance of the Agreement is five (5) years. The performance of CCQ services shall be reviewed not less than every calendar year, and any agreement shall be terminable at will and may not have a term beyond five (5) years from the date of execution of the Contract. All prices shall be firm for the term of this Contract.

Staffing Levels and Functions

Upon execution of the contract, the Contractor must provide a current organizational chart listing positions and lines of authority. The Contractor must submit written notification, within five (5) working days, to WSA of changes in key personnel. When the position is filled, WSA shall be notified in writing of the identity and qualifications of the new incumbent.

Contract Monitoring & Performance

Contractor must comply with the requirements of WSA's contract with reference to monitoring by WSA.

WSA will monitor for compliance on an ongoing basis during the fiscal year. The Contractor also agrees to fully cooperate with WSA in the conduct of performance audits as applicable.

The Contractor agrees to include the applicable monitoring and performance requirements in all approved subcontracts and assignments that result from this RFP.

WSA will conduct quality assurance reviews during the contract period for the following purposes:

1. To assess the quality of services provided under this contract;

2. To determine compliance with WSA requirements;

3. The extent to which key indicators of performance are being achieved; and

4. To validate internal quality improvement systems and findings.

Records & Documentation

During the term of the contract, the Contractor shall maintain accurate records and any documentation required by the State and/or Federal regulations. The Contractor shall provide copies of all such documentation and records as determined by WSA. After termination of the contract, the Contractor shall be required to keep all records a period of five (5) years from the time of service as well as five (5) years from the close of an audit. The Contractor agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The Contractor further agrees to hold harmless, defend, and indemnify WSA from any claim or damage, including reasonable attorney's fees and costs or from any fine or penalty imposed as a result of an improper disclosure by the Contractor of confidential records at its expense. The Contractor shall maintain all records required to be maintained pursuant to the resulting contract in such manner as to be accessible by WSA upon demand. Where permitted under applicable law, access by the public shall be permitted without delay.

2.4 Contract Renewal

Such renewal(s) shall be made by mutual agreement and shall be contingent on satisfactory performance evaluations as determined by WSA and shall be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial Contract. Any modifications to expand or enhance the planned scope of the Contract in future years that may necessitate additional funds beyond the original prices submitted shall be made by mutual agreement. The Proposer agrees to this condition by signing its proposal.

2.5 Schedule

Services performed under this contract shall begin the date specified and shall be performed and completed within the specified time unless an extension of time is agreed to by Workforce Solutions Alamo. Standard work hours would be 8:00 am – 5:00 pm.

PART 3 – PROPOSAL REVIEW AND EVALUATION PROCESS

3.1 Proposal Review and Evaluation

Evaluation Criteria:

Proposals must achieve an overall average rating of at least 70 points (70%) to be considered for selection and award. A total of 100 possible points (excluding bonus points for HUB status) is available. Proposals will be evaluated and scored based upon the following criteria:

3.2.1 Organizational Capacity (25 Points)

The proposing entity must demonstrate an overall ability to operate and maintain the American

Job Centers. This will include a vision to deliver quality customer services to businesses and residents; a staffing plan sufficient to operate and manage those centers and effectively integrate human resources and operational processes. The qualifications of staff, organization of staff, and the lines of authority will be considered.

The proposing entity must demonstrate that it is in sound financial condition and has the available financial resources; financial and administrative systems necessary to account for and protect funds received.

3.2.2 Demonstrated Performance (25 Points)

WSA is interested in successful performance in managing comprehensive, childcare provider mentoring, and quality initiative activities. Provide performance that demonstrates history and success with projects of similar size, scope and budget as specifically represented in this solicitation.

3.2.3 Operational Plan (20 Points)

WSA is interested in the Proposer’s operational plan that demonstrates aptitude for management and completion of this engagement. Describe the specific services your firm proposes to provide to meet the requirements of the RFP.

3.2.4 Transition Plan (5 Points)

Proposal will be evaluated on overall plan to ensure seamless transition of service delivery. In the event the proposer is an incumbent must describe how to transition to a new contractor.

3.2.5 Cost Effectiveness- Budget (20 Points)

The proposing entity must demonstrate that its proposed costs for providing services are necessary, reasonable, and allowable. All costs must be explained and justified in the budget narrative. Review of cost items may include a comparison of costs among other bidders.

Maximum use of funds for direct customer services (i.e. training/supportive services) will be considered.

3.2.6 HUB (5 Points)

Five additional points will be awarded to proposing entities that are certified as being minority or women-owned businesses. Documentation of certification is required. “Historically Underutilized Business” (HUB) is an entity at least fifty-one percent (51%) owned and operated by minority group members as defined by State law, including female-owned businesses. A “small, woman-owned, minority business enterprise” (SWMBE) is a for-profit independent operating business that is at least 51% owned, operated and controlled by minority person(s) and/or a woman or women. The ownership by minorities and women must be real and substantial.

➢ A copy of current certification certificate is required, as recognized by the State of Texas HUB Program and/or The South Central Texas Regional Certifying Authority.

Total Possible Points: 100 Points

In response to this CSP, please provide information regarding the following matters:

CONSIDERATION ITEM 3.2.1 - ORGANIZATIONAL CAPACITY

WSA is interested in the Proposer’s capacity in performing services as specifically represented in this solicitation.

• Describe previous experience with engagements of similar scope and range as the engagement specified in this RFP.

• Describe the Proposer’s organization structure.

• Describe the Proposer’s staff’s qualifications.

• Describe the number of staff proposed.

• List two (2) projects meeting this criteria, which have been completed in the past seven (7) years.

➢ Provide a narrative not to exceed six (6) pages.

CONSIDERATION ITEM 3.2.2 - DEMONSTRATED PERFORMANCE

WSA is interested in successful performance in managing comprehensive, childcare provider mentoring, and quality initiative activities.

• Describe performance that demonstrates history with projects of similar size.

• Describe performance that demonstrates success with projects of similar size.

• Describe performance that demonstrates scope and budget as specifically represented in this solicitation.

• References Provided – Please refer to Attachment J

• List two (2) projects meeting this criteria completed in the past seven (7) years.

CONSIDERATION ITEM 3.2.3 - OPERATIONAL PLAN

WSA is interested in the Proposer’s operational plan that demonstrates aptitude for management and completion of this engagement.

• Describe the specific services your firm proposes to provide to meet the requirements of the RFP.

• Describe your agency’s familiarity with WSA policies and demographics, and development of local procedures.

https://texashub.gob2g.com/ https://texashub.gob2g.com/ https://texashub.gob2g.com/ https://sctrca.org/

CONSIDERATION ITEM 03.2.4 - TRANSITION PLAN

WSA is interested in the Proposer’s transition plan that demonstrates a seamless transition of services set forth in this engagement.

• Describe the activities required of each party to the transition of the TRS Mentor, TRS Business

Specialist, and Quality Initiatives program, including participation in the Texas Infant-Toddler

Specialist Network in WD 25-23 and participation and training of Texas Early Childhood

Professional Development System Board in WD 10-23.

• Describe the process of notifying all customers, providers, and partners.

• Describe the steps your agency will take to minimize the disruption of services to providers.

• Discuss your strategy for assessing current childcare quality Contractor staff, any proposed probationary period, recruiting, and additional staff or relocation of existing respondent’s staff, and the negotiating salaries and benefits.

• Describe how your agency will transition provider files.

• Provide a timeline for all transition activities.

CONSIDERATION ITEM 3.2.5 - BUDGET

WSA is interested in an explanation of the Proposer’s allocation plan and fee structure with price breakdown for all services to be performed.

Proposers must complete and submit the following budget forms (in excel form provided):

A. Budget Summary Form-Enter “Workforce Services Provider Name”, “Budget Period” and verify totals. The line item budgets on this summary form populate from the information entered in the

Line-Item Budget Detail Forms. Verify the transfer of line-item information and totals.

B. Salary Allocation – Project Personnel Costs – include wages/salaries, personnel fringe benefits, travel costs, and other costs of all regular staff positions as described in the proposal narrative.

C. Fringe Benefits - the cost of all fringe benefits (medical insurances, FICA, U.I., Workers’ Comp, retirement, etc.) associated with all project personnel.

D. Budget Narrative - is used to explain the purpose of each line-item in the proposed Line-Item Budget and provide a breakout showing the exact amount of each cost item and how it was calculated. Such information is necessary for the Board to determine if budgeted costs meet its standards of

“reasonable, necessary, allowable, and allocable”. For each item, explain the purpose of the expense as it relates to the proposed activities, and how the exact amount of that cost was calculated. For example, if costs of Staff Travel/Per Diem are included, an explanation should include staff positions involved, purpose of travel, and method of computing expense.

All costs contained on the budget forms will serve as the basis for contract negotiations with selected bidders.

The following costs are NOT to be included in the proposed budget:

• Costs related to marketing activities (i.e. advertising related to customer outreach/recruitment, media purchases, development and production of collateral materials related to customer outreach/recruitment)

The proposed budget should represent a ONE-YEAR projection of expenses.

➢ Complete the three (3) tabs in the spreadsheet provided and identify costs.

HUB/SWMBE

“Historically Underutilized Business” (HUB) is an entity at least fifty-one percent (51%) owned and operated by minority group members as defined by State law, including female-owned businesses.