ESBD_File_355264_RFP 13240101 CCS Operations and Management.doc

Request for Proposals

RFP #13240101

Management and Operations of Workforce Solutions for the Heart of Texas

Child Care Services

The Heart of Texas Workforce Development Board, Inc.

801 Washington Avenue, Suite 700

Waco, Texas 76701

254-296-5300 www.hotworkforce.com The Heart of Texas Workforce Development Board, Inc. is an equal opportunity employer/programs and auxiliary aids and services are available upon request to include individuals with disabilities.

TTY/TDD via RELAY Texas service at 711 or (TDD) 1-800-735-2989/ 1-800-735-2988 (voice).

PART 1. TABLE OF CONTENTS

2PART 1. TABLE OF CONTENTS

3PART 2. PURPOSE AND BACKGROUND

32.1 Purpose of Solicitation

42.2 Background

42.3 The Mission of the Board

42.4 Contractor Objectives

52.5 Contractor Responsibilities

7PART 3. PROPOSAL CONDITIONS

9PART 4. ELIGIBLE RESPONDENTS, CAPACITY AND SCOPE OF WORK

94.1 Eligible Respondents

104.2 Organizational Capacity

104.3 Financial Systems Capacity

114.4 Scope of Work

134.5 Current Performance

134.6 Target populations and related funding sources are as follows:

144.7 Matching Funds

14PART 5. SUBMISSION PROCEDURAL INFORMATION

145.1 Solicitation Process

145.2 Solicitation Schedule

145.3 Proposal Submission

155.4 Bidders’ Conference

155.5 Appeals Process

165.6 General Instructions for Proposals

18PART 6. SELECTION PROCESS

186.1 Minimum Standards of Determining Responsiveness of Proposals

186.2 Evaluation Process

186.3 Evaluation Criteria

21PART 7. ADMINISTRATIVE REQUIREMENTS

217.1 Nature of Agreement – Type of Contract

217.2 General Rule

217.3 Financial Systems

227.4 Audit

237.5 Property Management Standards

237.6 Records and Records Retention

237.7 General Reporting

237.8 Certifications

237.9 Accessibility

237.10 Nondiscrimination and Equal Opportunity

247.11 Cybersecurity

247.12 Insurance and Bonding

247.13 Policies and Procedures for the Child Care Services Program Will be Provided Upon Selection

24PART 8. RESOURCES

248.1 Definitions

258.2 Useful Websites

268.3 Workforce Solutions for the Heart of Texas Centers

27ATTACHMENTS

27Attachment A

28Attachment B

36Attachment C

37Attachment D

38Attachment E

40Attachment F

42Attachment G

44Attachment H

45Attachment I

46Attachment J

48Attachment K

49Attachment L

50Attachment M

52Attachment N

PART 2. PURPOSE AND BACKGROUND

2.1 Purpose of Solicitation

This Request for Proposals (RFP) solicits proposals for the management and operation of Child Care Services (CCS) for the Heart of Texas Workforce Development Board, Inc. (the Board) based in Waco. The Board’s intent by this solicitation is to contract with an entity to provide management and operation of CCS in a manner that will enhance performance as well as provide quality customer service. CCS management and operations include determining client eligibility, provider management, implementation of quality activities and funds management in the six counties for which the Board has jurisdiction: Bosque, Falls, Freestone, Hill, Limestone and McLennan.

The Texas Workforce Commission (TWC) the Board’s funding source for CCS, scrutinizes the percentage of funds used for operations and administration. Proposers must keep operations and administration costs within the guidelines enforced by TWC.

This Request for Proposals (RFP) provides a uniform method for the procurement of these services. It contains the necessary background, requirements, instructions, and information to prepare a response. This RFP guides the preparation of a responsive proposal to meet the Board’s objectives.

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

2.2 Background

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

2.3 The Mission of the Board

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

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

2.4 Contractor Objectives

a.

Manage funds to maximize units of care and meet monthly fund utilization targets;

b. Project expenditure of operations, quality, and direct child care funds;

c.

Design program services to minimize operational and/or administrative costs;

d.

Maintain track, and report expenditures using The Workforce Information System of Texas (TWIST) or the planned TWIST replacement called TX3C, and internal accounting systems;

e.

Determine and document all eligibility for child care services based upon Board and TWC Rules and policies;

f.

Manage a waiting list of pre-screened families;

g.

Implement an approved quality improvement plan and promote and administer the Texas Rising Star (TRS) Quality Rating and Improvement System and other local and state-wide projects that increase the quality of early learning programs and the Early Childhood workforce h.

The CCS Operator will work in close collaboration with child care providers and other agencies and individuals concerned with child care and early education issues;

i.

The CCS Operator will promote quality child care and serve as a major community resource for information, education, and training on community child care issues.

j.

Prepare budgets and budget amendments;

k.

Provide an accurate and auditable record of all financial transactions;

l.

Maintain records and report in a manner prescribed by the Board;

m.

Establish internal controls to ensure propriety of information, compliance with established rules, safeguarding of assets, efficient use of resources and accomplishment of established objectives and goals;

n.

Offer low-income families an expanded choice of accessible child care;

o.

Provide child care and parenting information, and resource assistance to families;

p.

Recruit and retain eligible child care providers throughout the region, manage provider agreements, and ensure compliance with all applicable rules, regulations, and policies;

q.

Coordinate services with various State and local child care resources.

2.5 Contractor Responsibilities

The purpose of the program is to increase the availability, affordability, and quality of child care services. Per 45 CFR 98.1, the Board offers funding to:

· Provide eligible low-income families, Workforce program participants, and DFPS families with the financial resources to find and afford child care for their children;

· Enhance the quality of care for all families, including those who receive no direct assistance under CCDF;

· Administer the Texas Rising Star Quality Rating and Improvement system, which includes coordinating an approved plan of quality improvement activities; and

· Improve the quality of, and coordination among, early learning programs.

Funding for the CCS program comes from state and federal sources. Funding levels are determined at the beginning of the Texas State fiscal year; however, additional funding can become available at any point during the fiscal year. The Child Care Services contractor must be prepared to use additional funding for direct care and/pr quality improvement activities as funds become available.

The Contractor will be responsible for:

a. Recruiting and hiring an adequate number of qualified staff to meet Board and program objectives, and providing management, direction, opportunities for staff development and training, and benefits and incentives to attract and retain quality staff and foster a commitment to excellence;

b. Providing client and provider services as described herein;

c. Complying with laws, regulations, rules, policies and directives governing the program;

d. Coordinating with the Board to maintain inventory of property and equipment;

e. Carrying out appropriate self-evaluation monitoring activities and taking prompt corrective action against known violations of the legislation, regulations, applicable policies, contract provisions, and other requirements;

f. Maintaining the confidentiality of all client information;

g. Ensuring timely and complete data entry into the TWC system(s) as required by TWC and the Board;

h. Meeting or exceeding performance measure/s for CCS;

i. Implementing Texas Rising Star, the State’s Quality Rating and Improvement System;

j. Implementation of an approved child care quality improvement/strategic plan;

k. Providing consumer education information to parents about the importance of quality child care and the types of child care providers available;

l. Overseeing the Children’s Playroom at the Workforce Solutions Heart of Texas McLennan County Workforce Center;

m. Actively encourage the use of the website’s online customer and provider features and participate in ongoing quality improvement and updates to the website;

n. Establishing, maintaining, and utilizing internal program management procedures sufficient to provide for effective management and the prevention of fraud and abuse in all activities funded under the contract;

o. Retaining the liability for disallowed costs from the operation and management of CCS;

p. Conducting informal appeal resolutions as appropriate and participating in formal appeal hearings;

q. All tasks related to recoupment of improper payments;

r. Data management to ensure accuracy of reports, referral fixes and developing and running ad hoc queries;

s. Utilize the three automated systems developed and maintained by TWC that include:

TWIST, TX3C expected to replace TWIST in July 2024, and PIRTS; and Workflow 2 as needed as legacy system.

t. Coordinating with other Board contractors and entities with which the Board has Memorandum of Understanding (MOU) or contracts.

PART 3. PROPOSAL CONDITIONS

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

1. The result of the procurement process is selection of a proposer with whom to negotiate a contract for the management and operation of the Child Care Services; however, the Board is under no legal requirement to execute a contract on the basis of any proposal.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

PART 4. ELIGIBLE RESPONDENTS, CAPACITY AND SCOPE OF WORK

4.1 Eligible Respondents

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

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

Minority disadvantaged and women-owned businesses that are certified by the State as Historically Underutilized Businesses are encouraged to respond to this RFP.

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

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

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

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

4.2 Organizational Capacity

Offerors must demonstrate they have the organizational capacity to administer a program in accordance with the requirements of this RFP. The Board reserves the right to conduct a pre-award survey and fiscal integrity evaluation (which may include a review of corporate finances) of any offeror approved from this request. The purpose of the survey and fiscal integrity evaluation is to determine the capacity of the organization to operate the program, meet administrative requirements and maintain an adequate financial system. The Board also reserves the right to deny a contract to any offeror approved for funding that does not make information available and/or make timely changes required by the Board as a result of the pre-award survey or the fiscal integrity evaluation in order to bring its systems into compliance.

Respondents must describe in their proposal a system of self-monitoring, including the review of key elements relating to the organization’s compliance with applicable laws, rules, regulations and policies, contract terms and conditions, and contracted performance measures.

Subcontracting must be specified in the proposal narrative and approval must be granted by the Board prior to the execution of a contract resulting from this RFP. 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. The proposer must describe how subcontracts were (or 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.

Proposers must disclose and rectify to the satisfaction of the Board any and all outstanding monitoring and/or audit findings from any of the proposer’s program contracts prior to receiving a contract resulting from this RFP.

Additionally, proposers must disclose whether there are any legal judgments, claims, arbitration proceedings, pending/outstanding lawsuits against the organizations and its officers, or any other potential liability that might affect the ability to perform if a contract is awarded.

4.3 Financial Systems Capacity

The CCS Operator must have a well-developed fiscal management system and capable staff to maintain the system and perform the necessary fiscal and statistical tracking and reporting. The CCS Operator is responsible for achieving expenditure benchmarks and must be able to effectively adjust to sudden large increases and decreases in funding. Contractor must have financial systems that at a minimum meet the following standards.

a. In accordance with generally accepted accounting principles, the financial system must include:

· information pertaining to any sub-grant or contract awards, obligations, unobligated balances, assets, expenditures and income;

· effective internal controls to safeguard assets and assure their proper use;

· a comparison of actual expenditures with budgeted amounts;

· source documentation to support accounting records; and

· proper charging of costs and cost allocation.

b. Financial systems must be sufficient to:

· allow preparation of required reports;

· allow for tracking of funds to a level of expenditure adequate to establish that funds are used in violation of the applicable restrictions for such funds; and

· permit tracking of program income, potential stand-in costs, and other funds.

c. The Texas Workforce Commission may impose additional requirements on sub-recipient financial systems. The contractor selected from this RFP will be provided financial requirements for grant management established by the Texas Workforce Commission.

4.4 Scope of Work

The Board seeks a contractor for the operation of Child Care Services (CCS). The Contractor will design a system that provides child care services to eligible families in the Heart of Texas region and seeks to improve the availability of quality early care and education through the implementation of the Texas Rising Star Quality Rating and Improvement System and the approved child care quality improvement plan. This design must be co-located in the Workforce Solutions for the Heart of Texas Workforce Centers. Comprehensive services provided to families, providers, and the community must include at a minimum:

a. Client eligibility for child care services at initial enrollment and redetermination;

b. Maintenance of a wait list of pre-screened families – to include implementation of TWC and Board priorities for removal from the wait list;

c. Comprehensive child care resources and information with a broad range of provider choices for families to include recruitment of providers;

d. Implementation of the Board approved Child Care Quality Improvement Plan that includes: activities that increase the supply of quality child care, increase the professionalism of the child care workforce, supports developmentally appropriate early learning environments, and engages parents and community partners in early learning;

e. Timely payments to providers using electronic funds transfer and debit card payments.

Note: No payments will be processed by check; however, under exceptional circumstances payments by check may be made with prior Board approval;

f. Ensure that all providers understand the responsibilities and attendance;

g. Determination of recoupment amounts, and provider and client collections;

h. Provision of mentoring services to providers seeking Texas Rising Star certification and star-level increases;

i. Collaboration with community partners to leverage services to families;

j. Processing of appeals and informal meetings to resolve complaints and termination of child care or provider services;

k. Fact finding for suspected fraud or program abuse;

l. Maintenance of internal procedures for all operational aspects of the program;

m. Internal monitoring of all contractor functions;

n. Timely and accurate data entry of all required client and provider information into the Texas Workforce Information System (TWIST) or the new TX3C system within the required timeline set by TWC;

o. Forecasting of expenditures and enrollments to ensure that performance is met, and expenditures are correctly reported;

p. Establish systems to ensure referrals to other Workforce Solutions Center services to assist in seeking better wages, training, or education;

q. Document and track referrals for services to Workforce Solutions contractors or other community-based resources;

r. Data management, referral fixes, and Ad-hoc reporting including timely provision of requested reports from Board staff;

s. Provide a focal point for coordination of services to families and children;

t. Collaborate with the Board and community partners in identifying child care resources to support development of higher quality child care; and

u. Coordinate with workforce training programs, community agencies, 2-1-1 and with staff of the Texas Department of Family and Protective Services to provide child care services to eligible individuals.

4.5 Current Performance

The Board expects that the CCS contractor will meet the performance measure for child care units served per day. This target is formulated by TWC each year. The measure is considered to be met at 5% percent below the target and 5% above the target. The CCS operator is responsible for managing the number of children served through the CCS program in order to stay within the direct client services budget.

4.6 Target populations and related funding sources are as follows:

a. Children placed in foster care. Funded by a combination of state and state matched federal funds from Title IV-E of the Social Services Block Grant;

b. Children of Choices participants. (Recipients of Temporary Assistance for Needy Families (TANF)). Funded by Child Care and Development Fund (CCDF);

c. Children of TANF applicants attending a Workforce Orientation. Funded by CCDF;

d. Children of Food Stamp Employment and Training participants. Funded by SNAP Employment and Training funds;

e. Children of parents transitioning from public assistance to employment. Funded by CCDF;

f. Children whose parents are involved with Child Protective Services. Funded by Title 20 of the Social Services Block Grant, and Child Protective Services;

g. Children of qualified veterans. Funded by CCDF;

h. Children of teen parents. Funded by CCDF;

i. Children with disabilities. Funded by CCDF;

j. Children of WIOA Participants. Funded by Workforce Innovative and Opportunity Act supportive services;

k. Children of Income Eligible (Low wage Working) Families. Funded by CCDF, Child Care Development Block Grant and Title 20;

l. Child Care Quality, funded by CCDF, Child Care Development Block Grant and Title 20 ($247,675 must be spent on mentor/assessor for TRS). In addition, 2% of allocation must be spent on quality improvement.

m. Quality child care activities under the CCQ grant are limited to allowable CCDF quality improvement activities referenced in 40 TAC § 809.16 and described in Part H of the Child Care Services Guide. A certain minimum amount must be spent on TRS mentor/assessor functions.

4.7 Matching Funds

The Board does not require the current CCS operator to secure the matching funds at this time. Board staff ensure this requirement is met through certifications and donations with local institutions. However, it is possible that contractor involvement will be required in the future.

PART 5. SUBMISSION PROCEDURAL INFORMATION

5.1 Solicitation Process

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

5.2 Solicitation Schedule

5.3 Proposal Submission

Proposers must submit entire proposal (following the sequence of submission found in section 5.6 in PDF format in a single folder titled with your organization’s name and the date submitted, e.g., "My_Company_4-29-2024" by May 2, 2024, 1:00 p.m. to https://hotworkforce-my.sharepoint.com/:f:/p/erin_dosher/Egac811fWjtDvEH_M7lo6YoB1tQUHIKq9Zn5nIuVi_2iVw. Should you run into issues when trying to submit, please contact Erin Dosher at (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 - May 2, 2024, 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.

5.4 Bidders’ Conference

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

Friday, April 19, 2024, at 10:00 a.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 April 19, 2024, at 5:00 p.m. Submit questions to: procurement@hotworkforce.com.

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.

5.5 Appeals Process

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

All proposers will be notified in writing of the final results of the procurement process after 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, Suite 700

Waco, TX 76701

Dated Material Enclosed

Facsimile or email will 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 organization’s authorized representative. 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, available on request.

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.

5.6 General Instructions for Proposals

FORMAT

a. The original proposal must be typed in no smaller than 12-point font.

b. Each page of the proposal, with the exception of the coversheet, must be sequentially numbered, including attachments.

c. When responding to each question under the noted criteria, include the question and the corresponding number in the response.

d. There is no page limit for the Proposal Narrative Section; however, the responses should be addressed in a concise, clear manner.

e. Documents submitted must be complete and fully assembled.

f. A financial audit for the two most recent years must accompany the proposal.

g. Documents submitted must be legible, complete and fully assembled.

COVER SHEET

a. All items on the Cover Sheet must be completed.

b. Identify the primary contact person, as well as the Signatory Authority -- the person with the legal authority to negotiate and sign a contract. This person must sign the certification forms.

RESUME

a. Submit a resume for the person who will have day to day oversight of Child Care Services and key management staff.

b. Limit each resume to 3 pages and inclusive of all education, training, certifications and a sequential history of professional experience beginning with the most recent.

c. Each referenced employer should include the names of immediate supervisors and current contact information.

NARRATIVE

a. Submit a written response to each of the narrative elements contained in Attachment B. Failure to follow the narrative format may result in a reduced evaluation score.

BUDGET FORM

a. Using the RFP budget form (Excel Workbook, Attachment C) present a line-item budget of your proposed costs.

b. Include a budget narrative that describes/explains each cost and how it was calculated.

c. Present the total budget cost for a twelve (12) month period.

d. Should your proposal be selected for consideration this budget will be the basis for negotiating the contract amount.

e. Do not include costs for office space and office equipment.

SEQUENCE OF SUBMISSION

The proposal should be submitted with elements in the following order:

a. Attachment A Proposal Cover Sheet

b. Attachment B Proposal Instructions and Narrative

c. Attachment C Budget

d. Attachment D Budget Narrative

e. Attachment E Administrative Management Survey

f. Attachment F Financial Systems Survey

g. Attachment G Certification Regarding Debarment, Suspension, Ineligibility and Voluntary

Exclusion Lower Tier Covered Transactions

h. Attachment H Certification Regarding Lobbying Certification for Contracts, Grants, Loans and Cooperative Agreement

i. Attachment I Certification Regarding Conflict of Interest

j. Attachment J Assurances and Certifications

k. Certification Regarding Texas Corporate Franchise Tax

l. Certification Of Proposer Non-Discrimination and Equal Opportunity Provisions

m. Certification Regarding Drug-Free Workplace Requirements

n. Certification of Proposer

***** All documents requiring a signature must be signed using blue ink. *****

PART 6. SELECTION PROCESS

6.1 Minimum Standards of Determining Responsiveness of Proposals The selection process used by the Board is intended to help the Board identify the most qualified Child Care Services management and operations organization for contract negotiation.

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

a. Submitted by the deadline;

b. Submitted in the required format;

c. Contains all required elements and required signatures;

d. Format complies with proposal instructions, including but not limited to formatting instructions, narrative instructions, submission order, page restrictions, and budget instructions; and

e. Contains no evidence of conflict of interest.

6.2 Evaluation Process

Selection of the Contractor shall be in accordance with federal procurement principles and the TWC Financial Manual for Grants and Contracts, which requires “full and open competition,” fair and equal treatment, and “arm’s length” relationships with all potential applicants. The evaluation will include two phases:

a. A review of the responsive submitted proposals by an evaluation team comprised of independent reviewers. Proposals shall be ranked from highest score to lowest average score.

b. The full Board in a duly called meeting will consider the recommendation and either approve or disapprove the recommendation.

Evaluators will score the proposals using a criteria-based instrument.

a. Evaluators will award points for specific criteria with the highest possible total being 108 points.

b. Evaluators’ scores for each proposal will be averaged and those with a minimum average score of 75 points or higher will be ranked by highest points to lowest points.

The proposer with the highest combined averaged score (average proposal evaluation score plus average interview score (if applicable)) will be recommended to the full Board for contract negotiations.

6.3 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 total possible available 108 evaluation criteria points.

2. Quality/Texas Rising Star

3. Client and Provider Services

Demonstrated Experience: 17 Points

This criterion includes a review of the proposing entity demonstrated history of successfully providing the same or similar services to those specified in the RFP, specifically relating to the types of activities, targeted populations, performance outcomes (measures/targets), and contractual compliance, etc. Experience of assigned corporate staff, oversight role of corporate. Experience with advisory groups, task forces, federal, state, local groups.

Quality/Texas Rising Star: 18 Points This area will examine the proposed overall approach, design, strategies, processes, and outcomes in delivering services that effectively and efficiently meet the Board’s expectations. The successful proposer must demonstrate a thorough understanding of the Texas Rising Star Quality Rating and Improvement System and other local or state-wide child care quality improvement programs or projects. Other areas of review will include collaboration; use of data, including customer satisfaction to improve services; outreach and recruitment and demonstration of approaches to evaluate program effectiveness and measure outcomes. Proposers must have a comprehensive approach to staff development and enrichment.

The successful proposer will design a system that provides child care services to eligible families in the Heart of Texas region and seeks to improve and expand the availability of quality early care and education through the implementation of the Texas Rising Star Quality Rating and Improvement System and the approved child care quality improvement plan. Proposers will be evaluated on proposed innovative strategies to promote child care quality standards and increase the number of Texas Rising Start providers.

Client and Provider Services: 15 Points This criteria area will evaluate the proposed overall approach, design, strategies, processes, etc. in delivering services. The described plan for providing CCS client and provider services is scored on demonstrated knowledge of the child care system/program; coordination with workforce center operation; performance management; client eligibility, enrollment and re-determination; and provider management.

The proposer must make clear how they will be an asset to the Board in achieving local goals and objectives through rigorous management, continuous improvement and excellence in the provision of childcare services. Evaluation and review of monitoring/audit issues and resolutions.

Staffing and Training: 15 Points Evaluation review for this criterion includes the proposed staffing plan and management approach to implement an effective integration of human resources and operational processes to meet Board expectations. This Criterion includes a review of the proposed organization chart, management experience and proposed staff qualifications.

Proposers must have a comprehensive approach to staff development and enrichment including staff customer service training, cross training of program regulation and functions within the CCS staff and the workforce center staff. The proposal must identify management staff with the required skills and experience living in the Heart of Texas area (within no more than 60 days of contract award).

Financial Experience: 16 Points The proposing entity must demonstrate that it is in sound financial condition and has effective fiscal and administrative management systems, fiscal organizational structures, financial resources, financial capacity, and fiscal knowledge in accordance with federal, state and generally accepted accounting practices. This Criterion also includes demonstrating effective financial performance under contracts with Workforce Development Boards, preferably in Texas, by meeting all fiscal expenditure goals and the ability to utilize funds to derive organizational strategic objectives. Financial tracking systems for payments to providers will also be evaluated.

A proposer must offer proof of effective and successful experience in Child Care Services management and operations as evidenced by monitoring reports and corrective actions, timely, responsive and successful remedies to corrective action plans, performance improvement plans and sanctions, and monitoring findings. This may include demonstrating effective performance under contracts with other Workforce Development Boards by fulfilling all contractual obligations, meeting and exceeding performance and fiscal expenditure benchmarks, and complying with all program requirements as well as local, state and federal policies and regulations. The proposer must demonstrate an understanding of performance measures and the ongoing management of these measures.

Budget/Cost Reasonableness:…