Proposal_Requirements.pdf

Proposal Requirements

Instructions: The RFP must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements.” The Proposal must not exceed 100 pages total. Only proposals that adhere to these instructions will be considered for evaluation.

A. Interest

1. Transmittal Letter

Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead. It must be signed by a representative of the offeror who is authorized to sign such material and to commit the offeror to the obligations contained in the offer. The transmittal letter must include the name, address, phone number, and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

2. Narrative The respondents must submit a two-page narrative detailing the organization’s interest in this project, specific abilities, and qualifications related to engaging St.

Petersburg youth and young adults (ages 15-24) in internship, leadership training, and career readiness training as well as providing connections to career pathways and post-secondary opportunities. Emphasis should be placed on any relevant community engagement or services provided within the South St.

Petersburg CRA.

B. Qualifications and Experience of Firm and Staff

1. Experience The proposal must detail the project team’s relevant experience and track record in successfully executing similar youth internship and career readiness initiatives, including outcomes achieved, roles performed, and lessons learned and address the following:

a. Experience in administering similar youth employment service operations including recruiting, screening, staffing, payroll, counseling, supervision, and reporting.

b. Experience administering direct deposit accounts and working with local financial institutions that are certified Bank On accounts. These accounts should provide banking products appropriate for youth, including low costs, no overdraft fees, robust transaction capabilities (such as debit or prepaid cards), and online bill play.

c. Highlight the project team’s established relationships with employers and community organizations that currently serve residents of the CRA.

2. Past Project Experience

The offeror must identify project experience similar to the ones envisioned for the services identified in this RFP. Experience included should focus on projects completed within the past five (5) years.

a. At a minimum, the project description should include the following:

i. Client name and description of the project/or services

ii. Nature of program or project conducted

iii. Project dates

iv. Contract amount

v. Staff assigned to the reference engagement that will be designated for work per the RFP

vi. The client's project manager’s name, e-mail address, and telephone number

vii. Provide documentation of results-driven success in past programs, including but not limited to quantitative data and third-party reviews and testimonials.

b. The Offeror must provide a narrative demonstrating its organization’s experience in administering youth employment and internship programs addressing the following:

i. A description of at least two (2) past projects where your organization administered youth internship or similar youth employment services

a. Include necessary recruiting, screening, staffing, payroll, counseling, coaching/mentorship, supervision and reporting experience and skills

ii. Explain if your organization provides services to youth and young adults (ages 15-24) who are residents of the City of St. Petersburg and describe the nature and scope of those services. Additionally, note any of these services that have been administered within the

South St. Petersburg CRA

iii. The types of data and evaluation methods used to assess program effectiveness

iv. Examples of reports or recommendations provided to clients, including the impact or results of those recommendations

v. Describe how your organization’s evaluation or advisory work led to specific changes or improvements in youth internship or career readiness program design, implementation, or participant outcomes

vi. Any experience working with municipalities, public agencies, or community-based youth employment or workforce initiatives

vii. Describe past leadership training or career readiness initiatives your organization has developed or facilitated, including the target audience, curriculum or topics covered, delivery methods, and measurable outcomes achieved

c. The Offeror must provide detailed cost data for youth internship, workforce readiness or similar training programs implemented or evaluated by your organization over the past three (3) years and include the following:

i. The name and brief description of each program referenced,

ii. Total annual program costs and the number of participants served

iii. The calculated cost per participant for each year (broken down annually),

iv. An explanation of what is included in the cost per participant (e.g., instruction, materials, support services, administration),

v. Supporting documentation to substantiate the cost data (e.g.

program budgets, invoices, audited financial summaries, or cost reports)

3. Previous and current work for City of St. Petersburg Offeror must list projects, dates, contract amounts, and program outcomes.

4. Project Team The Offeror must describe the composition, organization, and management of the project team, including:

a. identifying all major third-party relationships and their responsibilities;

b. demonstrating the firm’s ability to work cooperatively with multiple clients and any third-party; and

c. (c) identifying key individuals who would be assigned to the project, including their roles and responsibilities.

5. Organization Chart

The Offeror must provide an organization chart showing:

a. reporting relationships and responsibilities of the offeror and any other firms/subcontractors

b. reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

6. Key Personnel

a. The Offeror must provide resumes for all key personnel pertinent to this solicitation. Resumes must be limited to two (2) pages per individual and include the following:

i. Academic and professional qualifications

ii. Professional registration (as applicable)

iii. Experience as it relates to the project and to the individual's specified role on the project.

b. The Offeror must provide a detailed resume of the offeror's project manager and at least one substitute project manager. The proposed project manager and the proposed substitute shall have a minimum of three (3) years of applicable experience focused on youth employment initiatives completed within the past ten (10) years.

C. Financials

Offeror must demonstrate its financial stability and provide latest financial audit.

D. Project Approach The Offeror should identify the process envisioned for the services identified in this RFP.

The Offeror should also include:

1. The process envisioned to interface with the City through the Project Manager.

2. The ability to facilitate internships and career readiness that enables youth and young adults (ages 15-24) to take advantage of employment opportunities including those in the City’s targeted industries: Marine and Life Sciences, Financial Services, Specialized Manufacturing, Data Analytics, and Creative Arts and Design.

3. An existing network of employers and community partners for intern placement and career readiness training, as well as the proven ability to develop and cultivate new relationships with employers in targeted industries that offer meaningful work opportunities and potential pathways to year-round employment.

4. Description of your outreach strategy (e.g. social media, community events, site visits) to reach program Participants, new employers and community partners

5. Explanation on how it will provide access to applications and/or staff in multiple locations, including one in the downtown and/or mid-town St.

Petersburg areas for recruiting, screening and orientation/training purposes.

6. Demonstrate that it possesses the facilities and resources to mobilize, recruit, screen, and place Participants into eligible positions within 14 days of the start of the Program.

7. The ability to conduct administrative and human resources requirements such as screen potential Participants for eligibility; employ Participants; and provide full payroll services including direct deposit.

8. The ability to provide supervision and support for all Participants, including mentoring, career counseling, referrals for human or social services, and workplace disciplinary action when needed.

9. The ability to provide training (in-person, virtual, hybrid) in the following areas that may include but are not limited to: career counseling, professional and workforce development, and money management skills to include banking and financial literacy.

10. Description of the program measurable outcomes/objectives (e.g. school attendance, grades, graduation, job placements, retention), and how this data will be tracked.

11. A display of the proposed project schedule of the tasks described in the Scope of Services, including planning meetings, progress reviews, implementation, and final report. A sample report must be submitted as a separate attachment with the Vendor’s proposal.

12. Description of the project plan and process for performing the Scope of Services. The project plan should include key activities, deadlines, and deliverables required to complete the scope of services, organized in a logical, easy-to-follow manner.

13. Staff breakdown of time on versus off-site and the notice required to have staff available for on-site consultation.

14. Optionally, include any additional supplemental services that may be provided should additional funding become available (see Additional Services Opportunity in the Scope of Services)

E. Community Collaboration

The Offeror is encouraged to collaborate with other organizations that provide complementary and synergistic support to the full application. These partnerships will enable the respondent to provide the most comprehensive youth internship and career readiness development program to youth and young adults in St. Petersburg. The City prefer partnerships with organizations that have established connections to the South St.

Petersburg CRA community and have demonstrated experience serving CRA residents.

For each of the sub-consultants or partners utilized to perform the detailed scope of services, the offeror must provide the following details on each sub-consultant or partner:

1. Name

2. Qualifications

3. Experience as it relates to the scope of work and target audience

4. The project element that the sub-consultant will conduct

5. The unique strengths the sub-consultant will bring to the project

6. The steps that will be taken to ensure successful collaboration

F. Fee Summary (Detailed Budget)

The offeror must submit a completed budget of how the funds awarded will be utilized. The budget should include major project components, including participant program costs, salaries, administrative fees, subcontract amounts, and other assorted program activities. The offeror must also submit a budget narrative to accompany the numbers.

G. Business Enterprise Outreach and Utilization

Proposers must indicate if the company is a SBE, MBE, WBE, combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract. At a minimum, proposers must address the following:

1. A detailed description of your organization’s efforts to identify and contact City of St. Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

a. Attending relevant opportunities offered by the City’s Office of Supplier Development including outreach events and matchmaking sessions.

b. Documentation of planned or prior outreach efforts

2. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

3. Detailed description of your organization’s process for ensuring small businesses have enough time and information to provide your firm with bids.

a. Description of how your firm considers SBEs, MBEs, and WBEs in the development of proposal and bid packages.

b. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

4. Provide past performance in utilizing SBEs, WBEs, and WBEs on past projects within the last five (5) years.

5. Provide a detailed Subcontractor Utilization Form (Form C attachment).