Scope_of_Services.pdf

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Amendment No. 1 Appendix A

Scope of Services

1. Scope of Work

The City of St. Petersburg (“City”) is soliciting proposals from qualified providers to manage and operate (“administer”) the City’s Youth & Young Adult Employment Programs, hereinafter collectively referred to as the “Programs.”

Vendor shall serve as administrator of the Program(s), and shall provide all labor, tools, supervision, training facilities, and equipment for recruiting, screening, and Human Resources (HR) operations for potential Participants. The Provider may subcontract with Human Resources and/or other workforce related agencies, but costs must remain within the anticipated budget.

All Participants shall meet specific criteria established by the City, in order to be eligible to participate in the Programs. The Vendor shall ensure that Participants meet eligibility requirements prior to placement as follows:

a) Residents of the city of St. Petersburg, with preference to those who reside within the South St. Petersburg Community Redevelopment Area (CRA) (See Appendix C – CRA Map).

b) Household income shall meet Area Median Income (See Appendix D – Income Limits) up to 120%.

c) Junior or Senior High School students in good standing during the school year.

d) During the summer, recent high school graduates or college students on summer break may also be eligible to participate in addition to Junior or Senior High School students.

e) Required to participate in orientation and other additional trainings as identified or assigned.

f) School internship hours shall not exceed 15 hours/week; no more than 30 hours/week during the summer. The employer shall be responsible for all hours above 30 hours/week including the entire hourly rate.

Participants shall be matched and placed in positions that provide the number of work hours required for the Programs. Participants may be referred to the Programs by other collaborating agencies.

All individuals employed under the Programs by Vendor shall be considered as employees of Vendor. The work positions or slots shall be allocated according to the income eligibility guidelines as established on an annual basis prior to commencement of the current year’s Program. The City shall make all revisions to income eligibility guidelines available to Vendor on an annual basis prior to the start of the current year’s Program. Any deviation from this eligibility criterion shall have prior written approval from the City.

Distribution of funds for services shall be based upon Vendor’s pre-approved budget and shall remain firm for the initial Agreement period. Any requests for changes or re-distribution of funds after the initial Agreement period must be submitted by Vendor at least 60 days prior to any extension of the Agreement period. The City will review any requests and at its sole discretion to approve or deny requests.

RFP No. 8573 Scope of Services

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2. Background

The City desires to provide employment in both public and private sector businesses for the City's youth in families 120% or below the Area Median Income guideline. Participants ranging in age from 15 to 24 years must meet specific criteria established by the City, in order to be eligible to participate in the Programs. In addition to providing temporary employment and earned income, the City desires to ensure Participants develop leadership skills, are career ready, or learn about careers, trades and certifications they may pursue.

The City’s anticipated annual budget for the services is $400,000.00. Private sector employers may provide reimbursement from 60% up to 75% (this may be adjusted contingent upon minimum wage annual increase through 2026) of the established Participant salary.

The City is interested in contracting with a Vendor or multiple Vendors that will maximize the number of Participants in both Programs through leveraged funds, and creative, effective strategies for recruitment and placement. Positions within target industries including Life Sciences, Financial Services, Specialized Manufacturing, Data Analytics, Creative Arts and Design and Construction are preferred. It is further desired that the majority of these internships lead to year-round permanent employment and will therefore positively impact the youth.

3. Objectives

The objectives of the Program(s) are to enhance the well-being and increase the self-sufficiency of the City's youth in economically disadvantaged families. The Program shall provide exploration opportunities for youth to learn about different careers and trades and increase their career readiness. The Program(s) shall also motivate diverse at-risk students to complete their high school education; prepare them for future success; and to reduce some of the at-risk factors through mentoring, counseling, professional and workforce development, and money management skills to include banking and financial literacy.

The objectives are established to deliver demonstrable gains in academic achievement;

increase attendance and graduation rates; reduce disciplinary actions and dropout rates;

increase engagement of students in education, cultural, and career experiences to support success beyond high school; prepare students for college or job entry; establish mentor relationships for students; and provide on-the-job-training with career exploration.

4. Term of Agreement

The initial term of agreement will be for five years, renewable annually, by mutual agreement of the parties.

5. Minimum Qualifications

The Vendor shall meet the following qualifications:

a. Have demonstrated and documented experience in administering similar youth employment service operations including the necessary recruiting, screening, staffing, payroll, counseling, supervision and reporting experience and skills.

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b. 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.

c. Have the facilities and resources to mobilize, recruit, screen and place Participants into eligible positions within 14 days of the start of the Program.

d. Be free from legal and regulatory matters that might prevent Vendor from fulfilling the terms and conditions of the agreement.

e. Be a financially stable and viable company/organization and provide documentation (e.g. latest financial audit).

f. Have the resources to obtain the minimum insurance requirements set forth in the Request for Proposals.

g. Have a qualified and experienced project manager with a minimum of three years of experience in youth employment related services to administer the Agreement.

h. Have experience using direct deposit accounts and existing relationships with local financial institutions that are certified Bank On accounts with banking products appropriate for youth. Bank On standards identify critical product features for bank or credit union accounts appropriate to those currently outside of the mainstream banking system. Core account features include low costs, no overdraft fees, robust transaction capabilities such as a debit or prepaid card, and online bill pay.

6. Vendor’s Responsibilities

At a minimum, Vendor shall provide the following:

a. Within 30 days of award, vendor shall submit a detailed Program Design document for review and approval by the Project Manager.

b. Vendor shall provide a single point of contact (Account Manager) to administer the Agreement.

c. Vendor shall develop and implement a recruitment strategy to reach eligible youth and families, with emphasis on South St. Petersburg CRA residents. The strategy should be a multichannel approach including digital, traditional media, and in-person community engagement.

d. Vendor shall have established relationships with employers and community groups currently serving CRA residents.

e. Vendor shall screen applicants for positions against criteria established by the City (e.g., age, income and residency) and verify eligibility prior to placement.

f. Vendor shall conduct a pre-placement level II background check only if the placement requires such.

g. Vendor shall accept applicants for the Programs at locations to be designated by Vendor and agreed upon by the City. Vendor shall obtain approval from the City on recruitment, orientation, and monitoring work sites and work site supervisors.

h. Vendor shall develop relationships with employers that produce meaningful work opportunities for Participants. Target industries include City, governmental and private businesses. Target industries such as Marine and Life Sciences, Financial Services, Specialized Manufacturing, Data Analytics, Creative Arts and Design, and Construction are preferred. Also, employers that offer positions that lead to

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i. Within 30 days of award, vendor shall provide a plan which details the orientation process to include the number of required hours, training and subjects related to such.

j. Vendor shall conduct a mandatory orientation for all Program employers, providing clarification of Program participation requirements, Program logistics, employer operation and financial obligations.

k. Vendor shall employ and provide full payroll services for all Participants of the Programs and provide payment to Participants for all hours worked. Payroll services shall include the use of direct deposit accounts for payroll for all Participants.

l. Vendor shall provide payment and reporting services of all required payroll taxes and deductions.

m. Vendor shall ensure that Participants are paid for attending the pre-employment, employment and training orientations and for special training for Participants who will be placed at City recreation facilities, Police Department.

n. Vendor shall ensure that if circumstances arise that require a shut-down of businesses, that the Participants shall receive virtual training 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.

o. Vendor shall provide supervision for all Participants, including career counseling, referrals for human or social services, and workplace disciplinary action when necessary.

p. Vendor shall ensure that Participants receive performance evaluations from the employer upon completion of 15 days service, at the midpoint, and end of their internship.

q. Vendor shall submit a written final report to the City that includes a summary of monthly information, total number of interns served from the South St. Petersburg Community Redevelopment Area (CRA), work sites participating, the number and age of interns at each site, academic outcomes, long-term job placement/retention, certifications earned, skills learned, participant feedback, participant next steps (e.g. high school graduation, vocational studies, college/university, workforce). A map designating the South St. Petersburg CRA region is attached, Appendix C.

r. Vendor shall investigate and provide resolution of any complaints received regarding the Participants from organizations they have placements with. Vendor shall notify the City within three business days of receipt of any complaints and provide feedback in its monthly report of the resolution of complaints reported. Complaints that involve actual or potential of bodily harm shall be reported to the City and resolved by Vendor within 24 hours.

s. Vendor shall provide t-shirts to Participants placed at designated City facilities.

Vendor shall use a City approved design on all Participant t-shirts.

t. Vendor shall ensure that Employers and Participants adhere to the Florida Department of Business & Professional Regulation Child Labor Laws (http://www.myfloridalicense.com/dbpr/reg/childlabor/DivisionofRegulationChildLab or.html).

u. Vendor shall obtain written approval of the City prior to reassigning any key personnel. Replacement of key personnel, upon written approval by the City, shall http://www.myfloridalicense.com/dbpr/reg/childlabor/DivisionofRegulationChildLabor.html http://www.myfloridalicense.com/dbpr/reg/childlabor/DivisionofRegulationChildLabor.html

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The unauthorized change of key personnel by Vendor shall be considered by the City as a material breach of the Agreement and grounds for termination.

v. Vendor and/or collaborative partners shall provide all job skills training and safety training required for its employees. Safety training shall instruct employees on the correct and safe use of the safety equipment required and of general safety procedures for the job and materials handling requirements. The Participants’ direct employers shall provide any and all additional job skills and safety training required onsite.

7. Additional Services Opportunities

Should additional funding become available through grants or other creative options, there may be opportunities for additional services for Participants to expand knowledge of different careers and trades to increase their career readiness. Addition of supplemental services within the proposed budget will be reviewed favorably. Opportunities may include but not be limited to:

a. Collaborations with other Agencies: Expansion and sharing of available resources.

b. Certification Opportunities: Additional training to further enhance knowledge and skills to enter the workforce.

c. Exploration Opportunities: To explore higher education or career options.

d. Shadowing/Mentoring Roundtable or Open House.

e. Other Creative & Effective Methods to explore career options.

f. Professional and/or Social Development

g. Training and/or apprenticeship opportunities aligned with current opportunities throughout the City of St. Petersburg i.e. construction projects or other applicable opportunities.

8. Reporting

a. Vendor shall maintain records and provide reporting data to the City within five business days of request.

b. Vendor shall gather information and submit a written monthly report to the City by the 28th day of each month for the previous month’s activities. The report should include: active, new and exiting enrollments in City funded positions (reason for exit should be included); list of active worksites labeled with their industry/sector (e.g. hospitality, construction, information technology); orientations/training sessions; counseling, mentoring, and coaching sessions; community outreach and recruiting activities; wraparound services provided. A sample report must be submitted as a separate attachment with the Vendor’s proposal.

9. City’s Responsibilities

a. The City will designate a Project Manager to monitor and administer this Agreement.

b. Additional meetings shall be held as often as necessary and be agreed upon by both parties.

10. City’s Right to Inspect and Approve

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The City shall have the right to inspect any facility or project site where the services under the resultant Agreement will be performed. The City shall have the right to inspect and approve any equipment proposed by Vendor to perform services. The City shall have the right to inspect and audit Vendor’s records related to work under the agreement.

11. Participant Salary

Vendor’s wages for Participants shall, at a minimum, meet Florida minimum wage requirements.

12. Distribution of Funds

Distribution of funds for services shall be based upon Vendor’s pre-approved budget and shall remain firm for the initial Agreement period. Any requests for changes or re-distribution of funds after the initial Agreement period must be submitted by Vendor at least 60 days prior to any extension of the Agreement period. The City will review any requests and at its sole discretion approve or deny requests.

13. Criminal Background Checks

a. Level II Background Checks

A Level II criminal background check will only be conducted if the Participant, volunteer or staff are placed in a special trust program (e.g. at City Recreation and child and elder care activities). In this case, the Vendor will conduct the Level II background check in accordance with Chapter 435.04 of the Florida Statues and ensure the Participant, volunteer or staff successfully pass the statutory Level ii screening standards.

14. Account Management

Vendor shall provide an Account Manager, who will be readily available during Program business hours to administer the Agreement. Vendor is responsible for notifying the City with any changes in Account Manager or contact information. Account Manager’s responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.