One Stop Operator ? Workforce System Meeting Facilitation and Coordination

Agency: State Government of Delaware
State: Delaware
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 611430 - Professional and Management Development Training
Posted Date: Nov 2, 2020
Due Date: Dec 4, 2020
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Bid Solicitation Details
Bid Status Details
for
One Stop Operator – Workforce System Meeting Facilitation and Coordination,
LAB20001-ONESTOP_OP
Contract Specific Message:

Mandatory pre-bid meeting....This solicitation is listed under multiple UNSPSC. An offeror need respond to only one listing
Solicitation Ad Date 11/2/2020
Deadline for Bid Responses 12/4/2020 at 1:00 p.m. Local Time
Supporting Documents RFP - Professional Services
Appendix A - Minimum Criteria for Submission
Appendix B - Proposal Submission Template
Appendix C – Definitions
Contact Information DWDBDETContracting@state.de.us

Attachment Preview

State of Delaware
Request for Proposals (RFP)
Program: One Stop Operator-Workforce System Meeting Facilitation and Coordination
Issued by:
Delaware Workforce Development Board and Delaware Department of Labor, Division
of Employment and Training
RFP Number: LAB 20 001-OneStopOp
Performance Period: January 1, 2021 – December 31, 2021
I. Overview
The Delaware Workforce Development Board (“DWDB”) in partnership with Delaware
Department of Labor, Division of Employment and Training (“DET”, and collectively with
DWDB, “Delaware”) invites eligible applicants to propose services and request funding to serve as
the liaison between the DWDB and One Stop Partner Programs, facilitate and coordinate periodic
in-person and/or on-line meetings and lead the planning and implementation of an annual statewide
convening for Delaware’s One-Stop system. As envisioned and defined in the Workforce
Innovation and Opportunity Act of 2014 (WIOA), the One-Stop system brings together workforce
development, educational, and other human resource services in a seamless customer-focused
service delivery network that enhances access to the programs' services and improves long-term
employment outcomes for individuals receiving assistance. One-Stop partners administer separately
funded programs as a set of integrated streamlined services to customers. The full list of One-Stop
partner programs can be found at https://det.delawareworks.com/one-stop-system. The State of
Delaware WIOA State Plan can be found at https://wib.delawareworks.com/wioa.php
This request for proposals (“RFP”) is issued pursuant to 29 Del. C. §§ 6981 and 6982.
II. RFP Schedule and Important Dates
A. The following is the schedule of events and due dates pertinent to this RFP:
Public Notice:
November 2, 2020
Pre-Bid Meeting:
November 16, 2020 at 10:00 AM to 12:00 PM
Deadline for Questions:
November 18, 2020
Response to Questions Posted:
November 24, 2020
Deadline for Receipt of Proposal: December 4, 2020 no later than 1:00 PM
Proposal Review (Written Review): December 14, 2020
Estimated Notification of Award: December 21, 2020
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B. Pre-bid Meeting
A pre-bid meeting has been scheduled for November 16, 2020 from 10:00 AM-12:00 PM.
The meeting will take place online using Zoom Video Conferencing.
This is a mandatory meeting.
The pre-bid meeting is very important for applicants and those who desire a compliant
submission. This meeting will explain the RFP, the RFP process, and address any questions or
concerns from potential bidders. It is requested that you register by emailing
DWDBDETContracting@state.de.us with your name, organization, contact phone number,
and number of people attending by 5:00 PM on November 15, 2020. After registering, you
will be provided with Zoom conference information.
III. Scope of Services
A. Funding
1. The source of funds for this solicitation are:
a. Workforce Innovation and Opportunity Act (WIOA), other funding One-Stop
partner programs may contribute, and any other state or federal funds
Delaware determines to be available and reasonable for the services.
b. Temporary Assistance for Needy Families (TANF) funds provided to DET
from the from the Department of Health and Social Services, Division of
Social Services (DSS).
2. The estimated total funding available for the One Stop Operator is $65,000 and is subject
to change without notice.
3. The estimated total funding available for the TANF LCT Facilitator is $40,000 and is
subject to change without notice.
4. It is Delaware’s intent to award for statewide implementation.
5. Bidders may submit proposals for One Stop Operation or TANF LCT meeting
Facilitation, or both. Delaware may award one or multiple contracts dependent on what is
most advantageous to Delaware.
6. Payments will be made on a monthly basis once Delaware receives invoice satisfactorily
completed and provided in the established and communicated method. Monthly payment
amount will be the total award divided by 12. No payments for services will be made in
advance of the work performed.
B. Services Requested
The purpose of this RFP is to provide meeting facilitation and support to the Delaware
One-Stop System and TANF Local Coordinating Teams (LCT) to enable continuous
improvement. Specifically, this RFP seeks to accomplish the following items that work
towards the goal of continuous improvement. Proposers may submit for either One Stop
Operator or TANF meeting Facilitator, or both. Delaware may award one or multiple
contracts dependent on what is most advantageous to Delaware.
1. Facilitation and coordination of local One-Stop Team meetings. These provide for a
regularly scheduled forum for local (one per county) meetings and coordination to further
evolve the state’s One-Stop System. Regularly scheduled and facilitated meetings will,
work to coordinate services, develop strategies for continuous program improvement,
review accomplishments, identify and address problems/challenges, share best practices,
and enable front line staff delivering services within the One-Stop system to network with
one another. The goal is to create an environment and venue for collaboration and
2
communication as well as a coordinated effort to address statewide policy, WIOA state
plan, or other variables for consistent delivery and coordination among programs;
2. Facilitation and coordination of One-Stop system leadership team meetings. These
provide for a regularly scheduled (monthly). Like the local meetings in 1 above, these
meetings will, work to coordinate services, develop strategies for continuous program
improvement, review accomplishments, identify and address problems/challenges, and
share best practices. In addition, they are a forum for the leaders of each program within
the One-Stop System to continue to move agreed upon agenda items along, ensure open
communication with each other and the DWDB staff, and are time to work on mutually
beneficial tasks such as WIOA State Plan development, common goals, and addressing
any concerns that arise. The goal is to create an environment and venue for collaboration
and communication as well as a coordinated effort to address statewide policy, WIOA
state plan, or other variables for consistent delivery and coordination among programs;
3. Lead the planning and implementation of an annual convening of statewide One-Stop
System frontline staff with support from the One-Stop System Leadership Team. The goal
of this convening was for the One-Stop System frontline staff with similar clients and
similar missions to meet each other and learn from one another’s programs. Awarded
provider will work with the local teams, DWDB, and leadership team to develop relevant
theme, agenda, and content;
4. Managing the maintenance of partner Memorandum of Understanding (MOU) for the
DWDB. This will include oversight of partner signings, maintaining actual documents,
and regular analysis for needed updates or revisions. If updates/revisions agreed upon,
awarded provider will be responsible for leading and completing this task.
Below is a proposed schedule of meetings beginning January 2021.
Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Total
Monthly Leadership 1 1
1
11
1
11
1
1 1 1 12
Team Meeting
Monthly Local One- 3 3
3
03
3
33
3
3 3 3 33
Stop Team Meetings
Annual Event
00 0 10 0 00 0 0 00 1
5. From the above schedule the selected vendor should plan and budget to attend 12 monthly
leadership team meetings. These meetings will drive the content and agenda building as
well as provide the background and information needed to implement the local team
meetings and annual event. During these meetings, minutes from prior local team
meetings and agenda for future local team meetings will be approved by the Leadership
Team.
6. From the above schedule, the selected vendor should plan and budget to facilitate and
coordinate a total of 33 meetings of local One-Stop Teams with representation from all the
One-Stop Partner programs. This will take place in each county monthly proposed to
3
begin January 2021. This allows for training and time for appropriate content/agendas to
be developed. It also allows for the annual meeting to take place in May 2021.
From the above schedule, the selected vendor would lead the planning and implementation
of an Annual Statewide Convening of Workforce System Partners with the support of
members from the leadership team and work group set to take place in May 2021.
7. The above schedule is simply proposed to demonstrate the scope of work desired. This
schedule can be changed as the Leadership Team determines appropriate.
8. In addition, there may be a need for additional meetings with the Leadership Team or
some of its members outside of the regular meeting schedule. It is expected that the
selected vendor will participate in additional meetings as needed to accomplish the tasks.
For example, it is expected that to plan the Annual Event, additional meetings will be held
with a work group.
9. At a minimum and in addition to items 5-9 above, the selected vendor will:
a. Arrange logistics for meeting (space and time) in consultation with the One-Stop
System Leadership team. Meetings will take at a One-Stop System Program location.
This does not have to be consistent statewide. For example, Department of Labor may
host in New Castle County, Department of Education may host in Kent County and
Department of Health and Social Services may host in Sussex;
b. Provide weekly report of duties accomplished to Deputy Director.
c. Provide monthly in-person updates on all activities and issues to the One-Stop System
Leadership Team meetings during regularly scheduled monthly meetings. This will
support agenda building for the local meetings.
d. Provide an agenda focusing on alignment and coordination of programs or other topics
that further evolve the One-Stop System to all local members prior to local meeting
date;
e. Prepare comprehensive meeting minutes and distribute a copy to each member of the
local team and the One-Stop System Leadership team via e-mail within ten (10)
business days of the meeting date; said e-mail shall feature a list of critical issues for
the attention of the Leadership Team;
f. Coordinate with existing similar efforts in the TANF program (LCT monthly
meetings). TANF has a similar model being solicited here and is part of the One-Stop
System so coordination is essential to ensure work is not being duplicated.
g. Be prepared to facilitate using in person and distance formats, such as Zoom or Skype
video conferencing technology.
11. Temporary Assistance for Needy Families (TANF) Meeting Facilitation.
a. The contractor will facilitate and coordinate 34 meetings annually, to include:
i. Arranging logistics for meeting (space and time) in consultation with the TANF
Leadership team. Meetings currently scheduled annually at DOL and DSS
locations.
ii. Sending Outlook invitations to all attendees and interested parties.
iii. Provide an agenda focusing on performance and problem-solving to all LCT
members a minimum of seven (7) calendar days prior to the scheduled date of the
meeting.
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iv. Facilitate the scheduled meetings to focus on performance and problem-solving.
v. Schedule presentations to inform team of new programs and review existing
programs.
vi. Prepare comprehensive meeting minutes and distribute a copy to each member of
the LCT Team via e-mail within ten (10) business days of the meeting date; said
e-mail shall feature a list of critical issues for the attention of the Management.
vii. Due to COVID 19 restrictions be prepared to host meetings using on-line video
conferencing such as Zoom or Skype. Program must be accessible for all team
members.
b. Meetings will take three forms:
i. LCT Meetings - Every-other-month meetings of local coordinating teams
(LCT’s) for each of Delaware’s three (3) counties, New Castle, Kent, and Sussex.
LCT’s are composed of representatives from each of the welfare reform
providers operating in a county, staff from the several agencies that comprise the
management, and other interested parties. The purpose of the LCT meeting is to
develop strategies for continuous program improvement, review
accomplishments vis-à-vis established performance measures, give providers an
opportunity to identify and address problems/challenges, and share best practices,
i.e., approaches that are providing some measure of relative success.
Although the LCT’s have existed for several years and are well established, there
continues to be a need to focus on continuous improvement. To this end, the goal
of the Facilitator will be to further develop the LCT’s so they foster the provision
of consistently effective, seamless service to customers between services and to
economic independence.
ii. Monthly TANF Workgroup Meetings – Workgroup meetings bring together the
different Divisions of DSS (Leadership, IT, Service Centers, etc), the E&T
service Providers and DOL to review status and develop plans for future projects.
Facilitator role is to manage schedule and invitations and provide minutes to all.
iii. Quarterly TANF Results & Learning Meetings – Results & Learning meetings
provide a planned time to review program performance and opportunities for
improvement. Facilitator role is to manage schedule and invitations and provide
minutes to all.
Normal TANF meeting schedule is below. During COVID lockdown, meetings consist of 1
Statewide ZOOM LCT meeting every month, and TANF workgroup as needed.
Every Other Month
LCT Meetings
Monthly TANF
Workgroup
Quarterly TANF
Results & Learning
Meeting
Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Total
3
3
3
3
3
3 18
1 1 1 1 1 1 1 1 1 1 1 1 12
00 1 00 1 00 1 0 01 4
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