EKCEP Accepting Proposals for One-Stop Operator and Direct Workforce Services

Eastern Kentucky Concentrated Employment Program, Inc. (EKCEP) has revised its Request for Proposals (RFP) from entities interested in performing One-Stop Operator Services and delivering Direct Workforce Services through the Kentucky Career Center workforce services network in one of more counties in the EKCEP workforce area during the 2017-18 Program Year (July 1, 2017-June 30, 2018). EKCEP has revised the RFP to align with changes in the Kentucky guidelines for One-Stop Operator services that have been issued since the RFP was released. The revised passages are in red text.

Click here to view the revised Request for Proposals. Questions may be submitted to rfp@ekcep.org. Answers will be posted on this web page. Proposals are due by COB April 17, 2017. 

The timetable for this procurement process is:

  • RFP Release: February 27, 2017.
  • Bidder’s Conference: March 14, 2017.
  • Proposals Due: April 17, 2017.
  • Evaluation of Proposals: April 17, 2017 — April 21, 2017.
  • Recommendations and Negotiation of Contracts: April 21 — June 9, 2017.
  • Staff Recommendation of Contracts: June 9, 2017
  • WIB Approval of Contracts: June 15 2017.
  • Contract Implementation: July 1, 2017.

Eastern Kentucky C.E.P. (EKCEP), Inc. is a non-profit corporation that serves as the administrative entity and staff for the Eastern Kentucky Workforce Innovation Board. The Eastern Kentucky C.E.P. local workforce area consists of these 23 counties in far Eastern Kentucky: Bell, Breathitt, Carter, Clay, Elliott, Floyd, Harlan, Jackson, Johnson, Knott, Knox, Lawrence, Lee, Leslie, Letcher, Magoffin, Martin, Menifee, Morgan, Owsley, Perry, Pike, Wolfe.

Click here to view the complete Request for Proposal. 

Questions & Answers:

At the Bidder’s Conference (March 14, 2017):  A question was raised about what categories of spending were allowable with the funds budgeted for One-Stop Operator activities.

Answer:  Any activities that contribute to the One-Stop Operator functions and are allowable uses of WIOA funds budgeted for the One-Stop Operator function.  For example, the One-Stop Operator funds could be used for staff travel to partner meetings, partner meeting expenses (facilities, refreshments, etc.), portions of staff wages for time spent on One-Stop Operator functions, outside resources or training brought in to strengthen the partnerships and collaborative service delivery, etc.

At the Bidder’s Conference (March 14, 2017):  A question was raised about whether the funds budgeted for One-Stop Operator activities would be a single line-item in the contracting entity’s budget.

Answer:  EKCEP imagines that the One-Stop Operator funds would be broken down into a sub-budget with as many line items as necessary to appropriately account for the way the funds are used.

At the Bidder’s Conference (March 14, 2017):  A question was raised about the level of budget detail required for One-Stop Operator activities in a proposal.

Answer:  EKCEP is more interested in a strategic description of the proposed One-Stop Operator activities, rather than a detailed breakdown of exactly how the funds for this function would be spent.  However, EKCEP expects respondents to consider the limited funds available when planning of the proposed One-Stop Operator activities, in order to ensure that the proposed activities could realistically be accomplished within the budget.

Through the EKCEP website (March 14, 2017):  A question was submitted asking for a list of the agencies that attended the March 14, 2017, Bidder’s Conference.

Answer:  The March 14, 2017, Bidder’s Conference was attended by representatives of:  Bell-Whitley Community Action Agency; Big Sandy Area Community Action Agency; Daniel Boone Community Action Agency; Gateway Community Action Agency; Harlan County Community Action Agency; K.C.E.O.C. Community Action Agency, L.K.L.P. Community Action Agency; Middle KY Community Action Agency; Northeast Kentucky Community Action Agency.

Can you please give us more information on the points system?  Do you have to score a certain amount of points to have your RFP considered for approval? Will you be in a danger zone if you points are below a certain range? What does the rating scale look like?

QUESTION:

Can you please give us more information on the points system?  Do you have to score a certain amount of points to have your RFP considered for approval? Will you be in a danger zone if you points are below a certain range? What does the rating scale look like?

ANSWER:

The points system indicates the weight each answer will be given in the total score for each proposal. The purpose of the points system is to provide a basis for comparing competing proposals; if two organizations propose to serve the same county or counties, the organization whose proposal earns the higher score would be selected. There is no minimum or “threshold” score for a proposal to be considered for approval. 

QUESTION:

We were reviewing the revised RFP and one of the things it asks for under the budget is “Two (2) years of audited financial history.”  Does this mean a copy of the entire audit for those two years?

ANSWER:

It is not necessary for bidders to include their entire audit document with their proposals. However, proposals must include documentation of a successful audit for each of the past two fiscal years. This documentation may include: (1) the letter or report from the auditor that accompanied the delivery of each audit, if those letters summarize the results of the audit and state the financial health and standing of the organization, and/or; (2) the executive summary sections of the full audit documents that summarize the results of each audit and describe the financial health and standing of the organization. Later, if selected by EKCEP for contract negotiations, a bidder must provide EKCEP with their full audit documents for the past two fiscal years, upon request. 

QUESTION

Please advise who should be included in this answer.  Indirect staff (finance, HR, janitorial) or anyone that is working as a volunteer or outside paid source within the WIOA program. “Please provide a description of any non-EKCEP-funded staff in each of your locations who will be leveraged to provide support to workforce development activities.”

ANSWER

The staff that should be listed in this answer would include volunteers or staff of any other programs (not funded by EKCEP) whose work could provide additional support or benefits to the participants in workforce programs funded by EKCEP.

QUESTION

On question xxvi:  “Please provide a description of any non-EKCEP-funded staff in each of your locations who will be leveraged to provide support to workforce development activities.”  Is this question referring to for example our Human Resource Director, Payroll Clerk, finance, etc.?  

ANSWER: 

The staff that should be listed in this answer would include volunteers or staff of any other programs (not funded by EKCEP) whose work could provide additional support or benefits to the participants in workforce programs funded by EKCEP.

QUESTION: 

The RFP is due by COB Friday.  Is your office closed?  Does that mean the hard copies must be in your office by COB as well or just postmarked by Friday?  Is the electronic copy the only one that needs to be actually received by COB? 

ANSWER: 

The deadline in the revised RFP is April 17, and EKCEP’s office is open that day.  All copies (electronic and paper) must be received by EKCEP by close of business (COB) on April 17.

QUESTION 

In the RFP for organizational documentation, you request an organizational chart covering all positions.  Does all positions mean entire staff of Northeast CAA or just entire staff of WIOA?

ANSWER 

The organizational chart requested should show the entire staff of the bidding organization, except in cases where the bidder is a large-scale entity with operations in several states. In those cases, an organizational chart showing the division, department, or other subgroup of the entity that would be directly involved in providing services would be accepted in place of a full organization chart of the entire entity.  The RPF does not limit this request to an organizational chart of only current WIOA staff because doing so would unfairly eliminate any organization not currently providing WIOA services from responding to this request.

Click here to view the complete Request for Proposal.