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Approve a contract with “2B Successful Youth” agency for provision of Tutoring, Leadership Training and Financial Literacy Training for enrolled youth in the Workforce Innovation and Opportunity Act (WIOA) Youth Grant Program for the period of October 1, 2016 through June 30, 2017 for an amount not to exceed $72,000; and Authorize the President of the Workforce Development Board of Solano County to sign the contract
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Published Notice Required? Yes ___ No _X _
Public Hearing Required? Yes ___ No _X _
DEPARTMENTAL RECOMMENDATION:
It is recommended that the Board of Supervisors:
1) Approve a Workforce Development Board (WDB) of Solano County contract for Tutoring, Leadership Training and Financial Literacy Training with the local non-profit “2B Successful Youth” agency to support the Workforce Innovation and Opportunity Act (WIOA) “Career-In-Focus” Youth Program - for an amount not to exceed $72,000; and
2) Authorize the President of the Workforce Development Board of Solano County to sign this contract.
The contract period will be from October 1, 2016 through June 30, 2017. Upon the successful completion of this nine (9) month contract, the contractor would be eligible for two additional 12 month contract renewals for a maximum service period of two years and nine months.
The Workforce Development Board of Solano County has approved this contract at its September 16, 2016 meeting and is recommending approval by the Board of Supervisors.
SUMMARY:
This action requests approval for the WDB to enter into a contract with the Fairfield-based “2B Successful Youth” to provide: 1) Tutoring, 2) Leadership training; and 3) Financial Literacy services for youth enrolled in the WIOA Youth Program grant - for the period October 1, 2016 through June 30, 2017. The maximum contract award would not exceed $72,000 for this nine (9) month contract period. Services are to be provided in North, Central and South Solano County.
This action would authorize the WDB President/Executive Director to sign this professional service contract.
FINANCIAL IMPACT:
There is no impact to the Solano County General Fund. The 2B Successful Youth contract will be paid by Workforce Innovation and Opportunity Act (WIOA) Federal funds. The cost associated with this contract was included in WDB’s FY2016/17 budget.
DISCUSSION:
Background
The federal WIOA requires local WDBs to provide a menu of up to 14 service intervention activities for youth - ages 14 through 21 for in-school youth, and through 24 for out-of-school youth - enrolled in the Youth Grant program. A customized employment plan is developed and carried out for each enrolled youth, utilizing a mix of these services.
The predecessor Workforce Investment Board (WIB) and now the new WDB have historically contracted out for the delivery of some of these intervention services, while retaining provision of certain core activities with WDB staff - such as case management, and service as the “employer of record” for paid work experience. Some of the 14 services are accessed at no cost via referrals to in-place community services.
In prior years the Solano Community College held a contract to provide Tutoring and Leadership Training services. The College’s three-year contract ended June 30, 2016.
For the 2016-17 year the WDB decided to once more seek a qualified contractor to provide Tutoring and Leadership Training, but added “Financial Literacy” as a new component now called for in the WIOA legislation. A maximum of $72,000 was set aside for what would be an initial 9-month period of performance.
The Open Procurement Process
On August 1, 2016 the WDB published and distributed the “Career-In Focus Program” Request for Proposal (RFP) to eleven (11) local community and educational entities that provide youth-focused educational and employment-related services. The list of entities is attached.
Additionally, an announcement on the RFP’s availability was published in the Daily Republic newspaper (as a required part of open procurement.)
The RFP was seeking proposals from qualified parties that could provide Tutoring, Leadership Training, and Financial Literacy Training services on a county-wide basis, for the balance of the 2016-17 program year. Attachment B provides a copy of the RFP which was released.
On August 10, 2016 WDB staff held a Bidders Conference which was attended by eight (8) staff persons representing five (5) local youth providers, including Goodwill Industries, Mary’s Help, 2B Successful Youth, the Salvation Army, and Big Brothers Big Sisters of the North Bay.
The submittal deadline for submitting a completed RFP was either hand-delivered by Friday, August 19th at 5:00 p.m. or if mailed, postmarked by 5:00 p.m. on August 19th. Staff received one (1) hand-delivered proposal by the August 19th deadline and none that had been mailed by the postmarked deadline.
The proposal submitted was from the non-profit “2B Successful Youth” agency. After a threshold review the proposal was determined to have met the minimum qualifications for consideration.
The Recommendation
Unfortunately, since only one (1) RFP response was received by the submittal deadline, the procurement has been declared a failed procurement as described in the WDB’s Procurement Manual. However, since the one response did meet the threshold requirements, staff continued the formal evaluation process under the sole source definition allowed in the Procurement Manual.
On August 25th and September 1st two qualified staff reviewed the 2B Successful Youth proposal and provided the following individual, and overall scores:
Total Possible Points: 98
Rater 1 Score: 87%
Rater 2 Score: 80%
Average Overall Score: 83%
Overview of Contractor Agency, and Contracted Services to be Provided
The “2B Successful Youth” organization was founded by Ms. Cynthia Phillips in 2006 and established as a 501 (c) (3) in 2010. The focus of the agency is to assist 2nd - 12th grade students to overcome academic deficiencies and disruptive behaviors. Over the years the program has become flexible and mobile to better serve the community as needed.
Of note, the 2B Successful organization served as a sub-subcontractor with the Solano Community College and successfully provided Leadership Training services in prior years - from October 2013 through June 2016.
The planned 2B Successful Youth Contract will serve the following numbers of youth for the nine-month contract.
ALTERNATIVES:
The Board of Supervisors could chose not to approve this contract, and direct staff to consider other options and return with new recommendations.
However, this alternative is not recommended as there is an ongoing critical need for the Tutoring, Leadership Training, and Financial Literacy services as part of the 14 elements required to be offered to participants in accordance with WIOA directives and guidelines.
A delay in awarding the contract could have an adverse effect on the delivery of services and the attainment of performance goals established for the current and subsequent program years.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION