RFPs

The Grundy Livingston Kankakee Workforce Board in partnership with County of Kankakee releases a Request for Proposal (RFP) under the Workforce Innovation & Opportunity Act (WIOA) for youth service providers.  Youth services providers are being sought to deliver youth workforce development services in Grundy, Livingston, and/or Kankakee counties who meet federal eligibility guidelines under WIOA.

A bidder’s conferences will be held.  It is not mandatory that bidders attend; however, Workforce Board staff encourage all interested organizations to attend.  The bidder’s conference is scheduled for October 24, 2023 at 10:00 am to be held at the Grundy Livingston Kankakee Workforce Board, 200 E. Court Street, Suite 506, Kankakee, IL.  A virtual WebEx link is available for organizations to participate in the bidder’s conference which are unable to attend in person.  Organizations are to email [email protected] by 5 pm, October 23, 2023 to request the virtual link.  Any request received after this date and time will not be entertained. 

Inquiries regarding this RFP should be directed to Ladonna Russell via email to [email protected].  Questions must be presented in writing by October 13, 2023.  Questions other than those presented in writing by the due date will not be entertained.

A summary of all questions received from prospective respondents and answers will be posted on the Workforce Board website at www.glkwb.com following the Bidder’s conference. 

The deadline for submitting proposals is 12:00 p.m. on January 10, 2024.

 

Click the below links to access the RFP

Youth Services RFP

Budget Template 

 

Youth RFP Questions

Youth Enrollment and Performance Metrics:

  1. Could you specify the enrollment goal for youth in Program Year 2023-2024?

As a workforce area, the planned enrollment goal is to serve 80 youth across our 3 counties.  This number is determined by reviewing how many youth will continue to be needing services, funding awarded, and new enrollments.  This number is determined in the spring once funding amount is announced to local workforce areas.  The service provider in each county is held accountable for an enrollment number which is a negotiated number in the youth contract to help reach the local workforce area enrolled number.  The youth service provider enrollment number is figured by looking at youth continuing needing services, funding awarded, and new enrollments to help determine the youth enrollment number. 

 

 2. Have there been instances in recent years where current service providers have not met enrollment and/or performance goal?

 No, current youth service providers have met enrollment and performance goals.

 

  Existing Staffing Framework:

  1. Can you share the present staffing structure employed by service providers in the youth program?

Below is the staffing structure by county.

Grundy County:

Youth Career Planner:  Approximately 50% - 60% time devoted to youth program.  The remaining time is to other program & activities not funded by the youth grant. 

Administrative Assistant: 10 – 20% spent on youth program.  The remaining time is to other program & activities not funded by the youth grant. 

Manager: 10 – 20% spent on youth time.  The remaining time is to other program & activities not funded by the youth grant. 

Accountant is provided as an in kind contribution. 

Livingston County

Youth Career Planner:  Approximately 50% - 60% time devoted to youth program.  The remaining time is to other program & activities not funded by the youth grant. 

Kankakee County   

Youth Career Planner:  Full time 100% of staff time devoted to youth program.

Administrative Assistant:  Approximately 10 – 20% of time spent on youth program. 

Director of Workforce Services: Approximately 10 – 20% time spent on youth program.  This position oversees both Kankakee & Livingston Counties.

Accountant:  Approximately 10% – 20% of staff time.  This position provides accounting for both Livingston and Kankakee Counties. 

 

Board’s Expectations, Priorities, and Challenges:

  1. Does the board have any specific priorities or goals for a prospective service provider, especially concerning areas that may have been identified as needing improvement or refinement with the existing service provision?

 As a local workforce area, the priority is to ensure that 20% of youth funds are expended on work based learning which is a mandatory WIOA requirement.  With today’s economy, this can be struggle to ensure quality work based learning for eligible youth.  Thus, this is a continuous area for improvement including recruiting eligible youth and recruiting employers to participate in the program.  As such, this is a priority for any service provider. 

 In addition, the Workforce Board priority is building the areas talent pipeline and educating the youth about local career opportunities.  This involves creating good partnerships with local high schools in order to be able to present to youth about local careers, local training opportunities, local services at the office, etc. 

Last priority which is reflected in the RFP is to ensure the youth program is an inclusive program.  As we are recruiting youth, the program needs to ensure recruitment includes diversity and equitable recruitment focus.  This is monitored by our EO officer yearly to ensure program enrollment demographic data reflects the diverse demographics of the county which is being served. 

 2. What are currently recognized as the most pronounced challenges faced by service providers in your area, especially operating youth programs?

 Across our three counties, the biggest challenge is finding eligible youth who are committed to the program. 

 The second biggest challenge is recruiting employers to participate in the worked based learning program. 

 

Key Local Organization Relationships:

  1. What are the vital relationships with local organizations, currently maintained by the board or existing service providers that should be sustained by a new service provider?

To be a successful service provider, the provider must maintain relationships with the below organizations.

- Area high schools & local career centers

- Community Colleges: Kankakee Community College, Joliet Junior College, Heartland Community College

- Area social service network committee

- Chambers of Commerce

- Economic Development

 

Provision of Resources:

  1. Are there any specific resources, such as office space or technology that will be afforded to the awarded contractor to facilitate the implementation of the programs?

In Livingston County, our youth program rents space from Heartland Community College Pontiac campus.  As such, lease could be negotiated with new service provider.  

In Kankakee County, the youth program is located at the one stop center and facility costs are negotiated as part of the annual MOU budget approval process which happens in the spring.  As such, a new service provider would be located at the Kankakee one stop and pay the required youth MOU facility costs.

In Grundy County, office space is provided as an in-kind investment.  Current youth program is located at the Joliet Junior College Morris Extension campus.  New service provider could negotiate for lease.  

Resources include desks, chair, computers, printers that were funded by youth program.

 

20% Work Based Learning Expenditure Requirement Questions

 

1. Does work based learning supportive services expenditures count towards the required 20% work-based learning expenditure requirement?

No, work-based learning supportive services do not count towards the 20% work-based learning requirement. 

 Per DOL Training & Employment Guidance 21-16, below are allowable costs towards the 20% work-based learning requirement. 

TEGL No. 8-15 provides further discussion of allowable expenditures that may be counted toward the work experience expenditure requirement and articulates that program expenditures on the work experience program element can be more than just wages paid to youth in work experience. Allowable work experience expenditures include the following:

- Wages/stipends paid for participation in a work experience;

- Staff time working to identify and develop a work experience opportunity, including staff time spent working with employers to identify and develop the work experience;

- Staff time working with employers to ensure a successful work experience, including staff time spent managing the work experience;

- Staff time spent evaluating the work experience;

- Participant work experience orientation sessions;

- Employer work experience orientation sessions;

- Classroom training or the required academic education component directly related to the work experience;

- Incentive payments directly tied to the completion of work experience; and

- Employability skills/job readiness training to prepare youth for a work experience.

Supportive services are a separate program element and cannot be counted toward the work experience expenditure requirement even if supportive services assist the youth in participating in the work experience.

 

2. In the budget template, what line items count towards the required 20% work-based learning expenditure requirement?

 The below line items are the lines in the budget template that when added together should equal 20% of the budget.

Client Payroll:  This line item is the youth payroll, FICA, Medicare that is paid to youth.

Client OJT:  This line item is the youth wages for a on the job training contract. 

Client: WBL/Staff:  This line item is for staff time that is allowed to identify, develop, and monitor work experience contracts.

 

Client Payroll/FICA & Medicare

54700

Client OJT

54701

Client WBL: Staff Salary/Benefits

54702

 

Budget Questions

1. What is the cost per participant?

For program year 2022 (July 1, 2022 – June 30, 2023), the cost per participant was $3,546.81.  There was a total of $411,430 in expenditures to serve 116 youth in our workforce area. 

 

2. What are the current lease agreements?

In Grundy County, the rent space is provided as an in-kind contribution.  As such, the current cost is $0. 

In Livingston County, the current rent space is $1,075 which includes all utilities including gas, electric, internet, phone, and garbage.

In Kankakee County, the youth program is located with the one stop which means costs are included in the one stop MOU budget.  The youth program MOU portion for 1 FTE is $14,718.  The MOU budget is based off FTE commitment.  Thus, any additional FTE would increase the amount owed.