WIA WORKFORCE CENTER
WIA Community WORKFORCE Affiliate Application and instructions
1. Proposal Deadline and Pre-Submittal Conference
A. Submission Information
The due date for submission of proposals is April 29, 2011 by 4:00pm.
Proposals will be accepted prior to the due date, from 9:00 a.m. to 4:00 p.m. Monday – Friday at the same location. All proposals must be complete. Incomplete proposals may not be reviewed. In-person or bonded messenger delivery of proposals is encouraged. Time stamped receipts will be issued as proof of timely submittal.
One (1) original and three (3) copies must be delivered in a sealed envelope or box to:
Amy Santacaterina
Deputy Commissioner
Department of Family and Support Services
1615 West Chicago Avenue, 3rd Floor
Chicago, IL 60622
The outside of the envelope or package should be labeled, “RFP for WIA Community Affiliate Program”.
No proposal will be considered complete and therefore reviewed unless the original copy is delivered and received at DFSS offices.
Proposals received after the due date and time may be deemed NON-RESPONSIVE and, therefore, subject to rejection.
Please e-mail a complete file copy of the proposal to:
fssrfp@
Proposals should be prepared on standard 8.5" x 11" letter size paper and double-spaced. Expensive paper and bindings are discouraged. The City encourages the use of materials containing recycled content.
B. Questions
Respondents are strongly encouraged to submit all questions and comments related to the RFP via e-mail. For answers to all program-related questions please contact:
Jennifer Pool: jpool@
For all technical questions relating to the execution of the proposal, please contact:
Julia Talbot: jtalbot@
C. Pre-Submittal Conference
DFSS and the cooperating City Departments will host a Pre-Submittal Conference on:
April 12, 2011
2:00 to 4:30 pm
Mayor’s Office for People with Disabilities
2102 W. Ogden Ave. Chicago, IL 60612
Street parking is limited. Parking is available at the Juvenile Court Building located at Taylor & Hamilton for only $2.
DFSS strongly encourages prospective applicants to attend the Pre-Submittal Conference.
All those interested in attending should contact Maria Bermejo at Maria.Bermejo@ and write “RFP for WIA Community Affiliate” in the subject line. Please give the names of those wishing to attend, and the agency name.
To request reasonable accommodation for the pre-proposal conference, please contact, Gladys Hall at Gladys.Hall@. Requests for accommodations will be accepted up to 48 hours prior to the event.
D. Timeline
This is the anticipated timeline for the funded programming:
|RFP Released |April 5, 2011 |
|RFP Pre-Proposal Conference |April 12, 2011 |
|RFP Due |April 29, 2011 |
|Award Notifications Made |May 27, 2011 |
|Start Program |July 1, 2011 |
2. Application Requirements
A. Formatting
Submitted proposals must adhere to all of the following requirements:
• One original and three copies will be submitted for each proposal
• One complete set of the proposal containing original signatures in blue ink signed by an authorized representative of the organization will be marked “Original”. Additionally, one complete scanned copy of the proposal will be emailed to the following address by April 29, 2011: fssrfp@
• Recycled paper
• 8 1/2 x 11 letter size
• Double-sided printing
• One inch margins
• At least 1.5 -spaced
• At least 11-point font
The original should be marked “Original” and contain original signatures of an authorized representative of the organization, preferably the Executive Director. Proposals should be prepared on standard 8.5” x 11” letter size paper using 12 point font. Special paper and bindings are discouraged. The City encourages the use of materials containing recycled content.
Failure to submit complete proposals and/or to respond fully to submission requirements may cause them to be deemed unresponsive, and therefore, subject to rejection.
Charts and diagrams should be included in the proposal section to which they pertain.
If a respondent intends to use a subcontractor for any portion of the project, specific information requested for the respondent must also be provided for any subcontractor.
The respondent should include only the facts and data necessary to present a complete and effective proposal.
Presentations, brochures or additional data beyond this are unnecessary and discouraged.
Failure to submit a complete proposal and/or to respond fully to all requirements may cause the proposal to be deemed unresponsive and, therefore, subject to rejection.
Receipt of a final proposal does not commit the department to award a grant to pay any costs incurred in the preparation of an application.
The complete application packet should consist of the following items, in this order:
1. Agency Application Information - Form A (page 6)
2. Planned Outcomes - Form B (page 7)
3. Executive Summary (3 page limit, page 8)
4. Program Narrative (20 page limit, page 8)
5. Budget (page 9)
6. Attachments
3. Evaluation and Selection Procedures
A. Evaluation Process:
Proposal Review: A panel of employment and training professionals selected by DFSS will review all proposals. Panel members may include staff from DFSS, and the Chicago Workforce Investment Council and the Chicago Workforce Investment Board. The panel will perform an in-depth review of the proposals based on the evaluation criteria. DFSS reserves the right to request interviews with potential grant recipients, interview references and conduct site reviews to confirm physical and programmatic accessibility. DFSS also reserves the right to award grant agreements on the basis of proposals received, without further discussions. Failure to submit a complete proposal and/or to respond fully to all requirements may cause the proposal to be deemed unresponsive and, therefore, subject to rejection.
Fiscal Review: DFSS will also conduct a fiscal review on qualified proposals. Selected DFSS staff will review proposal budgets, cost allocation plans, agency audits, leveraged funds and responses to questions related to fiscal operations. DFSS reserves the right to review and request further information on the respondent’s financial situation, if not sufficiently outlined in the submitted audit(s). DFSS reserves the right to assess the risk posed by any recent, current or potential litigation, court action, investigation, audit, bankruptcy, receivership, financial insolvency, merger, acquisition, or other event that might affect an organization’s ability to operate the requested program.
Past Performance Review: Through this process, DFSS will review a respondent’s performance on any previous and/or existing DFSS grant agreement(s). Achievement of grant agreement goals such as WIA, CSBG or CDBG benchmarks, number of enrollments, placements and job retention of enrollees along with compliance with programmatic and fiscal guidelines and timelines will be evaluated.
Final Selection: After analyzing all of the above data, DFSS will select respondents for recommendation to the Chicago Workforce Investment Board for approval. Once approved by the WIB, the City may award grant agreements to successful respondents. Selections will not be final until the City and respondent have fully negotiated and executed a contract.
The City reserves the right to terminate this RFP solicitation at any stage if DFSS determines this action to be in the City's best interests. The receipt of Proposals or other documents will in no way obligate the City to enter into any agreement of any kind with any party.
The City assumes no liability for costs incurred in responding to this RFP or for costs incurred by the Respondent in anticipation of a Grant. All service delivery is subject to DFSS review and approval prior to implementation or public dissemination.
B. Selection Criteria
In evaluating proposals using the process outlined above, DFSS and its selected panel will rely on the following criteria:
Organizational Capacity: The extent to which the respondent and its partner(s) has the resources and expertise to manage a workforce development program of comparable size and scope for the proposed community. This includes the quality and clarity of how the respondent identified the need for an affiliate site serving their proposed community group/area. This includes the respondent’s managerial and staff size and capabilities; quality, technological resources; and administrative resources. The physical capacity and location of the proposed space, accessibility to the community and geographic disbursement of the site in relation to the WorkNet Chicago System is also considered in this section.
Program Design and Scope: The extent to which the respondent’s proposed plan meets the expectations and requirements outlined in the scope of services. The quality and clarity of how well the respondent’s plan responds to the needs of the proposed targeted community population of jobs seekers and businesses is included. How well the proposal demonstrates a clear understanding of DFSS’ goals for the WIA system and how those goals most effectively will be met will also be considered. The expertise of current staff, staffing plan and likelihood that the staffing structure will result in quality and effective service is also included. Consideration of any program innovations proposed by respondents, and how those innovations would add value to the system and/or customers is included as well.
Demonstrated Capacity and Outcomes: The extent to which the respondent’s proposal demonstrates a history of successfully implementing workforce development programs for the proposed community group or area and history of achieving benchmarks, as well as, the likelihood of achieving the proposed outcomes. This includes evidence of established and strong employer relationships, and community relationships, demonstrated experience placing job seekers into employment and previous performance in executing grants of similar size, including any previous and/or existing grant agreement(s) with DFSS or its antecedents, including MOWD and DCD. Achievement of grant agreement goals such as WIA benchmarks, number of enrollments, placements and job retention of enrollees along with compliance with programmatic and fiscal guidelines and timelines will be evaluated.
Financial Structure and Fiscal Plan: The extent to which the respondent has the fiscal capacity, financial controls, resources and expertise to implement a federally funded program of comparable size. This includes the extent to which the proposed budget will realistically finance the services and goals of the program. This includes the likelihood that the proposed service strategy will result in achieving the proposed goals; the accuracy of the budget, the reasonableness of the cost allocation plan, the direct-staff-to-customer ratio; the proposed capacity level, the amount and type of funds that will be leveraged towards achieving program outcomes and the overall cost effectiveness of the proposed services.
DEPARTMENT OF FAMILY AND SUPPORT SERVICES FORM A
WIA Community Affiliate rfp
Agency Application Information Form
|Legal Name of Applicant Agency | FEIN Number |
| | |
|Administrative/Mailing Address |DUNS Number |
|Site Location (s) |Ward |Community Area |
|Executive Director |Executive Director’s Phone Number |
| | |
|Executive Director’s Fax Number |Executive Director’s Email Address |
| | |
|Contact Person for Proposal |Contact Person’s Phone Number |
|Contact Person’s Fax Number |Contact Person’s Email Address |
Please identify what community or population you intend to serve: ____________________________
_______________________________________________________________________________________
___Please check here if this application is one of multiple WIA applications submitted by the same vendor.
Type of Organization (check one)
| |Not-for-Profit Agency | | For-Profit Agency | |Faith-Based Agency |
| |Other, if yes Description: | |
Dislocated Worker Amount Requested: $____________________
Adult Amount Requested: $____________________
Total: $____________________
Agency Statement of Certification
This proposal has been duly authorized by the governing body of the proposed. The proposed activities, dates, availability of resources, staff, cost, and all statements made are true and correct. The applicant will comply with all rules and regulations of the funding agency and will revise this proposal if necessary.
Authorized Signature Date
Printed Name Title
WIA RFP 2011 – COMMUNITY AFFILIATE FORM B
PLANNED OUTCOMES
Please indicate your anticipated service numbers for the following activities over the period of 7/1/11 through 6/30/2012. DFSS will monitor these measures as part of your contract performance.
If applicable, each sub-contractor should fill out this form.
Respondent Name: _______________________________________________
Sub-Contractor (if applicable): _____________________________________
Proposed Workforce Center/Location: _________________________________
Please provide a monthly estimate of the number of clients served for the following measures as applicable.
|Adult Performance Measures |Dislocated Worker Performance Measures |
|Proposed Number of Universal Customers Served Monthly (Universal customers may be Adult, Dislocated or the General | |
|Public) | |
|Capacity – Number of Registered and Active Adult Customers | |Capacity – Number of Registered and Active Dislocated Customers| |
|Served at Any Given Time | |Served at Any Given Time | |
Please provide an annual estimate for the number of WIA registrants served for the following measures as applicable.
|Adult Performance Measures |Dislocated Worker Performance Measures |
|Customers Placed into Training ITA/OJT/Customized | |Customers Placed into Training ITA/OJT/Customized | |
|Job Placements (Registered) | |Job Placements Registered) | |
|Number Reaching 90 Day Retention | |Number Reaching 90 Day Retention | |
|Exited Customers with Employment | |Exited Customers with Employment | |
|Exited Customers with Training Related Employment | |Exited Customers with Training Related Employment | |
Please explain any other positive outcomes that you measure not mentioned above:
1. Executive Summary
Please submit an Executive Summary which describes the respondent’s qualifications and proposed program under this RFP.
Briefly describe the respondent’s qualifications, and the proposed program for providing WIA services under this RFP. Executive Summaries may be no longer than three pages each. Each Executive Summary must include the following:
• Identification of the RFP and program to which the respondent is responding (repeated from information provided on cover page).
• The total funding requested for the proposed program/location.
• An overview of the qualifications of the respondent and any other organization(s) that will provide or will significantly contribute to the requested services.
• A description of the proposed community area or group to be served including a statement of need for the services
• A description of the proposed site location
• A statement of commitment to provide the requested services.
2. Application
Please complete the questions in the order presented and clearly identify responses by heading and number. Respondents should not re-type the questions. A response should be indicated by, for example, “Program Design – Business Services: 13).” The questions are distributed across the following categories:
• Organizational Capacity
• Program Design – Jobseeker Services
• Program Design – Business Services
• Program Design – Staffing Planned Structure
• Demonstrated Capacity and Outcomes
• Financial Management and Budgets
• Legal and Submittal Requirements
A. Organizational Capacity
1) Describe the organization’s experience in managing a federally funded workforce program of comparable size and scope, including length of years providing service and capacity to serve large volumes of people.
2) Describe the organization’s executive management structure, and provide brief bios for the organization’s senior leadership and the individual who manages/oversees the organization’s workforce development programs.
3) Describe the information systems and tools used by respondent’s management to monitor agency performance and ensure program compliance. Be specific about the systems or tools, how they are used and managed, and what value respondent believes they provide.
4) If respondent’s proposal includes formal subcontracting arrangements, respondent must provide the following:
• Identify the respondent’s experience and capacity managing multi-agency projects and overseeing subcontractors;
• Identify all current and potential subcontractors, specifying for each:
• Their proposed roles and responsibilities;
• Anticipated funds provided to each;
• How long respondent has been working with subcontractor;
• Examples—with descriptions—of successful joint projects;
• Methods of maintaining communication and coordination; and
• Attach a draft subcontract for each subcontracting relationship;
5) Describe the proposed community area and/ or population and explain the need for workforce services. Explain why this community is unable to effectively access services through the larger Workforce Centers. Support this need with data wherever possible.
6) Describe the organization’s knowledge of and expertise in serving the proposed community.
7) Describe the proposed site’s accessibility to the community including the site location(s), accessibility to public transportation and planned hours of operation. Identify if weekend or evening hours will be available.
8) Provide a detailed description of the site’s compliance with the American’s with Disabilities Act (ADA). Identify any past accessibility survey results and any accessibility issues of the proposed location and the plans to address these issues. Include the TTY phone number or ability to receive calls from deaf individuals.
9) Describe the organizations’ ability to meet the administrative requirements in the scope of services and specifically address the technology resources and capabilities of the Affiliate.
10) Describe the organizations’ experience and plans to provide quality customer service and continuous quality improvement.
11) Describe respondent’s capacity for serving WIA customers within the current physical space proposed, and with existing management structures. How many universal and how many registered WIA customers could respondent serve effectively at any given time? Within the same physical space, but with additional staff hiring, how many universal and how many registered WIA customers could respondent serve effectively at any given time?
12) Include three to five (3-5) references that support your agency’s performance on past grants and contracts.
B. Program Design – Jobseeker Services
If applying for both dislocated worker and adult funding, your responses should address both populations.
1) Describe the respondent’s plan and experience in providing Core services for the targeted community population or area. Elements to consider in preparing an answer include:
• Orientation to WIA services;
• Initial assessment of customer needs;
• Resource room set-up and management;
• Workshops and seminars for universal customers;
• Processes and systems for eligibility and suitability determination;
• Capacity and customer flow;
• Ability to accept and make referrals to other social services
2) Describe the respondent’s plan and experience for providing Intensive services for the proposed community group/area. Elements to consider in preparing an answer include:
• Active customer to case manager case load;
• Case management processes, tools and organization;
• Assessment of jobseeker’s basic skills, abilities, employability and needs (please identify assessment instruments used);
• Ensuring job readiness of registered WIA customers;
• Development of a career and/or education plan for jobseekers;
• Ensuring a proper match between jobs “developed” and the interests and skills of actual jobseekers;
• Ensuring goals of career or education plan are achieved;
• Customer flow chart; and
• Referral and linkages to additional services.
3) Describe the respondent’s plan for overseeing Training services. Elements to consider in preparing an answer include:
• Processes and tools for determining suitability for training;
• Methods to keep current on job outlook for various careers;
• Methods to maintain contact with customers in training;
• Linking customers to employment opportunities related to the training provided; and
• Experience plans to provide, and ability to manage On the Job Training and Customized Training programs. Specifically state your ability to manage OJT projects.
4) Describe respondent’s plans to serve customers in collaboration with other WorkNet Chicago delegate agencies and WIA system partners, specifically referencing efforts to place customers referred from other agencies, and work with other agencies to place your customers.
5) Describe strategies, services and programs for those who do not follow the core to intensive to training to employment sequence. In particular, how will respondent serve those customers determined to be not suitable for WIA intensive services? What other services are located onsite? What referral relationships do you have? And how will the respondent re-engage customers who have dropped out of the program prior to completion?
6) Supportive services address life issues that affect a customer’s ability to gain or retain employment or participate in training or educational activities. Be specific in describing the support services offered through respondent’s organization, and whether and how these would be made available to WIA customers; and the support services respondent intends to connect WIA customers with via collaborations or referrals.
7) Describe methods for maintaining contact with jobseeker customers during the follow-up period and strategies to help customers stay employed.
8) All WIA grant recipients are expected to provide services to people with disabilities. Provide a description of your experience with, and capacity in, serving this target population. Also describe linkages with organizations and resources you would access in providing services to people with disabilities.
C) Program Design – Business Services
The business customer is, with the jobseeker, one of the two primary customers in WIA. The questions in this section seek to understand the respondent’s experience working with businesses, and the respondent’s specific strategies and plans for ensuring that businesses see the respondent, and the WIA system, as a valuable resource—becoming and remaining engaged in the system. Please highlight any aspects of these services or resources respondent believes to be innovative in your response to the following;
1) Describe the organization’s plan and experience in providing the Recruiting and Screening Services outlined in the scope of services, for businesses. Please include your process/strategies for ensuring candidates meet employer requirements. Also describe the respondent’s experience and success (numbers of employers and number of hires) in conducting Job Fairs.
2) Explain how respondent will collaborate with other WIA delegate agencies to ensure effective system-wide matching of jobseekers with available jobs. Include the proposed method and past experience and success for sharing jobs leads among the WorkNet system.
3) Describe the organization’s plans and experience in providing information and technical assistance to businesses. Include a description of marketing and information materials/techniques used with employers and describe linkages with other entities to provide employers with benefits such as tax incentives.
4) Describe the organization’s plans and experience in providing Employee Development Services. Include specific examples of past OJT, Customized training and incumbent worker projects facilitated by the respondent. Describe any tools or processes to ensure programs meet employer needs and comply with DFFS policies.
5) Describe respondent’s strategic approach to pursuing new business relationships and securing job orders. DFSS wants its delegate agencies to avoid internal duplication of job development effort. Here, be sure to discuss the following:
• Any targeting strategies based on industries, geographies or other factors;
• Methods for identifying individual companies, and contacts within those companies, to contact;
• Methods for outreach to identified target companies/contacts;
• Strategies for building business relationships;
• System(s) respondent uses or plans to use for tracking business relationships and monitoring the frequency and nature of contact with the business; and
• Other strategies and methods used to locate or “develop” employment opportunities for jobseekers.
6) Describe performance measurement/incentive scheme used for job developers (or equivalent position). Also describe how respondent encourages job developers to focus on job retention, not simply job placement.
D) Program Design – Staffing Plan and Structure
Success in delivering value to jobseekers and to businesses depends on hiring the right staff, maximizing the potential of the staff, designing quality processes, and effectively executing against a plan. The questions in this section seek to understand the respondent’s level of understanding of the processes involved in WIA services; sophistication of management; human resources practices; and specific strategies and plans for ensuring operational effectiveness.
1) Explain the respondent’s staffing plan for delivery of WIA services by (a) provide an organizational chart for the agency, with additional detail for those proposed to work on the proposed project including all subcontractors, (b) provide resumes for all staff included in the staffing plan and (c) provide a table containing the following information for each staff member proposed to work on the proposed project their Name and Title
• Brief job description;
• Proportion of time proposed for each staff member to spend on WIA (this should match with plans proposed in the budget);
• Tenure (i.e., time employed with respondent at time of this submission);
• Identify any industry certifications or credentials such as Workforce Development Professional certification granted by the National Association of Workforce Development Professionals (NAWDP); and
• Professional development training received by individual since January 1, 2010.
2) Describe salary and benefits packages.
3) Describe processes and materials used for the on-boarding, orientation and initial training of new staff, as well as the process for transitioning new staff into client interaction.
4) Describe processes, programs and materials used to ensure continuous staff development. What trainings will respondent offer to staff and how will such trainings be developed and delivered? Alternatively, what third-party trainings will respondent utilize, who will be encouraged or required to attend, and what supports or incentives respondent will provide to staff for attending? Finally, how will the effectiveness of training be measured?
E) Demonstrated Capacity and Outcomes
DFSS believes recent performance on workforce development programs serving the proposed community area or group and evidence of past collaborations and business relationships are an important indicator of near-future performance. The Department reserves the right to consider data on and knowledge regarding respondent’s performance on workforce development programs funded by DFSS or its antecedents, including MOWD and DCD. However, the Department also requests the following information from respondent.
1) Provide an overview of respondent’s experience in implementing workforce development programs or grants for the proposed community area or group. Include a description of the target population, and goals of the programs and outcomes against the goals.
2) Describe respondent’s existing relationships with businesses, including estimated number of active business relationships and the industries of the businesses. Also, include seven references of businesses respondent has worked with. DFSS may contact these references, so provide business name, contact name, address, phone number and email address of contact.
3) Describe the respondent’s existing collaborations with other CBOs and members of the WorkNet Chicago system. Describe instances, projects or relationships in which respondent has led or worked closely with one or more WorkNet Chicago members, WIA system partners, or other workforce development entities on workforce development projects serving the proposed community area or group.
4) For each workforce development grant or program respondent executed during the period from January 1, 2008 to December 31, 2010, provide the following:
• Number of individuals served;
• Number of individuals placed into employment;
• Number of individuals retained in employment for ninety (90) days;
• Number of individuals reaching one year of job retention;
• Average wages of those placed in employment;
• Average wage gain of those placed in employment; and
• Data tracking system used (include the name of the system/software).
5) Provide letters of support from businesses that documents past success in placing participants with the company and future commitments.
6) Provide letters of support or linkage agreements from community based organizations, WorkNet partners, government entities serving the community.
7) Has respondent ever had a workforce development contract cancelled before planned completion date? If so, provide details, including program, program sponsor, year, funding amount, and reason for cancellation.
F) Financial Management and Budgets
In order to properly assess the ability of respondents to deliver the services discussed above, and to execute the plans outlined in respondent’s answers to foregoing questions, this section requires respondents to answer questions relating to financial management, budgeting, and use of resources.
1. Describe the respondent’s fiscal capabilities. Include a description of any other grants over $100,000. Include organization’s total annual budget.
2. Does the organization do its own accounting? If no, indicate name, address, contact person and phone number of accounting firm. If yes, describe the respondent’s accounting/financial procedures, type of accounting software used and system of oversight.
3. How often is the bank reconciliation prepared?
4. Describe the organization’s payroll system including internal checks for accuracy and validity. What is the method for documenting employee time?
5. Describe how the organization will ensure that costs charged to the program are reasonable, allocable, allowable, and necessary?
6. Please give name, address and contact person of auditing firm. How long has the agency used this auditing firm?
7. If staff or other costs charged to this budget will be shared between one or more funding sources such as WIA formula and CSBG, please detail the overall cost allocation plan for sharing costs, including the method of allocating shared costs.
8. Please attach a copy of the current Cost Allocation Plan (CAP). For guidance on preparing a cost allocation plan, please refer to OBM Circular A-87.
9. Attach a copy of the organization’s most recent audit.
10. For audits, indicate what action has been taken in regard to the following:
• Auditor’s opinions or recommendations regarding internal controls.
• Cost disallowances and any other “qualitative” changes the organization has undertaken in response to audits.
11. Has the organization ever been declared seriously deficient in the operation of a grant? If so, please describe the circumstances.
12. Describe leveraged funds that respondent or collaborators will bring to this project. This can include cash contributions, staff effort, space, fee-for-service or other revenue generation and in-kind contributions. In answering, list each source of leveraged resources and the function of each leveraged resource, for example to spread operating costs or to broaden the scope of services. Note that budgets must back up this information with a breakdown of the funding from each source as it is utilized in the program. No proposal will be accepted whose budget does not clearly and specifically identify the leveraged funds.
13. Describe respondent’s resource development experience and capacity to access various sources of funding in order to operate high-quality programs
3. Budget Forms and Instructions
The Budget contains the following items: budget narrative, budget summary, personnel budget, non-personnel summary budget, non-WIA matching contribution which should be indicated on the other column of the first budget page. Respondents are encouraged to complete the forms electronically and print them for inclusion in their submission. The budget forms are included as an Excel spreadsheet file as part of the complete application packet.
WIA allows for-profit respondents to include fixed fees (aka profit) in the budget. Private for-profit organizations should indicate anticipated program fixed fees over program costs in the space provided on Budget Form 3. Fixed Fees will be negotiated as a separate element of cost during the grant agreement negotiations. In negotiating fixed fee, the following factors will be considered: (1) the complexity of the work involved; (2) risk borne by the grant recipient; (3) the grant recipient’s investment; (4) the amount of subcontracting; (5) the quality of its past performance; and (6) the industry profit rates in the surrounding geographical area for similar work. Further, the fixed fee amount may not exceed 7% of the total other cost categories (less pass through).
For more information see WIA Policy Letter #16.2, “Revised – Payment of Cost Plus Fixed Fee”,
Please note, the policy on profit, stated profit levels, and procedures for determining and paying profit are all subject to change in keeping with Federal or State or Local regulations, or Chicago Workforce Investment Board policy.
Please complete a separate set of budget forms for each applicable funding stream: WIA Adult and/or Dislocated Worker.
BUDGET SUMMARY- Form 1
The purpose of this form is: 1) to summarize, by item of expenditure, the total budget of a program or project to be funded in whole or in part by the City of Chicago, Department of Family and Support Services and identify any additional funds that will be leveraged for this program either cash or in-kind; and 2) to specify the share of total cost charged to the awarded grant program and the share of total cost charged to other matching or supplemental funding sources.
Please show both the expenses that will be paid for with awarded funds and those that will be paid for with other share. Numbers should be rounded to the nearest dollar.
A. Delegate - Name of Delegate Agency.
B. Department Program - Filled out by City Department.
C. Project Name - Name of project.
D. Department - Filled out by City Department.
E. Contract Term - Indicate beginning (month/day/year) and ending (month/day/year) of contract period.
F. Allocation – Indicate the amount of awarded funds allocated for this project.
G. Vendor Code Number - Filled out by City Department.
H. Service Contract Number - Filled out by City Department.
I. Fund/Dept./Organization #: Filled out by City Department.
J. Project Budget - Columns (1) and (2): Item of expenditure and account number - The required information has already been provided in these two columns. Delegate budgets are limited to the accounts listed on the Budget Summary. In exceptional cases, City Departments may obtain approval to use "other" accounts by contacting their budget analyst at the Office of Budget and Management.
Personnel Costs (Account 0005) - salaries, stipends, overtime, salary adjustments.
Fringe Benefits (Account 0044) - term life insurance, worker’s compensation, health insurance, unemployment insurance, dental plan, Medicare.
Operating/Technical Costs (Account 100) - accounting, auditing (if anticipating expending $500,000 or more in federal funds), legal, publications, rental of property, rental of equipment/services, repair/maintenance of property, repair/maintenance of equipment, utilities, telephone, local transportation, postage, advertising, technical meeting costs, general liability insurance, reproduction, dues, promotions, memberships, messenger service.
Professional and Technical Services (Account 0140) - consultants/subcontractors.
Materials and Supplies (Account 0300) - stationery and office supplies, tools, materials and supplies, books and related material.
Equipment Costs (Account 0400) - office machinery, furniture and furnishings, equipment, and communication devices. If purchases are $5,000 or greater a property inventory must be maintained.
Other Program Costs (Account 0900) - All other expenses that do not fit in the other account categories.
The OMB Circular A-122 “Cost Principles for Nonprofit Organizations” establishes federal cost principles of awarded grant funding, contracts and other agreements with nonprofit organizations.
Insurance - The City Comptroller’s Office has established minimum insurance requirements for applicants awarded federal or state funds. If all insurance requirements have not been met, the City Comptroller will withhold reimbursement from an applicant until such requirements are met. The types of insurance required include worker’s compensation; general liability; a fidelity bond (if applicable); automobile liability; and professional liability. The City Comptroller reserves the right to require additional types of insurance, if deemed necessary. City Departments should contact the City Comptroller’s Insurance Division, Maria Santiago at (312) 744-7923 with questions regarding your agencies’ insurance requirements.
Local Transportation - The automobile allowance for applicant staff is the same as the allowance for City employees - .505 cents per mile. The per-person reimbursement cannot exceed $250 per month.
Column (3): Provider Share of Cost - Summarize by budget line item the of the awarded budget allocation for this program or project.
Column (4): Other Share - Summarize by budget line item the share of the project’s cost which will be funded with matching or supplemental public or private funds. If funding is supporting the agency's general operations then "Other Share" should represent all non-funded awarded operating support.
Column (5): Total Cost - Add columns (3) and (4) to derive the amount of the total budget for the program or project.
K. Percentage of Total Project Costs Paid by Other Share - Column 4 divided (÷) by Column 3. Please indicate any leveraged or matching funds allocated to this program. Leverage or matching funds will be automatically calculated.
Auditing: All respondents who spend $500,000 or more in federal awards will be required to obtain an audit as required by OBM Circular A-133. Respondents should contact their auditor as soon as possible in order to accurately project the cost of the audit for inclusion in their budget. The portion of the audit allocated to this grant agreement should be no more than the percentage of this funding source as it relates to the total funding awarded to this organization.
Fixed Fee: Only for-profit respondents may indicate a fixed fee (aka profit). The fixed fee amount may not exceed 7% of the total other cost categories (less pass through). Private non-profit organizations are specifically prohibited from deriving fixed fees from WIA funded activities. For more information see WIA Policy Letter #16.2, “Revised – Payment of Cost Plus Fixed Fee”,
Form 1 Budget Summary will automatically populate once you have completed Forms 2 and 3.
Personnel Budget - Form 2
The purpose of this form is to estimate the total personnel costs the sub-recipient expects to incur in operating its funded project, and to provide a brief summary of job responsibilities for each budgeted position.
A. Name of Delegate Agency: Self-explanatory.
B. Department: Filled out by Department.
C. Project Name: Self-explanatory.
D. Federal Employer Identification Number - The Internal Revenue Service (IRS) assigns a 9-digit Federal identification number to every organization employing one or more individuals. Indicate the sub-recipient's number in the space provided. Should an agency have questions concerning its identification number, call the IRS at (800) 829-1040.
E. Personnel Budget Allocation
Column (1): Position Title - List all positions (even those for which the salary will be paid exclusively with an "other share" funding source) that will be funded under this project.
Columns (2) and (3): Number and Rate - For each position listed in Column (1) indicate the number of employees to be funded and the corresponding annual salary rates. If there are different rates for the same position, list the rates one under another.
Column (4): % of Time Spent on Project - Often an employee spends only a fraction of his or her time on the funded project because they are engaged in other sub-recipient projects. Please indicate for each employee to be funded, percentage (%) of time that will be spent on this project. If the employee is part time, please show the percentage (%) of the hours they work on this project out of the total hours they work.
Column (5): Total Cost – Total Cost will automatically be calculated.
Column (6): Grant Award Share of Total Cost - For each position listed, please indicate the amount of total salary cost to be paid with grant funds.
Column (7): Brief Summary of Job Responsibilities - Describe briefly the duties and responsibilities associated with each position listed in Column (1).
Overflow Forms 2B and 2C are provided should you need additional space to list staff.
Line (8): Positions/Salaries Subtotals - Total Costs and Grant Share of Total will automatically be calculated
F. Fringe Benefits and Total Personnel Costs: Both the federal and state governments require employers to pay various employee taxes and contributions. These taxes and contributions, along with certain fringe benefits that a sub-recipient may wish to offer its employees, are funded eligible expenses. The share of fringe costs to be borne by funded amount must be reasonably proportional to the share of the salary costs borne by funded amount. Please estimate these various costs on the form where indicated. You must have written organizational policies to support those costs.
Line (9): F.I.C.A. and Medicare - Federal Insurance Contribution Act tax otherwise known as the Social Security Tax and Medicare.
Line (9a): The Social Security Tax is computed every payroll period 6.2% of total payroll, up to $ 106,800 per employee year.
Line (9b): The Medicare Tax is computed every payroll period as 2.9% of total payroll per employee year.
For further information regarding the F.I.C.A., contact the Internal Revenue Service at 800-829-1040 or refer to Publication 15 - Circular E. Calculate the funded share of the total F.I.C.A. cost for the annual value of the contract in columns (5) and (6) respectively.
Line (10): State Unemployment Insurance - It is likely that your organization is liable for Unemployment Insurance. For further information contact the Illinois Department of Employment Security hotline at (312) 793-1905. In Columns (5) and (6) show respectively the share of this total to be borne by funded share and the total State Unemployment Insurance Cost.
Line (11): State Worker's Compensation Insurance - This insurance is computed at a rate determined by the employee's type of business or organization. How often an employer must pay worker's compensation is based on the size of its insurance premium. All applicants are encouraged to call the National Council of Compensation Insurance (NCCI) at 800-622-4123 for technical assistance in this matter. In Columns (5) and (6) show respectively the share of this total to be borne by funded share and the total State Worker's Compensation Insurance cost.
Lines (12-13): Other - Please list any other employer expenses or benefits the agency will offer its employees. Most non-profit agencies do not have to pay the Federal Unemployment Tax, which is computed every payroll period as .008 of total payroll up to $7,000 per employee per year. This rate is subject to change and will be determined by the Internal Revenue Service. Check with the IRS at (800) 829-1040 to determine if your agency is exempt. An agency should also check with the lead City department to determine whether additional benefit(s) it wishes to offer are grant awarded eligible expenses. In Columns (5) and (6) show the GRANT AWARD share and the total cost for each benefit listed.
Line (14): Subtotal Fringe Benefits – Subtotal Fringe Benefits will be automatically calculated.
Line (15): Total Personnel Costs – Total Personnel Costs will be automatically calculated.
Non-Personnel Budget - Form 3
The purpose of this form is to estimate and justify the non-personnel line item amounts shown on the Budget Summary (Form 1). The Non-Personnel Budget Form 3 will capture the individual items for each non-personnel expenditure. Please classify your non-personnel costs into the following cost categories:
Customized / Incumbent Worker Training: Proposed costs associated with the payment of training costs for incumbent worker programs.
Work Experience: Proposed costs of work experience activities for job-seekers. Work experience is a planned, structured learning experience service that takes place in a workplace for a limited period of time.
Operating/Technical Costs: This category includes proposed costs of accounting, auditing (if anticipating expending $500,000 or more in federal funds), legal, publications, rental of property, rental of equipment/services, repair/maintenance of property, repair/maintenance of equipment, utilities, telephone, local transportation, postage, advertising, technical meeting costs, general liability insurance, reproduction, dues, promotions, memberships, messenger service.
Professional and Technical Services: Includes consultants or out-sourced services and subcontracts including costs for an ADA accessibility survey. Respondents using subcontractors to provide direct service must identify each subcontract and their estimated proposed total budget.
Materials and Supplies: Includes stationary and office supplies, tools, materials and supplies, books and related material.
Equipment Costs: Costs for purchase or rental of any office machinery, furniture and furnishings, equipment, and communication devices.
Supportive Services: Direct client costs for items such as bus passes, uniforms, work clothes or boots, tools, eyeglasses, child care, certifications or tests, etc. to help clients in securing or maintaining employment.
Other Program Costs: Expenses that do not fit into any other account category.
A. Name of Delegate Agency.
B. Self-explanatory.
C. Self-explanatory.
D. Federal Employer Identification Number - The Internal Revenue Service (IRS) assigns a 9-digit Federal identification number to every organization employing one or more individuals. Indicate the sub-recipient's number in the space provided. Should an agency have questions concerning its identification number, call the IRS at (800) 829-1040.
E. Detailed Schedule of Non-Personnel Allocations
Columns (1) and (2): Item of Expenditure and Account Number - List the account descriptions and the corresponding account numbers specified on the Budget Summary (Form 1) which are applicable to this project. Do not include the personnel account.
Column (3): Grant Award Share of Cost - Indicate the share of the total cost listed in Column (3) that will be paid from awarded Grant.
Column (4): Total Cost - Indicate the total amount of funds budgeted for each item of expenditure specified in Column (1).
Column (5): Line Item Description and Justification - Each amount of budgeted funds listed in Column (4) must be justified. Please show all calculations. Include quantities and unit costs wherever possible (add additional sheets if necessary).
Column (6): Total – Total will automatically be calculated.
Please complete a separate set of budget forms for each applicable funding stream: WIA Adult and Dislocated Worker.
Each respondent must submit a complete line-item budget and budget narrative for each proposed program.
Checklist for Submission of the Proposal
Use the following list as a guide before submitting your application.
In addition to all narrative and forms described in the RFP, each proposal must include the following:
|YES |N/A |ATTACHMENTS |
| | |1. Original application plus three (3)copies |
| | |2. Form A – Cover Page |
| | |3. Form B – Planned Outcomes |
| | |4. Draft Subcontract for each Subcontracting Agreement (if applicable) three |
| | |5 Site Plan for NEW Proposed Location(s) (if applicable) |
| | |6. Letter Regarding Disclosure of Litigation and Economic Issues (if applicable) |
| | |7. Customer Flow Chart Map |
| | |8. Organizational Chart of Entire Project (Including Subcontractors if applicable) |
| | |9. Resumes of Staff in Staffing Plan |
| | |10. Table Describing Staff in Staffing Plan |
| | |11. Business References and Contact Information |
| | |12. References from Funders that Support your Agency’s Performance |
| | |13. Letters of Support from Businesses |
| | |14. Letters of Support or Linkage Agreements with Community Based Organizations, WorkNet Partners or Government |
| | |Entities |
| | |15. Audited Financial Statements (most recent) |
| | |16. Fiscal Questionnaire |
| | |15. Cost Allocation Plan |
| | |16. Proposed Budgets |
Resources Listing
Minimum Resources Required In a WIA Resource Center
Chicago Incumbent Worker Training Policy
Chicago Individual Training Account (ITA) Policy
WIA Policy Letter #3, “Minimum Requirements for Case Management”
WIA Policy Letter #6, “Requests for Individual Training Accounts (ITAs)”
WIA Policy Letter #7, “Minimum Requirements for Follow-up Services”
WIA Policy Letter #16.2, Revised – “Payment of Cost Plus Fixed Fee”
WIA Technical Assistance Letter, “ISS/IEP Technical Guide”
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