The San Diego Workforce Partnership is issuing this request for proposal for qualified service providers for subsidized wage management services. This is a re-release of a previous Request for Proposals, with a new timeline.
Proposals must be received by the Workforce Partnership no later than 9 a.m. Pacific Daylight Time (PDT) on Monday, October 28, 2019. The complete timeline for the procurement may be found below.
- RFP Issued: October 22, 2019
- Respondent’s Orientation: October 24, 2019
- Last Day to Submit Questions: October 25, 2019
- Proposals Due: October 28, 2019
- In-Person Interviews: October 29, 2019
- Anticipated Award Notification: October 30, 2019
- Contract Start: November 1, 2019
See sidebar to download the latest version of the RFP.
Published Responses to Questions
1. Is this for the program [we] are currently providing services for? We would like to respond but [are not] sure how that process worked.
Note: This question was submitted by a vendor currently providing payroll services for the Workforce Partnership under a previous procurement.
The Workforce Partnership does not intend to terminate any service agreements entered into as a result of its September 2017 “Temporary Staffing and Employer of Record Services” RFP, nor does the organization intend to cancel any open purchase orders with vendors selected in that procurement process. Open purchase orders with existing vendors will remain in place until the purchase order’s expiration date (typically the end of the fiscal year, which is June 30, 2020).
Any vendor wishing to do new business, under new purchase orders initiated after November 1, 2019 (for example, for new programs or new cohorts of programs) should submit a response to this request for proposals.
2. In B. Scope of Work, item #2, when it says ‘Manage I-9 Documentation’ do you mean receive completed I-9 documents, or does that mean that we are responsible for having the job seeker complete the I-9, etc?
Respondents may choose to have Workforce Partnership staff collect I-9 documents, scan/verify identification, and transmit documents to respondent staff or to have the respondent staff manage all aspects of I-9 documents (e.g. having job seekers complete I-9 documents with the respondent’s staff). Respondents should choose the most cost-effective approach, and should ensure administrative/management fees cover any costs for administering these services.
3. In B. Scope of Work, item #6, does this mean have our HR department perform these trainings as we currently do for our own employee’s/participants?
Respondents may choose to have their own HR staff perform the trainings, to provide Workforce Partnership staff with training materials to provide on the respondent’s behalf, or to use some other method for ensuring the trainings are conducted/completed as required by law. Respondents should choose the most cost-effective approach, and should ensure administrative/management fees cover any costs for administering these services.
4. Is November 1, 2019 an absolute start date or is it possible to be either December 1, 2019 or January 1, 2020?
While the contract’s effective (start) date will be November 1, 2019, it is expected that there will be some startup time. Job seekers in active programs funded by existing, open purchase orders will continue to be payrolled by the incumbent vendor through the remainder of the open purchase orders (see first question). That said, the first new program expected to begin under this procurement will have a program start date of November 15, 2019, and will serve a modest number of job seekers (approx 40-60).
The Workforce Partnership strongly favors proposals from respondents who can begin services as early as November 15, 2019. Respondents who would not be able to provide services by November 15, 2019 (or who would only be able to provide limited services by that date) may still bid, but should clearly state this in section 1 of their proposal narrative.
5. Are there any other costs/payments to be made to the job seeker, such as reimbursement for transport or training costs?
While the Workforce Partnership does not currently plan to run transportation stipends, certificate costs, or other non-wage payments to job seekers through the contractor identified in this procurement, respondents are welcome to include information about such services in section 1 of their proposal narrative.
6. If we invoice twice a month (after every payroll) will we be reimbursed twice a month or once a month?
Our invoice terms for service agreements are net 30. Vendors will be paid for each discrete invoice (i.e., vendors who submit two invoices per month will be paid twice, within 30 days of the first invoice and within 30 days of the second invoice).
7. Is there a due date for the invoice? For instance if I’m going to invoice once a month must I have the invoice to you by a certain date such as the 8 or 10 business day of the month?
Vendors are responsible for invoicing in a timely manner. There is no set monthly deadline for invoices, with the exception of the final invoice of the fiscal year, which will have a deadline set in advance by the Workforce Partnership’s fiscal team and communicated within the last quarter of the fiscal year (if not sooner). Our fiscal year end date is June 2020.
8. How many external worksites will host participants?
We cannot commit to a specific number of external worksites. The quantity of external worksites varies by year and by program. In some programs, each job seeker is in their own worksite, while in other programs, job seekers may all work at a single worksite.
9. Can we require external worksites to sign a contract agreement?
Our current practice is for the Workforce Partnership to assume liability for and management of safety, wage & hour compliance, etc for external worksites, including the execution of worksite agreements. We are open to considering proposals which require specific language to be added to worksite agreements, but such language would be subject to internal review and may also be subject to review by the Workforce Partnership’s funders.
10. Our organization wide harassment training for part time employees will go into effect January 1, 2020. Is it acceptable to provide participants with our policy/resources in the meantime?
So long as all legally requisite policies/trainings are provided to job seekers, the Workforce Partnership is ambivalent as to the method of delivery.
11. The RFP states the pricing model must be valid for 4 years. What is the recommendation for taking minimum wage and other tax increases into account?
From page 8 of the RFP (emphasis added): “Respondents will be asked to submit a bid containing estimates related to reimbursement for the cost of wages and associated expenses (e.g. employer’s portion of social security and Medicare, unemployment insurance, and so on) in addition to predetermined fees for payroll services (e.g. cost per payroll run and/or regular administrative/management fees).”
The Workforce Partnership’s reimbursement for wages and payroll taxes will be based on actual costs (including costs that change as a result of a changing regulatory environment), but administrative and management fees must be applicable for a period of four total years.
Please see question 18 for a relevant note regarding price duration.
12. Are there set schedules in place for participants?
Some, but not all, programs have a predetermined schedule for program participants.
13. For 20 hour internships, would the time be fulfilled in one week, or over a longer period of time?
Some, but not all, of the 20-hour internships take place in one week.
14. Will onboardings be cohort or referral based?
Onboarding schedule varies by program. In the example given on page 5 of the RFP:
- Tech Sector Interns onboard at a relatively even pace throughout the year
- Office Intern A onboards in two approximately even cohorts
- Office Intern B onboards in 5 approximately even cohorts
- Office intern C onboards at a relatively even pace throughout the year
- Retail intern onboards at a relatively even pace throughout the first two quarters of the year.
15. Will onboardings be concentrated in certain parts of the year, or spread out?
See answer to question 14.
16. What is the targeted timeline for each program?
See answer to question 14.
17. Is the $700,000 limit per year for the total program cost or for wages only?
The $700,000 estimate is for total costs.
18. In the RFP on page 3, para 2, it states that the agreement may be extended for two years, but on page 5 section C, it states that the agreement may be extended for four one-year periods. Please clarify?
This question identifies a typographical error in the language of the RFP. The RFP has been amended (see attached) to reflect services/pricing validity through June 30, 2020 with three option years.