Question 1: Should bidders include their IT policy within their proposal?

Answer: Yes 

Question 2: For required staff, do job titles need to match what is in the RFP? 

Answer: Required staff positions should have the job titles indicated in the RFP. Note: The position of “Workforce Manager” should be “Workforce Solutions Director.” The position of “Workforce Manager” is incorrect in the RFP copy. Additionally, the receptionist position is not a required position, but bidders may include a position as a first point of contact, such as an intake specialist or receptionist. Additionally, the position of Career Development Specialist (CDS) should be included as a required job title. While the CDS functions as a Career Advisor, those services are provided for EKCEP’s Prosper Appalachia program and bidders should make that distinction.

Required staff are as follows:
1. Workforce Solutions Director
2. Career Advisor

3. Career Development Specialist
4. Business Solutions Consultant

Question 3: When completing the budget, should bidders include client services as part of the budget or just include infrastructure?  

Answer: Only include costs for infrastructure, such as overhead and staff.

Question 4: Should bidders only take into consideration current WIOA funding when proposing a budget, or funding from grants or other sources outside of WIOA that EKCEP has been awarded?

Answer: Since this RFP is for all direct workforce services paid for through funding streams that EKCEP administers, proposals may take into consideration additional funding outside of EKCEP’s WIOA funding.

Question 5: Should the organizational chart that bidders are required to submit include every employee within the bidding organization, or just those providing services required by the RFP?

Answer: EKCEP is looking for a chart of all proposed WIOA-funded positions. This scope includes roles focused on workforce services (e.g., direct services) but may also cover positions like finance.

Question 6: Under IT Services states, “Explain how you will comply with accepted cybersecurity standards and any relevant data privacy regulations.” How does EKCEP define “accepted cybersecurity standards” and “relevant data privacy regulations”? 

Answer: EKCEP considers cybersecurity standards as defined by the National Institute of Standards and Technology (NIST) as accepted best practices. These standards provide a robust framework for protecting sensitive participant data and ensuring the integrity of our workforce development programs. EKCEP is committed to safeguarding personally identifiable and sensitive data in compliance with relevant data privacy regulations, including breach notification procedures, vendor oversight, and encryption of data in transit and at rest. 

Therefore, bidders responding to this RFP who explicitly demonstrate adherence to NIST standards, or articulate adoption of similar practices to safeguard client data, will have clearly referenced cybersecurity standards and relevant data privacy regulations.

Question 7: Should bidders include the narrative questions contained in sections 7.03 (c)(iii)(1) and 7.03 (c)(iii)(2) in their proposal?

Answer: Bidders should include the narrative questions from sections 7.03 (c)(iii)(1) and 7.03 (c)(iii)(2) in their proposals. Please note that only bidders who are proposing to provide One-Stop Operator Services should respond to Section 7.03 (c)(iii)(2). To make it easier for bidders to include those narrative questions, EKCEP has included them in a Microsoft Word document here.

Question 8: On Page 13 Section 2: narrative i). This one asks us to describe our service delivery model, staffing plans, service locations and outreach strategies. Then there is also a question along with that asking how we will ensure effective and accessible services. My question is, since this narrative is requesting so much compound information will the 750 word count apply to this one as well?

Answer: EKCEP believes that each narrative question can be answered adequately in a response of less than 750 words. EKCEP requests that bidders please keep individual responses within the noted limit.

Question 9: What performance measures should a bidder use in their proposal?

Answer: A bidder completing a proposal for this RFP may use the performance measures included in this chart.

Question 10: Do we include the Career Development Specialist in the Budget for the RFP?

Answer: A Career Development Specialist (CDS) position should be included. Although the CDS performs the same function as a career advisor, albeit exclusively for in-school youth, the job title “Career Development Specialist” is distinct, and EKCEP suggests bidders use this specific title in their budget proposals as one of the required staff. 

Question 11: When attaching financial documents (audit reports, budget, etc.), do these pages need to be numbered or attached at the end of the RFP?

Answer: A bidder should include requested documents, such as the bidder’s audit report, as an attachment at the end of their proposal.

Question 12: If we do not answer the One-Stop questions, do we need to put anything as an answer or leave the questions blank?

Answer: Bidders who are not proposing to provide One-Stop Operator services should not respond to the questions in section 7.03 (c)(iii)(2). Additionally, bidders who are not submitting a proposal for One-Stop Operator services should not submit a budget for the delivery of One-Stop Operator services, as noted in 7.03 (c)(iv)(3). 

Question 13: If we are looking to move staff around that are currently employed with WIOA as Career Advisor that was grandfathered in and only has a Associates degree would we be allowed to move her into the Career Development Specialist position?

Answer: EKCEP has identified the staff positions that bidders are expected to include in their proposals for delivering Direct Workforce Services. Bidders should focus on proposing a staffing structure necessary to successfully perform the functions described in the RFP. Further discussion and clarification regarding specific qualifications and expectations for key personnel can take place during the contract negotiation phase with selected bidders.

Question 14: My finance team asked for clarification on the budget questions.

Page 13 – Section 7.03(c)(iii)(1)(d) – Section 4: Fiscal Management – The request asks for a budget with all proposed expenses. Is this for infrastructure only or all program expenses?

Page 15 – Section 7.03(c)(iv) – Budget – 1-2 Requests a budget for overhead and staff.  Is this the same request as requested on page13?

It seems to me page 13 is asking for overall program expenditures that include client services whereas page 15 is asking for detailed budget focused on infrastructure/staff costs?

Answer: These items do request similar information. A bidder’s proposed budget should only detail infrastructure costs, such as overhead and staff. If they choose, bidders may include a detailed line-item budget only once in their proposal.