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HomeMy WebLinkAboutResolutions - 1982.11.03 - 13482NOW Miscellaneous Resolution No 82349 Date November 4, 142 BY: PUBLIC SERVICES COMMTWEE - James E. Lanni, Chairperson IN RE: APPROVAL OF REQUEST FOR PROPOSAL SPECIFICATIONS FOR THE FY-83 CETA APPLICANT SERVICES ACTIVITY TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Mr. Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Board of Commissioners by Miscellaneous Resolutions No 6546 and 8883 applied for and was granted the designation as Prime Sponsor by the U. S. Department of Labor to administer the provisions of the Comprehensive Employment and Training Act of 1973 and Comprehensive Employment and Training Act Amendments of 1978; and WHEREAS program activity funding allocations for the fiscal year 1983 CETA program have been made by the Oakland County Board of Commissioners; and WHEREAS bids must now be solicited for agencies to operate the applicant services function for the work experience, classroom training, on-the-job training, direct placement, and services programs; and WHEREAS the fiscal year 1982 Applicant Services Statement of Work specified the evaluation criteria that would be utilized when awarding fiscal year 1983 contracts. PE BE IT RESOLVED that the Oakland County Board of Commissioners approves and releases for bid the attached Request for Proposal specifications and evaluation criteria for the FY-83 CETA Applicant Services activity. BE IT FURTHER RESOLVED that in order to best serve the employment needs of CETA participants that awards will be limited to only those bidders that have received a minimum of $200,000 in other program allocations, not including administrative monies, for fiscal year 1983. BE IT FURTHER RESOLVED that before any applicant services contract is issued that the offeror's chief-elected official will assure in writing that the agency will assume the liability for any unresolved questioned or disallowed audit costs for par- ticipants that it determined to be eligible. BE IT FURTHER RESOLVED that, before any contract is awarded, Prime Sponsor staff recommendations on all bids generated by this Request for Proposal be submitted for approval to the Oakland County Board of Commissioners. Mr. Chairperson, on behalf of the Public Services Committee, I move the adoption of the foregoing resolution. PUBLIC SERVICES 03MMITTEE DLSCRIPTIC I PACE _ TV •APPLICANT SERVICES RIP SPECIFICATIONS I. INTRODUCTION • A. Purpose - The Oakland County Employment and Training Division is seeking proposals from qualified agencies to operate Applicant Services programs within designated geographic boundaries of the county during fiscal year .1983. These services will be funded under the titles of the Comprehensive Ihployment and Training Act in which new participants are enrolled after October 1, 1982, and any proposals received will be considered a request for funding under all such grants. B. Funding - The current planning estimate for Applicant Services for fiscal year 1983 is $617,370 plus five percent for administrative costs. However, this planning estimate is subject to change, and any reductions in funding allocations will result in fewer dollars for Applicant Services and lower enrollment estimates. Approximately 4,749 new enrollments are currently anticipated during the next fiscal year Significance of Funding Proposal - The Prime-Sponsor will fund any offeror that will provide Applicant Services, as defined in this request for proposal, as long as the agency has been awarded a minimum of $200,000 in other CEfA program contracts, not including administrative monies, for fiscal year 1983 Fifty percent of the Applicant.Services budget will be apportioned to success- ful bidders based on the number of new enrollments that each one is expected to achieve during the year. This projection will be a combination of the total on-the-job training, classroom training, direct placement, retraining and upgrading slots that each offeror has been awarded, an estimate of the number of new enrollments anticipated in work experience, and, for those agencies who have a minimum total of $250,000 in other CETA program contracts, an equal share of the participants that must be serviced for the smaller program deliverers. Thirty percent of the allocation will be distributed to the agencies in consideration of how well each met its fiscal year 1982 enrollment goals for both applicant services program deliverers (15%) and non-applicant services program deliverers (15%). Ten percent of the funds will be allocated based on appraisals of the quality and -timeliness of each slibreciPient's fiscal year 1982 applicant services paperwork, and the final ten percent will divided relative to the assessment of each one's fiscal year 1983 applicant services proposal. In the event that additional monies become available for Applicant Services during fiscal year 1983 (i.e. SYEP), the funds will be distributed according to this formula and the results of this bidding procedure. IL BACKGROUND An Applicant Services agency acts as the pivotal point of a participant's stay in CETA. Not only does the agency perform outreach, recruitment, intake, and initial assessment, but it also developes -the participant's employability plan and guides the enrollee through various CETA activities which lead to eventual placement into unsubsidized employment. The Applicant Services agency determines eligibility, decides whether CETA can benefit the individual., and selects the most appropriate employment and training activities for the client from those available. It refers the applicant to the various program deliverers DF.SC APPLICANT SERVICES REP SPECIFICATIONS IV and confirms enrollment. The accurate completion and submission to the Prime Sponsor of such forms as the Participant Registration and Information Record. ("PRIM - CETA application), Activity Change Record, Termination Notice and the Grievance Procedure Acknowledgement is the responsibility of the Applicant Services agency. -A follow-up to determine the success of unsubsidized place- ments is conducted both ninety days and six months after a client's termination. Each agency must also maintain applicant and pdaticipant files in accordance with federal and prime sponsor requirements and have an acceptable record keeping system which effectively manages its program and provides necessary reporting data. III. PREREQUISITES Before any Applicant Services contracts will be avarded, an offeror must: A. Have a minimum of $200,000 in CETA program activity contract awards, not including administrative monies, for fiscal year 1983. B, Agree to perform Applicant Services for smaller program deliverers that may be assigned to them. C. Agree to consider all employment and training alternatives available through- put the county when selecting the most appropriate referral for a client, whether the proram deliverer is their responsibility or not. D. Assume the liability for any unresolved questioned or disallowed audit costs relating to any participants that it determined to be eligible. The agency's chief elected official will identify in writing the source that will be used to assume the liability for any questioned or disallowed audit costs (i.e, general revenue funds, in-kind contributions, error and omission insurance). IV. 'APPLICANT SERVICES EOMITIONE The prospective offeror will be expected to provide all of the functions and services listed below for the population within their designated geographic area, A, Outreach - The Applicant Services agency shall make an active effort to encourage persons within their assigned designated geographic area to avail themselves of CETA training and services. B. • Recrtitment - The subrecipient shall solicit applicants for specific or anticipated openings available through the CETA program deliverers, using mull, radio, newspaper, and other promotional devices. C. Intake A full and complete Participant Registration and Information Record (MIR) will be taken on all applicants in order to establish particthant eligibility. PRIES will be completed in full compliance with the manual entitled "Fiscal Year 1983 PRIR Instructions and Definitions" as issued and updated throughout the year by the Central Records Unit. Only staff persons who are thoroughly familiar with CETA regulations and eligibility • criteria may fill out PMTS. In no case should an applicant be completing TV APPLICANT SERVICES RFT SPECIFICATIMS the information on his own. The only item that should be in the appli- cant's handwriting is his signature and the date on which he completed - the application. In the case of minors, adult applicants dependent upon family members for support, or persons age 18-21 and living with their parents, the parent or guardian must be present to supply applicant data and to sign and date the ITIR as being accurate. When more than forty-five days transpire between application and date of enrollment, the PEIR must be updated by reviewing the veracity of each data item as it relates to the applicant's current status. This review must be done with the applicant in attendance, and in the case of minors, adults dependent upon family members • for .support, or persons age 18-21 and living with their parents, the parent or guardian must also be present. Before a PREP is submitted to the Central Records Unit, it will be reviewed by Applicant Services agency staff to. ensure that it is complete, consistent and reasonable. Documen- tation should be recinired of the applicant whenever any reasonable doubt exists as to his eligibility. D. Eligibility Determination - A determination, based on the information con- tained in the completed and signed PRIR, shall be made of the applicant's • eligibility for each CETA title/subpart by a qualified staff person. The programs for which the applicant is eligible will be checked in the space provided for this purpose on the PRIR The eligibility determinations , should be reviewed for correctness before the form is submitted to the - Central Records Unit. E. Program Information Dissemination - Applicants will be provided with in- formation on all TA-funded programs or other available training and . services which could increase the client's employment opportunities. The subrecipient will establish and maintain an adequate method of keeping abreast of all employment and training openings within Oakland County. F. Employability Assessment - An initial determination by qualified staff will be made as to whether ULTA can offer the applicant those services or activities which will enable the client to obtain unsubsidized employment and increase earned income, EMployability assessment will also include tests and/or ether tools that measure the skills, needs and interests of the applicant. All applicants who are not high school graduates will be tested for reading and math abilities. For classmom training clients, tests will be conducted to measure the applicant's bath and reading skill levels when required. - G. -Employability 'Development Planning - An Employability Development Plan shall be pre-pared by a qualified counselor in conjuction with each CETA. participant, The client's erfployability readiness will be assessed. The plan will identify problems and factors which hinder the participant's obtainment of employment and the measures that will be taken to overcome these barriers. A series of actions which will lead to the client's unsubsidized placement shall be determined, and the CETA training and/or other social services which will be provided shall be listed, The agency shall use the Prime Sponsor's prescribed -form for this purpose. A copy of the completed EUPshall. be given to the participant. The original Erp shall be submitted to the Central Records Unit -along with the PRIR. The agency shall keep a copy for its files and also attach one to any "Oakland County (ETA Program Referral Forms" that it sends to the program deliverers. SaT(ON Ts/ _ ar.ISCRIPTION APPLICANT SERVICES RFP SPECIFICATIONS 11 The program deliverer shall be responsible for reviewing the EMployability Development Plan with the participant within sixty (60) days after enroll- ment and every sixty (60) days thereafter. The "Employability Development Plan Update" form as issued by the Prime Sponsor shall be utilized. These Updates shall be signed and dated by the participant and the counselor who conducts the review. Since these reviews will be performed with both parties present, the signature dates should be the same. A copy of the EDP Update must be given to the participant. While tlie program deliverers complete the Updates,- the Applicant -Services agency shall be responsible for securing these updates for their referred clients and adding them to the participant's files. Upon a client's termination from CETA, the Applicant Services agency shall submit the Employability Development Plan Updates along with the Term- ination Notice to the Central Records Unit. The agency shall also keep copies of the Updates in their files. H. Grievance Procedure Acknowledgement - The Applicant Services agencies staff shall explain the grievance procedure to each CETA participant and obtain his sig- nature acknowledging receipt of a copy of the process. The sUbrecipient shall use the form provided- by the Prime Sponsor for this purpose. I. Referral OfApplicants TO Appropriate -CF,TA Program Activity CT Alternative Human Resources Program CppOrtunity - In choosing the approgi-iate referral for the applicant based upon the needs and goals established in the LThploy- ability Development Plan, the counselor shall consider all available CETA and community resources, such as those from MESC, the Private Industry Council, area apprenticeship opportunities, community based organizations, the educational system, and all other accessible services, The subrecipient must establish linkages with all CEfA program deliverers and other corTrunity resources in order to both be aware of current training opportunities, and to make its referral system workable, practical, and effective, When making referrals to CETAopenings sponsored by a program deliverer other than the subrecipient, the "Oakland County CETA Program Referral_ Form" will be utilized, A copy of the participant's EMplovability Development Plan will be attached to this referral form. Follow-up on the success of these referrals must be performed by the Applicant Services agency- Whenever a referral has been . accepted into another program deliverer's activity, the Applicant Services agency must confirm the date of enrollment (first date of active mrticipation) with the program deliverer. In these cases, the program deliverer should be utilizing the "Oakland County CPTA Program Confirmation Of Enrollment Form". When making referrals and enrolling participants, priority must be extended to applicants who are members of target groups and to those judged to be most in need. J. Maintain Logs Which Track Number 'Of Applicants - The Applicant Services agenc'=; shall establish and maintain an acceptable participant record keeping syslon which will. adequately manage its program and provide necessary avail able data_ These records shall be kept in one centralized location by the agency_ knOlig the types of appropriate information that will always be available are: num- ber of eligible and ineligible applicants, number of referrals to other program deliverers who were enrolled, the title and activity in which each APPLICANT SERVICES RIP SPECIFICATIONS P.:=V77 1: 12 ON I IV participant is enrolled, the exact beginning and ending dates of each participant's enrollment in each activity, and the amount of allowable time each participant has remaining both in an activity and in CETA as a whole. These records will be kept organized. and current at all times. K. Maintenance CT Applicant And Participant Files .- PRIES will be retained on both eligible and ineligible applicants for a twelve month time period beginning on the date of application. For eligible applicants, the initial assessment record and/or Employability Development Plan must be kept in - addition to the PRIR. For ineligible applicants, the reason for ineligibility . must be noted on the PRIR in the space provided for this purpose. Participant files shall be maintained for all enrollees and shall include, at the minimum, copies of the PRIR, any Activity Change Records and Termina- tion Notices, the EMployability Development Plan and any subsequent updates, a signed copy of the grievance procedure, and follow-up records. In addition, copies of any two-week participation limitation notices that may have been issued, as well as copies of any clarifying letters that were suhadtted to the Central Records Unit along with any documentation of eligibility that may have been provided will also be kept in the individual's file, Participant records will be retained by the agency in one centralized location for at least eight years from the date of first enrollment. Records must be easily accessible for program monitoring to federal representatives, auditors, Epp officers, prime sponsor staff, and other authorized persons. .These files shall be organized and current at all times. L. Submission CT Participant Registration And Information Records - PRIRS for . applicants enrolled into CETA will be submitted to the Central Records Unit immediately, and in no case later than twenty days after enrollment. Included with the PRIR will be the Employability Development Plan and a signed copy of the grievance procedure acknowledgement. M. Completion And Submission Of Activity Change Records - Activity Change Records will be generated whenever an enrollee is placed Into a holding status or is transferred either within a CETA title/subpart or to a new title/subpart. The records will be completed in full compliance with the manual entitled "FY-83 Activity Change Record Instructions and Eefinitjons". as issued and updated throughout the year by the Central Records Unit, Activity Change Records will be submitted to the CPU tnnediately, and in no • case later than twenty days after the effective date. Whenever a CETA partic- ipant has not been terminated positively by a program deliverer, consideration should be given to transferring the client into another activity. rather than following through with the termination. Eligibility for any new titles must - be based upon the information supplied on the original PRIR, N. Review And Submission Of Participant Termination Notices - The Applicant Services agency shall review and correct, as needed, the Termination Notices submitted for its referred participants by the program deliverers, A Term- ination Notice will be generated by the program deliverer upon a participant's -leaving the CETA program entirely. The form will be submitted to the Appli- cant Services agency where it will be reviewed to be sure that it has been • completed in full accordance with the manual entitled "FY-83 Participant _ TV APPLICANT SERVICES REP SPECIFICATIONS I Termination Notice Instructions and Definitions" as issued and updated throughout the year by the Central Records Unit, When corrections are - necessitated, information must be confirmed by the participant, the new employer, or the program deliverer, as appropriate. The Applicant Services agency shall have such linkages established with the program deliverers as to guarantee its timely receipt of terminations as they occur, In turn, after making any necessary corrections to the forms, it will send them to the CHU immediately, and in no case later than twenty days after the date of termination along with all of the Employability Development Plan Updates that were completed for the client during his tenure in CETA. 0. Follow-Up - The Applicant Services agency shall contact or communicate with all terminated participants who were placed into unsubsidized employment and/or their current employers to determine the suitability and success of placements both ninety days ahd six months after termination, The contacts shall be documented and retained in the participant's file, At a minimum, . the name and address of the former client's current employer, job title, and hourly wage shall be verified. V. ALLOWART 17, COST CATEGORIES A. Administration - Administrative expenses shall consist of all direct and indirect costs associated with the management of the Applicant Services contract that do not directly nor imediately affect participants. An. Applicant Services agency may have an amount equal to five percent of its Applicant Services budget for administrative costs. B. Services - Services includes Salaries, fringe benefits, space costs, utilities, equipment, travel, and other charges attributable to the staff that provides services to applicants and participants. VI. SOURCE SELECTION CRELFRIA Fifty percent of the Applicant Services budget will be allocated to successful bidders based on the number of new enrollments that each one is expected to achieve during the year. This projection will be a combination of the total on-the-job training, classroom training, and direct placement slots that were awarded to each agency through Miscellaneous Resolutions 82261 and 82287; an estimate made by the Youth Services and Work Experience Unit of the amount of new enrollments anticipated . in v;ork- experience and services; and, for those agencies with total CETA program activity budgets exceeding $250,000 (not in- cluding administration), an equal share of the participants that must be serviced for the non-applicant services program deliverers. The remaining fifty percent of the Applicant Services monies will be distributed according to the results of four separate evaluations, each with its (mil ranking order. Ten percent will be divided relative to the assessment of the proposals submitted in response to this request, Another ten percent will be allocated based upon' an appraisal of the quality and timeliness of each offeror's fiscal year 1982 Applicant Services paperwork, Fifteen percent of the funds will be 1 14 Points 10 F :..-.r:/c i'-ir oN I Di..Sfill-YCION - .________—__. _ IV IV APPLTCANT SERVICES RFP SP: APPLTCANT SERVICES RFP SPECTFICATICM awarded according to how well each agency met its own fiscal year 1982 enrollment goals and the final fifteen percent will be allotted as to how well the agency achieved its enrollment goal for the non-applicant services program deliverers. A. Proposal Criteria 1. Past F5Terience, The offeror should be able to demonstrate that it has successfully performed applicant services, as described here, for a large volume of applicants and for various cErA titles. 2. location. The offeror should describe and nap out the geographic area of the county in which it plans to operate its Applicant Services program. The location should be in close proximity to both large numbers -of eligible residents and employment and training program deliverers, The final boundaries of the geographic areas to be served are open to negotiation between the successful bidders and the Prime Sponsor. 3, Program Design. The offeror must describe the method it proposes to use to provide each of the requested functions and services described in Section IV, Part IV, Items A-0 of this request for proposal. 4. Administrative Capability. - The offerer must exhibit that its agency has a wall-qualified staff who can successfully operate an Applicant Services program. The agency Must also demonstrate that it is in a 'financial position to absorb any questioned or disallowed audit costs for persons that it determined to be eligible. The agency's chief elected official must identify in writing the source that will be used to assume this liability (i.e. general revenue funds, in-kind contributions, error and omission insurance). 20 50 20 5. Community Based OTgani2;atien. - Section 67623(c)(iv) of the 10 May 20, 1980 Federal Register states that "the prime sponsor shall give special consideration to CBO's of demonstrated effectiveness in the delivery of employment and training services." Accordingly, all Community Based Organizations - which can demonstrate such effectiveness and document its CB0 status will be awarded TO bonus points. If your agency is claiming CBO status, attach documentation for this claim to the last page of the proposal. B. Fiscal Year 1982 Paperwork - (Based on data collected by the Central Records Unit from October 1, 1981 through September 30, 1982). IV APPLICANT SERVICES REP SPECIFICATIONS ' 1.0N DL:SC;?7 1 -1.0N 7 • 15 1, Overall Error Rate - PRIRS, Entering Activity Changes, Terminations) Points 50 40 30, 20 10 Rate 0% - 10% 11% - 20% 21% - 30% 31%-•49% . 41% - 50% 51% - 100% 2. Percent of Ineligibles - (PEaRS) Rate Points Less than 1% 25 1% - 1.99% 20 2% - 2.99% 15 3% - 3.99% 10 4% - 4,99% 5 5% or more 0 3. Late Paperm-2,-k. Rate - (PEERS, Entering Activity Changes, Terminations) Rate Points Less than 1% 25 1% - 1.99% 20 2% - 2.99% 15 3% - 3.99% 10 4% - 4.99% 5 5% or more 0 C. Agency's Enrollment Goals Percentage Points 126% -159% 100 101% -125% 75 76% -100% 50 51% 75% • " 25 - 50% 0 D. Non-Applicant Services 'Deliverer Enrollment Goals Percentage Points 126%.- 150% 100 101% 125% 75 70%.- 10061, 50 51°. - 75% 25 - 50% 0 APPLICANT SERV= PIP SPECIFICATIONS 1 16 VII. NARRATIVE INSTRUCTIONS The offeror shall provide a written description of each of the topics listed below. Number each page of the narrative and follow the outline as provided. A, _Introduction - Present a brief description of your agency which includes the type of organization, its structure, purpose, and function, Describe the reason it wants to operate an Applicant Services activity for the CETA program during fiscal year 1983. B. Past Experience - Discuss the offeror's experience in working with the various CETA eligibility criteria and in providing applicant services. Describe your traditional caseload, the types of clients served, your ability to recruit participants, • and your achievement of enrollment goals. Describe your estab- lished linkages with other CETA program deliverers and with non-CETA employ- ment and training resources. Demonstrate that you have successfully provided the types of services and functions requested in Section IV Part IV, Items A-0 of this request for proposal. C. Location - On the map provided on page 20, outline the geographic area that the offeror is proposing to serve. In narrative form, describe the area. Estimate the number of eligible residents within the area and the number of available employment and training opportunities. Justify the estimates, Pinpoint your agency's office location and give its proximity to large numbers of qualified. persons, Demonstrate, by presenting qualitative and quantitative evidence (i.e, unemployment rates, public assistance statistics, etc...) your geographic area's need for an Applicant Service's program, D. Program Design - Describe each of the following elements of your proposed Applicant Services program. I. Outreach, Describe how your agency will encourage persons within your geographic area to avail themselves of CETA training and services. 2, Recruitment. Describe the methods that your agency will utilize to solicit applicants for specific or anticipated openings available through the CETA. program deliverers, 3. Intake. Describe the procedures that your agency will follow when per- forming intake. Where will intake take place? What staff persons will be permitted to perform intake? Describe their qualifications and train-. ing. Which applicants will have PRIRS completed for them? In the case of minors, adults dependent upon family members for support, or persons age 18-21 and residing with their parents, describe how family income information will be supplied and verified. How will the parent's sig- nature be obtained? What procedures will be implemented to update PRIRS when more than 45 days transpire between application and enrollment? How will PRIES be checked to ensure that they are complete, consistent, and reasonable? What documentation will be required of the applicant? Will your agency service any smaller program deliverers that may be assigned? -0fS.C. 1 ::,TIC-XC [ IV 1 APPTI-CANT SERVICES PIP SPECIFICATICNS - 17 4, Eligibility Determination, Who will be responsible for determining an applicant's eligibility for (TA? What qualifications and training • must the staff persons possess who perform this function? What review procedures will be in place to make sure that the determination is correct? 5. Program Information Dissemination, Describe how eligible applicants will be provided with information on all CETA-funded programs and other avail- able community resources which could increase the anplieant's employment opportunities. Hew will your Applicant Services agency keep abreast of employment and training openings? 6. Employability Assessment. How will an initial determination be made as to whether CETA can offer the applicant training and/or services which will enable him to obtain unsubsidired employment and increaseearned income? What tests and/or other tools that measure . the skills, needs and interests of the applicant will be utilized? For classroom training clients and non-high school graduates, what tests will be conducted to evaluate the applicant's math and reading skill levels? Who will administer and assess these tests? 7. Employability Development Planning. What staff members Will be completi the Employability Development Plan? What qualifications and training must these persons possess? Describe how the EDP will be dove] onee in conjunction with the applicant and what factors will be assessed? How will a plan of action be decided? How will the En') Updates be obtained for the participant's files from the program deliverers?' 8. Grievance Procedure Acknowledgement, Describe when and by whom the grievance procedure will be explained to each CETA participant, and how will the Participant's written acknowledgement be obtained? 9. Referral Of Applicants To Appropriate CETA Program Activity Ov Alternative Human ReSources Program Cpportunity, Which eligible applicants shall have priority in being served by CETA? What mechanisms will be established. to ensure that employment and training activities will be provided to those most in need? How will the Applicant Services agency select the most appropriate referral for the applicant based upon the needs and goals established in the EMployability Development Plan? What linkages will your agency establish between yc.)urselves and CETA program deliverers and other community resources, such as the Michigan Employment Security Commission, area apprenticeship opportunities, comunity based organi- zations, the educational system, and other accessible services? What procedures will be followed to make referrals to program deliverers and confirm enrollments? Will your agency make referrals to any program deliverer, whether they are your assigned responsibility or not? How will your agency keep aware of all training opportunites available throughout the county, =A and otherwise? [iAdV APPLICANT SERVICES REP SPECIFICATIONS 18 SFCTiac 10. Maintenance Of Log.;Whieh -TraCk Number Of Applicants. What information will be kept concerning applicants and participants? What procedures will be followed and how willthis data be kept current? 11. Maintenance Of Applicant And Participant Files, Where will applicant and participant files be located? What material will be kept in these files? How will the files be kept current and who will be responsible for the maintenance of these files? In what order will the participant files be organized? How long will files be retained? 12. Submission Of PartiCipant'Registration And information Records, How will your agency makesure that PRIRS are submitted to the Central Records Unit in a timely manner? What additional forms will be sent with the PRIR? 13, Completion And Submission Of Activity Change Records, When will Activity Change Records be generated? Who will determine the participant's eligibility for the new program? When will a participant's termination by a program deliverer be turned into a transfer? How will your agency ensure that Activity Change Records are submitted to the Central Records Unit in a timely manner?. 14. Review And Submission Of Participant Termination Forms, What linkages will be established by your agency with program deliverers to secure the Term- ination Notices of your referred participants as they occur? How will - Termination Notices be reviewed for accuracy? How will corrections be made and frem whom will pertinent information be obtained? What measures will be taken to assure the timely submittal of Termination Notices to the Central Records Unit? 15, Follow-Up. Describe how follow-up of terminated participants. who were placed into unsubsidized employment will take place both ninety days and six months after their severance from the CETA program, What in- formation will be collected? How will these contacts be documented? E. Administrative Capability - Describe the organizational structure of the Appli- cant Services agency, What job tines are needed for operation, and what . functions does each perform? What qualifications does each job title neces- sitate? What qualifications does the present staff possess? Will the accounting and financial record systems be in accordance with Section 11, Part 2 of this REP entitled "Fiscal Administration?" no will be responsible for the completion and submission of reimbursement reriuests? What office facilities will be provided for the Applicant Services function? The chief elected official of the offerorlffiust recognize in writing the ap:ency's responsibility for any unresolved questioned or disallowed -audit costs on any participants that it determined to be eligible. The chief elected official shall identify the source (Le, general revenue funds, in- kind contributions, error and omission insurance) that will pay for any liabilities that may arise, No Applicant Services contract be issued until this statement from the chief elected official is submitted to the Prime Sponsor. _ :5E1,7 r oN j) E.:IYTiLr IV APPLICANT .m:Rvi-as PPP SPECIFICATIONS F, Coffirninity Based Organizat ion - If the offeror is claiming community based organization status, attach 'documentation for this claim to the last page • of the proposal. 2124 GROVELAND I 2I HOLLY 11111114oLLy 1125 OAKLAND COUNTY MICHIGAN 12=3 BRANDON 1122I-t INDEPENOENCE 2122 • OXFORD '-'•` CO:FORD t 1 111I.C.,;1 001014 3773 (1;•"; 11261.172 7, 121-3 i 171 ,, I-72. PONTIAC 1111,01 7' cc:. .o;I 12,.)1 . .. .NVAT,E'RFORD 11,7,4 SWAN LAKE 1-14 .1. 17, 17,47)N Page 20 ADDIS04 171.1I:1 OAKLAND L AVON • ; 1,10y • I 0 ,1: r Air 2 LYON NVI 110VI TWP. 1 1.1C/71-NILLE 1 -LEO WIXOM tCHD 4.4XE „.......„..T-r BLOOM FIELD II 17.5.! c',4 IIIIIII-- i, • , , 1 i 1 1 1671 07(.11,7'; FIELD li;LOCX4.L41.D i;FiLLS 21E5 SPRINGFIELD 111 1' 21 WHITE LAKE 1.11:72' 32 1112, 2 2,1 1 ,357 COMMERCE IILKF LAXE MILFORD ; r _ • ,e:n••;f/2 tt,tiit fr ErVtFILti• IlLS TO:31 rnx.NKLI,1 1711'3 1 0 ' HI,n7-77..P. • 11,14 ROSE i7IA-4I4 I 1117.0 HIGHLAND — 1980 CENSUS TRACTS 1000 Census Tract Number -- Census Tract Boundary I -APPENDIX E 20 50 APPLTC4NT SERVICES EVALUATION FORM FY-83 FUNDING PROPOSALS Name of Applicant Evaluation By MINIMUM RI:WT=1MS If any of the following items is answered "no", please return the proposal to Kathleen Brang, Yes No Item A. Is the Signature Sheet with appropriate signatures included? B. Is the complete Proposal Narrative included? C. Does the offeror have a minimum of $200,000 in CETA program activity contract awmrds, not including administrative monies, for fiscal year 1933? D. Will the offeror perform applicant services for any smaller program deliverers that may be assigned to them? E. Will the offeror consider all employment and training alternatives available throughout the county \11.en choosing the most appropriate referral for a client, whether the program deliverer is their responsibility or not? F. If claimed, has the applicant documented its status as a CBO? II. POINTS ASSIGhED STI.DIARY MaXiMUM A. Proposal Criteria Points 1, Past Experience 10 Points Assigned 2, Location 3. Program Design a, Outreach 2 b. Recruitment 2 c. Intake 10 d. Eligibility Determination 3 e. Program Information Dissemination 2 f. EMployability Assessment 2 g. Employability Development Planning 5 h. Grievance Procedure Acknowledgement APPENDIX E Maximum Points Points Assigned 10 2 -2 1 I. Referral of Applicants j. Maintenance of Logs k. Maintenance of Files 1. Submission of PRIES m. Activity Change Records n. Termination Notices o. Follow-Up 3 2 4, Administrative Capability 20 Subtotal 100 5. C. B. O. Status Documented 10 Total Points Maximum 110 Fiscal Year 1982 Performance* 1, Overall Error Rate(All Forms) 50 2, Percent of Ineligibles(PRIRS only) _25 3. Late Paper=rk Rate(All Forms) 25 Total Points MaXillan 100 *Points assigned will be based solely on data collected by the Central Records Unit from October 1, 1981 through September 30, 1982. C. Agency's Enrollment Goals 100 D. Non-Applicant Services Program Deliverer Enrollment Goals 100 III, EVAIDATICU BY CATEGORY A. Past Experience Maximum Points - 10 Is the offeror familiar with CETA's eligibility requirements? Has the offeror successfully performed applicant services in the past'? Has the agency met its past enrollment goals both for itself and the non- applicant services program deliverers? How many applicants and participants is the agency capable of processing accurately? -Coinnent: B.. Location Maximum Points - 20 C. Program Design 1. Outreach MaximumPoints - 50 Maximum Points - 2 2. TecruitMent Maximum Points - 2 What target groups of clientele have traditionally made up the agency's caseload? Does the agency have linkages established with CETA program deliverers and other community resources? Will the offeror be located in a geographic area that contains a large concentration of eligible residents? Will the offeror be located in a.geographic area that has been awarded a large volume of CETA slots? Is the geographic area that the offeror intends to serve in groat need of an Applicant Services agency? Comment: Has the offeror described adequate methods that it will utilize to encourage persons within its area to avail themselves of CETA training and services? Comment°4. Has the offeror described satisfactory ways to solicit applicants for specific or anticipated openings available through the CETA program deliverers? Comment: 3. Intake Maximum Peints - 10 Has the offeror presented a detailed .description of its proposed intake procedures? Will a full and complete Participant Registration and Information Record (PRIR) be taken on all applicants for the CETA program? Will PUBS be coupleted in full compliance with the manual entitled "Fiscal Year 1983 PRIR Instructions and Definitions" as issued and updated throughout the year by the Central Records. Unit?. Will staff persons performing intake. possess at least three months of prior experience which would make them thoroughly familiar with the CETA regulations and eligiblity criteria? Will the PRIR be completed by the intake worker rather than the applicant? Will the parent or guardian be present- to supply applicant data and to sign and date the PRIR as being accurate when the applicant is a minor, an adult dependent upon family members for support, or age 18-21 and living with his parents? When more than forty-five days transpire betweeen application and date of will the PRIR be updated by reviewing the veracity of each data item as it wDuld relate to the current status of the applicant? Will the updating of the PRIR be performed with the applicant in attendance and, in the case of mdnars, adults dependent upon family members for support, or persons age 18-21 who reside in their parents home, with the parent present? Will documentation be required of the applicant Whenever any reasonable doubt- exists as to his eligibility? Have satisfactory procedures been established to review PRIRS for complete- ness, consistency and reasonableness? Will intake be provided at one centralized location accessible to large numbers of eligible population? Will the offeror provide applicant services to any smaller program deliverers that may be assigned to them? Comment: Maximum Points - 3 4. Eligibility Determination Will qualified staff be determining eligibility? Will a determination based on the information contained in the cenpleted and signed PRIR be made of the applicant's eligibility for each CETA title/ subpart by a qualified staff person? Will the eligibility determinations be reviewed for correctness before the PRIR is submitted to the Central Records Unit? Comment: 5. Program Information Dissemination Maximum Points - 2 Will applicants be provided information on all CETA-funded programs and other available training and services which could increase the client's employment opportunities? Has the offeror described a satisfactory method of hew it will keep abreast of all employment and training openings? Cbgnent: 6. Thployability Assessment Maximum Points - 2 Has an appropriate method been established to determine whether CETA can offer an applicant training and/or services that will enable him to obtain unsubsidized employment and increase earned income? Will suitable tests and/or other tools that measure the skills, needs, and interests of the applicant be utilized? Will classroom training clients and non-high school graduates be coinpetently - tested to determinemath and reading skill levels? Comment: Ftrployability Development Planning Maximum Points - 5 Will an Eirployability Development Plan be completed by a qualified counselor for each CETA participant? Will the EDP be developed in conjunction with the applicant? . APPENDIX E Will the EDP reflect the participant's interests, skills, and career objectives? Will the EDP include the following: a. The participant's employability readiness? b. The participant's barriers to employment? c. The participant's specific employment and training needs? d. The specific services and activities to be developed and provided to -meet the participant's needs? e. An individualized plan for the transition of the participant from program activites to unsubsidized employment? Will the -EDP reflect an occupationql goal, and nil the planned services and activities provide a logical sequence to that occupational goal? Will a .copy of the completed EDP be given to the applicant? Will the EEPs be updated every sixty days? Will the EDP Updates be obtained from the program deliverers and added to the participants' files? Will the EDP Updates be sent to the Central Records Unit along with the Termination Notice? Comment: 8. GrieVance Procedure Acknowledgement Maximum. Points - 1 Will the grievance procedure be properly explained to each CETA applicant? Will the applicant's signature be obtained? Will .a Copy of the grievance procedure be given to each applicant? Comment: 9. Referral of Applicants Maximum Points - 10 When choosing the appropriate referral for the applicant based upon the needs and goals established in the Rrployability Development Plan, will the counselor be considering all available CETA and community resources, such as those from MESC, the Private Industry Council, area apprenticeship opportunities, community based organizations, the educational system, and all other accessible services? Has the agency established linkages with all' CETA program deliverers and other connanity resources in order to be both aware of current training opportunities and to make its system Imrkable, practical and effective? Will the offeror make referrals to program deliverers other than those that, will be assigned to it? When making referrals to CETA openings sponsored by a program deliverer other than the agency, will the "Oakland County CEIAProgram Referral Form" be utilized? Will a copy of the applicant's EDP be attached to the "Referral Form"? Will the 'Applicant Services agency follow-up on the success of these referrals? Whenever a referral has been accepted into another program deliverer's activity, will the Applicant Services agency confirm the date of enroll- ment with the program deliverer? When making referrals and. enrolling participants, will priority be extended to applicants Who are members of target groups and to those judged to be most in need? Are the procedures that will be 11-T1u-rented to make referrals and to cent in enrollments effective and adequate? Comment: , 10. MairitOnance. of Logs Maximum Point - 2 Will the proposed record keeping systems both effectively manage the offeror's program and provide current data? Will records be located in one centralized location? V APPENDIX E 12. Submission of PRIM Maximum Points - 1 Will the offeror always have the following types of information available: number of eligible and ineligible applicants, number of . enrollees, the title and activity in which each participant is enrolled, the exact beginning and ending date of each participant's enrollment in each activity, and the amount of allo wable time each participant has remaining both in an activity and in CETA as a whole? Ccmment: 11. Maintenance of Files Maximum Points - 2 Will the proposed applicant and participant filing systems result in organized, accessible, and current files? Will thefilesbe located in one centralized location? Will the PRIES of all applicants be retained for •twelve months? Will participant files be maintained for all enrollees? Will participant files include, at the minimun, copies of any two-week program duration notices that may have been issued, as well as copies of any clarifying letters that were submitted to CHU along with any docu- mentation of eligibility that may have been provided? Will participant files be retained for at least eight years? Will the participant records be easily accessible for prOgram monitoring by federal representatives, auditors, ENO officers, prime sponsor staff and other authorized persons? ailment: Will PRIRS for applicants enrolled into CETA be submitted to the Central Records Unit within twenty days of enrollment? Will the FMployability Development Plan and a signed copy of the grievance procedure acknowledgement be sent with the PR1R? Comment: ' APPENDIX E 13. Activity Change Records Maximum Points - 3 Will activity Change Records be completed in full Compliance with the manual entitled "FY-83 Activity Change Records Instructions and Definitions - as issued and updated throughout the year by the Central Records Unit? Will Termination Notices that have been completed by program deliverers be turned into transfers when the best interests of the participants can be served? Will participants be placed into holding status via the the Activity Change Record while new services or a placement is being developed for them? Will eligibility for the new title be based upon the information supplied on the original PRIR? Will Activity. Change Records be submitted to the Central Records Unit within twenty days of the effective date? Comment: 14. -Termination Notices Maximum Points - Will Termination Notices be completed in full accordance with the manual, entitled "FY-83 Participant Termination Notice Instructions and 17.finitions as issued and updated throughout the year by the Central Records Unit? Bas the Applicant Services agency established appropriate methods to review and correct, as needed, the Termination Notices sulinitted for its referred participants by the program deliverers? Will the Applicant Services agency establish adequate linkages with the program deliverers to guarantee its timely receipt of Termination Notices? When completing or correcting a Termination Notice, will the Applicant Services agency confirm information with the participant, program deliverer, or new employer, as appropriate? Will Termination Notices be submitted to the Central Records Unit within twenty days of the participant's leaving of the CETA program? Cannent: APPENDIX E 15. Follow-Up Maximum Points - 2 Have sufficient procedures been proposed to conduct follow-up of partici- pants who were placed into unsubsidized employment both ninety days and six months after termination? Will the Applicant Services agency contact or comunicate with all of • their former participants Who were placed into unsubsidized employment and/or their employer to determine the suitability and success of place- ments both ninety days and six months after termination? Will these contacts be documented and retained in the participant's file? Will the information collected include the name and address of the former participant's current employer, job title and hourly wage? Comer t D. Administrative Capability Maximum Points - 20 Do the proposed staffing requirecients seem reasonable? Will the offeror have sufficiently qualified staff to conduct applicant services? Do the accounting and financial systems of the offeror meet Prime Sponsor requirements? Will the office facilities being provided by the offeror be adequate to operate an Applicant Services program? Will the offeror agree to accept the liability of any unresolved questioned. or disallowed. audit costs pertaining to any participants that it determined to be eligible? Will the chief-elected official identify in writing that source the agency - will use to assume this liability (i.e, general revenue funds, in-kind contributions, error and omission insurance)? Comment: #82349 •, 9F,2 4th day of ID3 2 November ALLEN, County Cler=jRegister of Moved by Lanni supported by DiGiovanni the resolution be adopted. AYES: Peterson, Price, Whitlock, Wilcox, Aaron, Caddell, Calandro, DiGiovanni Doyon, Fortino, Geary, Gosling, Jackson, Kasper, Lanni, McDonald, Moffitt, Moore, Olsen-, Patterson, Perinoff, Pernick. (22) - NAYS: None. (0) A sufficient majority having voted therefor, the resolution was adopted. STATE OF MICHIGAN) COUNTY OF OAKLAND) 1, Lynn D. Allen, Clerk of the County of Oakland and having a seaT, do hereby certify that I have compared the annexed copy of Miscellaneous Resolution #82349 adopted .1) the Oakland County Board of Commissioners at their meeting held on November 4, 19_82 with the original record thereof now remaining in my office., and that it is a true and correct transcript therefrom, and of the whole thereof. /n Testimony Whereof, I have hereunto set my hand and affixed the seal of said County at Pontiac, Michigan this