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REQUEST FOR PROPOSALS


RochesterWorks, Inc.
Request for Proposal
Data Management Solution Project

Posted: May 17, 2017

BACKGROUND
RochesterWorks, Inc. (RWI), a non-profit organization, has been designated by the County of Monroe and the City of Rochester to administer the workforce investment funds targeted for Monroe County. RWI serves as fiscal agent for the County and research and development staff for the Monroe County/Rochester Workforce Investment Board (WIB), managing all aspects of the local workforce investment system (RochesterWorks!).

RWI is located at 255 North Goodman Street, Rochester, New York 14607. Additional information on programs and services can be found at www.rochesterworks.org.

RWI invites Certified Minority and Women-Owned Business Enterprises (MWBEs) and Certified Service Disabled Veterans-Owned Businesses (SDVOBs) to participate in this competition.

PURPOSE
RWI is seeking proposals from existing, experienced, qualified contractors to provide data management solutions as follows:

1. ATS-CRM Integration
RWI currently uses a free version of CATS as our Applicant Tracking System (ATS). RWI previously used a free version of Sugar CRM to track up employers and their job postings.

The contractor will provide programming and QA Testing services to create a customized Customer Relationship Management (CRM) database and integrate it with our ATS.

Project Specifications
The contractor will create a customized CRM and integrate it with our ATS, which will reside on our servers. The integrated applications will allow us to import, store, search, and match, job seeker résumés and job seeker records in the ATS with business records, contacts, activities, job postings, and job orders in the CRM. The applications will have the following features:
Data Management

  • Existing data in the ATS will be preserved and merged into the new application.  Any data conflicts will be resolved.
  • Business section will be linked to the contact section of the database.
  • Capability to upload/import resumes and job orders in recent or older versions of the most common file formats (.txt, .doc, .docx, .odt, .pdf).
  • Autofill capability from both imported job postings (to job order record) and resumes (to job seeker record).
  • OCR capability for PDFs uploaded as images.
  • Option to archive records after a certain time period.

Ability to encrypt data using a Federal Information Standards (FIPS) 140-2 compliant and National Institute of Standards and Technology (NIST) validated cryptographic module.
Search Functions

  • Keyword search of uploaded documents and matching of fields in job order record to job seeker record.

Activity Tracking

  • Capability to add different categories of activities and job orders for each business record, including linked job postings uploaded as files, dates, and notes.
  • Add industry linked to each business and occupation linked to each job order.

Reporting

  • Ability to generate reports as follows: Approximately 6 customized reports, and capability to create ad hoc reports incorporating any fields, exportable to either .xlsx or .pdf format.
  • Ability to export uploaded files as .pdfs.

Notifications

  • Ability to generate e-mail notifications for both job seekers and businesses.
  • Ability to generate mediated e-mail notifications to businesses from their job orders.

QA Testing

  • Validation that required data fields are present in both the ATS and the CRM
  • Validation that data in all required fields can be viewed, inputted, edited, saved, or deleted as necessary in both the ATS and the CRM
  • Validation that the data from select fields added in the ATS are visible but not editable in the CRM
  • Validation that the data from select fields added in the CRM are visible but not editable in the ATS
  • Validation that attachments can be uploaded to both the ATS and the CRM in recent or older versions of the most common file formats (.txt, .doc, .docx, .odt, .pdf)
  • Validation that multiple users can enter data concurrently
  • Validation that the interface will function on the latest versions of IE, Edge, Firefox, Chrome, and Safari

Post Development

  • Initial training for a small group of users.
  • Annual software support and maintenance

RWI may change ATS versions prior to the initiation of this project. Proposals should include some flexibility that allows for the interface to be created between applications similar to the ones currently in use by RWI.

Other than modifications to restrict where data is entered, no graphic design work is needed.

RWI has up to $50,000 available to support the ATS-CRM integration project.

2. Customized Electronic Document Management System (DMS)
RWI currently uses a paper filing system.

The contractor will create a robust, customized electronic DMS to be hosted on one of our servers.

Project Specifications
The DMS will have the following features:
Data Management

  • Ability to scan paper records from a networked scanner.
  • Documents scanned in PDF format with OCR in the background for search ability.
  • Ability to import electronic files in recent or older versions of the most common file formats (.txt, .doc, .docx, .odt, .pdf)
  • Change tracking and versioning
  • A definable workflow for approval of documents by multilabel users, if necessary.
  • Security functions that integrate with Microsoft Active Directory with ability to encrypt data using a Federal Information Standards (FIPS) 140-2 compliant and National Institute of Standards and Technology (NIST) validated cryptographic module.
  • Support hot folder and email input
  • Zonal OCR
  • Template driven automated filing
  • ICR option

Search, View, and Print Functions

  • Ability to index and search scanned or imported files.
  • Access to documents from Windows and web/mobile clients.
  •  Ability to print, e-mail, save, or export records in their original file formats.

Post Development

  • 90 concurrent user licenses
  • Installation and train the trainer
  • Creation and configuration of forms
  • Annual software support and maintenance

Optional Specifications (with itemized quote)

  • Advanced capture
  • Back file scanning
  • Integration with external applications

RWI has up to $75,000 available to support the Customized Electronic DMS project

PROPOSAL REQUIREMENTS
Organizations interested in providing services described in this Request for Proposals (RFP) should submit a proposal of no more than 6 pages that includes the following information:
1. Identify the organization’s name, address, phone, fax, e-mail, President/CEO and management contact for the contract. Describe the organization and experience in providing the services described in this RFP.
2. Provide a scope of work including a) a complete description of proposed services as requested in the project specifications, above; b) a timeline for project completion; and c) milestones for achieving individual phases of the project. Contractors may submit a proposal for the ATS-CRM Integration project only, the Electronic Document Management System (DMS) project only, or both projects.
3. If replying to the ATS-CRM Integration, state whether the software can be hosted on our internal server, on the cloud, or if either would be possible.
4. Provide an itemized quote for the services proposed above.

QUESTIONS
Questions may be addressed to scurran@rochesterworks.org via e-mail no later than May 31, 2017. Answers to all questions will be posted at www.rochesterworks.org, under Newsroom, then RFPs.

PROPOSAL EVALUATION
The selection criteria will be:
1. Completeness of response to RFP as outlined in Proposal Requirements (20 points)
2. Ability of the contractor to meet or exceed the specifications defined in the RFP as evidenced by the information contained in provider’s proposal (50 points)
3. Cost reasonableness of services (30 points)

Proposals must be sent to electronically by 12:00 PM, Monday, June 19, 2017 to:
Shawn Curran
Technology Manager
RochesterWorks, Inc.,
scurran@rochesterworks.org


Request for Proposals
2017 Workforce Innovation and Opportunity Act Title I
Year-Round Workforce Development Services to Youth

Posted: Thursday, March 16, 2017
Mandatory Information Session (Bidder’s Conference): Thursday, March 30, 2017 – 2 p.m.
Deadline for Submission: Thursday, April 20, 2017 – 12 p.m. (Noon)
Award Notification: Wednesday, June 21,2017

RochesterWorks, Inc. anticipates the availability of $749,000 in WIOA Youth Funds and seeks to solicit proposals from governmental units, public or private not-for-profit or for-profit corporations, local educational agencies, faith-based and community-based agencies to support Youth Workforce Development Service Navigators (Navigator) for the period July 1st, 2017 through June 30th, 2018.

The objective of a Navigator is to provide a coordinated approach through which RWI and its community partners can collaborate to create community-wide access of workforce development services to youth.  This will result in the maximization of resources to reduce the duplication of service by providing structured employment opportunities, increasing basic skills, job retention, and the earnings of local youth.  A Navigator may be one individual or portions of multiple individuals, all depending upon the service delivery, design and leverage of resources. Preference will be given to Agencies with the capacity to house two or more Navigators.  Agencies without the capacity to house more than one Navigator should provide a detailed plan of action on how youth will be served through a Navigator transition.

Under this solicitation, up to 14 Navigators will be sought to focus on WIOA supported services for older disconnected out of school youth. For the purpose of this solicitation, older disconnected youth will meet the criteria of being aged between 16 to 24, not attending school nor employed and are not readily employable due to the lack of basic skills.

To learn more about this funding opportunity go to the RochesterWorks! website at www.rochesterworks.org, across the top click on Newsroom, and then RFPs. A mandatory informational session is scheduled for 2:00 p.m. on Thursday, March 30, 2017 at the American Red Cross, Greater Rochester Chapter, 50 Prince Street, Rochester, NY 14607. Registration is requested before 12 Noon on March 28. E-mail Cassilda Campbell at Ccampbell@rochesterworks.org with the name and contact information (email, phone number) of the staff(s), along with the organization to be represented.

Seating is limited. Standing room will be available.

2017 WIOA Youth RFP
2017-WIOA Youth RFP - A1 Proposal Summary Form
2017 WIOA Youth RFP - A2 Budget
2017 WIOA Youth RFP - A3 Certifications
2017 WIOA Youth RFP - A4 Youth Works Model
2017 WIOA Youth RFP - A5 WIOA Perforamnce Goals
2017 WIOA Youth RFP - A6 Target Population and Eligibility
2017 WIOA Youth RFP - A7 Navigator Responsibilities and Service Delivery...
2017 WIOA Youth RFP - A8 Workforce Terms and Definitions
2017 WIOA Youth RFP - A9 14 WIOA Elements
2017 WIOA Youth RFP - A10 Monitoring and Support



2017 WIOA Youth RFP - Bidders Conference Q&A
2017 WIOA Youth RFP - Bidders Conference Powerpoint


City of Rochester (SOOP) and RochesterWorks! (SYEP)
Request for Proposals


2017 Project-Based Summer Work Experience for Youth Ages 14-15 and 16-20

Posted: Monday, November 21, 2016
Deadline for Submission: Open
Award Notification: Expected May 2017

Mandatory Bidders Conference:
Tuesday, December 6, 2016  10:00 a.m. – 12:00 p.m or 1:00 p.m. – 3:00 p.m.
Danforth Community Center (200 West Avenue, Rochester, NY)
Please RSVP via EventBrite @ http://biddersconference.eventbrite.com
Proposals due no later than 11:59 p.m. Thursday, January 12, 2017


The City of Rochester’s Summer of Opportunity Program (SOOP) and RochesterWorks! Summer Youth Employment Program (SYEP) formally announces a joint effort to assist youth with summer jobs. This solicitation is a collaborative effort expected to help more than 700 youth ages 14-20 secure paid and structured work experience this summer. RochesterWorks! anticipates receipt of funds approved by the New York State Governor and Legislature allocated for the purpose of Summer Youth Employment and the City of Rochester anticipates funding to be received from its general operating fund and the New York State Department of Labor. Total funding for this solicitation is expected to equal $800,000.

The City of Rochester and RochesterWorks! seek community partners to deliver structured project-based paid summer work experiences for youth.  This RFP seeks to identify local for-profit, not-for-profit, and faith-based organizations possessing an individual or team that has the capability to provide an experience in any of the specified themes. Demonstrated expertise, adequate work space, and organizational/administrative capacity with sufficient cash flow and/or cash on hand to provide pay-rolling, supplies, and make required payments to initiate the project is essential.  Payments are made on a reimbursement basis only. With a total budget not to exceed $1,840 per youth, each project should serve a minimum 10 youth, run 6 weeks, 20 hours per week, and pay minimum wage ($9.70) during the period July 10 – August 18, 2017.

Project-based learning opportunities integrate work-experience and work-based learning, or combine work-based and classroom-based learning activities including e-learning that provide basic skills instruction, research, career exploration, and life-skills training that complement the work experience. Strategic and reasonable inclusion of enrichment activity(s) to include college and work readiness is required. This activity should consist of job search and retention strategies, positive workplace behaviors, reasoning skills, recognition of post-secondary career opportunities, and other activity leading to the development of a Career Portfolio for each youth.

Proposals will be evaluated based on creativity, specificity of experience, demonstrated expertise in project themes, relevance to in-demand industries, level of youth engagement, measureable outcomes, contributing partnerships, organizational and fiscal capacity, overall cost efficiency, and individuality.

ADDITIONAL INFORMATION AND FORMS

Questions about this RFP will be taken at the Bidder’s Conference only.

Go to www.cityofrochester.gov/soop/ for RFP and  www.rochesterworks.org and click on Newsroom across the top

Questions about this RFP will be taken at the Bidder’s Conference only. No telephone calls. Questions may be forwarded in advance to SYEP@rochesterworks.org.


RochesterWorks, Inc.
Request for Qualifications
Regional Sector Partnership Development, December 9, 2016
Advanced Manufacturing Industry Navigator


BACKGROUND
RochesterWorks, Inc. (RWI), a non-profit organization, has been designated by the County of Monroe and the City of Rochester to administer the workforce investment funds targeted for Monroe County. RWI serves as fiscal agent to Monroe County and research and development staff for the Monroe County/Rochester Workforce Development Board (WDB), managing all aspects of the local workforce investment system (RochesterWorks!).

RWI is located at 255 North Goodman Street, Rochester, New York 14607. Additional information on programs and services can be found at www.rochesterworks.org.

PURPOSE
RWI is seeking a letter of qualifications from business intermediaries or consortia of business intermediaries that are interested in providing an Advanced Manufacturing Industry Navigator who will take the lead in developing a regional advanced manufacturing industry sector strategy for the GLOW (Genesee, Livingston, Orleans, Wyoming), Finger Lakes (Ontario, Seneca, Wayne, Yates) and Monroe County/Rochester Workforce Development Boards.

The Advanced Manufacturing Industry Navigator is an individual who will perform the day-to-day work associated with this project and will take the lead in convening stakeholders to accomplish project objectives. The Industry Navigator may be either an employee of or an independent contractor of the business intermediary or lead agency. It is expected that the industry navigator will dedicate at least 25 hours per week to this project.

Eligible business intermediaries will have a significant number of manufacturing sector member businesses in the nine-county Finger Lakes Region that is covered by the three workforce boards named above. A consortium of business intermediaries may include two or more eligible business intermediaries with one of those entities named as the consortium lead.

About the Regional Sector Partnership Development Initiative

RWI has been awarded a grant by the New York State Department of Labor to be used for industry sector strategy planning and development in the nine-county Finger Lakes region.
The grant will be used to fund an initiative to develop a comprehensive, regional advanced manufacturing industry sector strategy centered on the following five dimensions:

  1. Analyze existing workforce data and collect additional needed data that will be used to make informed decisions during regional sector partnership meetings.

  2. A contracted Advanced Manufacturing Industry Navigator leads regional sector partnership meetings, recruits industry champions, and engages a diverse group of businesses of different sizes.

  3. Deliver workforce solutions, centered around career pathways, that are responsive to the needs of businesses and workers in the targeted industry sector: A career pathways map will be a major finished product of this effort. The career pathways map will also include tools to market advanced manufacturing careers to adults and youth in the region.

  4. Implement a plan that will achieve financial sustainability and continuous improvement of industry sector strategies.

  5. Build organizational capacity and align policies and resources to continually support sector strategy outcomes: One focus of the regional sector partnership meetings will be to make workforce policy recommendations to city and county governments and the three workforce development boards.

Project Scope and Timeframe

RWI intends to contract with a business intermediary or the lead entity of a consortium of business intermediaries to provide an Advanced Manufacturing Industry Navigator for work to be accomplished between January 2, 2017 and June 30, 2017. This project will provide up to $45,000 in grant funding to the business intermediary or consortium lead to cover the following costs:

Personnel costs to hire or contract with an Advanced Manufacturing Industry Navigator who will dedicate at least 25 hours per week to this project between the contract execution date and June 30, 2017

  • Mileage costs for the Industry Navigator
  • Telephone costs for the Industry Navigator
  • Office space costs for the Industry Navigator
  • Supplies for project activities
  • The cost of hosting up to 7 stakeholder meetings

CONTENTS OF THE LETTER OF QUALIFICATIONS

Organizations interested in providing services described in this Request for Qualification (RFQ) should submit a response letter of no more than 1-2 pages that includes the following information:

  1. Identify the organization’s name, address, phone, fax, e-mail, President/CEO and management contact for the project.
  2.  Indicate whether you are submitting your response as a business intermediary or as the lead of a consortium of business intermediaries. If responding as a consortium lead, please provide the information described in #1, above, for each of the consortium members. Letters of support from consortium members are not required. RWI may contact consortium members who do not provide support letters to confirm their support.
  3. Answer the following questions about the composition (as of December 1, 2016) of the business membership for your organization alone.

a. How many business members do you have?
b. Do all of these members pay some sort of annual membership fee?
c. How many of your business members are manufacturing businesses?
d. How many of your manufacturing business members have a plant or headquarters within the counties of Genesee, Livingston, Monroe, Ontario, Orleans, Seneca, Wayne, Wyoming, or Yates?

      4.  If are responding as a consortium lead, please provide the information described in #3, above, for each of the consortium members.

      5. The  letter must be signed by the President/CEO or an official with authority to enter into contracts on behalf of the respondent.


EVALUATION OF RESPONSES

RWI intends to select a business intermediary or consortium based on the following response criteria:

  1. Completeness of the letter of qualifications as outlined in the Contents of the Letter of Qualifications section above.
  2. The total number of business members that the business intermediary or consortium lead has that are paying members, are manufacturing businesses, and have a plant or headquarters in the nine-county Finger Lakes region.
  3. If a consortium, the total number of business members that each consortium member has that are paying members, are manufacturing businesses, and have a plant or headquarters in the nine-county Finger Lakes region.
  4. Respondents must meet the definition of eligible business intermediaries as described in the Purpose section of this RFQ.
  5. There will be a preference for consortia that include two or more eligible business intermediaries.
  6. RWI may perform an additional responsibility check for respondents with whom we have not had previous agreements.


Letters of Qualifications must be received either electronically or by mail by 12:00 Noon, Monday, December 19, 2016, sent to:
Lee Koslow
Technical Assistance and Training Manager
RochesterWorks, Inc.
255 N. Goodman St., Rochester, NY 14607
Lkoslow@rochesterworks.org


QUESTIONS
Questions may be e-mailed to Lkoslow@rochesterworks.org up until 11:59 p.m. on Wednesday, December 14, 2016. Answers will be posted to www.rochesterworks.org.

REQUEST FOR QUALIFICATIONS TIMEFRAME
Friday, December 9, 2016
Request for Qualifications released

Wednesday, December 14, 2016
Last day to submit questions

Thursday, December 15, 2016
Answers to questions posted to www.rochesterworks.org

Monday, December 19, 2016, 12:00 Noon
Letters of Qualifications due

Thursday, December 22, 2016
RWI announces results of RFQ solicitation

RSPD Responses to Questions Received by December 14

RWI has received one qualifying response to this RFQ solicitation. We are awarding the Advanced Manufacturing Industry Navigator project to a consortium of business intermediaries including Rochester Technology & Manufacturing Association, as lead organization, and Finger Lakes Advanced Manufacturers’ Enterprise, as a partner organization.


 

 

   

 

Revised 12/27/16
 

 
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