rfp issue date: december 18, 2019 - lorainccc.edu

Request for Proposals for:

Ohio Manufacturing Workforce Partnership

Participant Data Collection and Performance Reporting System

Development

RFP Issue Date: December 18, 2019

Response Due Date: January 17, 2020

Ohio Manufacturing Workforce Partnership Participant Data Management Platform Development

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Table of Contents

Invitation ............................................................................................................................................................................. 3

Notice! ................................................................................................................................................................................ 3

Background Information ..................................................................................................................................................... 4

Overview ............................................................................................................................................................................. 4

Scope of Work .....................................................................................................................................................................5

Deliverables and Milestones ............................................................................................................................................... 6

Submittal Requirements ..................................................................................................................................................... 7

The Selection Process ......................................................................................................................................................... 9

Disclaimers and Disclosures ................................................................................................................................................ 9

Supplemental Information ................................................................................................................................................ 11

Appendix ........................................................................................................................................................................... 11

Attachment A: Cover Sheet............................................................................................................................................... 12

Attachment B: Conflict of Interest Form ........................................................................................................................... 13

Attachment C: Budget ....................................................................................................................................................... 14

Attachment D: References ................................................................................................................................................ 15


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Invitation

REQUEST FOR PROPOSALS Lorain County Community College (LCCC) is extending an invitation for Proposals pertaining to the

development of a statewide participant data management platform. This project is funded by a U.S.

Department of Labor Scaling Apprenticeship Through Sector-Based Strategies grant DOL-ETA HG-33034-19-60-

A-39.

NOTICE! In order to receive any addenda or supplemental information, you MUST register with the LCCC Purchasing

Office, either by mail at 1005 Abbe Road North, Elyria, Ohio 44035-1691; by telephone at 440-366-4633; by fax

at 440-366-4648; or by email to Becky George at [email protected].

The following information is required:

Name of Firm

Contact Name

Street Address

City, State Zip

Telephone

Fax Phone (optional)

Email address

mailto:[email protected]


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Background Information

Lorain County Community College (LCCC) seeks bids from a qualified vendor skilled in the design and launch of

a participant data management platform to support tracking of outcomes for a federally-supported initiative

called the Ohio Manufacturing Workforce Partnership (OMWP). The U.S. Department of Labor (USDOL), through

its Scaling Apprenticeship Through Sector-Based Strategies initiative, has provided a $12 million award to the

Ohio Manufacturing Workforce Partnership, a collaboration between Ohio TechNet (OTN), a consortium of

Ohio’s community colleges and other post-secondary education institutions, facilitated by LCCC, and the Ohio

Manufacturers’ Association (OMA), which facilitates a statewide network of manufacturer-led regional sector

partnerships.

The OWMP initiative plays a vital role in helping Ohio address the workforce shortage and skills gap affecting

manufacturing, as manufacturers across the state have repeatedly cited workforce as their top issue of concern.

With the grant funds, OMWP will upskill 5,000 Ohioans over the next four years through expansion of

apprenticeship throughout Ohio.

OMWP’s project will focus on career pathways in advanced manufacturing. The selected vendor will play a key

role in helping partners achieve project goals.

Overview

The Ohio Manufacturing Workforce Partnership (OMWP) aims to establish Ohio as a leader in developing

innovative manufacturing apprenticeship programs by expanding apprenticeship programs statewide and

nationally, under the Scaling Apprenticeship Through Sector-Based Strategies grant. To this end, LCCC seeks a

vendor to develop a participant data management platform, which will be used to support LCCC, in partnership

with regional, state and national stakeholders, achieve deliverables and outcomes of Grant Award DOL-ETA HG-

33034-19-60-A-39.

LCCC serves as the lead for administrative and fiscal management for the Scaling Apprenticeship grant, including

providing guidance and technical assistance to sub-recipients on the effective management of federal resources,

monitoring, and compilation of sub-recipient reports into quarterly reports to USDOL; and facilitates Ohio

TechNet, a consortium of Ohio community colleges and public universities, which offers an efficient link to help

drive educational innovation related to Scaling Apprenticeships. State and national partners providing project

leadership and technical assistance include the Ohio Manufacturers’ Association (OMA) and the Manufacturing

Institute/National Association of Manufacturers (MI). Additional resources and technical assistance will be

available to the regions via the lead project team and/or through additional services to be procured.


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Scope of Work

The selected vendor will develop and support the launch of a data management platform to be used for

securely inputting, storing, and exporting individual-level data on OMWP grant participants over the four-year

duration of the grant. The period of performance will be from the date the contract is awarded through

approximately July 2023, and includes all necessary start-up, implementation, and close-out activities.

Vendors should note that USDOL may award no-cost extensions for additional periods of time; in this event,

the period of performance will be extended for the length of the extension.

The selected vendor will be required to provide services including, but not limited to, the following:

(1) Statewide Participant Data Collection and Performance Reporting System Development

Establish a data management platform as the statewide participant data collection and performance reporting

system. Platform capabilities include:

o Enables reporting aligned with the H-1B Workforce Integrated Reporting System (WIPS).

o Customizable data fields to track the hallmarks of apprenticeship quality as described in Section

E.1.b Training Standards in FOA-ETA-18-08: Scaling Apprenticeship Through Sector-Based

Strategies. https://www.doleta.gov/grants/docs/FOA-ETA-18-08.pdf

o Allows segmentation of user groups with differentiated permissions for accessing and changing

participant records relevant to each user group. For example, an employer may wish to access or

enter data pertaining to their participating employees, colleges may wish to access or enter data

pertaining to their students, or project managers may wish access or enter data pertaining to

participants within their segment of the overall project.

o Embedded data validation to ensure information is inputted accurately, such as logic rules and valid

values restrictions.

o Survey dissemination capabilities, or the ability to interface with a survey application, allowing

participants to input data directly into the platform.

o Data exports in .csv format.

Ensure platform is developed with the integrity and security of confidential participant data per guidelines to be

provided by LCCC. For example:

o Personally identifiable information must be stored securely within the platform.

o Access to the platform via secure logins.

o Multiple logins, based on stakeholder role. (For example: Educator, employer, etc.)

o “Hidden” data fields, based on stakeholder role within project.

(2) On-Going Database Management & Troubleshooting

https://www.doleta.gov/grants/docs/FOA-ETA-18-08.pdf

https://www.doleta.gov/grants/docs/FOA-ETA-18-08.pdf


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Enable timely tracking and accurate individual record-level data on participant characteristics, services,

activities, and employment outcomes. A non-exhaustive list of required data fields can be found at the following

link, under the H-1B column: https://www.doleta.gov/performance/pfdocs/ETA_9172_DOL_PIRL_1.18.18.pdf

Ability to visualize progress toward outcomes specified using an outcomes measure report.

Be available to assist in the submittal of Quarterly Performance Reports. An example Quarterly Performance

Report can be found at the following link: https://www.doleta.gov/performance/pfdocs/ETA-

9173_Program_Performance_Report_Templates_and_Specification.pdf

Provide database troubleshooting throughout the duration of the grant, as needed.

Deliverables and Milestones

Milestones Timeframe

Platform Development and Launch 4/14/2020

On-Going Database Management & Troubleshooting ongoing

https://www.doleta.gov/performance/pfdocs/ETA_9172_DOL_PIRL_1.18.18.pdf

https://www.doleta.gov/performance/pfdocs/ETA-9173_Program_Performance_Report_Templates_and_Specification.pdf

https://www.doleta.gov/performance/pfdocs/ETA-9173_Program_Performance_Report_Templates_and_Specification.pdf


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Submittal Requirements

(1) Inquiries and Information Requests Prior to Submission

The LCCC Purchasing Office will act as the clearinghouse for all inquiries and information requests. All inquiries and information requests must be submitted electronically to Becky George, Manager, Procurement and Distribution Services: [email protected]. The answers to all inquiries will be provided to all registered parties by the LCCC Purchasing Department. All answers will be electronically distributed to all those registered as being in receipt of the RFP documents. Addendums will also be posted on the College website with the original Proposal document. Any other responses to questions not via the Purchasing Office are considered casual and not binding.

(2) Timeline

The tentative schedule for evaluation, product selection and implementation is as follows:

Issuance of RFP – First ad December 18, 2019

Second ad December 24, 2019

Third ad December 31, 2019

Last day for question submittal January 10, 2020

Final Addendum issued January 13, 2020

Submittals Due January 17, 2020

Notification of Vendor/Vendors Selection January 24, 2020

Commence work February 3, 2020

Key dates may be altered by the College; registered parties will be updated via Addendum should any alteration

occur.

(3) Proposal Instructions:

Each bid should be completed entirely, should not exceed 10 pages, and be typed in 12-point font, single-

spaced, 1” margins on all sides. Bids should include page numbers and table of contents. The cover page,

table of contents, and attachments will not count against the 10-page limit.

Proposals will clearly and concisely define the processes, skills, and tools to be used toward project

requirements. Proposals will include project plans with specific milestone dates, action items, outcomes

measurements and costs of the project while demonstrating:

Clear understanding of the OMWP scope of work, outcomes, and timelines as approved and funded

by the USDOL.

Expertise in data management systems



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Knowledge with storing and transferring confidential data

Knowledge and familiarity with apprenticeship and other earn-and-learn models, industry

recognized credentials, workforce development or similar subject matter expertise

Familiarity with H-1B business validations and WIPS reporting capabilities to USDOL/ETA

specifications

Plans for carrying out the work, including staffing, major milestones, and timelines

Explanation of budget, which shall not exceed $350,000. Budget description may include tiered

pricing options, if necessary.

Please have your proposal organized in the following manner for each component:

Attachment A: Cover Page

Attachment B: Conflict of Interest Form

Attachment C: Budget Form & Narrative

Attachment D: References

Documentation of registration for private, for-profit, or non-profit organizations (if applicable)

Organizational Chart

Proposal (scope of work)

(4) Complete Submittals: Respondents shall electronically submit their proposal containing all the requested

information to the Lorain County Community College Purchasing Office: Becky George at [email protected]

by January 17, 2020 by 4:00 P.M., Local Time.

a) Late responses may be deemed unresponsive. At its sole discretion, the College reserves the right to

reject any proposal not deemed satisfactory and to waive any and all irregularities in the procedure.

Omission, inaccuracy, or misstatement may be sufficient cause for a proposal to be deemed

unresponsive and/or irresponsible.

b) There will be NO public opening; submittals may be viewed by appointment with Purchasing.



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The Selection Process

Evaluation of Proposals

Scoring by the evaluation committee will be via the Evaluation form included in the Appendix.

(1) Evaluation/Selection Committee

Name/Title Institution Contact Information

Terri Burgess Sandu LCCC [email protected]

Bernie Gosky LCCC [email protected]

Sylvia Rios LCCC [email protected]

Data Expert TBD TBD

Disclaimers and Disclosures

Disclaimers In its sole discretion, the College may withdraw the RFP either before or after receiving submissions, may

accept or reject submissions, and may accept submissions which deviate from the RFP as it deems appropriate

and in the College’s best interest. In its sole discretion, the College may determine the qualifications and

acceptability of any party or parties submitting in response to this RFP.

Following submission of a RFP, the respondent agrees to deliver such further details, information and

assurances, including financial and disclosure data, relating to the response and/or the respondent, including

the respondent’s affiliates, officers, directors, shareholders, partners and employees, as requested by the

College in its discretion.

The College and its advisors shall have no obligation or liability with respect to this RFP, the selection and

award process contemplated hereunder, or whether any award or recommendation will be made. All costs

incurred by a respondent in preparing and responding to this RFP are the sole responsibility of the respondent.

Any recipient of this RFP who responds hereto, fully acknowledges all the provisions of this disclosure and

disclaimer and agrees to be bound by the terms hereof. Any response submitted pursuant to this RFP is at the

sole risk and responsibility of the party submitting such response.

Respondents are advised that participation in the design of evaluation strategies might result in exclusion or

restriction from participation in other phases.


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Disclosures The College is governed by the Ohio “Open Records Law” and all responses and supporting data shall be subject

to disclosure as required by the law.

All submittals will be available for review by the U.S. Department of Labor Employment and Training

Administration. Lorain County Community College complies with all USDOL regulations in purchasing

equipment.

Selected vendor, in accepting a Purchase Order or entering into an agreement with LCCC, agrees to comply with

USDOL regulations and cost principles as per the Scaling Apprenticeship grant agreement. The grant agreement

can be found at https://www.lorainccc.edu/about/purchasing-department/

https://www.lorainccc.edu/about/purchasing-department/


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Supplemental Information

Supplemental information is located at https://www.lorainccc.edu/about/purchasing-department/

https://ohiotechnet.org/ is also a useful reference.

The LCCC Code of Conduct is applicable to all participants and awarded vendors, and may be viewed at:

http://www.lorainccc.edu/campus+security/code+of+conduct.htm

Appendix

Evaluation Matrix

Organizational qualifications and experience Possible

Expertise in data management systems 20

Knowledge in storing and transferring confidential data 10

Knowledge of apprenticeships and similar subject matter expertise 5

Familiarity with H-1B validations and WIPS reporting 20 Work plan and timeline Clear understanding of scope of work, outcomes, and timelines 5

Plan to accomplish the scope of work 20

Cost Budget submitted with this RFP is reasonable 20

Total 100

https://www.lorainccc.edu/about/purchasing-department/

https://ohiotechnet.org/

http://www.lorainccc.edu/campus+security/code+of+conduct.htm


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Attachment A: Cover Sheet

Please complete this mandatory cover sheet accordingly.

Organization Name

Address

Phone Number

Number of Years in Business

DUNS #

Acknowledgement that Proposing Entity is up-to-date on taxes and

not currently debarred or suspended.

YES

NO

Type of Organization

(check all that apply)

Higher Education Private

Community-Based Org. Business Organization

Government Agency Other (explain)

Labor Organization

Non-Profit

Employment Service State Agency (Wagner-Peyser)

Contact Person’s Email Address

Signatory Authority Signature


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Attachment B: Conflict of Interest Form

By submitting a proposal, the authorized signatory authority of the bidding entity certifies to his/her knowledge

and belief that there is no conflict of interest (real or apparent) inherent in the bid or in delivering the scope of

work if LCCC awards a contract. A conflict of interest would arise if any individual involved in the preparation of

this proposal and delivery of services has a financial or other interest or would be likely to gain financially or

personally from the award of a contract. The same would hold true for any member of the individual’s family,

partner, or an organization employing or about to employ any of the above as a direct result of the successful

award of a contract under the RFP. LCCC reserves the right to disqualify a bidding entity should a conflict of

interest be discovered during the solicitation process.

_____________________________________________________________________________________

Signatory Authority Name and Title Signature Date

Note: This form is a mandatory required document to be considered for either component. Bidders should only

complete this form once per entry.


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Attachment C: Budget

Please complete the mandatory budget form and narrative explanation below. In creating a budget, the

applicant should provide per unit costs by completing the following table and providing a justification for costs

in a budget narrative.

Budget Line Item Cost

Salaries $

Benefits $

Travel $

Operational (supplies, memberships, communications, etc.) $

TOTAL $

Budget Narrative: Please provide a detailed explanation for each budget line item to justify the cost.


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Attachment D: References

Bidders are required to provide three references who can verify their experience, along with a contact phone

number and email address. References should be for experience in the past 5 years.

Reference Name: _____________________________________________________________________

Title: _______________________________________________________________________________

Organization: ________________________________________________________________________

Phone: _____________________________________________________________________________

Email: ______________________________________________________________________________

Reference Name: _____________________________________________________________________

Title: _______________________________________________________________________________

Organization: ________________________________________________________________________

Phone: _____________________________________________________________________________

Email: ______________________________________________________________________________

Reference Name: _____________________________________________________________________

Title: _______________________________________________________________________________

Organization: ________________________________________________________________________

Phone: _____________________________________________________________________________

Email: ______________________________________________________________________________

rfp issue date: december 18, 2019 - lorainccc.edu

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