Targeted Skills Shortage Pilot Program RFP
ASPECT has been successful in its proposal to deliver the Targeted Skills Shortage Pilot Program throughout BC. As the main contractor, ASPECT will be providing the administrative infrastructure and subcontracting the direct service delivery to its Member agencies throughout BC as a Membership service. To this end, ASPECT is requesting proposals from qualified Members to provide services to clients.
Issue date: March 17, 2011
Closing time: Proposal must be received before 2:00 PM PST on Thursday, March 31, 2011
Proposal page maximum: 10 pages, excluding cover, table of contents and attachments. Proposals exceeding the stated page maximums will not be read.
Delivery of proposals: One complete electronic proposal must be emailed to catchison@aspect.bc.ca by Closing time. Late proposals will not be considered.
ASPECT Contact Person: All enquiries related to this Request for Proposals (RFP), including any requests for information and clarification must be emailed to the following person:
Chris Atchison, Chief Operating Officer and Contract Manager: catchison@aspect.bc.ca
Responses will be posted below. Information obtained from any other source is not official and should not be relied upon. Enquiries and any responses will be recorded and may be distributed to all Proponents at ASPECT’s discretion.
Please note all questions must be received at the email noted above on or before March 25, 2011.
Click here for the full RFP.
Questions and Answers
Q & A #1: Thursday, March 17, 2011
Q1-1: I noticed the change in training requirements for this project and that all training needs to be delivered by a Post-Secondary Institution or PICTIA accredited organization. This requirement will be quite difficult for the rural regions we serve. Success in the SBETP has come from tapping local trainers that have customized training to the local employer and client’s needs. Will there be any room for exceptions in this project?
A1-2: In this pilot program we anticipate that the following definition, which includes a clause after the second OR, will provide sufficient flexibility for those situations. When it does not sufficiently address the needs of the community, ASPECT will work with the Ministry to encourage solutions that are in the best interests of eligible employees and employers.
"Recognized Training Institution” means a public post-secondary institution in British Columbia OR a private career training institution registered with and/or accredited by Private Career Training Institutions Agency of BC (PCTIA) as set out at the following URL - www.pctia.bc.ca/search/registeredInstitutions.htm OR in the case of recognized certification training (i.e. Foodsafe, Serving it Right, WHMIS) the training provider must be appropriately registered and licensed."
Q1-2: Can the $1500 per participant to a max of $7500 per company be amalgamated to offer training to the masses?
A1-2: Yes. The $7500 per eligible employer can be used to provide training for more eligible employees than $7500 / $1500 (5) would provide.
Q1-3: Is the $1500 per participant the final value (ie from the SBETP there was $100 offset for the IMPACT). Is there such a case here?
A1-3: Yes, the $1500 is the maximum value per eligible client. There is no inclusion of the online IMPACT courses in this amount and that can be addressed on an as needed or as requested basis.
Q1-4: I am just looking for clarification on the Service Areas listed in the RFP. I noticed that it mentions the Nechako, do you consider Prince George or Smithers to be included in the Nechako region? Also I am not sure where the Cariboo would fit in your locations?
A1-4: Thanks for bringing this to our attention. Nechako is comprised of communities including: Atlin, Burns Lake, Dease Lake, Fraser Lake, Fort St. James, Houston, Smithers, Telkwa and Vanderhoof.
Prince George, along with 100 Mile House, Quesnel, Wells, and Williams Lake will make up the Cariboo Development Region. This Region has now been added to the table and should have been included in the first place.
Q & A #2: Friday, March 18, 2011
Q2-1: We have a question about the area to be served. Can we apply to provide service in just one community, or would we need to apply to serve one complete Development Region?
A2-1: Yes, a Proponent can apply to provide service in just one community within a Development Region.
No, it is not a requirement for a Proponent to apply to serve one complete Development Region.
Q2-2: Training organizations, who deliver training that is less than 39 hours and under $1000, are not required to register with PCTIA. Can training organizations be considered eligible trainers if their purpose is to deliver job related training or certificates, but fall under the PCTIA minimum requirements for registration, for example computer training such as Microsoft Word, Excel or professional development training such as Team Building, Customer Service, etc. as long as it is under 39 hours and $1000?
A2-2: Please refer to the answer for question #Q1-1.
Q2-3: Does Aspect intend to subcontract to one subcontractor for all of BC, 8 subcontractors, one for each region, or more for individual communities?
A2-3: No, ASPECT does not intend to use one Subcontractor for all of BC nor is ASPECT limiting the number of Subcontractors by Development Region. It is expected that the total number of Subcontractors throughout the Province could range between 12 and 20.
Q2-4: Would it be a conflict of interest for the subcontractor to also provide some of the training?
A2-4: It could be perceived as a conflict of interest, yes.
Q2-5: Can training consist of correspondence, online training, instructor led or combination of training methods?
A2-5: Training Plans can include singular interventions or be multi-faceted. We intend to provide suitable and flexible training options for the eligible employee and this training must also serve to benefit the employer.
Q2-6: Is training duration only set by the end date of March 31/12 or a set date within that period, for example 6 months?
A2-6: All Training must be completed and clients closed from the Program by March 31st, 2012 and Training Plans must be developed accordingly. ASPECT expects that some training may only take a few days or weeks while other training options may require more time.
Q2-7: The stated fee for service breakdown is listed as $1050 per employee, which covers the reasonable expenses incurred by the subcontractor to deliver services. Is this a set fee, or is the subcontractor required to prepare a budget of expenses, such as staff wages, MERC's, rent, etc?
A2-7: The $1050 per eligible employee is a set fee. Proponents are not required to prepare a budget of expenses however must keep this fee in mind when considering the service delivery feasibility of this Program.
Q & A #3: Monday, March 21, 2011
Q3-1: Under Response Guidelines #5 is it expected that we only identify the communities and our service capacity for this question or are you seeking a rationale and/or Labour Market Information as well?
A3-1: Response Guideline #5 is only seeking information on Communities and Service Capacity. Labour Market information, if included, can be presented under Response Guideline #4.
Q3-2: Are subcontractors expected to provide funds to employers and/or training providers for training activities or will all training funds flow directly from ASPECT to employers/training providers?
A3-2: No, subcontractors are not expected to provide funds to employers and/or training providers for training activities. All training funds will flow directly from ASPECT unless otherwise arranged between ASPECT and the subcontractor.
Q3-3: Is it acceptable to submit job descriptions and qualifications as an attachment that will not be included in the 10 page maximum?
A3-3: Yes, however a brief summary according to Response Guideline #2 should be included in the body of the proposal as well.
Q & A #4: Tuesday, March 22, 2011
Q4-1: Do the Eligibility/Needs Assessment forms for employers and employees referred to on page 6 of the RFP already exist?
A4-1: They are in the process of being created by ASPECT and will be provided to the successful proponents.
Q4-2: Can you clarify what you mean by the “Program database” i.e. is this an ASPECT or Ministry database?
A4-2: The Program Management Database is a web-based system that will created by ASPECT and will be used to support Subcontractor service delivery needs as well as assist ASPECT with the reporting requirements of the Program.
Q4-3: Is there any further breakdown of numbers (either estimated or actual) of low-skilled employees by Development region, or are any numbers available from previous/similar programs.
A4-3: No, there is no further breakdown of numbers of low-skilled employees by Development Region and there are not any numbers available from previous similar programs. The educational information you are seeking may be contained in census data for your respective area.
Q4-4: I am correct in my understanding that the 1200 employees to be provided with employment related training is for the entire province of BC and not for each individual Development Region?
A4-4: Yes, you are correct. The target of 1200 eligible employees is for all of BC.
Q4-5: The Program Scope and Description identifies the four targeted sectors for this pilot phase. Is the funding available to an employee who works for a company within one of those sectors, but whose job is not specific to that sector? (e.g., a sales person within a manufacturing company, or an office assistant within a transportation firm)
A4-5: We anticipate that these examples will be acceptable interpretations of where funding will be available to an employee within one of the targeted sectors whose job description is not specific to the sector.
Q4-6: Response Guideline #3 states that proponents are required to provide references. Can ASPECT be a reference if the proponent has served as a subcontractor in the past? In what format does ASPECT want the references (written letters or a list of names and telephone numbers)?
A4-6: Where appropriate, ASPECT can be a reference for proponents. ASPECT expects that references will be provided as contact names and information. Written letters are not required and nor can ASPECT provide this type of reference.
Q4-7: Response Guidelines #5 has 20 points attached to it. How will the scoring be awarded for that item?
A4-7: ASPECT anticipates that this RFP will generate substantial interest and competition throughout the province. In order to assist in determining successful proponents ASPECT must attempt to balance the needs of the Development Regions where possible. There are finite communities, targets and budgets which ASPECT will need to consider in Response Guideline #5 and the scoring will be awarded as follows: chart completion (5); communities and targets (5); overall feasibility of information presented within the chart considering the limitations of the pilot program (10).
Q & A #5: Thursday, March 24, 2011
Q5-1: Is the $1500 per employee included in the $1.26 million of the direct delivery costs?
A5-1: No, the $1500 maximum per eligible employee is part of a separate Training Costs budget.
Q5-2: Is the 1200 employees for each area of BC or is it for all of the regions identified in BC?
A5-2: Please refer to answer A4-4.
Q5-3: In the RFP section 1.2 Eligible Communities it says “Targeted sector employers from throughout British Columbia will have the opportunity to access the Services. As there is an expectation that, in most instances, the Services will be provided “in-person”, the Subcontractors will maintain a physical “local presence” in regions throughout British Columbia”. What are you defining as a local presence? For example if we are on Vancouver Island and are bidding for the all of the Development Region of Vancouver Island/Coast how would you define local presence in this case?
A5-3: Local presence can be defined as having storefront or itinerant service delivery capacity that allows you to meet face to face, where possible, with the targeted employers and employees for this program. In the example given it would be expected that you have the appropriate service delivery approach to ealistically cover every community in the Development Region, if that is your intent.
Q5-4: When will the contract be awarded to the successful proponent?
A5-4: ASPECT expects to be able to notify successful proponents by April 15th, 2011.
Q5-5: Can we add additional communities into this bid or is it just the communities we included in the RFEI from ASPECT a few weeks ago?
A5-5: Yes, additional communities can be added as the information from the earlier RFEI is not being considered in this current RFP process.
Q5-6: Under item 1.7 “other related training costs” -does this include any software purchases related to training?
A5-6: Generally no. For example, if a client needs training in Microsoft Excel, a purchase of MS-Office would not be approved. Some situations will need to be considered on a case-by-case basis.
Q5-7: Regarding the min and max clients capacity, does the term client refer to the number of employees or employers?
A5-7: Employees.
Q & A #6 - Friday, March 25, 2011
Q6-1a: (2 parts) Would the set fee per employee be paid out even if the employee is only taking one short workshop?
A6-1a: Generally, yes.
Q6-1b: There could conceivably be a company with 50 employees that all want to attend a one day workshop for $100 each, that is still below the company maximum of $7,500. Would ASPECT then payout $52,500 to the contractor for eligibility, registration, etc. for one workshop?
A6-1b: Conceivably the rationale here makes sense but does not meet the needs of the Pilot Program. It is expected that Training Funds will be expended and disbursed by ASPECT and its subcontractors in an effective and accountable manner. Therefore, if an agency has a target of 50 and collects up to $52,500 for Service Delivery and has coordinated only $5,000 in Recognized Training (from an estimated training maximum of $75,000) this would be deemed a significant pilot program deficiency. ASPECT will set specific parameters with successful proponents and be responsible to monitor the service delivery approach of its subcontractors to ensure the success of the Pilot Program.
Q6-2: Is the TSSPP training period 90 days as it was in SBETP or is it different?
A6-2: No, there is not an expectation of a 90 day training period in the Pilot Program.
Q6-3: Are courses such as simply accounting and quick books or courses that take a few weeks to complete would be considered as recognized certification
A6-3: Please refer to Question A1-1 and Question A2-2.
Q6-4: Can we request training institutes to send certificates to sub- contractors so that the certificates can be held until exit forms can be signed?
A6-4: If this is determined by your organization as an approach to enhance service delivery then it could be deemed an acceptable request.
Q6-5: What font size and font type would you prefer the proposal to be submitted in?
A6-5: Font size 11/12 and a readable font type would be preferred.
Q & A #7 - Monday, March 28, 2011
Q7-1: In regards to eligible clients… “Low-skilled” individuals are those who do not have any post-secondary education towards a university degree and:
• do not have a high-school diploma (or equivalent); or
• who have a high-school diploma (or equivalent) but do not have any recognized certification.
Would a client that has no high school diploma (or equivalent) but a recognized certification be eligible?
A7-1: We recognized that the “low-skilled” criteria is pretty difficult to work with at times.. We have and will continue to address this one with the funders...but, with the definition as it is right now, no high school means that a person is eligible. However, we hope for a common sense approach when organizations apply this criteria – the spirit of the criteria is that the individual has little or no skills for labour market participation. For example, while perhaps “technically” eligible, we would expect that a journeyman tradesperson who didn’t finish high school would not be considered “low-skilled”.
Q7-2: When looking for references for the experience we cited are you looking for client/employers we have worked with on the program or are you looking from someone who can verify that we delivered the program?
A7-2: The latter.
