12-Paris Diversity Initiative sponsored by PEDCCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
5-17-11
Council Date:
City Manager
Gene Anderson
12.
6-13-11
RECOMMENDED MOTION:
Motion to authorize a financial contribution toward the development of a diversity training program for small
business owners in accordance with the RFP issued by the North East Texas Workforce Development Board and
PEDC.
POLICY ISSUE(S):
Financial Management
At its May 10, 2011 meeting, the PEDC Board of Directors passed a motion requesting that the City and
Lamar County participate with Workforce Solutions and PEDC in financing the diversity training
program for small businesses and other related tasks. No amount was specified by PEDC.
If the Council wishes to make a financial contribution, a motion should be passed by the Council. This is
a non-budgeted item and will likely require a budget amendment at the end of the fiscal year.
BOARD/COMMISSION RECOMMENDATION:
None
EXHIBITS:
Workforce Solutions RFP
ACTION:
BUDGET INFO:
❑ Financial Report Z Minute Order
Expense
$NA
❑ Department Report ❑ Resolution
Budgeted Amt.
$NA
❑ Presentation ❑ Ordinance
y'rD Actual
$NA
❑ Public Hearing ❑ Other
Acct. Name
NA
Acct. Number
NA
FISCAL NOTES:
None
REVIEWED AND APPROVED BY:
~ Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities
City of Paris 151 1, s', ~ Revised 2/04/08
worl~o~e Soi~ions
IlortheastTexas
North East Texas Workforce Development Board
Request for Proposal
FI' 11-OS
Development of Diversity Training Program for Paris, Lamar County, Texas
1. Introduction
North East Texas Workforce Development Board (hereinafter referred to as the "Board") is soliciting proposals for
an organization to develop a Diversity Training Program for Managers and Small Business Owners in the Paris,
Lamar County area of Texas with an affordable and easily deliverable training progam for their employees.
A. Background
Realizing that a labor market is defined by the geographical area in which people live and work, typically
determined by commuting patterns, all labor markets are local. This Diversity Training Program will include Board
Members and Staff, the one-stop center system, key economic development entities, employers, business
associations, labor, elected officials, education, community organizations, and other key stakeholders in the local
WDA. Exhibit A wil l provide the demographics for the local WDA of Paris, Lamar County, Texas.
B. Obiective
The Board dba Workforce Solutions Northeast Texas in partnership with Paris Economic Development Corporation
and other community partners is seeking to procure the following services and deliverables: a Diversity Needs
Assessment and Report; Diversity and Inclusion Best Practices Report and Diversity Summit Event and Report.
The scope of the Diversity Training Progam will encompass a broad-based detailed assessment of the existing
industry needs based on face-to-face interviews, focus groups, surveys or other methods of primary data gathered
from business, industry, community-based organizations and other community leaders. Identify real and perceived
strengths and opportunities, as well as weaknesses and threats related to diversity issues in Paris and Lamar County.
The purpose of the assessment is to provide useful information to key local stakeholders, including employers and
workers as well as policymakers, workforce and economic development practitioners, and educators. The
assessment will provide stakeholders the information they need to develop a shared view of the critical economic
and social challenges that confront them and a forum within which they can find solutions. It should focus not only
on the needs, but also on assets and resources.
C. Services to be Purchased
The Scope of Work includes a report that includes, but is not limited to:
1. The current environment in Paris and Lamar County regarding critical needs, requirements and
expectations related to diversity and inclusiveness.
2. The importance of diversity to business and community, the economic factors and implications of being
proactive versus reactive or complacent.
3. The critical success factors and other considerations that support the "business case" for diversity.
FYl 1-05 Development of Diversity Training Program for Paris, Lamar County TX 2/01/2011
1 5~
■ Conducting focus groups,
■ Conducting interviews, and
■ Making site visits.
A written Diversity Training Program Report, and an accompanying action plan with specific implementing
activities will be produced and presented to the Board, the Diversity Taskforce and the City of Paris officials. A
communications and community engagement strategy for disseminating the Report will be created.
Proiect deliverables
■ Master Work Schedule-Seven (7) days after a contract is awarded, the contractor will submit a master
work schedule for approval. The work shouid be completed in 1] 8 days.
■ Monthly Progress Reports -A monthly progress report for the previous month will be submitted. The
report will provide the current status of the project, significant accomplishments, and any problems and
recommended solutions.
■ lnterview notes and raw data.
■ Communications and community engagement strategy.
■ Electronic data base, if relevant.
■ Strategic plan with specific goals, and objectives
■ Draft Report - provided on disk (PDF and Microsoft Word) not later than 60 days following award.
■ Final Report and ]mplementation Plan - 30 Copies of the final report and implementation plan will be
submitted with a reproducible master disk and Power Point Presentation of no more than 30 minutes.
The final report will include a detailed executive summary.
■ Development of a Diversity Training Program to include a toolkit for Small Business Owners.
D. Length of Contract
A contract award is planned no later than March 08, 2011. Contract Start Date is planned for March 14, 2011 and
project will end June 30, 2011.
2. Events Summary
Schedule ofEvents Date Summary:
RFP Packets Available
Questions Deadline
Questions and Answers Released
Proposal Deadline
Evaluation Process
Letters of Award/Non-Award
Tentative Contract Start Date
February 07, 2011
February 14, 201 ] 4:00 PM CDT
February 16, 2011
February 28, 2011 5:00 PM CDT
March 1-4, 2011
March 08, 2011
March 14, 2011
3. Submittal
3.1 lnterested candidates should read all information carefully and submit proposals no later than February
28, 2011 5:00 PM CDT.
3.2 Candidates must provide a signed offer containing all information requested in this Request
for Proposal. Please submit four (4) copies of offer to the individua] listed below. Proposals may be
submitted by mail, overnight delivery, or in person. Proposals received later than February 28, 2011
shal] be determined non-responsive and will not be considered for award.
FY11-OS Development of Diversiry Training Program for Paris, Lamar County TX 2/01/2011
1.54
7.6. Backgound of individua] or organization (i.e. history, years in operation, etc.). List and attach
copies of resumes and certifications currently held and memberships in professional organizations
for personnel dedicated to the project.
7.7. Proof of financial stability (i.e. copy of organization's last audit). In the absence of a Financial
Statement, a Business Plan will suffice if no financial history exists for the organization.
7.8. Principa] partners (if applicable).
7.9. Area(s) of specialization.
7.10. Prior experience in related field.
7.11. List of references including contact information. (See Attachment F)
7.12. Prior experience with other state or federally funded organizations or public entities.
7.13. List Educational attainment including degrees earned of the individual(s) who will be responsible
for service or product delivery.
7.14. Include a detailed budget including a list of costs for services to be performed and fully explain the
nature of these charges i.e., how costs are broken down (i.e., per day, hour, service, associated fees,
etc.).
7.15. A time phased work plan. The narrative should contain sufficient detail to clearly
demonstrate an understanding of the RFP requirements. The proposer is further expected to
indicate those points at which it wil] impose appropriate management controls to ensure quality
output. Flowcharts or diagrams should be provided as necessary to clarify and enhance the
narrative material.
8. General Conditions:
The following general conditions should be considered by proposers in preparing responses:
■ The main purpose of the RFP is to ensure uniform information in this solicitation. This RFP is not to be
construed as a purchase agreement or contract, or as a commitment of any kind.
■ The Board reserves the right to correct any error(s) and/or make changes to this solicitation, as it deems
necessary. It will provide notifications of such changes to a]] proposers recorded in the official record
(Specification Distribution Log) as having received or requested an RFP.
■ The Board reserves the right to accept or reject any or all proposals received as a result of this request, to
negotiate with all qualified proposers, or to cancel in part or in its entirety this RFP if it is in the best
interest of the Board to do so.
■ The Board shall not be liable to the selected proposer(s) for any costs incurred or performances rendered by
proposer before the commencement of a resultant contact or after termination of the contract.
■ The Board reserves the right to request additional information, clarification of or explanation for any aspect
of a response to this RFP.
■ All costs directly or indirectly related to preparation of a response to the RFP or any ora] presentation
required to supplement and/or clarify a proposal which may be required by the Board shall be the sole
responsibility of and borne by the proposer.
■ Proposals must conform to all relevant federal, state and local regulations and policies.
■ The Board specifically reserves the right to vary the provisions set forth herein at any time prior to
execution of a contract where such variance is deemed to be in the best interest of the Board, and to act
otherwise as is deemed necessary at their sole discretion.
■ The Board is not under any legal requirement to execute a resulting contract, if any, on the basis of this
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