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Workforce Development Community
Workforce Development Solicitation for Proposals
Veterans' Employment-Related Assistance Program - Questions and Answers
Questions submitted by parties interested in the Veterans' Employment-Related Assistance Program,
and the answers to those questions, are listed below. Questions and answers are organized by general
topic area.
The final date to submit questions regarding the Veterans' Employment-Related Assistance
Program SFP was December 15, 2004. We are no longer accepting questions related to this
SFP. The final questions and answers will be posted by December 23, 2004.
Cash Match
- Q. I did not see a match (cash or in-kind or both) percentage on the SFP, does that mean that
one is not required?
A. There is not a requirement for match, but in Section 6, Proposal Package Instructions, #2,
Proposal Narrative, IV, Local Collaboration and Resource Utilization, it asks you to identify
any resources, including funding and in-kind resources that will be leveraged or matched to
support activities or expand or sustain the proposed project. The points received will be based
in part on the amount of additional resources available to the project.
- Q. We will be providing a match of Adult formula funds to further support this project. Is it necessary to submit any budget plan or can
this just be discussed in the narrative?
A. For the proposal, the match funds are to be detailed in the Attachment B, Proposal
Narrative IV. Local Collaboration and Resource Utilization. The Budget Summary/Budget Detail
should only include the total funding requested in your proposal.
Eligibility
- Q. Is low income an eligibility criteria?
A. No. There is no income criteria in VEAP. The Eligibility criteria
for the VEAP is identified on Pages 4 and 5 of the SFP, Section 1: Overview, B.
Eligible Veterans.
General
- Q. Resource Utilization - Attachment B. Our agency internally
leverages client services with in-kind resources from existing contracts
already awarded to us.
Can the commitment letters be then noted as "not applicable" or "N/A"?
A. The VEAP SFP does not require a letter of commitment because there
is not a requirement to provide match or in-kind funds. What it does require is
that you identify any resources, including funding and in-kind resources that will
be leveraged or matched to support activities or expand or sustain the proposed project.
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Q. Are there any limits or parameters on individual cost per placements?
Is there any state average available for guidance?
A. The proposal evaluation and funding criteria do not include a range
for per participant costs. Because of the diversity of local labor markets,
target population needs and available resources will be reviewed individually
for each application. Proposals should demonstrate that the per participant costs
are reasonable and describe the expected cost effectiveness of the proposal in terms
of expected cost per outcomes compared to expected benefits to participants.
- Q. Training - Must classroom training be conducted through the Individual
Training Account (ITA) process or can we use classroom sized training?
A. No, it is not a requirement to conduct training through the Individual
Training Account system. The VEAP SFP requires that training be planned for 70
percent of the participants who are enrolled in the program. The suggested training
activities are listed in the SFP on Page 13, C, Training Activities,
and on Page 31, Appendix B. WIA Allowable Activities, Training Services.
Project Performance
- Q. What is the intention/procedure for determining the earnings change category in the
Performance Goals Matrix, i.e., is that an hourly wage increase, a monthly/quarterly/annual cumulative
increase, or what? For an individual who has not worked in over a year, what is the basis for
comparison?
A. The earnings change goal compares wages for the second and third quarter prior to enrollment
in the program with wages for the second and third quarter post-exit. If a client enters the program
on January 1, 2005, and makes zero wages from April to September 2004, their pre-program wages are
zero. Total earnings of $3,450 in the second and third quarter post-exit would equate to an earnings
change of $3,450 for that client ($3,450 minus zero). The earnings change for the program or project
is the average earnings change for all clients leaving the project.
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Q. The JTA uses a convoluted formula for calculating follow up due dates after either soft
exit (job placement) or hard exit (exit from JTA). Should follow-up projections be based on JTA
input, or actual calendar days? What is the required minimum follow-up for both soft and hard exits?
A. In Accordance with the Training and Employment Guidance Letter (TEGL) 7-99, the
following are the two ways to determine exit during a quarter:
- A participant who has a date of case closure, completion, or known exit from WIA-funded or non-WIA funded partner service within the quarter (hard exit).
- A participant who does not receive any WIA-funded or non-WIA funded partner services for 90 days and is not scheduled for future services except follow-up services (soft exit).
The actual exit date is recorded as the last day the client received services. A "soft" exit happens when a client does not receive services for 90 days--it has nothing to do with job placement.
Completing and submitting the follow-up form (EWIF) is required for four quarters after the client's exit quarter, whether it is a "soft" or a "hard" exit (the exit quarter is the quarter in which the exit date falls). Thus, the client's first quarter after exit would be the first full quarter after the exit quarter. For example, a client who exits on January 1st would have an exit quarter of January, February, March, (which is the third quarter of the program year) and that client's first quarter after their exit quarter would be April, May, June (which is the fourth quarter of the program year). Therefore, the first day this client's first quarter follow-up form (EWIF) could be submitted would be July 1st because we want a report on all the activity that happened in the quarter being measured. In other words, follow-up forms cannot be submitted until the full quarter is over.
To recap: follow-up is required for four quarters after the exit quarter; the exit quarter is the quarter in which the client's exit date falls (regardless if it is a "soft" exit or a "hard" exit); and the exit date is always the last day the client received services (other than follow-up).
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Q. We understand the Adult Earnings Change performance goal is to be a comparison between the
earnings with the second and third quarters before enrollment and the second and third quarters after
exit. How is the Earnings Replacement in six months different? Is it determined at the point around
six months after exit? How is it computed?
A. The Earnings Replacement rate is shaded out in the SFP because it does not apply. The
Earning Replacement rate is for a Dislocated Workers program only. A Veteran can certainly be a
dislocated worker, but for VEAP, the veterans' performance is calculated as an adult. Therefore,
you do not need to calculate the Earnings Replacement Rate for the VEAP.
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Q. Will a recently separated veteran who had earnings as a service member, within six to nine
months prior to enrollment, be counted since they will not appear in the UI base wage file?
A. Only wages that appear in the UI/base wage file are used to calculate pre-program
earnings. If there are no wages in the pre-program quarters, then that client will be calculated
as having zero ($0.00) pre-program earnings.
Program
- Q. We have a similar version of an Employment Development Plan (EDP); can we use our internal
individual Employment Plan instead of the EDP?
A. Yes, you can use your own internal Employment Plan as along as it is a viable tool for evaluating
the participants needs through their entire program with your organization. If you are awarded the
VEAP funding, your EDD project manager will be reviewing your client files to ensure that each
participant has an EDP in their file and that it is properly being used to guide and document
services provided to that person.
- Q. Under Training Activities, can we include work experience and a job readiness component as
fulfilling the 70 percent requirement?
A. Work experience when combined with classroom or other training activities including job
readiness training can be used in fulfilling the 70 percent training requirement. Work experience
is defined in the SFP Appendix E.
- Q. What do you mean by Employability Enhancement Exits? It is not in the glossary.
Please advise.
A. Employability Enhancement Exits are defined in Section 6: Proposal Package Instructions, #4:
Expenditure and Participant Plan, Paragraph 4, "Line C1.b Employability Enhancements is defined as
those participants that either entered military service, entered a qualified apprenticeship program,
entered advanced training, attained a recognized certificate/diploma/degree, attained a high school
diploma/GED, or returned to secondary school (youth only)".
- Q. Do I understand correctly that the structure of the Veterans' program is now modeled after
the WIA Adult Program and no longer contains the Core Training Activity as in the past? A Vet
would go through Core, Intensive and Training depending on his/her need.
A. The VEAP SFP has specific program and eligibility requirements individual may receive any of
the core, intensive and training activities allowed under WIA. However, there is a requirement
in the VEAP SFP that at least 70 percent of all participants must receive training (Section 6 C.
Training Activities, page 13). The participant eligibility requirements are defined in Section 1,
B Eligible Veterans.
- Q. Our program focus on serving veterans with significant barriers often
means extensive stabilization services. Given that stabilization and counseling
efforts may run up to six months as pre-employment activity, is it allowable that if
a veteran is enrolled as of the first day of the program and then completes the
pre-employment/job readiness activities in the sixth month, the veteran does not
have to be exited but can continue with up to another twelve months of job search
activities.
A. Yes, this is allowable as long as the job search activities
are continuous. Please be aware that any veteran that is not receiving
services for 90 consecutive days must be exited. As indicated in the SFP,
70 percent of the veterans are to be receiving job training activities.
- Q. Approximately what number of grants do you anticipate awarding this year?
A. The number of grants will be based on the availability of funds and the individual proposal requests. We anticipate between 15 and 20 awards.
- Q. What types of applicants are typically most competitive when applying for this program?
A. Any qualified agency meeting the program criteria indicated in the SFP will be equally competitive in applying.
- Q. Can you tell me if this is the first year that this program has been offered, and if not, what funding amounts available were awarded in the previous years?
A. This is not the first year that EDD has had an SFP for services to veterans. The individual awards have varied in accordance with the availability of funds and the individual proposal requests.
- Q. Is it possible to get a list of prior awardees?
A. The public notice of the past Governor's 15 Percent Fund grant awardees is available on the Governor's website. Click Press Room and then scroll down to Previous Administration.
Proposal Criteria
- Q. Is the December 29, 2005, date in Section 2: Significant Dates, Proposal Due Date,
incorrect?
A. Yes, it is incorrect. It should be December 29, 2004, as it is indicated in Section 4: Proposal
Submission Instructions. This error has been corrected in the current version of the SFP posted
on the EDD website.
- Q. What do you mean by award will be between 12 and 18 months?
A. Because the State has the discretion to make changes until the final grant is awarded, the 12
and 18 months are the minimum and maximum duration for the grants. The SFP application forms
(i.e. the expenditure and participant plans) allow up to an 18-month program. Therefore, your
proposal should reflect a project implementation schedule of between 12 and 18 months occurring
between February 1, 2005 and July 30, 2006.
NOTE: The Expenditure and Participant Plan, Attachment D, has been revised on the latest version
of the SFP and the last quarter has a "Period Ending" of July 31, 2006.
- Q. You explained that the contract term on the Expenditure and Participant Report has been changed to July 31, 2006. Can a proposal start on February 1st and end on the normal quarter end date, June 30th or is the full 18 months expected/required?
A. A proposal can be submitted for a project timeline of less than 18 months. Eighteen months is the maximum length of projects under this solicitation. Please make sure that the proposal goals and objectives and budget are calculated in accordance with the timeline.
- Q. Are there any priority areas for this grant?
A. The priority areas are those areas that are to be completed in Section 6: Proposal Package Instructions beginning on Page 9 of the SFP.
- Q. If awarded funds, we intend on sub-contracting with a local Community Based
Organization (CBO) to provide the majority of services. The majority of the funds will go to
the CBO to pay for the services identified in the project plan. Should we include their costs
directly on the Budget Summary Plan or should these be broken out on the Supplemental Budget
Form for Contractual Services?
A. The cost for the local CBO should be listed on the Attachment C, Supplemental Budget
Form II, Contractual Services. The detailed services to be provided by the CBO should be explained
in the Attachment B. Proposal Narrative II. Planned Approach.
- Q. (a) In Section 5: Required Proposal Content, A. Minimum Criteria on page 8 of the
SFP you state "All proposals must adhere to the required format and…(in reference to electronic
form on required disk) Applicants must use the proposal package format available in Microsoft Word."
In the actual application Narrative Section, there are questions and three embedded charts.
Strict compliance to the above SFP statements would mandate keeping the questions, and the
charts embedded in the Narrative. This could lead to the Narrative section exceeding eight pages.
Can you leave out the questions, and just have subsection headings (e.g. Statement of need)?
A. No, the printed questions must be left in the original format, as stated in Section 5:
Required Proposal Content, A. Minimum Criteria, "Proposals that do not adhere to this format will
not be scored or considered for funding".
Q. (b) Can you place the charts at the end of the Narrative?
A. No. The charts need to be submitted in the format and sequence prescribed in the SFP.
Q. (c) If you leave them, and/or questions embedded can you exceed the eight pages?
A. No.
- Q. Cover/Signature page shows as page 1, narrative starts on page 2. We are limited
to eight pages on the narrative portion of the proposal. Is the signature page part of the
eight-page narrative? Are we allowed to renumber the pages?
A. The Cover/Signature page is not included in the eight-page narrative. The EDD has
elected to require use of the format indicated in the SFP. Proposals with changes to the format
will not be scored or considered for funding. Therefore, renumbering the pages would not be allowed.
- Q. Please clarify the requirements for the budget summary plan. Is a separate budget
narrative required as a supplement to Attachment C? On Attachment C there is only space for the
dollar amounts.
A. Applicants are to complete Attachment C: Budget Summary/Budget Detail to indicate the
total funding requested in each category. If an applicant's proposal is selected for funding, a
more detailed project budget will be completed as part of their subgrant with EDD.
Use of Funds
- Q. Under Planned Approach, there is a question that relates to Wagner-Peyser 10 percent funds.
The SFP only announces the availability of up to $6,000,000 in the Workforce investment Act (WIA)
15 percent Governor's Discretionary funds. Is this an error?
A. Yes, this is an error. It has been corrected in the latest version of the SFP. You can discard
the copy you have and download the latest version from the EDD website. The Wagner-Peyser 10 percent
funds are actually a component of the concurrently released Governor's Discretionary Fund SFP.
For more information on that SFP please visit our web-site at:
www.edd.ca.gov/wiarep/wiaspind.htm.
- Q. If our agency applies for a certain amount, given that follow-up is
an integral component of our services, can the necessary expenditures for
post-placement/exit follow-up services extending past the end of the contract be
negotiated as additional funding?
A. No, the follow-up services that extend past the end of the contract cannot
be negotiated as additional funding. The WIA states that follow-up services should
be available to adult clients, as needed, for 12 months after placement in unsubsidized
employment. The State encourages follow-up after a client exits from the program in
order to support retention in employment. If, because of the short duration of these
projects, an applicant is unable to provide at least six months of follow-up after
placement in unsubsidized employment, the project design should suggest how the
program would insure successful employment retention. Some examples include, support
through continuing partner services or through employment mentors.
- Q. We are considering subcontracting with one of our One-Stops to provide
a service by funding one FTE. (The majority of the services would be through a CBO.)
The One-Stop is operated by a for-profit company. Typically, the operator has a line
item in their contract budget for approximately 5% profit based on the total amount
of the contract. Would this be allowable under this SFP?
A. Yes, it would be allowable under the VEAP SFP as long as all costs charged
to the VEAP are reasonable and allowable in accordance with approved State and local
procurement policies.
- Q. Should we build into our budget funds to attend State sponsored
technical assistance sessions or conferences?
A. Planning for at least two technical assistance sessions would be prudent while
developing your budget. This can be modified later if the need to conduct conferences or additional
technical assistance sessions occurs.
For assistance, please call (916) 654-7799. TTY users, please call the California Relay Service at 711.
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