Veterans Employment-Related Assistance Program 2008/09
Questions and Answers

Questions submitted by parties interested in the Workforce Investment Act (WIA) - Veterans Employment-Related Assistance program funds, and the answers to those questions, are listed below. Questions and answers are organized by general topic area and/or category. This Web page will be updated regularly as questions are submitted.

Updated October 22, 2008

• Client Eligibility
• Funding
• General
• Goals & Objectives
• Match
• Past Performance Bonus Points
• Performance
• Proposal Criteria/Format

Client Eligibility

1.  What eligibility documentation is required to be collected for "eligible spouse" participants?
The eligible spouse would need a copy of the military spouse’s discharge papers, DD214.  Any other additional documentation, such as a marriage/death certificate, is at the discretion of the LWIA.

Funding

1. Our current VEAP grant operates through 12/31/09. Can we apply for funds under this solicitation while having the new grant begin 1/1/10? If not, will there be another solicitation for PY 09-10 funds?
Yes, you may apply under this solicitation. However, if funds are awarded the new grant must start by January 1, 2009 and cannot be deferred to a later date. Because of the multi-year funding, there will not be another VEAP SFP in PY 09-10.

2. Page one of the Proposal Package Instructions describes regional collaboratives. The lead agency may submit two applications, one for the collaborative, and one for their own entity. Are both applications considered eligible for the maximum funds available, or is the total of both applications limited to the $1,000,000?
Each application may be submitted up to $1,000,000 a piece.

3.  What is the difference between 15 and 25 percent funds?
The main difference between the two funds is participant eligibility. 15 percent funds can serve any population as designated in the SFP and 25 percent funds must be used for dislocated workers, but dislocated workers can be co-enrolled in both 15 and 25 percent funding.  The WIA 15 Percent Project Requirements are contained in WIA Directive WIAD02-14, 15 Percent Project Requirements.  For information on the use of WIA Dislocated Worker 25 Percent funds see WIA Directive WIAD05-18, Dislocated Worker 25 Percent Funding Policy.

4.  When would second year funding be available, and would we use the same grant codes?
If the grantee meets all the required benchmarks, the second year funding would be available February/March of 2010.  We anticipate that the grant codes will remain the same.

5.  Will we have four full quarters before evaluation takes place for the 2nd increment of funding?
Yes, four quarters will be given prior to the benchmark evaluation.

6.  Will there be a close out process?
Yes, there will be a line item close out required for both the first increment of funding and later for the second increment of funding.

7.  Will other funding be announced by WIA - VEAP in the near future to address the needs of the overall homeless veteran population?
The homeless veteran population can be served with funds from this SFP under the Veterans with Significant Barriers eligibility. We do not anticipate another solicitation that would specifically target homeless veterans.

8.  When selecting proposals, is there preference given to geographical locations (i.e. spreading approved proposals throughout the state)?
No, a preference is not given to geographical locations. However, while the ranked scores will serve as the primary basis for making recommendations for funding, we reserve the right to consider other factors such as geographic distribution of funds, uniqueness, and innovative aspects of each proposal.

9.  Can you clarify the first and second increments of funding?
The first increment of funding is anticipated to be awarded in December 2008.  Four quarters after the first increment has been awarded, benchmarks will be reviewed.  If the grantee is within 80 percent of their planned benchmarks, a second increment of funding will be awarded, thus having two increments of funding running simultaneously for a period of time as displayed below.

10.  How do we plan for two increments of funding?
Your expenditure and participant plan for the first year should be based on the first increment of funding.  Your plan for the 2nd and 3rd years should include the second increment of funding, keeping in mind that the funds will overlap for a short period of time.

11.  Can you clarify what the indirect cost rate is?
Indirect costs are those costs not readily identifiable with a particular cost objective.  An indirect cost rate is a percentage (indirect cost pool/direct cost base) used to distribute indirect costs to all cost centers benefitting from those costs.  Per the OMB circulars and federal regulations, you must have a rate approved by a cognizant agency.  Additional information on indirect cost rate can be found on the U.S. Department of Labor’s Web site.

General

1. Can a veteran registered and enrolled by a FBCO be co-enrolled for services with One-Stops?
Yes, co-enrollment can occur. However, you need to ensure that services provided are not duplicate and that they compliment each other.

2.  Are there any specific elements needed in the letters of support from the Local Workforce Investment Areas?
No, simply stating that they support your VEAP 2008-09 project will suffice.

3.  Do we ever find out what we scored on the SFP?
Actual scores are not released.  However, feedback on your proposal is available if requested.

4.  On the Partner Roles and Responsibilities chart is there a difference between Employers and Local Employers?
There is no difference between the two, one was an error on the chart and has since been corrected.

5.  When will the questions and answers related to this SFP be issued (posted on EDD’s website)?
Questions & answers will be posted on a flow basis. EDD has set a final posting date to the website by October 15th.

6. The Statement of Need and the Target Group sections seem to overlap. What is the difference between the two sections?
The Statement of Need is a broad overview of the need for these funds in the geographical area. The Target Group is the actual characteristics of the veteran’s to be served and the outreach and recruitment methods.

7.  What are benefits for the target group?
Outcomes/benefits on the Target Group Planning Chart can be described in terms of skills attained; degrees; licenses or certificates attained, wage gains, or entered employment.

8.  We plan to accept referrals from our County and our region.  There may be times an admission from other parts of the state may be requested.  Is it acceptable for diverse referral regional streams even though we look at the local and regional indicators of need?
There is nothing that would preclude a regional referral approach.  Applicants should describe this in their proposal.

9. Can you provide EDD statistical information (or sources) on the location and numbers of veterans recently separated from the military, residing or living homeless in California by region, and unemployed or underemployed?  If not, does CA EDD have plans to institute a mechanism to capture this data?
Information on veterans by county can be found on the http://www1.va.gov/vetdata Web site.

10. If an entity applies on its own and also as a regional collaborative, do the projects have to be different or can they be the same but with the regional collaborative reaching greater distances?
The SFP does not require that different projects be submitted.  However, a project that is conducted by a Region should have a different approach than a single entity project.

Goals & Objectives

1.  Should the Performance Goals matrix section Earnings Change and Earnings Replacement Rate be dollar amounts instead of percentage?
There was an error on the Performance Goals matrix which has been corrected.  Earnings Change & Earnings Replacement Rate have been changed to Average Earnings and is a dollar amount.

2.  Is there a cost per participant that the state is expecting entities to spend?
The state has not issued a standard cost per participant.  However, as a general guideline, if cost per participant is more than $10,000 then the applicant must provide a justification as to why.

3. Our organization is in an Enterprise Zone which has as one of its benefits, Preference Points for state contracts. Are the Enterprise Zone preference points applicable to the VEAP proposal and, if so, how should we apply for them?
No, Enterprise Zone preference points are not available for this solicitation.

4.  How is the EDD taking into account what impact the very recent, and “uncharted” economic shifts at all levels (local, state and national) will have on determining what occupations are deemed “high paying AND in demand” for this target population, given its particulars and high set of barriers?  Will there be new data on high paying, in demand occupations in California issued by the State in time to incorporate this information into this SFP’s proposals?
To determine what occupations are high paying, EDDs Labor Market Information Division (LMID), conducts wage surveys under the direction of the Bureau of Labor Statistics twice a year.  The surveys encompass about 105,000 businesses over a three year period, and collects wage information on all standard occupational classifications and ascertaining wages that range from the 10th percentile to the 90th.  Although LMID often refers to the median wage (the mid-point in the range), wages for any specific occupation may fall at another point in the range.  However, it is reasonable to continue to point to the mid-point in the range as an indicator of “high paying”.

LMIDs projections of employment, which can be used to determine “in demand” are updated every two years for the state and 33 local areas covering the entire state, using a variety of economic models and a projection methodology required by the Department of Labor.  LMID published our statewide projections of employment for 2006-16 this summer.  The method takes into consideration historical trend information as well as the input of experts within our organization and external experts such as the Department of Finance and various academic forecasters.  Our projections cover a ten year cycle, and the cycle may include peaks and valleys in employment growth over the ten years, rather than an assumed straight line growth (or decline).  LMID took into account the economic downtown, gas prices, and other impacts on our economy when we were working out California’s 2007-2009 and 2006-2016 projections.  For the California 2006-2016 projections, we not only dampened construction and financial activities but also wholesale and retail trade, information, and transportation, warehousing, and utilities.”

5.  Can a spouse of a Veteran receive all of the services that the veteran could if she meets all other eligibility standards?  In other words, the husband is the veteran, he returns, but the wife is the individual who has current problems such as mental health, alcohol and drug use, stress problems---in part due to the readjustment issues involved with a spouse returning from combat, etc.
Yes, a spouse of a veteran may receive all the services that the veteran can receive as long as the spouse meets the eligibility requirements contained in the Jobs for Veterans Act Public Law 107-288.

Match

1.  Does a letter of commitment have to be attached to the proposal and what is required in the commitment letter?
Yes, letters of commitment verifying the matching funds are required to receive credit for match amounts. Letters should include match amount, description of the match specifying it’s purpose for the proposed project, contact person and telephone number.

2.  Will match be used as a benchmark?
No.  We do not anticipate incorporating the matching funds into the expenditure and performance benchmarks.

3.  How do I use VA in-kind match and where does it go on the Budget Summary Form?
Any match that does not fall into one of the sections on the Budget Summary Plan, list under Other (line P) and describe what other is.

4.  In past VEAP SFP’s federal funds were not an acceptable cash and/or in-kind match. Under the current SFP, are federal funds or WIA funds considered an acceptable match?
Yes, cash and/or in-kind match may be WIA or non-WIA funds.

5.  Can substance abuse treatment funds paid for by non WIA funds be utilized for match because the veterans are enrolled in substance abuse treatment while they are engaged in our WIA funded project?
Yes, County, State, and Foundation, funds may be used as cash and/or in-kind match.

6. Does match address first year or both?
Cash and/or in-kind match must cover both increments of funding (i.e. the entire amount of requested funds).

7.  Can CBO’s use indirect cost rate for match?
No, an indirect cost rate may not be used for match.  Match is a resource independent of these grant dollars and is defined in the SFP as cash or in-kind.  The definition of in-kind match is a contribution of non-cash resources used specifically for project activities.  Examples include donated personnel, services or use of equipment or space.  The definition of cash match is a contribution of funds made available to the subgrantee, to be used specifically for project activities.  The awarded subgrantee has control over and disburses these funds.  Examples include: money received from employers, foundation, private entities or local governments.

8. Can any portion of their WIA funded service package include partial payment for their substance abuse treatment as a counseling service needed to stabilize them so they can participate in the employment activity?
Substance abuse treatment/counseling is an allowable WIA support service to enable an individual to participate in activities authorized under WIA title I (WIA 663.800).  However, WIA funds should only be used when individuals are unable to obtain such supportive services through other programs.

Past Performance Bonus Points

1.  Will an achievement of 80% of planned past performance demonstrate a successful track record in serving Vets for the 5 bonus points?
Yes, an 80% achievement rate will demonstrate a successful track record for the 5 bonus points.

2.  May the past performance of a local partner in serving Veterans be substituted for the applicant’s past performance and qualify for the five bonus points?
The past performance of a local partner can be used to demonstrate an applicant’s successful past performance if the partner has had a contractual relationship with the applicant, the applicant was the fiscal agent responsible for the grant and the contracted partner will be used in this application.

Performance

1. Can self employment be used as entered employment?
Self employment can be used for achieving a successful outcome in the Entered Employment performance measure. Please refer to Training and Employment Guidance Letter (TEGL) 17-05 for data sources and methods to collect data.

2. Does the military count as employment?
Yes, military wages are used to determine if a participant has been successful in performance outcomes, specifically for Entered Employment, Retention, and Average Earnings.

3. What is the definition of entered employment rate?
Entered Employment is the rate of adult or dislocated worker participants (who are not employed at the date of participation) that are employed in the first quarter after the exit quarter.

The following methodology is used to calculate the Entered Employment performance measure-

Of those who are not employed at the date of participation:

The number of adult participants who are employed in the first quarter after the exit quarter divided by the number of adult participants who exit during the quarter. (TEGL 17-05)

4.  Regarding the number or clients to be served.  Not all services are equal.  For instance we have intensive services, core services, follow up and case management.  However, the first part of the project we will have a focus on outreach activities.  Would the "per client" number include those clients engaged in intensive WIA services, as well as those who contact our agency by telephone, etc who are not receiving intensive services?  On page 3 of 6 the charts are total number of enrollments, cost per participant, etc.  If we have an emphasis on outreach in the initial part of the program, how do we get credit for that because it will take a while before the client numbers increase due to the outreach activities?
In accordance with WIA, client eligibility must be established before the client is enrolled in the program.  Therefore clients that contact your agency by phone or those that receive only outreach services would not be enrolled in the program.  It is anticipated that each project will have a startup time when they will be conducting outreach before actual enrollment begins.  Your project plan should reflect this start up time.

5. A follow-up question I asked at the conference regarding participants who become self-employed after services:  can we use documentation other than EDD records to meet the performance standards?  In other words, can we use a business license; fictitious business name statement; CEAN and signed certification to demonstrate the participant has a full time, self-employment?
Supplemental data can be used to document self-employment for the purposes of meeting performance measures. In order to convey full and accurate information on the employment impact of ETA programs, grantees may use supplemental sources of data to document a participant’s entry and retention in employment for those participants not covered by wage records.  For grantees that do not have access to wage records, supplemental sources of data will be permitted as an interim means of reporting on the earnings measure until all grantees in a program have access to wage records.  Allowable sources of supplemental information for tracking employment-related outcomes include case management notes, automated data base systems, One-Stop operating systems’ administrative records, surveys of participants, and contacts with employers.  All supplemental data and methods must be documented and are subject to audit.  Supplemental data can be reported through JTA on the Follow-up form.

6. Page 18 of the SFP lists Entrepreneurial Training as an allowable Training activity; however my understanding from the Bidder’s conference is that Self-Employment is not an allowable employment outcome.  Please clarify.
Self-employment is an allowable employment outcome.  However, the outcome cannot be measured using the base wage file.  The grantee will need to submit supplemental data through the Job Training Automation system in order to receive credit for the self-employment outcome.

7. As a Learning Lab WIB (Integration pilot with EDD) some of our services have been eliminated.  In particular, those to do with after exit support and data collection.  For us to support veterans after they have been exited from our program, provide support services, and capture retention data, will translate to added cost and increased cost per veteran served.  How do we detail that in our program?
The goal of the Veterans’ SFP is to transition veterans, particularly recently separated veterans, into high wage, high growth occupations.  The SFP does not dictate the service model or structure.  The goal of the learning lab design is to ensure that customers served in the One-Stop Career Centers receive sufficient coaching to provide full access to the skill development services necessary to assure each worker has the skills to obtain and retain a job in a high-wage, high growth occupation.  Your proposal needs to address how, in the learning lab environment, the SFP funds will allow you to provide more and better services to targeted veterans and how your product box will provide the services necessary to prepare these customers for and connect these veterans to high-wage, high-growth occupations in your community.

Proposal Criteria/Format

1.  Does the service process flow chart count as one of the 20 pages?
Yes.  Please place the flowchart into the narrative form for ease of the readers.

2.  Do we need letters of support, and if so are they scored?
A letter of support from the LWIA is only required for non – LWIAs submitting applications and will affect the scoring in the Narrative Section VI, Local Collaboration.  Other letters of support are not needed and if they are sent in, they are not scored.

3.  Will the formatting of the forms allow for more space than what is shown in the narrative form?
Yes, the text will wrap and extend the space.  Download and unlock forms for full edit capabilities.

4.  Can a chart font be lower then 12 points?
Yes, you can lower the font on charts as long as it is readable.

5.  Can we adjust the project start date?
Project start dates are estimated to be December 1, 2008.  However, some start dates may be negotiated to Jan 1, 2009 but cannot be deferred any later than that date.

6.  Both the SFP and the Proposal Package Instructions reflect that three bonus points will be awarded to applicants that focus at least 50 percent of their services to recently separated veterans. However, Section II, Item 3 reflects that up to five bonus points will be awarded to projects that focus solely on recently separated veterans. Please clarify: will five bonus points be awarded to projects that focus solely on recently separated veterans?
The proposal narrative, Section II, Item 3, has been corrected. There will be 3 bonus points awarded to applicants that focus at least 50 percent of their services to recently separated veterans.

7.  Do partners need signed MOU’s to be included as attachments to proposals?
No, MOU’s should not be included as attachments.

8.  Please define recently discharged veterans for the purposes of this program.
A recently-separated veteran is defined in WIA Section 101 (49)(B) as a veteran who has separated from active military, naval, or air service within the 48 months prior to application.

9.  Would EDD consider extending the definition of recently separated veterans beyond the 48 months?
No, this definition is in federal statue and EDD cannot change it.  A “recently separated veteran”, as defined in WIA Section 101(49)(B), is any veteran who applies for participation under WIA Title I within 48 months after the discharge or release from active military, naval, or air service.

10.  DVOP/LVER has it changed?
The Disabled Veterans’ Outreach Program (DVOP) and Local Veterans’ Employment Representative Program (LVER) specialists titles are still used at the national level.  However, in California they have changed to Veteran Employment Services Specialists (VESS) and Veteran Workforce Specialist (VWS) to better define their roles in the One-Stop Career Center.