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HomeMy WebLinkAboutCareer Center - ProposalPorro, William From: Sent: To: Cc: Subject: Importance: Hi Lillian: Marian Smith[msmith@southfloridaworkforce.com] Monday, July 25, 2011 10:32 AM Blondet, Lillian Porro, William City of Miami Career Center Allocation High Per our telephone conversation, the allocation for the new Career Center in Miami has been finalized, however, the SFWIB has not approved the allocation. For programmatic and administrative cost, SFW will allocate 1,530,699 dollars. For training and support services cost, SFW is allocating $790,042 dollars. At the August SFWIB meeting, SFW staff will recommend allocating a total of $2,320,741 dollars in funding for the new Career Center. The following is the funding stream breakdown: Funding Pro./Adm. Streams WIA Adult $ 191,852 WIA NER $ 4,471 WIA DW $ 241,039 WIA RR $ 48,492 TANF $ 801,869 FSET $ 122,454 Training $ 253,863 $ 6,485 $ 318,949 $ 64,166 $ 146,580 $ - REA $ 83,096 $ UC $ 37,427 $ TOTALS $ 1,530,699 $ 790,042 If any questions, please let me know. Marian M. Smith Assistant Director, Administration South Florida Workforce Investment Board 7300 Corporate Center Drive, Suite 500 Miami, Florida 33126 Tel: 305-594-7615 Fax: 305-477-0113 msmith@southfloridaworkforce.com i City of Miami Proposed Staff Workforce Center Director/Manager 1 Workforce Program Supervisor 0 Lead Career Advisor 1 Career Advisor 6 Lead Career Advisor 1 Career Advisor 4 Career Advisor 1 Customer Service Representative 1 Customer Service Representative 1 Outreach Specialist 1 Workshop Facilitator 1 Business Consultant 1 Employer Specialist 1 Placement Specialist 4 Program Specialist I 1 Program Specialist 2 1 Customer Service Representative 3 Clerk / Telephone Operator 1 Total 30 (Optional) includes 1 Supervisor includes 1 Supervisor includes 1 Supervisor includes 1 Supervisor does not include Supervisor This staff can be Supervisor for employment services TANF / CAP Program similar to Carol City with number of cases and funding TANF / CAP Program similar to Carol City with number of cases and funding WIA similar to Perrine with number of cases and funding WIA similar to Perrine with number of cases and funding SNAP/FSET similar to Perrine with number of cases and funding Unemployment Insurance Assistance Reemployment Assistance (REA) Career Center Position Titles and Salaries PROPOSED zPOSITION'TITLE,r�LOWt` .. .�. .. ... ,. .. ) n en n 4.,� �ry +ti V.l'. ,.1,,, .. _. ..u, e.- �a r`»`�"AVG.,`;�'_ ilk;-. Y.,2fi .ems $. WORKFORCE CENTER DIRECTOR/MANAGER $ 60,816 $ 75,648 $ 85,772 WORKFORCE PROGRAM SUPERVISOR $ 36,780 $ 49,803 $ 65,000 OUTREACH SPECIALIST $ 29,994 $ 33,677 $ 40,002 CAREER ADVISOR / LEAD CAREER ADVISOR $ 26,131 $ 35,498 $ 51,074 PROGRAM SPECIALIST $ 25,164 $ 30,551 $ 44,188 PROGRAM SPECIALIST I $ 22,335 $ 31,731 $ 38,002 WORKSHOP FACILITATOR $ 35,000 $ 41,381 $ 47,762 EMPLOYER CONSULTANT/BUSINESS CONSULTANT $ 35,006 $ 38,481 $ 42,420 PLACEMENT SPECIALIST $ 32,367 $ 38,325 $ 43,152 CUSTOMER SERVICE REP. $ 20,716 $ 27,185 $ 36,383 CLERK/TELEPHONE OPERATOR $ 24,960 $ 24,960 $ 24,960 Information provided by South Florida Workforce on 8/3/2011 Porro, William From: Marian Smith [msmith@southfloridaworkforce.com] Sent: Wednesday, September 28, 2011 3:12 PM To: Blondet, Lillian Cc: Porro, William; Ricky Campbell Subject: City of Miami Career Center Signage Attachments: City o fMiami Career Center Signage_LowR.pdf Hi Lillian: Per your request, the attached (7) pages are the recommended areas for signage. Once you have discussed the locations with the MDPCS, please advise the document type/file on how you would like the file received for printing. Thanks, Waiiaa Ve. Smta Assistant Director, Administration South Florida Workforce Investment Board 7300 Corporate Center Drive, Suite 500 Miami, Florida 33126 Tel: 305-594-7615 Fax: 305-477-0113 msmith@southfloridaworkforce.com 1 EXTERIOR SIGN Preferred Location: see arrow on the right, (sign on the wall). Reccomended Size: Proportioned to Wall south florida Worrce rs EmployF r r: Employ Florida Wording for Signage SOUTH FLORIDA WORKFORCE CAREER CENTER BUILDING E - 4TH FLOOR er t k chi€ UIWiNGll4*4FL ORf Interior GLASS Doors on 4th Floor Vinyl Sign - color: Blue (same as our logo) Dimensions: determined by door size (keep proportioned) Wording for Signage SOUTH FLORIDA WORKFORCE CAREER CENTER south f lorida NoRt., /j member: Employ Florida SOUTH FLORIDA WORKFORCE INVESTMENT BOARD Thursday, August 18, 2011 9:30 A.M. Doubletree Miami Mart/Airport Hotel and Exhibition Center 711 NW 72"d Avenue Salons E & F Miami, Florida 33126 AGENDA 1. Ca11 to Order and Introductions 2. Approval Meeting Minutes A. April 14, 2011 B. June 23, 2011 3. Chairman's Repon 4. Operationaii7ed Items: SFWIB June 23, 2011 Meeting A. Approval to Accept PY 2010-11 Reemployment and Eligibility Assessment (REA) Funds B. Approval to Renew Audit Services Agreement C. Approval of SF WIB FY 2011-12 Budget D. Approval of W1A Youth Employment & Training Services PY 2011-12 Contractors E. Approval of a SFWIB-UM-MDC Life Sciences Park Program F. Approval of PY 2011-12 Workforce Services Balanced Scorecard Performance Measures G. ,Approval of PY 2011-12 Workdorce Services Contractors 5. Executive Director's Report 6. Finance Committee A. Finance Reports 1. June 2011 Financial Report 2. June 2011 ARRA Financial Report B. Approval to Accept and Allocate Trade Adjustment Assistance (TAA) Funds C. Approval to Allocate WIA AduRFunds to the Digital Access Initiative D. Approval to Allocate Funds to the Ciry of Miami Career Center 7. Youth Council A. Approval to Allocate Youth Program Funds for the Inspector Service Academy Training Program Initiative B. Approval to Authorize Staff to Release a RFP for WLA Youth Employment Training Services S. Economic Development and Industry Sector Committee A. Information — Consumer Report Card Update B. Approval of an Employed Worker Training Application C. Approval of a New Training Vendor. New Campus for an Existing Training Vendor and.New Programs.for the New Vendor and Existing Training Vendors D. Approval of the SFWIB Campaign for Opportunity E. Approval of W1A Waiver Requests 9. Workforce Systems Improvement Committee A. Information — Workforce Services Balanced Scorecard Update B. information — Refugee Employment & Training Balanced Scorecard Update C. Approval of Revised PY 1 1-12 Workforce Services Balanced Scorecard Quality Assurance Performance Measures D. Approval of PY 201 1-12 Workdorce Services Contractors Section 443.007 ( 1, Flonda Statutes states that: "If the regional work force board enters into a contract with an organizat ion or individual represented on the board of d tremors, the contract must be approved by a tw crthirds vote of the entire board,.." Re gardless of whether or not you will he anendin.c the meeune of the South Flonda Workforce Investment Board, pl ease contact and advise the s ta6 of SFWIB of any such item app caring on the foregoing agenda as soon as possible and prior to any such item being brought before the Board for d iscussion or vote or both. Thank you far your cooperation and assistance. South Flonda Workforce Investment Board is an equal opportunity employaiprogram. Auxiliary' aids and services are available u pon request to individuals with disabilities. south f 1orida \VI- Uf Lt r1�j�I rou (v e member. Employ Florida 6.D South Florida Workforce Investment Board August 18, 2011 Approval to Allocate Funds to the City of Miami Career Center RECOMMENDATION The Finance Committee recommends to the Bo and th e app royal to authorize s taff to a llocate fund s to th e Ci ty of Miami for the operation of a Career Center. BACKGROUND SFWIB and the City of Mi ami partnered to spearhead an initiative to deliver workforce services through a City of Miami Career Center. The facility was donated by the City of Miami and is approximately 10,000 square feet. The primary goal of the Career Center is to combat the high unemployment rates in City of Miami neighborhoods. The procurement of the City of Miami Career Center was approved at the Board's October 21. 2010 meeting. Staff recommends the allocations set forth below: Funding Streams Program Administrative Training WIA Adult $ 191,852 $ 253,863 WIA NER $ . 4,471 $ 6,485 WIA DW $ 241,039 $ 318,949 WIA RR $ 48,492 $ 64,166 TANF $ 801,869 $ 146,580 FSET $ 122,454 $ - REA $ 83,096 $ - UC $ 37,427 $ - TOTALS $ 1,530,700 $ 790,043 This item was discussed in the Finance Committee's August 18, 2011 meeting. SOUTH FLORIDA WORKFORCE INVESTMENT BOARD 7300 Corporate Center Drive, Suite 500 Miami, Florida 33126-1234 CONTRACTOR City of Miami 3500 Pan American Drive Miami, FL 33133 AGREEMENT NUMBER To be assigned AMOUNT $50,000.00 CFDA NUMBER WIA AD: 17.258 ,WIA NER: 17.260; WIA DW: 17 260; WIA RR: 17.260; TANF 93558,FSET 10551; UC/REA 17 225' INDEX CODE NUMBER to be,assigned) This Reimbursement Agreement (hereinafter sometimes': referred to as "Agreement" or "Contract") is made and entered into by and between the South Florida Workforce Investment Board, (hereinafter referred to as the "SFWIB") and the City of Miami, (hereinafter referred` to as the "Contractor"). This Agreement establishes a contractual, independent contractor relationship between;the SFWIB and the Contractor in which the Contractor accepts substantial''financial responsibilities for the use of federal, state, and if applicable, local funds. v..:,. WITNESSETH: NOW�'THEREFORE, in consideration of tl 'e mutual _ terms, conditions, promises, covenants, and agreements herein contained, and for .other good and valuable consideration, the receipt and sufficiency of which isJhereby acknowledged, the parties hereto'agree as follows: 1. PURPOSE The purpose;of this Agreement is to reimburse the Contractor for renovations performed in accordance with the FloorPlan approved, y SFWIB for the City of Miami Career Center. 2. EFFECTIVE TERM The term of this Agreement shall commence upon <Date TBA>, 2011 and terminate at the close of business on December 31, 2011. 3. TOTAL PAYMENT Subject to the availability of funds to the SFWIB, the maximum amount payable for services rendered under this cost reimbursement Agreement shall not exceed $50,000.00 as set forth in Exhibit A, Budget for Renovation Costs which shall be attached hereto and incorporated herein by reference hereto as if fully set forth herein. Both parties agree that if funding available to the SFWIB is reduced for any reason, the amount payable under this Agreement may be reduced at the option and sole discretion of the SFWIB. Page 1 of 15 Reimbursement Agreement 4. CONTRACTOR'S RESPONSIBILITIES a. City of Miami shall: i. Provide approximately 7,000 square feet of space at no cost to SFWIB's grant; at the following Facility (Career Center) location: City of Miami Career Center 750 N.W. 206' Street, 4th Floor Miami, FL 33127 ii. Submit a cost estimate (Budget for Renovation Costs)4prior to ---the work being performed for the renovation services to SFWIB for review and approval. iii. Upon approval of the budget by SFWIB, engage" the necessary contractor(s) to renovate the space. iv. Renovate the space in accordance with the'Floor Plan approved by SFWIB, which shall include, but is not limited to: installation of two interior glass doors, one'sink, and one cabinet; interior touch up painting,:electrical outlets.% v. After the renovation of the space and prior to reimbursement allow SFWIB the right to inspect and perform a final walk-thru for final renovation approval. vi. After the renovation of the space, atno cost to SFWIB's a) Pay for janitorial, electrical,cwat r, telephone, alarm, security services and other cost directly related to the operation=of the Career Center; and b) Provide exterior interior signage for the Career Center. b. City of Miami agrees that no change in the use of the facility is permitted unless agreed upon, in writing, bye SFWB and City of Miami 'with a modification to this Agreement. Any modification to the Renovation of Facility shall only be valid when they have been reduced Ito .wnnng, duly approvedand signed by both parties hereto. 5. SFWIB'S RESPONSIBILITIES a. `SFWIB shall: i Provide City ofMiami a Floor Plan for the renovation of space; b l' the' ii. Reimburse the City of Miami to renovate the space, barring disallowances, the full amount,ofthe reimbursement request based upon payments made by City of Miami for renovations performed according to the Floor Plan approved by SFWIB as set forth in Article 33 — Request for Reimbursement. iii. After the renovation of the space, provide the equipment and network connectivity necessary to operate the Career Center. 6. CONDITIONS PRECEDENT The Contractor shall provide to the SFWIB, prior to commencement of performance under this Contract, the following documentation: Page 2 of 15 Reimbursement Agreement a. Board of Directors Requirements. The Contractor shall insure that the Contractor's Board of Directors or governing body is apprised of the fiscal, administrative and contractual obligations of the services funded through the SFWIB by passage of a formal resolution authorizing execution of the Contract with SFW1B. b. Certificate of Corporate Status. if a Corporation. The Contractor shall submit to the SFWIB a certificate of status in the name of the Contractor, which certifies the following: that the Contractor is organized under the laws of the State of Florida or another state; that all fees and penalties have been paid; that the Contractor's most recent annual report has been filed; that Contractor's status is active; and that the Contractor has not filed Articles of Dissolution. c. Articles of Incorporation and Corporate By -Laws (If Applicable); d. Limited Liability Company (LLC) Affidavit (If Applicablel.,s, e.. Financial and Compliance Audit. The Contractor is requiredbto have performed an annual certified public accountant's opinion and related financial statements in accordance with the single Audit Act �k Amendments of 1996 and compliance with the State of Florida requirements and the U.S. Office of Management and Budget (OMB) Circulars ' A-87, A 110, A-122 and A-133, -,whichever are applicable. Contractor is required to submit an original copy ofthe Audit Report within the time line specified in OMB A-133. 7. INSURANCE The Contractor, as a self -insured governmental, entity, shall provide;to SF. WIB, prior to the execution of this Agreement, a letter from the Contractor stating., that the Contractor is;self-insured and maintains an ongoing Self -Insurance Program as allowed under the Florida Statutes and that such self-insurance offers protection applicable to the Contractor's officers, employees, servants/`and agents while acting within the scope of their employment with the Contractor. SFWIB shall not' disburse any funds until SFWIB is provided with the letter of self insurance and SFWIB has approved such document. 8. CERTIFICATION OF CONDUCT The Contractor shall comply with all federal, state and local laws related to conflict of interest, nepotism and criminal and frauduient.activifies 9. ANTI -NEPOTISM ,;, Section 112.3135, Florida Statutes, shall apply to the Contractor and its employees as this statute applies to a public official or agency. The Contractor shall follow the provisions of section 112.3135, F.S. with respect to individuals employed through the contracted program. This means the Contractor shall not appoint, employ, promote, or advance or advocate for appointment, employment, promotion, or advancement, in or to a subsidized position in the Contractor's business entity any person who is a relative of the Contractor. The definitions below are incorporated and made a part of this policy. "Contractor" means the Contractor or employee of the Contractor in whom is invested the authority to appoint, employ, promote or advance individuals or to recommend individuals for appointment, employment, promotion, or advancement in the Contractor's business entity. "Relative" means an individual who is related to the Contractor as father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son- in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half-brother, or half-sister. Page 3 of 15 Reimbursement Agreement 10. CODE OF BUSINESS ETHICS The Contractor shall comply with Sec. 2-8.1 of the Code of Miami -Dade County requiring contractors to adopt a Code of Business Ethics. The Contractor shall adopt the Greater Miami Chamber of Commerce Model Code of Business Ethics or a similar code and shall submit a Code of Business Ethics Affidavit, Exhibit B, attached hereto and incorporated herein by reference hereto as if fully set forth herein stating .the Contractor has adopted a Code that complies with the requirements of Sec. 2-8.1 of the Code of Miami -Dade County. • 11. NO ASSIGNMENT The Contractor shall not assign this Contract or any rights accruing hereundern whole or in part. 12. APPLICABLE LAWS The Contractor shall comply with all applicable federal, state and'`Iocal laws and regulations, including those of the Workforce Investment Act of 1998 and Temporary Assistance to'Needy Families (TANF) (as presently in effect and as same may be amended from time' -to time during the term of this Contract) as well as all applicable SFWIB directives, policies and procedures, in the implementation of the terms and conditions of this Contract or modifications thereto. The Contractor shall ensure that all its activities under this Contract shall be conducted rn conformance with these provisions, as applicable: 45 CFR Part 74 and/or 45: CFR'Part92 and/or 29 CFR Part 97 and/or 20 CFR Part 600 et seq., and all other applicable federal regulations. 13. PUBLICITY When issuing statements, press releases, an o et documents describing the project or programs funded in whole or in part with Federal money, allvcontractorsreceiving Federalfunds, shall clearly state: (1) the percentage of the total cost of the program or,project which will be financed with Federal money; and (2) the dollar amount of Federal funds for the project or. program.' 14. TERMINATION WITHOUT'CAUSE The SFWIB may terminate this Contract without cause by providing thirty (30) days prior written notice to the Contractor. The Contractor shall be entitled to; receive compensation for services performed in accordance with the conditions set forth herein through and including the date of termination. However, the SFWIB,shall not be liable for any ''>expenses -incurred by the Contractor after the effective date of termination of this.Contract 15. BREACH OF CONTRACT A nori -exclusive list of breaches of this Contract is as follows: a. The Contractor fails, in whole or in part, to provide the services set forth in this Agreement; b. The 'Contractor ineffectively or improperly uses SFWIB funds provided to Contractor under this Contract; c. The Contractor does not furnish the Certificates of Insurance as required by this Contract or as. determined by the SFWIB; d. The Contractor does not furnish proof of licensure, certification or proof of background screening as required by this Contract; e. The Contractor fails to submit, or submits incorrect or incomplete proof of expenditures to support disbursement requests or fails to submit or submits incomplete or incorrect detailed reports of expenditures or final expenditure reports; f. The Contractor unlawfully discriminates under any of the laws of the State of Florida, of Miami - Dade County, if providing services in Miami -Dade County, or of Monroe County, if providing services in Monroe County or of the United States; g. The Contractor attempts to meet Contractor's obligations under this Contract through fraud, misrepresentation or material misstatement; Page 4 of 15 Reimbursement Agreement h. The Contractor fails to correct deficiencies discovered during a monitoring, evaluation or review by any governmental body acting within the scope of its jurisdiction within the time required by the governmental body; i. The Contractor fails to meet the terms and conditions of any obligation under any contract or otherwise or any repayment schedule to the SFWIB or any of its agencies or instrumentalities; j. The Contractor fails to submit the documentation required under Article 6 - Conditions Precedent of this Contract in accordance with the time periods set forth therein; k. The Contractor fails to fulfill in a timely and proper manner any and all of Contractor's obligations, covenants and agreements set forth in this Contract. Waiver of breach of any provisions of this Contract by the SFWIB shall not be deemed to be a waiver of any other breach of any other provision and shall not be construed to be a modification of the terms.of this Contract; 16. BREACH OF CONTRACT: SFWIB REMEDIES If the Contractor breaches this Contract, the SFWIB may pursue any: or alt of the following remedies: a. SFWIB may terminate this Contract by providing written notice to 4he Contractor of such termination and specifying the effective date thereof` ;Ir the event of termination, the SFWIB may: (a) request the return of all finished or unfinished documents, data studies, surveys and reports prepared or obtained by the Contractor with SFWIB funds under this Contract; (b) seek reimbursement of SFWIB funds awarded to`the Contractor under this Contract; and'(c) terminate or cancel any other contracts entered into between thexSFWIB°and-the Contractor. The Contractor shall be responsible for all costs associated with such termination, including SFWIB attorneys' fees; 4, unde b. The SFWIB may suspend payment, in whole or in partr,this Contract by providing written notice to the Contractor of such suspension and specifying the effective date thereof. All payments to Contractor as of the effective date of; suspension shall cease. On:the effective date of suspension, if requested by the SFWIB, the Contractor shall*immediatelyVicease to provide services pursuant to this Contract. If payments are suspended The tiSFWIB' shall specify in writing the actions that shall be taken by the Cotractor,.as a condition precedent to resumption of payments and shall specify a date for compliance The ';SFWIB may also suspend any' payments, in whole or in part, under any other contracts ;entered into between the SFWIB and the Contractor. The Contractor shall be responsible for aI1 costs associated with such suspension, including SFWIB attorneys' fees; The ,SFWIB may seek enforcement of this 'Contract by any action at law or equity available to SFW1B,qnclu ng, but not,limited to, fling an action in a court of competent jurisdiction. The y su venue of anch actiorshall be in Miami -Dade County, Florida. The Contractor shall be responsible for all costs of SFWIB°.associated with such enforcement, including SFWIB attorneys' fees and attorneys''` fees, on appeal; d. The:SFWIB may debar the Contractor from future SFWIB contracting; c. e. If, for any, reason, .the Contractor attempts to meet Contractor's obligations under this Contract through fraud, mist presentation or material misstatement, the SFWIB shall, whenever the SFWIB deems it to bein``the SFWIB's best interest, terminate this Contract by providing written notice to the Contractor of such termination and specifying the effective date thereof. In such case the SFWIB may terminate or cancel any other contracts which such Contractor has with the SFWIB. Such Contractor shall be responsible for all costs of the SFWIB associated with any such termination or cancellation, including attorney's fees. Any contractorwho attempts to meet its contractual obligations with SFWIB through fraud, misrepresentation or material misstatement may be debarred from SFWIB contracting for a period not to exceed five (5) years; f. Any other remedy available at law or equity or administratively; g. All remedies provided herein and otherwise shall all be deemed independent and cumulative. Page 5 of 15 Reimbursement Agreement 17. DAMAGES SUSTAINED The Contractor shall not be relieved of liability to SFWIB for damages sustained by SFWIB caused by any breach of this Contract by the Contractor, and SFWIB may withhold any payments to the Contractor until such time as the exact amount of damages due to SFWIB are determined. The SFWIB may also pursue any remedies available at law or equity to compensate for any damages sustained by any such breach by the Contractor. The Contractor shall be responsible for all costs of SFWIB associated with such breach, including SFWIB attorneys' fees. 18. LICENSING The Contractor shall obtain and maintain in full force and effect during the `term of this Contract any and all licenses, certifications, approvals, insurance, permits and accreditations, required by the State of Florida, by Miami -Dade County, if providing services in Miami Dade. County, or by Monroe County, if providing services in Monroe County, the local municipality where'the services are being provided, by SFWIB and the federal government. Failure to provide the foregoing items'to.,SFWIB within thirty (30) days of written request by SFWIB may result in termination of this.Contract immediately by the SFWIB. 19. NOTICES It is understood and agreed between the parties that written noticetaddressed to the Executve'Director of the SFWIB, and mailed or delivered to the address appearing on page one (1) of this Contract and written notice addressed to the Contractor and mailed or delivered to.the,address appearing on page one (1) of this Contract shall constitute sufficient written notice to the respective parry. 20. NOTIFICATION OF LEGAL ACTION The Contractor shall notify the SFWIB of legal actions- taken against the ,Contractor or potential actions such as lawsuits, related to services provided through this Contract or that may impact the Contractor's ability to deliver the contractual services, or adversely iinpact7the SFWIB. The SFW1B shall be notified within five (5) days of Contractor becoming aware Hof such "actions' or from the day of the legal filing, whichever comes first 21. PUBLIC RECORDS , The Contractor shall allow public,access to all documents, papers, letters, or other material subject to the provisions of Chapter 119, Florida Statutes, made o, r'eceived by the Contractor in connection with this Contract Failure of the Contractor to:allow such public access shall result in the immediate termination of this Contract or, any renewal The Contractor shall maintain public records that reside in electronic record keeping systems m accordance with Chapter 119, Florida Statutes, and Rule IB-26.003 of the Florida Admini strative Code. 22. AUDIT AND INSPECTION, OF RECORDS The Contractor shall permit' SFWIB or SFWIB's designees, the State of Florida and the federal government or ;any other duly authorized agent of a governmental agency to audit, inspect, examine, excerpt, copy or transcribe Contractor's client records, financial records, supporting documents, statistical ayµ;;, records, and any other documents (including storage media) pertinent to this Contract during the term of this Contract and fora' period of five (5) years following termination of this Contract or final payment hereunder, whichever is later, to assure compliance with the terms hereof, or to evaluate the Contractor's performance hereunder. The Contractor shall also permit any or all these aforesaid entities to monitor all activities conducted by the Contractor pursuant to the terms of this Contract. The monitoring agency may, in its sole discretion, deem necessary or appropriate such monitoring which may consist of internal evaluation procedures, examination of program data, special analysis, on -site checks or any other procedure. 23. MODIFICATIONS Any alterations, variations, modifications, extensions or waivers of provisions of this Contract shall only be valid when they have been reduced to writing, duly approved and signed by both parties hereto. Page 6 of 15 Reimbursement Agreement 24. AUTONOMY Both parties agree that this Contract recognizes the independence and autonomy of both parties hereto and implies no affiliation of any kind between the contracting parties. The Contractor is an independent contractor. in all respects under this Contract. It is expressly understood, agreed and intended that the Contractor is only a recipient of funding from the SFWIB and is not an agency or instrumentality of any kind of the SFWIB. Furthermore, the Contractor's, officers, agents, servants, and employees are not officers, agents, servants, or employees of the SFWIB or any of SFWIB's agencies or instrumentalities. 25. INDEMNIFICATION a. For Florida Governmental Entities. The Contractor shall indemnifyindemnifyind,hold harmless SFWIB, its officers, employees, agents, servants, agencies and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs ofe defense, which SFWIB and its officers, employees, agents, servants, agencies or instrumentalities may incur as a result of any and all claims, demands, suits, causes of action or proceedings of any kind ornature arising out of, relating to or resulting from the performance of this Contract by the Contractor �or the Contractor's officers, employees, agents, servants, partners, principals or subcontractors. The Contractor shall pay all claims and losses of any kind in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of SFWIB,,where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may -issue thereon. Provided, however, this indemnification shall only beto�the extent and within=¢the limitations of Section 768.28 Florida Statutes, subject to the provisions"of that statute whereby the Contractor shall not be held liable to pay a personal injury or property damage claim or judgment by any one person which exceeds the sum of $100,000, or any claim orjudgment or portions thereof, which, when totaled with all other claims or judgments paid by the=Contractor arising out of the same incident or occurrence, exceed the sum of $200,000 from any and` all personal injury or property damage claims, liabilities, losses or causes of action'which may arise as a result of the negligence of the Contractor or the Contractor's officers, employees, servants, agents, partners, principals or subcontractors. b. Term of Indemnification. The provisions of this indemnification shall survive the expiration of this Contract and shall: terminate upon the expiration `of the applicable statute of limitation. 26. SUBCONTRACTING (Willirequest Legal Cosel to tweak language to allow for subcontracting) a. The parties'°hereto agree that, no subcontract shall be entered into under or pursuant to this Contract without the prior written approval of the SFWIB, which prior written approval shall be issued in the sole discretion of the!SFWIB. b. In ;no event shall such prior written approval of the SFWIB relieve the Contractor from the Contractor's obligations under this Contract, or change any of the terms or conditions of this. Contract :..The Contractor shall ensure that all applicable provisions of this Contract are binding upon all such subcontractors. It is expressly understood and agreed that the SFWIB shall not be liable to any` subcoritractor(s) for any expenses or liabilities of any kind whatsoever incurred by any person or entity`:under any subcontract. 27. PERSONS WITH DISABILITIES AND ACCESSIBILITY OF FACILITIES The Contractor shall conduct all activities under this Contract in accordance with the Americans with Disabilities (ADA) Act of 1990 P.L. 101-336 which prohibits discrimination on the basis of disability and requires reasonable accommodation for persons with disabilities. The Contractor shall ensure that the physical facilities utilized under this Contract are accessible at all times to individuals with a disability. Page 7 of 15 Reimbursement Agreement 28. EMPLOYMENT ELIGIBILITY VERIFICATION Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires AWI funded contracts to expressly require that Contractor utilize the U.S. Department of Homeland Security's E- Verify system to verify the employment eligibility of: a. All persons employed during the Contract term by Contractor to perform employment duties within Florida; and, b. All persons (including subcontractors) assigned by Contractor to perform work pursuant to this Contract, i.e., the Contractor must require its subcontractors to utilize' the E-Verify system for its employees assigned to this Contract.. E-Verify is an Internet -based system that allows an employer,,-' using information reported on an employee's Form I-9, Employment Eligibility Verification, to;'determine` the eligibility of all new employees hired to work in the United States after the effective'. date of the required Memorandum of Understanding (MOU); the responsibilities and elections of federal contractors, however, may vary, as stated in Article ILD.1.c. of the MOU. There is no charge to employers to use E Verify; The Department of Homeland Security's E-Verify system can be found at: http://www.dhs.2ov/files/programs/2c_1185221678=1e0 shtm" ' Compliance with the requirements oflthis section of the Contract is required prior to commencing performance under this Contract. The Contractor shall maintain evidence of the use of;the'.E-Verify system in the employee's personnel file. The Contractor shall maintain a personnel file for ;eachtstaff person funded under this Contract in accordance with SFWIB Policies and Procedures, State and federal laws. 29. RECORDS RETENTIO Five (5) Year Requirement The Contractor shall keep all records, accounts, and documents related to the operation and performance of this Contract or any modification hereto for five (5) years following the expiration of this Contract Howe, ifverany audit, claim, litigation, negotiation or other action involving this Contract or modification heretohas=cominericed before the expiration of the five (5) year period, the records shall be retained until completion of the'action and resolution of all issues which arise from it, or until ;the end of the regular five "(5) year period, whichever is later. The Contractor shall cooperate with SFWIB to facilitate the duplication and transfer of any of said records or documents during the required retention period. The Contractor shalladvise SFWIB of the location of all records pertaining to this Contract upon the request of SFWIB'and shall notify SFWIB by certified mail within ten (10) days of moving said: records if and when the records are moved to a new location. 30. INTERNAL CONTROLS The .Contractor agrees.to.;maintain Contractor's books and records in accordance with Generally Accepted Accounting Principles;. (GAAP), and to institute fiscal controls to account for all monies received from SFWIB and spent to'perform the Contractor's obligations under this Contract. 31. ACCOUNTING RECORDS The Contractor shall maintain records, books, and documents (including electronic storage media) that identify SFWIB funds and which contain information pertaining to authorized expenditures, obligations, de -obligated balances, assets, liabilities, outlays or expenditures and income. These records shall also be maintained in accordance with Generally Accepted Accounting Principles (GAAP). Page 8 of 15 Reimbursement Agreement 32. PROCUREMENT REQUIREMENTS Procurements shall be subject to the federal, state and local laws related to nepotism, conflict of interest and criminal and fraudulent activities. The Contractor shall reimburse SFWIB for any funds expended under this Contract when the Contractor does not or cannot produce the documents required to demonstrate to the satisfaction of SFWIB that the procurement requirements of this Section have been followed. 33. REQUEST FOR REIMBURSEMENT The Contractor shall request reimbursement for costs incurred by the contractor, which are allowable under SFWIB guidelines, by submitting an invoice to SFWIB not later'than'thirty (30) calendar days following the completion of the renovation, and only for thoseexpenses incurred and paid by the Contractor. SFWIB agrees to pay for budgeted costs incurred and .paid by the Contractor for renovations in accordance with the SFWIB approved Floor Plan and in''accordance with Exhibit A, Budget for Renovation Costs. In order to receive reimbursement for allowable costs, the Contractor shall submit a complete invoice package to SFWIB not later than thirty (30) calendar days following the completion of the renovation. The invoice package shall include: i. An original signed invoice detailing renovation services rendered; ii. Copies of detailed invoices from subcontractor(s); and tw , iii. Evidence of payment to subcontractors (a legalcopy of the cancelled check(s)). Upon satisfactory submission, and review and approval by the SFWIB of the complete invoice package. the SFWIB shall make reimbursement to the Contractor. Reimbursement made by the SFWIB shall be mailed by regular U S. mail to the'l.Contractor. Failure to submit an original signed and acceptable'sInvoice, copies of sub -contractor invoice(s), and evidence of payment to `subcontractors, in a manner deemed correct and acceptable by SFWIB and within 30 days following completion of the renovations, shall be considered a breach of this. Contract. The'Contractor agrees,',to maintain originals of cancelled checks or a legible legal copy of the cancelled checks, invoices, receipts, =and any evidence of indebtedness as proof of expenditures. These documents shall be.maintained as set forth in Section 29, 30 and 31 of this Agreement and shall be made available for inspection as set forth in `Section 22 of this Agreement. 34. BUDGET The Contractor agrees that all expenditures shall be made and all costs incurred by the Contractor in accordance with Exhibit, A, Budget for Renovation Costs. 35. EXPENDITURE OF PUBLIC FUNDS FOR FOOD, BEVERAGE AND DINING ACTIVITY The Contractor shall comply with section 445.007(10), Florida Statutes, and with any policy promulgated in accordance with 445.007(10) by Workforce Florida, Inc. and SFWIB. The Contractor shall not purchase with state or federal funds any food, beverage or dining activity. This prohibition does not affect reimbursements for meals consistent with any SFWIB approved travel policy. State and federal funds may be used to provide food, beverage or dining activities for workforce youth programs (those programs defined as "youth programs" under state or federal law) provided that participants are not reimbursed in excess of the state per diem amounts for the specific meal, or if contracted for by the SFWIB, that such expenditures for all food and beverage per person per meal (including any associated costs such as, but not Page 9 of 15 Reimbursement Agreement limited to, sales tax and service) shall not exceed those amounts stated in section 112.061 (6)(b), Florida Statutes. 36. EXPENDITURE FOR TRAVEL EXPENSES The Contractor shall comply with section 112.061 of the Florida Statutes, and with any policy promulgated in accordance with 112.061 by Workforce Florida, Inc. and SFWIB. The statute and related policies contain specific guidelines with respect to authorization to incur travel expenditures, meals while on travel status, per diem allowances, allowed transportation expenditures, lodging, expense reimbursements and the use of travel advances. A copy of the State approved Travel Manual is available upon request and is posted on the AWI web site at: www.floridajobs.org 37. RETURN OF FUNDS The Contractor shall return to the SFWIB any overpayments due to unearned funds or funds disallowed that were disbursed to the Contractor by the SFWIB and any interest attributable to such funds pursuant to the terms and conditions of this Contract. In the event that they Contractor or its independent auditor discovers that an overpayment has been made, the Contractor shallrepay said overpayment immediately without prior notification from the SFWIB. In the event tI eSFWIB first discovers:any overpayment has been made, the SFWIB Executive Director will notify the Contractor by letter of suchfindings. Should repayment not be made forthwith, the Contractor will`Ie charged interest at the lawful rate.,of interest on the outstanding balance after SFWIB notification or Contractor discovery. 38. OFFICE OF MANAGEMENT AND BUDGET (OMB) CIRCULARS The Contractor agrees that, if applicable;,,Contractor shall comply with all applicable OMB circulars, such as A-21, A-87, A-102, OMB A-110, A-122)andA-133, as applicable 39. CONSTRUCTION AND RENOVATION4'OF FACILITIES USING FEDERAL FUNDS The Contractor is aware that federal funds may not be used for the purchase or improvement of land, or or the purchase, construction, permanent impro ement of anytuilding or facility. If any property has been constructed or substantially renovated, through 'the unlawful use of state or federal funds, the federal government shall be entitled to alien against said property. 40. COMPLIANCE WITHTHE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) The Health=.Insurance Portability and Accountability Act of 1996 requires that covered entities have and apply apopri prate sanctions against members of their workforce who fail to comply with Privacy Policies and Procedures ofhe�entity or��therequirements of 45 CFR § 164.530 (e) (1). Accordingly, it is the intention of SFWIB to seekuto ensure the: confidentiality and integrity of consumer or employee Protected '''''Health —Information (PHI) as required by law, professional ethics, and accreditation or licensure requirements. The Contractor shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the Mianu Dade, County Privacy Standards Administrative Order. 41. CERTIFICATION; The Contractor sha11 comply with the Byrd Anti -Lobbying Amendment (31 U.S.C. 1352) 29 CFR part 93. The Contractor shall provide a completed Certification Regarding Lobbying. 42. LOBBYING - FLORIDA STATUTE The Contractor shall comply with the provisions of Sections 11.062 and 216.347, F.S., which prohibit the expenditure of contract funds for the purpose of lobbying the Legislature, judicial branch, or a state agency. Page 10 of 15 Reimbursement Agreement 43. CERTIFICATION REGARDING DEBARMENT AND SUSPENSION AND OTHER RESPONSIBILITY MATTERS When applicable, asrequired by the regulations implementing Executive Order (EO) No. 12549 and 12689, Debarment and Suspension 29 CFR 98, the Contractor must not be, presently nor previously within a three-year period preceding the effective date of the contract, debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency. No contract shall be awarded to parties listed on the GSA List of Parties Excluded from Federal Procurement or Non -Procurement Programs. The Contractor shall provide a completed Certification Regarding Debarment, Suspension, and Other Responsibility Matters. 44. CERTIFICATION REGARDING CLEAN AIR ACT AND WATER -POLLUTION ACT The Contractor agrees that if this is a Contract for more than $100,0.60, then; Contractor shall comply with all applicable standards, orders or regulations issued pursuant to the CleanAir Act, 42 U.S.C. 7401 et seq., and the Federal Water Pollution Control Act, as amended 33 U, S.C. 125 1 et seq. SFWIB shall report violations to the HHS and the appropriate Regional Office of the°Environmental Protection Agency. A � sign. 45. CERTIFICATION REGARDING FLORIDA CLEAN INDOOR AIR ACT . The purpose of the Florida Clean Indoor Air Act is to protect people from the health hazards of second hand tobacco smoke and to implement the Florida Health initiative in Section 20, Article X of the State Constitution. However, the intent of this legislation is not to inhibit, or otherwise obstruct, medical or scientific research or smoking -cessation programs approved by the Department of Health. The Contractor shall provide a completed Certification Regarding the Florida Clean Indoor Air Act. 46. PUBLIC ENTITY CRIME The Contractor represents that the execution of this Agreement will not violate the Public Entity Crimes Act (§ 287.133, Florida Statutes). The Contractor shall provide a Sworn Statement on Public Entity Crimes. 47. CERTIFICATION OF A DRUG FREE WORK PLACE The Contractor"lshalcomply with' the Federal Drug Free Workplace Act of 1988, the implementing regulations codified at 29 FR 34, subpart F, and:,the Drug -Free Workplace Rules established by the Florida Worker's, Compensation Corni ission The Contractor shall provide a completed Drug Free Workplace°Requirement Certification. 48. NON-DISCRIMINATION, EQUALipPPORTUNITY, AND AMERICANS WITH DISABILITIES ACTS',` Contractor agrees that it must comply with E.O. 11246, "Equal Employment Opportunity," as amended by E.O. 11375. "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor. 45 CFR 260.35: Contractor agrees that in the performance of this Agreement, it will adhere to the requirements in the Age Discrimination Act of 1975; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; and Title VI of the Civil Rights Act of 1964. The Contractor shall provide a Non -Discrimination, Equal Opportunity, And Americans With Disabilities Act Certification. 49. SARBANES-OXLEY ACT OF 2002 The Contractor assures that the Contractor will comply with the two provisions of the Sarbanes-Oxley Act (SOX) that apply to all corporate entities, including non-profit organizations. These two provisions are as follows: a. It is a crime to alter, cover up, falsify, or destroy any document that may be relevant to an official investigation (SOX, Section 1102, Section 1512 of Title 18, USC). Page 11 of 15 Reimbursement Agreement b. It is illegal for any corporate entity to punish whistleblowers or retaliate against any employee who reports suspected cases of fraud or abuse (SOX, Section 1107, Section 1513 of Title 18, USC). 50. COMPLIANCE WITH ENERGY EFFICIENCY PROVISION The Contractor shall comply with the mandatory standards and policies relating to energy efficiency, if applicable, which are contained in the State Energy Conservation Plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163). 51. COMPLIANCE WITH THE HATCH ACT The Contractor shall comply with the provisions of the Hatch Act (5 U S C =1501-1508 and 7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds, if applicable. 52. INCORPORATION OF COMPLIANCE WITH SPECIFIC;' APPROPRIATION 2214 OF THE 2010 APPROPRIATIONS ACT PROVISO AND 2010 >APPROPRIATIONS IMPLEMENTING BILL REQUIREMENTS BY REFERENCE The requirements of "the Specific Appropriation 2214, and associated proviso, of the 2010-2011 General Appropriation act, subsection (10) and (11) under section 445.007, Florida Statutes" set forth in Attachment 1 attached hereto are incorporated herein by this reference and Contractor agrees to comply with the same. The Contractor shall provide a completed "Contractor Disclosure and Certification." 53. GRATUITIES The Contractor agrees that the Contractor shallnot,toffer to give or give any ;gift to any SFWIB employee. As part of the consideration for this Contract, the parties intend thatthis provision will survive the Contract for a period of two years. In addition to any other, remedies available to the SFWIB, any violation of this provision will result in referral of the Contractor's 'name and description of the violation of this term to the State :of Florida, Department of 1Vlanagement*rvices for the potential inclusion of the Contractor's name on the suspended vendors list for an appropriate period. 54. ASSOCIATION OF COMMUNITY ORGANIZATIONS FOR REFORM NOW (ACORN) FUNDING RESTRICTIONS ASSURANCE (PubA. 111-117 and H.R. 3571). As a condition of the Contract Contractor assures that it will comply fully with the federal funding restrictions pertatmg to ACORN and its subsidiaries per the Consolidated Appropriations Act of 2010, Division E, Section 511 ,(Pub. L. 111-117) and the federal funding restrictions of covered organizations as defined in the Defund ACORN Act (H.R. 3571). 55. CONTRACT WORK HOURS AND SAFETY STANDARDS Contractor agrees that if this Agreement involves an award of more than $100,000 and is a contract for construction or involving the employment of mechanics or laborers, then Contractor shall comply with sections 102 and 107 of the Contract Work Hours and Safety Standards Act, 40 U.S.C. 327-333, as supplemented by Department of Labor regulations, 29 CFR part 5. Under section 102 of the Act, the Contractor shall be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than 1 and 1/2 times the basic rate of pay for all hours worked in excess of 40 hours in the work week. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. Page 12 of 15 Reimbursement Agreement 56. DAVIS-BACON ACT Contractor agrees that if this is a construction contract for more than $2,000, then Contractor must comply with the Davis -Bacon Act, 40 U.S.C. 276a to a-7, as supplemented by Department of Labor Regulations, 29 CFR part 5, ."Labor Standards Provisions Applicable to Contracts Governing Federally Financed and Assisted Construction." Under this Act, Contractor shall be required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, Contractor shall be required to pay wages not less than once a week. The current prevailing wage issued by the federal Department of Labor and applicable to this Agreement is N/A. If the Davis -Bacon Act and corresponding regulations are applicable to this Agreement, then award of this Agreement is conditioned upon Contractor's acceptance of this wage determination. SFWIB shall report all suspected or reported violations to the HHS awarding agency. 57. COPELAND "ANTI -KICKBACK" ACT 45 CFR Appendix A to Part 74: Contractor agrees that if this Agreement is for more than $2,000 and is for construction or repair, then Contractor must comply with the Copeland "Anti -Kickback" Act, 18 U.S.C. 874, as supplemented by Department of Labor Regulations, 29 CFR part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States." The Act provides that each contractor or subrecipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he is otherwise entitled. SFWIB shall report all suspected or reported violations to the Federal awarding agency. INTENTIONALLY LEFT BLANK Page 13 of 15 Reimbursement Agreement SIGNATORY FORM IN WITNESS HEREOF THE PARTIES HERETO HAVE CAUSED TO BE EXECUTED BELOW THE SIGNATURES OF THE AUTHORIZED REPRESENTATIVES OF THE PARTIES HERETO WHO ARE FULLY AND DULY -AUTHORIZED TO EXECUTE THIS .CONTRACT ON BEHALF OF THE • RESPECTIVE PARTIES HERETO: AUTHORIZED SIGNATURES FOR: City of Miami AGREEMENT NUMBER: RA-CC-PY'11-13-00??? CFDA NUMBERS: WIA AD: 17.258; WIA NER: 17.260; WIA DW: 17.260; WIA RR: 17.260; TANF: 93.558; FSET: 10 551,>UC/REA: 17.225 (For use Only When Contractor is a Governmental Entity) 1b. 1 a. Signature of Authorized Official(s)'„ Date 2a. Johnny Martinez, P.E. 2b. Typed Name of{Authorized Official(s) 3a. City Manager 4 3b. Full Title of Authorized Official(s d.a Signature of Person Attesting Signature that Appears online Signature of Person Attesting ;'Signature that Appears on Line lb SOUTH FLORIDA WORKFORCE INVESTMENT BOARD BY: Rick Beasley Executive Director, SFWIB Date Page 14 of 15 Reimbursement Agreement List of Attachments/Exhihits included as part of this Agreement: Specify Letter/ Type Number Attachment 1 Exhibit A Exhibit B Description (include number of paces) Policy to Implement 2010 Appropriations Proviso ( ) Budget for Renovation Costs Code of Business Ethics Affidavit (1) Page 15 of 15 Reimbursement Agreement SOUTH FLORIDA WORKFORCE INVESTMENT. BOARD 7300 Corporate Center Drive, Suite 500 Miami, Florida 33126-1234 CONTRACTOR City of Miami. 3500 Pan American Drive Miami, Florida 33133-5595 TITLE OF CONTRACTOR'S PROGRAM "Career Center: City of Miami" WIA AD: 1.7.258: WLA NER 17.260; WIA DW: 1.7.260; WIA RR: 17 260; TANF: 93.558; FSET 10.551 _ I C/REA 17.225 CONTRACT AMOUNT: INDEX: CODE NUMBER: S1,488,206.00 11113 CONTRACT NUMBER: CON I1 ACT PERIOD: WS-CC-PY'11-13-00 October 1, 2011—.June 30, 2012 ARTICLE 1 INTRODUCTION AND CONDITIONS PRECEDENT A. PARTI' STO CONTRACT This Contract is made andentered into by and between the South. Florida Workforce Investment Board, hereinafter referred to as the "SFWIB and _City. of Miami, =hereinafter referred to as the "Contractor". This Contract establishes a sub -recipient, contractual, independent contractor relationship between the SFWIB and the Contractor in which the Contractor accepts substantial financial and programmatic responsibilities for the use of federal, state, and, if applicable, local funds. In consideration of the rutual obligations and covenants and other good and valuableconsideration, the parties to. this Contract agree: as follows below: B. EFFECTIVE TERM The term of this Contractshall commence upon .October :1;,.2011 and terminate at the close of business on June 30, 2012. SFW1B may, in SFWIB's sole discretion, renew this Contract for up to two (2) additional one (1) year performance periods contingent upon satisfactory .performance and availability of funding to the SFWiB upon such terrns.and conditions as both parties agree -to in writing. Page: l of 31 PY' 11-12 Contract Career Center Operator (City of Miami) (Attachment 1) Exhibit E SECTION A STAFFING::ROSTER INCLUDING NEW HIRE AND TERMINATION INFORMATION FOR THE MONTH OF 2011 PY'11-12 Job Classification and: Brief Des:riptien of :! bate of:• Date of Hire Termination, Tier Certification.; 1Prepared by: Datei SECTIONB Backcgrottnd Check (if'applicable), Y (Dale). N Ye©re of .:Experience . Personriet;Standards Degree_ Requirements Bsrswnils Degree Discipline Vert cstion or Degree I (i.e.workforce center director, workforce program supervisors).. and lead career, advisors) rvice representative, workshops facilitator, program specialist 11 , employer specialists) itor and program :specialist I) I`Terminations only:; rb classifications should reflect SFWII3 staffing specfications: nination only Page 1 of:1 (Attachment 2) Exhibit E CareeiGentet CAS' Monitoring Review pool 31 12 , $ 4s : -YES .. NO N/A Available Points 'Error Points Are the Opportunities and Obligations and Grievance Guidance Acknowledgement Forms signed by the Participant at the correct interval and retained in the 42 case file? (y, n,,x) 0 0 0 0 0 f INITIALASSESSMENT If yes to #13, Was the IAA completed and signed within 30 days of the participant becoming mandatory? Refer to the most recent Mandatory Alert. (y,n,x) 0 0 0 0 0 0 0 0 0 0 Was the initial assessment completed in its entirety.to include the participant's skills, prior work history and remployability/capability to become employed? (y,n) 0 0 0 0 0 Are all required Work Registrationcomponents completed in.the :system and_the Work Registration Checklist with supporting documentation maintained in the: participant's case file? (y,n) INDIVIDUAL RESPONSIBILITY PLAN:(1RP) is.a•hard copy ofthe -IRP .sipned•by both the Career Advisor and the: participant maintained in the Case File? (y,n:x) 0 0 0 0 . ,I Were employment goals identified on the signed �j 1RP? :{y;n;x) • :. 0 Were "Barriers -to Accomplishing: Employment.Goai" identified on the signed the IRP? (y,n,x) 0 Were Steps to •Self Sufficiency clearly defined (Who, What. Wnen. Where; Begin and End)? (y,n,x) 0 Were the number of hours for each activity (daily, weekly, etc_) identified in the Steps on the signed IRP l(andiorsigned:addendum)? (y,n,x) 0 1Were :((ynx) activities (steps) the: participant was required:to complete provided on the signed IRP (and/or signed addendum) with due anticipated completion. dates? ) 0 the participant. by the Were -the services provided"to s z7 Provider included in the signed IRP' (y,n,x) - 0 Were the steps to self-sufficiency updated/revised as needed and the modification or addendum to the 1RP/ARP-printed, signed and placed inthe' file? (y,n,x) participant's.case Was the signed IMP propeny'completed .and updatedlrevised:as needed? (y,n,x) 0 0 0 0 0 1EMP.LOYME.NT Was employment verified or documented using the : . appropriate documentation and retained.in the file ? (y,n,x) 0 0 0 0 0 Doesphysical information (verification) match system. information? (y,n,x) 0 0 0 0 0 tf yes to #21, were hours projected correctly (case.. closure alert received, documentation of full; pay cycle todocument the 0 0 0 0 0 received, and a case note entered projecting of -hours)? (y.n;x) 0 0 0 0 0 Was all required follow-up empioymentdata verified using an acceptable contact method and documented )i in OSST at;the'required intervals (y,n,x)? REPORT T (Attachment 2) Exhibit E ;IRO ring (Review Too tACTIVITY. INFORMATION Do the Assigned hours meet the minimum work requirements? (y.n.x) f hours recorded in the JPR screen did not meet requirements, were sanction procedures started? (y, n, x) Is there appropriate/acceptable hard copy. documentation in the file to supporthours entered in JPR screens for all weeks? (y, n, x) If yes to #27, were'the.holidayor excused hours properly recorded in: the OSST system? If study hours were recorded with:actual hours completed on the JPR screen for classroom educational activities, were the hours Tess than or equal to the number of hours approved by the training institution? Was the time interval and maximum lifetime participatiori:followed .for the :activily(es)? (y,n,x) Is the required supervision -for the activity being documented and theattendance/work hours collected at the correct interval? (y,n,x) if yes 'to.#31,.did ::the assigned'activities meet: the definition of Work Experience or Community Service and prior training, skills, and experience of the participant used to determine assignment?(y,n.x) If yes to #31, Is:the.SFWMB.approved job description and referral maintained: in the tile? (y,n,x) yes to'#31, was the worksite approved by"SFWIB prior to the start date of the participant in the activity? (y,n.x) If yes .to #31, were the, assigned hours less .than or equal to (not greater than) the hours resulting from the .calculation?: (y,n,x) if yes to #31, was<participant's progress reassessed ona monthly basis and ;properiy:documented::on the imesheet? (y,n,x) yes to #32, is the:, participant: enrolled in,a state pproved course of study at an approved Training Institution? (y,n,x) f .yes to #32,: is there.a Training Package which includes all of the required documents i.e. Pell Application and Student Aid Report (SAR), Training Plan, Training Option selection, TABE scores, Assessment results, etc.) maintained in the file? (y,n,x) If yes to #32, was written verification ofprogress obtained at required/appropriate interval: from: the training- Institution? (y;n,x) IDEFERRALS If yes to # 33, was :arrAlternative Respohsibihty.Plan (ARP) completed and signed? (y,n.x). f:yes to #33a, was acceptable documentation in the. hard file, and the Medical formssigned by a,ticensed physician? (y,n,x) - lf yes .to#33a, was: the medical deferral start date an or after the date the physician signed the documentation issuing an inability to participate? y,n,x) Were deferral follow-ups performed as required at .the appropriate intervals? ;(y,n,x) YES 0 0 0 NO 0 0 0 NIA 0 0 0 Available Points 0 0 0 Error Points 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 :0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 REPORT 2 (Attachment.2) Exhibit E AP.. HARDSHIPS If yes to #34, was a Hardship Extension Appointment Letter (AWI WTP 0004) mailed to the participant to schedule the employability review appointment? It x ontt©rang �RevievJ"�ToflP�. if yes to #7,,was the participant. eligible for the Up -Front Diversion payment or provision of services? 37 (y,n,x) Ifyes to #38, was the relocationentered in OSST? (y•n,x) If .yes to *38, was the Relocation: Assistance Package completed: and maintained in the file? {y,n,x) Ifyes-to :#38.and :the relocation was a diversion to cash. assistance, did the family meet TANFeligibifdy? {y n;x) Ifyes to #38, was a follow-up:conducted,wiith:the family to determineifthe family relocated to the agreed upon community within 90 days of receipt of relocation assistance? {y,n,x) yes:to ;r38; did the family meeteligibility criteria for relocation assistance? (yn:x) Was the severance entered in the OSST system? (y,n,x)_ (PRE -PENALTIES If yes to;#40,:was AWI Form 2290 (Notice of Failure to Participate) printed/mailed within 2 working: days of the date of failure? (y,n,x) Using the failure date sited in #40a, was an attempt to contact the, participant orally during the'10 day contact period (10 days from the date the 2290 was mailed) properly documented in the case notes? n.x If "good cause"' (spec good cause must be stated), "compliance", "'sanction", or "other" were ndicated during the review period, was the appropriate. outcome entered and properly documented? (y,n,x) YES Available NO NIA . Points 0 0 0 0 0 0 0 0 0 0 0 0 Error Points 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 .0 0 0 0 :0. '0 0 0 0 0 0 0 0 0 0 0 .0 0 0 0 :0 0 .0 0 0 0. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 (Attachment 2) Exhibit E 0 0 #DIVl01 If yes to #41, was the correct. Sanction initiated? (y,n,x) If yes to 4,i42, was the second failure within 30 days of the first failure? (y, n, x) If yes to #42, was the individual allowed three working days after the date of the second failure to provide good cause? (y,n.x) If.yes.to #42, Was the AWI 2282 mailed forthe second failure? {y,n,x) ICASE CLOSURE. I f the case was dosed or case status changed to Transitional during the review period, did the case dosure in:OSST occur following the last month of cash receipt? (y,n,x) FILE MECHANICS Was the file organized in accordance with Sr W policy? (y,: n) YES NO N/A Available Points Error Points 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Total Points: Error Rate: S c#ien fo be;ciampl Yedby'C Attestation s-, ,: (Attmchnneot2) Exhibit E ONqV (Y, N, X) VVas the work registration process completecl for tne participant? 4Was documentation of ace in the case file (must be 18 or older), fy, Was documentation in. the case file to verify U.S. citizenship.or authorization to work in the U.S.? (Y, N) Was documentation of'Selective Service Registration in the, case file If no, was there a signed and approved Selective Service Waiverin If no, and the:pa rticipant was -a, reside ntof the-U.S. between. the: ages of 18 and 26, Was the Selective Service Waiver signed and approved Was documentation of.Highest Grade -Completed in caseffle? 'Does.the documentation provided1orthe SSN in 'the file match the ll,a veteran or.eligible spouse of veteran in EFM, was there documentation in the case -file to verify that the individual.is a veteran Was priority -of service given to veterans and/or eligible spouses of was there documentation of the:low inc ome.determination in the case fi I I yesi does the calculation. documentation of. the.total family 1ncome WasAhere documentation. in- the case file that the.participent was 'determined eligible.:based on receipt of cash assistance,:Food Stampsjndividual with a disability, receipt of Supplemental Social lf,.a.dislocated worker, did the file contain documentationof lay�off, Was1he type of documentation to verify dislocation recorded correoti, Vedfication Checklist in the file completed _­Was'lhe —Eii9ibility Did the information.:shown on the Eligibility Verification Checklist match the documentation in the case file? (Y,N) Did the information shown on the: Eligibility Verification Checklist: in ',Did the file contain a correctly completed I nitial Assessment Application, (IAA)? (Applicable only for Florida reBuild 1106 thru Does the system daita match the IAA? (Applicable only for Florida Was the WIA intake Application.(M ISr1) in the filecompleted -.0- Does, the.systern data match the.WIA:Intake Application (MIS-1)? Is "begin date" entered into the system within 10 da s of date on hard copy documentation? (Y,N) YES NO Points Availabit Error Points. U C, 0 O D 0 0 O O D � O b Q O 0 0 O D O O 0 O 0 0 D D D '0 O O O D O D D O D 0 D O O 0 0 0 0 V 0 8 .0 D O U O O Q O O O 0 D D D D D O 0 0 O 0 D n O Q D O O O 0 � O D 0 D O 0 Q 0 O .0 O O 0 O V O O O 0 D 8 O V 8 0 O O Q O n 0 D O O O O D O (Attachment 2) Exhibit E a z � c►IA Adults faisfoc .' Workete: i 2 Mora.. — eposa,'(ancl"criesappllcable;spectai wijedts)i „ , )D the file contain the Limited English Proficiency (LEP) form? —use (Y N) 1f an ARRA.participant, did the participantlive in a DTA at thetime of eligibility determination? (Y, N, X) X= If eligibility fortraining.was 26 determined after 12/22/2009 and/or at the Training Expo (10/29/2009), If NationafEmergency Grant (NEG), did the package containall of the applicable NEG documentation? (Y, N, X) D ieV.E roiled' ParirciAanis - ''' .z - try ° s F t1:an Adult /dually -enrolled, was participant eligible:in accordance -with j j the locally established priority system (date) ? (Y, N, X) Was eligibility determined and supporting documentation maintained 'n the file? (Y, N, X) Was -eligibility verification checklist updated? (Y, N, X) Was WIA.Intake .Application (MIS-1 ).properly updated? (Y, N, X) Does the system .data match the WIA Intake Application (MIS-1)? (Y,; X) N, aka ASSESSMENT;'AND:"PROGRAM%CTIVITIES .... ..'. ' .� .,. ASSts..Prvtce__$;. 4 G'- 7.L ,'.kt t i��.ar ''x..,,..... as the'assistedcore". service documented in thefieor'sysfern? -. �4(Y N X) is begin date" entered into the EFM system within 10 days of date:or hard copy documentation? re, N) Was the participant eligible to receive the ':'assisted core" service? (Y;. N) ..` Was there documentation in the file,to support.. participation in assisted core service? (Y, N, X) Was the WIA •Registration/Status Change..(MlS-2) for activity in the file completed. correctly? (Y, N) Does the system data match the WIA Registration/Status.Change (MIS-2)? (Y, N) If stand: atone: assisted. core, was .the 90 day time: limitation adhered to? (Y N X) ttfertsr,f"eServrcAb���� • r � , <., � z..:F�.,r�M 4 wx ;l<vas the "intensive"': service.documented.in the:file or system? (Y, N, X) is "begin date" entered into the system within 10 days of date::on hard copy: documentation? (Y, N, X) vr. Was the participant eligible to receive"the "intensive" service? (Y, N, X) Was there documentation in the file to:support •participation in intensive services? (Y. N, X) Was the WIA Registration/Status Change,.(MIS-2) forthe.activity ;in the file. completed:correctly? (Y; N, X) t "' Does the system data match the WIA Registration/Status Change • 1(M15-2)? (Y, N, X) 1 extended, was documentation in file to support extension? IN, (Y, X) YES 0 0 0 0 0 0 0 0 "i5 Y_.X".nI ,. :.nRu..� 0 0 0 0 0 0 0 NO 0 •0 0 0 0 0 0 0 0 0 0 0 0 0 0 NIA 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Available Points 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 REPORT 2 (Attachment 2) Exhibit E ktilA aAcdtslts & Disleacated 1%ior 0,:e. '"€1 �2 Pdloniiorin sSeZi $� �i �°��.�'4,*' epro;tt(trtplud es i� appllcabl �speciai p,folP_C. f, YES NO NIA Available Points Error Points .. l,� k .1,. 1.1: '� .0 -y q fry Y"kL Z--{i�frlf� '�_X'Yz7RN »,yyi=^m �'r f' t '�C kr � "�"T'E f t �iA �i" ,�. „ L � � � d 3 �} .�. 0 4.. ry. .. .. 0 ..... ''.---R t-in,x, 0 .-.s+.:3 "w K.. 0 :is "begin date" entered.into the system within 10 days of date on hard ri copy documentation? (Y, N, X) (1TA) 0 0 0 0 __________ Was the participanteligible to receive the "training" service? '(Y,N,X) 0 0 0Participant Was partipipantunableto obtan/retain employment through intensive services?(YNX) had an interview, evaluation, or assessment and was determined to'be in need oftraning services and has the skills and qualifications tosuccessfully completethe selected program? 0 0 0 0 0 Does the case file,contain a determination of need:for:the.training 1EP?.(YN,X) services identified in the participants 0 0 0 0 0 Was the:Occupaiional'Skills Training for an iri-demand occupation? (Y, N, X) 0 0 0 0 0 If an ARRA DTA participant, was the Occupational Skills Training provided in one of the six industry: sectors indicated in the SFWIB < g � ARRAPian? (Y,N;X) "0 0 .0 '0 0 if the partcipant was not initially enrolled ARRA; however, ARRA `funds were:.used to:pay training costs;.was:the Occupational Skills Training.provided in one of the six -industry sectors:indicated in the SFWIB ARRA Plan? (YN,X) 0 0 0 0 0 Was the:training provider on the local/state approved training list? (Y N, X) .0 0 0 0 0 r If no, did the participant meet_ one of the allowed exemptions referenced in Guidance AWI Guidance WPDG-FG02? (Y, 'N, :X) 0 0 0 0 0 Was the WIA Registration/Status Change (MIS-2):forthe•activity:in the file' completed correctly?: (Y, N, .X) . 0 0 0 0 0 Does the System data match.the.W1A Registration/Status:Change (MIS-2)? (Y, N, X) 0 0 0 0 0 If extended, was there:documentation in case file tosupport extension? (Y,'N, X) If yes, were ITA costs included in the Training Enrollment Cost Table 0 0 0 0 0 Was the Pell Application "Confirmation, Award Letter, and/or'Student Aid Report maintained inthe file? (Y, N, X) 0 .0 0 0 0 0 0 0 0 0 If:not:Pell Grant eligible, is a'Letter.fromAhe Training.Agency maintained in the file? .(Y, N X) 0 .0 0 0 0 If no documentation is'in the file-from•the:participant or training 0. 0 0 0 0 9 Was the Training Plan in the file? (Y,'N, X) 0 0 0 0 0 Was the Training Plan completed :correctly:? (Y, N. X) 0` 0 0 0 0 Was the Analysis of Student Progress in the file? (Y, N, X) . 0 0 0 0 Was the Analysis of Student Progress. completed. correctly?.0 0 0 0 0 0 Was the Program Curriculum" maintained in file? (Y,, N,:X) 0 :0 0MEI • 0 a;'Were the Courses included in curriculum? (Y; 'N, X) 0 r 0 Was the current class schedule in file?. (Y, . N, X) 0 e o 0 0 , Were the Grades, Progress Report and/or Degree: Audit maintained' in the:file? (Y, N, X) e 0 0 0 If yes, was there .documentation of the credential .in the participant's file? (Y, N,:X) ._ .0 0 0 0 0 Was the date of credential accurately recorded in 'EFM?'(Y, N, X)' 0 0 0 0 0 a Was the type of credential accurately recorded in EFM? (Y, :N, X) (Attachment 2) Exhibit E YES NO N/A Available Points Error Points � `3WIA Adaatts f31slcacated Work rs PY 1 t 2,�J6orartortng g , ° ' � " s r2eccs {tncicades applaahaese sal3prolecs35 .....,. rc EMPLOYED WORKER TRAINING 1 ON THE JOB TRAINING 1 CUSTCiMIZED TRAININ6 It employed, is there documentation from the employer indicating the participant.was in need of WiAservices in order to retain their employment? (Y, N, X) X = not referred by.an.empioyer applies only to the employed worker program) 0 0 0 0 0 x . (This If participant was not referred by an employer, was there documentation indicating the participants employment does not meet the local self-sufficiency definition and that WIA services are needed in to obtain employmentthat leads.to self-suf iciency? (Y., .N, X) 0 0 0 0 0 order If customized training was provided, was it in accordance with federal guidelines? (Y;' N, X) .(X= no Customized Training provided) 0 0 0 0 0 s . If yes, did the executed custorriized_training agreement between the : 0 "employer and region include the participant'straining: position? (Y,N) • 0 0 0 0 If.On-the-Job Training (OJT) was provided, was it in accordance with federal (Y, N, X).(X= no OJT provided) 0 0 0 0 0 guidelines? If yes, was the OJT agreement: properly:executed between the erriployer and region for:theparticipant's training position?.(Y;N,X) 0 0 0 0 0 Was the required OJT documentation -inthe .case file and information centered into EFM in accordance -with SFWIB OJT_Policies and Procedures (Y, N, X) 0 0 0 0 0 „°;CAREERiPLAN LIND1VIDUALIZED EMPLOYMENT. PLAN ' .. Was Career Plan I Individualized Employment Plan (IEP) completed and/or updated at the following: : Assisted Core Services? (Y, N, X) 0 .0 0 0 0 Intensive Services? (Y, N, X) :0 .0 0 0 .0 Via$ Training? (Y, N, X) 0 0 0 0 0 Exit?. (Y, N, X) SUPPORT SER\fCES 4 :` r, . If services were not needed, was this documented in the file? (Y, N, X) 0 0 0 0 0 0. 0 0 0 0 If.serviceswere provided, was documentation:in'the•case file?'(Y, N, �roX) 0 0 0 0 0 If yes, was there documentation in the casefile ofthe needs -related to (YN,X) $� payments provided the:participant? 0 0 0 :0 0 If yes, were the.needs-reiated payments provided in compliance. with federal and:state guidelines? (Y.N,X) 0 0 0 0 . 0 supportive:services:andfor needs -related payments were.provide. to a:parti ipant, were :the:services accurately entered in EFM?. (Y, N X) EMPLC3\ M NT AND CLOSURE 4 f yes, ,was employment=verification documentation maintained in the file?.(Y, N, X) 0 0 0 0 0 Does the information on the employment verification documentation data?.(Y,N, X) 0 . 0 0 0 0 match the system 0 0 . 0 0 0 If yes, was the reason documented? (Y, N, X) 0 0 0 0 0 Was the closure;data entered in:EFM within 10 days ,of the exit day? (Y, N, X) 0 0 0 0 0 Was:the-Program Outcome form (MIS-4) maintained in the`.fi'te :completed correctly? (y, N, X) 0 0. 0 0 0 Does -the system data' match the Program Outcome form (MIS-4)? (Y,N,X) 0 0 0 0 0. If yes; was the employment verification documentation maintained in the file? (Y, N, X) 0 0 0 0 0 Does the in ormation on the employment ven cation documentation match the system data? .(Y,N, X) 4 .REPORT (Attachment 2) Exhibit E Are Its & Dtslocat` ' ncludes7applIda YES NO NIA Available Points Error Points F,O OV�t 11l?:$ERVICE$.> TM i 'Was the Follow -Up form (M1S maintained in the fife completed ,,correctly? N, N, X) Does the system data match the Follow-up forms (M1S-5)? (Y, N, X) 1st. Quarter after exit? (Y, N, X) 42nd Quarter after exit? (Y, N, X) "3rd Quarter after exit? (Y, N, X) F4th Quarter after exit? (Y, N, X) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 F,,ILE:MECHANIGS Was the face organiaed.in accordance GRIEVANCE PROCEDURES fl Dia the. customer receive a copy of SFWIB' rievance:.Proceoure•ano is a signed Acknowledgment Form and complete copy of the Grievance Procedures in the file? (Y, N) tt FV'' poiacy? ( N) FU Al O l h1 G''VE RI F (CAT' O Does fundsng'source informationicode (AD,.bVV, DL, AARRA-Ab, ARRA-DW, etc.) in • EFM match funding-sourceinformation/code in SAMS? (Y, N) Section :to be completed by Contractor 0 0 0 0 0 #DIV10! REPORT OJT MONTHLY REPORT Month of „pinelid (Attachment 3) Exhibit E 0 0 0 Page 1 of 2 2011-12 On -the -Job Training Report Summary (Month), 2011. Total Number of Company Visits Total Number of Submittals 0 Total Number of Referrals 0 Total Number Approved (Month), 2011 0 iMISEMINSIO#041WM6WEICOMPONI Total Number OfCOMpany Visits 0 Total Number of.Stbrnittals. 0 Total Number of Referrals . 0 Total NuMberApprOved• Q (Month),2011 gqiimpeakm villf :40447600fillaRROIMMIRO Total:NiArnber of Company Visits 0 Total Number of Submittals 0 Total Number of Referrals 0 Total Number Approved 0 (Attachment 3) Exhibit E Total Number of Company Visits Total Number of Submittals 0 Total Number of Referrals. Total Number Approved 0 Page 2 of 2 (Attachment 4) Exhi.bit E NTHL�t' Naive: Reporting Period: Career Center J Refugee Center: :E-mail address: Phone: Disability Coordinator's Position Title: P'l ase tasakL ;vcsur reSPoaases tti 1. p€ ssible Pcur_ e�arnl le, it not Su eXZnitsle' w ith srfrpact�and ontcO foUoWing questions a COmprchensiV and specific'::,; iegt,to sa' ou are F oc hing with,. v ou th, pl as€x provide' A.. 'er in to pProl'eaiae thseaniell,ans�n ful m Cent r ft r peop e viti disal litres '` fiat a tr izrhv henefictaries erS.,w z e you engage isahiliti s?' 1 )rovidiri� information on,'any activities tiotl engaged'' rciar.animatic and com n.unieation access .n vour:: ri. IGiei3L; A.2 What.activities have you engaged in to facilitate Seamless and corzpr access to pro{7rams'and services in Center for people with:'di ab ltties? :(B solving„ accommodation issues; technological;access;•challenges; etc.) ensiv e s A. 3 ?F'hat activities :. or train!n lunch heipe access to a prorgrain Or servi ot'conducted that involve ead a jcob ;seeker uxtli �Suceess;story) Disability Coordinator's Monthly Report Page 1 of 3 'accomi odanor rvices:.at d nro Mery r educatlOn (Attachment 4) Exhibit E ist aet�v�t c s: ou have be n invoh ed �n to deer �a achieve a,se mIess ntegrated workforce s�stert relationships' th the fol]ot ing. (1) Sobial Sec m\ drr ri ()the Ticket to � ork Pro rarn and ' �.ssl5tan�e Pro ran _ ocatior�al Rel abihtataon • rice and rna�t7ta�n off. �o�ri� �anrierstl�l�s,, Please adaress the# hn a es'and t uildin inistralion's cork Incent?r es'.Pla %ing ar�d;< Einplovri ent' e ,or (l✓ ), and (3) u itli ease prop•d� ;one eaml�lz of• hz • ou enhaoced •the collUorat� e rplatonslup byt oral and:'our ;Center (Examples: refer cl�sablt� recrprerltSto the �VII' S?ecialist. 1nv.e theiPA Benzfits Spe'eialist to,do. a piesentat�orto • staat yoif Geiter.) • 112 Please provide one example of how you enhanced the collaborative relationship between the local area ENs (under the Ticket' To Work program)and your Center (Exarnples refer disability :recipient's .to,an EN; -unVite aid EN to do;a.presentatieh to Staff atygur Cures )., o'dation mvit e one exaxri tation prcMrarn o a presentation to st B.3.1 Systems Relationships: Please indicate by checking, whether you referred any customers to these programs or contacted any of the programsregarding their services? B.3.1.a Public Housing Agencies B.3.1:b Transportation B.3.1.c Medicaid Buy -In B.3.1.d Medicaid B.3.1.e Medicare B.3.1.f Food Stamps B.3:1.g Individual Development Accounts (IDAs) Disability Coorddiiiator's.Monthly Report Page1:of 3 (Attachment 4) Exhibit E B.3.11 Other programs not listed above, please list here: B.3.2 Please indicate Iby checking below, efforts you or staff in your Center have made to improve communication with other systems of support for the following .groups of job seekers with disabilities. B.3.2.8. Transitioning Youth, in- or out,of-school youth with disabilities B.3.2.b Prisoner Re -Entry population B.3.2.c Senior Community Service Employment Programs B.3 2.d .Apprenticeship Programs B.-3.2:e Veterans B.32.f Temporary Assistance .for -Needy Families B.3.2.g. Local Mental Health agencies B3.2.h. Local Developmental Disabilities agencies B .2.i. Disability Groups, ,please list: B.3.2.j Other, please list below: R,4 Please share an example of collaboration acfvities youwere involved in 'with the bsines community to build relationships over the rcportiig period. Indicate the entities invoh ed in the collaboraiion, exp1ain the nature of the relationship including he types of activities thae ouv orKed :....i''.:.,'!.,,,,.,.:,•:1,: :•,,,,::.3...'1,,,.,'..,. ,.,:..:i2::.-ti,.-i",.:,,. complete _1-'.:.':.."-,,:,.7''..:':5:," i,'-,,..i,.:.'H• :,:it,,:.„,,'b;k-'.4'',:',.,,,,s.,' ,vit,'It:1-:.'E,..:,,...,i;,.!,.::.!,.. 2.,I,',--, .--:i:','.,.,,•4',,',.,..,-:.:.-...:''.,,,... .1':Resource.•:,:.:': .:,"..,,':::,';.'.,:..•..:.',,.'.,';'.,1:.,'.,,'.:::•':;,:.:.,'i.:,.;:..„'2.,.,....,',..•,,:,:,',,:,•'.,'.,'i.';'.,,.::'.,'.,'„:':•-..:'':„'....-•:..,,'„::::''1'.,:'6,:.:,1a.,,.',.,,.',,•,,,:,:''i-..'r::,,,'.i:,.:,.or•,.,.',,,E..•,:...,:..::,.':Locall_:•:.' -,.',.:'.-.,:!-.•i..,..::.,47F''.•,,,,"':,..a-:n;,.--:•', Action cniiiitEeIt4t.itlbrkizti;t4oraott:id4dIs'a611P:sysien-th:t,aa73.multiple en,io,ien eneed'„o'.1°-'seeket.viff'disabilities: Please siar0aii:6Nanpie,jfi)4iAduali6,eiRTi.tas,1atyol.i.11';:p0iiai:;:dic0i4.6t POitiPateldwiti.:94,t!6i7ipt,toi4c,t..1,6i;for .T!1d1kiaiii:48b,61:;.4y-#.040biiii3iiika1ct„01'04e partners !444:t06iii6,i417bl accessed'Ii'des(ilg:aac-1PP4enIai.piY;hl..,,.,,'.,,-,.:.:,,•. , CJ Local Narrative: Please share an example of how your Center has been better able to provide support, services and better employment opportunities and connections to job seekers with disabilities. Disability Coordinator's Monthly Report Page 3 of 3 ;1tJurnbersCrtrrafl i ijj 90k. ! iVtliT ij Gotc G4niy 3}„Intel 41Y /Iraini d) Ti'air, .mil/.?.,. .,t.. •... .. ......... �:Nrrnber cif Veterais.E ij ca arty; i),{,tamlveOnlq . l):IidmssSvc�T :dt�ij 41Tralrtrng nnlY'.; uinfartr, nf. indivii141 1s,Pfaced WIA MONTHLY REPORT ltkaacnmein al Exhibit E 3):l a,nsjvc/lr friing 4) Tral ring 9i,Ey„ Numher'nfiTraIniiq Related 131Oeme l+Juiraber.gf Adults: sctieeJttecl:a Number �f [�jslacaced.Worlcers sai�edtaltd iar.5a„. �xtk Ntamb�l�o'f fnilnw Caps rep{ lot th Cttrrerit Ctu'arte Ntijnbr+ oi.ijsjjvi�ilHl } the rtcat recPivc d ar ur' Nurn6i±'haf )ndiuldarafa ilia tt the i recPIve l sa t vices Fc tit4j,a year' X. (Attachment 6) Exhibit E ONE -STOP WP COMPLI UNT-SYSTEM LOG Local One -Stop Center NO. COMPLAINANT RESPONDENT 0 m cn E Against One -Stop MVP 1 CI..ATEI) REFERRED Quarter Endin. DATE RESOLVED ACTION TAKEN IN—rialmarraird ea" I— Ellis"' Rm. ri 1 grepapil mokdimm_ ih immom- iminin 14 An equal opportunity enployerlprogram. Auxiliary aids and services ate available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTYITDD equlpment via the Florida Relay Service at 711, (Attachment 7) Exhibit E MAN k GER'S REPORT ON SER' t ICES TO VETE NS Quarter Reported (Enter 1, 2, 3 or 4) Program Year (Enter 4 digits for each year, e.g., 2005/2006) One -Stop Career Center Name and Address Regional Workforce Board (RWB)Name RWB Number RWB Executive Director Telephone, Ext. No. (305) 594-7615 ext. 303. (Example: 904-2 4-3900, X2033) One -Stop Center Director Telephone, .Ext. No. Veterans' Proaram Manager Telephone, Ext. No. Name of LVER (s) Telephone, Ext. No.. I Telephone, Ext. No. SECTION I, Co -located Associates (List only those LVERs and/or DVOPs that are outstationed away from the One -Stop Career Center they are assigned, i.e., VA Clinic, TAP Site, eta) LVER Name = Location Hours Per Week or Month DVOP Name Location. Hours Per Week or Month DVOP Name ILocation Hours PerWeek or Month SECTION II, Short Term Goals VeteransEntered Employment Rate for the Prograrn Year thru this quarter. Source is J455 Report OSMIS, MIS 752. (MIS 752: Percent Total Veterans Entered Employment? RWB One -Stop Career Cen er A. Number of Chapter 31 (VA Vocational Rehabilitation) veterans assigned to this Center/Office for Case Management and Placement services .during this quarter? 1.. Number o Chapter 31 Veterans placed in suitable employment? 2. Number of Chapter 31 Veterans rehabilitated this quarter? 3. Number of Chapter 31 Veterans "discontinued" or Interrupted" by a VA approving authority? B. Problems encountered with Chapter 31 participants. Page 1 of 5 (Attachment 7) Exhibit E SECTION Ili, Report Narrative A quarterly requirement of the Manager's Report is: to provide management a written review/assessment of the Veterans' program. Address the following questions in narrative form, using any relevant information available to support a complete analysis of activities within the area covered by the report. A. Explanation of One -top Career Center processes and activities (Give a brief overview of the One -Stop processes, then how that process deals with Veterans and how priority of service isaccomplished in that process. Additionly, how Veterans priority of service is incorporated in the other One -Stop programs, i.e., WMA, FSET, etc., and how the LVER and/or DVOP staff are integrated into these processes). 1 What One -Stop processes and activities are conducted in this One Stop? 2. How is veterans' priority observed with regard to intake, job referral, and/or other One -Stop activities? Include analysis of compliance with theprovision of priority of service in the PublicLabor Exchange. 3. How are the DVOP and LVER staff integrated into the One -Stop Career Center's .processes? Page 2 of 5 (Attachment 7) Exhibit E B. Outreach Activities (Although PL 107-288 changes the tocus or Lvtr( ano uvur uuu5, r.c., LVLfl uvifIV more marketing and working with recently separated Veterans and DVOP doing more case management there is still a requirement for both the LVER and DVOP to conduct outreach activities, employer visits and organizational contacts. Contacts outside of:the .:center/office are accentual to us serving our respective. Veteran clients.) 1. How have outreach activities been conducted (i.e., seminars, career days, public relations contacts, media releases, etc.)? 2. How have outreach: activities been targeted to the intended customers. (Le., employers, Veterans, .Veterans' service organizations, community -based organizations, etc.)? 3. What is the intended result of these activities and what assessment, if any. can be made of their impact? • C. Additional Comments (Occasionally answering a question or giving direction to a. non -Veteran is not considered a 'service and should not be reported. However, if an LVER or DVOP is being asked toperform duties outside the provision of Title:38, that should be noted. Also, if there are LVER orDVOP positions that are open or will become open , annotate that It will help the SVPC and all others concerned keep accurate accounts of openings and duration of openings for funding and reporting purposes) 1. What services, .if any, have the. LVER or DVOP staff provided to non -Veterans? Explain. Page 3 of 5 (Attachment 7) Exhibit E 2. Are there significant actual or anticipated staffing issues, such as staff turnover? 3. Does the One -Stop Director and/or other One -Stop staff wish to provide any additional comments? D. Other Suggested Content (Not reauired). The Best Practices, .Special Projects and other activities will help the SVPC in preparingtraining that: will distribute the things that are making Florida the leader in Veteran Services throughout the nation to all of Florida's Regional Workforce Board areas. 1. Success stories/Best Practices (Describe any notable: successes and .explain how any Best Practices may have contributed to :the successful outcome.) 2. Special Protects. (Describe and assess any new or unique. DVVOP and/or LVER projects, accomplishments, or other initiatives. undertaken.) 3: Other LVER/DVOP/One-Stop Activities. (Describe any other .LVER/DVOP.activities performed this quarter not previouslyaddressed, such as career workshops, etc.) SECTION signatures into a Regional IV, Forwarded for Review` and Comments .(The Manager's so that it can be emailed from signet to signet. This will Report:has been formatted forelectronic also makeit easier to combine the information to the SVPC and DVET) Workforce Board Roll -up (if desired) that will te emailed ONE -STOP CAREER CENTERDIRECTOR'S COMMENTS: Signed: Date: One -Stop Career Center Director Month/Day/Year Page of 5 (Attachment 7) Exhibit E REGIONAL WORKFORCE BOARD EXECUTIVE DIRECTOR'S COMMENTS: Signed: Date: Regional Workforce Board Executive Director Month/Day/Year AWI VETERANS' PROGRAM COORDINATOR'S COMMENTS: Signed: Date: AWI VeteransProgram Coordinator Month/Day/Year U. S. DOI_ VETS COMMENTS: Signed: Date: Florida DVET . Month/Day/Year Regional Manager's Report of Services to Veterans (Quarterly Report Form) Page 5 of 5 Date of Hire (willhelp tra SFW- MONTHLY TRAINING REPORT 0 0. re: v in W 0 a .O 0) 0 CC 'C Atlanta Training; Attachment 8 (Exhibit. E) s!z ftor C. f .. .... .:. 1, ..i IIIIIIIMIIIIIMIMIIIIIIIIIIIIIIMMIMmem Mil Ell MINIM ME IMIN M 01011111•111M MI 111M111111•111111111 NM IIIIMIIMI901 11111111111101111 Ell 11111111•11111111111111 IIIM 11111 MI IIII Crellillimm==C .111111•1111•11111 MINIM MI MIN 111111111111•1111 IIIII =1•11 MIMI1111111111111.1111MME=MINI111111111111111E • mu Eittrit iC v,� =Ir.= riurig Emigd• Staff) must receive a min. of 15 hours of craning annually: ;•must be sent to the Training Unit monthly. Exhibit F DEFINITIONS Access Points: Volunteer Community Organizations providing access to employment and training services. Access Points have staff trained by the workforce system to help customers search for jobs using web -based job matching and malting appropriate•referrals.to Career Centers: Access Points work closelywith Career Centers to ensure customers receive.a full range of services they need to be job ready. Access Points do not receive. Career Center :funding to provide access point services. Administrative Costs: The allocable portion of the costs associated with specific functions and not related to the direct provision of workforce investment services, including services to .participants and employers. 20 CFR 667.220(a) Administrative Entity: The South. Florida Workforce Investment Board: (SF WEB) Adult Programs: WM Adult, WIA Dislocated Worker,:' Wagner Peyser, Supplemental Nutrition. Assistance Program. Employment and Training, CAP and Refugee Employment and Training are the Adult Programs for South Florida Workforce. Investment: Board. Aaencv for Workforce Innovation (AWf): The State of Florida .agency that administers funds and program from the U.S. Departments of Labor, Health and Human Services. Allowable Costs: Those costs which are necessary, reasonable and allowable under applicable Federal, state and local law for the proper administration and performance of the services to be: provided under this Contract. The Contractor payments or reimbursements under this Contract are for allowable costs only. Appropriate signatory: the appropriate signatory for the business shall be either the owner inhere the business is incorporated;.a partner where.the`business is a; partnership;: or an officer if the business is a corporation. Assessment: The process whereby individuals are interviewed and/or tested to determine their employability, motivation, aptitude, abilities and interests in order to develop a career plan for the attainment of the individual's career goals, Testing andcounseling are a part of the assessment process. Additional assessments as needed for proper service and referral ofcustomers :as.•described :herein may also be provided: Assisted Core Sex --vices: Individualized help that goes beyond general information and self-service: Audit: A systematic :review by :a CPA or other duly certified and licensed individual or organization to determine and report whether. Contractor's financial operationsare being properly conducted, financial reports are being presented fairly and applicable laws and regulations are being complied with. Background Screening: Search of an individual's criminal records. A background checks may include the search of driving records, former employer references, •character references. Basic Skills Deficient An individual who scores at or below. the 8th grade level on an appropriate standardized test in either English reading or computation skills. Business Services: The purpose of the Region's Business Services is to provide various services to businesses as its primary focus. This approach helps ensure that market demand is connected with labor supply and. provides specific services to the reb on's business community beyond the traditional placement services. Career Advancement Program (CAP): Former Welfare Transition Program Page.1 of 8 Definitions PY 11-12 Career Center Operator. Career Advisement: A collaborative process that assesses, plans, implements, coordinates, :monitors, and evaluates the options and services required to meet an individual career goal(s). This activity carefully and -fully documents all activities related to participant's contact and progress. Career Centers: Former One Stop Career Centers. The cornerstone of the workforce system, a center that delivers unified training, education, and employment programs and services into a single, customer -friendly system within eachcommunity. , Code of Federal Regulations (CFR): A codification of general .and permanent rules/regulations that .have been compiled by the Office of the. Federal Register and is divided into fifty (50) titles, which cover broad areas subject to Federal regulation. Co -Enrollment: The state of being a participant in two or more programs at the same time. Commercial Organization: A private for profit entity. Computer: Refers to the desktop and laptop .computers that most people use. When referring to a desktop model, the term "computer" as used herein refers to the motherboard, CPU, memory (or RAM), hard drive, video card, monitor, keyboard, mouse, and all other components attached and/or contained within the case. Contractor: The organization that enters .into a Contract with.SFWIB. Core Service: A front door service .under the workforce Investment Act (WIA) available to all job seekers if services are informational and self-service. Under the WIA.an.individual must be enrolled as a WIA Adult or Dislocated Worker .to receive staff assisted services. Cost Allocation Plan: A plan, which .identifies and distributes the cost of services provided by support staff and/or departments or functions..It is the means to substantiate and support how the costs of a program are charged to.a particular cost category. Customized Training: Training designed to meet the special requirements of an employer or a group of employers, conducted with .a commitment by the employer(s) to employ; .or continue to employ, an individual upon successful completion of the .training, and the employer pays no less than fifty (50%) percent of the cost of the training. Data in Transit: Data :being transferred via the following, hut not limited to, networks (e.g. the Internet mobile telephones, wireless microphones, wireless :intercom. systems, Bluetooth devices, .etc. Data Storage: The act of saving electronic, .audio/visual,, oral, and written information to an electronic .or conventional location forarchival purposes. Data Transmission: The .act of sending electronic, :audio/visual, oral, and written information to a specified location(s). Direct Placement: The Contractor recruits the employer and facilitates the hiring of the customers in full=time un.subsidized employment when no additional services are provided. Disability .Coordinator/Disability Navigator: The assigned staff is responsible for ensuring that the Career Center provides seamless and comprehensive.: services to persons with disabilities; increasing employment and self-sufficiency for Social Security beneficiaries: and others with disabilities; facilitating access to programs and services to individuals with disabilities; and facilitating linkage to the employer community. Page 2 of 8 Dcfinitions PY 11-12 Career Center Operator Early Learning Coalition (EEC): Former School Readiness Coalition. Florida's early learning coalitions are tasked by the legislature to administer state and federal early education programs, and to comply with high standards for child safety and program content. Eligible. or Eligibility: Refers to an individual's or business' status in relation to their ability to meet established criteria in order to receive services under the WIA, TANF or any SFWIB funded program. Employ Florida Marketplace .(EFM):.EFM is a powerful on-line labor exchange tool which connects employers to job seekers while providing access to workforce tools, resourcesand local workforce experts. The site offers job listings posted by career centers or employment providers and also uses "spidering" technology to capture openings from: recruiting pages of company websites throughout the state. Employed Worker Training: Training for an employer for their current staff in order to improve the quality of their workforce through enhanced skills attainment,productivity and competitiveness: The employer may be reimbursed up to 50% of the total training cost for workers that successfully complete training. Employability Skills Training: Employment services .delivered to an unemployed or: underemployed eligible customer with the objective :of removing barriers to employment and obtaining employment to promote economic sufficiency. These services may include resume writing, interviewing skills, telephone techniques, and job: acquisition skills. Employer Services: .Provision of Career Center services to employers as a.primary customer. Employment -Verification: Specific form signed by anemployer: and program participants that verifies the date of.ernployment,:average work hoursandrate of pay.. Encnntion Process of transforming information, using an algorithm, into: unintelligible messages that can only be .decoded by specific: individuals in order to prevent any but: the intendedrecipient from reading the data. Entrepreneurial and Self -Employment Training (ESET): A combination of :assessment, training, and .additional technicalassistance, delivered through a network of strategic partners. This method of study provides training and assistance in a more systemic and strategic;: manner by providing the specific skills and: knowledge necessary to plan, finance, start andlor expand a business. Such training should be outcome -oriented,. focused on a long-termgoal, coincide with the applicable exit strategy, and result in credential attainment. This is another .way the region can leverage its resources to support .unemployed and underemployed workers and create. jobs. Exit: Determined as follows: a participantwho has a date of.case closure, completion or known exit from Z 'IA funded or non-WIA funded partner services within the quarter (hard exit) or a participant who does not receive any WIA funded or non-WIA 'funded partners service for ninety days and is not scheduled for future services except follow-up services (soft exit): The separation of :a participant exiting the 'WIA programs, which can either, be a positive or negative exit. This individual is no longer receiving employment, training or services funded under WIA. Facility 'Costs: Costs defined as Alarm Monitoring, Common Area Maintenance, Copiers, Electricity; Equipment :Maintenance, Data Lines, File Storage, Fire Extinguisher,Janitorial, Insurance, License/Registration, Moving Expense, Parking .Fees; Telephone; Pest Control, Plants.; Postage Machines, Security Guard, Space Rental, Trash Pick-up, and Water/Sewer. Follow-up services: Services provided for :a Minh -nun of twelve 02) months following the first day of employment: or termination from a':specific program to ensure job retention, wage gains, career progress; assess service needs, and/or reengage into into a specific program. Page3 of 8 Definitions PY I 1-.12 Career Center Operator Food Stamp Employment and Training Program, (FSET): This program emphasizes work, self-sufficiency, and personal responsibility. The program strives to meet the needs of participants in gaining skills, training,. work, and experiencethat will increase the program participants' ability to obtain total self-sufficiency. The. state of Florida provides. FSET services to able-bodied adults (ages 18 - 49) without dependents (children) (ABAWDS). As of October 1, 2008, the name for this program has changed to the Supplemental Nutrition Assistance Program (SNAP). ll igh Demand Driven Occupations: This is an. occupational area, which has been designated and published by the State .as being in high demand in. the Miami -Dade or Monroe County labor market area. Educational Scholarships may be awarded for high demand occupations only. Income: Total family earnings for the last six (6) months, exclusive of unemployment compensation, child support payments, and old -age and survivors' benefits received under Section 202'ofthe .Social Security Act (42 U.S. C. 402). Individualized Responsibility Plan (RP)/Indivridual Employment Plan (IEP)/Career Plan .(CP): A contract between .the career advisor and the participants detailing a step-by-step process of setting an employment goal and accomplishing the goals which .will lead the .participants to economic self- sufficiency. It :also includes the appropriate combination of services determined during the individual's assessment. Initial Assessment Application (IAA): An on-line .application to track participant services provided by the SFWIB Contractors at all locations. Intake: Eligibility determination, initial data collection, and pre -employment or work adjustment counseling services, .including orientation, work activities, employment preparation for WIA Adult and Dislocated Adults and .CAP or TANF program customers. Intensive Services: Intensive services are provided to unemployed or underemployed. WIA Adults and Dislocated Workers who are unable to obtain, retain or upgrade employment. These services are intended to identify obstacles to employment through a comprehensive: assessment or :individual employment plan in order to determine specific services needed, such as counseling andcareer planning, referrals to community services : and, if appropriate, referrals to training. Job Placement: When an unemployed or underemployed eligible customer begins to, work in unsubsidized .employment. Job Retention: The number of consecutive days a program participant has retained employment following placement. The period of required retention is determined in accordance with the specific program and may depend .upon the activity into which .a customer is enrolled or some other predetermined length of time as established by SFWIB. Job Search Training: Training including jobclub, which provides the customers with the instruction and skills necessary to actively seek employment. Job. Seeker: individual:v,,ho is unemployedorunderemployed and in need of services to achieve employment that will assist him/her.to become self-sufficient. Job •Skills Training: Training directly related to employment in a specific occupation for which there is a written commitment by the employer to -offer employment to participants who.successfullycomplete the training and demonstrate proficiency in standard skills that are required for all employees by the employer. Job Skills Training is synonymous with customized training. Page 4 of 8 Definitions.. PY 11-12 Career Center Operator Job Upgrade: A job placement that produces anincrease of at least ten (10%)percent in an eligible customer's pay rate or results in the customers achieving: self-sufficiency. Mandated Partners: Are required state and federal entities that carries out activities or programs as; defined under WIA, Section 121 (b)(1)(B). Management Information System (1VITS): Refers to a computer -based system designed to store, transmit, and process client .data to support the activities of the program and to provide managers with the tools for organizing, evaluating and efficiently run the program. (i.e. EFM, •OSST, SAMS, etc.) Modification: A letter or formal modification executed by both parties which provides for a change to the terms and conditions of this Contract or to the services tobe provided under this Contract. National Emergency Reserve (NER): WIA. Adult / National Emergency Reserve (NER) will provide WIA Adult employment and training services/activities following the WIA Adult Program policies: and procedures. Occupational Training: Program of study provided to an individual to enhance: employability in an occupation or to improve his/her.ability to carry out.a present or future occupation. On -the -Job Training (OJT): Paid full-time employment in which the employer provides training to a participant in order for the participants: to learn the skills necessary to perform the job. One Stop Service Tracking (OSST): The One Stop Service Tracking system (OSST) is the case tracking system for the CAP and SNAP programs to track case management activities and to provide data for state and federal level reporting. Outreach: This is an effort by individuals in an organization or group to engage, connect ideas, or practices to the; efforts of other organizatlons, groups, specific audiences, the general public, or programs Participant: An individual that has-been determined eligible to participate in And who is receiving :services from a.program covered byt}is:Contract. PELL Grant: Popular name for the federal PELL Grant programs whose primary objective is to provide funding to financially needy post secondary and undergraduate students (and post secondary students :who have demonstrated a financial need) in order to meet educational-. expenses. Performance Improvement'. Plan (PIP):..A plan to improve performance set forth by South Florida Workforce that will remain until the:deficiency(s) is/are corrected.. Personal Responsibility and Work Opportunity Reconciliation Act .(PRWORA) Public Law 104-193: Federal Law that went into effect in October of 1996 which eliminated the open-ended federal entitlement program, Aid to Families with Dependent Children (AFDC), and replaced it with the Temporary Assistance for Needy Families (TANF) block grant. The TANF legislation changed the nation's welfare system from the receipt of cash assistance as an entitlement to one that requires work in exchange for time -limited assistance. Priority of Service to Veterans: Provisions taken to ensure veterans and covered persons are provided employment and training services within the integrated employment service and one -stop delivery system. Professional Placement: Network (PPN): A service offered at the Career Centers that links Professionalswith potential. employers; Profit:An amount in excess of .the cost necessary to operate a program. Profit is allowable to the extent it is reasonable as determined during contract negotiations. It includes that amount which is associated with Page 5 of Definitions PY 11-12 Career Center operator proprietary •materials included in the cost of the program. Profit may only be earned by .private for- profit organizations. Program: Activities andservices to be provided by .the Contractor under and pursuant to this Contract. Program Cost: Thecontractor's cost to deliver the contracted servicesexcluding administrative costs. Costs associated with the management of the program funded by this contract that directly and immediately benefit program customers and are necessary for effective delivery of services. Program Income: Interest earned on any advances under this Contract, income generated as a result of use or fees charged for the rental of real or personal property, fees forservices performed, conferences, the sale of commodities or items developed with contractfunds, or from the participants activities under the contract: except for OJT, or revenue in excess of costs earned by organizations other than commercial organizations. Program Year: The period between July l of a.calendar year and June 30 :of the following calendar year. PRWORA: See Personal Responsibility and Work Opportunity Reconciliation Act for definition. Rapid Response: An activity provided by the local workforce board, with funds provided by the State under WIA, Section .134(a) (1) (A), in :the case of a permanent closure or mass layoff: at a plant; facility, or enterprise, or a natural or :other disaster, that results in mass job dislocation, in order to assist dislocated workers in obtaining reemployment as soon as possible. Rapid Response Supplement: Rapid Response Supplement is to address rising unemployment rates and increased demands for assistance and training following the WIA Dislocated Workers policies and procedures. Re-employment and Eligibility Assessment (REA):.A U. S. Department. of Labor funded pilot project that will provide assessment and labor market information and job search assistance to selected UC Claimants. Referral: To direct an individual or program participant to another contractor, community based organization or agency or other community resources toreceive services; informationor. assistance. :SANS: South Florida Workforce Support Service Account Management Systemthat enabies career advisors to create, modify and track budget: accounts and expenditures for participants receiving support services. Scholarship: Formerly ITA. Training that is provided and directly linked to an occupation in demand in the local area utilizing 'eligible providers of training services" Which maximizes consumer choice in the selection of an eligible .provider. A scholarship can be used for payments of tuition and training related expenses up to the local established maximum. Self-sufficiency: The minimum amount of cash resources needed in order for a family to meet its basic needs and become self-sufficient. Service Partners (SP): Contractors. SNAP: See Supplemental Nutrition Assistance Program South Florida Workforce Investment Board (SFWIB): In March of 2006, the Miami -Dade Board of County Commissioners adopted Resolution R-315-06 which approved an Interlocal Agreement between the two chief elected officials of Miami -Dade and Monroe counties. The approval of this Interlocal Agreement, created the South. Florida Workforce lnvestment Board (SFWIB)and its current administrative structure. Statement of Work (SOW): Describes the work to be performed by the Contractor under the terms and conditions of this Contract. Pace6 of Definitions PY I 1-12 Career Center Operator Storage device: A computer storage: device is any type of device or hardware that is capable of storing data and includes, but is not limited to laptops, hard drives,: external hard drives that .connect via Firewire and USB, disks, Flash memory devices, such as USB keychain drives or iPod nanos, MP3 players, digital cameras, compact flash and SO cards, tape drives, personal digital assistants (FDA's), smart phones, etc. Subsidized. Employment:. Private sector, for .profit or not -for -profit enterprise, or public sector employment that is directly supplemented by federal or state funds: A subsidy may be provided in .the form of work supplementation, on-the-job training, incentive .payments, .tax credits and training bonuses. Supplemental Nutrition Assistance Program (SNAP): New name for the federal Food Stamp Program. The name change was mandated by the Food, Conservation and Energy Act of 2008. (P.L. 110-246) Support Service: Services such as transportation, childcare, housingassistance that are necessary to enable an individual `to participate in program activities. TARE (Test of Adult Basic Education): An adult basic skills assessment test that is designed to assess reading, mathematics, language,and spelling skills Tartlet Population: Groups .of:actual and potential users appropriate to a funding stream as the recipient of. a ;specific service(s) :or as the . primary users of specific a Career Center. The target .population may be .the population to be served by the Career Center,: a specific group within that. population, or some other group that the South Florida Workforce is aiming to serve. Temporary Assistance for Needy Families (TANF): The October 1996 PRWORA eliminated the open-ended federal entitlement program, .Aid to Families with Dependent Children (AFDC), and replaced it with the Temporary Assistance for Needy Families (TANF) block. grant. The TANF legislation changed the nation's welfaresystem from the receipt of, cashassistance as an entitlement to one that requires work in exchange for time -limited assistance. Trade Adjustment Assistance (TAA): Federally . funded program that assist workers who are totally or partially separated or may becomeseparated;from employment asa result of imports. Training :Services: Occupational 'skills training,, ..provided through. a Scholarship, on -the. job -training, or customized training programs that cornbine workplace training and :related instruction, skill upgrading and retraining entrepreneurial training, job readiness training, and adult education and literacy activities provided in combination with other training, services: Unassisted Core Services: These services are self service and informational in nature; are universally available; are tracked through work registration in the :Initial :Assessment Application (IAA) / Employ Florida (EF)/OSST, and do not require registration under the Workforce Investment Act 1998, for federal reporting purposes. Unemployment Compensation (UC): Unemployment Insurance benefit that provides temporary wage replacementfor individuals who have -lost their jobs: through no faultof their own. Universal Access: An entitlement to a basic level .of service that can be provided with minimal staff assistance by a Career :Center located in Miami -Dade or Monroe County. Unsubsidiied Employment: Full-time .:employment.of thirty-two (32) or more hours or part-time employment of less than thirty-two (32) hours per week greater than tvventyl (20) that is not directly; supplemented by federal or state funds. Paid apprenticeship and cooperative education are included in this:. activity. (In FSET, full-time is 30 hours a week or more and part-time is 29 hours a.week or less.). Page ? of 8 Definitions PY 1 i=12 Career Center Operator Veteran: For the purposes .of implementing priority of service, the Final Rule published on Decernber 19, 2008 at 73 Fed. Reg. 78132.of the "Jobs for Veterans Act" Public Law 107-288 (38 USC 4215) requires that program operators use the broad definition of veteran found in 38 U.S.C. 101(2). Under this definition, the term "veteran" means a person who served at least one day in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable, as specified in 3.8 U.S.C. 101(2). Veterans Program Veterans' Program services are fully integrated into the Career Center with services to veterans considered a total Career Center responsibility and not only the domain of the Disabled Veterans' Outreach Program (DVOP) and Local Veterans' Employment Representative(LVER) staff. Wainer Pevser (GVP): The Wagner-Peyser Act of June 6, 1933, as amended under M.A. This program is a federally funded labor exchange developed to match employers with qualified out of work individuals. It is linked to the unemployment compensation program, helpingapplicants filing for unemployment benefitsto find new employment opportunities. Welfare Transition (WT): See the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) (Locally referred to as Career Advancement Program or CAP). WIA Adult: An individual who is eighteen (18) years or older and is economically disadvantaged as defined by South Florida Workforce. WIA Dislocated Worker: An .individual who (1);has been'. terminatedor laid off or who has received notice of layoff or termination (2) is eligible for or has: exhausted unemployment compensation (3) was self employed but is unemployed as a result of general economic conditions, (3) is employed at:a facility where the employer has madea general announcement that the facility will close within one -hundred eighty days (4) is unlikely to return to his/her previous industry or occupation WIA Recistration: Certifying and documenting the WIA eligibility and priority of service of the individual served. It is also the point of service delivery where performance measurement begins and the individual begins receiving WIAfunded assisted core services. Workforce Innovation Act: (Chapter 2000-165, Laws of Florida) (W1A2000) provided for the creation of Workforce Florida Incorporated (:WFI), which is ;designated :as the principal workforce development. organization of the state,. Created for the purpose of implementing the Federal Workforce. Investment Act.. Workforce Investment Act of 1998 (WIA): Legislation that laid the framework for delivery of workforce. services at the state and local level to customers who: need the .services. The goals are to improve the quality of the workforce; reduce welfare dependency and enhance the productivity and competitiveness of the nation's economy. Work Experience: planned, structured learning experiences that take place in a workplace for a limited period of time; Work experience workplaces may be in private, for -profit, non-profit or the public sectors. Work Maturity Skills: Skills that are required to meet employer expectations for dependability and. productivity that. are essential to enable a young adult to keep a job once he or she gets hired, including, but not limited to the following: attendance, punctuality, positive attitude/behavior, appearance, interpersonal relations. and task completion. Young Adult An individual age .18 24 that meets criteriadefined in Section V-Item.:B of the Statement of Work. INTENTIONALLY LEFT BLANK Page 8of8 Definitions PY I l -12 Career Center operator Exhibit G FINANCIAL CLOSEOUT PROCEDURES Purpose The purpose of this procedure is to document and provide guidance to Contractors and South Florida Workforce Investment Board (SFWIB) staff on the required process. to close out contracts at the expiration or termination date. I%. Policv A. Contractors shall complete and .submit :a Financial Closeout for each contract on or before thirty (30) calendar days after the contract expires, or upon termination of the contract. For example; if the contract expires June 30, the Financial Closeout will be due to SFWIB on or before July 30. B. The Final Contract Invoice shall be submitted with the Financial :Closeout. All costs included with a late Financial Closeout shall be disallowed. C. If the Contractor's Final Expenditure Report :indicates that payments were made to the Contractor in excess of the actual costs of providing contracted services, the Contractor shall refund the difference to the SFWIB forthwith. If the Contractor does not repay the difference within thirty (30) calendar days following SFWIB notification of .overpayment, the SFWIB will charge theContractor'the lawful rate of interest on the outstanding amount. D The following required Financial Closeout documents shall be submitted.by the Contractor; I. Final Expenditure Report (Enclosure 1) 2. Final Contract Invoice (Exhibit 1:Of the Contract) E Upon the request of the Contractor, SFWIB Accountant.. will provide technical assistance on completing the. Financial Closeout. - Procedure A. Salaries /Wages Staff persons may be paid for absences (vacations, sick leave, etc.), if :such a provisionfor payment. is included in the Contractor's personnel policies and procedures manual that was submitted as part of the operational documents. Al]. Contractors are encouraged to allow staff to take time off rather than issue payment for leave time. Staff persons may be paid for unused vacation time once they are terminated from the. program. This payment shall be charged to staff salaries unless such payment, when added to the total salary, is such that it exceeds the maximum salary established in. the operating budget. B. Insurance The Contractor shall keep in force all insurance policies, which are applicable to their program(s). If premium refundsare due to the Contractor, the Contractor shall request that the premium be returned with a credit :invoice from the insurance company showing the. adjustment. Any refunds received by the Contractor shall be returned to SFWIB. Pagel of 2 Rev. 6.23 I C. Professional Service, Sub -Contract:& Rental Agreements The Contractor shall cancel all of the following services, which will not be applicable to any future contract with SFW1B: 1. All professionalservice.: agreements and sub -contract agreements paid by fundsgenerated from this Contract; 2. All rental contracts associated with office space, equipment, andlor vehicles and maintenance contracts which are paid with funds generated from this Contract; 3. All utility services associated with the operation of Contractor's program (i.e. telephone, electricity, water) paid by funds generated from this Contract. D. Completion of Financial Closeout 1. Final Expenditure Report (Enclosure 1): The Contractor shall. submit an actual expenditure report within thirty (30) daysfollowing the end of the contract. This report shall reflect: O A summation of the cumulative expenditures incurred by the Contractor for providing the contracted services. • A summation of the cash reimbursements and credits received by the Contractor for providing the contracted services. • The difference. between the approved expenditures and the reimbursements received .by the Contractor. This difference will reflect either an amount that .is due and payable to the Contractor or an overpayment that the Contractor received that is due and payable to SFWIB. 2. Final Contract Invoice (Exhibit I of the Contract): The Final ;Contract Invoice shall reflect only those allowable expenses incurred and paid by the Contractor for which no prior reimbursement has been received. Upon satisfactory review and approval 'of the Final Contract Invoiceand the required supporting documentation, SFWIB shall make payment to the. Contractor. E. SFWIB Accountant Responsibility The .SFWIB Accountant assigned to the contract will :provide ;technical assistance to complete the Financial Closeout upon;request.. The SFWIB Accountant will perform the following functions: 1. Verify that all required enclosures are completed,signedand dated. 2. Audit finalpayment requestand update the financial record accordingly. 3, Verify Contractor's. total expenditure against the financial record. INTENTIONALLY LEFT BLANK Page2 of 2 Enclosure 1 (Exhibit G) Contractor Name:. Program Name: Prepared By: Index Code: CUMMULATIVE PROGRAM EXPENDITURES Year to Date Expenditures Approved by SFWIB (from Reimbursement. Requests) Expenditures per Final ContractInvoice Purchases made by SFWIB on behalf of the Contractor Less: Year to Date Late Invoicing Amount Total Expenditures CUMMULATIVE REIMBURSEMENTS Year to Date Cash Payments. Received from SFWIB Purchases made ::by'SFWIB on behalf of the Contractor Total Reimbursements BALANCE 'DUE TO 1 FROM CONTRACTOR $ $ $ $ $ Pursuant to the terms of the Contractual Agreement between the Contractor listed above and the SFWIB, and in consideration of the total amounts paid to the Contractor, which equals $ the Contractordoes remise, release,.: and discharge the SFVy IB, its officers, agents, and employees, ofand from all liabilities; obligations, claims, and demands whatsoever under: or: arising from the Contractual Agreement. Name of Official Authorized to Sign the Contract Signature of Official Authorized to Sign the Contract /Date CONTRACT INVOICE Exhibit 1 A: lit' 5001, 5033 5054 5054 5054 5054 50r.•4 50 5054 50 500 Contractor. Name: Index Code: Location: Program: STAFF SALARIES Prepared By: Telephone i:: -Invoice Date: Invoice Period: it rc 1. WIA" Dt^7_ R0GRAL1COSTS„ .: Vval{, RR ' Executive Frinnes � 1.11.1.1111111111.0.11111111111111.1. MICA =-�� RetfPiC WodsJGom• $ 11111111.1.1 NMI- Dental S Life TOTAL'FRINGES . .__ ...._ • 5211 52,16 5217 :5225 5227 5229 •5613 5618 5619 5520 5621 5221 521_ 524 522 521 521. 5251 52 52 525 52 525 524 .524: 520 520 .520 520 .54 '540 540 540i 552. 523 523 523 523 524 524 524 oiCleanO 9GleaninoSu••lies 3 5:cauionsurana•air&"Main?. . 54 5 5 1 Building Lease Rent I Buiidin_ Re•air &'5%aintenance $ '- ' $ Eec to MI -- $ ® 5 Tele • of Tclt • hone 1lncfudina cell � '= $ Common Area. tint. �- S IMIIIIIIME $ ASanrr Garnace Di • osal Water& Sewer i Control Pest Pnnt n .Cam•uter.Su••lics ���- outs }de - $ 11111111111111.11111 �� - $ - $ -��5 Auto insurance Bondin• Crime Insurance Rood insurana $ General Liabiii :Insurance 1 . IMIIIIIII -r -� r 1111111111111111111111111131111111111111 $ MINIIIIMM ' Pro• Insurance I :-- IIMIIIIIINIIUIIIIIIIIIIIIIIIIUIOMIIIIIIIIIIIIIII $ I $ Local Travel. inci::fo11S • rkin•1- I Tr UMINIMMI 3 R!Town Travel Ban 0 Bank r ttin Fee S Consi:itin• Fe Pro•ramRclated eW - 7 5 Tem•ora Aoencv Staff MI Capital Equip. Inatintl;Software& I 2 Hardware 1 .b $ . � $.- Non -Capital. Equip. Knat incl..$ twale & Hardware Ca • itai.. Software E.Haniv✓am 5 Non-Ca•itat . Software & Hardware 1 - $ _ _ 1 b 4,Saetial Service Isoeclf IIMMINIMMINIMININIMMEMIIIIMMINIMMIE - 5 1 Adverhsia• NM �r 2 License'%'Permits 3 Membcrshi•sdues :&-Subscri ans $ $ 4 Registration i -a 5 StaH 7rainin• ^. ILt�iinn< R. Conferences' _� .S:'. ..:.`... .. .... $ • .;'. ": .:•.. .,..,_ S -,__..,_..... :Total Other :Exnenditures' �7oT�ACPRoaw�:mcos>•S�j.��a �� ��.�-��I.��� � ,- � _ ._ ._ _ .. —._ Page 1 of 3 Exhibit I CONTRACT INVOICE Acid P 5001lAdniintstrative Salaries: 5053 5054 5054 5054 5054 5054 5054 5054 5054 5054 (ADMINISTRATIVE" CASTS Ad VIA NER .,, Iz: rYJIA D1l�: i I '-: `iR•t_. T ..; : A -0r„, . ,. ,TOTAL.._ EXECUTIVE FRINGES FICA MICACA --� I—® RodPlan. Work/Com Ell _ — —MIIIIIIIIIIIMIMFIIIIIIIIIIII 5 5 WC 1Health .5 Dental-11=11.111 5 Disabili Life- t7TAa- FRING S 5 5210 5211 5216 5217 5225 5227 5225 5013 5516 5619 .5620 5521 5221 5219 5249 5223 5213 5215 5251 52 52 525 525 525 5241 524 507` 520 520 5201 520 520 540. •540 :540 540 522. 523 523 .523. 523 524 524 524 TOTAL SALARIES .& FRINGES SE p4 5 D 2 3 0. 1. a 7 5 S Storage Buildino Lease Rent $ — Repair8 Maintenance 5 - Building Security - .5 Electricity S - Telephone (Including cell) S - Internet Service 5 - Common Area Maint 5 Alarm. Service _ $ - Garbage Disposal S - Water& Sewer - S - Pest Control Office & Computer. Supplies incl. g -. Reproduction S Printinc (outside1 .. £ - Cleanine'Suppiies 1 _ 5 - Postage Equipment Lease /Rents 5 - Eouioment epair & Ivlaint. 5 £ • Auto Insurance Bonding insurance•:5. Crime Insurance - - S Insurance S s Flood General Liability insurance Insurance S - Property LocalTravel'(lnel. toil'&, parking) - . $ Out. Of TownTravoi $ - Payroll Pees S - Bank-Servfce•Charpe - _ $ - Audit ` 1 Consulting Fee 5 • Other:Professional Services Temporary-Agencv-Staff .5 - :5 - Capital:Equip.(not incL'Software 5 Hardware) Non -Capital Equip..tnot incl.'Software.. - - ! &.Hardware) 5 i Capita! ...Software S. Hardware - l Nan-Caoitai , Software & Hardware .. $ - l Special Services S • - 1 Backeroune.eheck-Staff - - 5 : Advertising 5 - ! License'&PPersnits Memberships duos & Subscriptions 5 - S I V Regist:aeon - - £ - i Staff Trainino 5 - '. Mectinas`& Conferences S - $ :... - .TotalOther.Expenditures-.:S. TOTAIVADMIN'CO5�TS 5-_= S '�-- Page 2 of 3 Exhibit 1 CONTRACT INVOICE INV01C Oi4LS:a O7ALPROGRAM s • t.s • TOTAL ADMIN., TOTAL PAYABLE The salary information and distribution across program funding streams are accurate and supported through detailed time sheets. hatmeet OMB A-133; OMB A-122, °PAS A-87, and Federal Requirements as outlined in the One -Stop Comprehensive Financial. Assistance Guide., published July 2002 by the U.S-.Department of Labor. ' We understand that failure to maintain the required supporting documentation for staff time andall related expenses will result in payment disallowances -that will•eithei be deducted from future contract payments and f or payabtc in full to the South Florida Workforce Investment Board. Name of Person Authorized to Sign. Reimbursement/JustificationPackages Signature of. Person Aufhorizcd to Sign ReimbursemenUJustdtcation-Packages .P8pe.3 of 3 Date Date - IS (_ ttachrnent 4) Exhibit A Career Center 'Staffing A. Clerk/Telephone Operator (non -information desk duties) i. Functions: Backroom operation •answering an automated telephone system with numerous extensions.. Answer all incoming calls and make proper connection to person requested. Provide clerical support as assigned. ii. Qualifications: 1. H.S. Diploma or GED 2. 1 year of customer service experience and experience in the operation of a multi -line .telephone system 3. Proficient with Microsoft Office applications preferred 4. Excellent conimunication.skills (must speak, read, and write in English) 5. Multilingual (Spanish and/or Creole) 6. Required to be .Tier I certified within 6 months of hire B. Customer Service;Represeutative (Director of First Impressions) i. Functions: Greet .and assist job seekers .in .the resource room, information desk, orientation, and in other assigned Career Center activities (Core and Assisted Core Services). ii.. Qualifications: 1. B.A. in education, psychology, or other related field 2. 1 year of customer service and/or sales experience 3. Proficient with Microsoft Office applications 4. Excellent communication skills (must speak, read, and write in English). 5. 'Multilingual (Spanish and/or Creole) preferred 6,. Required to be Tier I certified within 6 months of hire C. Worlshop Facilitator- is Functions: .Provide employability skills/jobreadiness workshops, coordinate ariou s trainings and workshops, follow-up and data entry. :ii. Qualifications: 1. BA. in education, psychology, or other related field 2. 1 year of instructional experience and 1 year of experience in curriculum design, designing lesson plans; or related experience 3. Proficient with Microsoft Office applications 4. Excellent communication°skills (must speak, read, and write in English) 5. Multilingual (Spanish and/or Creole) preferred 6. Required to be Tier I certified within 6 months of hire Page l• of 5 Career Center Staffing (Attachment 4) Exhibit A D. Program Specialist I i. Functions:, .Assist Career ,Center . staff. (conduct Initial Assessment Application updates, send faxes and letters, follow-up, data entry, type, file, copy, and perform related support services duties). ii. .Qualifications: 1. A.A 2. 1 year .of customer service experience 3. Proficient with Microsoft Office applications, 4. Excellent communication skills (must speak, read, and write in English) 5. Multilingual (Spanish and/or Creole) preferred 6: Required to be Tier I .certified within 6 months of hire E. Program Specialist 1I i. Functions: Eligibility for services and programs, management of data entry :for program Management Information. Systems and other duties as .assigned. ii Qualifications: 1. B.A.. in education, psychology, or other related field 2. 2 years of workforce programs .experience to include: customer service experience 3. Proficient with Microsoft. Office, applications 4. Excellent communication skills (must speak, read; and write in English) 5. Multilingual (Spanish, and/or Creole) preferred 6. Required to be Tier I certified within 6 months of hire F. . Career Advisor i. Functions: Provide comprehensive case:management for the intensive services under the workforce programs (i:e. WIA, CAP, SNAP, etc.) ii. Qualifications: 1. B.A. 2: 1 year of customer service experience 3. Proficient with Microsoft Office applications 4: Excellent communication skills (roust speak, read, and write in English) 5. Multilingual (Spanish and/or Creole) preferred 6. "Required to be Tier.I certified within 6 months of hire Page 2 of 5 Career Center Staffing (Attachment 4) Exhibit A G. Lead Career Advisor (Optional - based on Career Center need) i. Functions: Provide comprehensive case management for specialized caseload (i.e. deferrals for CAP, Employed Worker Training (EWT) for WIA, ete.) and assist program supervisor with management of workforce program services. ii. Qualifications: 1. B.A. 2. 2 years of workforce programs experience to include -customer service experience 3. Proficient with Microsoft Office applications 4. Excellent communication. skills (must speak, read, and write in English) 5. Multilingual (Spanish and/or Creole) preferred 6. Required to be Tier 1 certified within 6 months of hire H. Outreach Specialist i. .Functions: Develop worksite agreements, conduct home visits to re- engage clients, andfollow-up with employers and clients. ii. .Qualifications: 1. B.A. in education, psychology, or other related field 2. 1 year of workforce programs experience to include customer service .experience 3. Excellent communication skills (must: speak, read, and write in English) 4. Multilingual (Spanish and/orCreole) preferred Placement: Specialist i. Functions: Match qualified job seekers with :employers' placement needs. Monitor Employ "Florida Marketplace to ensure complete job seeker :registrations. ii. Qualifications: 1. B.A. 2. 2 year of workforce development or human resources experience to include customer service experience. 3. .Proficient with Microsoft Office applications 4. Excellent communication skills (must speak, read, and write in English) 5. Multilingual (Spanish and/or Creole) preferred 6. Required to be Tier I certified within 6 months of hire Page 3. of :5 Career Center Staffing (Attachment 4) Exhibit A 1. Employer Specialist i. Functions: Identify businesses and industries to develop job placement opportunities for jobseekers and convert these opportunities into. job • orders for jobseekers:.Develop and manage On -the -Job Training (OJT) agreements with businesses in the Region. ii. Qualifications: 1. B.A. (preferred:. business, publicrelations, marketing,. human resources) 2. 2 years of experience in workforce development: or business i.e. marketing, public relations, or economic development 3. Proficient with Microsoft Excel & Word applications 4. Excellent communication skills (must speak, read, and write in English) �. `Multilingual (Spanish and/or Creole) preferred 6. Required to be Tier I certified within 6 months of hire K. 'Business Consultant (Minirnum .one per Respondent) i. Functions: Interface with the business community within Miami -Dade and Monroe Counties and other duties as assigned by the SFWTB Business Services Manager. Promote and develop training and financial business incentives (i.e. ,EWT, OTT, etc.): ii. Qualifications: 1. B.A. (preferred: business, public relations, marketing, or . . economics) 4 years of experience in business i.e. marketing,: public relations, or economic development . Proficient with Microsoft Excel and Word applications 4. Excellent comrunication skills +`must speak; read, and write in English} �. Multilingual (Spanish and/or Creole) preferred 6. Required to be Tier.I certified within 2 months of hire Workforce Program Supervisor i.. Functions: ' Manage, supervise, perform quality assurance, and monitor workforce program services and staff Qualifications: 1. B.A. (preferred: business,public relations, or human resources) 2. 2 years of supervisory experience to include experience in workforce development, economic development, or human resources. 3. Proficient with Microsoft Office applications 4. Excellent communication skills (must speak, read, and write in English) 5. Multilingual (Spanish andlor Creole) preferred 6. Required to be Tier 1 certified within 6 months of hire. 7. Required to be Tier 2 certified within 9 months of:hire Career Center Staffing (Attachment 4) Exhibit A M. Workforce Center Director/Manager i.. Functions: Manage; supervise, and monitor.. Career Center operations,. program services and staff. ii. Qualifications: 1. B.A. (business, public administration, or human resources) 2. Masters preferred 3. 4 years of management and supervisory experience to include experience in workforce development, economic development, or human resources 4. Proficient with Microsoft Office applications 5. Excellent communication skills (must speak, read, and write in English) 6. Multilingual (Spanish and/or Creole) preferred 7. Required to be. Tier 1 certified within 6 months of hire 8. Required to be Tier 2 certified within 9 months of hire INTENTIONALLY LEFT BLANK Page..5 of.5 Career Center Staffing Exhibit B CODE OF BUSINESS FillICS AF WAVJT Code of Miami -Dade County Section 2-8.1(i) I, being duly sworn, hereby state and certify that this firra'has- -adopted a Code of Business Ethics that is fully compliant with the requirements of Section 2-8.1(i) of the Code of Miami -Dade County as amended. I further acknowiedge that failure to comply with the adopted Code. of Business Ethicsshall render any contract with Miami - Dade County voidable, and subject this firm to debarment from County work pursuant to Section;10-38(3i)(2) of the Code of Miami -Dade County as amended. I further acknowledge that failure to submit this affidavitshall render this firm ineligible for contract award. By: 20 Signature of Affiant Date / - / / / / / / / Printed Name of Affiant and .Title Federal Employer Identification Number Printed Name of. Firm Address of Firm SUBSCRIBED AND SWORN TO (or affirmed) before .me -this day of ,.20___ He/She is personally known.to me or'has presented as identification. Type of identification Signature of Notary Serial Number Print or .Stainp .Name of Notary Expiration Date Notary Public — State of Notary Seal Exhibit C ADMINISTRATIVE CHECKLIST FOR CONTRACT COMPLIANCE SELF -ASSESSMENT. TOOL Agency name, address, e-mail, telephone and fax numbers: This certification is to assure SFWIB that the contracted Agency has adequate administrative procedures in place to ensure that funds disbursed by SFWIB •will be safeguarded as outlined in OMB circulars and the Code of Federal Regulations. This certification is not a waiver concerning Administrative, Programmatic, or: Quality. Assurance Monitoring. 'SFWIB reserve the right to conduct on site monitoring of contracted Agencies as it deems necessary. Please answer .all questions by .checking off :the. applicable :box. If you need to .provide additional information or cannot respond to a question,please attach an explanation on a separate page or contact Dulce Quinones, .CFE, CFSA, FCWP-I, Contracts Compliance . Supervisor of the Office . of Continuous Improvement(OCI) at (305) 594-7615, extension: 356. A letter precedes_ each of .the items .in this tool as follows: M = Mandatory or required item denotes items that are the minimumstandards and for which full compliance is required. R = Recommended 'item or denotes best practice ;items. that, while not required, are considered best practice in the; administration of grants. Please provide a brief explanation on any negative response indicated. DO Self -Assessment Tool /Desk. Monitoring Review, Page 1 of.21 Revised 5. 17. 11. Prior<Assessmen + . Corrective Actions. Objective: To determine the Agency's prior performance and its;abi/ity to implement new procedures as needed to improve management and meet contractual requirements. M - Review last year's assessments of the: Agency's Administration. Were there any ('� findings, areas of concerns, or other issues that need to be revisited or reviewed? e If No or Not Applicable, skip this section. M - Was A Corrective Action Plan submitted by the Agency? M - .Was the Corrective Action Plan submitted on time? M - Were the proposed corrective actions acceptable to the funding agency? M - Were the corrective actions implemented? If Yes, when? If No, please elaborate (attach additional pages as needed) Yes No M Did the corrective actions implemented correct the problem(s)? If No, please elaborate (attach additional pages as needed) es N NW,' M - Does the Agency have a.copy of the Corrective Action Plan? M - Were prior assessment results shared with management?" N9 - Were prior: assessment results shared With the President/Executive: Director? R. Were prior assessment results. shared 'with the President of the Board of Directors? Comments: Administration and Governance r Board of Directs s Objective; To determine the capabilities and cultural competency of the Agency's Board of Directors (BOD) to serve the target populations. M - Is there a complete and updated BOD list available? To be considered complete, the BOD list should include each member's position, field of expertise, direct contact information (address, phone, e-mail and fax), gender, race, ethnicity, and expiration term of the position: oci Self -Assessment Tool.../ Desk Monitoring. Review, Page 2 of 21 R - .Does the membership .of the BOD include .expertise that would promote .the proper operation of the Agency and further the goals of the program? es No The BOD should include individuals with experience in administration, contracts, and fiscal management. In addition, the .BOD should include individuals with experience in pursuing the program goals (i.e. physician for health programs, a teacher for training programs, or child development expert for Head .Start Programs) R - Is the .BOD ethnically representative of the populations served by the Agency? i 1 •Yes No R - Does the Agency provide pre -service and in-service training to Board members? R - Does the BOD have a well -developed structure (committees)? List'the active committees and names of the. members Yes IP R - Does the Agency have; a clearly defined Strategic Plan? R - Does the BOD :receive: and review an Annual Report from the Agency's Staff? Comments: Yes No NA BOD Meetings, Minutes: and.. Resolutions. I' Objective: To .determine the level of involvement of the Board of Directors; and thattheir procedures follow those recognized as: best practise. R Does the BOD meeton.a regular basis? (Check one) Full Board _ Monthly _ Annually Quarterly — Semi-annually Other: (specify) Executive Board :Monthly _ Annually Quarterly >Semi-annually Other (specify) Committees _ Monthly — Annually :Quarterly _ Semi-annually Other (specify:) Please indicate the last three (3) BOD meetings: M Are meeting minutes detailed and complete? R - Do minutes indicate that budgetary.; financial, ;and programmatic information is presented to the board? G - Does an authorized representative of the BOD sign the minutes? M - Are BOD resolutions properly executed and .documented in the meeting minutes? - Are BOD resolutions signed by an authorized BOD representative? OCI Self -Assessment Tool / Desk Monitoring Review, Page 3 of 21 SOD Meetings, Minutes and •Resolutions Yes No N/A Comments: Agency Policies Objective: To ensure that the Agency has a. setof policies that establish proper operating procedures and adherence to thee law governing its operations. A well developed set of policies and procedures safeguard the Agency and its funders byclarifying expected behavior. Thesepolicies may be included in the employee manual M - Does the Agency have a written Personnel Policy? M - Does the Agency have an Accounting Policy and Procedures. Manual? M - Does the Agency have a written Drug -Free Workplace Policy? M - Does the Agency have a written Equal Employment Opportunity Policy? M - Does the Agency have a written Florida Clean Indoor Air Act Policy? M - Does the Agency' have a written Family and Medical Leave Policy? R Does the Agency have a written Sexual '& Unlawful Harassment Policy? R - Does the Agency have a written Code of Ethics? R .- Does the Agency have.a written policy regarding. Conflict of Interest? Yes No Yes No N A e tdO ]iVA es. No N A Yes Wo NJA Yes No WA] Yes No Yes No M - Does the Agency have.a written policy regarding Nepotism? M - Does the Agency have written procedures to protect client confidentiality? M Does Agency have clearpolicies addressing' access to public records? R- Does Agency have written emergency plans/procedures? (This may be a requirement for some funders) M - Does the Agency .have written Client Grievance .procedures? M — Does the Agency have an Affirmative Action policy? Comments: Other: '":' Objective: Availability and familiarity . with the Agencys By -Laws and Articles of Incorporation are considered best practices in the admininstration` of a non-profit organization. In addition, a dear organizational chart provides an overview of the chain of command helpful both for the internal staff and outside reviewers. M -'Are the Agency's By -Laws available: for review? NIA OCI Self- Assessment Tool / Desk Morintoririg Review, Page 4 of 21 M - Are the Agency's Articles of Incorporation available for review? M - Is the Agency registered with .the State .of;Florida Secretary of State? - Is there an organizational chart available that reflects the current organization of the Agency and provides dearly delineated chain -of -command? R Is there an .organizational chart for the program(s) funded and does it provide a clearly delineated ,chain -of -command? Comments: 'Client Participation Objective: .To identifythe Agency's efforts to . involve the populations served :in the operations of. the agency and in the manner services are. provided, R - Does the Agency perform any Needs Assessment activities? ( j es No R - Does the Agency .have a mechanism':in place. to .monitor and respond to client comments: and: complaints in a systematic matter? Yes iv/A R - Does Agency have procedures to involve ,the consumer in the decision making process? Check all that apply _ Consumer representatives in. BOD? _ Community Advisory Board or Committee? Consumer Evaluation Survey? Other? Please explain: Comments:• Personnel General wxt Objectives: These questions provide an overview ofthe capabilities of the Agency in managing human resources issues:and establising and following its own procedures:as.required by bestpractises. M - Are the oblicies and .procedures included in the -Personnel Policy followed? Ni - Does the Agency have, established Job Qualifications :that adhere to SFWIB policy? ' es 'Yo NJP iM - Are employee records securely stored (under lock.& key)? P - Are Equal Employment Opportunity, Worker's Compensation, Family and Medical Leave Act, Child Labor Act, Fair Labor Standard Act, Minimum Wage, Migrant Yes No Seasonal Workers Protection, and .other mandated or relevant posters :conspicuously displayed by the agency? M - Review staffing levels and current Vacancies. Does'the agency have problems p with staff turn. over.. If so, has the agency taken steps to resolve the issue? Explain and provide documentation, if available, to document the Agency's es No N A efforts. OCI Self -Assessment Tool / Desk Monitoring Review,Page 5 of.21 Comments: Personnel/Empltoyee:File Objective: To ensure that the Agency properly documents how employees arescreened for a particular position, how employees are informed of the policies governing their workand how they would be evaluated In addition, these questions seek to determine the Agency's capability to maintain required documentation and abide by requirements regarding their staff such as testing, qualifications, licenses, and training. Select a random sample of employee files and review them to determine whether the following documentation is present and current. Note that Agencies that subcontract with individuals must keep similar files for the subcontracted individuals and those are to be reviewed following the same guidelines as personnel files. M Signed job application (resume is not sufficient) or subcontract detailing the scope of services to be provided. Yes No N A M - Proof of education (copies of diplomas, degrees and/or transcripts). Ps M - Required licenses (If applicable, they must be current). M - Background screening (must be renewed according to program requirements). This may: be required for some staff working with children or youth. R - Drug screening. R - Physical/TB test (must be renewed according to program requirements). This may be required for some staff working with children or youth. M — Signed jobdescription with performance standards. M - Annual: Performance/Employee Evaluation. Part —1-9 Form. M — Current W-4. M - Proof of achievement of required hours of training (i.e. Tier 1). M - Proof of receipt of the Agency's Policy & Procedures. Comments: Payrcll'Records Objective: To .determine if the Agency has appropriate procedures to track the payroll costs and that these .coincide with those. approved by.thefunding agency:. M - Does .staff, including management, document their work hours through a time sheet -or punch click? M - Are time records signed by both the employee and/or the supervisor? OCI Self -Assessment Tool / Desk. Monitoring Review, Page 6 of 21 Yes No N/A M - Payroll Registers: - Do they include staff name, salary, hours worked, payroll period, and deductions. - Do they reflect employee's time allocation among programs? (� ' M - Employees positions and salaries match the budget approved by the funding agency? es o A 4 - For employees charged to the .program, the recorded time worked matches time paid as reflected in the payroll register? Yes No rv/A Comments: Payroll Taxes Objective: To ensure that the Agency . is calculating and remitting all payroll : taxes, including unemployment compensation, to theappropriate agencies in a timely manner. • - Are withholding and FICA taxes deposited :on a timely basis and in accordance 63 }� with payroll register :data? es 1 0� M - Was. the Quarterly IRS Form #941 properly completed, submitted, and payroll taxes timely remitted to the regulatory agency? (Trace : payment to bank ems WR statement) M - Is the Yearly IRS :Form #990 properly completed, submitted, and paid on time? � (Trace payment to . bank :statement) M Was the Quarterly Florida Form :#UCT-6 properly completed, submitted and Unemployment Compensation taxes timely 'remitted to the regulatory agency? Yes IVo NSA (Trace payment to bank statement) M -.Were all Tax.or'Insurance payments made on time (by .due .date)? 4es iv1A If No above, were interest and penalties assessed againstthe agency? es n If interest and ;penalties were assessed, were these costs allocated to any public funding source? es o M Are IRS .W-2 Forms distributed in a timely manner to current andprior employees? es . No N/A M - Were the IRS 1090 Forms distributed in a .timely manner to all contract employees? Yes o M - Was the Social Security filing done in a timely manner?.. Yes i o fd/A Comments: Other Perscmhel Related;Paythents Objective: To ensure that. Fringe benefit payments are made in a .timely manner that avoids penalties and ensures continued coverage and compliance:withcurrent regulations M - Are payments to the following made in a timely manner? - Health Insurance Provider - Life .Insurance Provider YeS IVO11 N/A I I OCI-Self-Assessment Tool [Desk Monitoring Review, Page 7-of 2 — Dental Insurance Provider — Vision Insurance Provider - Other. Insurance Provider(s). Please list: INE If the Agency offers a retirement plan, are ;employee contributions and/or employer contribution deposited/submitted in a timely fashion? M — If the Agency offers a defined contribution retirement plan and hasat least 100 eligible (need not be participating). staff, was an audit of the plan completed? Comments: Yes No N/A CW P Nip iR .Yes No Yes 6'{ A Fiscal LGeneral Objective: To obtain a pictureof. the Agency's overall fiscal capabilities. , M - Are internal policies, and procedures as listed .in the Agency's Accounting Policy and Procedures Manua! followed? This can be established by interviewing staff to gauge familiarity with the manual or by choosing a .sample -of :policies and testing adherence to it. M Review the distribution of fiscal duties (i.e. who approves the expense, who cuts the check, who mails the payment) Is the distribution of duties :adequate to :safeguard .assets? 4 - .Chart of 'Accounts: — Does it support proper allocation by having revenue and expense categories properly identified by program? — Does:it have an unallowable cost code .to..properly identify unallowable costs? — Does :it include general ledger .account .codes, accountdescriptions and account status? Yes No N)A Ws 63 Yes No N/A M - Indirect Cost. — Is there a cost :allocation plan in: writing and is it representative of the allocation used? Review the Agency's cost allocation plan for reasonableness (i.e. are the: indirect costs charged to the program .representative of the program's ;size as compared to others operated by the agency?). Is it in .compliance with the Guidance? American (ARRA) ecovery & Reinvestmen No lei No I nll� - Are ARRA funds :clearly distinguishable from non-ARRA funding and can be tracked? M -.Is there an establish process for collecting the data needed from all 'levels for i ; financial ; reporting? Yes M Does the agency have resolution activities in process for any open audit findings, investigations, or fiscal system problems? M - Does the agency have internal controls sufficient to mitigate the risk of waste, fraud and abuse? Yes No No Yes No Yes No N/A N/A N/A N/A OCI Self -Assessment Tool / Desk Monitoring Review, Page 8 of 21 M - Does the agency have written policies and procedures addressing — Procurement — Cost Accounting Yes No N/A Yes No N/A — Tracking and Reporting Yes No N/A — Close out L_.J 1J LJ Yes No N/A M - For participants receiving stipends: 1 — Is there clear guidance what they were given for and proper documentation is Yes No N/A maintained to identify the participant? Comments: 1 1 Bank Objective: To ensure that the Agency has the appropriate cash . flow to meet the needs of the .program, that its management keeps abreast of the Agency's cash flow, and that it has taken steps to protect itself from fraudulent activities, 8 - Are bank statements reconciled monthly? Yes No N/A 8 - .Do :the preparer and .the immediate supervisor sign the reconciliation? Yes No N/A M -,Are adjusts rnents properly documented.. and explained? Yes No N/A 8 - Review bank statements to determine the cash flow position of the Agency. — Do bank statements reflect returned checks clue: to insufficient funds? — Do .bank statements reflect a positive balance at the end of the month? Yes No N/A N/A M - Are checks pre -numbered? R - Do checks have an expiration date? To limit liability, it is recommended that check be marked with an expiration date, for example "Void after 90 days". :Some funders have guidelines and requirements as to what the valid period of a check may be. M — Does Agency have a policy for signing .checks (i.e. checks in excess of x amount require two. signatures)? Note Agency's policy:: Yes N/A Yes Yes No N/A N/A. R — Are blank checks and the specimen signature stamp stored securely (under lock and key)? R Are voided checks mutilated in some manner (i.e. signature section removed, perforated)? Comments: YeswNo N/A Yes oCI Self -Assessment Tool / Desk Monitoring • Review, Page 9 of 21 Journals.& Ledgers Objective: To: ensure that the Agency has an accounting system that properly tracks all financial activities for the program. M - Does the. Accounting System include these major components: - Cash Receipts Journal? (i.e. deposit log, receipts book) - Cash Disbursements Journal? (Le. check register) - Accounts. Payable? - Accounts Receivable? - General Ledger? 63 Yes Nod • •W VelP M - Are entries to journals performed in.a timely manner (approximately 30 days)? M - Are Receipts and Disbursements reconciled monthly with the General Ledger? M - Are adjustments properly documented and explained (journal entries)? Comments: Lpidgei. Objective: Toensure that the Agency's expenditures match those approved by the funder and .that .the budget matchesthe needs of the. program. M - .Does the Agency maintain an agency -wide budget by funding source and .� expenditure :category? es o iR lit - 'Does the Agency `:prepare a cash -flow analysis (expenditures vs. revenues) at leastquarterly? es o /A M - Does Agency prepare a .Budget Variance Report or otherwise track expenditures versus budgeted ar'nounts on a regular (not more than quarterly) basis? Yes No l li`9 - Do expenditure rates follow those expected from the budget approvedby the funder? es o A If No, can the Agency explain variances or is there a plan of action to reallocate resources? es o Comments: Accounts Pa able Objective: To ensure thatpaymei& are . properly.documented and that the Agency have procedures to protect its assets from unnecessary expenditures such as penalties and duplicate payments. Selecta random number ,of. charges from the .general ledger provided and test to deterrnine the`following: !t -.:Are payments:generated by an original invoice? OCI Seff-Assessment Tool / Desk Monitoring Review, Page 10 of 21. Yes No N/A M — Do invoices detail the number of units, description, unit cost, and total? Yes No N A M — Is payment approved by authorized staff/management? M — Are invoices effectively cancelled to avoid duplicate payments? (i.e. marked "Paid") Yes No V A . M — Do check and invoice amounts agree? M — Are invoices paid in a timely manner? (i.e. within 30 days) M — Are cancelled or imaged checks (front and back) available? �f [ Yes No lV A For Tax-exempt Agencies ON,Y, j—j Is Agency paying Sales Taxes. j) Nj If YES, is Agency filing for Sales Tax refunds from the State Department of Revenue? es o Comments: €betty asl7 Objective: To ensure that cash expenditures are only used . to meet small emergency needs •and . that the policies governing the petty cash, are designed to safeguard the assets :of the program and the Agency. NIA PsTo e�/A es No tV/A es No NA Yes f>to i Yes No i A NJA. e5 ll 3 M — Does the Agency use a petty cash fund for any program expenses? If Yes, review petty cash .policies and procedures for the following: Is the petty cash fund balanced periodically.? Is petty cash used ONLY for small purchases (less than $15)? Does Agency have a,policy .to:perform "surprise" checks on :the .fund? - Is there documentation that such policy :is implemented? — Is the -petty cash fund replenished ONLY by check? - Are the petty cash funds securely stored (under lock & key)? — Are the expenses authorized and signed by a : person other or person receiving money? — Is documentation available to back up the expenditures funds? Comments: than the custodian of the petty cash 'Doca�menthtion protocols; Objective: To ensure that the Agency have policies in place to protect itself and its clients by safeguarding its documentationand storing it as required by law. OCI Self Assessment Tool / Desk Monitoring Review, Page.11 of 21 M — Does the Agency have.a policy to maintain and store documentation as required by law and the individual funders? Note that each program, funder, and the IRS have different storage requirements. In addition, fiscal documentation and client files may have different storage requirements under the same contract. When documents fall in more than one category, they must be stored for the longest period required. M — Does the Agency have policies to safeguard client confidentiality? Yes No N/A M — Are computerized records password protected? Yes No N/A M — Are hard copy fileskept under lock and key? Yes No N/A M — Does the Agency have protocols to protect computer -based documents and records? (i.e. back-up onto a medium that is stored in a fire-resistant safe) Yes No N/A Comments: f , Procurement �' ,.- Objective: To ensure that materials and services purchased with grant funds areproperly reviewed and approved and are utilized by the program incurring the expense.. Inaddition, practices: such as using products with recycled materials :support socially desirable causes. M— Does the Agency have written procurement policies (may be part of the Fiscal or Administrative Policy & Procedures manual), including emergency purchasing Yes o procedures? M — Do the -policies require written quotes for purchases? Please specify the qualifying characteristic that, according to agency policies, Yes No N/A triggers the need for written quotes (i.e. amount, type of equipment, sub- contract, etc.): M Do purchase orders dearly identify the .program/center:for which the, purchase is i being made? Yes No N/A R — Do purchases :require`theapproval of management? M — For State Contracts ONLY: — Per Chapter 946, Florida Statutes, the Prison Rehabilitative Industries and Diversified Enterprises (PRIDE) is considered as .a source of goods. des No C�l/A — Where possible, products or materials with recycled content is used. � 5 iS nTo — Small and Minority Businesses are utilized, when possible, as sources of r materials, equipment coonstruction, and services per section 2870945, Florida es Statutes. Comments: OCI Self -Assessment Tool / Desk Monitoring Review, Page 12 of 21 ;In -Kind :Contributions Objective: To identify the Agency's efforts in collaboration and ensuring that in -kind requirements for each funding source aremetand do not conflict with each other. To ensure that in -kind contributions are .utilized in accordance with the intention of the contributor. M- Does this Agency receive in -kind contributions? If Yes, review for the following: M Does Agency have procedures in place to record receipt of in -kind contributions (materials, services o.r cash)? M - Are in -kind contributionsproperly.. allocated to the program .for which they are made? M - Are in -kind contributions utilized in accordance with the intent of the contributor? M Are contributions reasonably valued? M -.Are in -kind contributions reported to funders appropriately and accurately? M - Are the procedures utilized by the Agency sufficient to ensure that contributions are only reported. once? Comments: Teo Yes � (V1A , Yes No f�/A Yes Yes nto ]� 6' Ta'8u'e%:Exi3er9Ses Objective: To ensure that travel expenses are properly reviewed and approved and that reimbursement procedures comply with best practices and singleaudit requirements. lM —Does the Agency have policies and procedures'in reference to.staff travel? es 6; M Does out-of-town travel require prior approval by appropriate management staff / and funding source? es o N A 8 - Are travel expense .reimbursement requests properly documented with original invoices, boarding. passes, receipts, and other: documentation,as ..applicable? .es io % M - Is the Agency using appropriaterates for items that have a fixed reimbursement J1 rate such as per diem or mileage rates? Yes No N A M — Do forms used to claim local travel reimbursement provide at least the following: Odometer reading for trip starts and finish. - Destination (including name and address) - Purpose/Reason - Statement signed by employee that report is true and accurate - Supervisor approval Comments: Oti Self -Assessment Tool l Desk Monitoring Review, Page 13 of 21 11)117$0eatiriiRevenues .1RONIZEMMentwaiiiiinfitaltatM . Objective: To ensure that revenues generated through the program are properly managed and re4nvested in a manner consistent with the intent of the funder. - Does this program generate .revenues? If yes, review procedures to determine the following: Ws FqR - Does the Agency have procedures for collection of such revenue (i.e. fees, interests)? - Are revenues promptly deposited in the bank account of the program (within 48 hours)? Ps WP W - Does the Agency prepare a periodic (monthly or quarterly) revenue flow report? - Are these revenues re -invested in program activities or otherwise expended as•allowed by the program funder? c-71 6=1 W R - Does the agency reconcile reimbursements received from funders against the amounts billed? Ci? C3P Comments: .Propertii-. • VIMESAMMEMANUALMECA1 Objective: To ensure that the Agency properly documents, tracks, and safeguards the fixed assets purchased with public funds. Perform only .if the Agency has been funded, 'in current or prior funding cycles, for fixed assets such as equipment, building, or building improvements. This test includes fixed price contracts where rates were based on calculations that included capital expenditures. M•-•Does the fixed asset register include the following information and is signed and dated by the preparer: - Description of the equipment - Manufacturer's:serial number, model number, or other identification number - Acquisition date and unit acquisition cost Funding source that hold the tile - Location and condition of the equipment Custodian of the equipment - Disposition data, including date and method of disposal M - Is a physical inventory taken and recorded on an annual basis? M.- Are property records reconciled to the General Ledger at least once annually? M - Perform a physical inventory of a sample drawn from the fixed assets register. Do they agree? Note any discrepancies. M - Are fixed assets being .used in accordance with funding intent? M - Are fixed assets paid for by the funders paid in full and free from liens? Yes Wo:: CNI;j ;Ps ePs Ps No Ps PA OCI Self -Assessment Tool / Desk Monitoring Review, Page 14 of 21 Property M — Do disposal procedures include prior approval from funder? Yes •No %N A M — Were fixed assets purchased within the contract period in which they were approved / funded? Yes No J R- Does the agency has.a written fixed assets policies and procedures? f I 1-1 Yes No N/A Comments: Sub -Contractors Objective: To ensure that payments made to subcontractors and consulnts are .properly documented and supported by properly executed contracts and/or agreements. To ensure that work performed by agents outside the Agency meet the needs • of the program and the intent of the funders. Perform only if there are sub -contracts in place being paid with funding covered by this monitoring visit. Note: •Reviewer should differentiate between subcontracts for indirect and direct services (i.e. equipment maintenance versusTriedical•treatment) in reviewing the following: M — Are sub -contracts :allowed under this .funding? .Some funding sources do not allow the use of sub -contracts to deliver direct services. Yes tvo t��A ivi - Was the sub -contract submitted to the funding source for approval prior to entering into the contract if required? Yes No N A M - Do authorizedindividuals from both the Agency and the sub -contractor sign the sub -contract? P9 — :Does the sub -contract include specific details regarding the scope of work and {� the payment method? Yes No N/A R;— Is the sub -contract conditioned to annual renewal? i--I R Are sub -contractors required to carry liability insurance? � Yes No N A . M- Does the sub -contract include language to allow the termination .of the same before its expiration? It should include, at a minimum, language that allows termination due to lack of perf�rmance by the sub -contractor or due to funding cuts or termination. M- Does the subcontract contain all clauses and. provisions required by the program regarding record retention, privacy, access to records, and others? This test applies mostly to sub -contracts for direct services to clients/customers. Comments: Yes No N/A Yes N/A iLicensestt Accrediitatio : Object/lie: To ensure that the Agencyhas received the appropriate licenses and such to meet the needs of the program and comply with local, state, and federal statutes. M — Are occupational .licenses current and appropriate for the use? 'Yes No N/A M — Do inspection reports show any areas of concern or non-compliance? If Yes, has Agency taken steps to correct these areas? If No, please elaborate: `t'es Pao Te5 IVO iR OCI Self -Assessment Tool / Desk Monitoring Review,Page 15 of 21 M - If the services offered require special operational licenses, are they .current and appropriate? es o M Required Licenses: [� j� Expiration Yes tvo cj Expiration e Imo i Expiration Yes cW -Ex -ration Comments: ... insurance Objective: To .ensure that the Agency has .adequate insurance to cover its risk exposure in continued operations regardless of lawsuits or. catastrophes. M - Review the Agency's Accord .Forrn to determine which :radicles are the foliowing: - Commercial General liability Expiration Date: Amount: - Property:(only:if:capital equipment exists) Expiration Date: - Worker's Compensation Expiration Date: Worker's Unemployment Compensation Expiration Date: - Automobile Liability Expiration Date: Amount: - Professional Liability insurance Expiration Date: ;Amount: - Director's & Officers Expiration Date: - Fidelity Bond: Expiration Date: M -.Please include the insurance ratings of the current insurance companies Comments: a manner that ensures in place. The Agency should have Yes No NIA • C 6s 1 i Yes No N/A Yes Now (N//AA Y-c�s No Nj� l) ' f 1 Credit Card Transactions Objective: To ensure that the policies governing the use of corporate credit cards are designed to safeguard the assets of the program and the Agency and not used to eircuvent normal purchasing policies, Complete this section if corporate credit cards have been issued in the Agency's name: M - Does the Agency perform :monthly account reconciliation for ail credit card �] accounts? Yes No N A M-.Are :original -receipts attached to the statement? M - Review the number,size, and :type of transactions. Are they; reasonable and do OCT Self -Assessment Tool / Desk: Monitoring. Review, P Yes No f�A ge [ 3 6of21 Credit Card Transactions not circumvent normal purchasing policies and controls? M — Does the .Agency have a written agreement with employees who are issued a corporate credit card? If Yes, answer the following: — Does the agreement require the employee to submit original receipts for expenses charged to the card? — Does the agreement require that the employee return the card at the end of employment or at any prior to separation? — Does the agreement include provisions to ensure that employee pay for personal items or other non -allowable expenses charged to .the credit card? M — Does the Agency maintain a list of who has been issued credit cards and their corresponding credit card number? M — Corporate credit cards that are loaned to employees are controlled through a log: or some other mechanism, indicating date loaned, person's name, purchase amount and description, and .date returned. M — Are personal purchases being made by the cardholder? If yes, please elaborate on what steps the agency took to recuperate those funds and end the practice: Yes ( I Yes No N A Yes c\lo I tv/A Yes t�fo % R — Does the agency have written credit card policies and procedures governing the I l 1 ! credit cards? Yes No N/A Comments: OCI Self-Assessment•Taol / Desk Monitoririg Review; Page 17 of 2f DECLARATIONS - TO BE COMPLETED BY ALL CONTRACTORS 1. Please provide a complete accounting of any and ail transactions of business completed .during the past twelve (12) months between your Agency and other entities or businesses owned or controlled by members of the Board of Directors and / or senior management. Please provide copies of representative invoices for these transactions and describe what steps were taken to ensure that the amounts paid were reasonable and competitive. 2. Are there any Board Members employed by any business or entity that has conducted any financial transactions with your :Agency during the past twelve (12) months? If so, please provide an accounting and copies of representative: invoices for thesetransactions and also explain what steps were taken to assure that the amounts paid were reasonable. 3. Please list any and ;all civil litigation pending against your Agency. Include a statement as to the amount of each claim and whether such potential for loss is covered by insurance, 4. Are any amounts or reports due to the. Internal Revenue Service and/or the State of Florida that have notbeen.paid or filed? Specify amounts, reports, and :due .dates. S. Please list all .persons_ and their titles currently authorized to: sign contract(s) with SFWIB on behalf of your Agency. 6. Please list your independent auditor, their office address, telephone and fax number: OCI SeIf Assessment Tool / Desk Monitoring Review, Page iB;of 21 7. Has there been .any change in structure / operations of your Agency over the past year? If yes, please describe in detail. 8. Has there been staff turnover in key positions? If .yes, what are the affected positions and reasons for the turnover? 9. Has there been any client grievances ./ complaints filed against your Agency? .If yes, what was :the nature ofthe .grievances, dates, and other pertinent information?Explain in detail. 10. Do you operate, satellite sites? If so, how niany locations? Is the management of the satellite offices decentralized or centralized? 0 I Self -Assessment / Desk Monitoring, Page 19 of 21 CERTIFICATION: I hereby certify that the answers provided in this self -assessment document are true and accurate to the best of my knowledge. I understand that falsification or misrepresentation of any form on any question: is considered a breach of contract _which may lead to the immediate termination of all contracts with SFWIB. Signature — President/Executive Director Date Print Name President/Executive Director Signature - Presideritof the Board Date Print Name - President of: the Board Signature Controller/FiscalDirector Date Print Name = Controller/Fiscal Director 'OCT Seff-Assessment Tool / Desk Monitoring Review, Page 20 of 21 ATTACHMENT A LIST OF DOCUMENTS TO BE PROVIDED FOR ADMINISTRATIVE DESK REVIEW 1.. Most: recent independent audit. If already submitted to SFWIB, please provide date submitted 2. Management letter accompanying last. independent audit. If already submitted to SFWIB, please provide date. submitted 3. Most recent financial reports to -management to include: • Trial balance ✓ .Balance sheet • Income statement • Expenditure report • Budget variance report • Aging schedule of accounts payable and accounts receivable Agency -wide operating budget 4. Minutes of the three (3) most recent board and finance committee meetings. 5. The two (2) .most recent Employer's Quarterly Federal Tax Return submitted to the IRS (Form 941) :and the Florida Department of Revenue Employer's .Quarterly Report submitted to the State of Florida (Form UC1=6), as well as copies of supporting documentation .evidencing the deposit of payroll taxes and payment of :Unemployment:Cornpensation taxes. 6. Copies of the three (3) most recent month's bank statements and reconciliation's for each account. 7. Current chart of accounts, 8. A current roster listing themembers of the Board of Directors, ;to include position, addresses, telephone numbers, e-mail addresses, fax number, gender, race, ethnicity and terra expiration. 9. A.copy of the check: registers for the most recent .three ::(3) month period. 10. A;copy of the three (3) mostrecent months of corporate credit card statements, if applicable, for each account. 11. An employee roster. that .includes their position, titles, professional licenses / certifications, assigned departments; and percentage allocated, if applicable. 12. Payroll registers for :the last two (2) pay periods. 13. Cost Allocation Plan. 14. A copy of any Subcontractor or Professional :Agreements, whose costs has been charged in whole or in part directly or indirectly to SFWIB funds. 15. If program income was earned, pleaseprovide the allocation of the revenue to program funds or its disposition. 16. Fixed assets trial balance. OQ Self -Assessment / Desk Monitoring, Paae 21 of 21 Exhibit D BALANCED SCORECARD PERFORMANCE AND PAYMENT FOR PERFORMANCE PY'•I1-I2 The Contractor shall be paid; barring disallowances, the full amount of the monthly reimbursement request based upon the 1.00%. of the contracted amount. Performance measures are based upon.a. five percent (5%a) of the_ contracted amount. I: Seventy (70%) percent of the performance requirements shall be based upon Individual Career Center performance, and thirty (30%) percent of the performance requirements shall be based upon Combined Regional and Individual Career Center Performance (as specified in Attachment 1 -Balanced Scorecard Report Specifications and Attachment 2- Performance Requirements); which shall be applied for PY' I 1-12..as follows: Lack :of performance during the contract :period shall affect the Contractor's future funding allocation -.based upon the percentage of.the :measure that .was not met as set forth in Attachment 2 :Performance Requirements for the Career Center not meeting the performance and based upon 5% of the contracted amountas specified in Attachment 3, Future Funding Provisions as follows: II. Individual Career 'Center (ICC) Performance (70"/%) ICC Performance shall .be measured at theCareer`Center Level. A. If the Individual Career Center meets the. ICC .perforrn:ance measures defined in Attachment 1- Balanced Scorecard Report SpeciIicatons and set forth in Attachment 2 Performance Requirements: The Contractor's funding for the subsequent year shall not be affected should the Contractor be awarded ;a..contract. B. If the Individual Career. Center does not .meet, the ICC Performance measures defined in Attachment 1- Balanced `Scorecard;Report Specifications and set forth in Attachment 2 -'Performance .Requirements: Should the Contractor be awarded a contract for the subsequent year, an amount based upon the percentage of the measure that was not met as specified in :Attachment 3 — Future Funding Provisions for the Career Center, shall be deducted from the funding award .ofthe subsequent year. III. Combined Regional and Individual Career Center` Performance (30%) Combined Performance shall be measured Regionally and by Individual Career :Center. The Region's performance is the Gateway to. the Individual Career Center for the performance indicators defined. in Attachment 1- Balanced 'Scorecard Report Specifications. A. If the Region and the Individual Career Center meet the performance measures defined in Attachment 1- Balanced Scorecard' Report Specifications and set.forth in Attachment 2 =-:Performance Requirements: The contractor's funding for the subsequent year shall not be affected should the Contractor be awarded a contract. Page a of 2 City of Miami PY' 11-12. Exhibit D B. If the Region and the Individual Career Center :do not meet the performance measures defined in Attachment 1- Balanced Scorecard Report Specificationsand set: forth in Attachment: 2 .Performance.Req uirements: Should the:Contractor be awarded.a contract for the subsequent year, an amount based upon the percentage of the measure that was not rnet as specified in Attachment 3 — Future Funding Provisions for the Career Center, shall be deducted from the funding award of thesubsequent year. W. Periods of Performance Measurement * A. ICC performance and Combined Regional and Individual Career Center performance shall be measured cumulativelyduring the following PY'11-12.periods: January2011* to March 31, 2012 *Period of Performance Measurementshall begin on first day of service delivery when the Career Center opens. SFWIB reservesthe right to make future funding decisions ,based upon the Contractor's individual performance by Career Center arid/or Combined overall performance as set forth in Attachment 1 - Balanced Scorecard Report Specifications and Attachment -' Performance .Requirements, attached hereto and incorporated herein. Page 2of2 City of Miami PY' -12 Attachment 1 (Exhibit D) CareerCenter Balanced. Scorecard Report Specifications Date updated: September 30t", 2011 1.1. Purpose The purpose of the 2011-2012 South Florida Workforce Investment Board (SBWIB) Balanced Scorecard is to strengthen our workforce service delivery system and to become highly effective and efficient by simplifying complex; measures systems., integrating multilevel performance indicators .and focusing on the basics such as employment outcome and self-sufficiency. The Balanced Scorecard is a pay point structure that provides the corner stone for the organizational cultural change necessary to embrace practical and versatile business solutions to improve employment opportunities for all jobseekers and increase our businesses competitive advantage in a global economy. The Balanced .Scorecard acts as .a measurement :system, strategic management system, and communication tool. It provides a .compass for resource allocation to our Contractors by sorting and prioritizing dozens .of state and federal mandates. It simplifies the .complex and perplexing Workforce performancesystem which in turn enhances the ability of our :Contractors to allocate human capital and financial resources in areas that shall collectively benefit our regional performance. The SFWI8 :pay point structure is derived from the local, state and federal mandated ,measures. The comprehensive multilevel performance measures system was used to distinguish the organization' goals and define the Balanced Scorecard measures. This system shall 'assist the Region in exceeding perforrnance and serving all participants: The graphbelow illustrates the vertical :integration of the multilevel perforrnance measures system. In the past, the workforce service :delivery system :has been consistently bombarded with sophisticated rnethods and techniques used to evaluate performance. inadvertently, the Workforce service delivery system's focus was diverted from the niost basicgoals such as employment outcome and self-sufficiency. This document .describes the report selection criteria, the reporting elements, and logic that shall be used to obtain -the different reporting elements; It is organized in sections based on the report requirements provided by:staff. Please.refer'to:the:table . below for abbreviations used throughout. this document. Page.1 of 10 Attachment i (Exhibit D) Acronym rsterns � Programs OSST One -Stop Service Tracking CAP (Welfare Transition) Program and Food Stamp Employment and Training Program (FSET) EFM Employed Florida Marketplace WIA Adult (WIA AD), W1A Dislocated Worker (WIA DL) and Wagner Peyser (WP) Programs SAMS Service Account Management System All programs 1.2..Report Details Data shall be obtained from .the OSST, SAMS and EFM data warehouse. The state's data warehouse is downloaded 'nightly into the local data warehouse. As per user specifications, the following methodology was defined: Required Measures (7©%) - per Center fi) Level of Services Methodology The measure consists of WIA and WP participants served and shall equate 85 percent (85%) of the. level .of services per -center. The. allocated percent is calculated based on thecenter's percentageof the total (administrative, .programmatic, SAMS, and AWI staffing allocations) funding allocation excluding FSET and CAP funding divided'by the Region's total funding: The 85 percent (85%) of the Level. of Services :is calculated using the -Centers funding percentage times 85 percent (85%). o The total;# WIA and WP of..participants served by center ©ivided:;by The total:# of WIA and-WP participants -served in the region Data Source The data for this measure: is collected and analyzed using the EFM system. 2) Level of Services lndicatorfor Special Cusiomer:Groups Methodology The measure consists Of WIA and WP special customer groups served and shall equate 85 percent (85%) of the level of :services per center. The allocated percent is calculated based on the center's percentage of the .total (administrative, programmatic, SAMS, and AWI staffing allocations) funding allocation excluding: FSET and CAP funding :dividedby the Region's total funding. The 85 percent (85%) of the Level of Services is calculated using the Center's funding percentage times 85 percent (85%). Note: Adult Programsspecial include the disabled, veterans, and offenders. Page 2 of 10 Attachment 1 (Exhibit D) o The total.# of WIA and WP special customer groups served by center Divided by The: total .#of.WIA and WP special: groupsserved in the region Data Source The data for this measure is collected and analyzed using the EFM system. 3) Training Completion Rate Methodology The measure consists of those WIA, TM, and CAP participants who completed training in SAMS divided by the number of participants who enrolled in training in SAMS, received a training .voucher, and the training voucher was paid with a completion or any of the closure reasons. A training :account with a paid training voucher and one of the following completion reasons "Never Attended (NE), Training Program Transfer (TT), or Cancelled Enrollment (CE)" shall be filtered from the denominator as follows: 0 NE - If :a training account ends with .completion reason of NE and the participant received a training voucher and the training voucher was paid for the same .training account, ..then the training, account shall be calculated in the: denominator. TT - If training account ends with completion reason of TT andtheparticipant is not enrolled in training on or after the. actual enddate of the transfer, then the training account, shall be calculated in the denominator. CE - This option is no 'longer available in SAMS. However, if a training account ends with completion reason of CE, then the .training :account shall count in the denominator. 0 The total :# of participants who completed training in SAMS with a.paid training voucher Divided by total # of participants who show a completion orany of the closure reasons with a. paid training voucher Data Source The data on he completion of the raining is collected and analyzed using SAMS. 4) Training Completion Placement Rate Methodology The measure consists of those participants who training and obtained employment within 180 days of training completion divided by the number of participants .who completed training within 180 days of training.completion .during:the reported period. Page 3of10 Attachment 1 (Exhibit D) o The total # of participants who completed training and obtained employment within 180 days of training completion Divided by the total_# of participants whocompleted training. within 180 days of training completion Data Source Training completion information is collected and analyzed using SAMS. The placement information is obtained from .EFM, OSST, and SAMS. 5) Training Related Placements Methodology The measure consists of those .participants :who completed :training, obtained employment and have been placed in.a training related .occupation within 180 days :of training :completion divided by the number of participants who completed training and were .placed within 180 days of training completion duringthe reportedperiod. o _ The total # of participants who completed trainingandobtained employment and have been placed in training related occupation within 180 days of training completion during the reported period Divided: by the total # of participants who completed training and obtained employment within 1800 days of training completion during the reported :period ' Data Source Training completion and training :occupational codes .are collected :and analyzed using SAMS. The placement information and occupational codes (O"Net) codes are obtained from EFM and SAMS systems. The O'Net codes are used :to map the :training occupations with the placement occupations. 6) WIA Employment Gateway Methodology The measure consists of the. total number of WIA Adult (AD) and WIA Dislocated Worker (DL) placements.: Note: The Career Center shall at a :minimum meet the WIA Employment standard as well as their total Employment After Services Standard for payment. The WIA Employment standard does not include the Ernployed Worker Training/Customized Training Program trainee or a participant employed at registration. o The total # of WIA. AD and DL participants who obtained employment Hire date shall be within the reporting period. Data Source The data shall be obtained from the EFM system.: Hire date shall bewithin the reporting period. Page 4of10 Attachment 1 (Exhibit D) 7) Net Economic Benefit Per Placement after Training Methodology The measure consists of the Average Economic Benefit minus the Total Expenditure per Placement. TheAverageEconomic Benefit consists,of:the Average -Wage Rate multiplied by•2080 (hours) o The Average Wage Rate for the Number Placements with a training completion up to 180 days after training completion date. • The Total Expenditure per Placement consists of the Total Completion Expenditures divided by the Number of Placements. o Total Completion Expenditures consists of the Number of Completions multiplied by the Average. Cost': per Participant with a. training completion. o Number of Placements consists of those participants trained and employed up to 180 days after trainingcompletion date. © The. Average Economic' Benefit - The Total Expenditure per Placement. Note: The measure consists of data for Individual Training Accounts :(ITA)<only. Data Source Training completionis collected .and analyzed using SAMS_ The placement :information is obtained from EFM,.OSST; and SAMS. 8) Employment After Services Methodology The measure consists of the. total number: of all unduplicated .employments after services per center. and per year. The following methodology was defined per program: • Wagner Peyser - all placements as a result of a referral :to a: job order. • CAP - unsubsidized placementsenteredin the OSST system. • FSET - unsubsidized placements entered: in the OSST system. ▪ WIA Adull and Dislocated Workers - same as the WIA Employment Gateway measure. o The total # 'of participants who obtained employment. All hire dates shall be within the reporting period. Data Source The data shall be: obtained from the EFM. and ''OSST -systems. 9) Employment After Services within 90' Days After Work Registration Methodology The measure consists of the total number of all unduplicated: employments after services per center and per year within 90 days after work registration/enrollment in WP .EFM. The following methodology was defined: per program: o The total # of participants who obtained employment within 90 days after work registration/enrollment in WP EFM. All hire dates shall be:withinthe reporting period. Page 5 of 10 Attachment 1 (Exhibit D) Data Source The data shall be obtained from the EFM and OSST.systems. 10) Cost Per Placement Methodology The measure consists of the Career Center's total contract award plus the SAMS allocations and AWI staff cost (total salaries of all WP staff assigned) divided by the total number of Employment After Services. o the Career Center's total contract award :plus the SAMS allocations and AWI staff cost (total salaries of all AWI staff assigned) Divided by the total ## of. Employment After Services Data Source The placement: information; is obtained from EFM, OSST,-and SAMS. 11) Increase Self -Sufficiency Placement Methodology The measure has beeri defined as the total number of .placements that .were made where the average wage is greater than or:equal '$.14. Setf=Sufficiency Placements unduplicated per program percenter per year. Contractors are expected :to ..meet or exceed 14% of their total employment. Note: This measure shall. include. participants :employed at re.gistration..(not an Employed Worker Training.Program/Customized Training -Program trainee) obtaining additional employment. o •## of job placements placed ;@ 5:$14. The hire.date shall be within the reporting: period. :Data Source The data shall be.obtainedfrom the:EFM.and 'OSST systems: 12) Job .Order Index Methodology The number of all new job orders entered during the reporting period. Labor certificationis excluded in the calculation of the Career Center performance. o ## of new.:job orders added in the system during the: reporting period Data Source The data shall be obtained from 'the EFM system.. Page 6of10 Attachment 1 (Exhibit D) 13) Job Order Index. above $14 Methodology The number of all new: job orders entered during the reporting period with a minimum hourly wage of $14. Labor certification is excluded in :the.calculation.of the CareerCenterperformance. o # of new job orders added in the system during the reporting per hour Data Source Thedata shall be obtained from the EFM system. 14) Quality -Assurance Measures Methodology This measure: consists of the following Quality Assurance (QA) .measures: 3. 4 5 6 7 8 9 10 11 12 13 14 1.5 16 17 18 19 period 5 $1.4 easuresl. Tracking of Customers using IAA Express 100% Work Registrations (at.least.80% match of: complete EFM and foil IAA registrations) At least 80% of EF:Registrations must be complete Referral:to Placement Ratio:at:35% and above At least.80 %.of Customers.over 90 days must have .a staff assisted service Soft Exits Report 100 % Complete Job Order Management Tool - must :meet :at"least 80% Mee or Exceed: Project Goals:(i.e. OJT/ Paid Work Experience/EWT/Subsidized Employment) Review Tool - must :meet at:least"80%o of,standards: (WP) Review Too - must meet at least 80% ,of standards (CAP) Data Validation (WJA) .3 % or less Error Rate Data Validation (CAP) 3 % or less: Error Rate OCI'File .Review (CAP) 3%°,or less Error Rate OCI Program Review.(WP) 3 % or less Error Rate OC1:File Review (WIA) 3 % or Tess Error Rate OCI File Review (SNAP) 3 % or less Error Rate OCI.File Review(REA) 3 %orless Error Rate Training ExpenditureRate Must be at 80% of budgeted staff INTENTIONALLY LEFT BLANK Page 7of 10 Attachment (Exhibit b) Combined Regional / Per Center (30%) The regional measures is a :gateway to the per center performance: "The following common measures have been defined. 15) Jobs Openings. Filled Rate Methodology The measure has been defined .as'the number of job openings filled from the job orders in the Job Order Index measure .divided by the total number of job openings in the job orders. The job orders to be excluded in the measure are: those on hold or are still open. o The total#.of job openings filled in the job orders Divided by the total #:of job openings .in the job orders Data Source The data shall be obtained from the :EFM.system. 16). WP Entered Employment Rate Methodology The number of all Wagner Peyser participants placed during the 90 days following `their exit date:. Exits are defined as .pariicipantsWho have not had a service within :the next 3.months from the last reportable service in the reporting period. o The total # of.'all:WP:participants placed:atexit Divided :by the total ##of WP:.participants who exit Data source The data shall,be<obtained 'from the EFM`System. 17) 1/VIA Adult Entered Employment Rate Methodology Measures the numberof those adults unemployed at registration and the percent of all adults placed in employment atexit. o The -total:# of all Adult participants: placed at exit Divided by the total # of Adult participants :who exit Data Source The data shall be. obtained from the EFM system.. Page 8'of 10. Attachment 1 (Exhibit D) 18) WMA Dislocated Worker Entered Employment Rate Methodology Measures the percent of all dislocated workers placed in employment at exit. o The total # of all Dislocated ,Workers participants placed at exit Divided by the total # of Dislocated Workers participants who exit Data Source. The data shall be obtained from the EFM system. 19) W/A_Adult Employed Worker Outcome Rate Methodology Measures the percent of those adults employed at registration that remain in employment. and attain a. credential at exit. o The total # of adults employed at registration, remain in employment and who attain a credential at exit Divided by the 'total #.of.adults employed at registration who exit Data Source The .data .shall be obtainedfrom the EFM system. 20) : Career Advancement Program: (CAP) Entered Employment Rate Methodology The measure consists of the number of all CAP participants placed within 45 days before or after closure date divided by the total number of closed participants .within the reporting period. o The total # of all CAP participants placed within 45 days before or after closure. Divided by the total # of closed participants within the reporting period Data :Source The data shall be frorn the OSST system. 21) CAP All Family Participation. Rate Methodology The measure consists of the total number of families receiving TANF including a work eligible adult or minor head -of -household who is engaged in work activity for the month. o The total # of CAP participants receiving (TCA)- that is engaged in a Federal allowable countable. activity Divided by the total # of CAP participants receiving Temporary Cash Assistance (TCA) Page:9 of 10. Attachment 1 (Exhibit D) Data Source The data shall be obtained from the SystemReviewTool,•OSST, and MMR. 22) CAP Two Parent Participation Rate Methodology The measure consists of the number of Two Parent families receiving TANF that include a work eligible adult or minor head -of -household who is engaged in work for the month. o The total # of Two -Parent CAP participants receiving (TCA) that is engaged in Federal allowable countable activities Divided by the total # of Two -Parent. CAP participants receiving (TCA) Data Source The data shall be obtained from the System Review Tool .OSST, and MMR. 23) Short -Term Veterans Entered Employment Rate Methodology The measure consists .of the nurnber .of Veteran exiters who were: identified as placed in EFM in the 90 days foHowng thew exit date. divided by the number of Veteranparticipants who were unemployed at their date ofparticipation and were exited after 90 days. o The total # of Veteran exiters who were identified as placed within .90 days of the exit date Divided by the total # of Veteran participants :who were unemployed at their date of participation and were exited after 90 days Data Source The data shall be obtained: from the EFM system. 24) Food Stamp: Employment &Training (FSET): Entered Employment Rate. Methodology The measure consists of the number of all FSET participants placed after any (non -automated) Job Activity, Service, or Training is opened during the reporting period divided by the total number of :participants with any (non -automated) Job Activity, Service, or Training opened during the reporting period. o The total # .of all FSET participants placed after any (non -automated) Job Activity, Service, or Training is opened. Divided by the total ## of FSET participants with. any (non -automated) Job Activity, Service, or Training opened. Data Source The data shall be obtained from the OSST system. Page 10.of 10 70°A City of Miami. Balanced Scorecard Quarterly Pay Points 2011- 2012 Standard Pay Point 1 Level of Services Level of Services for Special Groups Training Completions Rate Training Completions Placement Rate Training Related Placements Employrnent WIA* Training Net Economic Benefit Per Placement Employment After Services Employment Within 90 Days After Work Registration Cost Per Placement Self -Sufficiency 14% of Employment at $14 Job Orders Index Job Orders Index 28% of $14 and above Quality Assurance Measures 85% 85% 70% 70°/0 70% 28 $22,829 325 2'11 $ 1,922 45 5% 5% 4% 8°/0 5% 7% 4% 6% 7% 4°/0 220 62 4% 4°/0 •10% 70% RcOonaI i.Pee:Cetite 30% Jobs Opening Filled Rate WP Entered Employment Rate WIA Adult EER WIA Dislocated Worker EER WIA Emp Worker Outcome CAP Entered Employment Rate CAP. Participation Rate CAP Two -Family Participation Rate Short Term Veterans EER FSET EER Attachment 2 (Exhibit D) Standard 62% 35% 97% 94% 95% 35% 55% 88% 30% 20% .Pay Point 4% 2% 2% 2% 4% 4% 3% 4%, 1 °A 30% * Employment WIA is the gateway measure to the Employment After Services Performance Measure ** Regional/ Per Center: Regional Performance is the gateway to the, Per Center Performance ***Each QA Measure has its standard and not ell QA measures will be measured each quarter (Attachment 3) Exhibit D FUTURE FUNDING PROVISIONS • , - • ,,,,,.. ::,- = \ ,::,;..,,,,,, v. ,,,,,,,,,A:::,-, Performance Amount Total YOF ityot.MiamI)Y $ 74,410.26 Level of Services Level of Services Indicator for Special Groups Training Completions Rate Training Completion Placements Rate Training Related Placements Rate WIA Employment (Gateway to .EAS) Training Net EconornicIBenefit Per. Placement Employment After Services Employment Within 90 Days AfterWork Registration (65%) Cost Per Placement 14 % Self -Sufficiency of Employment at S14 Job Orders Index Job Orders Index 35% of $14 and above Quality Assurance Meausures 5% 5% 4% 5% 7% 4% io 3,720:52 3,720.52 2,976.41 3,720 52 .$ 3,720.52 $ 5,208 72 2,976.41 4,464.62 7% $ 5208.72 4% .4% • 4% Jobs Opening FilleciRate WP 'Entered. Employment Rate (EER) WIA Adult EER WIA.Dislocated.Worker EER 10% $ 2,976 41 :2,976.41 2,976.41 7,441.03 -4% :$ -297.6.41" 4% :$ 2;97E41 2% 2% •s, W1A Employed Worker Outcome CAP EER CAP Participation Rate- All family. CAP Participation Rate- Two Parent Veteran's EER 2% 4%. 1,488.21 1,488.21 $ 1,488.21 2,976 41 .4% .2,976A1 3')/o 4% $ 2,232.31 :$ -/"::SETEER 17Q 2,976.41 744 05 Exhibit E PY.'11---12 WS REPORTING REQUIREMENTS ReportDescription I Due Date Submit to: Office of Continuous Improvement (OCI) Self -.Assessment Tool Not later than` 30 calendar days after contract execution. Finance Cost Allocation Plan Not later than 30 calendar days after contract execution Administration Inventory Report As set forthIn written instructions from SFWIB. Limited EngliSh Proficiency (LEP) :Survey April 22, 2012 . Adult Programs Manaacr: One (1) Original INTRANET REQUIRED REPORTS 10th of each 111011th Contracts Manager Staffing , New Hire —Termination Form (Attachment 1) Supervisory Quality Assurance Review (Attachment 2) 10th of each month Quality Assurance Staff OJT Report "(Attachment 3) :10th of each month Business -Services Disability.Coordinator's Monthly Report. (A.ttaChment4) 10th of each month E ADA Coordinator WIA Monthly Report • (Attachment 5) •month 3rd Thursday of each , Adult Programs Wagner-Peyser.Complaint Resolution System Log . (Attachnaent 6) 10th ofeach month 1 Adult Programs - AWI Manager's Report on Services to 'Veterans • (Attachment 7) - October 10, 201.1 . January 12, 2012 . April 10, 2012 Adult Programs — AWI 10th of each month Training Coordinator Monthly Training Report (Attachment 8) Page I of 1 C. TOTAL PAYMENT Subject to the availability of funds to the SFWIB, .the maximum amount payable for services rendered under this .cost reimbursement and performance -based Contractshall not exceed S1,488,206.00 as distributed among the programs set :forth in. the tables below. Both parties .agree that if funding available to the S.FWIB • is reduced for any reason, the amount payable under this Contract .may be reduced at the option andsole; discretion of the SFWIB. City of!1 II:tn i Program Costs Administrative Costs • 174667 19;18a $ 4,0''4. $ i' 1ocatcd `: r,rl e Response, S •2:16,935 $ 24,104 $ 43,643. $ 4,149 S 721,682 S 8=0,187 7.1 964 7996. 74,786 8,310 $ 33,684 $ 3,743. $ 1,339.,385 148,821 Total 100% Allocation 191,852 $ 4,471 $ 241,039 S 48;49Z 3 801,869 s 79,960 $ 83,096 8 37,427 3 1,488,206 D. STATEMENT OF WORK The Contractor agrees to render services in :accordance with .Exhibit A, Statement of Work, attached hereto and incorporated: herein by reference: hereto asif fully set forth herein. The Contractor shall implement the Statement of Work set forth in Exhibit A in a manner deemed satisfactory to the SFWIB, in the sole discretion of the SFWIB.. Any modification to the Statement of Work shall not be effective until approved, in writing, by SFWFB. CONDITIONS PRECEDENT The Contractor shall provide to the SFWIB, prior :to commencement of performance under this Contract, the following documentation: 1. Board of Directors Requirements. The Contractor shall insure that the :Contractor's Board of Directors or governing body is apprisedof the fiscal, administrative and contractual obligations of theservices funded through 'the SFWIB by passage of a formal resolution _authorizing execution of the Contract with SFWIB. 2. Certificate of Corporate Status.: if a Corporation. The Contractor shall submit to the SFWIB a certificate of status in the name of the Contractor, which certifies the following: that the Contractor is organized under the .laws -of the..: State of Florida or another state; that all fees and penalties have been . paid; that the Contractor's most recent annual report has been filed; that. Contractor'sstatus is active; and that the Contractor has not filed Articles of.Dissolution. 3. Articles of Incorporation- and Corporate By -Laws (If Applicable). 4: Limited Liability Company (LLC Affidavit Of Applicable). $. Financial and .Compliance Audit The Contractor is required to have performed an annual certified public :accountant's opinion and.. related financial statements in accordance with the single Audit Act Amendments of 1996 and compliance with the State of Florida requirements and the U.S. Office of Management and Budget (OMB) Circulars A-87, A-110, A-122 and A-133, whichever are: applicable: Contractor is required to submit an original copy of the Audit Report within the time line specified in OMB A-133. Page 2 of 31 PY'11-12 Contract Career Center Operator (City of Miami) 'F. LNSURANCE The .Contractor; as a self -insured governmentalentity, shall provide to SFWIB, prior to the execution of this Agreement, a letter from the Contractor stating that the Contractor is self -insured andmaintains an ongoing Self -Insurance Program as allowed under the Florida Statutes and that such self-insurance offers protection applicable to the Contractor's officers; employees, servants and agents while acting within the scope: of their employment with the Contractor. SFWIB shall not disburse any funds. until SFWIB is provided with the letter of self-insurance and SFWIB has approved such document. G. CERTIF.ICATION .OF CONDUCT The Contractor shall comply with all federal, state and local laws related to conflict of interest, nepotism .and criminal and fraudulent activities. H. ANTI -NEPOTISM Section 112.3135, Florida Statutes, shall apply to the Contractor and its employees as this statute applies to a public official or. agency. The Contractor shall follow the provisions of section 112.3135, F.S. with respect to individuals employed through the contracted program. This means the Contractor shall not appoint, .employ, promote, or advance .or advocate for appointment, employment,promotion, or advancement, in or to a subsidized position in the .Contractor's business entity any person who is a relative of the Contractor. The definitions below are incorporated and made a part of this policy. "Contractor" means the Contractor or employee:of the Contractor inwhom is invested the authority to appoint, .einploy, promote or advance individuals or to recommend: individuals for appointment, employment, promotion, or advancement in the Contractor's business:entity.. "Relative" means an individual who is .related to the Contractor as father, mother, son, daughter, brother, sister, uncle, aunt; first cousin, nephew;, niece, husband; Wife, father-in-law, mother-in-law, Bon- in -lase, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half-brother, or'half sister. .1. CODE OF BUSINESS ETHICS The Contractor shall comply with Sec, 2-8.1 of the Code of Miami -Dade County requiring contractors. to adopt a -Code of Business Ethics_ The .:Contractor shall adopt the Greater Miami. Chamber of Commerce Model Code of ;Business Ethics or a similar code and shall submit a Code of Business Ethics Affidavit, Exhibit B, attached hereto and incorporated herein by reference hereto as if fully set forth herein stating the Contractor has adopted a Code that complies withthe: requirements. of Sec. 2-8.1 of the Code of Miami -Dade County. J. SELF -ASSESSMENT The Contractor agrees to .complete an annual Self -Assessment Tool, Exhibit C, attached hereto and incorporated herein by referencehereto as if fully set forth herein, and shall provide the documents set forth as Attachment A of the Self -Assessment `fool to the SFWIB's Office of Continuous Improvement -MCI) not later than thirty (30) :calendar days after the execution of this Contract as set forth in Exhibit E, Reporting: Requirements, attached hereto and incorporated herein by reference. hereto asif fully set forth, herein. Failure to submit the Self -Assessment Tool within the required time frame shall: result in withholding of payment by the SFWTB. Page 3 of 31 PY'l 1-12 Contract Career Center Operator (City of Miami) K. NO ASSIGNMENT The Contractor shall not assign this Contract or any rights accruing hereunder in whole or in part. L. APPLICABLE LAWS The Contractor shall comply with all applicable federal, state and local laws and regulations, including those of the Workforce:lnvestmeni Act of 1998 and Temporary Assistance to Needy Families (TANI') (as presently in effect and as same may be amended from time to, time during the term of this Contract) as well as all applicable SFWIB directives, policies and procedures, in the implementation of the .terms and conditions of this Contract or modifications thereto. The Contractor shall ensure that all its activities under this Contract shall be conducted in conformance with these provisions, as applicable: 45 CFR Part 74 and/or 45 CFR Part 92 and/or 29 CFR Part 97 and/or 20 CFR Part.600 et seq.,;and all other applicable federal regulations. END OF ARTICLE I INTENTION ALLY LEFT BLANK Page4:of31 PY'11-12 Contract Career Center Operator (City of Miami) ARTICLE II GENERAL CONDITIONS A. •ADHERENCE TO TILE TERMS -AND CONDITIONS OF FORMAL. SOLICITATION INTENTIONALLY LEFT BLANK B. PUBLICITY The Contractor may not undertake any .publicity or publish for public consumption information about Contractor's programs or program. participants without .prior review and written approval by the SFWIB. All radio and television paid advertisements, .public service announcements, or general newspaper articles shall be coordinated through the SFWIB, and shall state that the program is funded through the SFWIB. The Contractors who receive funds from the SFWIB,: regardless of the name under which the program is operated, must state that `the ;program is funded by the SFWIB in all public communication media. The Contractor hereby agrees to prominently :incorporate the .nameand the official logo of the SFWIB when developing collateral materials or publicity, such as radio, print or television coverage, any form of,media pressreleases, advertising or any informational materials concerning the Contractor's program. Collateral materials such as :letterhead, 'business cards, .envelopes, informational pamphlets and brochures, flyers, posters, and .other such items, shall be in compliance with SFWIB's policies and procedures. Copies of these materials shall be forwarded to the SFWIB :for review and written approval prior to .production, publication and distribution: When issuing statements, press releases, :and other documents describing the project or programs funded in whole or in part with Federal money, all contractors receiving Federal funds, shallclearly state: (1) the percentage of the total cost of the program or project which will be financed with Federal money; and:(2) the dollar amount of Federal funds for the project:or.program. C. GRIEVANCE PROCEDURES The Contractor agrees to comply with all applicable Grievance and Complaint Procedures of the SFWIB and as required by State and federal law; -D. TERMINATION WITHOUT .CAUSE The SFWIB may terminate this Contract Without cause by providing thirty (30) days prior written notice to . the Contractor: The Contractor shall be entitled to receive compensation for services performed in accordance with the conditions set forth herein through and including the date of termination. However,: the SFWIB shall not be liable for any expenses incurred by the Contractor after the.effective:date of termination of this Contract. E. BREACH OF CONTRACT A non-exclusive list of breaches:of this Contract is as follows: 1. The:Contractor fails,in whole or in :part, :.to providethe servicesset forthin' the Statement of Work .Exhibit A; Page 5 of 31 PY' 1 1-12 Contract Career Center Operator (City of Miami) 2. The Contractor ineffectively or improperly uses SFWIB funds provided to - Contractor under this Contract; 3. The Contractor does notfurnish the letter of self-Insuranceas required by this Contract oras determined by the SFWIB; 4. The Contractor does not furnish proof of licensure, certification or proof of background screening as required -by this Contract; 5. The Contractor fails to submit, or submits incorrect .or incomplete proof of expenditures to support disbursement requests or fails to submit or submits incomplete or incorrect detailed reports of expenditures or final expenditure. reports; :6. The:Contractor does not submit or:submits incomplete or incorrect required reports; 7. The Contractor refuses to allow the SFWIB full access to records.or refuses to allow the SFWIB to monitor,,eval.uate and review the Contractor's services and programs; B. The Contractor unlawfully discriminates under any of the laws of the. State of Florida, of Miami - Dade County, if providing services in Miami -Dade County, or of Monroe County; if providing services in Monroe County or of the United. States; 9. The :Contractor attempts to meet Contractor's obligations under this Contract through .fraud, misrepresentation or material misstatement; - 10. The Contractor fails to :correct deficienciesdiscovered during a monitoring, evaluation or review by any :governmental body acting within the scope .cif its jurisdiction within the time required by the.governmental body; 11. The Contractor fails to meet the terms and conditions of any obligation under any contract or otherwise or any repayment schedule to the SFWIB or any of its agencies or instrumentalities; 12. The Contractor fails to submit the documentation required .under Article I, Section E of this Contract in accordance with the time periods .set forth therein; 13. The Contractor fails to fulfill in a timely .and proper manner any and .all of Contractor's obligations;, covenants and agreements set forth in this Contract. Waiver of breach of any provisions of this Contract:;by the SFWIB Shall not be deemed to be waiver of any other breach of any other provision and shall :not be construed to be a modification of the terms of this Contract; 14, The Contractor has -failed, in whole or in part; to cooperate with the..SFWIB and Partners :of the SFWIB in the, implementation of any . Memorandum of Understanding (MOU) entered into between the .SFWIB and any Partner; l5 The Contractor has failed to obtain the:prior written approval ;of the.SFWIB to allow any persons or entities, other than the Contractor, of any kind whatsoever, to utilize in any -way: or manner any Career -Center to provide information or':services or Products of any kind whatsoever to anyone; 16. The Contractor has failed to obtain '.the ;prior: written approval of the SFWIB to administer or provide; ;or has caused, let, allowed, permitted, or suffered to be administered or provided in any of:the Career Center(s), services or products or -information not authorized by -the SFWIB. BREACH OF CONTRACT: SFWIII-REMEDIES If the Contractor breaches this Contract, the SFWIB may piirsue any or all of the following remedies: 1 SFWIB :may terminate this Contract 'by '.providing, written notice to the Contractor of such termination and specifying the effective date thereof. In the event of termination, the SFWIB may: (a) request the return of all finished or unfinished documents, data studies, .surveys and reports :prepared or obtained by the Contractor with SFWIB funds under: this Contract; (b) seek reimbursement: of SFWIB funds awarded to the Contractor under this.Contract, and (c) terminate or cancel any other contracts entered into' between the SFWIB and. the Contractor. The Contractor shall be responsible for all program and administrative costs associated with such termination, including SFWIB attorneys' fees Page 6:of31 PY'11=12 Contract Career Center Operator (City of Miami) 2. The SFWIB may suspend payment, in whole or in part, under this Contract by providing written notice to the Contractor of such suspensionand specifying the effective date thereof. All payments to Contractor as of the effective date of suspension shall cease. On the effective date of suspension, if requested by the SFWIB, the Contractor shall immediately cease to provide services pursuant to this Contract. If .payments are suspended, The SFWIB shall specify in writing the actions that shall be taken by the Contractor as a condition precedent. to .resumption of payments and shall specific a date for compliance. The SFWIB may also suspend any payments, in whole or in part, under any other contracts entered into between the SFWIB and the Contractor. The Contractor shall be responsible for all program and administrative costs associated with such suspension, including SFWIB attorneys' fees;. 3. The SFWIB may seekenforcement of this Contract by any action at law or equity available to SFWIB, including, butnot limited to, filing an action in a court of competent jurisdiction. The venue of any such action shall be in Miami -Dade County, Florida. The Contractor shall be responsible for all program and administrative costs of SFWIB associated with suchenforcement, including SFWIB .attorneys' fees and attorneys' fees on appeal; 4. The SFWIB maydebar the Contractor from future SFWIB contracting; 5. If, for any :reason, the Contractor attempts to meet Contractor's obligations under this Contract through fraud, misrepresentation or material misstatement, the SFWIB shall, whenever the SFWIB deems it to be in the SFIN'IB's:best interest, terminate this Contract by providing tvritten notice to the Contractor of such termination and specifying the effective date thereof. In such case the SFWIB may terminate or cancel any other contracts which such Contractor has with the SFWIB. Such Contractor shall be responsible. for . all program and administrative costs of the SFWIB associated with any such termination or cancellation, including .attomey''s.:fees. Any. contractor who attempts to :meet .its contractual obligations. with SFWIB through fraud, misrepresentation or .material .misstatement may be debarred from SFWIB contracting for a period .not :to exceed .five:(5) years; Any other: remedyavailable at law -or:equity oradrninistrativ.eiy; 7. All remedies provided herein -and otherwise shall all be deemedindependent and. cumulative. G. DAMAGES SUSTAINED The Contractor shall not be relieved of: liability to SFWIB for damages sustained by 'SFWIB caused by any breach of .this Contract by the Contractor, and SFWIB may withhold any. payments `.to. the Contractor until such time as the exact amount of damages due to. SFWIB are determined. The SFWIB' may also pursue any remedies available at law or equity to compensate for any damages sustained by any such breach :by the Contractor.: The Contractor shall be :responsible for all program and administrative costs of SFWIB associated with such breach, including SFWIB attorneys' fees. LICENSING The Contractor shall obtain :and maintain in full force and effect during the term of this Contract .any and all licenses, certifications, approvals, insurance, permits and accreditations,:required by the State of Florida, by Miami -Dade County, if,providing services. in Miami -Dade -County, or by Monroe County, if providing services' :in :Monroe County,.the local municipality where the services are being.: provided, by SFWIB and the federal government. Failure to provide the foregoing items to SFWIB within thirty (30) days of written request by SFWIB may resultin termination of this Contract immediately by the SFWIB. Page.7 of 31 PY'11-12 Contract Career Center Operator (City of Miami) NOTICES It is understood and agreed between, the parties that Nuritten .notice addressed to the :Executive Director of the SFWIB, and mailed or delivered to the.•address appearing on page one (1) of this Contract and written notice addressed to the Contractor and mailed or delivered to the address appearing on page one (1) of this Contract shall constitute sufficient written notice: to the respective party. J. NOTIFICATION OF LEGAL. ACTION The Contractor shall .notify the SFWIB of legal actions taken against the. Contractor or potential actions such as .lawsuits, related to services provided through this Contract or that may impact the Contractor's ability to deliver the contractual services, or adversely impact. the: SFWIB. The SFWIB shall be notified within . five (5) days of Contractor becoming aware of. such actions or from the day of the legal filing, whichever comes first. K. PUBLIC RECORDS The .Contractor shall allow public .access to all documents, papers, letters, or other material subject to the provisions of Chapter 119, Florida Statutes, made or received' by the Contractor in connection with. this Contract. Failure of the Contractor to allow such public access shall result in the :immediate termination of this Contract or any renewal. The Contractor shall :maintain public records that reside .in electronic record keeping systems in accordance' with Chapter 119, Florida. Statutes, and Rule IB-26.003 of the Florida Administrative Code. AUDIT AND LNSPECTION OF RECORDS The Contractor shall permit SFWIB or SFWIB's designees, the State of 'Florida and the federal government or any other duly authorized agent .of a :governmental agency :to audit, inspect, examine,. excerpt, copy or transcribe Contractor'sclientrecords, financial records, supporting documents, statistical records, and any other documents (including storage media) pertinent to this Contract. during the tciin of this Contract, and for a period of five (5) yearsfollowing termination ofthis -Contract or final payment hereunder, whichever is later, to assurecompliance with the terms hereof, or to evaluate the Contractor':s;performance: hereunder. The. Contractor. shall also permitany or all these -aforesaid; entities to monitor all activities conducted :by the Contractor pursuant to the terms of this Contract. The monitoring agency may, in its sole discretion, deem necessary or appropriate such monitoring which may consist of internal .evaluation ::procedures, examination of program data, special analysis, on=site. checks or any other procedure. M. MODIFICATIONS Any alterations, variations, modifications, extensions .or waivers of .provisions .of this Contract shall only be valid when they .have been reduced to writing, duly approved ;and signed by both :parties hereto. N. AUTONOMY Both parties 'agree that. this Contract recognizes the independence and autonomy of both parties hereto. and implies no affiliation of any kind between the contracting parties. The Contractor is an independent contractor in all: respects under this Contract. It is expressly understood, agreed and intended that the Contractor is only a recipient of funding from the SFWIB and is not an: agency or instrumentality of any kind of the. SFWIB. Furthermore, the Contractor's, officers, agents, servants, and employees' are not officers, agents, servants, or employees of the SFWIB or any of SFWIB's agencies or instrumentalities. Page 8 of 3'1 PY' 11- 1 2 Contract Career Center :Operator (City of Miami) O. INDEMNIFICATION I. For Florida Governmental Entities. The Contractor shall indemnify and hold harmless SFWIB, its officers, employees, agents, servants, agencies and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which SFWIB and its officers, employees; agents, servants, agencies or instrumentalities may incur as a result of any and all claims, .demands, suits, causes of action or proceedings of any kind or nature arising out of, relating to or .resulting : from the performance of this Contract by the Contractor or the Contractor's officers, employees, agents,servants, partners, principals or subcontractors: The Contractor shall pay all claims and losses of any kind in connection therewith and shall investigate :and .defend all claims, suits or actions of any kind or nature in the name of SFWIB, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may issue thereon. Provided, however, this indemnification shall only be to the extent andwithin the limitations of Section 768.28 Florida Statutes, subject to the provisions of that statute whereby the Contractor shall not be held liable to pay a personal injury or property damage claim or judgment by any one personwhich exceeds the suzn of.$100,000, or any claim -or judgment or portions thereof, which, when totaled .with all other claims or judgments paid by the Contractor arising out of the same incident or occurrence, exceed the sum of,$200,000 from any and all personal injury or property damage claims, liabilities, losses or causes of action which may arise :as a result of the negligence of the Contractor :or. the Contractor's officers, employees, servants, agents, partners, principals or subcontractors. 2. Term of Indemnification. The provisions of this indemnification shall survive the expiration of this Contract and shallterminate upon the -expiration of the applicable statute of limitation. P. SUBCONTRACTLNG 1. The parties hereto agree that .no subcontract shall be entered into under or pursuant to this Contract without the prior writtenapproval of the SFWIB, vvhich prior written approval shall be issued in the sole discretion of the SFWIB. 2. In no event shall suchprior written approval of :the .SFWIB relieve:. the Contractor from the Contractor's obligations under this Contract, or change any of the terms or conditions of this. Contract, The Contractor shall ensure that all applicable provisions of this Contract are binding upon .all such subcontractors. It is expressly understood and agreed that the SFWIB shall not be liable to any subcontractor(s) for any expenses or liabilities of any kind whatsoever incurred by any person or entity under any subcontract. PERSONS WITH DISABILITIES AND ACCESSIBILITY OF FACILITIES The Contractor shall conduct all activities under this Contract in accordance with the Americans with Disabilities (ADA) Act of 1990, Section 504 of -.the Rehabilitation Act of 1973, Title VI of. the Civil Rights Act of 1964 as amended, and the regulations promulgated under such Acts, with respect to the disabled. The Contractor shall :designate a Disability Services Coordinator to establish and implement internal procedures to ensure that Contractor and operational staff are knowledgeable about and comply with the disability-relatedrequirements of`WIA Section 188; Section 504 of the Rehabilitation Act of 1973, as amended, and the .Americans with Disabilities Act (ADA) of 1990 P.L. 101-336. which prohibits discrimination: on the basis of disability and requires reasonable accommodation for persons with disabilities: The Contractor's staff shall be, thoroughly trained in providing services to individuals with disabilities as it pertains to customer service, reasonable accommodations, and etiquette. Page 9 of 31 PY' 11-12 Contract. Career Center Operator (City of Miami) The Contractor shall assure that programs and activities under this Contract are accessible to individuals with a disability without discrimination, including: l . Making reasonable accommodation for an individual's disability; 2. Providing services in the most integrated setting appropriate to the needs of individuals with a disability; 3, Providing auxiliary aids for .the vision and hearing impaired during recruitment, referral, and assessment of prospective program participants; and 4. Having resource materials .available in alternate formats. The Contractor shall ensure that the physical facilities utilized under this Contract are accessible at all times to individuals with a disability; in accordance with the applicable standards of the State of Florida as set forth in "AWI/Office of Civil Rights Facility Accessibility Checklist" posted on the Florida Department of Economic Opportunity (DEO) formerly AWI web site at: www.fioridajobs_ora or shall submit to SFWIB an alternate plan .to achieve physical accessibility to individuals with disabilities provided services under:: this.. Contract. R. COPYRIGHT, PATENTS, RIGHT TO DATA Except for the :Contractor''sown internal use, the Contractor shall not publish or reproduce any data or information, in whole or in part, .that is recordedin any form or medium whatsoever and that is. delivered or specified to be delivered under: this'Contract,'nor.may.the Contractor authorize or permit others to do so without the written consent of the federal :government, through the State of Florida, until such time as the.federal government may have: released such data or information to the public. As authorized by. 49 CFR 18.34,. the.federal .government, through the State of Florida, reserves a: royalty free, nonexclusive and irrevocable .license to reproduce, publish or otherwise use, and to authorize the State of Florida and :others to use: 1. Any work developed under this Contract or a resulting subcontract irrespective of whether it is copyrighted. 2, Any:rights Of copyright to which Contractor or subcontractor purchases ownership with funds provided -for: under: this Contract. In the event. the :Contractor is granted written approval frorn the SFWIB to utilize subcontractors to :perform any services .required by this Contract, the Contractor agrees to prohibit such subcontractors, by written contract, from violating any of the terms of this Section R. S. EMPLOYMENT ELIGIBILITY VERIFICATION Executive Order 11-02, signed January 4, 2011,. by the Governor of Florida, requires AWI (currently known as DEO) funded contracts to expressly require that Contractor utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of 1. All persons employed during the Contract term by Contractor to perform employment duties within Florida; and, 2. All persons (including subcontractors) :assigned by Contractor to perform worh pursuant to this Contract, i.e., the Contractor must require its subcontractors to utilize the E-Verify system for its employees assigned to this Contract. Page 10 of 31 PY' 1 I-12 Contract Career Center Operator (City. of Miami) E-Verify is an Internet -based system that allows an employer, using information reported on an employee's Form 1-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States after the effective date of the required Memorandum of Understanding {lv1OU); the responsibilities and elections of federal contractors, however, may vary, as stated in Article 11.D.1.c. of the MOU. There is no charge to employers to use E-Verify. The Department of Homeland Security's. E-Verify system can be found at: http://www.dhs.govifiles/programs/gc 1185221678 150.shtm Compliance with the requirements of this section of the Contract is required prior to commencing performance under this Contract. The Contractor shall maintain evidenceof the use of the E-Verify system in the employee's personnel file. The Contractor shall maintain -a personnel file for each staff person funded under this Contract in accordance with SFWIB Policies and Procedures, State and federal laws. END OF ARTICLE IT INTENTIONALLY LEFT BLANK Page 11 of 31 PY':11-12 Contract Career Center Operator (City of Miami) ARTICLE III. PROGRAM MANAGEMENT A. PERFORMANCE Performance shall be defined as the Contractor having attained the goals and objectives set forth in this Contract, in accordance with . Exhibit A, Statement of Work; Exhibit D, Program Performance Requirements attached hereto and incorporated herein by reference hereto as if fully set forth herein. The Contractor shall be responsible for the recruitment .and enrollment of clients in a sufficient amount toassure that expenditure levels are met for the different funding streams. B. SUPERVISORY CASE REVIEW The Contractor shall conduct monthly supervisory quality assurance case reviews to assess the performance of .:the Program management staff and monitor .compliance with procedural and performance requirements: in accordance with SFWIB Policies: and Procedures. These case reviews shall be submitted to the SFWIB''s Programs Unit in accordance with Exhibit E, Reporting Requirements, attached hereto and incorporated herein by reference hereto as if fully set forth herein. Supporting documentation for these revievs shall be maintained by. the Contractor and made available for monitoring reviews by the SFWIB upon request. C PROGRAM REPORTS Data for reports shall be generated ;from :the appropriate :Management _Information System(s) (MIS). Performance shall only be deemed to have . occurred if the :`.Contractor has reported same in the applicable MIS. It is the responsibility of the Contractor to ensure that adequate and timely reports are produced for internal :performance monitoring purposes from the same MIS. Required reports shall be. submitted in accordance with Exhibit E, Reporting: Requirements. MONITORING The :Contractor,: shall permit SFWIB : staff and authorized agents of the SFWIB to :perform random and scheduled monitoring, reviews:and evaluations of the services which are thesubject of this Contract. The'SFWI.B may monitor both fiscal and programmatic compliance with all the terms and conditions of this Contract at any and all times.. `t'he Contractor shall permit SFWIB,.and .Sf WI:B's officers, agents or employees, to conduct site visits, client assessment survey's, and other techniques deemed reasonably necessary to fulfill the monitoring functionand requirements of SFWIB. Monitoring results and findings shall be communicated to the Contractor through an official written report and mayrequire corrective action by the Contractor. The. "'Contractor shall rectify all deficiencies :cited within the period of time specified in the report. If such deficiencies are not corrected within the specified time, SFWIB may suspend .payments or terminate this. Contract, in the sole discretion ofthe 'SFWIB: E. FILE MAINTENANCE Hard Copy The Contractor shall maintain a separate individual casefile for each customer served in accordance with, policies and procedures established by the SFWIB for customers enrolled in any of the SFWIB .funded programs. This file shall include all required documents as set forth in Page 12:of 31 PY' 1 1-12'Contract Career Center Operator (City of Miami) SFWIB procedures. These files .shall be subject to the audit and inspection .requirements under Article II, Section L of this Contract. 2. Electronic All electronic customer files shall be updated in :the applicable MIS to reflect the most current activity. These entries must be supported by the appropriate documentation in the hard copy file. Failure to update the electronic case .file timely, accurately and with information based upon actual .activity may result in corrective action, withholding of payment, .termination of this Contractand de -obligation for non-performance. Error Rate The Contractor agrees to maintain a hard copy and electronic copy of each customer file and maintain at all .times.a filemaintenance error rate of not more than three percent.(3%o). 4. Medical Records All medical records, which are part of the eligibility determination. or case management, must be. kept in a separate.file-and in a designated,, properly secured area. Sensitive documents, which do not become a part of.the participant's permanent file, shall be immediately shredded to ensure. absolute confidentiality. 5. :Domestic Violence Records AB domestic violence records, which are part of the eligibility determination or case management, shall be kept ;in.a:separate fileand in a designated, properlysecured area. Sensitive documents, which do not become a part of the participant's permanent file, shall .be immediately shredded to ensure absolute confidentiality. FILE OWNERSHIP The Contractor understands and .agrees that .the case files that the Contractor Maintains :for programs funded by this Contract are SFWIB's property and are maintained for SFWIB's benefit. Therefore, the Contractor shall not dispose of any case files without the prior written consent of SFWIB. In the event of the terminationof this -Contract, the Contractor shall transmit immediately all records: to SFWIB upon the request ofthe '`SFWIB. G. RECORDS RETENTION Five (5) Year Requirement: The .Contractor shall keep all records, accounts, and documents related to the operation and performance of this Contract or any modification hereto for five (5) years :following the expiration of this Contract. However, if any audit, claim, litigation, negotiation or other action involving this Contract, or modification hereto has commenced before the expiration of .the five (5) year period, the records shallbe retained until completion of the action and resolution of all issues which arise from it, or until the:end;of the regular:five (5) year period, whichever is later. The Contractor shall cooperate with :SFWIB to facilitate the duplication and transfer of any of said records or documents during the required retention period. The Contractor shall advise SFWIB of the location of all records pertaining to. this Contract upon the request of SFWIB and shall notify SFWIB by certified mail within ten OD) days of moving said records if and -When the records are :moved to a new location. Page .13 of.31 ICY' 11-12 Contract Career Center Operator (City .of Miami) H. CONFIDENTIALITY OF RECORDS The Contractor shall maintain the confidentiality of any information regarding program participants that ,, identifies or may be used to identify program participants and which may be obtained through .proposal r forms, interviews, tests; reports from public agencies or counselors, or any other source. The Contractor shall not divulge such•information without the written permission of the participant, or participant's responsible parent or guardian when .authorized by law, if applicable, except that such information which is necessary, as determined by SFWIB,for purposes related to the performanceor evaluation of the .Contract may be divulged to SFWIB or such other .persons as SFWIB may designate who have responsibilities for monitoring or evaluating the services and performances under the Contract, or to governmental authorities .to the extent necessary for the .proper .administration of the law and the provision of services. All release of information shall be in accordance with applicable federal :and state laws as well as the policies and procedures of SFWIB. No release of information by the Contractor, if such release is required by federal or state law, shall be construed as a breach of this Contract. Di -FORMATION SECURITY OBLIGATIONS The Contractor shall make every :effort to .protect :and avoid unauthorized release of any personal .or confidential information, as set forth in Article III, Section II, by ensuring both data and storage devices are encrypted. If encryption of these devices is :not possible, then. the Contractor shall . assure that ,unencrypted personal and confidential SFWIB and State of Florida's data will not be stored on unencrypted :storage :devices. The:. Contractor shall not electronically transmit any personal or confidential information. If electronic transmission of personal or confidential information is requested by anyone whatsoever, the Contractor shall obtain :approval .in writing :from SFWIB prior to the release :of .personal or confidential information. .Once approval is obtained, .personal or confidential information data shall be encrypted by. the SFWIB IT Department, prior to the release of such data. The Contractor :agrees to notify :the SFWIB Helpdesk not .later than 24 hours following the determination of :.any breach or potential breach of :personal and confidential SF TB and State of Florida's data. The Contractor shall provide notice to .affected parties not later than seven (7) calendar days .following the -:determination: of any` potential breach of personal or confidential -SFWIB and State of Florida's data provided in Section:81.7.5681: F.S. J. PELL GRANT AND OTHER FINANCIAL AID The Contractor shall: first access. PELL and other federal, state and. local financial assistance prior to committing or obligating -Scholarship: funds to support: the training. costs of an individual. Scholarship fundsshall be used only tothe extent other sources; of funds necessary to pay for the cost of the training or tuition is not available. For training institutions or training programs that .are non-PELL eligible,. documentation shall be kept in the participant's: case file that specifies that the training institution or program is :non-:PELL eligible. The Contractors which issue Scholarships shall assist all SFWIB program participants in applying for the PELL Grant or for any other federal, state, or local grant, scholarship or entitlement funds. This shallbe evidenced by a completed copy of the PELL grant application and a Student Aid Report from the Department of Education 'in each program participant's. case file. Page 14 of .31' PY' 11-12 Contract. Career Center Operator (City of Miami) K. STAFFING REQUIREMENTS The Contractor shall maintain an organizational structure and adequate programmatic, administrative and supportstaff sufficient tofulfill the Contractor's contractual obligations hereunder. The Contractor shall submit Staffing Roster/ New Hire/ Termination Reportsinaccordance with Exhibit E, Reporting Requirements, attachedhereto and incorporated herein by reference hereto as if fully set forth herein. in the event SFWIB determines that the •Contractor's staffing levels do not conform to those in the Contractor's approved budget, the SFWIB shall advise the .Contractor in writing and the Contractor shall have thirty (30) calendar days to remedy the identified staffing deficiencies. Failure to comply may result in the suspension of payment .until staffing levels are corrected. Budget modifications may be required when vacancies are not filled within the specified time frame and result in program incomein accordance with .Article IV, Section A. L. LIMITED :ENGLIS.Hi.PROFICIENCY (LEP). When a significant number or proportion of .the population eligible .to be served under this Contract. needs services or information in a language other .than English .to be effectively informed or to participate in :the services .provided under this Contract, the Contractor shall provide a Certified Interpreter and take ::steps, considering:. the size .of the program and the size and concentration of such population, to make available to such persons .any written and .audio-visual .material, in the appropriate languages. and in alternate formats for individuals with a disability, distributed to.the public relating to the services provided pursuant to this Contract. The Contractor; shall conduct an annual two-weekassessment beginning on April2, 2012 and ending on April 13, 2012 of the languages spoken by LEP customers as required by SFWIB Policies and Procedures. The results of the survey shall be tabulated and submitted to SFWIB':s Program Administrator not later than April 20; 2012 as set forth in Exhibit . E, Reporting Requirements, attached hereto and incorporated herein by referencehereto as if fully set forth herein. M. TRAINING OF STAFF The Contractor shall ensure that :employees responsible for program compliance receive appropriate grantadministrative and programcompliance training in: Required 'Participant -File .Contents (In.accordance with SFWIB:Policies and: Procedures) Pass -through Entity .Responsibilities:(OMB :Circular A-133 section .400(d) Contracts Management / Administration (45 CFR 74.21) END OF ARTICLE III INTENTIONALLY LEFT BLANK Page 15 of 31 PY' 11-12 Contract. Career Censer Operator (City, of Miami) ARTICLE TV FISCAL MANAGEMENT A. .PROGRAM INCOME 1. Program. Income Shall Be Forthwith Remitted. to. SFWIB Program income •as defined in Exhibit F, Definitions, attached hereto and incorporated herein by reference heretoas if fully setforth herein, realized in operating a program under this Contract, or any modification hereto, :shall: be reported to and forthwith remitted to SFWIB at the end of each quarter during: which the income: was realized. ?. Audits Shall Contain a Program Income: Schedule All audits of the Contractor shall contain a schedule prepared . by the auditor of the Contractor detailing program income realized under .this Contract and said schedule and allaudits shall be provided to SFWIB. 3. Contractor's "Use :of Program Income WIA regulations require that: program income shall be added to the total Contract award and used to provide the same services as statedin the original Contract. In the event that income shall be added to Contractor's budget in accordance with the modification. provisions under this Contract. this income shall :be accounted for in accordance with the terms and .conditions governing all funds awarded under this Contract. For non-WIA funds, program income in excess of one hundred dollars (S100.00) .shall be. remitted to SFWIB:not later than thirty (30) days after the end of quarter. B. INTERNAL COIN I'ROLS The Contractor agrees to . maintain Contractor's books and :records in :accordance with Generally Accepted :Accounting Principles, (GAAP), and to institute fiscal controls to account for all monies received from SFWIB and. spent to perform the. Contractor's obligations under this Contract. C. .ACCOUNTING. RECORDS The :Contractor shall maintain records, books, and documents (including electronic storage media) that identify •SFWIB funds and which containinformation pertaining to authorized :expenditures, obligations, de -obligated balances, assets, liabilities,, outlays or expenditures and income.`These records shall also be maintained in accordance with Generally Accepted Accounting Principles (GAAP). D. PROCUREMENT REQLUIREMENTS The Contractor agrees to adhere .to the following procurement procedures when obtaining any and all goods and services including; but not limited to, .training supplies, equipment, rental agreements, construction, maintenance, professional and consultant services; necessary to perform the services and obligations of the Contractor pursuant to this Contract. Page 16 of 3.1 PY' 11-12 Contract Career Center Operator (City of Miami) 1. Procurements with en aggregate••cost of five -hundred dollars. or. less ($500.00).shall be considered a :small business purchase and shall not require any formal procurement, such as an :Request for Proposal or Request for Qualifications. However, upon requesting quotes for goods and services, Contractor shall keep a record of the entities contacted for the purpose of securing any quotes and shall record the quotes .received. Contractor shall submit such documentation when seeking reimbursement .for this expenditure and shall maintain a record of the procurement and the receipt and payment for the goods or services. 2. Procurements for office supplies, i.e. paper, pens, toner, etc., regardless of costs, shall be the sole responsibility of the Contractor. Procurements with an aggregate cost of five hundred and one dollars ($501.00) or more shall be purchased by SFWIB. 4. Procurements for office furniture (i.e. desks, .chairs, file cabinets, etc), regardless of costs, shall be purchased by the SFWIB. 5. Procurements to renovate, remodel, reconfigure, or modify the interior design or layout of a career center in which the SFWIB is.not 'the ..lessee shall beapproved, in writing by the SFWIB prior to the initiation of procurement :by. the Contractor. 6. The Contractor shall not renovate, remodel, reconfigure, or modify the interior design or layout of a career center in which the SFWIB is the lessee. 7. .Procurements for computers must be purchased by the SFWIB. Any software application to be. installed on computers purchased by the SFWIB. must be purchased -by the SFWIB. $ The Contractor shall not enter <into Professional Services Agreements or subcontracts to render services described in Exhibit: A, :Statement of Work. 9. Procurements shall be subject to the.federal,state and local laws related to nepotism, conflict of interest and criminal and: fraudulent. activities. 10. The Contractor :shall reimburse SFWIB for ;any funds expended under this Contract when the Contractor does not or cannot produce the documents required: to -demonstrate to.:the satisfaction of SFWIB that the;. procurement, requirements of this Section have, been followed. E. INVENTORY The :Contractor shall reconcile the General inventory :of all property purchased with SFWIB funds. The timeframe for completion shall be established by the SFWIB and shall be communicated to the Contractor in the form of written instructions. The Contractor :shall submit a completed, signed and dated .Capital Inventory Report electronically to the SFWIB Facilities Unit and forward the original hand delivered or mailed to the SFWIB Facilities. Unit as set forth in the written instructions. SFWIB shall conduct random and scheduled inventory reviews at Contractor's locations throughout the program year. Upon request by the SFW113, the Contractor shall reconcile the inventory. If discrepancies are discovered, and upon request by the SFWIB, the Contractor shall provide reimbursement, based upon the depreciation value of the. missing items. Page 1.7 of'31 PY'l1-12 Contract career Center Operator (City of Miami) The Contractor may utilize such. property for another SFWIB funded activity with the prior approval, in writing, by the SFWIB. The Contractor may not sell, trade, transfer, dispose, or remove any property without the expressed written consent of the SFWIB.. F. FINANCIAL CLOSEOUT The Contractor shall comply with all provisions of SFWIB's Financial Closeout Procedures, Exhibit G; attached hereto and incorporated herein by reference hereto as if fully set forth herein, upon the expiration of this .Contract. The Financial Closeout required by SFWIB shall be completed and submitted not later than thirty (30) calendar days after the expiration of this Contract. Non -receipt of the required closeout package and supporting documentation by the specified due date shall result in the disallowance of all costs included in the Financial Closeout. G. BUDGET SUMMARY. The Contractor agrees that all expenditures .shall be :made and all costs incurred by the Contractor in accordance with Exhibit H, Budaets'for .Administrative Costs and 'Program 'Costs, attached hereto and incorporated herein by reference hereto as if fully set: forth herein. The Contractor shall be allowed to shift funds within the Contractor's program line item budget. All budget modifications shall be approved, in writing, by the authorized representative of the Contractor and shall :be forwarded to the SFWIB Contract Manager for :processing. Any expenditure made and incurredprior to formal approval by :the .SFWIB of a written budget modification request maybe disallowed in the sole discretion of the SFWIB. Variances greater than fifteen percent (15%) in any budgeted, position salary and in any line item shall require the prior «written approval of the SFWIB Executive Director. Approved budget modifications shall replace Exhibit H as Exhibit H-1, a copy of which shall be attached hereto and incorporated herein by reference hereto as if fully set forth wherein. In no event shallthe budget(s) for administrativecosts. exceed:ten percent '(1:0%):across SFWIB funding • stream. The .Contractor shall amend the budget, if applicable, at. the end, of the second (2 ) and third (3`d) program year quarters and'a.,fnal fourth-(41'') quarter modification shall be allowed and submitted, not less than thirty (30) dayspriorto .the expiration of this Contract. IL CONTRACTOR'S COST ALLOCATION PLAN The Contractor shall develop and. implement a cost allocation :plan which is in conformity with the requirements set forth in OMB Circulars A-87 A--122, and A-133, and the One -Stop Comprehensive: Financial ,Management Technical Assistance Guide, dated July 2002, Which is published by the U.S. Department 'ofLabor. The Gwde can be found at: http://www.doleta:gov/grants/pdf/FinaITAG August 02.pdf. Expenses charged, in whole or in part, to the funds awarded under this Contract shall be in accordance. with said cost allocation plan The. Final Guidance on Cost Allocation Plans for Regional Workforce Boards can befound at: http://w w.floridajobs.oruipdei'guidaneepapers/050Fina1RwbCapProcedures0728O5.pdf. Page 18:of 31 PY' I 1-12 Contract Career Center Operator (City of M.iiarni), The Contractor shall. submit Contractor's costallocation plan to.SFWIB :as.set forth in Exhibit C, Self - Assessment Tool, Attachment A attached hereto and incorporatedherein by reference; hereto as if fully set forth herein. The Contractor shall maintain appropriate supporting documentation for Contractor's cost allocation calculations in accordance with the records retention requirements set forth in Article III, Section G Record Retention and Article II, Section L, Audit and Inspection of Records Failure to maintain the appropriate documentation and to :follow the .submitted and .approved plan may result in cost disallowances by the SFWIB., I. SFWIB'S COST ALLOCATION PLAN This Contract comprises a portion of the overall Region 23's utilization of funding. The Contractor acknowledges that :the Contractor shall be responsible for utilizing the funding provided under this Contract and the funding allocated through .the Service Account Management Systems (SAMS) for participant costs in a consistent manner during the term of this Contract so that the SFWIB :is able to maintain the SFWIB's costallocation plan. If the SFWIB .cannot maintain the SFWIB's cost allocation plan due to the Contractor's inconsistent utilization of .Contract funds then any over -expenditure that may be: experienced by the SFWIB shall be charged, in whole or in part, to the Contractor based upon Contractor's pro-rata share of the impact caused by the over -expenditures. J. PARTICIPANT COSTS. The Contractor shall receive an initial allocation for participant costs which shall be available through the use .ofthe SAMS:. The Contractor shall effectively manage and spend the funds allocated during this Contract :period. The Contractor shall be responsible for the under or over -utilization of the funds provided for. participant costs. The Contractor may transfer funds among the participant cost categories (Scholarships, Transportation, and Support Services). within the same funding stream using the transfer module from .the SAMS. The Contractor shall pay: for participant .costs directly:and seek . reimbursement :under this Contract from the SFWIB. The SFWIB reserves the right to monitor Contractor's:.utilization of these funds and to de - obligate or.re-obligate said funds if the Contractor. demonstrates an inability to effectively manage the funds allocated. Any changes to the allocated amounts will be 'communicated, in writing, to the Contractor and :reflected in the SAMS. The Contractor shall monitor the SAMS allocations. The Contractor shall be:solely responsible for :any portion over -utilized .during the term of this Contract. K. DEOBLIGATION .FOR NON-PERFORMANCE The SFWIB reserves the right, in the:sole discretion of the SFWIB, to adjust the Contract award amount through a decrease, up to and including the total amount of funds awarded to the Contractor, when and if the- SFWIB determines that the Contractor's total program costs will :not be expended in accordance with the amount of funds awarded. L. VOLUNTARY DEOBLIGATION The Contractor inay request a decrease of the. total amount of funds awarded whenit has been determined by the Contractor that funds may not be expended during the period of performance as set forth under this -Contract The Contractor shall submit a written request to the SFWIB Executive Page 19 of 31 PY' l 1-12 Contract Career Center Operator (City of Miami) Director which specifies the amount and the reason for the decrease. Approval of a decrease shall be in the sole discretion of the SFWIB. M. FACILITY FOR CAREER CENTER 1 Contractor shall, at no cost to SF IB's grant: a) Provide approximately 7,000 square feet of space; at the following Facility .(Career Center.) location: City of Miami Career Center 750 N.W. 20`'' Street, 46 Floor Miami, FL 33127 b) Pay for janitorial, electrical, .water, telephone, .alarm, security services and other cost directly; related to the operation of the Career Center; and c) Provideexteriorand interiorsignage for the Career Center. 2. Contractor .agreesthat no .change in the use of the :facility is permitted unless :agreed upon, in writing, by SFWIB and :City of Miami, with a modification to this:Contract. Any modification to this Contract shall only be valid when they have been reduced to writing, duly approved and signed by both parties :hereto. N. MONTHLY ENVOICING Requests .for Payment. The SFWIB agrees to pay all budgeted costs incurred by .the Contractor which are allowable under SFWIB ;guidelines. To receive payment for allowable costs the. Contractor shall submitan invoice package which shall include a Contract Invoice - Exhibit.' I, attached hereto and incorporated herein by reference hereto as if fully set forth herein, General Ledger, and Payroll Register. The SFWIB must receive the invoice package not later than the seventh(7i3') business: day ofthe rrtonth following the month in Which services were provided. The Contract Invoice shall reflect only=the expenses incurred and paid by the .Contractor for the month :that the services were .rendered. Upon.. satisfactory submission, :review and approval of the ;complete invoice package with the required supporting documentation, the .SFWIB shall make payment. to the Contractor: Failure to submit an original signed Contract Invoice, General :Ledger., and Payroll Register in a manner deemed correct and acceptable by the SFWIB and by the. seventh (7 '.) business day of eachmonth following the month in -which the services were delivered shall be considered a breach of this Contract. The Contractor agrees -to maintain -originals of cancelled cheeks or a legal copy of the cancelled checks, invoices, .receipts,payroll registers and any evidence of indebtedness as proof of expenditures: These.documents. shall be maintained by the Contractor in accordance with Article III, Section G Record Retention and Article II, Section L, Audit and Inspection of Records. Processing- the Request for Payment. The parties agree that the processing of a payment. request :by the Contractor shall be completed within fifteen (15) business days or less after receipt of the request by, the SFWIB ifthe ,requited invoice package and required supporting documentation are complete, satisfactory, and have been. approved by the SFWIB. It is solely the responsibility of the Contractor to maintainsufficient financial resources to meet the expenses incurred during the period between the: provision- of services and.payment by the SFWIB.; Page :'20.of31. PY'11-12 Contract.. Career Center Operator (City of Miami) O. .LATE INVOICING Invoices submitted after the due date (the seventh (.7`i') business day .of the month following the month in which services were provided) shall automatically be charged a five percent (5%) penalty of the amount :invoiced. :Invoices submitted more than five (5) business days following the due date shall automatically be charged an additional five percent (5%.)penalty of the amount invoiced. P. TRAINING SERVICES .EXPENDITURE REQUIREMENT Under the Workforce Investment`. Act. of 1998 (WIA) fifty percent (50%) of the. funds awarded shall be expended toward scholarships and scholarships-relatedexpenditures, on-the-job training and customized training. These expenditures .include, but are not limited to, staff salaries which are directly related to the provision of training services, tuition, books, supplies, tools: and .other required items. The. Contractor agrees to expend one -hundred percent (100%) of the WIA funds allocated for scholarship and scholarships -related expenditures so that the fifty percent (50%) requirement is met. Failureto comply with: this requirement may result in deobligation of current funds or non -consideration for future funding. EXPENDITURE OF PUBLIC `FUNDS ,FOR FOOD, BEVERAGE AND DINING ACTIVITY The .Contractor shall comply with section: 445.007(10), Florida Statutes, and with any policy promulgated in accordance with 445.007(10) by Workforce Florida, Inc. and SFWIB. The Contractor shall not purchase with state or federal funds any food, beverageor dining activity. This prohibition does not affect reimbursements for meals consistent with any :SFWIB approved travel policy. State and. federal funds mav be used to provide food,: beverage or dining activities for workforce youth programs (those programs defined. as "youth programs" under state or federal law) provided that participants are not reimbursed in excess of thestate per diem amounts for the specific meal, or- if contracted for by the. SFWIB, that such expenditures for a]1 food, and beverage per person per meal (including any associated costs such as, but not 'limited to, sales -tax and service) shall . not exceed those amounts stated in section 112.061 (6)(b), Florida Statutes. R EXPEND.ITURE FOR TRAVEL EXPENSES The Contractor shall .comply with section 112.061 of the Florida Statutes, and with any policy promulgated : in accordance with 112,061 by Workforce Florida, Inc. and SFWIB. The statute and related policies contain specific guidelines' with respect toauthorization to incur travel expenditures, meals while on travel status, per diem allowances, allowed transportation .expenditures, lodging, expense reimbursements and the use of travel advances. A copy of the State approved Travel Manual is available upon request and is posted on the DEO.(formerly AWI)web.site at: www.floridajobs.org. S. SALARY ARY & BONUS ,LIMITATION In compliance with Public Law 1,0.9-234, none of the: funds appropriated in Public Law :109-149:or prior Acts under the heading "Employment and Training" that are available for expenditures shall be used to pay thesalary and;bonuses ofan individual, either as direct costs or indirectcosts; at a rate in excess of Executive Level II, except as provided for under section "101 of Public Law 109-149. The incurrence of costs and receiving reimbursement for these costs under this Contract certifies that the Contractor has read the above special condition and: is in compliance. This limitation shall not apply -to <vendors -providing goods.and. services: as defined in OME:Circular :A433. .Race 21 of 31 PY' 1.1-12 Contract Career Center Operator (City of Miami) Executive Level Il salary is.$179,700 effective :January .2011, . as established by the Office of Personnel Management, as set forth in the Salary Table, Rates of Pay for the Executive Schedule: (http://www.opm.poviocailltables/pdffex.pdf). The Contractor shall complete and submit on March 1, 2012, an Animal ETA Salary Cap Analysis Certification Form to SFWIB certifying that the highest paid employees charged to this Contract are within the salary and bonus cap limit: The latest: Certification Form can be. obtained from SFWIB Finance. Along with the Certification Form, copies of IRS W-2 forms and supporting documentation showing that :employees are within the cap limit shall be submitted to SFWIB. If an ernpioyee exceeds the -ETA annual salary and bonusrate cap, a. check must be issued in the name of "South Florida Workforce Investment Board" 'for ..the amount of unallowable salary and bonus in excess of the cap limit along with supporting documentation indicating the ETA funding streams affected. T. RETURN OF FUNDS The Contractor shall return to the SFWIB any overpayments due to unearned funds or funds disallowed that were disbursed to the Contractor by the SFWIB and any interest attributable to such funds pursuant to the terms and conditions of this:: Contract. In the event that the Contractor or its independent auditor discovers .that .an overpayment has been made; the Contractor shall repay said overpayment immediately without prior -notification from the SFWIB. Inthe .event the SFWIB first discovers any overpayment has been made, the SFWIB .Executive .:Director will notify the .Contractor by 'letter of such findings. Should repayment not be made forthwith, the Contractor will be charged interest at the !awful rate of interest on the outstanding balanceafter SFWIB notification :or`.Contractor discovery_ U. OH( ICE OF MANAGEMENT AND BUDGET (OMB) CIRCULAR The Contractor agrees that, if applicable, Contractorshall comply with all applicable OMB circulars, such as A-21, A-87, A-102, OMB A-1 10, A-122, and A-133, as applicable. V. 'CONSTRUCTION. AND RENOVATION OF FACILITIES USING FEDERAL FUNDS The' Contractor is aware that federal :funds may not be -used for. the purchase or improvement of land,or the purchase, construction, orpermanent improvement of any building or facility. If any property has been constructed :or substantially renovated, through the unlawful use of state or federal funds, the federal government shall be entitled to a lien againstsaid property. END OF ARTICLE IV INTENTIONALLY LEFT BLANK Page:22. of 3.1 PY' 11-12. Contract Career Center Operator (City of Miami) ARTICLE V ASSURANCES AND CERTIFICATIONS A. COMPLIANCE WITH THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (IIPAA) The Health Insurance Portability and Accountability Act of 1996 requires that coveredentities haveand apply appropriate sanctions against .members of their workforce who fail to comply with Privacy Policies and Procedures of the entity or the requirements of 45 CFR § 164.530 (e) (1). Accordingly, it is the intention of SFWIB to seek'te ensure the: confidentiality and integrity of consumer or -employee Protected Health 'Information (PHI) as required by Iaw, professional ethics,and accreditation or licensure requirements. Any person or entity that performs or. assists SFWIB with a function or activity involving the use or disclosure of Individually Identifiable Health Information (IIHJ) and/or Protected Health Information (PHI). shall comply with the: Health. Insurance Portability and. Accountability Act (HIPAA)•of 1996 and the Miami -Dade County Privacy .Standards Administrative Order. •HIPAA mandates privacy:, :security and electronic transfer standards which include but are notlimited to: 1. Use of information only for performing services .required by the Contract or as required by law; 2. Use of appropriate safeguards to prevent unauthorized disclosures; 3. Reporting: to. SFWIB ofany unauthorized use or disclosure; 4. Assurances that any agents and subcontractors of :Contractor agree to the same resti fictions and conditions that apply to the Contractor and provide reasonable assurances that ITH1 PHI will be head confidential; 5. Making Protected Health information (PHI) available to`the customer; 6 Making PHI available to thecustomer for review and amendment; and incorporating any amendments requested -by the customer; 7. Making PHI available to SFWIB for an accounting of any authorized andunauthorized disclosures; and 8. Making all internal practices, books :and records related to PHI available :to SFWIB for compliance audits; PHI shall be maintained in its protected and ;confidential status regardless of the form or method of transmission (paper records, and/or electronic transferof data). The Contractor shall give its customers written notice of its privacy information practices including; specifically, a description of the types of uses and .disclosures that may be made with Protected HealthInformation. Customer and employee PHI shall be regarded as confidential and may not be used or disclosed except to authorized persons for authorized purposes. Access to PHI shall only be permitted for direct customer care, approved'administrative or supervisory functions or with approval of the appropriate Contractor staff designated as the Privacy Officer, Executive Director or Human Resource Director of the Contractor. B. CERTIFICATION REGARDING LOBBYING The Contractor shall comply with the Byrd Anti -Lobbying Amendment (31. U.S.C. 1352) 29. CFR part 93 The Contractor shall provide a completed:Certification Regarding g Lobbying. Page 23 of 31. PY' I 1-12 Contract Career Center Operator (City of Miami) C. LOBBYING-FLORIDA:STATUTE The Contractor shall comply with the provisions of Sections 11.062 and 216.347, F.S., which prohibit the expenditure ofcontract funds for the purpose of lobbying the Legislature, judicial branch, or a state agency. D. CERTIFICATION REGARDING DEBARMENT .AND SUSPENSION AND OTHER RESPONSIBILITY MATTERS When applicable, as required by the regulations implementing Executive Order (EO) No. 12549 and 12689, Debarment and .Suspension :29 CFR 98, the Contractor must not be,. presently nor previously within a three-year period precedingthe effective date of the contract, debarred, suspended, proposed for debarment, declared ineligible,: or voluntarily .excluded from covered transactions by any federal department or agency. No contract shall be awarded to .parties listed on the GSA List of Parties Excluded from Federal Procurement or Non -Procurement Programs. The Contractor shall provide a completed Certification Regarding. Debarment, Suspension, and Other Responsibility Matters. E. CERTIFICATION REGARDING CLEAN AIR ACT AND WATER POLLUTION ACT The Contractor agrees that if this is .a'Contract for more .than .$1.00,000, then Contractor shall comply with all applicable standards, orders orregulations issued pursuant to the Clean Air Act, 42 U.S.C. 7401. et .seq., and .the Federal Water Pollution Control Act, as amended 33 U.S.C. 1251 et. seq. SFWIB shall report violations :to the HHS and the :appropriate Regional Office of the Environmental Protection Agency. F. CERTIFICATION.REGARDING FLORIDA CLEAN INDOOR AIR ACT The purpose of the .Florida Clean Indoor Air Act :is to .protect people from the .health hazards of second hand tobacco smoke and to implement the Florida Health initiative :in Section 20, Article X of the State Constitution. However, the intent of this legislation is not to inhibit, :or otherwise obstruct, medical or scientific research or smoking -cessation programs approved by the Department of Health. Thee. Contractor shall._provide:a completed Certification Regarding;the. FloridaClean Indoor Air Act. THE PRO -CHILDREN ACT If this contract provides services to children up to age 18, the. Contractor agrees tocomply with the Pro - Children Act of 1994, .20 U.S.C. 6083...Failure :,to :comply with the provisions :of the law may result in the imposition of civil .monetary penalty up to $'1,000 for each violation and/or theimposition of an administrative compliance order on the responsible entity. This clause is applicable to all approved sub- contracts. In compliance with.Public Law (P:ub::L.) 103-277, this Contractshall not permit smoking in any portion of any indoor facility used for the provision of federally funded services .including health, day :care, early childhood development, education or library services on a routine or regular basis, to children up to age 18. CHILD LABOR LAWS The Contractor shall comply with .a11 applicable federal, .state and local child labor laws in carrying out the terms and conditions of this Contract or modifications hereto. Page 24 of 31 PY' l 1-12 Contract Career Center Operator (City of Miami) I. PUBLIC •ENTITY CRIME The Contractor shall comply with the Public Entity .Crimes Act (§ 287.133, Florida Statutes) and the Contractor certifies that neither it, nor any person or affiliate of Contractor, has been convicted of a Public Entity Crime as defined in section.287.133, Florida Statutes, nor placed on the, convicted vendor list. The Contractor understands and agrees that the Contractor is required to inform SFWIB immediately upon .any change of circumstances regarding this status. The Contractor shall provide a completed Public Entity Crimes Certification. J. CERTIFICATION OF A DRUG FREE WORK PLACE The Contractor shall comply with the Federal Drug Free Workplace Act of 1988, the implementing regulations codified at 29 CFR 94, subpart F, and the Drug -Free Workplace Rules established by the Florida Worker's Compensation Commission. The Contractorshall provide a completed Drug Free Workplace Requirement Certification. K. NON-DISCRIMINATION AND EQUAL OPPORTUNITY Asa condition of the awardoffinancial assistance:from .the :Department of Labor under Title I of the Workforce `investment Act of 1998, and the .Personal Responsibility and Work .Opportunity Reconciliation Act of 1996,.the Contractor.: assures that it will comply fully with the nondiscrimination and equal opportunity provisions of thefollowing laws: 1. Section 188 of the Workforce Investment Act of 1998 (WIA), which prohibitsdiscrimination against all individuals in the United States on the basis of race, color, religion, sex, national origin, age; disability, political affiliation or belief, and against beneficiaries on the basis of eithercitizenship/statusas a lawful admitted immigrant authorized to work in the United States or participation in any WIA Title 1— financially assisted program or activity; 2.. Title VI of the Civil Rights Act of 1964,.as amended, 42 U.S.0 2000 et seq., which prohibits. discrimination against qualified:: individuals from participating or receiving benefits in any Federal Assisted Prograrns on the basis of race; color, or national origin; 3. Section 504 of the Rehabilitation Actof_1973, as: amended, 29 U.S.C. 794, which prohibits -discrimination against qualified individuals, with disabilities; 4.. The Age Discrimination Act .of 1975, as amended, 42 U.S:C. 6101 et'seq., which prohibits discrimination on -the -basis of age; 5. Title. IX 'of the Education Amendments of 1972, as amended, 20 U.S.C..1681 et seq_, which prohibits, discrimination on the basis -cif -sex in educational programs; 6. Section 654 of the :Omnibus Budget 'Reconciliation Act of 1981, as amended, 42 U.S.C. 9849,. which prohibits discrimination on the basis of race, creed color national origin, sex, handicap,. political affiliation or beliefs; 7. The. American with Disabilities Act of 1990, P.L. 101.336, which prohibits discrimination on the basis of disability and requires reasonable accommodation for persons with disabilities; 8. 45 CFR .98, the Temporary Assistance for Needy Families Program (TANF), 45 CFR Parts 264- 265, and other applicable' federal regulationsand policies promulgated hereunder; and 9. Executive Order (EO) No. 11246, Equal .Employment Opportunity, as amended by EO No. 113'75, and as supplemented in. Department of Labor regulation 29 CFR 'Parts 33 and 37 as well as 41: CFR, Part 60 and 45 CFR Part 80; if applicable.. The Contractor also assures that Contractor will: comply with 29 CFR Part 37 and all other regulations implementing the laws listed above This assurance applies to: Contractor's operation of the WIA Title 1 and TANF — .financially assisted program or activity and to all -agreements the Contractor makes to Page:25 of 31 PY' 1 1 -12 Contract Career Center Operator (City of Miami) carry out the WIA Title 1 and TANF — financially assisted program or activity. The Contractor understands` the United States has the right:to.seek judicial enforcementof this assurance. L. VETERANS' PRIORITY PROVISIONS This .program, funded by the U.S. Department of Labor is subject to the provisions ..of the "Jobs for Veterans Act" (JVA), Public Law 107-288 .(38 USC 4215), as implemented by the Final Rule published on December 19, 2008. at 73 Fed. :Reg. .78132. The JVA provides priority of service to veterans and spouses of certain veterans for the receipt of employment, training, and placement services. M. SARBANES-OXLEY ACT OF 2002 The Contractor assures that: the Contractor will .comply with the two provisions of the Sarbanes-Oxley Act (SOX) that apply to all corporate entities,including non-profit organizations. These two provisions are as follows: It is .a crime to alter, cover up, falsify, .or destroy any document That may be relevant to an official: investigation (SOX, Section 1102,.Section 1512 of Title 18, USC). It is. illegal for any corporate entity.to punish whistieblowers or retaliate against any employee who reports. suspected cases of fraud or abuse (SOX, Section 1.1.07, Section 1513 of Title 18, USC). N. COMPLIANCE WITFH ENERGY EFFICIENCY` PROVISION The Contractor shall comply with the mandatory standards and, policies: relating to energy efficiency, if applicable, which are contained in the State Energy Conservation Plan :issued in compliance with the Energy Policy and Conservation. Act (Public Law 94-163). O. COMPLIANCE WITIR; THE HATCH ACT The :Contractor shall comply with the provisions :of the Hatch Act .(5 U:S.C. 1501-1508 and 7328) which limit the political activities of employees whose principal employment ::activities are funded in whole Orin part withFederal.funds, if applicable. P. INCORPORATION OF COMPLIA CE WITH SPECIFIC APPROPRIATION 2214 OF THE 2010 APPROPRIATIONS ACT PROVISO ANI) 2010 APPROPRIATIONS IMPLEMENTINQ BILL.REQUIRENEENTS BY REFERENCE The requirements of "the Specific Appropriation 22.14, .and .associated proviso, of the 2010-2011 General Appropriation act, subsection (10)and (11) under section 445 007, Florida Statutes" set forth in Attachment 1 attached hereto are. incorporated herein.by this reference and Contractor agrees to comply with the same. The.contractor shall provide a completed "Contractor Disclosure and Certification." Q. GRATUITIES The Contractor agrees that the :Contractor shall not offer to :.give or give any .gift, to any SFWTB employee_ As part of the consideration for this Contract, the .:parties intend that this provision will survive the Contract for a period of two years. In addition to any other remedies available to the SFW1B, any. violation. of this provision will result in referral of the Contractor's name and description of the violation of this term. to the State of Florida, Department of Management Services for the potential inclusion of the Contractor's -name on the suspended 'vendors list for; an appropriate period... Page26 of 31, PY'l 1-12 Contract Career Center Operator (City of Miami) R, ASSOCIATION OF COMMUNITY :ORGANIZATIONS :FOR REFORM NOW (ACORN) FUNDING RESTRICTIONS ASSURANCE (Pub. L. 111-117 .and H.R. 3571). As .a condition of the Contract, Contractor assures that it will comply fully withthe federal funding restrictions pertaining to ACORN and itssubsidiaries per the Consolidated. Appropriations Act .of2010, Division E. Section.511 (Pub. L. 1 11-117): and .the federal fundingrestrictions of covered organizations as defined in the Defund ACORN Act (H.R..3571). END OF ARTICLE V INTENTIONALLY LEFT BLANK Page 27.of 3.1 PY'11-12 Contract Career Center Operator (City of Miami) SIGNATORY FORM IN WITNESS HEREOF TH.L.PARTIES HERETO HAVE CAUSED .TO BE EXECUTED BELOW THE SIGNATURES OF THE AUTHORIZED REPRESENTATIVES OF THE PARTIES HERETO WHO ARE FULLY AND DULY AUTHORIZED TO EXECUTE THIS CONTRACT ON BEHALF OF THE RESPECTIVE PARTIES HERETO.: AUTHORIZED SIGNATURES FOR: PROGRAM ENTITLED: CONTRACT NUMBER: CFDA NUMBERS: City of Miami "Career Center: City of. Miami" WS-CC-PY' 11-13-00 WIA AD: 17.258; WI A NER: 17.260; WIA D.W: 17.260; WIA.RR: 17.260; TANF: 93.558; FSET::10.551; UCIREA: 17.225 (These Signatures shall be the same as those names that appear in the List Of Authorized .Signatures Provided in the Operational Documents on file with the South Florida Workforce Investment Board) (For use Only When Contractor is a Governmental Entity) lb. Signature of Authorized Official(s) I a. Date Date ?a. Johnny:Martinez, PE. .:2b. Typed. Name of Authorized Official(s) 3a. City Manager 3b. Full Title of Authorized Official(s) 4a. 4b. Signature of Person Attesting Signature of Person Attesting Signature that Appears on Line la Signature that Appears on Line lb SOUTH FLORIDA WORKFORCE INVESTMENT BOARD BY: Rick Beasley Date Executive Director, SFWIB. Page 28 of 31 PY' 1 I -12 Contract Career Center Operator (City of Miami) TABLE OF CONTENTS ARTICLE I — INTRODUCTION AND CONDITIONS PRECEDENT A. Parties to Contract Page 1 B. Effective Term - Page 1 C. Total Payment Page :2 D. Statement of Work Page 2 E. Conditions .Precedent----- --- Page 2 F. Insurance Page 3 G. Certification .ofConduct Page 3 H. Anti -Nepotism . .. . Page 3.. I. Code of Business Ethics . .. Page.3 J. Self -Assessment Page 3 K. No Assignment------- Page 4 .L. Applicab)e .Laws Page 4 ARTICLE"H - GENERAL CONDITIONS A. Adherence to Terms :and .Conditions of Formal Solicitation ----- B. Publicity C. Grievance: Procedures D. Termination Without Cause E. Breach of Contract F. Breach of Contract: SFWIB Remedies -------~----- G. Damages Sustained .F1. Licensing ---- I. Notices J. Notification of Legal Action-- ------- K. Public Records ---- - L..Audit .and. Inspection of:Records: M. Modifications-------- ---------- ----------- ------ -------____--_ - ---------- N. Autonomy ---~ O. indemnification P. Subcontracting— -- --------- --------------- --------- ------------ ---Q. Persons With Disabilities and Accessibility of Facilities ---------- ------- R. Copyright, Patents, Right to Data .. ------ S. 'Employment Eligibility Verification ------------------------ --- ----_—_-- ARTICLE Illf — PROGRAM MANAGEMENT A. Performance B. Supervisory Case Review C. Program Reports D. Monitoring---- E. File Maintenance F. "File Ownership G. Records Retention Page 5 Page 5 Page 5 Page 5 Page.5 Pave 6 Page 7 Page, 7 Page 8 Page 8 Page ;8 Page 8 Page 8 Page 8 Page 9 Page 9 Page 9 Page 10 Page .1 0 Page 12 Page 12 Page 12 Page .1 2 Page 12 Page 13 Page 13, Page29 of 31 PY' 11-12 Contract. Career Center Operator (City of Miami) H. Confidentiality of Records 1. Information Security Obligations— J. Pell Grant and Other Financial Aid K..Staffing Requirements L. Limited English Proficiency M. Training of Staff Page 14 Page 14 Page 14 Page 15 Page 15 Page15 ARTICLE IV — FISCAL MANAGEMENT A. Program Income Page 16 B. Internal Controls Page 16 C. Accounting Records ---- Page 16 D. Procurement Requirements Page 16 E..Inventory Page 17 F. Financial Closeout Page 18 G. Budget Summary Page 18 H. Contractor Cost Allocation. Plan Page 18 I. SFWIB's Cost Allocation Plan Page 19 J. Participant Costs-------- --- Page 19 K. Deobligation forNon-PerformancePage. 19 L. Voluntary' Deobligation Page 19 M. Facility for Career Center Page 20 N.Monthly lnvoicina------------ ----- Page 20 O.'Late Invoicing — Page 21. P. Training Senices Expenditure RequirementPage 21 Q. Expenditure of Public Funds.for�Food, Beverage and Dining ActivityPage 21 R. Expenditure for Travel Expenses------ Page 21 S. Salary & Bonus :Limitation —_-_- Page 21 T. Return of Funds Page 22 U: Office of Management and Budget.(OMB) Circulars Page 22 V..Construction and Renovation ofFacilities Using. Federal. Funds Page 22 ARTICLE V = ASSURANCES AND CERTIFICATIONS A. Compliance with the Health: Insurance Portability and .Accountability Pace 23 Act (i IIPP'A) B. Certification :Regarding Lobbying . Page 23 C. Lobbying Florida Statute Page 24. D. Certification Regarding Debarment, Suspension and Other `Matterspage 24 E. Certification Regarding Clean Air Act and Water Pollution ActPage 24. F . Certification Regarding :Florida Clean Indoor Air Act . Page 24 G. The Pro -Children Act of 1994 Page 24 H. 'Child Labor. Laws --------______:-- -------- Page 24: I. Public Entity Crime-------- J. Certification of a Drug Free Work .Place ----------------- ----------- -- K. Non -Discrimination arid Equal Opportunity L. Veteran's Priority Provisions Page. 25 Page 25 Page 25 Page.26 Page 30:of 31 PY' l 1-12 Contract Career Center Operator (City of Miami) M. Sarbanes-Oxley Act of 2002. N. Compliance with Energy Efficiency Provision Act O. Compliance With The Hatch Act P. Incorporation of Compliance with Specific. Appropriation 2214 Q. Gratuities R. Association of Community Organization :For Reform Now (ACORN) Funding Restrictions. Assurance (Pub. L. 111.117 and H.R. 3571) SIGNATORY FORM Page 26 Page 26 Page 26 Page 26 Page 26 Page 27 Page 28 -TABLE OF CONTENTS • Page 29=31 EXIIIBITS: Attachment 1—Modification to Workforce `Florida, .Inc. Contracting Policy (to Implement 2010'Appropriations .Proviso) Exhibit.A- Statement of Work Exhibit-B -,Code of Business ;Ethics Affidavit Exhibit C - Self -Assessment Tool Exhibit D-ProgramPerformance Requirements Exhibit E - Reporting Requirements Exhibit F - Definitions Exhibit G - Financial Closeout Procedures Exhibit }1— Budget. Exhibit I— Contract Invoice Page 31 of 31 PY-11-12 Contract Career; Center Operator (City of Miami) Attachment I MODIFICATIONS TO WORKFORCE FLORIDA, INC. CONTRACTING POLICY BACKGROUND: The following policy was established in accordance with proviso language for Specific Appropriation 2214 of the 201.0 General Appropriations Act and the 2010 Appropriations Implementation Bill andcontinues in accordance with Specific Appropriation 2006 of the 2011 General Appropriations Act. The proviso language for Specific. Appropriation 2006 prohibits the use of state or federal funds by a regional workforce board "for any contract exceeding $25,000 between a regional workforce :board and . a member of that board that has any relationship with the `contracting vendor, unless the contract has been .reviewed by. the Agency for Workforce Innovation and Workforce .Florida, Inc." The proviso language is incorporated into and made a :part of this policy. POLICY: Ij Definitions. For the purposes of this policy, the following definitions apply: a) "Board" means one of Florida's twenty-four regional workforce boards or Workforce Florida, Inc.. b) "Contract" means a written agreement funded by : state or .federal funds, to which a regional workforce board or Workforce Florida; Inc. (`WFI") is one of the parties_ it includes the initial contract and all amendments, renewals or extensions, For purposes of this policy, "contract" includes the proposed contract. This teiiii doesnot include: i) retail purchases for which no written contract is executed; and ii) the purchase of utility services for use by a board. iii) staff employment contracts (other than contracts with members of the board or relatives of board members) iv) membership fees and sponsorships to professional organizations c) "Entire board" means the complete membership of the board at the time a contract is submitted to . a vote. It includes the. board member who has a relationship with the contracting vendor and who therefore must abstain on the vote on the contract. Membership of the board includes non -voting members. d) ::Quorum" means that minimum number of members of the board required to be present in order for the board to transact business as established by the board's bylaws (or, in the absence of bylaws, as has otherwise been established by the board.) e) "When a quorum has been established"` means the contemporaneous meeting of a sufficient number of members to constitute a quorum; in person and/or through accepted electronic means. t) "has any relationship with the .contracting vendor" means the member is an owner or a principal of the vendor, or a. principal of the vendor has retainedthe member, or the parent organization or subsidiary of a corporate principal of the vendor hasretained the member or a rnerriber's known relative or member's business associate is an owner of the vendor. For purposes of this policy, vendor, contractor and subrecipient are the same. g) "benefit financially from a contract" means the special private financial gain to a member, a .special private financial gain to any principal which retains the ,member, the special private financial gain of the parent .organization or subsidiary of a. corporate principal which retains the member or the special private financial gain to any member's relative or businessassociate or to a board employee and such benefit is not remote or speculative. "Personally benefit financially" means a special private financial gain to a member only. h) "Owner" means any ownership interest in a privately owned contracting entity or a majority interest in a publicly held contracting entity. i) "Principal of a: contractor" means an owner or high level management employee with decision making authority. j) "Relative" means father, mother, son, daughter, husband, wife, brother, sister, father- in-law, mother -in -lath, son-in-law; or daughter-in-law. § 112.3143(1)(b), Fla. Stat. k) "Utility services" include .telephone, cable, electricity, water, gas, waste and sewage services :and other similar services. I) "federal, state or other,governnaental workforce programs" means Incumbent Worker Training (s. 445.003(3)(a)(3), F:S ), Quick Response ;Training (s. 288.047, F.S.), Employed Worker Training, On the Job Training, .customized .training and other One- Stop training provider services. II) Prohibition Aaainst.A`Boar-d Contractiu2 With Its Board Member No workforce board .(Worlcforce Florida,. Inc. or a regional workforce board) shall enter into ;a .contract with .one of its own board.. members, with an organization represented by its own board member or with any entity where a board member has any .relationship with the contracting vendor. At:a .board's discretion, the following may be exempted from the above -paragraph: a) A contract with an agency (as defined in s. 112.312(2), including, but not limited to, those statutorily required to be board members) when said agency is represented by a board member and said member does not personally benefit: financially from such. contracts; b) A contract with a board member or a vendor (when a board member has any relationship with the contracting vendor) when the contract relates to the member's appointment to the board under. Pub:. L. No. 105-220, ("Workforce Investment Act") Title I, s. 117(b)(2)(A)(vi) ["representatives of the one -stop partners]. 2 c) A contract with a member receiving :a grant for workforce services under federal, state or other governmental workforce programs. d) A contract between a board and a board member which is not exempted under paragraphs I1(a), II(b) or II(e) where the board documents exceptional circumstances and/or need and the board member does not personally benefit .financially from the contract. Based upon criteriadeveloped by WFI, AWI shall review the board's documentation and assure compliance. Each contract which is exempted from the general, prohibition in paragraph II must meet the requirements set forth in paragraph III below, including, but not limited to, the requirements of the Workforce Investment Act of 1998 "conflict of interest" provisions. However, since the proviso language for Specific Appropriation 2006 requires WFI to perform the review and approval process pertaining to regional workforce board .contracts, WFI contracts shall not be subject those provisions of this policy pertaining to review and approval processes. III) Reouireraaents of Section 445.007. A board must comply with all requirements of section 445.007 prior to contracting with a board :member or other personor entity who .could benefit financially from a contract (as definedin paragraph i(g) above). These requirements are: a) All contracts between the boardand`a board member or other person or entity who may benefit financially from acontract .(as defined in paragraph I(g) above) must be approved by a two-thirds vote of the board when a: quorum has been established and the approval of such contracts .shall not be delegated to staffor committees: b) The fact that a board member or other person or entity could benefit financially from the contract (as.defined:in paragraph I(g) above) must be disclosed in the meeting, and made part :of the minutes of the meetin g before the vote is taken, The board member's absence. from the meeting does not relieve the board from the disclosure and 2/3: vote requirements. All other known conflicts must be disclosed before the vote. If a board member discovers a conflict of interest after thevote, then the. conflict must be disclosed in a procedure consistent with s. 112.3143(4)(b). Board members who could benefit financially: from the contract or who have any relationship with the, contracting vendor (as defined in paragraph I(f) above) must. abstain from voting on the contract. A' board member's designee cannot vote in the place of a board member who is required to abstain. c) Board contracts equal to or greater than $25,000 shall not be executed prior to the written approval of WFI. d) The board must submit all contracts equal to or greater than $25,000 with board. members or other persons:or.entities who could benefit financially from the contract to the Agency for Workforce Innovation ("AWI") ,along with documentation, as specified by this policy, demonstrating.compliance With section 445.007. e) Contracts tinder $25,000 with aboard member or other persons or entities who could benefit financially from the contract (as defined in paragraph I(g) above) must be 3 approved by a two-thirds vote of the board when a quorum has been established and meet the other requirements of s. 445.007, but are exempt from the AWI and WFI's review and recommendation process and do not need to be reported.. f) Contracts with a board member or other persons or entities who could benefit financially from the contract (as defined in paragraph I(g) above) in which the board is receiving monies or other compensation (such as a board member paying rent to the board or paying for board services) are .exempt from this policy. g) The term "contract" includes the initial contract and all amendments,` renewals, or extensions. Renewals or: extensions of contracts with. :a:board member or persons or.. entities who could benefit financially from the contract must be approved under the same .procedure .as if the renewal or extension were an original contract. Any amendments to a contract which could benefit financially a board member or another person or entity (as :defined in paragraph I(g):above) must be approved under the same procedure as if the amendment were an original contract. Any amendments. which do :not benefit financially a board member or other person or entity (as defined in paragraph I(g) above) may be approved by'a regular majority vote where there is a quorum according to board rules .and/or bylaws. h) All other requirements of section 445.007(1):must be met. For example, a board member must continue to disclose any conflict of interest in a manner that is consistent,wvith the procedures outlined in s. 112.3143. i) In order to comply with the requirements of section 445.007, a board's policy shall adviseand require board employees to disclose known conflicts of interest and notify the board of any contracts which: may: benefitthem personally. In order to comply with the requirements of section 445.007, .a board's policy shall advise and require all parties to a contract to disclose all known conflicts of interest and notify the board of all board members or other persons or entities known tobenefit financially from the contract (as defined in paragraph.I(g) above). j) A; contract which is initially subject to the requirements of s. 445.007 due to a board members, an employee's or another person's or an entity's conflicts of interest at the time of approving .the contract is not subject to these procedures after the departure of the member from the board membership, the departure of the employee from the board's employ or other actions has removed the conflicts of interest. k) The above requirements do not eliminate or diminish the board's obligations to comply with Section 117(g) of the Workforce Investment Act of 1998 (Public Law 105-220) ("WIA") "Conflict of Interest" procedures. IV) Review criteria. Contracts equal to or greater than $25,000 with a board member or other person or entity who could benefit financially from the contract (as defined in paragraph l(g) above) must be reviewed by AWI'to ensure that theserequirements have.been met: a) The board approved the contract with a two-thirds vote of the board when a quorum has been established.; b) Board members who could benefit financially ..from the contract or board members who have any relationship with the contracting vendor disclosed any such conflicts prior to the board vote on the contract; and c) Board members who could benefit financially from the contract .or board members who have any relationship with the contracting vendor abstained from voting. V) .Required Documentation. For each contract equal to or greater than $25,000,.the board must electronically submit after the board'.s approval of the contract a:completed contract informationform certified by the board chair as correct and true to {identf mailbox: address] containing the following information: a) Identification .of all parties to :the contract. b) Description of goods and services to be procured. c) Value of the contract, contract renewal or contract extension. d) Contract term e) Contract number or identifying information, if any f) Identification of board member . or employee whose conflict of interest required the board's approval of thecontract by.2/3 .vote. g) The nature of the conflict of interest in the contract. h) A.. certified board membership roster listing all members on the board at the time of the vote on theapproval of .the contract with a vote tally indicating attendance or absence at the meeting and for those in attendance, the affirmative and negative votes and abstentions for each member. i) Dated and executed conflict of interest forms, rhich are consistent with the procedures outlined. in ;s..112.3143, submitted at or before the board meeting, for board members who have any relationship with the contracting vendor (as defined in paragraph I(f) above) Other information as specified on the contract information form. j) AWI and 'WTI will .review this documentation to 'ensure compliance with the statutory requirements :listed in paragraph III above. Failure to timely provide all required documentation or failure to complete the form shall result in inunediatee disapproval of the contract and require resubmission of documentation and form. AWI will electronically :submit in writing to WFI within five (5) business days of receiving all of the required documentation its recommendation. whether the statutory requirements were met. WFI will then electronically transmit in writing within three (3) business days after receipt of the AWI's written recommendation its approval or disapproval . The board may not execute the contract until WFI approves the contract. VI) Request for Review When Contract Approval. Is .Denied. A -party to the contract may request a review of WFI's disapproval of a contract. Strict. compliance -with the following procedures is required. a) The request for review must be .in writing, must state specific grounds for review, and must provide all information required for review of the stated grounds. Failure to state specificgrounds may be cause for denial of the request withoutfurther review. b) The request for review must be received by WFI not later than ten (10) :calendar days .from the date of WFI's denial and may be submitted electronically to [identify name of electronic mailbox:] or by any other means of delivery, i.e. mail service, hand delivery or facsimile. Any .request for review that isnot. received .by WFI within this timeframe will be rejected without further consideration. c) Within seven (7) .calendar daysof: receipt, the WFI Presidentor designee will issue a final decision on the request for review. The Chair of Workforce Florida or. its Board of Directors may direct the President to present such reviews to the Executive Committee. No review under thispolicy will be presented to the WFI Board of Directors unless, at the discretion ofthe Chair, such full board review is deemed to be necessary. VII) Effective Dates r f:Policv . a) These modifications shall be in effect upon WFI's adoption. The Workforce Florida, Inc. Contracting Policy adopted May 13, 2010 shall be in effect until the adoption of these modifications. b) All references to the Agency for. Workforce Innovation or AWI shall change to the Department of Economic Opportunity upon the, effective date established: by law :without further modification, of this policy. CONTRACT JNFORIVIATION'FORM This form is to seek approval of a contract valued at S25,000 or more involving a conflict of interest of board members or employees. All requested information is required. Failure to provide complete information may result in disapproval of the contract. I, , hereby certify the following information regarding a contract that came before the (Regional Workforce Board). a. Identification of all parties to the contract: b. Description of goods and services to he procured: c. Value of the contract/renewal/extension: d. Contract term: e. Contract number or other identifying information,if any: f. Identificationof board member or employee whose conflict of interest requiredthe board'sapproval of the contract by 2/3 vote. g. The nature of the conflicting interest in the contract: h. The board member withthe conflict of interest was/was not:present.when the board.voted:.to approve the contract. i..A certified beardmembership roster_ listing: all members on the board at the time of the vote on the approval of the contract with a vote tally indicating attendance or absence at the meeting and for those in attendance, the affirmative and negative votes and abstentionsforeach member. j. Dated and executed conflict .of.interest forms, which: are consistent with the procedures outlined in:s_ 1.12.3143, submitted at or before the board .meeting, for board members who have any relationship with the contracting vendor (as defined in paragraph I(f) of. the :Workforce : Florida, Inc. contracting' policy.) I certify that the information above is true and correct. Date filed Signature of Board Chair* or designee of the Board *.Must be certified and attested to by: the Board Chair or designee of the Board. 7 DISCLOSURE OF BOARD .MEM) BER'S OR EMPLOYEE'S CONFLICT OF INTEREST IN THE CONTRACT 1, , am a board member / an employee of the board (circle. one)..I hereby disclose that: I could .benefit financially from the following contract (provide name of ;parties to contract and description of the contract): I could benefit financially from the contract in the following manner: "Benefit frnancially from a contract" means the special private financial gain to a member, a special private financial gain to any principal which retains the member, the special private financial gain of the parent -organization or subsidiary of a corporate principal v�hich retains the member or the;special private financial gain to any member's relative or business associate or to a board employee; and such benefit is not remote or speculative. Date filed Signature. of. Board Member/Employee NOTICE: CONFLICTS OF INTEREST REGARDING BOARD. MEMBERS. AND BOARD EMPLOYEES MUST BE DISCLOSED PRIOR TO THE BOARD'S VOTING TO APPROVE THE CONTRACT; BOARD MEMBERS WHO BENEFIT FINANCIALLY OR WHO HAVE A RELATIONSHIP WITH THE CONTRACTING VENDOR MUST ABSTAIN FROM THE VOTE, AND THE CONTRACT MUST BE. APPROVED BY A 2/3 VOTE OF THE BOARD WHEN .A QUORUM HAS BEEN ESTABLISHED. COMPLETION OF THIS FORM DOES NOT IN ANY Vv'AY:SUPERCEDE OR SUBSTITUTE FOR COMPLIANCE WITH CONFLICT OF INTEREST DISCLOSURE REQUIREMENTS OF SECTION 112.3143. FLA. STAT. OR SECTION 117(g), WI.A. CONTRACTOR DISCLOSURE AND CERTIFICATION For purposes of the contract between (Regional Workforce Board) and (contractor), the following disclosure is made: The principals* and owners* * of the contracting entity: have no :relative who is a member of the board.; have a relative who is a member of the board, whose narn.e is. _There is / is not (circle one).a principal or owner who is a member of the board. If applicable, the principal's or owner's name is There is:/ is not (circle one) a principal or owner who is an employee of the board. If applicable, the principal's or owner's name is * "Principal" means an owner or high level management employee with decision -making authority. **"Owner" means ;a;person having any ownership interest in the contractor. I hereby certify that the information above is true and correct. Date fled Signature of Authorized Representative Printed Narne Title Exhibit A INTRODUCTION The Contractor does hereby agree to provide services as describedherein in compliarice with the conditions herein stated for the•effective period of October -I,::2011 through June 30,,2012. The Contractor shall provide access to services that increase the employment, retention, and :earnings of customers and meet the workforce preparation needs of the region through a inent of .services that may be.accessed- through one, two; or mpre programs With :dual enrollment strategies to optimize service delivery. 'A. The contractor shall- maintain:an establishment that meets the needs of employers and jobseekers while providing outreach activities to the community. B. The Contractoi- shall provide services in the areas of, but not be limited to, job placement, job creation, job retention, self,sufficiency -deterrnination, career management, and follow-up to employers and jobseekers to ensure long-term success through self-stifficiency while achieving the contracted performance outcomes. C. 'The Contractor shall operate:and manage .the City of Miami South Florida Workforce Investment Board (SFWIB) :Career Center. The location of .the aforesaid Career Center. shall be subject to change bv the SFWIB 'at any time for :any tea.son, at :the sole discretion of the SFWIB. Where the location changes, the Contractor shall ope.rate. an d -manage that Center from the new location. D. 'The :Contractor Shall manage all ',Career Center staff in accordance with Article X of this Statement of Work. E. The Contractor -.shall deliver a fully integrated menu of -workforce development services to employers and host of -potential jobseekers :toinclude, butnor be lithited to, the universal jobseeker, Temporary Aid to Needy Families (TANF) eligible :individuals:, Career AdVancernent Program (CkP) participants Supplemental .:Nutrition Assistance Program Einployineni and Training (SNAP E&T) partieipants, Workforce investment Act (WIA) Adults and -Dislocated N.Vbrkers, Unemployment Compensation :(1.3C) Claithants, Veterans, Young AdUlts transitioning:from foster care, individuals seeking speCialiYed services such .as ,professionalS, Trade. Adjustment Act .(TAA) participants, ex -offenders, disabled individuals, homeless andrefugees. F. `The Contractor shall oversee the activities of approved partners in the Career Center and coordinate all specialized -programs designed to deliver services in the most -efficient and cost effective manner. This shall include,:co6rdination With tlieregiOn':s :Access Points to, provide u.,orkforce senices. G. The COntractor.is solely :responsible .for determining eligibility for services under this :contract as ser forth in this Statement of Work, applicable federal and state laws, and -SFWIB Policies:and Procedure.s. Services rendered to .ineligibleirclividuals :are- subject to disallowance as set forth in Article IV, Section S of the :Contract,. IL WORKEORCE:PROGRAMS The Workforce Services to bc provic:led shall be in accordance with P.L. 105-220, the Workforce Investment Act of 1998, Chapter 4-45 RS. Workforce Innovation Act of 2000, P.L. 104-193, the Personal Responsibility and Work OpportunityReconciliation Act of 1996,' Chapter 414 F.S., Family Self Suciency, and all other applicablefederal, state and local laws and regula.tions. Page 1 of'17 PY 11-12 SOW Exhibit A A. Career Advancement .Program. (CAP) The Contractor shall be responsible for managing the Career Advancement Program (CAP) caseload including, but not limited to Work Registration of.TANF applicants, assignment to work activities, daily management of CAP.: participants, weekly system .tracking of participation, timely request of sanctions for non-participaticiri, follow=up to determine appropriate disposition, managing requests :for hardship exemptions (to: mandated dine limits) and good cause deferrals from program .participation..As a management tool,: the Contractor shall conduct a 100% review of the CAP mandatory open caseload during the .reporting .month utilizing• the TANF/CAP Performance. Desk Review Tool and shall meet the required standards. 1. Assessnient and assignment of participants to a work activity - CAP participants subject to work participation requirements under the federal legislation shall be properly assessed and complete work registration prior to assigning them to a countable Work activity for the required hours per week. 2: Supporting documentation for CAP participation shall be collected for JPR updates on a weekly basis. ExccptforemploytnentWhich .the hours may be projected for up to 6 moriihs`beginning the date that the closurc.alert is received from:DCF and hth the receipt of one fullpay.cycle. 3, Consistent monitoring of each.- CAP Community Service and Work Experience ierience Site, and participant referrals which includes, but is not limited to ensuring that adequate and appropriate worksites are maintained and document the participation of each referred individual: a. Referrals of CAP participantsto worksi.tes require an evaluation of the participant's employment goals to be matched with the Skills that arc identified for the position detailed in the job description. that is available at the worksite; b. The career center is required to conduct an onsite follow-up within 5 days of the initial referral date and conduct:a bi-monthly on -site evaluation for each worksite with participant(s). Documentation of the follow-up shall`be recorded in the One Stop. System. Tracking (OSST) casenotes; c. The collection of tiinesheets shall be coordinated With the worksite and the careercenter staff. Timesheets shall be obtained. on a weekly• basis from the worksite designated staff (not the participant). Note:.timesheets.may b"e fa:>tied from the worksite provider if :the tvorksitc fax stamp information :is :included. on 'the tim.esheet; d. Onginal tizneshcets, Which document monthly participation, shall be collected from the iVorksite and the original shall be kept in the: case:E.le; .and e; Lacb participant assigned to.a worksite shall has e their:progress.reassessed on a monthly basis. 4. The Contractor shall update: the JPR screen ;in .OSST on .a .weekly basis to .docutncnt hours of participatonn. 5. The Contractor: shall.develop OJT and/or Subsidized Employment opportunities for CAP participants. 6. The Contractor shall document: CAP communication and participation in OSST and in the Case File.: All instructions provided to the . participant regarding program participation and requirements shall-' be outlined in the Plan Development - Steps to Sufficiency. 7: 'The Contractor shall track the CAP .participant's failure to participate in a timely manner in accordance with federal, state, and local p.rocedures: Sanctions of CAP participants shall be requested to . the Depaitittent of Children and Families in accordance with:the State of Florida,.guidclines. 8: The Contractor shall document .contact with the participant using case notes in OSST or conduct a pre- sanction horrne visit within the ten (10) day pre -penalty period prior to imposing; a,Level (3) isapction. 9. 'The :Contractor 'shall: ensure -Pre Penalty :Reengagement - Activities shall remain open: Consistent monitoring and tracking of :a CAP participant's progress shall continue until the family, is no longer receiving cash assistance. If the participant' is receiving cash assistance, a daily telephone call shall be Page 2 of'i7 PY11-12 SOW: Exhibit A attempted and documented in OSST case notes and an appointment letter mailed. After three failed attempts to contact the participant; a weekly home visit is required in lieu of the daily telephone contact (telephone contact information is not current or the telephone is disconnected); Case notes shall be:entered in OSST for every'atternpt until the participant is no longer receiving cash assistance. 10. The Contractor shall ensure Sanction Reengagement - Activities shall remain open. Consistent monitoring and tracking of a CAP participant's progress shall continue until the family is no longer receiving cash .assistance. Actual hours of participation shall be updated for each weckin .a month that the fariuly 'has received cash assistance; A weekly telephone call, an appointment letter mailed to the participant and bi-weekly home visits is required. A weekly reengagernent case note shall be entered in OSST. .11. The Contractor :shall 'asseSs and recommend Hardship extension(s) .and record information in OSST in accordance with localproceclurcs.. ..12. The Contractor shill make accessible TANF/CAP Additional Program 'Services - Cash Assistance Severance, Relocation Assistance, Up4;rotat Diversion Services, and Transitional Services to individuals who meet specific criteria in accordance with federal, state, and local procedures. 13. The Contractor shall develop an Alternative Responsibility Plan (ARP) to manage deferrals from program.particpation. •B. Workforce Investment Act.(WIA) The .goals of the:WU\ are to: improve fi.he quality of the workforce„.enhance the productivity and competitiveness of the nation, and reduce welfare dependency. 1 'The .Contractor shall be responsible for .providing a continuum of services to adults and dislocated workers that, depending on the needs of the participant, include: core, assisted -core, intensive, and training services. Availability of funds, in :conjunction with customer need and eligibility guidelines, shall determine the combination of servides .appropriately provided toindividual customers, 2. The Contractor Shallbe responsible for the WIeligibilitv determination and verification, collection of the required supporting docuMentation,.completion and submission of all necessary eligibility documents and maintenance of docunientation. The Contractor shaB .irrili7c the WIA Adult/National Emergency Reserve (NER) funds as part of the WIA .employmerit and training services/activities' following the 'WIA Adult Program Policies and Procedures. 4; The Contractor shall utilize.theIXIA:Dislocated Viorker/Rapid Response Supplement in order to.adcircss rising unemployment- rates and increased demands for assistance .and .training 'following the: WIA Dislocated:Workers Policies and Procedures. 'The Reerriploynient and Emergency Assistance Coordination Team (REACT) assists workers who have been or will be dislocated from their jobs due to a business or plant ckisure, a major employer downsizing, natural disasters (such as floods, fi.res, hurricanes, tornadoes) or other acts of nature that 'cause .the dislocation of fifty, (50) or :more workers. The REACI: Coordinator in Region 23 responds when notices are received wt. der the Worker Adjustment and Retraining Notification (WARN) .Act or when requested by an ernployer. 6. The Contractor shall ensure that a:Career Center representative works with the Region 23 IlEr. \CT Coordinator, and When necessarY; is on -site at the .scheduled date and time to provide the affected employees with the necessary information about services available. Page3 of 17 PY 11-12 SOW Exhibit A C. Trade Adjustment Assistance (TAA) Reform Act of 2002 / Trade Globalization Adjustment. Assistance Act (TGAAA) This.program is designed to assist workers who have been laid off or jobs have been threatened as a result of foreign competition. Workers covered under .a certified Trade Act petition are eligible to receive an array of services and benefits. to:include .training, reemployrrient. services, job search, relocation allowances, •trade:readjustment allowances, wage subsidy for older workersand health -coverage tax credit benefits. 1. The Contractor shall manage the TAA/TGAAA training and employment services and shall follow the federaland state program policies_and guidelines as well as SFWTB's policies and procedures. 2. "1he Contractor shall provide documented service delivery to all DWIGAAA participants,.including theinitial .assessment and documentation for Trade: Readjustment Allowances (IRA), which is support income:for participants in training; provide referrals to training and career management. D; Wagner-Peyser The Wagner-Peyser .Act of .1933, as amended by the WJA stipulates specific guidelines regarding the registration; of jobseekers and the provision of services to employers. WP employment services are based on the general concept that the basic purpose of these services is to :bring jobseekers and employers together to find suitable. employment matches: 1. The Contractor shall make available labor exchange services to all employers and jobseekers including, but not liznited to, unemployment• insurance (UI) claimants, veterans, migrant and seasonal farm workers and:individuals with disabilities. 2. The :Contractor shall be responsible for the management of Florida Department of .l conornic Opportunity (DEO) staff as:per Article X,.Section B of this.'Statemrit of 'Work. 3. 'The Contractor shall ensure that DEO. staff pro =idc and document service delivery to all jobseekers and employers regardless of ability to :meet wage :and placement requirements. All jobseekers are. entitled to a basic level of services. The `Contractor shall submit thel Wagner Peyscr Complaint Resolution System Log, EV\1 Career Center =Referral: to Placement: Ratio:Report,. and EFM•Soft. Exits Report by the 1.Oth of each month to Addlt:Programs': (See Exhibit E,rReporting.Requirements) 5. The Contractor.:shall b responsible :for the provision of Reemployment and Eligibility- Assessment services (REA) as follows; a. The REA prod am is designed to ;help Unemplovrnent Compensation (UC) beneficiaries find jobs in an effort to shorten claims duration with fewer erroneous payments, resulting in savings to the UC"'I'rust Fund and Employer Taxes. Recmploymentservices require staff assisted services to claimants. b. The 'Contractor shall provide documented service delivery to all REA participants: Staff will schedule appointrrients and conduct iiidividuaL in -person, reemployment assessments as per the federal and state program policies arid guidelines as Well as SF\VIB's established policies and procedures. 6. The Contractor shall be .responsible for the provision of: the :Veterans Employment Services program as follows: a: Provide priority services to veterans, especiall)� disabled veterans, and develop linkages with other agencies to promote employ rnent opportunities for veterans, in accord with Article V, Section I: oof the Contract. "fhe Contractor shall submit thc'Manager's Report on Services.'to Veterans by the. loth of the first: month rOf each; quarter to Adult Programs. (See Exhibit E, :Reporting Requirements) Page 4 of 17 P•Y' 11-12 SOW 'Exhibit A b. Promote the Military Family Employment Adv ocacy Program which ..provides military spouses and •.their families -with Career Center services to assist military spouses and families where there is a service member on active duty with the armed forces. 7. The DEO administers the UC program which provides temporary wage replacement benefits to qualified individuals who are out of work through no fault of their own and who are able .and available to work. The :Contractor shall: a. Identify UC claimant by pulling the report:from EFMs interface with UC; b.. Contact the UC claimant for employment services; c. Ensure that the UC claimant has a.complete work registration; and .d. Provide UC services including but tot limited to claim filing methods; assist customer with clairn filing; :provide toll free telephone number and web address for UC office; and provide UC booklet. E. Supplemental Nutrition:Assistance Program Employment and Training (SNAP E&T) The Contractor is responsible for•.managing the SNAP E&1 Program (formerly- known as the Food Stamp Ernployrnent and Training Progratn or:FSE`I).The program is designed to meet the needs of participants in gaining skills, training, work, and experience that will increase the participant's ability to obtain self --sufficiency, and meet program performance: goals. The Contractor shall follow the program 'policies and guidelines located at the DE O website: www.flotidajobs.org/workforce/fret htrnl and SF\X'IB'.s ,establiiished.policies arid. procedures. WORKFORCE 'PROGRAMS :ELIGIBILITY The Contractor shall be. responsible for the eligibility* determination for each of the SFWIB funded programs (.c: `WIA ::and T .N ). The Contractor shall only have SFWIB Workforce Programs Eligibility certified (trained and approved bySF IB) staff.conduct'\WWorkforce Programs Fligibilite. A. Workforce:I:nvestirient Act (WIA) Eligibility determination and registration shall include the: completion of the WIA Application; verification of:the information: provided for the.application and determination that the applicant meets the eligibiiit criteria established by WIA and SF\VIB; and entry into the El:hl`Management Information System. 1. .Adult: ;(and:NER) All adults shall Meet the Workforce Invcstment.Act(WIA) Adult eligibility criteria listed below. a. Meet the Priority of Services; and b. An adult 18`y=ears of age Or older; and c. Is a.resident of:I\Iiatru Dade or Monroe :Coutity; and d. A citizen of the United States; or e: .An eli bie non -citizen who is authorizedby the U.S: Citizenship and Immigration Services; and f. In compliance with the Selective Service Act (only- relevant for males 18 26);'and g. Provide theliighest grade ccomplctcd;.and Page 5 of 17 .PY'11-12SOW' Exhibit A h. .Demonstrate :that employment could -not be obtained prior to eligibility. .2. Dislocated Workers (and Rapid Response) a. r111.Dislocated \ /orkers shall trieet"the Workforce II vestinent Act (WiA) .Dislocated Worker eligibility- .criteria i sted belo�t 1) An adult-18:years of age .or older; and 2) is a resident of Miami -Dade or Monroe Count};.and .3) A citizen .of the United.States; or 4) An eligible:non-citizen whois.authorized-by the U.S. Citizenship:and linmigration Services; and 5) In compliance with the Selective.Scrvice Act (only relevant for males I8-26); and 6) Provide. the'highest: grade .completed; and .7) Demonstrate that employment could not be obtained prior to eligibility. `b. In:addition to the:above.general ligibility.factors to qualify -,as -''a Dislocated Worker,.an.individual shall meet one or -more of the:following..criteria: 1) Has been terminated, laid off:or.who has rcceived..a notice of termination or layoff, from employment; 2) -Is :eligible for or:has elhausted:entitlement to: unemploynient compcnsatlon; 3) -Is :unlikely to return: to :a•previous .industty or .occupation; 4) I las been terthinated.or laid off, or has received a noticeof such; :attached to workforce but not eligible for uneinployrnent:compensation or job not covcred.by-unemployment compensation; S.) (a) Terminated, laid:.off or notified of: permanent closing .:of plant or farilir (b) is employed at a .taciiity at tivhich:the:emploer has made:a general announcement that such facility will .close within l'8() day.s,..or (c) -for purposes of r'lisibility to receive; services.. other.than.training ':services cles;cribed in the W.orkforce:Investment Act of:199$, section 134(d)(4), intensive services .described. '.the Workforce:Investrnent Act of1998, section 134(d)(3); substantial lay off;. 6) -.General announcement of facility:. closing; date required; 7) Self-employed (including employment as.a farther, a ranchex;.or:a. fisherman) but is -unemployed as a result of general economic conditions -in -the communityin which the individual resides .o.r because,of natural disasters; or $.) .Displaced home.makcr: The term "displaced homemaker"• means an individual who has been providin g:unpaid.services t0.famtly members :in the home and:who (a) has been dependent on-the.income df.another fanny= member but.i:s,no.longcr supported by that incoinc;; and (b) is :unemplo}fedr or underemployed and experiencing difficultn- in obtaining or `upgrading employ ent. B. Temporary Assistance :to Needy Families (TA.NF) Under T 1tF a "family" as defined for the usc'of TANF funds, shall include a pregnant individual or a. parent with one or more minor children or a caretaker with one or •more minor children. Note: Minor child means:a child :living at home with the parent or caretaker, or:.under'nineteen years of age if the child Page 6 of 17 PS711-12 SOW Exhibit A is a:full-time-student .ina secondary.school orat the equivalent lei>el of vocational or technical training and does not include anyone who is .married or .divorced. ITANI eligible families can be: 1. Applicants (which means that, they are applying toreceive cash assistance);. 2: Current participants (which means they are currently receiving cash. assistance); 3. Former participants and currently earning up to 200% of the poverty lei=.el; 4. Eligible families who have never been on cash assistance are T'ANF= eligible as described above and are earning up to 200% of the poverty level; or 5. A non -custodial parent of a;ch.ild who is T_ NF eligible. There are four (4) purposes under TAN Guidelines that have some: relevance to \ I A Programs: Purpose 1- To "provide assistanceto needy ffamlies:so that the children may be cared for in their homes or in the homes of. relatives". Purpose 2 -.Intended to ".end.the dependence of needy- parentson government benefits by promoting job preparation, work, and marriage"'. .Purpose.3 - Intended to "prevent .and reduce the incidence Of out -of -wedlock pregnancies and establish annual numerical goals :for:preyent:ing.:and reducing the incidence of these pregnancies". ✓ Purpose 4 - Intended to "encourage the formation and.maintenance of two -parent families". PERFORMANCE REQUIREMENTS A. number .of workforce performance requirements .are established :by .federal and state laws, «'orl force Florida, Inc. andthe SF VIB. The purpose ,of the SFWTB Balanced Scorecard is to'strengthen our workforce service delivery system and to become highly effective and efficient by simplififing complex measuring systems,integrating multilevel performance indicators :and focusing on the basics Such as :employment: outcomesand self:sufficienct-. 'The Balanccd:.Scorecard is a tool to :assist the region in exceeding:perfounance and servingall participants. A, l'he:Contractor shall ensure that. Career Center staff is trained on all Balanced Scorecard .Measures and implcmcnt strategics that Will rztaxirntze performance outcome :potentials to be: cost-efficient, .and util+7e dual.enrollinent or other strategies for Optimalservice cleliven,F. B: SFiX-.IB shall track the performance of the Contractor against tlx: required' performance standards. Failure to meet the minimum required .perforrnance as described in Exhibit D, Program Performance Requirements may result in the termination of this .Contract by:SFW'IB. V. QUALITY ASSURANCE The purpose of the., Quality Assurance (QA) strategy is to facilitate self -assessment reviews to ensure accuracy of data reported and collected. Customerfiles and data systems shall also be reviewed to: ensure data integrity and. continuous irnprovemcntof syrstein.operations, reduce the. error rate of Region 23 to a three percent (3" o) or less error rate; and ensure compliance :with federal, state and local laws, transrnittals, directives, policies, procedures :and regulations. A. The Contractor's QA process shall include, but is not limited to the following: 1. The Contractor'sstaff shall collaborate with:the SF WIB staff; Page 7..of .7 PY 11-12 SOW Exhibit A 2.. The 'Contractor shall •ensure that staff is trained; implements concepts learned in training •and from technical assistance; and •conducts-ongoing:system and desk reviews to ensure policies and .procedures arc being followed and:information systetns .and case::files are properly:updated and documented; 3: The -Contractor shall conduct monthly Supervisory Quality Assurance Reviews, .as :set forth in Exhibit E — Reporting Requirements, of 1U°o •or 25 cases :(whichever is less) of all SFWIB Programs that includes, but is • not limited to the following: WIA, CA.P, SNAP E&T, and TANF,•with `activities-during•the review period. This review shall be reviewed and approved by the. Center Director. 4. A rev iew-and analysis of participants' files based on .a:selected sample; 5.. .A review,. examination, and assessment of qualitative and quantitative:system participant .data; 6. A .comparison cif the ,previous Sl \XTIB monitoring report to determine the extent to which the .concerns have been addressed; 7.. A.review of eligibility for.program services; 8. A review of supporting documentation. maintained in the case file; 9. A review,:.examination, and assessrnent.of the .quality and the quantity:of the services provided; 10. A.systcmatic. approach/review- of caseload per: Career Advisor ratio; and 11. Monitoring and.adhcrence 'to .Equal Ernployment Opportunity (EEO).requirements. B. The SFWIB QA Strategy involves:a multi-iayerprocess as follows: 1. At the conclusion,of the case file review, SF',ti'B will discuss the findings with the Center's staff and provide him/her with a copy .of the completed review tool instrument. The .discussion will include the strengths: anddeficiencies found in: the review. The Contractor's Center Director will bc.provided an electronic copy of the entire completed review tool. The Contractor shall be required: to submit a Plan of Corrective Action c'OC:A) Within ten calendar (10) days from the•receipt of the Quality Assurance Report as a result of not:meetirng the stipulated three percent.(3%) error rate. The final Quality Assurance. -repot. of each quarter will count towards the Balanced Scorecard Error Rate Performance. Measure. Failure to :submit an acceptable POC'1 and/or failure to comply with previously accepted POCA measures May result in placement on a Performance Improvement Plan (PIP). .Placement on a PIP will require: the Contractor tosubmit"weekly quality assurance updates to SF VIB staff: The specific content required in these Weekly updates will be presented in a formal PIP letter; the updates will proi-ide SFWIB with: confurnation that Center staff is making every effort to follow :federal, state and local policies, while minimizing :errors' and preventing deficiencies. 5. If at an time SP\VIB identifies a deficiency, .a Contractor trrw be subject to a PIP, The PIP includes, but is not lit-n:ited to; setting 'tip a schedule of ongoing review of cases, on site quality assurance reviews, providing written and/or on -site technical assistance for improvement until the errors identified:have.-been corrected:and an acceptable let el of improvement has been demonstrated in the quality assurance;process and/or• the SI'WIB PIP identified reduction in the -error rate is .met. It is the Contractor's responsibility to:implement best practices, develop corrective actions plans, and correct and prevent deficiencies. b: It the :Contractor is on: a. PIP; the SFWIB: staff wilt: conduct a follow-up resriew (file and/or :system) and provide:a Quality Assurance Report in order to identify training, provide technical assisianceand conduct follow-up reviews to ensure that policies and: procedures are correctly implemented. Page 8 :of 17 PY 11-12.SOW Exhibit A .7. failure to .demonstrate compliance with the PIP during the specified timeframe may result in an extension of the PIP or a breach of contract as determined by S1\V-'LB staff. VI. ..DATA ENTRY RESPONSIBILITIES "The Contractor shall utili'c the Initial Assessment Application (IAA), . Employ Florida Ivlarketplace (EFM), One Stop Service" Tracking(OSST), and the' Service Account Management System (SAMS) to document the .,provision of services as part of the jobsecker trackingprocess. The. Contractor shall ensure that -the WIA data is entered within ten (10) days of participant contact or services being delivered, and ensure that the TANF/CAP data is entered weekly. 'llie Contractor shall cooperate with SF TB -approved Training Vendors to ensure thetimely entry of consistent andaccurate participant training -related: data in the SF\VIB Reconciliation Tool. SAMS data shall be entered in accordance with the SAMS process. VIi. EMPLOYMENT/PLACEMENTT VERIFICATION The following Employment Verification shall be utilised for ;all. SFTB programs, including but not limited to: r NF, CAP,: SNAP :E&T, WIA Adult :/ :National Erriergency Reserve (DYER:) or Dislocated Workers / Rapid Response./ Rapid Response Supplement, TAA/TGAAA and Wagner-Peyser. The Contractor shall verify full or part time.unsubsidized employment through the use of one of the following appropriate options as per local operating.procedure: A. .E.mployment'V:erification Form:(Attachment 1) 'completed by the employer; or B. Employment Verification Form (Attachment .2 with Training Vendor logo) completed :by the employer and validated`by Contractor; or C. For companies that use the Work Nurriber system, attach the employer's printout to the Employment Verification Form;.or D. Pay stub in conjunction with documented employer contact, or Employment Offer Letter; or E. New Hire Report in conjunction with documented employer contact to indicate actual start date of employment; or F. 'Ihe Unemployment Insurance (1.11) system and/or:SuriTax with documented employer' contact; or G. For Self -Employed individuals, attach Form:1099 'Misc (Miscellaneous Income) and/or Form W-4. Vill. WORM-'ORCE'SERVICES The Career Center shall offer an array of workforce services to all customers (employer and jobseekers). Self- Services/Unassisted core services shall be made .available tothe'universal jobseekcr, and as applicable, assisted core, intensive and training services shall be made available to jobseekers that are eligible for one or more of S177713 programs, .including Wagner Pevscr, TANF (CAP), SNAP E.&T, WIA Adult / National Emergency Reserve (BIER) ;or Dislocated Workers / Reemployment and Emergency .Assistance Coordination. Team (REACT) Program - Rapid Response and Rapid Response Supplement. A. Business Services The purpose of the region's. Busiricss' Services strategy is to ensurebetter coordination of services to businesses in the community, through active communication and utilizing EFM. The Business Services strategy is designed to improve the job development and job matching process for jobseekers; with a focus on "Employment" as the outcome: Page '9. of 17 - PY 11-12 SOW Exhibit A 'The Contractor shall designate one (1) Business Consultant to work from the SFWIB Administrative Office, Business Services. le Business Consultant will work for the Region and follow the guidance of the SFWIB Business Services Manager. The region's Business :Consultants will work in partnership with the Contractor's Employer Specialists regarding interaction/collaboration with economic development agencies, chambers of commerce, industry focus groups, major job fairs, promotion of: business incentives including Customized Training Programs (CI), Employed Worker Training'(E'XT), On -the -Job Training (OJT), and Entrepreneurial and .Self -Employment Training (ESEI); and implement the Economic Development and Industry- Sector Committee's agenda. The SP\X IB shall focus on "branding"" (i.e., public relations/media) and outreach to community:leaders, major businesses, and organizations inthepromotion campaign for SFWIB. Public awareness, business endorsement, and community leadership support will elevate SIAVIB's status as a catalyst for economic development :and support in this :region. EBusiness .Services shall interact with .the business community :.to address their current and anticipated labor needs, prepare for future labor needs, educate the business community :about the services available through SFWIB and continually assess the business' needs to deliver timely services that meet those needs. 1.. The Contractor shall: a. Ensure that the designated Career Center staff develops .job placement opportunities for jobseckers and converts these opportunities into job orders for. jobseekcrs; b. Develop and Coordinate training services for businesses; c.. Develop and coordinate community service and work experience worksites; ii, Develop and coordinate special recriiitinents .for:businesses; e. Develop: and coordinate opportunities for program participants through established relationships With businesses in .Miami -Dade and Monroe Counties; f. Develop and coordinate recruitments through • the posting of :job orders, conducting job : fairs, providing space for on -.site interviews and skill matching, etc; :g. Provide skill :testing and screen potential employeesfor employers .through"Prove It".or other software tools to evaluate skill sets, abilities and• qualifications that meet the business needs; h. Job match qualified jobseckers and program participants who meet the business' minimum requirements; i. Provide follow-up services to businesses to assess satisfaction wnth services received; document and share results with SF• II3°Business'Services; Provide leads to Business Consultants for those companies who may,- be interested in information on tax Credits and financial incentives' for:available training services such as the I \ I' and OJT; k; .Coordinate with .staffing agencies and other organizations that provide placement services to ensure •adequate employment opportunities exist for jobseekcrs and program participants; 1. Coordinate with SFWIB REACT Coordinator. to conduct rapid response activities for businesses. that:are faced with mass lay-offs, •downsizing c)r closing tn. Provide follow-up services on job orders:using EFig and document the:system with a case.hote; n. Promote arid develop high -skill, high -wage employ rent Opportunities which meet the self sufficiency standard for the:region and o. Actively engage in, and promote' all regional industry/business initiatives as determined by SENC B. 1• Page lO if 17 PY 11,12 SOW Exhibit A For _Non-ITA training activities the Contractor shall: a. Track Non-JTA training activities including enrollment, training progress, completion, and reimbursement information in allsystems pertinent to the program funding stream; b.. Execute at :a minimum the number of OJT agreements as set forth in Exhibit D of the contract during the contract period and adhere to the timeline as set forth in Section. 2c and d of this Statement of Work; c. Submit a copy of the executed OJT agreement to SFWIB Business Services no later than five (5) business days after execution; d. Ensure that OJT agreements are not executed within 35 days' of termination of the contractend date; e. Ensure that executed OJT agreements are not submitted within 30 days of termination of the contract end date; f. Reimburse the business. as OJT competencies/skillsare:met as set forth in the SFWIB OJT Policy (section ti'Ifi1 (C) (8)) and .SFWIB Procedures; g. Reimburse the business :as `CT, :EWT, and ESET certificates of completion are awarded and :certifications occur as set forth in SFWIB Policies. and Procedures; h. Obtain the .appropriate signatory for the business on all agreements, including but not :limited to CT, EWT, .OJT, and ESET:as set.forth in the SF X IB applicable policies and procedures; i. Submit the. OJT report by the .10t of.each month for the prior month as set forth in Exhibit E; Cooperate with SFWIB Business Services to.rcconcilc discrepant Non-.ITA training -related issues; l� Be :_solely :responsible for ensuring that the participant(s) is eligible for the applicable funding stream in:accordance with federal; state, :and SFWIB Policies, and Procedures; 1, :Be solely responsible for ensuring thatthe business is eligible to enter into a SFWIB funded agrcement.in accordance with federal, state, and SFWIB Policies and Procedures; m Be .solely: responsible.. for payment to the business with whomthe agreement .was entered into by the Contractor, in the. event the Contractor :refers ineligible :program participants to and SFW B funded OJ:I',.'EAXT, CT, otESET:agrecment;.and n.'Be:solely responsible for payrzient to the business with whom the agreement-aas entered into by the Contractor, in the event the Contractor fails to enter the required participant information into :the appropriate Management Information; Systems for SFWIB funded OJ1,..F WT, CI', :or ESET agreements. B. Jobseeker Services. 'the .Contractors . shall offer an array of workforce services to jobseekers.:Sclf Sen ices shall be made available to the universal jobseeker, and as applicable, staff assisted, intensive, and training services shall bemade availiblc to:jobseekers that are: eligible for one or more of SFWIB programs. The Contractors shall provide these jobseeker services following the Workforce. Service Customer Flow Process as set forth.in (Attachment3). 1.. Self Servicesareinformational in nature, and are universally available. These scn ices include but:are not limited to: IAA Express; Page 11,of 17 PY 11-12 SOW Exhibit A b. General orientation: The Contractor shall ensure that the Workforce Services general orientation is readilvassessable at the Career. Center(s) at all times and provided to all new jobseekers; c. Full IAA registration; d. Full EFIVI registration; e. Current labor Market. Information (4II): Making available current labor market information in an easy to understand readily accessible format; f. Information/referrals on resources available in the community; g. Inforthation.for tiling UC claimson. the. Internet; and h. Self job search activities. ..(Self -Job Referrals). 2. .Staff Assisted Services. shall include -but• are.not•limited to: a. Review and update. the !IAA -and •EFM registrationsto identify_job.skills and work. history; h. The 'Contractor shall conduct individual.. interviews or group orientations, • or both for all •unemplby anent- compensation claimants.. Orientations •will be• scheduled through PREP, REA, or thejlab Ready Reemployment pool of:clairnants; c. Eligibility for Workforce 'Services/Programs; d. Development of:an EmploymentPlan and create Case File; e. Screen forbarriers to•Employmentand:provide referrals -on resources available in the community; f. 'Workforce .Services Program(S) .Orientations; g Employability Workshops' (Resume Preparation,. Interviewing Techniques, etc.); b. Professional Placement :Network (PPN) 'Workshaps/Seminars:.Provision of the PPN is :a prograrn• designed to. transition professional. jobsceker(s) into the workforce or .to a meaningful •career change:; •The Career Center shall designate one employee to actively •engage, track, .and refer qualified individuals :to the established :PPN Workshops :and: provide. job -matching;. job referrals; job development; and follow--up•sere=ices • for professionals. This PPN designated .statf will coordinate acts ides with the ILEA Specialist and actively join,/assist the SF IB PPN Coordinator with .the PPN workshops, as well as.pro ide outreach to professionals at community colleges, universities, or other educational institutions. Jab fairs, recrtiitinents; and job orders ..that target professionals Will be a major component. assisting professionals. Corimunicating with -professional job seekers electronically :so that these individuals. are notified of professional. activities/referrals timely will be necessary in assisting .and protiidung • `follow-up and :feedback • With the .PPN jobseekcrs as they •transition towards .employment. i.. Job:referrals, job search,•and placennent.assistance; Staff assisted job'referrals that may iriclude testing.and background cheeks done before .referral or «then operating as the empioyer.'s agent to :fill job:,orders, k Basic •Skills and Occupational•Skills .Assessments to identify- areas of interest and abilities.as well as.additional service.needs; . 1. job Development; Page.12 of 17 PY 11-12 SOW Exhibit A m..Foiloty-up Scrvices: After ,a servicc(.$), the .Contractor .shall follow-up to assist participants to ensure that they are on track with their employment plan andoffer additional service(s) to attain that retain employment: The.Contractor shall provide at least one follow-up service within every ninety (90) days interval and in accordancew-ith federal, state, and local policies and procedures. It is:the intent. of these services to assist participants in overcoming any barriers to employment and to place thorn into employment: and, thereforc,:self-sufficiency; and n. job Retention Services: After job :placement, the Contractor shall follow-up to assist participants to ensure that they are employed ..and retain. employment. The.. length of the job retention assistance shall be for not less .than twelve (12) months. It is the intent: of .these services to assist those :participants placed into :employment toovercome any problems that may arise during this critical periodand to ensure further progress toward long-term employrnent.and, therefore, self- sufficiency 3. Intensive .Services are provided to eligible job: seekers Who .are unable to obtain employment through the Self -Services and/or the Staff Assisted Services and to employed workers .who are determined to need additional assistance to obtain or retain employment. These services shall include but are not limited .to: a. Review arid update the EFM and IAA full registrations job ..skills and work history; b. Provide Comprehensive Assessments to identify "Draining need and/or Transferrable Skills. Each enrolled program participant .shall receive an: objective, coinprehensive, educational, and employability assessment, the determination of.the :need for training, and an appropriate combination ofscn:ices for the participant to achieve the employment objectives. This process -is intended to assist participants in idcntifOng strengths; transferable skills, interests, work values, and priorities. ThisObjectiveassessment process underlies the development of an :employment plan, (i.e. IRP/IFP, which serves as: each Participant's road map to services which ;includes the participant's employment goals; c: Update Employment Plan::and/:Case File; • d. jobDevelopment, job.Referrals; Job Search, and Placement Assistance; e. Career ;advisement Services: Develop strategies to meet long and short teiui employment and educational :goals; through an evvaluation of current job skill level, vocational preparation, occupational srequ er rents;, aptitudes and financial implications. Conduct service needs evaluation, provide support servicesand coordinate sere ce(s); f. Development and/or .Referral to V✓orl; ,Activities (i.e. Paid or Non -Paid `Fork Experience); g. Development: and/or:Referral to Trairririg Opportunities (i:e:.OJT, IT_ , CT, etc); h.. The Contractor shall providea.gatcway for•participantss to acquire basic skills; this includes providing referrals to training institutions .that, offer basic skills training at low or no -cost and providing Basic Skills Enhancementworkshops that provideaccess, to software programs Stich as T 1BE; Development of a Career Laddering Plan; The Contractor.,Shall. track progress in appropriate. Career Center Management Information Tracking System (EFM :QSS'1', SAMS) and in 'the. Case File; k. Follow-up..;SerVices: _Aftera servicc(s), the Contractor shall •follow-up to assist participants to ensure that they are on track with their employment plan and .offer •additional secs ices) to attain that:retain employment. ;The Contractor shall provide at least one follow-up service within every ninety (90) t1a3s interval and in accordance with federal, state, :andlocal policies and procedures. It: is the intent of these services to assist participants in oVercormng any barriers to emplovi-nent and to place:tlrem info employment and,: therefore, self-sufficiency; Page:l3:of 17 PY 11-12'SOW Exhibit A 1. Job Retention Services: After job placement, .the Contractor shall follow-up to assist participants to ensure that they are employed :and retain employment. The length of the job retention assistance shall be for not less than twelve (12) months. It is the intent of these services to assist those.participants.placedinto employment to overcome any problems that may arise during this critical period and to ensure further. progress toward long-term employment and, therefore, self- sufficiencv; and an. Reduce and/or eliminate barriers to Employment by providing Support Services/referrals on resources available through SFWIB and/or in the community_ 4. `Support Services The Contractor shallprovide, coordinate, and pay for support services for jobseekcrs when a funding source so allows and shall only .be authorized when thc need has been identified; the program participant is in compliance with all .program- requirements; the .participant will not be successful without this service(s); .and no other funding:is available to pay for such services. The provision of support services shall :be managed in as costefficient a manner .as possible. Referrals shall be:made as appropriate to available support services Within the .community when the funds are not available. These services are subject to funding availability in 'accordance with SF\\ -TB established policies and procedures. Referrals shall be done through. the SAMS system. Referral to 'Counseling/Services It is sometimes. necessary to refer program .participants to other seri-ice or resource partners and vendors to provide;anrillary services. Referrals :shall be done through the universal Referral Form.. Referrals are for :,provision and coordination of childcare, transportation, education and training; domestic violence, and substance abuse/mental health counseling; or other support.services that shall enable the; participant to comply :with work:requirements. 6. TANF Eligible Services TANF dollars may be utilized : for individuals who are eligible for T''iNF, but are :not_ currently receiving :cash assistance. TANF dollars shall only be utilized to serve one of die four purposes of TANIF.:Inditiiduals shall be Screened for eligibility prior to issuance of services 7. Services to Individuals wvith Disabilities The Contractor shall provideservices to inclividuals`with disabilities as set forth in Article II, Section :Q.of the:contract,and .as set forth below: a. The Contractor shall assure that programs and activities under. this Contract are accessible to indi -iduals with a disability without discrimination; b. The Contractor shall ensure that the physical facilities utilized under this Contract areaccessible at all times to individuals with a disability c The Contractor shall designate a; Disability Coordinator; to establish and iinpieutent internal procedures to ensure the Contractor and operational staff is knowledgeable about and complies with :the :disability -related recluirernents as referenced in Article II, Section Q, of the contract; and. d: I'hc Contractor shall submit thc EDisability Coordinator's' Report On the 5th of each month. (See Exhibit E, teporting Requirements). Page 14 of 17 PY 11-12 SOW Exhibit A C. Training. Services 1. Individual Training Accounts (ITA) The Contractor shall provide training services to individuals who met the eligibility requirements for intensive :services but •have been unable to obtain or.retain employment through such services, have the skills and qualifications to successfully participate in a selected prorp,ram, select programs that are •directly linked to employment opportunities in the region and are. unable to obtain other grant assistance or needassistanceabovc.the levels pro :ided.by such other grants. Training services shall be administered in:accordance With the:SFW1B`ITA Policy .and Procedures(found.in.S hlS Modules). The Contractor shall individually assess eligible participants for, training prior to the issuance of. an ITA voucher. The assessment process consists of examining a participant's academic and employment background as well as short- and long-term career interests. Theintent of this process is to assist the participant in selecting a training program. he/she is likely to succeed in and ultimately contribute to the achievement of econornic self-sufficiency. Upon the participant's Selection of an occupational training arca, the Contractor shall furnish him/her With :a Consurrier :Report :Card :showing :.the performance (e.g., completion, placement, and training- related•placement:rates) of Training V'endors'programs linked to that occupational. training area. The Contractor shall ensure that all participants requesting training using an ITA apply for the Pell Grant (Title IV) :by completing the Free Application for Federal Student Aid (FAFSA). The Contractor shall apprise:the partic.iparit that if he/she is. not Pc11 eligible, or:the school is not Title TV eligible the participant will be required to obtain student loans and/or other finanrial aid to cover the cost of the:prograrn not covered by. the I`I'A amount, -The Contractor::shall issue vouchers for training within the- same Program Year in which service(s) was/were .rendered. The Contractor shall track •participants' :training progress, including enrollment, completion, .and placement::information, in• the .applicable management information systems. In order to promote the entry of consistent .and .accurate data in SAMS, the Contractor :shall cooperate with Training vendors to resolve and reconcile discrepant participant data in the Recondliation`Too1: Types .oftrainings include, bit are •not:liniited to: a. Vocational /.Occupational'Skills Training (OST); :and b. Adult Education and Literacy Combined with Vocational / OST' "Training; Upon completion :of. training services, the `Contractor shall have a process to assist; participants securing emplo)ment.inthe :field .:that s/he was trained or a related field. It is -the sole responsibility of the Contractor to ensure:that these 'participants are eligible to -receive ancillary services, and have been entered:into the appropriate Management Information Systems prior to referral. 2. Non — ITA Training`Serices The Contractors shall offer an array. of training services to eligible job seekers and employed workers (participants). The Contractor shall administer training services in accordance with the applicable SFWIB Policies and Procedures: Types of trainings include, but are not limited to: Page :15of17 PY 11-12_SOW Exhibit A a. Employed Worker :Training (ENVI); b. Customized Training (CT); c. " On -The -job -Training (OM; and d. Entrepreneurial and .Self _Emplciyrnent Training (ESE"I). IX. MANDATED PARTNERS FOR CAREER CENTERS A critical function of the Contractor is to work toward the establishment of a system that is the: choice for all employers and iobseekers throughout Miami -Dade and Monroe Counties: The, Career Center is a resource that delivers a Valuable servce:which benefits the universal jobseeker regardless of:their economic status. In order to fulfill this concept, mandated .partners and -resources within .the system shall be well coordinated and used as efficiently as possible. The Career Center staff shall collaborate with the following mandated partners: o Postsecondary :education partners; • Department of Children and Families; O Vocational Rehabilitation; ® Community Services Block Grant; -® Departmentof Housing and .Urban Development;. Job corps; ® Senior comn-iunity service employment. program.:; providers; w Migrant and seasonal farm wlorker.employment and training; providers,as appropriate; and m. 2 ative:American employment .and training programs, as appropriate; and Agency for Workforce: Innovation Programs. The Contractor shall obtain the: prior written approval of the SF EB to allow any persons orentities, other than the Contractor; of am kind- Whatsoever; to utili-rc in any way or manner any Career Center to provide information or. services or products of.any° kind:whatsoever to ,anyone. X: WORKFORCE SERVICES STAFF A. Contractor Staff In order for Career Centers to deliver maximum -value; to .workforce services participants, Attachment 4 (Career:Center Staffing) shall be `adhered to as, it ensures the hiring of qualified staff. B. SFWIB Assigned Staff "The Contractor shall .be . responsible for the; management Of .Florida Department of Economic Opportunity' (DEO) staff and expressly agrees that DEO staff .shall. provide Wagner Pcvser (WP) employ nient.services.:failure to comply with this provision may result in the removal/reduction of DLO staff from the :Contractor's Career Center. `I e,SFXIB may deem the assign/tent of siipplementarypersonnel: as operationally necessary to support the employment and training services of:the Contractor. The'.:SF' IB shall beresponsible to recruit, screen, select, and hire supplemental staff thatdncludes, but is not lit`nited .to; TANF/RET and DEO OPS. Sfl IB_shall pay the'ernplo}tee placed in service for straight -time: wages Or salaries (no .overtime), asapplicable for up to and Page;1.6 of;1:7 PY'11-12.SOW Exhibit A including forty (4,0) hours. per week per employee, The SF IB shall determine the employee hourly rate of pay -and work location: Straight -time wages are payments forstraight-time work hours. Straight -time work hours are defined herein -as regularly scheduled work hours that are: not. subject to overtime. or bonus pay. No.payment shall be made b) • SFWIB for hours worked in excess of forty (40) hours per employee per week. Any payment for hours • worked in .excess of the-40 hours shaflbe thc.sole responsibility: of the service iprovider. SFWIB shall not reirnburse or pay`Contractors for any:DEO eriiployec benefits, overtime or bonus pay. C. Training of Staff The Contractors shall: 'Ensure that new.:staff.is trained and"that:program specific trainings (i.e. WlA, CAP; WP, etc.) and other .required trainings- (i.c. TIER 1.,.F-lurricane-Preparedness., etc.) are conducted ona timely manner; • Coordinate all Career •Center program •trainings and • SFWIB required • trai i ngs •with the SIA IB Training Coordinator; • •Post all.trainings;on the: SF1XTB internal trainingg calendar; s Submit the :Monthly Training Report updated with.all programs .and•required trainings to the SFWIB Training Coordinator by the .loth of everv:month;(See E_xhibit.E,:Reporting Requirements); .and e Follow SF XTIB training priorities:as identified:by the .SF 'IB_Training Coordinator: INTENTIONALLY T .FFT BLANK Page 1.7.of 17 PY 11-12 SOW out:itl. c;•'f Employ Floric;e VERIFICATION OF EMPLOYMENT (Attachment 1) Exhibit A Service Provider/Training Location Date: Address City State Zip Code Staff Namerfltle Telephone Number Fax Number The •South Florida Workforce InvestmentBoard (SFWIB):develops and supports workforce initiatives that meet the needs of workers and that address the demands of business and industries. Because.our programs are federally funded we are .required to collect wage and employment data. The following information is needed: Please complete each section. Section I - GENERAL INFORMATION Name of Employee Social Security Number (Last 4 digits only) Job Title . No. Hours Worked Per Week Hire Date. Date current employment began if different than hire date (Start date) How often is/was the employee paid? Day Week Bi-Weekly Monthly Rate of pay'$ per ::Other Hourly./DaiiyNVeekletc. • (Explain) Does/did employee receive tips? Yes No if yes, what is. the average. weekly. amount? S Is the person currently. employed? Yes No If.:no, provide -employment ; end date Is/was e-nployment seasonal? Yes No .Is/was the employee covered by health. insurance !:fringe benefits? Yes __Nc Section II EMPLOYER. INFORMATION Company's Name. 'Address City State .Zip Code Telephone Number E-Mail Address By siariing below I hereby affirm that the above information is correct; and that l am a duly authorized representative for this company. Signature of Representative Title of Representative Print' Name of. Representative Date Completed Section III -THE WORK NUMBER.(if:applicable). **SEW'S SERVICE PROVIDER USE ONLY`* Section IV -Validation of all; Employment Information above *'SFWIB SERVICE PROVIDER USE ONLY** EVF rcv072,01.1 VERIFICATION OF EMPLOYMENT (Attachment 2) Exhibit A Service Provider/Training.:Location Date: Staff Name/Title Address City State Zip Code Telephone Number Fax Number The South Florida Workforce Investment Board (SFWIB) develops and supports workforce initiatives that meetthe needs of workers and that address the demands of business and industries. Because our programsare federally: funded we are required to collet wage and employment data. The following: information is needed: Please complete each section. Section I - GENERAL INFORMATION Name of Employee Social: Security Number (Last 4 digits only) Job Title No. Hours Worked Per Week Hire. Date; Date current employment began if different than hire date (Start date) How often is/was the employee paid? Day Week Bi-Weekly Monthly Rate .of:pay $ per Other HovrlyiDailyMeekfetc. (Explain) Does/did employee receive tips? _Yes No If yes, is the average weekly amount? $ Is the person currently employed? Yes No If no, provide employment end date Is/was employment seasonal? Yes No Is/was the employee covered by health: insurance /:fringe benefits? Yes No Section II - EMPLOYER INFORMATION Company's Name Address City State Zip Code Telephone Number E-Mail Address By signing below I hereby affirm that the above information is correct; and that I am a duly authorized representative for this company.. Signature of Representative .Title of :Representative Print;Name of Representative Date Completed. Section I11— THE WORK NUMBER {if applicable) **SFWIB SERVICE PROVIDER USE ONLY** Section IV - Validation of all Employment Information above **SFW1B SERVICE PROVIDER LISE ONLY** EV'F rev072011 Tier 1 Self lob Search (Up to 90 days) 2 Did Customer get a.1ob? Yes Yes .Yes come by Customer. Service Representative Registered for .Work? ' Yes Registrations Assessment Interview Job Ready?, Tier_ I1 Assisted: Services: (Up to 90 days) Close Case And Retention Follow—up Services Registrations . IAA (Fun) • EF.:(Full) Did Customer get a: Job? Yes Customer: Service( Delivery: Flow Rev.6-16-11 No No Tier 111 intensive Services Did Customer get a Jab? No •Yes Customer Referred for Training? Tier IV Training One Time Did Customer' get a lob? (Attachment 3) Exhibit A