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HomeMy WebLinkAboutORANGE, COUNTY OF (18) - 2010i+vSU RANCE NOT REUi,;l;?E_?} A-2010-128 i 'VORK MA's' PRDCEEf Agreement #W7-GJC-10 iIHTC: FIRST AMENDMENT TO AGREEMENT BETWEEN COUNTY OF ORANGE, THROUGH THE ORANGE COUNTY WORKFORCE INVESTMENT BOARD AND CITY OF SANTA ANA g WIA Cost Reimbursement Agreement #W-GJC-10 THIS FIRST AMENDMENT is entered into this 27 day of July, 2010, which date is g enumerated for purposes of reference only, by and between the County of Orange, a political subdivision of the State of California, hereinafter referred to as "COUNTY" and The City Of Santa Ana, hereinafter, referred to as "CONTRACTOR". The COUNTY and CONTRACTOR wish to amend the Green Jobs Worksite Agreement, between the parties commencing on August 1St, 2009 and ending March 31, 2011, for the city to provide eligible youth with meaningful work experience that will prepare them for future employment and meet their financial needs. . WITNESSETH: WHEREAS, COUNTY and CONTRACTOR desire to revise the Agreement to show an increase of one hundred fifty thousand dollars ($150,00.00) for a total compensation not to exceed two hundred thirty four thousand, four hundred ten dollars ($234,410) in order for CONTRACTOR to implement and administer the TANF ECF youth employment program as reflected in Exhibit D-1. NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 1. All references to the total amount of the Agreement shall be not to exceed ($234,410) 2. Subparagraph 2 of the Agreement is amended to read as follows WIA Cost Reimbursement Agreement - Green Jobs Corps - First Amendment Page 1 of 4 Agreement #W7-GJC-10 TERM The effective term of this Agreement shall commence on August 1, 2009 and terminate on March 31, 2011 subject to the provisions of Sections 9, 43 and 45 of this Agreement; however, CONTRACTOR shall be obligated to perform such duties as would normally extend beyond this term, including but not limited to obligations with respect to indemnification, audits, reporting and accounting. CONTRACTOR and CONTRACT ADMINISTRATOR may mutually agree in writing to extend the term of this Agreement up to and including a period of one year, provided that COUNTY's maximum obligation stated in Subparagraph 19 of this Agreement does not increase as a result, and on the same terms and conditions upon mutual agreement of the parties in writing without further Board action, unless the COUNTY earlier terminates this AGREEMENT pursuant to the provisions contained in Paragraph 43 herein. 3. Subparagraph 9 (a) of the Agreement is amended to read as follows: "PAYMENTS BY COUNTY CONTRACTOR agrees that any and all funds received under this Agreement shall be disbursed or encumbered on or before March 31, 2011, and that any and all funds remaining as of March 31, 2011, which have not been disbursed or encumbered shall be returned by CONTRACTOR to COUNTY within thirty (30) days of the expiration or earlier termination of the Agreement in accordance with paragraph 4. No expense of CONTRACTOR will be reimbursed by COUNTY if incurred after March 31, 2011. No CONTRACTOR expenses shall be paid if billing is received by COUNTY after April 30th, 2011. Upon the effective date of this Agreement, COUNTY shall make payments to CONTRACTOR in accordance with the following payment schedule: (a) Payments. Beginning September 1', 2009, upon receipt and approval by OC Community Services/Community Investment Division (CID) of CONTRACTOR's invoice showing actual expenditures of each training cohort, COUNTY shall make reimbursement WIA Cost Reimbursement Agreement - Green Jobs Corps - First Amendment Page 2 of 4 Agreement #W7-GJC-10 payments based on CONTRACTOR's invoice so long as the total payments under this Agreement do not exceed Two Hundred thirty four thousand four hundred ten dollars ($234,410) (c) Invoices. CONTRACTOR shall provide to OC Community Services Community Investment Division invoices showing the prior month's actual expenditures.. CONTRACTOR's invoices shall show the most up to date costs chargeable to the program(s) referenced in this Agreement. COUNTY will reimburse CONTRACTOR for eligible project-related costs only. Beginning on July 1, 2010, and must provide adequate documentation as required by COUNTY in accordance with the OC Community Resources Policy for Documenting CONTRACTOR Costs, incorporated herein by reference as Exhibit K. Failure to provide any of the required documentation will cause COUNTY to withhold all or a portion of a request for reimbursement, or return the entire reimbursement package to CONTRACTOR, until such documentation has been received and approved by COUNTY. If CONTRACTOR's expenditures for any program referenced in this Agreement fall below 20% of planned expenditures for any cumulative period commencing from the beginning of the term of this Agreement, CONTRACTOR may be subject to a reduction in funding. No payments will be authorized if any preceding reports or invoices have not been received. 5. Except as amended herein, all other terms and conditions of the Agreement, to the extent they are not inconsistent with this First Amendment, remain in full force and effect. W IA Cost Reimbursement Agreement - Green Jobs Corps - First Amendment Page 3 of 4 Agreement #W7-GJC-10 IN WITNESS WHEREOF, the parties hereto certify that they have read and understand all the terms and conditions contained herein and have duly authorized and caused this Agreement to be executed as of the date stated below written. Dated: (31(-7 /5 COUNTY OF ORANGE a political subdivision of the State of California By: Steve Franks Director, OC Community Resources The City of Santa Ana Dated: APPROVED AS TO FORM LISA E, STORCK Assistant City Attorney ATTEST: MARIA D. HUIZAR CLERK OF THE COUNCIL By: Title: C / ZY f} A9-6? e '> APPROVED AS TO FORM: COUNTY COUNSEL County of Orange Date I By: Deputy *[Authorized signatures for corporations. Requirement of two signatures as follows: (1) One signature by the Chairman of the Board, the President or any Vice President, and (2) one signature by the Secretary, any Assistant Secretary, the Chief Financial Officer or an Assistant Treasurer. For contractors that are not corporations, a person who has the authority to bind the contractor to a contract.] WIA Cost Reimbursement Agreement - Green Jobs Corps - First Amendment Page 4 of 4 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT A-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 GENERAL PROGRAM REQUIREMENTS 1. PURPOSE The Employment Development Department (EDD) and CaliforniaVolunteers in coordination with the California Workforce Investment Board (State Board), and the Labor and Workforce Development Agency (LWDA) awarded American Recovery and Reinvestment Act (ARRA) funds to the County of Orange to develop and implement the Orange County Green Job Corps Project (OCGJC). The OCGJC will target at-risk young people between the ages of 16 and 24 to develop job skills for the emerging green economy. The program will train at-risk youth for technical, construction and other skilled jobs in eco-friendly industries that are expected to help fuel economic recovery. Green Jobs Corps participants will be expected to continue their education and contribute to their communities through community service activities while receiving job training and assistance with job placement. II. OCGJC PROGRAM ELIGIBILITY A. The OCGJC Program is for youth and young adults ages 16 to 24 who are at-risk and disconnected from the workforce. 1. Youth ages 16 through 18 must be low income as defined in the WIA Eligibility Technical Assistance Guide referenced in Directive WIAD04-18. For SYEP participants, 17 to 24 year olds only. 2. In accordance with the WIA 15 Percent Project Requirements, WIAD02-14, youth ages 19 through 24 will not need to meet the low income requirements. 3. All at-risk youth must meet one or more of the following criteria: a. Out-of-School youth b. Foster youth c. Youth offender d. Youth with a disability e. Migrant and seasonal farm worker youth f. Youth of incarcerated parents g. Native American and Indian youth h. Requires additional assistance to complete an educational program or to secure and hold employment i. TANF Eligibility (for SYEP participants) 4. Special emphasis will be placed on adjudicated youth identified by the Orange County Probation Department and foster youth (particularly those transitioning to emancipation), who are served by the County's Social Services Agency. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit A-1 Page 1 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT A-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 GENERAL PROGRAM REQUIREMENTS III. PROGRAM DESIGN AND REQUIREMENTS The Project seeks to empower youth to explore and train for a variety of green career options in eco-friendly industries, while they continue their education and contribute to the greening of their communities and provide limited summer employment opportunities. Project services will include: A. Recruitment, Intake, Service Planning and Case Management: CONTRACTOR is responsible for all up-front services including outreach, eligibility determination/intake, orientation (including promotion of Green Corps branding), basic skills assessment, individual service planning, and case management. B. Pre-Vocational/Green Basics Training: This component will include job readiness/work maturity and life skills training to provide corps members with skills necessary to secure and retain employment. Also included are civic responsibility and environmental stewardships training. C. Academic and Basic Skills Enhancement: Remediation to increase literacy and numeracy skills will be offered by all of the project's public education partners. In addition, Campfire USA will offer Money Smart training, homework clubs, and College Bound workshops for in-school youth. Urban Strategies will provide its successful family strengthening training as an optional service for corps members. D. Community Service & Work Experience Activities: The project incorporates a broad range of community service and work experience activities in which corps members will participate. These include both one- time service projects and integrated community service projects are interwoven throughout the program design and occur over the course of corps members' participation. Community service activities planned for in- school youth total 20 hours (over 9 months), and 108 hours (over 16 months) for out of school youth. Work experience total hours shall be determined by Case Manager as appropriate to the youth's needs. Following are examples of both types of activities: 1. One-Time Service Projects: Coastal/inter-coastal litter removal day; community gardening; creek restoration; a-waste collection; recycling drive; native plant restoration; and building retrofitting events. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit A-1 Page 2 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT A-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 GENERAL PROGRAM REQUIREMENTS 2. Integrated Community Service Projects: Presentations at community events about conservation, restoration and energy efficiency; zero waste presentations to schools, community groups, chambers of commerce, and City Councils; conducting zero waste audits of small businesses and developing/providing recommendation reports; and working on projects related to green job skills training (e.g. a home building/restoration project using green building practices). Vital Link will be responsible for coordinating, overseeing, and tracking all community service activities, including recording participation of each corps member in scheduled activities. E. Green Skills Training: Skills training for green occupations is the centerpiece of the project. Training is targeted to six industries, which in whole or part, offer eco-friendly employment opportunities; construction, manufacturing, utilities, landscaping, automotive and waste management. F. Summer Youth Employment Program (SYEP): Work experience for TANF eligible youth. This component will consist of up to 25 hours per week at supervised public/non-profit and private work sites. Participants in this stand-alone component shall not be required to participate in all Green Jobs Corps activities. Case Manager shall determine appropriate service plan. IV. PERFORMANCE ACCOUNTABILITY MEASURES In addition to the Common Measures, GJC performance measures include: A. Completed Civic Responsibility Education and Completed Environmental Stewardship Education: These achievements will be measured through sign-in sheets/other attendance records and copies of certificates of achievement. B. Participation in Community Service: All hours will be recorded and tracked by Vital Link OC staff, whose signatures, along with those of participants, will attest to corps service hours completed. C. Placement in Employment, Education or Training: The goals for entry into a career technical training program and post-secondary education program will be measured through enrollment and attendance records and, as applicable, attainment of certificates/credentials. The goals for entry into unsubsidized employment, apprenticeship program and customized employer-based training will be measured through employer records, timesheets, evaluations and base-wage files. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit A-1 Page 3 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT A-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 GENERAL PROGRAM REQUIREMENTS D. Attainment of Recognized Certificate/Diploma/Degree: The goals for high school diploma/GED attainment will be measured through academic transcripts, academic advising forms, and copies of diploma/GED. Completion of industry-identified soft skills programs will be measured through attendance records and copies of certificates of achievement. E. Literacy/Numeracy Gains: For out-of-school youth who are basic skills deficient, attainment of prescribed increases in literary and numeracy proficiency will be measured through pre- and post-assessments. F. Retained or Returned to Secondary School (for at least two semesters): This goal will be measured through academic transcripts and/or appropriate academic advising forms. *Summer Youth Employment Program participants will be required to complete a work readiness component. (See Exhibit C-1). V. PERFORMANCE STANDARDS A. Contractor shall meet or exceed required federal, State and local standards, measurements and outcomes of all funding streams included in this Agreement and subsequent updates. Failure to meet performance levels may be grounds for funding de-obligation. B. Contractor shall adhere to WIA Customer Satisfaction Policy for Participants and Employers per OCWIB Information Notices No. 04- OCWDA-22, OCWDA-04-16 and any subsequent updates. C. Contractor shall ensure that participant activities remain uninterrupted in accordance with service delivery requirements of TEGL 17-05, and any subsequent updates. VI. SYSTEM SECURITY AND CONFIDENTIALITY Contractor agrees to the following: A. That all applications and individual records related to services provided under this Agreement, including eligibility for services, enrollment, and referral, shall be confidential and shall not be open to examination for any purpose not directly connected with the delivery of such services. B. That the sharing of individual and client information necessary for provision of services under this Agreement, i.e.: assessment; universal intake; program or training referral; job development, placement or follow- up activities; and other services as needed for employment or program support purposes, constitutes a valid use of such information. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit A-1 Page 4 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT A-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 GENERAL PROGRAM REQUIREMENTS C. That no person or employee shall otherwise publish or disclose, use, or permit, cause to be published, disclosed or used, any confidential information pertaining to applicants, participants, or customers overall. D. That files are kept in a secure location on site and should not be removed for any reason unless authorized by OCWIB Contract Administrator. E. To abide by the current confidentiality provisions of respective statutes and share information necessary for the administration of programs operated through the OCWIB. F. To abide by EDD Information Bulletin #WIAB02-78 Identity Theft. VII. NON-DISCRIMINATION AND GRIEVANCE PROCEDURES A. In the event individuals accessing the program file a program grievance or discrimination complaint, the process for filing grievances shall be determined by the services the individual received and the matter about which the grievance is filed. Contractor agrees to process and resolve grievances regarding their own programs. Individuals, who seek to file a grievance with respect to services funded under this Agreement about program service, or file a grievance against the Contractor, shall be subject to the WIA grievance procedures of the funding source. B. Contractor shall keep a current copy of their non-discrimination and grievance policy and procedure on file at the OCWIB Office at all times. C. Contractor shall adhere to OCWIB Information Notices 06-OCWDA-05 and 08-OCWDA-17, any subsequent updates. VIII. OPERATIONS A. Contractor shall be responsible to train all staff assigned to the OCGJC Project including subcontractor(s), if any and partner agency personnel, in all program rules, regulations, policies and procedures including but not limited to eligibility, case management, JTA, MIS, targeted recruitment and completion of required forms and reports. B. Contractor shall be responsible to keep current on and implement all EDD Directives and Bulletins, U.S. DOL Training and Employment Guidance Letters (TEGLs), Information Notices (TEINs), Technical Assistance Guides (TAGS), State of California - Health and Human Services Agency Department of Social Services Notices and Directives and OCWIB Policies and Procedures. C. Contractor shall establish operating agreements with OCWIB One Stop Centers and Business Service Centers in Contractor's area of service to WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit A-1 Page 5 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT A-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 GENERAL PROGRAM REQUIREMENTS establish a direct link with business as a customer as well as a source for jobs leading to meaningful employment. The U.S. DOL ETA's New Strategic Vision for the Delivery of Youth Services Under WIA as issued in TEGL 3-04 recommends that youth programs focus on meeting the demands of business, especially in high-growth industries and occupations. D. Service and System Operating Costs - Contractor shall establish and maintain a budget consistent with the requirements and policy of the OCWIB and WIA. E. Internal Monitoring - Contractor shall conduct internal monitoring of all programs funded under this Agreement at least on a bi-monthly basis to ensure compliance with legislation, regulations, bulletins, directives and local policies and procedures. Internal monitoring procedures must be in writing. Results of the bi-monthly internal monitoring and corrective action taken as a result of the internal monitoring must be in writing and must be available to OCWIB staff, upon request. Internal monitoring will include, but is not limited to the following: 1. Review of all files to determine that eligibility criteria have been met and supporting documents have been secured. 2. Random file review for ISP updates; case note documentation; attendance verification; placement verification; supportive service documentation and delivery; post placement follow-up, and post- exit services. 3. Verification of participant's attendance and employment information. 4. Verification of proper documentation for performance outcomes, including, but not limited to pre- and post- testing for literacy/numeracy, credentials, employment verification, supplemental data, and gaps in service delivery. F. Data Collection, MIS and Reporting 1. Contractor agrees that data, necessary to meet service and reporting requirements implied by the terms and conditions of this Agreement, shall be collected in accordance with federal, State and OCWIB policy mandates, including but not limited to State Bulletin WIA B04-43, TEGL 3-03 Change 1, and/or any subsequent updates. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit A-1 Page 6 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT A-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 GENERAL PROGRAM REQUIREMENTS 2. Contractor shall adhere to MIS reporting requirements outlined in Information Notice No. 06-OCWDA-04 and/or any subsequent updates, including program year-end reporting timelines. 3. Contractor shall be responsible to manage and track participant progress and outcomes in order to ensure meeting all OCWIB performance standards. CONTRACTOR is responsible to access Crystal reports at http://csa-intra/spdcr/web files/index.htm IX. DELIVERABLES A. Contractor shall adhere to the OCGJC approved budget as delineated in EXHIBIT D of this Agreement. B. CONTRACTOR shall maintain a database of employers that provide OJT/WEX and other training-related services under this project. C. CONTRACTOR shall submit a monthly report with each invoice. The report shall follow the format designed by OCWIB. D. Contractor shall adhere to OCWIB's invoice procedures outlined in Information Notice 02-OCWDA-64 and any subsequent updates. At the beginning of each fiscal year and with any subsequent funding increase or decrease, Contractor will be required to submit a list of personnel, their job description, salary and the full time equivalent percentage of their time that will be allocated for each funding stream. Contractor shall provide the personnel and actual percentage of their time as supporting documentation to each invoice. Contractor shall submit two originally signed copies of the monthly invoice, personnel breakdown, and operational costs breakdown by the 20th day of each month for the previous month's expenditures to the OCWIB's Contract administrator. Contractor shall answer any questions regarding invoices. Invoices with incorrect or disallowed costs will be returned to Contractor with an explanation. E. CONTRACTOR shall submit an in-kind tracking form with each monthly invoice. F. In case the Contractor has a need to adjust budget line items (without increasing their total OCGJC allocation), Contractor shall complete all budget modification forms necessary for processing request and shall attain written approval from the designated OCWIB Workforce Development Analyst before making any changes to or invoicing differently from the budget in EXHIBIT D under this Agreement. Decreases in direct client service line items (participant wages, WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit A-1 Page "I of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT A-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 GENERAL PROGRAM REQUIREMENTS miscellaneous client fees, and/or student supplies) will not be accepted after the end of the second quarter. No budget modifications will be processed after April 30. G. Contractor shall respond to monitoring reports by the date indicated in the report. Contractor agrees to submit all required information on time in order to alleviate outstanding program/monitoring items, observations, concerns and findings. H. With the exception of information required to complete State MIS reporting requirements, if Contractor knows they will be unable to comply with required due dates for standard information requested by WIA, the Contractor must submit a letter to the appropriate party self-documenting their inability to comply. X. CONTINUOUS SYSTEM IMPROVEMENT A. Contractor shall implement a procedure for continuous system improvement in all aspects of service delivery in accordance with the OCWIB. This may include, but not be limited to: staff training and cross- training; participant and employer customer satisfaction; employer outreach; marketing; system-wide policies and procedures; performance management, and any other best practices as identified by the OCWIB. B. Continuous Quality Improvement shall be facilitated internally by the Contractor through constant review of and compliance with policies and procedures, heightened sensitivity to the needs of customers, and increased level of knowledge and services. C. Contractor shall attend all OCWIB sponsored training(s) relevant to OCGJC Programmatic and regulatory issues, as well as all youth performance WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit A-1 Page 8 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT B-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOB CORPS AUGUST 1, 2009-MARCH 31, 2011 STATEMENT OF WORK 1. PURPOSE The OCGJC program will train at-risk youth for technical, construction and other skilled jobs in eco-friendly industries that are expected to help fuel economic recovery. Green Jobs Corps recruits will be expected to continue their education and contribute to their communities through community service activities while receiving job training and assistance with job placement. II. YOUTH TO BE SERVED A. CONTRACTOR shall enroll 28 at-risk and disconnected youth between the ages of 16 and 24 as follows: a. 4 in-school youth between the ages of 16-18 (WIA low- income eligibility required). b. 19 out-of-school youth between the ages of 19-21 (WIA low- income eligibility NOT required). C. 5 out-of-school youth between the ages of 22-24 (WIA low- income eligibility NOT required). d. All at-risk youth must meet one or more of the following criteria: (1) Out-of-School youth (2) Foster youth (3) Youth offender (4) Youth with a disability (5) Migrant and seasonal farm worker youth (6) Youth of incarcerated parents (7) Native American and Indian youth (8) Requires additional assistance to complete an educational program or to secure and hold employment e. Special emphasis will be placed on adjudicated youth identified by the Orange County Probation Department and foster youth (particularly those transitioning to emancipation), who are served by the County's Social Services Agency. B. Contractor shall also enroll an additional 100 Youth under the TANF SYEP guidelines. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit B-1 Page 1 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT B-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOB CORPS AUGUST 1, 2009-MARCH 31, 2011 STATEMENT OF WORK III. SERVICES TO BE PROVIDED A. CONTRACTOR shall provide the following services to youth as part of the Green Jobs Corps (GJC) project: B. Outreach & Recruitment. CONTRACTOR shall submit an outreach and recruitment plan to OCWIB by October 1, 2009. The outreach and recruitment plan shall identify specific organizations, including but not limited to community agencies, secondary and alternative schools, and post-secondary schools. The outreach and recruitment plan shall include marketing methods. C. Eligibility Determination. WIA is not an entitlement program, and selection for a participant's participation in the program is a decision based on an assessment of the participant's needs, interests, abilities, motivation, their prospects for successfully completing the program, and available funding levels. CONTRACTOR shall ensure that each participant meets the eligibility requirements as delineated in Exhibit A, General Program Requirements. D. WIA Registration. Registration involves certifying and documenting the eligibility of the individuals to be served, in accordance with federal, State and local policies and procedures. E. Objective Assessments. The Objective Assessment shall include an evaluation of academic and employability skill levels, interests, values, aptitudes, abilities, and educational and employment history. 1. CONTRACTOR shall use approved instruments to assess basic skills, including Comprehensive Adult Student Assessment Instrument (CASAS), Test of Adult Basic Education (TABE), and the Adult Basic Learning Exam (ABLE). 2. CONTRACTOR shall submit a listing of the assessment tools and instruments to OCWIB by October 1, 2009. F. Remediation of basic skills and literacy/numeracy gains, and referral to Campfire USA-OC for participation in their "homework club", as appropriate. G. CONTRACTOR shall use the Individual Service Strategy (ISS) developed for the GJC Project. 1. CONTRACTOR shall work collaboratively with the participants to develop basic skills, educational, and career goals. 2. The ISS shall record barriers, plan for education and career achievement, program services, literacy and numeracy gains, supportive services, On-The-Job Training (OJT)/Work Experience (WEX), and incentives. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit B-1 Page 2 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT B-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOB CORPS AUGUST 1, 2009-MARCH 31, 2011 STATEMENT OF WORK 3. Each participant must have an ISS. H. Case Management / File maintenance and Documentation 1. A case file shall be maintained for every registered participant. At a minimum, the case file will include information and documentation of each of the following: 2. Program eligibility/determination of need; 3. WIA MIS forms, including source documents for validation; 4. Initial and Comprehensive Assessments; 5. ISP, including all updates of services provided and completed; 6. Progress reports, time and attendance if receiving WIA and non- WIA funded training (including short-term pre-vocational training); 7. Counseling notes printed from the computer 8. All components of the data validation tool referenced in DOL TEGL 9-06, and any subsequent updates. 1. Supportive Services. CONTRACTOR shall coordinate and manage the provision of supportive services to WIA registrants in accordance with OCWIB Information Notice No. 04-OCWDA-15. Supportive services shall include, but are not limited to transportation, clothing, childcare and other costs that may be a barrier to an individual's job search, training or placement. Supportive services shall only be issued after a need has been identified and when no other funding is available to pay for such services. The CONTRACTOR is responsible for managing the provision of supportive services in as cost efficient manner as possible to ensure fair distribution and non-duplication of resources and services. CONTRACTOR shall develop an internal approval process and ensure compliance with OCWIB Information Notice No. 04-OCWDA-15, Supportive Service Policy and Procedures, and any subsequent updates. J. Coordinate with Vital Link for the completion of the Kuder Career and Education Planning, Interest, Skills and Work Values Assessment. K. Pre-Vocational Skills/Green Basic Training which will be integrated into the Civic Responsibility and Environmental Stewardship components. L. Civic Responsibility 1. Coordinate with Vital Link the educational workshop. All Green Job Corps members must complete the 6 hour workshop. 2. Coordinate with Vital Link a field trip to a government meeting combined with a research project on environmental issues and recommendations being dealt with by local government. All Green Job Corps members must participate at minimum, for 4 hours. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit B-1 Page 3 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT B-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOB CORPS AUGUST 1, 2009-MARCH 31, 2011 STATEMENT OF WORK 3. Coordinate with Vital Link for the completion of Civic Responsibility demonstration project in which Green Job Corps members will develop content to populate OCGJC website with information to include the purpose of the Green Jobs Green Job Corps, community service activities and accomplishments, and green skills training programs. All Green Job Corps members must participate in the project (estimated 15 hours total to complete project). M. Environmental Stewardships Education. All youth are required to participate in the Environmental Stewardship component. CONTRACTOR shall: 1. Coordinate with Earth Resource Foundation (ERF) and Vital Link for the completion of the two 4 hour training sessions. All Green Job Corps members must complete the workshop. 2. Coordinate with ERF and Vital Link for field trip to local businesses, habitats, water conservation project, recycling center, etc. All Green Job Corps members must attend the field trip (one 4 hour session). 3. Coordinate with ERF and Vital Link for the attendance at the Green Career Day workshop (on 8 hour session). N. Community Service Projects 1. CONTRACTOR shall coordinate with Vital Link for age-appropriate and individual interest activities that are one-time projects and integrated community service projects. 2. Coordinate the scheduling of community service projects to ensure there is not a time/schedule conflict for the Green Job Corps members who are in-school or in training. 3. In-School Youth must complete 20 hours of Community Service activities over a 9 month period. 4. Out-of-School Youth must complete 100 hours of Community Service activities over a 16 month period. 0. Work Experience Program: 1. CONTRACTOR shall provide a summer employment program for TANF eligible youth. Job readiness workshops shall be provided to all enrollees. P. Coordinate with "green" businesses for On-The-Job Training (OJT) opportunities leading to unsubsidized employment. The boilerplate and contract used for OJTs must be approved by OCWIB. Q. Coordinate with "green" businesses for paid Work Experience (WEX). WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit B-1 Page 4 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT B-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOB CORPS AUGUST 1, 2009-MARCH 31, 2011 STATEMENT OF WORK R. Coordinate with OC Conservation Green Job Corps for Green Job Corps members to complete paid WEX that also need to complete their high school diploma. S. Enrollment in Green Skills Training Programs at Taller San Jose, Coastline Community College, Fullerton College, Golden West Community College, Saddleback Community College or Central County ROP. T. Coordinate with Campfire USA-OC for workshops for "College-Bound" and "Money Smart" program. U. Job Placement V. Incentives. CONTRACTOR may implement an incentive plan for youth participants enrolled in WIA funded programs, in accordance with OCWIB Information Notice 05-OCWDA-03. CONTRACTOR shall submit their incentive plan to OCWIB for approval. 1. Incentive details must be specified in the participant's WIA Incentive Log, including how much was expended, the funding source used and the participant's acknowledgement of receipt. 2. All incentive payments must be relevant to the results of the objective assessment of each participant's Individual Service Plan (ISP). 3. Participant records (ISP/case notes/Incentive Log) and financial records pertaining to incentive payments must be documented. W. Post Exit Follow-Up Services. Post Exit Follow-Up and Retention Services are required for four (4) quarters after exit. IV. SERVICE DELIVERY A. Hours of Operation 1. Hours of operation shall be, at a minimum, from 8:00 am to 5:00 pm Monday through Friday. The OCWIB reserves the right to mandate hours of operation that will most effectively serve the needs of its participants. The CONTRACTOR must ensure that arrangements are made to keep service delivery available throughout the holiday seasons with limited closings for major holidays. To the extent possible, CONTRACTOR shall coordinate schedules and eliminate overtime hours. 2. CONTRACTOR shall adhere to the County of Orange Holiday Schedule and shall not close during school Winter Break and Spring Break. B. Printed Material WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit B-1 Page 5 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT B-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOB CORPS AUGUST 1, 2009-MARCH 31, 2011 STATEMENT OF WORK 1. Printed material and other information must be provided, at minimum in English and Spanish. C. Notice and Communication Requirements: 1. Where materials indicate that the CONTRACTOR may be reached by telephone, the telephone number of any TDD/TTY or relay service used by the CONTRACTOR must be indicated. If the CONTRACTOR does not have a TDD/TTY, the California Relay Service (CRS) (1-800/735-2922) is an alternative. [29CFR Part 37; W IAD01-21 ] 2. For information and services accessed electronically, CONTRACTOR shall establish a procedure which assures that the notice requirements of Title 29 CFR Part 37 are met. [29 CFR Part 37; WSD07-06)] 3. Distributed publications, broadcasts, and other communications, which promote WIA programs or activities, must include the following tagline: `This WIA Title I financially assisted program or activity is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities'. [29 CFR Part 37; WSD07-06] 4. CONTRACTOR must provide reasonable accommodations to participants in need of special assistance to attend meetings, workshops, seminars, job fairs, etc. sponsored by or offered by the CONTRACTOR. CONTRACTOR must include the following tagline on all flyers, notices and other communication promoting, advertising and /or informing the public of meetings, workshops, seminars, job fairs, etc. sponsored by or offered by the CONTRACTOR: `If you need special assistance to participate in this (meeting, workshop, etc.), call or the TDD at . Please call 48 hours in advance to allow the (Youth Center) to make reasonable arrangements to ensure accessibility to this (meeting, workshop etc.) [28 CFR 35.102-35.104 American Disabilities Act Title II] WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit B-1 Page 6 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT B-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOB CORPS AUGUST 1, 2009-MARCH 31, 2011 STATEMENT OF WORK 5. CONTRACTOR shall submit written publications to OCWIB for approval prior to distribution. V. PERFORMANCE A. Performance Measures: 1. The CONTRACTOR agrees to meet or exceed required federal, state and local standards, measurements and outcomes included in this Agreement. At a minimum, CONTRACTOR shall meet all performance outlined in Exhibit C. CONTRACTOR's performance statistics shall be evaluated and are expected to meet or exceed the performance targets on a quarterly basis. 2. Performance on new participant enrollments will be assessed by comparing the CONTRACTOR's planned versus actual year to date cumulative new numbers. 3. Performance on gaps in service delivery will be evaluated quarterly, and if warranted, exits will be processed. 4. Performance on required follow-up will be measured on a quarterly basis. 5. Performance on the mandated measures will be evaluated quarterly. 6. Refer to OCWIB policy and procedure 06-OCWDA-04 - MIS/JTA Procedures for Data Entry, Reporting and Timelines for WIA Programs. 7. Failure to submit timely information may result in penalties such as de-obligation of funds or revocation of the Agreement with the County of Orange. B. Corrective Action Plans: 1. Performing at or below the contract level on a quarterly basis on any individual performance measure will be subject to the following corrective action: a. Intensive technical assistance and thorough assessment of the causes of the low performance. b. Development and implementation of appropriate Corrective Action Plan(s) to raise performance. C. Monitoring of subsequent performance to assess the impact of the corrective action plan(s). 2. Failure to achieve the goals set forth in the corrective action plan may result in penalties such as de-obligation of funds or revocation of the agreement with County of Orange. All corrective action plans WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit B-1 Page 7 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT B-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOB CORPS AUGUST 1, 2009-MARCH 31, 2011 STATEMENT OF WORK will include a date for responding to observations, questions, concerns and findings. VI. ORGANIZATIONAL QUALIFICATIONS AND EXPERTISE CONTRACTOR will submit their organizational chart and staffing plan, including job titles and job descriptions to OCWIB by October 15, 2009. VII. DELIVERABLES A. CONTRACTOR shall submit monthly reports to OCWIB Contract Administrator on or before the 20th of each month for the preceding month's activities. B. Submit monthly invoices and in-kind tracking on or before the 20th of each month for the preceding month's activities. C. Employers that submitted an in-kind letter (for field trips, tours, etc) will need to track their in-kind and submit their report. It is CONTRACTOR's responsibility to collect verification of in-kind from employers that provided the service/program to their Green Job Corps members. WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit B-1 Page 8 of 8 Agreement #W7-GJC-10 City of Santa Ana EXHIBIT C-1 TO WIA COST REIMBURSEMENT AGREEMENT GREEN JOBS CORPS AUGUST 1, 2009-MARCH 31, 2011 SUMMER YOUTH EMPLOYMENT PROGRAM 2010 TANF Performance Julv 2010 to September 2010 Participation in Summer Employment 100 In-School Out- of-School Work Readiness Attainment 90 Total Exiters 100 WIA Cost Reimbursement Agreement - Green Jobs Corps Exhibit C-1 Page 1 of 1 Exhibit D-1 TANF Summer Youth Program 2010 Acct Description 61000 Salaries - Staff Workforce Specialist III - 20% 3 mos Sr. Accounting Assistant - 2.5% 3 mos Fiscal Specialist - 1% 3 mos 61020 Salaries - Part Time Emp Counselor II - @ 13.44 bilingual 61030 Salaries-Participants 53 @ $9 - 40hrs/6 wks + 6 hrs orientate 61100 Retirement - Employer 61110 Retirement - Part time - 3.75% Part time Staff - 3.75% 61120 Medical - 1.45% 61130 Employees Insurance 61180 Compensation Ins. FT - 1.04 Kids - Misc. 5.29% 65400 Indirect Costs @ 6.53 WIA 69143 Bus passes Older Youth - 25 @ $55x2 mos Under 18 - 0 @ $50 Gas Cards - 25 @ $50 for 2 mos. 69144 Supportive Services Child Care - 10@$70 x 2 mos TOTAL OPERATIONS: TOTAL ALLOCATION: TOTAL AVAILABLE: Over/Under $3,579 $349 $175 $6,989 $117,342 $345 $4,400 $262 $1,862 $1,177 $115 $6,207 $2,750 $2,500 $1,224 $4,102 $6,989 $117,342 $14,369 $724 $6,474 $150,000 $150,000 $150,000 ($0)