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HomeMy WebLinkAbout25A - AGMT - WIA YOUTH FUNDSCONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Approve and authorize the City Manager and Clerk of the Council to execute agreements for Workforce Investment Act Formula Youth funds with the following youth program operators for Program Year 2014 -2015, for a total amount of $819,200 for the period of July 1, 2014 through June 30, 2015: YOUTH PROGRAM OPERATOR AMOUNT REQUEST FOR COUNCIL ACTION'' 111P 1� A. CITY COUNCIL MEETING DATE: $136,400 CLERK OF COUNCIL USE ONLY: JUNE 31 2014 To provide training leading to customer service certification, job TITLE: APPROVED ❑ As Recommended DISTRIBUTION OF WORKFORCE ❑ As Amended INVESTMENT ACT FORMULA YOUTH Orange County Children's Therapeutic Arts Center [I [I on 1" Reading ❑ Ordinance on 2n0 Reading FUNDS FOR PROGRAM YEAR 2014 -2015 ❑ Implementing Resolution To provide occupational skills in office administration, mental health ❑ Set Public Hearing For CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Approve and authorize the City Manager and Clerk of the Council to execute agreements for Workforce Investment Act Formula Youth funds with the following youth program operators for Program Year 2014 -2015, for a total amount of $819,200 for the period of July 1, 2014 through June 30, 2015: 25A -1 YOUTH PROGRAM OPERATOR AMOUNT YOUTH SERVED A. Orange County Asian and Pacific Islander Community Alliance $136,400 25 To provide training leading to customer service certification, job preparation, paid work experience, and post- secondary education services B. Orange County Children's Therapeutic Arts Center $212,800 27 To provide occupational skills in office administration, mental health paraprofessional, and childcare worker certification, job preparation skills, paid work experience, tutoring, mentoring, counseling, and food bank support C. Orange County Conservation Corps $200,000 25 To provide alternative secondary education and resources leading to a high school diploma, credentialed training in forklift operation, safe food handling, customer service, computer software, job preparation, and paid work experience D. Santa Ana Public Library $190,000 30 To provide post - secondary occupational skills training in digital technology, computer maintenance, and clerical customer service; paid work experience, and leadership development 25A -1 Distribution of WIA Youth Funds PY 2014 -2015 June 3, 2014 Page 2 E. Taller San Jose $80,000 10 To provide occupational skills training in the healthcare, professional business services or construction fields, internship opportunities, counseling, job preparation, and placement WORKFORCE INVESTMENT BOARD RECOMMENDATION At its regular meeting of May 15, 2014, by a vote of 18:0 (Elliott, Fischer, Gonzalez, Jimenez - Hami, Knitter, Korthuis, Maldonado, Nishimoto, Ruiz, Su absent; Didion abstained), the Workforce Investment Board recommended the action stated above. FINANCE. ECONOMIC DEVELOPMENT AND TECHNOLOGY COMMITTEE REVIEW The Finance, Economic Development and Technology Council Committee reviewed the Youth Programs Request for Proposal process at its meetings on October 14, 2013 and January 13, 2014. Under the Workforce Investment Act (WIA), the Santa Ana Workforce Investment Board (WIB) and its Youth Council are required to procure and make funding recommendations in order to provide WIA services to local qualified at -risk youth. On January 23, 2014, the Santa Ana WIB authorized the Youth Council to release a Request for Proposal (RFP) seeking providers of youth services for the period of July 1, 2014 through June 30, 2015. On March 19, 2014, six agencies submitted proposals requesting more than $1.4 million in funds. On April 1 -2, 2014, the RFP Review Committee, comprised of three Youth Council members, reviewed the proposals and finalized recommendations to fund five of the six youth service providers, who will serve 117 participants, of which 35 will be in- school and 82 will be out -of- school youth (Exhibit 1). The total allocation amount available this program year is $819,200, which is 17 percent less than the prior year; staff recommendations will result, however, in youth enrollment only decreasing by eight percent, equivalent to 10 youth. These funding recommendations account for the WIA requirement to ensure at least thirty percent of the youth funds are spent on Out -of- School Youth and the Youth Council's commitment to serve the neediest youth as outlined by the Department of Labor's "New Services under the Workforce Investment Act." This funding recommendation will ensure that the mandated 10 WIA Elements are met, the state - imposed performance measures are achieved, and that at least eighty percent of the WIA youth funds are obligated, as required by the WIA. 25A -2 Distribution of WIA Youth Funds PY 2014 -2015 June 3, 2014 Page 3 FISCAL IMPACT Funds are available in the Workforce Investment Act Youth accounts (account no. 12318750- 69135). Economic Development Spec?aRst III Community Development Agency DS /kg Exhibit: 1. Youth Funding Recommendations 2. Agreements APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency 25A -3 25A -4 Youth WIA Funding Recommendations Program Year 2014 -2015 EXHIBIT 1 25A -5 Youth Cost In Out -of- Agency Name Enrollment Per School School Budget OC Asian & Pacific Islander 25 $5,456 15 10 $136,400 Community Alliance OC Children's Therapeutic 27 $7,881 5 22 $212,800 Arts Center OC Conservation 25 $8,000 0 25 $200,000 Corps Santa Ana 30 $6,333 15 15 $190,000 Public Library Taller San Jose 10 $8,000 0 10 $80,000 TOTAL 117 $A ,001 35 82 $819,200 EXHIBIT 1 25A -5 25A -6 *:/ :11.1 h WA AGREEMENT UNDER THE WORKFORCE INVESTMENT ACT THIS AGREEMENT, made and entered into this 1" day of July, 2014, by and between the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ( "CITY ") and Orange County Asian and Pacific Islander Community Alliance, Inc. a non- profit corporation ( "CONTRACTOR "). RECITALS: A. CITY has been designated a Local Workforce Investment Area (LWIA) under the Workforce Investment Act of 1998, Public Law 105 -220 ( "the Act "). B. The State of California has created the LWIA to administer the Act programs operated by the State of California pursuant to the Act. C. As a LWIA, CITY is entitled to receive federal funds to establish programs to prepare economically disadvantaged youths for entry into the labor market and to provide basic skills development to those individuals who are economically disadvantaged or otherwise face serious barriers to succeeding in life. One goal of California's Workforce Investment System is to provide youth with the opportunities to achieve career goals that will allow them to successfully compete in the labor market and prepare them for higher education. D. CONTRACTOR is experienced in operating education, occupational development and employment programs for economically disadvantaged youth for entry into the labor market ( "said program "). E. CONTRACTOR is willing to operate said program pursuant to the Act and California law. WHEREFORE, for and in consideration of the respective and mutual covenants and promises hereinafter contained and made, and subject to all the terms and conditions hereof, the parties hereto do hereby agree as follows: 1. CONTRACTOR'S OBLIGATIONS A. CONTRACTOR agrees to provide the following services pursuant to said program, as more specifically set forth in CONTRACTOR'S Program Narrative contained in "Exhibit A" and in the Performance Standards "Exhibit B ", attached hereto and by this reference incorporated herein. CONTRACTOR'S failure to provide said services may be grounds for CITY to readjust the level of payment to CONTRACTOR otherwise provided for hereinafter. B. CONTRACTOR agrees to provide benefits to individuals who participate in the activities and services funded by this Agreement ( "participants ") in accordance with the standards and requirements set forth in Workforce Investment Act of 1998, Public Law 105 -220. 25A -7 Page 1 or 15 C. CONTRACTOR agrees to perform the services set forth herein in a professional, timely and diligent manner. D. CONTRACTOR shall provide wages and benefits to individuals who participate in the activities and services funded by this Agreement in accordance with the standards and requirements of the Act, including Section 181 of the Act. E. CONTRACTOR shall adhere to the Labor Standards described in the Act including Section 181 of the Act. F. CONTRACTOR agrees to comply with the "Complaint Handling Procedures Under the WIA ", attached hereto as "Exhibit C" and incorporated herein as though fully set forth in 20 CFR §667.200, Subpart F. CONTRACTOR shall advise participants of their rights to file complaints under the Act and the procedures for resolution of any complaints. CITY's procedures for handling complaints alleging a violation of the Act, regulations, grants, or other agreements under the Act shall be followed and any decision of CITY, the State or the federal government relating to the complaint shall be binding and followed by CONTRACTOR. CONTRACTORS who are employers shall operate a grievance system that incorporates CITY's procedtres for resolution of complaints relating to the terms and conditions of employment; these procedures shall be approved in writing by CITY. O. As a condition of this award of financial assistance under the Act to CONTRACTOR from CITY, CONTRACTOR assures, with respect to operation of all programs or activities funded with funds provided pursuant to the Act, and all agreements or arrangements to carry out such programs or activities, that it will comply fully with the nondiscrimination and equal opportunity provisions of the Act (Section 188) and compliance with Equal Employment Opportunity provisions in Executive Order (E.O.) 11246, as amended by E.O. 11375 and supplemented by the requirements of 41 CFR Part 60; the Nontraditional Employment for Women Act of 1991; Title VI of the Civil Rights Act of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; the Americans with Disabilities Act of 1990; and with all applicable requirements imposed by or pursuant to regulations implementing those laws, including, but not limited to, 29 CFR Part 33 and 37. The United States, the State of California and CITY have the right to seek judicial enforcement of this assurance. H. CONTRACTOR agrees that no participant(s) shall commence training prior to the approval of funding pursuant to Section 123 of the Act. 1. CONTRACTOR agrees to maintain such records and submit such reports, data and information, on the form and containing such information, at such times as CITY may request or require regarding the performance of CONTRACTOR'S services or activities, costs or other data, including but not limited to, participants' attendance, payroll records and job duty statements. CONTRACTOR agrees to forward to the Santa Ana Work Center Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California 92701 completed Workforce Investment Act Application form and supporting documents; a complete Workforce Investment Act Enrollment; any subsequent updates to; Workforce Investment Act Youth Test Scores form; Workforce Investment Act Exit form upon completion/termination of active enrollment of participant; and the Workforce Investment Act Follow -Up form within 20 days following 30, 60, 90,180, 270, and 360 days of exit. Contractor agrees to enter information on the State of California's CalJobs database 25A -8 Page 2 of 15 system as instructed and requested by the Santa Ana Work Center Administration. CITY, the State of California and the United States government and/or their representatives shall have access for purposes of monitoring, auditing and examining of CONTRACTOR'S activities, performance, books, documents, papers, and records of CONTRACTOR subcontractors, bookkeepers and accountants, and employees and participants related to this Agreement. Such agencies or representatives shall also schedule on -site monitoring in their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants and entering any premises or onto any site in which any of the services or activities funded hereunder are conducted or in which any of the records of CONTRACTOR are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law, In the event CONTRACTOR does not make the above - referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. All accounting records and evidence pertaining to all costs of CONTRACTOR and all docurents related to this Agreement shall be kept available at the location where CONTRACTOR conducted the program, as well as in the County of Orange, for the duration of this Agreement and thereafter for three (3) years after completion of an audit. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which CITY, the State of California or the United States Government take exception, shall be retained beyond the three (3) years until resolution of disposition of such appeals, litigation, claims, or exceptions. J. Without prejudice to any other section of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. Notwithstanding the foregoing, CONTRACTOR agrees to submit to CITY, the State of California and /or the United States Government or their representatives, all records requested for administrative purposes, including audits, examinations, monitoring and verification of records submitted by CONTRACTOR, costs incurred and services rendered hereunder. K. CONTRACTOR agrees to complete in triplicate, a monthly Invoice/Voucher on CITY's Invoice /Voucher form, showing in detail the amount of money already expended by CONTRACTOR hereunder, as this is a cash reimbursement contract. Accounting records must be supported by such source documentation such as cancelled checks, paid bills, payrolls, time and attendance records, contract and subgrant award documents [29 CFR— Subpart C, Section 97.20 (b)(6)]. CONTRACTOR agrees to submit the above - stated documents to the WIB Administrative Office, 1000 Fast Santa Ana Blvd., Suite 200, Santa Ana, California, 92701, by the tenth (10th) day of the month following the month in which CONTRACTOR'S services are performed. Should CONTRACTOR fail to deliver said documents to CITY, CITY shall have the option to cancel this Agreement by giving CONTRACTOR ten (10) days written notice thereof. CONTRACTOR shall either return to the CITY excess revenues over costs or use such excess revenues as program income by utilizing such program income for additional training activities authorized under the Act. L. CONTRACTOR agrees to expend all funds in accordance with all applicable 25A -9 Page 3 of 15 federal, state and local laws and regulations. CONTRACTOR also agrees to provide at CONTRACTOR'S own expense supplies and other costs of said PROGRAM. M. CONTRACTOR shall arrange independently for an audit that includes WIA funds received from CITY, in accordance with the Act, 20 CFR Section 667.200 and OMB Circular A- 133, CONTRACTOR shall submit one original of each required audit report to CITY within (30) days after the date received by CONTRACTOR. Should CONTRACTOR fail to comply with these requirements, CITY may at its option withhold payment of funds, or disallow funds or suspend additional grant funds. N. CONTRACTOR shall not expend funds pursuant to this Agreement to provide services to any participant where costs of training are paid for by any other person or entity. O. CONTRACTOR shall comply with the provisions of Circular A -102 of the U.S. Office of Management and Budget (OMB) and the related "Common Rule" entitled "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Government ", Subpart C, paragraphs 37 and 42, Circular A -128, and all other applicable federal statutes and executive orders and their implementing regulations, including regulations at 29 CFR Part 97. P. CONTRACTOR shall comply with the requirements of federal regulations found at 29 CFR 93 which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, member of Congress or an officer or employee of a member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a Certification Regarding Lobbying to that effect in a form as set forth in "Exhibit D," attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed Certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. Q. CONTRACTOR agrees to provide a drug -free work place and to execute a Drug Free Workplace Certification as set forth in "Exhibit E" attached hereto and incorporated herein by this reference. R. CONTRACTOR, in accordance with the Child Support Compliance Act, recognizes and acknowledges the importance of child and family support obligations and shall fully comply with all state and federal laws relating to child and family support enforcement, including, but not limited to: disclosure of information and compliance with earnings assigmment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the state Family Code; and, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Employee Registry maintained by the California Employment Development Department (EDD). S. CONTRACTOR agrees to comply with all applicable provisions of the ACT and the federal regulations, including but not limited to the regulations found at 20 CFR part 629. 25A -10 Page 4 of 15 T. CONTRACTOR agrees to that it is in compliance with the Certification Regarding Debarment ( "Exhibit F ") as required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160- 19211). U. CONTRACTOR agrees to provide priority of services for veterans and eligible spouses pursuant to 20 CFR part 1010 and the regulations implementing priority of service for veterans and eligible spouses in Department of Labor job training programs under the Jobs for Veterans Act published at 73 Fed.Reg. 78132 on December 19, 2008. V. CONTRACTOR acknowledges that the official name for the statewide system of providing employment and training through the WIA partnerships and various other local programs is "America's Job Center ". To achieve the goals of this grant, it is important that the public has a quick and easy method to identify that the projects or programs they are taking part in are part of the "America's Job Center ". CONTRACTOR agrees to place the America's Job Center logo, in accordance with the State of California guidelines for such use, on all public materials such as statements, press releases, brochures, advertisements, reports and other documents describing projects or programs funded in whole or in part with WIA funds. When the America's Job Center logo is used, CONTRACTOR may accompany it with the following statement, "The (Program Name) is a proud partner of the America's Job Center network ". CONTRACTOR shall not use the America's Job Center logo in any manner that would imply that the State of California endorses a commercial product, service or activity. II. CITY'S OBLIGATIONS A. CITY agrees to pay to CONTRACTOR when, if and to the extent federal funds are received under the provisions of the Act a sum not to exceed $136,400 for CONTRACTOR'S performance in accordance with the Budget attached hereto as "Exhibit G" during the period of this Agreement. Said sum shall be paid after CITY receives invoices submitted by CONTRACTOR as provided hereinabove. B. CONTRACTOR has the ability to adjust line item amounts in the budget with the approval of the Executive Director, so long as the total Budget amount does not increase. C. CITY agrees to provide for on -site monitoring reviews of said program operation at least annually. In addition, monthly desk -top reviews of pertinent information will be conducted. D. CITY has the right to de- obligate the funds hereunder and take such funding back from CONTRACTOR due to any of the following reasons: (a) lack of performance by CONTRACTOR; (b) lack of fiscal accountability of CONTRACTOR; or (c) decrease in available funding. III. TERM OF AGREEMENT This Agreement shall commence on July 1, 2014 and all duties arising under this Agreement shall have been performed by June 3Q,;01 he term of this Agreement may be extended 11 0 Page 5 of 15 by a writing executed by the City Manager and the City Attorney. IV. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. V. WORKER'S COMPENSATION AND EMPLOYER'S RIGHTS A. CONTRACTOR shall use appropriate funds received from CITY to provide workers' compensation to all those hired by CONTRACTOR under this Agreement. B. CONTRACTOR shall have the right to hire, dismiss, or promote its employees or contract personnel hired under this Agreement so long as its hiring or dismissal policy or standard does not violate Title VII of the Civil Rights Act of 1964, Fair Labor Standards Act of 1938, or any other applicable law, and CONTRACTOR maintains itself as an Equal Opportunity employer. VI. APPLICABLE GUIDELINES A. The parties hereto agree that CONTRACTOR shall comply with all applicable federal and state laws and regulations, including, but not limited to the Performance Standards (Exhibit B) and general program requirements described in Sections 106 and 141 of the Act (29 USC Sections 1516 and 1551) and applicable regulations, and the U.S. Department of Labor guidelines and regulations, including amendments or revisions made during the terms of this Agreement. Said applicable laws are hereby incorporated by reference and made as part of this Agreement as though fully set forth herein. B. CONTRACTOR also assures and certifies that: 1. CONTRACTOR acknowledges and confirms that the U.S. Department of Labor has established three (3) common measures for youth: (a) Placement in employment or education; (b) Attainment of degree or certificate; and, (c) Literacy or numeracy gains. Pending WIA reauthorization and or U.S. Department of Labor and EDD updates, Contractor agree to implement and shall meet any additional performance measures that may be subsequently required by the Workforce Investment Act or by any other Federal, State, and local law. 2. CONTRACTOR shall comply with Title VII of the Civil Rights Act of 1964 (P.L. 83 -354) and in accordance with Title VII of the Act, no person shall, on the grounds of race, 25A -12 Page 6 of 15 color, religion, sex, age, handicap or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 3. CONTRACTOR shall comply with any and all federal laws limiting the political activity of employees hired under this Agreement. 4. CONTRACTOR shall comply with the requirements that no program under the Act shall involve political activities. 5. RECORD INSPECTION. CONTRACTOR shall provide the U.S. Department of Labor and the Controller General, by and through any authorized representative, as well as the WIB Administrative Office, access to and the right to examine all records, books, papers or documents relating to the accounting and use of funds under this Agreement for a three -year period from and after the effective date of this Agreement. 6. No person with responsibilities in the operation of any program under the Act shall discriminate with respect to any program participant or any application for participation in such program because of race, creed, color, national origin, sex, political affiliation or beliefs. 7. CONTRACTOR shall maintain appropriate standards for health and safety in work and training situations. 8. CONTRACTOR shall comply with general provisions, assurances, and execute the Assurances and Certifications attached hereto as "Exhibit H" and incorporated herein. 9. EQUAL OPPORTUNITY. Any literature distributed by CONTRACTOR for the purpose of apprising businesses, participants, or the general public of its programs under this Agreement shall state that its programs are supported by the City of Santa Ana and the Santa Ana Workforce Investment Board, and shall state that the program is an "equal opportunity employer /program" and that "auxiliary aids and services are available upon request to individuals with disabilities." 10. Based on the population eligible to be served, or likely to be directly affected by the WIA program or activity, the services or information may need to be provided in a language other than English in order to allow such population to be effectively informed about or able to participate in the program or activity. Pursuant to 29 CFR 37.35, CONTRACTOR must take reasonable steps to provide services and information in appropriate languages after considering the scope of the program or activity, and the size and concentration of the population that needs services or information in a language other than English. 11. CONTRACTOR certifies that all property, finished or unfinished documents, data, studies and reports prepared or purchased under this Agreement, will be disposed of in accordance with the direction of the CITY. In addition, any tools and /or equipment furnished to the CONTRACTOR by the CITY and/or purchased by the CONTRACTOR with funds pursuant to this Agreement, will be limited to use within the activities outlined in this agreement and will remain the property of the United States Government and/or CITY. Upon termination of this Agreement, CONTRACTOR will immediately return such tools and /or equipment to the CITY or dispose of them in accordance with the direction of the CITY. 25A -13 Page 7 of 15 12. CONTRACTOR certifies that this Agreement does not provide for the advancement or aid to any religious sect, church or creed, or sectarian purpose nor does it help to support or sustain any school, college, university, hospital or other institution controlled by any religious creed, church, or sectarian denomination, as specified by Article XVI, Section 5, of the Constitution of the State of California, regarding separation of church and state. 13. PATENT, COPYRIGHTS AND RIGHTS IN DATA. The CONTRACTOR will disclose to the CITY any invention, written product, computer program developed or data assembled as a result of performance of work under this Agreement within seventy four (74) days of invention, development or assembly. The CITY, State of California, and U.S. Department of Labor will have the right to patent any invention and copyright any written product or computer program or data generated by CONTRACTOR. Upon written request, CONTRACTOR will transfer all pertinent information, specifications and right, title and interest to the designated agency. 14. INVENTIONS, PATENTS AND COPYRIGHTS. A. Reporting Procedure. If any project produces patentable items, patent rights, processes, or inventions in the course of work under a U.S. Department of Labor (DOL) grant or agreement, the CONTRACTOR shall report the fact promptly and fully to the CITY. The CITY shall report the fact to the Grant Officer, at the DOL. Unless there is a prior agreement between the CITY and the DOL and its representative on these matters, the DOL shall determine whether to seek protection on the invention or discovery. The DOL and its representative shall determine how the rightsin the invention or discovery, including rights under any patent issued thereon, will be allocated and administered in order to protect the public interest consistent with the "Governmental Patent Policy" (President's Memorandum for Heads of Executive Departments and Agencies, August 23, 1971, and Statement of Government Patent Policy as printed in 36 FR 16889). B. Copyright Policy. 1. Unless otherwise provided in the terms of the grant or agreement, when copyright - able material is developed in the course of or under a DOL Grant or agreement, the author and the CITY which developed the work is free to copyright material or to permit others to do so. The CONTRACTOR and the Workforce Investment Board (WIB) shall have a royalty -free, nonexclusive and irrevocable license to reproduce, publish, use and to authorize others to use all copyrighted material. 2. The DOL reserves a royalty -free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a) The copyright in any work developed under any grant, sub-grant, or contract under a grant or subgrant; (b) Any right of copyright to which a grantee, subgrantee or a CONTRACTOR purchases ownership with grant support; and (c) CONTRACTOR shall comply with the requirements of 29 CFR Part 97.34. C. Rights to Data. The DOL and the CITY shall have unlimited rights to any data first procured or delivered under this Agreement. 15. CLEAN AIR / CLEAN WATER ACT. If the grant hereunder exceeds $100,000, CONTRACTOR must comply with Section 306 of the Clean Air Act [(42 USC 1875(h)]; Section 508 of the Clean Water Act (33 USC 1368); Executive Order 11738 and Environmental 25A -14 Page 8 of 15 Protection Agency ( "EPA ") regulations (40 CFR Part 15) as any may now exist or be hereafter amended. Under these laws and regulations, the CONTRACTOR assures that: (a) No facility to be utilized in the performance of the proposed grant has been listed on the EPA List of Violating Facilities; (b) It will notify CITY prior to award of the receipt of any communication from the Director, Office of Federal Activities, U.S. EPA, indicating that a facility to be utilized for the grant is under consideration to be listed on the EPA List of Violating Facilities; (c) It will notify the CITY and the EPA about any known violation of the above laws and regulations. 16. CONTRACTOR agrees to adhere to the following STANDARDS OF CONDUCT: a. General Assurance. Every reasonable course of action will be taken by CONTRACTOR in order to maintain the integrity of this expenditure of public funds and to avoid favoritism. This Agreement will be administered in an impartial manner, free from errors to gain personal, financial, political gain. CONTRACTOR, its officers and employees, in administering this Agreement, will avoid situations which give rise to a suggestion that any decision was influenced by prejudice, bias, special interest or desire for personal gain. b. Employment of Former State or CITY Employ. CONTRACTOR will ensure that any of its employees who were formerly employed by the State of California or CITY, in position that could have enabled such individuals to impact policy regarding or implementation of programs covered by this Agreement, will not be assigned to any part or phase of the activities conducted pursuant to this Agreement for a period of not less than two (2) years following the termination of such employment. c. Conducting Business Involving Relatives. No relative by blood, adoption or marriage of any executive or employee of CONTRACTOR will receive favorable treatment when considered for enrollment in programs provided by, or employment with, CONTRACTOR. d. Conducting Business Involving Close personal Friends and Associates. Executives and employees of CONTRACTOR will be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, in administering this Agreement, will exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for CONTRACTOR to conduct business with a friend or associate of an executive or employee of CONTRACTOR, an elected official in the area or a voting or non - voting member of the Workforce Investment Board (WIB), a permanent record of the transaction will be retained. e. Avoidance of Conflict of Economic Interest. No executive or employee of CONTRACTOR elected official in the area, or voting or non - voting member of a WIB, will solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part by CONTRACTOR or CITY. Supplies, materials, equipment or services purchased with Agreement funds will be used solely for purposes asserted or allowed wider this Agreement. No voting member of the WIB will cast a vote on the provision of services or vote on any matter which 25A -15 Page 9 of 15 would provide direct financial benefit to that member or any business or organization which the member directly represents. f Salary and Bonus Limitations. All Subrecipients of WIA program funds are required to comply with federal requirements regarding the limitations on salary and bonus payments in accordance with Public Law 109 -149, Section 7013, VII. HOLD HARMLESS A. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers' compensation claims, resulting from or arising out of the negligent acts, errors or omission of CONTRACTOR, its employees or subcontractors. B. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from and against any and all claims, demands, suits, actions or proceedings therefore, resulting from or arising out of the intentional or malicious acts of CONTRACTOR, its employees or subcontractors. VIII. INSURANCE 1. Commercial General Liability. CONTRACTOR agrees to obtain and keep in force during the term of this Agreement a policy of comprehensive commercial general liability insurance insuring the State of California, CITY, and CONTRACTOR against any liability for accident, injury or death arising out of or in consequence of this Agreement. Such insurance shall be in an amount not less than One Million Dollars ($1,000,000.00) for any injury to or death of any person or persons in any single accident or occurrence. Said policy of comprehensive general liability insurance shall be endorsed to provide to CITY and to the State of California, Employment Development Department, at least thirty (30) days written notice prior to cancellation; name CITY, its officers, agents, employees, and volunteers, and the State of California, its officers, employees, and volunteers as Additional Insured; and state that such coverage is primary to any other coverage or self - insurance of the State of California and CITY (in substantially the form as Exhibit I , Additional Insured Endorsement, attached hereto). Governmental entities may substitute a certificate of self - insurance. 2. Automobile Liability Coverage. CONTRACTOR shall also obtain and maintain, during the effective period of this Agreement, broad form automobile liability coverage with at least $1,000,000 limit unless reduced by CITY, which applies to both owned /leased and non -owned automobiles used by CONTRACTOR employees or participants in performance of this Agreement, or, in the event that CITY will not utilize such owned /leased automobiles but intends to require employees, participants or other agents to utilize their own automobiles in the performance of this Agreement, CONTRACTOR shall secure and maintain on file from all such employees, participants, or 25A -16 Page 10 of 15 agents as self - certification of automobile insurance coverage. Governmental entities may substitute a certificate of self - insurance. 3. Workers' Compensation. If CONTRACTOR is an "employer ", as set forth in California Labor Code Section 3300 et seq., or utilizes participants as "employees," as set forth in California Labor Code Section 3350 et seq., CONTRACTOR shall obtain and keep in force during the term of this Agreement full Workers' Compensation insurance coverage for injuries suffered by participants. Said insurance policy shall guarantee CITY at least thirty (30) days written notice of cancellation or modification. CONTRACTOR shall carry medical and accident insurance for those participants not qualifying as "employees" for Worker's Compensation Coverage, pursuant to California Labor Code Section 3350, et seq. 4. Equipment Coverage. CONTRACTOR shall purchase a policy or policies of insurance covering loss or damage to any and all Equipment provided to or purchased by CONTRACTOR in accordance with this Agreement. Said insurance shall be in the amount of the full replacement value thereof, providing protection against the classification of fire, extended coverage, vandalism, malicious mischief, theft, and special extended perils. Governmental entities may substitute a certificate of self - insurance. 5. Youth Protection. To maintain a safe environment, funded youth providers that serve youth under the age of 18 will need to provide a Youth Protection Policy and proof of Sexual Abuse & Molestation insurance coverage of at least $2,000,000. Youth providers will be held responsible for conducting a background clearance (live -scan) for staff that have direct interaction with youth participants that are under the age of 18. 6. Proof of Insurance. Certificates and endorsements must be submitted and approved by CITY prior to any work under this Agreement. CONTRACTOR understands that CITY will make no payments under this Agreement until the required certificates and endorsements have been approved by CITY. IX. CORPORATE STATUS All corporate contractors shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board and Internal Revenue Service. Any change in corporate status or suspension shall be reported immediately to CITY. X. ASSIGNABILITY None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. 25A -17 Page 11 of 15 XI. LAWS GOVERNING THIS AGREEMENT In its performance under this Agreement, CONTRACTOR shall fully comply with the requirements of the following, whether or not otherwise referred to in this Agreement: 1. The Act and all applicable federal statutes, regulations, policies, procedures and directives, including but not limited to, 20 C.F.R. Parts 652 and 660 through 671. 2. All applicable State statutes, regulations, policies, procedures and directives; 3. All applicable CITY policies, procedures and directives; 4. All applicable local ordinances and requirements, including use permits and licensing; 5. Court orders applicable to its operation; and, 6. The terms and conditions of this Agreement. If any of the foregoing is enacted, amended, or revised, CONTRACTOR will comply with such or will notify CITY after enactment or modification that it cannot so comply. CITY may thereupon terminate this Agreement, if necessary. XII. EXCLUSIVITY AND AMENDMENT OF AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONTRACTOR by CITY, and contains all the covenants and agreements between the parties with respect to such employment. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any parry, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. XIII. FRAUD CONTRACTOR shall immediately report to CITY all instances and facts concerning possible fraud, abuse or criminal activity relating to expenditure or receipt of funds under this Agreement. XIV. CONTINGENCY OF FUNDS CONTRACTOR acknowledges that approval of and funding for this Agreement is contingent upon State approval, and funds received or obligated from the State of California to CITY. If such approval of funds is not forthcoming, or is otherwise limited, CITY shall immediately notify CONTRACTOR. Within twenty (20) days of receipt of such notice, CONTRACTOR shall modify or cease operations as directed by CITY and negotiate necessary modification to this Agreement and /or reimbursement of costs incurred hereunder. 25A -18 Page 12 of 15 XV. TERMINATION A. This Agreement may be terminated by either party at its sole discretion, upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. However, CONTRACTOR may not terminate this Agreement if undue hardship will result to any participant. B. In the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (1) any payments made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by CITY in obtaining substitute performance. XVI. DISPUTES Except as otherwise provided in this Agreement, any dispute concerning any question arising under this Agreement shall be decided by CITY. In such a case CITY shall reduce its decision to writing and mail or otherwise furnish a copy thereof to CONTRACTOR. The decision of the City shall be final and conclusive unless within thirty (30) calendar days from the mailing or delivery of such copy, CITY receives from CONTRACTOR written request to appeal said decision. Procedures governing the appeal shall be prescribed by CITY and /or the State of California in accordance with the Act and all corresponding regulations and OMB circulars. Pending final disposition of the appeal, CONTRACTOR shall act in accordance with CITY's decision unless the dispute involves a change order. XVII. BREACH - SANCTIONS If, through any cause, CONTRACTOR violates any of the terms and conditions of this Agreement, and /or prior agreements whereby grant funds were received by CONTRACTOR pursuant to this Agreement, or if CONTRACTOR reports inaccurately or if any Audit Report makes disallowances, CONTRACTOR shall promptly remedy its acts or omissions and /or repay CITY all amounts due CITY as a result of CONTRACTOR's violation. For any such failures or violations, CITY shall also have the right at its sole discretion to either: (1) discontinue program support until such time as CONTRACTOR fulfills its obligations or remedies all violations of this Agreement or prior agreements; and /or (2) collect outstanding amounts as determined by CITY due CITY by offsetting or debiting from current claims or invoices, if after thirty (30) days' written notice CONTRACTOR has failed to repay same or a repayment schedule has not been made; and /or (3) terminate this Agreement by giving written notice to CONTRACTOR of such termination in accordance the notice provision in Paragraph XVIII herein below. 25A -19 Page 13 of 15 XVIII. NOTICES All notices, reports and correspondence between the parties hereto respecting this Agreement shall be in writing and deposited in the United States Mail, postage prepaid, addressed as follows: CITY: City of Santa Ana Manager, WIB Administrative Office P.O. Box 1988 (M -73) Santa Ana, CA 92702 CLERIC: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Telefacsimile (714) 647 -6956 CONTRACTOR: Orange County Asian and Pacific Islander Community Alliance, Inc. 12900 Garden Grove Blvd., Suite 214A, Garden Grove, CA 92843 Phone: (714) 636 -9095 Fax: (714) 636 -8828 XIX. MERGER `this Agreement, together with the attachments hereto, expresses the total understanding of the parties. There are no oral understandings of the parties or terms and conditions other than as stated herein. XX. VALIDITY The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. XXI. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney's fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 25A -20 Page 14 of 15 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above - written. ATTEST: "CITY" Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: Sonia R. Carvalho City Attorney Lisa Storck Assistant City Attorney By: David Cavazos City Manager "CONTRACTOR" BY: Name: Mary Anne Foo Title: Executive Director Tax ID #: 91- 2047245 25A -21 Page 15 of 15 PROPOSER APPLICATION Agency Legal Name Orange County Asian and Pacific Islander Community Alliance, Inc. Agency DBA OC Workforce Program Name Youth Employment Program Agency Address 12900 Garden Grove Blvd., Suite 214A Contact Person & Title Mary Anne Foo, Executive Director Email mafoo @ocapica.org Telephone # 714- 636 -9095 Fax # 714- 636 -8828 Federal ID Number 91- 2047245 AGENCYSTATUS Public Non -Profit OC Health Care Cor oration OC Workforce Private Non -Profit x Years in Operation? 17 Private for Profit Investment Government Foundation of Other FSP PRIMARY FUNDING SOURCES Funding Source OC Health Care US DHHS OC Workforce OC Health Care College Access Saturday Agency MHSA Office of Investment Agency PEI Foundation of 9AM -6PM FSP Minority Board California Health Amount $1,000,000 $191,000 $877,500 $426,208 $180,000 HOURS OF OPERATION AND DAYS Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday Hours 9AM -6PM 9AM -6PM 9AM -6PM 9AM -6PM 9AM -6PM TARGET POPULATION Older Youth 10 Younger Youth 1 15 Out -of- School 10 In- School 15 # of Youth to be Served in 2013/2014 125 1 Total WIA Funds Requested 1 $136,400 In compliance with the RFP noted above, and subject to the conditions thereof, the undersigned offers to furnish the services stipulated and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this RFP and is authorized to contract on behalf of the agency named above. Signature Title Executive Director Date EXHIBIT A 25A -22 OCAPICA - YSPN FY 2014 -15 1. EXPERIENCE AND QUALIFICATIONS A. The Orange County Asian and Pacific Islander Community Alliance, Inc. ( OCAPICA) was established in 1997 with the mission to build a healthier and stronger community by enhancing the well -being of underserved families through inclusive partnerships. OCAPICA operates 19 different culturally competent programs in the areas of health, mental health, youth development and leadership, community and economic development, education, and policy serving mainly very low- income individuals throughout Southern California. OCAPICA has 16 years of administering education and training programs and six years of experience in case management programs for underserved youth and young adults of all ethnic backgrounds, including those of African American, Asian American, Caucasian, Latino, and Pacific Islander heritage. B. OCAPICA is located on: 12900 Garden Grove Blvd, Suite 214A Garden Grove, CA 92843. Our major cross streets are Garden Grove Blvd. and Haster Street. C. HOURS OF OPERATION AND DAYS Days Monday Tuesday Wednesday Thursday Friday Hours 9AM -6PM 9AM -6PM 9AM -6PM 9AM -6PM 9AM -6PM D. OCAPICA's youth facility is already setup to be youth friendly. Currently, there are 14 computers that are accessible to youth at any time during OCAPICA's operating hours. OCAPICA is a drop -in facility, meaning that youth may come in to request assistance from staff at any time, with or without an appointment. OCAPICA's youth facility is located on a major street near two busy intersections, making it easily accessible from all major OCTA bus routes. OCAPICA is also located next to the 22 freeway, making it easily accessible from all nearby cities. Staff are youth - friendly, nonjudgmental, bilingual and from the communities they serve. A majority of our staff speaks Spanish or Vietnamese as well as we have a total of 16 languages available for services. We also have bilingual Parent Partners who provide services and support to the parents and caregivers in the family. Our case managers are very youth friendly, young people who live and work in the communities we serve, are truly competent in youth culture, but also receive more than 500 hours of training in serving and supporting youth. OCAPICA follows a very inclusive model, always involving the community and youth in all aspects of our programs' development, implementation, and evaluation. We utilize leadership development, mentoring, resiliency model, 40 Developmental Assets, mentoring, the Social Ecological Model, and the Empowerment Model, and patient and community navigation in all of our program work. OCAPICA also partners with 40 different agencies in providing services to the community and ensures self efficacy and capacity building is developed for all individuals and families. E. 1. OCAPICA has an annual operating budget of $3.2 million from diverse funding services, including government (Orange County Workforce Investment Board, County of Orange EXHIBIT A 25A -23 OCAPICA - YSPN FY 2014 -15 Health Care Agency /Mental Health Services Act, Office of Minority Health /US Department of Health and Human Services, Centers for Disease Control), private foundations (College Access Foundation of California, McKay Foundation, Tides Foundation, St. Joseph Health System Foundation, Susan G. Komen for the Cure), corporate giving (Southern California Edison, Wells Fargo, Kaiser Permanente, East West Bank), and individual donors. 2. OCAPICA has more than 50 staff members that speak 16 languages. OCAPICA staff is extremely diverse and comprised of many different educational backgrounds. Languages spoken by staff include English, Spanish, Cambodian, Hmong, Thai, Vietnamese, Samoan, Korean, Mandarin, Cantonese, Japanese, Tagalog, and Chamorro. OCAPICA's fiscal staff includes Director of Finance and Administration who has 25 years of experience in non - profit financial management, an Accountant who has 15 years of experience in accounting, and two part time Bookkeepers both with more than 5 years of experience. OCAPICA's leadership team include the Executive Director who has 25 years of experience in nonprofit management, Director of Finance and Administration, Director of Strategic Partnerships, Director of Health Programs, Program Director of Mental Health, Program Director of Prevention and Early Intervention, Program Director of Workforce Development, Youth Programs Director and Program Manager of Health. All have more than 10 years of experience in program and fiscal management. 3. Since 2010, OCAPICA has operated a Workforce Investment Act - funded Youth Employment Program administered by the Orange County Workforce Investment Board (OCWIB) for the West region of the County. In addition, OCAPICA has served Santa Ana transitional age youth ages 16 -24 through the OCWIB's CaIGRIP program. Several youth are at risk for dropping out of school, basic skills deficient, foster youth, emancipated, pregnant/ parenting, and /or have a disability. About 60% have housing insecurity issues; 30% have severe mental health needs; and about 20% are ex -gang members, formerly incarcerated, or are on probation. OCAPICA currently implements many youth programs and services. OCAPICA is at two high schools implementing afterschool mentoring, tutoring, and leadership development programs with very low income youth at risk for dropping out of school. 100% of the youth in our afterschool programs have successfully graduated from high school and 85% go onto college. OCAPICA also provides scholarships for college for low income youth; in 2012 we provided $70,000 in scholarship support. OCAPICA also runs the county's Full Service Partnership /Wraparound mental health program for severely emotionally disturbed or mentally ill youth. We work with 60 youth in providing comprehensive mental health services including, case management, clinical, counseling, and anything else the youth and their families need. OCAPICA also runs the youth Workforce Investment Act program in the Western region of the county serving more than 200 youth and providing support for jobs, career development, and completion of school, supportive services, and case management. 4. Our youth programs impact approximately 4,000 youth in Orange County annually with education, mentoring, tutoring, college preparation, mental health, health care, gang and violence prevention, job and career exploration, and leadership development. Through our programs we have found 85% go onto college, 90% are not re- incarcerated, 90% do not violate probation, 80% obtain stable housing, 80% obtain a permanent job, and 100% receive needed health and mental health services. EXHIBIT A 25A -24 OCAPICA - YSPN FY 2014 -15 II. PROPOSED PROGRAM A. The goal of this program is to create services and implement systems- change strategies that provide very low- income youth with skills and leadership to access living wage jobs and careers, complete high school, reduce delinquency, and improve opportunities out of poverty. This will be accomplished by providing long -term comprehensive support and training, which includes: (1) intensive case management; (2) academic skills building, tutoring, and college preparation; (3) job training, work placement, and career exploration; (4) leadership skills development via internships and community service; (5) social /peer support and mentoring for youth and their families; and (6) mental health and /or addiction counseling. Our goal will be to reduce barriers to employment and higher wage careers for the target populations. Planned outcomes will be tracked according to the Common Measures: (1) Placement in Employment or Education; (2) Attainment of a Degree of Certificate; and (3) Literacy /Numeracy Gains. OCAPICA youth service model takes a comprehensive approach, which overlaps with several WIA Program Elements, specifically: Tutoring, study skills, and dropout prevention strategies; Leadership Development; Alternative secondary school offerings (through referrals); Supportive services; Summer employment opportunities; Comprehensive Guidance and counseling; Paid and unpaid work experience; 12 -month follow -up activities; and Occupational skill training through referrals B. See sections III- XVIII. III. POPULATION A. OCAPICA is requesting $204,600 to serve 30 Youth aged 16 to 21 (12 In- School Youth and 18 Out -of- School Youth). B. At least 10% of youth enrolled will be foster /emancipated youth, youth on probation, youth that have dropped out of high school and youth with disabilities. C. Foster and /or Emancipated Youth: OCAPICA currently works with Rising Tide from the Orangewood Children's Foundation to provide a coordinated service approach. OCAPICA staff maintain regular communication with Rising Tide staff to ensure that services and activities from each agency complement each other. In addition, OCAPICA participates on the Department of Social Services ERDD (Eliminating Racial Disparities and Disproportion ality) Advisory Group to address the issue of minority children in the Social Service system and networks with these partners to receive additional referrals. OCAPICA also works with the Social Services Agency Transitional Planning Services Program to receive referrals. Youth with Disabilities: OCAPICA receives referrals from and works with the workability programs at various schools and colleges, and partners with the Department of Rehabilitation to serve this population. OCAPICA staff coordinates with school and Rehab staff to ensure that the participants are receiving coordinated and complementary services from each agency. EXHIBIT A 25A -25 OCAPICA - YSPN FY 2014 -15 Youth on Probation: In the past two years of the Youth Employment Program, OCAPICA has worked very closely with the Orange County Probation Department. In particular, OCAPICA staff members serve on the Department's Juvenile Detention Alternatives Initiative (JDAI), a proven method of assigning the least restrictive community -based rehabilitative alternatives for low -risk offenders who do not pose a risk to public safety. OCAPICA receives referrals directly from Probation Department programs such as the Center for Opportunity, ReEntry, and Education (CORE) and the Health Care Agency's Youth Offender Wraparound (YOW). Individual Service Plans are developed in coordination with the participant's probation officer and /or partner agency case manager. Communication with these partners is maintained throughout the program year to provide youth with as many opportunities as possible for positive outcomes. Youth that have dropped out of high school; OCAPICA's outreach and recruitment plan entails working with mental health programs such as OCAPICA's Well(ness)essity and Project FOCUS programs; the Truancy Reduction Center; homeless programs such as Build Futures; dropout prevention programs; continuation schools such as Marie L. Hare High School and Community Day school; Alternative, Community, and Correctional Schools and Services (ACCESS) sites like Century Day and Harbor Learning Center; and adult education sites such as Lincoln Education Center, Centennial Education Center and others. D. OCAPICA will ensure that 100% of youth will be enrolled by December 31, 2013. This will be met as a result of working with community partners (such as the Probation Department, OCDE Alternative Schools, Transitional Support Programs, the Kinship Center of Santa Ana, Santa Ana Unified School District, Santa Ana High School, Social Services Agency, the Social Security Agency of Orange County, The Wooden Floor and is currently working with Vital Link for Career Exploration opportunities) to identify participants for referral. In addition, staff are actively outreaching at community events and youth gathering placements to promote the Youth Employment Program. E. From our lessons learned and experience in our youth development program, many youth in our community face numerous barriers including homelessness /housing insecurity, food insecurity, pregnant or parenting, emancipation from the foster care system, history in the juvenile justice system, physical or developmental disability, mental health needs, lower education attainment (high school dropouts), prior gang involvement, basic skills deficiency, and language barriers. F. OCAPICA's Youth Employment Program is able to leverage counseling services by referring participants to such programs as OCAPICA's Well(ness)essity program. Participants will receive intensive case management, resource linkage and referral, and supportive services that the Youth Employment Program may be unable to provide. Schools and education sites, such as Santa Ana High School, Marie L. Hare High School or ACCESS sites, often assist youth in gathering documents for applications, as well as being able to provide mentorship and referrals and resource linkage for participants who need other services aside from youth employment. OCAPICA provides access to the 10 required elements. Summer employment opportunities are offered during the year -round program through paid and un -paid work experience and EXHIBIT A 25A -26 OCAPICA - YSPN FY 2014 -15 internships. Supportive services, adult mentoring, and follow -up services_are provided by OCAPICA's WIA Case Managers. As an organization, OCAPICA is able to link participants to resources such as tutoring through its own HAPIYEP program, which is also able to connect participants to school opportunities. OCAPICA can refer participants to occupational skill training through ITA, leadership development activities through OCAPICA's Project FOCUS program, and comprehensive guidance and counseling from OCAPICA's Well(ness)essity program For High School dropouts, it was found by the Orange County Health Care Agency that the 9- 12th grade cohort dropout rate for years 2011 -2012 was at 9.1 %, totaling 3,911 individuals. Of those, the highest populations to drop out were Black /African- American participants and Hispanic /Latino participants, with rates of 13.5% and 14.1 %, respectively (OCHCA 2012). OCAPICA's experience working with participants who are high school dropouts has provided valuable insight as to their needs, which often fall into a recognizable pattern including a need for financial stability, hard and soft skills development, mentorship and guidance counseling, educational resource linkage, career exploration, and high school completion programs, Participants who are high school dropouts usually require supportive services to buy work - appropriate clothing, and sometimes aid with buying food and other basic necessities. For Youth Offenders, it was found that in Orange County, for every 1000 youth, 16.2 were arrested for felonies in 2010. Over a 10 -year period (from 1999 - 2009), Orange County was found to have the highest increase in juvenile felony arrests at 18% (KidsData.org), The bulk of this spike happened from 2009 -2010, when the county was under the highest economic distress (CEDS 2013). While this trend is beginning to fall very gradually, it still leaves a large number of youth offenders that require direct services for stabilization. OCAPICA's experience working with youth offenders has provided valuable insight as to their needs, which often fall into a recognizable pattern, including a need for financial stability (to pay back restitution fees among basic necessities), hard and soft skills development, mentorship and guidance counseling, and resource linkage. Youth offenders usually require supportive services to buy work - appropriate clothing, and sometimes aid with buying food and other basic necessities. For Youth with Disabilities, it was found that, according to the 2010 US Census, there were 16,887 youth (persons aged <18 years) with a disability, either mental or physical. This number, given the current trend of population growth in Orange County (CEDS Report 2013), has likely grown. OCAPICA's experience working with participants with disabilities has provided valuable insight as to their needs, which often fall into a recognizable pattern. Participants with learning /mental disabilities generally require insurance navigation, intensive case management, mentorship and guidance, counseling and mental health and wellness services, and community involvement. Participant with physical disabilities most often require transportation and access aid, mentorship and guidance, and referrals to services such as Dayle McIntosh, the Braille Institute, and the Department of Rehabilitation, depending on the participant's barrier. For foster youth, it was estimated that there were 2,859 youth in foster care in Orange County, according to the SSA's Children's services division. Of that number, 41.1% were placed in foster care due to general neglect, and 46.24% were placed in care due to physical, sexual, emotional, EXHIBIT A 25A -27 OCAPICA - YSPN FY 2014 -15 or sibling - perpetrated abuse. As said on I(idsData.org, many youth in foster care do not have adequate support to find either a stable home, or the proper resources so as to find employment and successfully continue their education, often with some connection to the trauma experienced prior and during entry into the foster care system. OCAPICA's experience working with participants in foster care has provided valuable insight as to their needs, which often fall into a recognizable pattern including a need for financial stability, hard and soft skills development, mentorship and guidance counseling, and resource linkage, along with education on benefits and housing that they may be eligible for being a part of the Foster Care system. IV. EMPLOYMENT A. Program Staff will assist participants in attaining employment through a variety of means. Participants will receive support and assistance for searching, applying, and retaining employment; this may include one -on -one appointments, workshops, job fairs, training, etc. Participants may also be able to take part in Work Experience, where they will be placed at work sites that the program has established with community organizations and businesses. Through this Work Experience component, participants will be able to explore the specific position and industry along with putting their foot in the door to show the employer if they are a good match for the work site. If work site staff see fit, they may offer the participants unsubsidized employment. B. OCAPICA will provide career exploration, training, and work experience opportunities in high demand industries, including Health Care, Green Technologies, and STEAM (Science, Technology, Engineering, Arts and Mathematics) Careers. For Health Care, OCAPICA has developed a Health Careers Pipeline Program (funded by The California Endowment) to increase the number of allied health and social work professions (such as home health aides, medical assistants, licensed vocational nurses, therapists, and others) from underrepresented communities. For Green Technologies and STEAM Careers, OCAPICA has been funded by Southern California Edison to create a Pipeline program for career exploration and internship /job placement. OCAPICA will partner with Vital Link of Orange County to provide hands -on exposure and career exploration, as well as Community Action Partnership (CAPOC) for potential placements in their weatherization program. In addition, OCAPICA continues to work with groups like The Energy Coalition and The Gas Company to strategize for additional career training and placement opportunities. Job Placements and Career Explorations will expose youth to different, emergent career fields and the work environments /team environments that are commonly found in such fields. Youth, through this exposure, will grow to learn what skills, abilities, and character attributes that are necessary for success, and will know what kind of candidate these job fields look for. Through Job Placement and Career Exploration, youth will also be able to grow their personal networks and find out about opportunities such as internships, temporary positions, certification programs, and regular employment, where available. C. OCAPICA currently works with the following employers to place youth in WEX positions and permanent employment: Asian American Senior Citizens Service Center, Bassani Manufacturing, Boys and Girls Clubs of Stanton, Garden Grove, Cypress and Westminster, City EXHIBIT A 25A -28 OCAPICA - YSPN FY 2014 -15 of Stanton Parks and Recreation, Claires, Community Action Partnership of Orange County, Dolce Vita Skin and Body, Garden Grove Unified School District, Goodwill of Orange County, Habitat for Humanity, Haskett Library, Irvine Ranch Outdoor Education Center, Mikasa Fine Linens, Muzeo, OCAPICA, Orange County Fine Arts, OC Public Libraries of Garden Grove and Westminster, Party City, REI, Rumorz Kutz, UFC Gym, and Walgreens. D. See Attachment D E. During the 12 month follow -up after exit, services are intermittent and on a quarterly basis. The Case Manager will contact the client to ensure that educational and career goals are being met. Supportive services may be offered and will be based on the financial needs of the client. In addition, the Job Developer will continue to send engage in job retention strategies and additional life skills building workshops. Participants will attain performance measures during follow -up with the support of their Case Manager and Job Developer. V. WORK BASED LEARNING A. All youth enrolled in the program will be offered the chance to participate in WEX (Work Experience). Youth will be placed at worksites for up to 450 hours of paid work experience. Work experience places may be in the private, for profit sector, non - profit sector or the public sector and are designed to enable youth to gain exposure to the working world and its requirements. Participants will also be offered the opportunity to "shadow" a professional who is in a career field of their interest. This opportunity is optional, and not required. Participants will with discuss with their case manager what career fields or occupations interest them at their time of intake. This information will be kept on file. After participants complete their job - readiness workshops they will meet with their case managers again to review their career interests. OCAPICA has immediate access for job shadowing careers in the fields of mental health, education, health, and community organizing. If participants are interested in one of these fields the case manager will coordinate with appropriate OCAPICA staff to take the participant on for one full business day. If participants are interested in other fields, they will work with the case manager and job developer placement specialist to contact OCAPICA's partners or other available community resources to successfully identify and coordinate a job shadowing opportunity for the youth. B. OCAPICA currently works with the following employers to place youth in WEX positions and permanent employment: Asian American Senior Citizens Service Center, Bassani Manufacturing, Boys and Girls Clubs of Stanton, Garden Grove, Cypress and Westminster, City of Stanton Parks and Recreation, Claires, Community Action Partnership of Orange County, Dolce Vita Skin and Body, Garden Grove Unified School District, Goodwill of Orange County, Habitat for Humanity, Haskett Library, Irvine Ranch Outdoor Education Center, Mikasa Fine Linens, Muzeo, OCAPICA, Orange County Fine Arts, OC Public Libraries of Garden Grove and Westminster, Party City, REI, Rumorz Kutz, UFC Gym, and Walgreens. C. See Attachment E. EXHIBIT A 25A -29 OCAPICA - YSPN FY 2014 -15 D. OCAPICA staff schedules monthly career exploration events. Youth are taken to visit companies and organizations in order to learn about various careers and industries. Youth are given the opportunity to request future career exploration trips in order to encourage further exploration. E. In addition to meeting with employers during career exploration events, OCAPICA schedules on site events featuring employers and attends local job fairs. Staff accompanies youth offsite and encourage youth to network with potential employers. VI. Certificates /Diplomas /Credentials Note: WIA only accepts certificates that are accredited by a State recognized educational entity or are recognized by employers. A. Over the past three years, OCAPICA has worked to incorporate strategies and recommended activities of the Orange County Comprehensive Economic Development Strategy (CEDS) Committee. With the CEDS in mind, OCAPICA focuses on college preparation, career and technical education, industry cluster education, and training plans. In addition, OCAPICA offers, through the National Retail Federation (NRF), a National Professional Certificate in Customer Service — an industry recognized certificate that extends beyond the retail sector to demonstrate an understanding of professional behavior and effective communication. In addition, eligible participants who are interested in industry- specific certificate programs offered at Santa Ana College are encouraged to enroll. B. All participants are required to attend the Customer Service Certificate training workshop. The workshop demonstrates the basics of customer service skills derived from NRF reading material. Participants also undergo role - playing and spoken exercises in order to further test their knowledge of the material. At the closing of the workshop, participants take a practice test provided by the NRF and review the correct answers with the workshop facilitator, and all materials are given to the participants to take home and review. After participants complete the workshop, they are encouraged to take the Customer Service Assessment, though it is not required. Upon passing the exam, participants receive an incentive to recognize their achievement. If a participant does not pass, they may work with WIA staff to improve understanding of the workshop material and retake the exam. Participants may retake the exam as many times as desired, as long as the value of the vouchers purchased do not exceed the individual participant's available supportive service funding. Eligible participants interested in obtaining industry recognized certificates offered at Santa Ana College (SAC) will work with their case manager in order to research the programs and determine whether they are the best fit for the participant. Case Manager and SAC admission staff will assist youth in enrolling into the certificate program of interest. Case manager will encourage youth to pursue a certificate program that will lead to an occupation in demand. These occupations will derive from industries including science, technology, engineering, arts and math (STEAM) and hotel /tourism. Participants will have worked closely with case managers at intake /enrollment. C. See Attachment F. EXHIBIT A 25A -30 OCAPICA - YSPN FY 2014 -15 D. The NRF Customer Service Certificate will assist youth in obtaining employment in hospitality /tourism industry which is projected to grow by as much as 15% by 2018, and 26% by 2020. "Strong anticipated growth leaders include service, product sales, and hospitality industries structured to cater to Orange County residents" (CEDS Report 2013). This industry grew by 11% from January 2010 to November 2012. In addition this certificate may also assist participants to obtain an occupation in the Information Technology Industry, which is also projected to continue its growth in the years to come. Participants who obtain a healthcare certificate program with SAC will get assistance with obtaining a healthcare occupation. The health industry is projected to double by 2020, "...percentage changes show an undeniable concentration in medical technology — 50 percent of the occupations are related to the high - tech medical industry cluster, with biomedical engineering workers projected to nearly double by 2020" (CEDS Report 2013). Participants who obtain a Food Handler's certification while enrolled in OCAPICA will be better equipped to attain regular employment in Orange County's burgeoning food and drink sector, which is expected to grow by at least 11% by 2018 (CEDS Report 2013). E. OCAPICA's Job Development staff has worked on cultivating Work Experience (WEX) relationships with many business partners in the area that fall in line with the career fields of Health, Hospitality, and STEAM (Science, Technology, Engineering, Art, and Mathematics). OCAPICA currently partners with UFC Gym— Cypress, Walgreens of Orange County, Goodwill of Orange County, various Party City locations, and others, but is currently developing partnerships with hotels near the Anaheim Convention Center /Disneyland area with the aim of placing youth at these sites to gain valuable experience in the Hospitality industry. OCAPICA currently maintains a relationship with AltaMed, and is hoping to expand the same into a placement partnership. OCAPICA currently holds a partnership with the Orange County Fine Arts association, connecting youth to opportunities in the arts near the South Coast area, and has just opened a partnership with Muzeo in Anaheim, giving youth more opportunities to explore employment options in the arts. - O C W / 8 . o r g. "Community Economic Development Strategy 2013." Web. Retrieved February 18, 2014. VII. WORKSHOPS A. OCAPICA is prepared to offer a series of workshops intended to foster Job Readiness and professionalism in preparation for youth entering the workforce. In addition, OCAPICA is able to offer a series of Leadership Workshops, in which youth participants are exposed to concepts such as Self- Efficacy, Positive Relationships, and other "soft" skills to help participants build the communication skills necessary for job retention. Job Readiness workshops offered and their intentions are as follows: a. Resume Building— Participants learn about skills and volunteer /jobs that can be included on resumes. Participants are given resources to help improve writing skills so that they can improve their resumes once they leave the program. Resumes created during this workshop are submitted to the participant's case manager for final review. EXHIBIT A 25A -31 OCAPICA - YSPN FY 2014 -15 b. Interview Skills— Participants learn about the different kinds of interviews they may take part in, such as group interviews, one - one -one interviews, and trial work days. Participants learn about appropriate forms of dress for interviews, proper greetings for interviewers, common questions asked, and strategies for stress management during interviews. Participants are also advised to research the positions for which they apply, and are also told how to properly manage time in the event that they may run late for an interview. c. Financial Literacy— Participants are asked a series of questions about common financial concepts, such as checks, debit cards and credit cards, loans, interest, etc. Participants are given worksheets to help them create monthly budgets, and receive instruction on checking credit scores and the benefits of maintaining good credit. Participants are also taught how to fill out a check. d. Time Management — Participants are tasked with breaking up their current schedules into a visual format so that they can see with more clarity where their time goes. Participants who have large blocks of unoccupied time are asked as to what they normally do during those blocks, and are challenged to use it for bettering their education /employment skills. Participants are also taught punctuality and how to call in sick or call for personal issues that may affect their work. e. Conflict Management— Participants are taught about four major communication styles (Aggressive, Passive, Passive - Aggressive, and Assertive) and are given several scenarios in which they are to identify these different styles. Participants learn to recognize patterns in communication and are instructed to consider how they interact with challenges, and to reflect on how that may or may not influence job retention. f. Customer Service— Participants attend a Customer Service workshop in order to study for the NRF customer service exam. Participants work through a large number of scenarios and learn about open -ended questions, proper salesmanship, and follow- through. g. Mock Interview — Participants sit with one WIA staff member and participate in a mock interview. Participants are told a job that they are "interviewing' for, and facilitators give participants feedback on their performance. Case Managers provide participants with tips on how to overcome interview challenges based on individual participant performance. h. WEX Workshop— Participants are taught about worker's rights as they pertain to employment with OCAPICA, such as confidentiality, HIPAA, dismissal acknowledgements, etc. Participants are also given information on Worker's Compensation and what is covered while they are working. Participants are instructed to on how to properly fill out OCAPICA timesheets, the payroll policies EXHIBIT A 25A -32 OCAPICA - YSPN FY 2014 -15 and how those policies affect them, and are scheduled for WEX Placement meetings with Job Development and Placement Specialist staff. B. OCAPICA is able to teach a variety of skill sets that will help youth succeed in the workforce and stay up -to -date in such a constantly changing environment. a. Financial Literacy /Budget Management – Facilitators utilize online assessments and interactive activities to test the financial knowledge the youth possess. The youth are given free resources that assist them with opening an account or checking their credit score. After the workshop is complete youth meet with their case manager to create a monthly budget. The budget is kept in participants' file and will be referred to when youth request supportive services. Once youth start to receive their WEX paychecks these budgets b. Family Planning – Participants will be referred to OCAPICA's Well(ness)essity program for resources and access to family planning education. c. Worker's Rights /Labor Laws – Prior to beginning their WEX hours, participants are required to attend the "WFX workshop." In this workshop participants learn how to fill out a time sheet, how to read the payroll calendar, how to track their hours, the order of who to contact in case of an emergency, as well as other important house cleaning items. In addition participants are given an OCAPICA personnel packet. This packet contains legal documents pertaining to their rights as employees that are explained by the facilitator. The facilitator carefully explains each form to the participants and answers any questions the participants may have. Participants are made to understand that this workshop is very different from the other job - readiness workshops and that the information from this workshop is vital to their success. Current labor laws are posted in English and Spanish in OCAPICA lobby and youth friendly handouts are made available for the participants to take for their records. d. Analytical Skills at the Workplace— Participants are expected to use critical thinking skills while attending OCAPICA Job Readiness Workshop series, and different workshops challenge participants in different ways. However, OCAPICA does not facilitate a workshop dedicated to analytical skills in the workplace at the present time. e. Health Resources — OCAPICA participants have many needs, and few require the same assistance. However, by referring WIA participants to OCAPICA's own Prevention /Early Intervention program, participants are can be linked to health resources all over Orange County. C. OCAPICA is able to teach communication skills with the "Conflict Management in the Workplace," "Interview Skills," and "Mock Interview" Job Readiness workshops, facilitated EXHIBIT A 25A -33 OCAPICA - YSPN FY 2014 -15 by OCAPICA Case Management staff, and during which participants learn different styles of communication, both verbal and non - verbal. Participants are also given the opportunity to attend Leadership Workshops, wherein participants learn about skills and habits such as self- efficacy, assertive communication, positive relationships, and conflict resolution. Through these workshops, participants are able to amass the skills necessary to present themselves well to employers and peers, learning better speaking skills through practice and counseling from OCAPICA Staff, D. OCAPICA participants go through a series of Job Readiness workshops, one of which is a Customer Service workshop to help participants prepare to take the NRF exam. Participants learn different strategies to provide superior customer service such as lead -in questions, proper greetings, and dealing with difficult customers. VIII. POST - SECONDARY EDUCATION A. Program Staff will assist participants in entering post- secondary education by having participants explore, identify, and develop post- secondary goals with the Case Manager through the "My Action Plan" document. The Case Manager will assist participants with any questions, issues, and concerns as they pertain to the participant's plan, such as assistance with applying for Federal Financial Aid or information on the types of post- secondary education. Participants will also be informed of workshops, conferences, and other events that are related to post- secondary education to further assist their exploration and successful entrance into post- secondary education. B. Participants will have the opportunity to participate in field trips, student panels, and other education /training exploration activities. Program Staff will help connect participants to resources that will assist in the attainment of accredited credentials, certificates, and /or diplomas. With the Case Manager, participants will identify and develop a plan to assist with the attainment of certification through the "My Action Plan" document. Once a plan has been established, the Case Manager will refer participants to the appropriate avenues and support the participant. For example, if a participant comes in as a high school dropout, the Case Manager will assist him /her in identifying if a GED or high school diploma is the best option for him /her and then support the participant in finding a program or school in which to enroll. IX. TUTORING A. In addition to staff, OCAPICA recruits college -level tutors from CSUF and other area colleges to provide one -on -one and small group assistance to program participants to aid in both their classes and to build their literacy /numeracy skills. Should a participant need additional EXHIBIT A 25A -34 OCAPICA - YSPN FY 2014 -15 assistance, participants will be referred to free tutoring services and if necessary are available through Supportive Services. X. MENTORING /SUPPORT A. Mentors support participants in the academic realm and beyond, helping them balance their workload, manage stress, and also provide moral support to the students. They also aid participants in creating a plan of action for the semester and /or their future and meet with them to make sure they are on track to reach their goals. Mentors provide personal insight into the educational experience and are more likely to help facilitate workshops. In addition to the general support provided by the program, students are also given individual attention though periodic one -on -one meetings with the program staff and /or volunteer mentors. Meetings are strategically scheduled throughout the year to monitor and problem solve with the participant as an aid to help her /him reach their academic, health, and personal goal(s). Mentors are recruited from CSUF's Asian American 230 Service Learning Class, college student organizations, CSUF Asian American Studies Department, CSUF Department of Public Health, local Chamber of Commerce, and from the community at large. B. Mental health services became crucial for many youth, especially those who were homeless or living in unsafe, unstable situations. In coordination with OCAPICA's mental health unit, WIA program staff provides additional support through mental health case management, individual therapy, support groups, wellness workshops, pregnant and parenting support, and access to supportive services. OCAPICA utilized a coordinated approach in which all youth and their families are screened and assessed at the point of entry. This allows individuals to participate in and receive services from all available programs at OCAPICA. Regular communication is maintained between WIA program staff and OCAPICA's mental health clinicians for consultation and program design. Staff members from the different programs have integrated team meetings to discuss program design /delivery and jointly develop service plans for co- enrolled participants. Staff, resources, and curriculum complement each specific program, and resources are shared where appropriate. Through this arrangement, more than 60% of OCAPICA's WIA youth participants have successfully participated in this focus of mental health and wellness. C. For youth who require mental health services, OCAPICA is able to refer youth to in -house clinicians in OCAPICA's own Prevention /Early Intervention (PEI) program, Well(ness)essity, and an in -house Full- Service Partnership /Wraparound (FSP /W), Project FOCUS. With these resources at our disposal, OCAPICA is able to provide more coverage for youth facing unsafe /unstable situations, challenging personal issues, and other hindrances that keep them from achieving their goals in OCAPICA's WIA Program. EXHIBIT A 25A -35 OCAPICA - YSPN FY 2014 -15 D. Supportive Services: The case manager and job developer will work closely with the participant to assess their needs. Based on the staff's assessment, the participant may access supportive services from the time of their first meeting with OCAPICA staff and throughout the program until they reach their maximum per capita limit, or until the participant feels they no longer have need of supportive service. See Attachment G for Policy and Procedures for Supportive Services. E. Incentives: Participants are eligible to receive incentives based on reaching certain goals within the program. With proper documentation, participants may receive these incentives as recognition and reward for attaining goals such as employment, a degree or qualification, improving literacy /numeracy, and others. See Attachment H for Policy and Procedures for Incentives. XI. LEVERAGE FUNDS A. OCAPICA is currently funded by The California Endowment, McKay Foundation, and Irvine Foundation to support Civic Engagement programming and to build the leadership capacity of community members. We are able to leverage these funds to complement our activities in Santa Ana, including the integration of Civic Engagement and Leadership Skills workshops into our youth workforce curriculum. In addition, youth participants and their families are eligible to participate in any of these non -Santa Ana WIB programs. OCAPICA also works in collaboration with community stakeholders and policymakers in the region to disseminate best practices and policies that serve and engage high needs youth. B. Participants will learn about topics such as voting, legislation and how it works, and opportunities for service in the community, which include volunteering in community organizations, serving on youth boards and commissions, and nurturing dreams of running for public office. Through these efforts, participants will gain experience and knowledge to take leadership roles and hopefully enter decision - making positions in their community. All activities are non - partisan in nature. C. All youth (at least 30) participants will be encouraged to participate. D. Program staff are available to facilitate workshops at local after - school programs. A good majority of the workshops will include workshops that we currently facilitate in our job - readiness series. These workshops include, but are not limited to, resume building, interview skills, financial literacy, conflict management, time management, customer service and mock interview. If workshops are requested that are not included in the job - readiness series program staff will coordinate with other OCAPICA programs and EXHIBIT A 25A -36 OCAPICA - YSPN FY 2014 -15 community resources to obtain appropriate workshop content and interactive activities. These workshops outside of the job- readiness series must requested with a month's notice in order to maximize quality of workshop materials and overall youth experience. EXHIBIT A 25A -37 XII. COMMON MEASURES 0 W tQ x p� + G -A + OR{ ..il OCAPICA - YSPN FY 2014 -15 EXHIBIT A 25A -38 �x eo �s �s 2 e R ' Sr � �n 4 3 £ tti `a 5� OCAPICA - YSPN FY 2014 -15 XIII. PRIOR OUTCOMES COMMON MEASURES (projected) 2013 Increased Literacy /Numeracy Skills 8 _ 8 = 100% Entered Employment or Post Secondary 11 :13 = 84.6% Attained Credential /Diploma /Certificate 6 =8 = 75% OCAPICA is in its first year operating a Santa Ana WIA contract. The above numbers are a projection of this program year's (2013 -2014) outcomes. XIV. FISCAL COMPETENCY A. OCAPICA's fiscal department has excellent experience in capturing and reporting fiscal data. OCAPICA utilizes Sage MIP Fund Accounting as its accounting software and provides weekly and monthly reports to the Executive Director, Program Directors, Board of Directors, and the Finance and Audit Committees of the Board. Monthly reports regarding payroll, A /R, and A /P, bank reconciliation, review of cost allocation plans, are conducted. B. See Attachment I - copy of the organization's procurement policies and procedures C. OCAPICA allocates costs to grants, and contracts on the basis of use or benefit they derive from the expenditures and established cost centers to track cost incurred. The agency complies with all GAAP and cost principles of OMB Circulars A -110 and A -122 as well as has an annual A -133 Single Audit conducted by an outside auditor. OCAPICA's annual audit is disseminated to board members, funders, and posted on GuideStar for general public viewing. Monthly reviews of budget and allowable costs are conducted. The Board's Finance Committee meets monthly to review all budget, expense, revenue, cash management, reconciliation, and other reports. All financial reports are provided to the entire Board of Directors for review. OCAPICA also ensure separation of duties in relation to fiscal accountability and oversight. OCAPICA communicates regularly with all funders, providing all policies and procedures, all financial back -up, providing our annual audit, and going through annual audits from the County. OCAPICA has had no findings in our audits. D. OCAPICA prepares invoicing in a manner and format consistent with the funding source requirements on a monthly basis. If the funding source does not have specific invoicing requirements, a billing is prepared that indicates the services and the period during which services were provided, the unit cost of the service if applicable, and the total amount being billed. If the funding agreement is a cost reimbursement, the billing indicates the expenses EXHIBIT A 25A -39 OCAPICA - YSPN FY 2014 -15 incurred and the period for which it was incurred. For internal accounting controls, verification of all services provided, reconciliation of services billed, control of billings with use of a General Ledger control account, monitoring of billings and resolution of funding agency noted differences, supporting documentation for all billing are reviewed monthly. All invoices are reconciled with the funds received, and separation of duties between the preparations of the billing and its review and approval are conducted. OCAPICA's A/R Bookkeeper and Accountant with the review of the Director of Finance and Administration conduct the invoicing process. The A/R bookkeeper and the Accountant works with the Program Director to ensure accurate billing is conducted for services and actual expenses are incurred; the A/R Bookkeeper prepares the monthly invoice; the invoice is given to the Director of Finance and Administration and Executive Director for review and approval. E. OCAPICA receives almost $3 million in federal, county, private foundation, corporation, and individual donors. Our agency's financial stability is not dependent on WIA funds. OCAPICA receives a WIA grant from the County of Orange for approximately $877,500. OCAPICA also obtains approximately $150,000 in unrestricted funding from donors to help match any of our funding sources. F. See Attachment Q, Attachment T and Attachment U XV. SUBCONTRACTING N/A - OCAPICA does not plan to subcontract any non - client services. XVI. Budget Narrative — Attachment A XVII. Budget— Attachment B EXHIBIT A 25A -40 r� ra xx E Subject: Work Experience (Work Based Learning) Policy and Procedures Purpose: To establish the policy and procedures of Work Experience for WIA Participants. As defined by the Workforce Investment Act, Work Experience (WEX) is a planned, structured learning experience that takes place in a workplace for a limited time period. Work Experiences may be paid or unpaid. Work experience places may be in the private, for profit sector, non - profit sector or the public sector and are designed to enable youth to gain exposure to the working world and its requirements. Work Experience Policy and Procedure: 1. The purpose of WEX is to provide the youth participant with opportunities for career exploration and skill development. 2. A youth participant may participate in WEX once the participant has completed the Job Readiness workshop series. 3. The participant will work closely with the Job Developer /Placement Specialist to discuss worksite placement for WEX. 4. WEX may not take place during the follow -up phase of the program. 5. The duration of the Work Experience may not exceed 450 hours. 6. The wage shall not exceed the California minimum wage. 7. In school youth may only work a maximum of 20 hours per week while Out of School youth shall not exceed 30 hours per week. 8. As an employer, OCAPICA shall maintain payroll records and time sheets for each participant. Records and time sheets will be maintained in each participant's case file. Work experience sites, The Community /Business Partner shall also maintain records of participants' hours. 9. OCAPICA shall be responsible for ensuring payment to the participant. The participant will submit a time sheet with hours verified by the Community /Business Partner to OCAPICA on the 15th and last day of each month. 10. OCAPICA shall obtain and maintain workers' compensation insurance required by law for participants who are placed at each Community /Business Partner site for the Internships and Work Experience (WEX). EXHMIT A 1290C garden grove blvd, suite 214a 1 garden grove, c� 28 hone: 714.636.9095 I fax: 714.636.8828 1 v vv.ocapico.org orange county asiciFr5AZrc41 lancer community alliance Subject: Supportive Services Policy and Procedures Purpose: To establish the policy and procedures of the distribution of Supportive Services for Participants in accordance with the WIA Supportive Services Policies and Supportive Services Matrix provided by the OCWIB. Supportive Services Policy and Procedure: Supportive services are not entitlements and shall be approved by the Program Director for a given participant on the basis of individual circumstances, the absence of other resources, and funding limitations. WIA Program Staff shall seek services from at least 2 other community resources prior to authorizing supportive services under WIA, as appropriate. Referrals should be made to other agencies or resources for assistance and documented in the participant's file under case notes. 2. Supportive services provided must be reasonable, necessary and allowable based on federal guidelines and based upon need and all other resources have been exhausted. 3. Supportive services must be necessary for a given participant to complete and documented on his /her Individual Service Plan (ISP) and be beyond his /her ability to pay in order for the supportive services to be approved. Program Director needs to review updated ISP and request of services have been documented before approval of supportive services request. 4. For special supportive services deemed as "Other" on the Supportive Services Matrix, WIA Case Manager would need written approval by the Executive Director and a copy of the written approval attached to the request. 5. Program Director may only approve the types of supportive services and the dollar limits as described on the Supportive Services Matrix, 6. Other Special circumstances supportive services may be granted on a case by case basis only if those services would significantly benefit the participant in job retention, wage progression or completion of training in order to achieve employment. Any requests for exception must have written approval by the Executive Director and may not exceed $500. 7. Determination of need must be clearly documented in the case notes and be part of the participant's ISP and must have the Supportive Services Request Form, Invoice, including Application Number of participant , the date supportive services "code 81" was opened and including the justification of the cost. A Supportive Services Request Form must be completed and have an original signature from the WIA Case Manager and the Updated 02.11.14 EXHIBIT A 12900 garden grove blvd, suite 214a 1 garden grovei� 94.21 phone: 714.6369095 I fax: 714.636.8828 1 www.ccap[co.org orange courtly 11 islander community alliance participant prior to submission to the Program Director and the Supportive Service Request Form that indicates the financial details of the request. 8. Case notes must include but not limited to participants individual needs and how these needs relate to the supportive services request. Case notes should include that all alternatives have been exhausted in an effort to obtain these supportive services through other resources. 9. After the approval of the Program Director has been made, the WIA Case Manager will obtain the supportive services lie bus passes) from the Supportive Services Coordinator. The approval and signature of the Finance Director will also be obtained to ensure proper issuance and documentation of the supportive services request. 10. It is the responsibility of the WIA Case Manager to ensure that all supportive services documentation is maintained in the participant's file. This includes: the Supportive Services Voucher Log and Supportive Services Request form with acknowledgement of issuance and Invoice Summary. 11. All supportive services are appropriately coded in the JTA system (activity 81). Actual dates of Supportive Services provision should be reflected in the system. 12. Copies of the actual supportive services (bus passes, gas cards, etc) shall be made on the Voucher Log with the participant's signature upon receipt. Original invoices, statements and receipts necessary to verify that a supportive service has been issued must be returned to WIA Program Staff. 13. The original receipt /invoice must include :name, address, telephone number of the company or services provider; date of services(s); what was purchased or what service was provided; amount of service; and if the service was provided by an individual, with the signature of the provider. 14. If a participant receives a supportive service and fails to return the appropriate documentation /receipts, no additional supportive services will be given to them until such receipts are provided. 15. If a gift card is lost, stolen or destroyed, the Participant must complete an Affidavit of Lost /Stolen /Destroyed Prepaid Value Cards form and also be recorded in the appropriate logs and noted in the Supportive Services Request Form and case notes. 16. Returned receipts must indicate that the gift card was used for its intended purpose stated on the Supportive Services request form. Updated 02.11.14 EXHIBIT A 12900 garden grove blvd, suite 214a 1 garden grove,WAsQI phone: 714.636.9095 1 fax: 714.636.8828 1 www.ccapica.org orange county aslan and pacific Islander community alliance r= 17. Supportive services cannot be provided retroactively and must be pre approved. 18. Motel Cards may be used to cover nightly rates in participating motels throughout Orange County. Issuing WIA Program Staff shall obtain 3 bids /quotes and contact the specific motels to determine applicable rates and taxes. 19. Participants requesting supportive services to purchase books and /or school supplies must provide Case Managers with a list provided by the school (example: syllabus). Case Manager's must also obtain 3 bids /quotes for books and schools supplies. Voucher Logs must also be completed and signed by participants upon receipt of books and /or school supplies. 20. Food Gift Cards may only be used to purchase items discussed with WIA Case Managers at the time of supportive service request. Examples of allowable food items include: • Breads and cereals • Fruits and vegetables • Cheese, milk and other dairy products • Meats, fish, poultry and eggs • Seeds and plants that produce food for your household 21. If a participant receives a supportive service and does not use it for its intended purpose stated on the Supportive Services request form, no additional supportive services will be given. Purchase of alcohol or tobacco is strictly prohibited. 22. The participant must return all gift cards with remaining balances to the WIA Case Manager with the receipt. The WIA Case Manager will return the gift card along with the receipt to the Supportive Services Coordinator to maintain for the respective participant to utilize as needed. If the respective participant completes the program prior to exhausting the gift card, gift cards with balances will be utilized by other participants in the program as needed. 23. Copies of the actual supportive services (bus passes, gas cards, etc) shall be made with the participant's signature and date of receiving. 24. Two copies of all documents will be made for 1) participant's file, and 2) for the Finance Department. 25. All Gift Cards must be tracked in the Preraaid Value Card Master Loa and stored in a location separate from the gift cards. The gift cards shall be issued in sequential order. Updated 02.11.14 EXHIBIT A 12900 garden grove blvd, suite 214a I garden grove, t}i�oij�a 9 "744 islander phone: 714.636.9095 1 fax: 714.636.8828 I www.ccapico.org orange county c{Aedj ici, pa i i islander ccmmunity alliance kFm� } 26. All Gift Cards will be secured in a safe with the Finance Department. 27. An inventory of all Gift Cords will be conducted quarterly or twice a year by the Fnance Department, Updated 02.11.14 EXHIBIT A 12900 garden grove blvd, suite 214a 1 garden grove or 'a 9?,� I phone: 714.636.9095 1 fax: 714.636.8828 1 www.ocopica.org orange county rS islander community alliance k Subject: Policy and Procedure of Incentives Purpose: To establish guidelines of Incentives and its Issuance. Incentives are given as a reward for participants who attain performance outcomes and /or key benchmarks toward those outcomes (including but not limited to attainment of employment skills and goals, mastering competency levels, etc.) Please see attached Chart. Policy and Procedures: 1. Incentives are not entitlements and shall be approved by the Program Director for a given participant on the basis of completion of goals. 2. Incentives are given as a reward for participants who attain performance outcomes and /or key benchmarks toward those outcomes (including but not limited to attainment of employment skills and goals, mastering competency levels, participating in unpaid career exploration activities, completion of series workshops, etc) Please see attached Chart. 3. Encourage youth to enroll and remain in activities throughout program duration, including the 12 -month minimum post -exit follow up phase; and 4. Provide an incentive for youth to take an active role in their community by engaging them in leadership and community services projects, including, but not limited to participation in the Youth Council. Incentives are given to the participant and documented on Incentive Log located in participants file. Program Director must review updated Individual Service Plan (ISP) and the history of previously requested services before approval of new incentive request. 5. All 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. All incentive payments must be relevant to the results of the objective assessment of each participant's ISP. 6. Participant records (ISP /Case Notes /WIA Incentive Loa) and financial records pertaining to incentive payments must be made available by local , state and federal monitors and must meet financial management standards in WIA including enough information to provide a comparison of actual expenditures with the budgeted amounts and support for accounting records to ensure proper charging of costs and cost allocation. EXHIBIT A 12900 garden grove blvd, suite 214a 1 garden grove, calif njn 92843 L ono: 714.636.9095 fax: 714.636.8828 www.acaplca.org orange county asior der community alliance 3 ocapica m 7. Program Director may only approve the types of incentives and the dollar limits as described on the Incentive Matrix. Please see attached Chart. 8. Determination of need must be clearly documented in the case notes and must have the Incentive Request Form, Incentive Log includes Application Number of participant and including the justification of the cost. An Incentive Request Form must be completed and have an original signature from the WIA Case Manager and the participant prior to submission to the Program Director and the I Invoice Summary Form that indicates the financial details of the request. 9. After the approval of Program Director and has been made, the WIA Case Manager would need the approval and signature of the Finance Director. After the Finance Director has approved the Incentive request, WIA Case Manager will obtain the incentive (i.e. Gift Cards) from the Financial Department Staff. Incentives will be disbursed within 24 hours of the request. Incentives not disbursed within the 24 hour time frame must be returned to the Finance Department. 10. It is the responsibility of the WIA Case Manager to ensure that all incentive documentation is maintained in the participant's file and also with the Finance Department. These documents include: Incentives Log, Incentive Request form, Invoice Summary, Incentive Voucher Log and a copy of issuance(e.g. Gift cards) and employment or education verification. 11. Two (2) copies of all documents will be made for 1) participant's file, and 2) for the Finance Department. 12. Incentives cannot be issued to a third party if participant is not available. Only the participant can sign the appropriate forms to acknowledge receipt of the incentives. 13. Incentives shall not exceed $500.00 per participant during the course of the program, including the post exit follow -up phase. EXHIBIT A 12900 garden grove blvd, suite 214a 1 garden grove, california 92843 I phone: 714.636.9095 I fax: 714.636.8828 I www,ocapico.org orange county asian2 ]�1 17der community alliance 0 p c w N I I \ E m Y _ m ° C N u 1 O N O m u « y 09 O v m m u° = Q 0 Z � ° N 0 W ti a L v p p m u 2 U E N 0 o w° 4 N E m v O o O v O N L v m O L' t WU a '^ v to O c v rya v u E° o L ai a w t o u ++ L O VI Y m m Y u>' c 3o- v v•a °J u no GOl >v 'o 0 v 'c o N v°i a> '� u wu -__ °- °u ou E v c v ° y° E u v E v o x ry 3 L ° E N •G Y N N T X O p +m+ _ � U .'�. N +L+ c° v LL O Q °u C m r t E T c ° a a w E v ,n 'O c *' m u m G u m m N O �' 2 >' u C 'O C N u 0 ° v� Y Y C M ±+ C a 'E m O E u 'O u E Y ° o ° `o 0 N r c r'�o N L Q V O vvi a U N iu 0 °° "6 v C O y m L c c ry 3 O u o O E O O W H m u > v Q > `v a 00 LL y O c N > O Om O O E O w= N cNi GJ ui o ui r n w �. — o r in m (g ° 'm O y a m o l7 ` E E u u cu LC m O O m O N N N N =m N ti U =v N m =5A4 G v W m vY L v O E•� v'�^°Y'1E E a -° } Y° a Y �r I T iY-' a 2 c°i x c h i n C. nlpi Subject: Child Protection Policy Introduction The Orange County Asian and Pacific Islander Community Alliance ( OCAPICA) supports the rights of children and is committed to their safety and well - being. OCAPICA's staff members and those working with OCAPICA share a common responsibility and commitment to the awareness, prevention, and reporting of and responding to child abuse in the course of their work. OCAPICA's Child Protection Policy set out common values, principles, and beliefs and describes the steps that will be taken to meet our commitment to protect children. Scope This policy applies to all part -time, full -time, and casual OCAPICA employees, consultants, interns and volunteers (hereinafter: OCAPICA staff or staff) as well as sub - contractors and collaborative partners (hereinafter: partners) working with OCAPICA on the implementation of programs and services. Definitions Child — For the purpose of this policy, the definition of a child is "every human being below the age of 18 years unless under the law applicable to the child, majority is attained earlier." This is in accordance with Article 1 of the United Nations Convention on the Rights of a Child. Child Abuse — We define child abuse as all forms of physical or mental violence, injury or abuse, neglect or negligent treatment, maltreatment or exploitation, including commercial exploitation, secual abuse while in the care of parent(s), legal guardian(s), or any other person who has the care of the child. Principles and values The following principles and values reflect OCAPICA's stand on child protection: Zero tolerance of child abuse: OCAPICA does not tolerate any form of child abuse, nor does it tolerate possession or access to any material that is abusive towards children. Guidance and training on child protection risk management is provided to OCAPICA staff. OCAPICA will not knowingly engage anyone who poses a direct risk to children. Recognition of children's interests: OCAPICA recognizes that some children are at greater risk of abuse. Of particular vulnerability are children with disabilities, children in conflict situations, as well as children in natural or post - natural situations. EXHIBIT A 12900 garden grove blvd, suite 214a I garden grove, caller r a 9 843 1 p tone: 714.636.9095 1 fox: 714.636,8828 1 w .ocopico,org orange county asicanii1g41 §dor comrnurilty alliance � M k Goal - To protect children from all forms of abuse in the course of our work. Purpose —The purpose of this Child Protection Policy is to: - Provide a management strategy to prevent child abuse and protect children in the course of our work; - Protect OCAPICA staff and partners from unfair practices and processes; and - Provide OCAPICA staff and partners with clear guideline on what to do in the case of suspected child abuse. OCAPICA's commitment - OCAPICA's commitment to child protection will be guided by the following: Awareness — we will ensure that all OCAPICA staff and partners, as well as stakeholders involved in projects, are aware of the problem of child abuse and the risks to children. Prevention — we will ensure, through awareness and good practice, that OCAPICA staff and partners minimize the risks to children. Reporting — we will ensure that OCAPICA staff and partners are clear on what steps to take where concerns arise regarding the safety of children. OCAPICA staff members are mandated reporters. Responding — we will ensure that action is taken to support and protect children where concerns of abuse arise. Further to the above, OCAPICA will: - Not permit a person to work with children if it has been identified that they pose an unacceptable risk to children's safety or well- being; - Take all child abuse concerns raised seriously; - Take positive steps to ensure the protection of children who are the subject of any concerns; - Support children, OCAPICA staff, or other adults who raise concerns or who are the subject of concerns; - Act appropriately and effectively in instigating or cooperating with any subsequent process of investigation; - Guide through the child protection process by the principle of "best interests of the child," - Listen to and take seriously the views and wishes of children; and - Work in partnership with parents /caregivers and /or other professionals to ensure the protection of children. EXHIBIT A 12900 garden grove blvd, Suite 214a 1 garden grove, colId I 843taone: 714.636,9095 1 fax: 714.636.8828 1 wwmocap ca.org orange county asia m der community alliance YSPN MEMBER PERFORMANCE PLAN 2014 -2015 WIA YOUTH POPULATION 0_08% 7 % q a : SNi u....... .......- —E �' EEimafd[Expefll'P2g�'.,s,�,'. 16 -21 15 ,:''•'", S '3: $34,100 16 -21 10 $34,100 r -;� ' 25 $34,100 ' ' � Pr e, k4f•Cy �Q ''" '' ` ? N o PROJECTED ENROLLMENTS & EXPENDITURES (NOTE: 100% OF YOUTH MUST BE ENROLLED BY 2N° QUARTER- DECEMBER 31, 2014) 7 % q a : #ofEtiil ns� F r" r! s , r �Qual#et w.--� �`2r'`t �' EEimafd[Expefll'P2g�'.,s,�,'. ;n Peffgriahceiate ; d S '3: $34,100 : °�i�`'ErifRlingntR #g4!lt�d) 15 $34,100 r -;� ' 0 $34,100 ' ' � Pr e, k4f•Cy �Q ''" '' ` ? N o $34,100 4� ;. 25 x 65/ = 16 25 $136,400 i pfoveLlterac Q�t fuieracy ; 25 x 67% = 17 PERFORMANCE GOALS /COMMON MEASURES *DISCLAIMER: OUTCOMES ARE SUBJECT TO INCREASE /DECREASE DEPENDING ON YOUTH POPULATION NO 54y'P2 „ : a eformanc Categor ff Total # afrYout 1 MyfS� lied b/ } _, Mf Imp # s, ° n f :,2 e ;n Peffgriahceiate ; d yoLthtoful5iiperfonmanee; ,} Pfgc�men� �q,�I?lPlay�met>�; 1. Tutoring, study skills training, and instruction, F1acaent iYjr ,P�>"'Sec a`{i�r%,�dLLcatlo�t I 25 x 74% = 19 (A�Y�IO f-F -0-1 CfuRprter F6t(gNLtUp) R M-yR include community service and peer- centered activities ' ' � Pr e, k4f•Cy �Q ''" '' ` ? N o 4� ;. 25 x 65/ = 16 i pfoveLlterac Q�t fuieracy ; 25 x 67% = 17 2. Alternative secondary school services, as X 7. Supportive Services (e.g. tools, books, clothing, etc.); X EXHIBIT B 25A -51 ! l L'! u*'q ��• j: � Y. :. 5 E 3 3,' :,2 ,i i,(,',� I .: 1 W:.: .+ f '� r -°{' aH 4" _pElttod &.drn_W pfuB-eiB) 1. Tutoring, study skills training, and instruction, X 6. Leadership development opportunities which may leading to completion of secondary school, include community service and peer- centered activities including dropout prevention strategies encouraging responsibility and other positive social X behaviors during non - school hours, as appropriate; 2. Alternative secondary school services, as X 7. Supportive Services (e.g. tools, books, clothing, etc.); X appropriate; 3. Summer employment opportunities that are X 8. Adult Mentoring for the period of participation and a X directly linked to academic and occupational subsequent period for a total of not less than 12 learning (this element cannot be offered as a months; stand -alone activity); _ 4. As appropriate, paid and unpaid work X 9. Follow -up services for a minimum of 12 months after X experiences, including internships and job the completion of participation as appropriate; and shadowing; _ S. Occupational skill training, as appropriate; X 10. Comprehensive guidance and counseling which X may include drug and alcohol abuse counseling and referral, as appropriate. EXHIBIT B 25A -51 COMPLAINT HANDLING UNDER THE WORKFORCE INVESTMENT ACT SANTA ANA WIA Santa Ana Local Workforce Investment Area Revised May 7, 2009 EXHIBIT C 25A -52 Table of Contents Information Regarding Compla A. Nondiscrimination and Equal Opportunity Compla 1. Policy Statement 3 2. Civil Rights 4 3. Nondiscrimination laws under 4. How to File Your Complai EI B. Criminal Complaints 6 II. General Procedures for Handling Non - Criminal Violations of the Act 6 III. Procedures for Handling Complaints at the LWIA Level IV. Procedures for Handling Complaints at the State V. Procedures for Handling Discrimination Complaints by Participants 12 15 VI. Procedures for Handling Handicap Complaints by Participants 17 GLOSSARY OF WIA TERMS 20 fflff�� Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 1. Policy Statement In carrying out the purpose of the Workforce Investment Act (WIA), the City of Santa Ana Local Workforce Investment Area (LWIA) will establish programs to prepare youth and unskilled adults for entry into the labor force and to afford job training to those individuals facing serious barriers to employment. Every effort will be made to provide services necessary for eligible individuals to obtain productive employment. In implementing WIA, all contractors in the Santa Ana LWIA will foster equal opportunity and non - discrimination, as provided in State and Federal equal opportunity and non - discrimination laws including, but not limited to: • Title VI of the Civil Rights Act of 1964 • Title VII of the Civil Rights Act of 1964 • The Age Discrimination Act of 1975, as amended • Section 503 of the Rehabilitation Act of 1973 • Section 504 of the Rehabilitation Act of 1973 • Title IX of the Education Amendments of 1972 • Section 188 of the Workforce Investment Act of 1998 In keeping with our commitment, no individual shall be excluded from participation in, denied benefits of, subjected to discrimination under, or denied employment, in the administration or of in connection with any WIA funded program because of race, color, religion, sex, national origin, age, handicap, or political affiliation or belief. Participation in programs and activities financially assisted in whole or in part under WIA shall be open to citizens and nationals of the United States, lawfully admitted permanent resident aliens, lawfully admitted refugee, parolees, and other individuals authorized by the Attorney General to work in the United States. No individual will be intimidated, threatened, coerced, or discriminated against because of filing a complaint, furnishing information, or assisting or participating in any manner in an investigation, compliance review, hearing or any other activity related to the administration of WIA. pk�- LA PT.A I Administration responsibility for this Equal Opportunity /Affirmative Action (EO /AA) Program is delegated to the Equal Employment Opportunity (EEO) Officer for the Santa Ana local Workforce Investment Area. Equal opportunity and non- discrimination, however, will only be achieved through leadership and implementation of a viable Affirmative Action Equal opportunity Program. 2. Civil Rights No one applying for or enrolled in the Workforce Investment Act (WIA) programs may be discriminated against because of race, color, creed, handicap, national origin, sex, age, political affiliation, or beliefs. This means that — for any of the characteristics listed above: • You may not be denied the opportunity to enroll in WIA. • No benefits or services may be denied you for discriminatory reasons. • You may not be segregated or treated any differently from other applicants or participants, while you are being registered, interviewed, counseled or tested; or while you are working or attending classes as part of the program. • You must be provided an equal chance to use all facilities available in the program. • Fair employment practices must be provided to all staff with regard to recruiting, hiring, transferring, promotions, training, compensation, benefits, layoff, and termination. You have the right to make a complaint if you feel you have been denied any of the above opportunities. You cannot in any way be penalized for filing a complaint. Your WIA sponsor has established a mechanism for handling complaints and grievances. Your complaint must be filed within 180 days. All complaints will be handled confidentially. 3. Nondiscrimination Laws under WIA Title VI of the Civil Rights Act of 1964 Prohibits discrimination on the basis of race, color, national origin, or religion. The Age Discrimination Act of 1975 Prohibits arbitrary discrimination against persons age 40 -70. The Rehabilitation Act of 1973 4 Prohibits discrimination based on handicap. Title IX of the Education Amendments of 1972 Prohibits discrimination in any education or training program or activity receiving federal financial assistance. OTHER CIVIL RIGHTS LAWS: Title VI I of the Civil Rights Acts of 1964 Prohibits discrimination in employment based on race, color, religion, sex, or national origin in all terms and conditions of employment and establishes the Equal Employment Opportunity Commission as the administrative agency. White House Executive Order no. 11246 as Amended by Executive Order No. 11375 Creates the office of Federal Contract Compliance and prohibits discrimination based on race, color, sex, religion, or national origin. Department of Labor Secretary's Order no. 4 -73 Prohibits discrimination based on sex. Equal Pay Act of 1963 Prohibits pay differential solely because of sex. Emergency Employment Act of 1971 Prohibits discrimination based on race, creed, national origin, political affiliation, or beliefs. 4. How to File Your Complaint a. Put your complaint in writing. b. Have it sworn to before a notary public, if possible. c. Provides details that tell what happened, where it happened and when it happened. d. Give the name and addresses of all persons who were present or who had anything to do with the matter. ...Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation and citizenship, must be filed within 180 days of the alleged occurrence directly with: s W'5% Director Civil Rights Center U.S. Department of Labor, Room N -4123 200 Constitution Ave., NW Washington, D.C. 20210 Complaints on the basis of handicap must be filed within 180 days of the alleged occurrence. These complaints must be filed directly with the WIA administrative entity. The WIA administrative entity shall issue a written decision within 30 days of the filing of the complaint. If the complaint is still unresolved, an appeal may be made to the Chief of State Workforce Investment Division Office. The Department of Labor, the Civil Service Commission, the Equal Employment opportunity Commission, and many other offices and agencies are committed to assuring equal employment opportunities for all persons. They will protect you. A case may be taken to court if the other processes do not yield satisfactory results. You may hire your own lawyer, or if you cannot afford one, the court may appoint one for you. It is unlawful for an employer, union, or employment agency to punish you or any witness for attempting to present the facts in a case. YOUR CIVIL RIGHTS UNDER THE WORKFORCE INVESTMENT ACT Santa Ana Local Workforce Investment Area 1000 E. Santa Ana Blvd., Ste 200 Santa Ana, CA 92701 (714)565 -2600 B. Criminal Complaints In accordance with the WIA (P.L. 105 -200) and the implementing code of Federal section 667.600.... Federal handling of criminal complaints and report fraud, abuse and other criminal activity. "All information and complaints involving fraud, abuse or other criminal activity shall be reported directly and immediately to the City of Santa Ana and the Secretary of Labor." I I. General Procedures for Handling Non - Criminal Violations of the Act The following procedure is promulgated to meet the requirements of Title 20, of the Code of Federal Regulations, Section 667.600 through 667.640 of the WIA regulations, and Section 181(c) of the Act (Public Law 105.200: 29 U.S. Code Sec. 2931 et seq.) at the State and LWIA level for the receipt, investigation, hearing, and resolution of complaints by WIA participants, sub recipients, applicants for participation, or financial assistance, labor unions, community based organizations, or any other persons. These procedures provide for resolution of non - criminal complaints arising from the operation of the Santa Ana LWIA. A complaint is defined here as a written expression by a party alleging a violation of the Act, regulations promulgated under the Act, recipient grants, sub agreements, or other specific agreements under the Act, including terms and conditions of employment of such participants in employment training programs. All complaints, amendments and withdrawals shall be in writing. These procedures are intended to resolve matters which concern policies, procedures or action(s) arising in connection with WIA programs operated by each LWIA grant recipient and sub recipient under the Act. These procedures shall not be construed as affecting any other available legal remedy outside of the WIA complaint process (i.e., disputes regarding terms and conditions of employment of any employee who is not a participant), either separately or simultaneously, that a person may wish to pursue in the resolution of a non -WIA complaint. Also, these procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion Procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion and resolution of any problems outside of and without resort to the formal complaint procedure. A. The following principles and rules apply to all complaints at all steps of the complaint procedures: All complaints must be made in writing within 180 days of the alleged occurrence, except complaints alleging fraud or criminal activity. 2. All persons filing a complaint shall be free from restraint, coercion, reprisal, or discrimination. Good faith efforts shall be made to informally resolve the complaint prior to the scheduled hearing. Complainants have the right to withdraw their complaints (in writing) at any time prior to the hearing. A complainant may amend his /her complaint to correct technical deficiencies but not to add issues. 3. Complainants shall have the right to be represented at their own expense by person(s) of their choosing at all levels of the complaint process. 4. Upon enrollment into employment or training, participants shall be provided with a written description of these procedures, including notification of their right to file complaints and instructions for filing. An employer of participants, including private- for - profit employers of participants, may use this or other complaint resolution procedures so long as the participant is informed of the complaint resolution procedure they are to follow and the time frames governing review of complaints are met. V °' 170 A "participant ", within the meaning of these procedures, is an individual who receives employment- training services under a program funded by Santa Ana LWIA. The Complaint Resolution Procedures contained herein (or the alternative procedures which an employer may use) shall be available to participants to resolve disputes regarding items and conditions of employment of such participants in employment training programs. However, such procedures shall not be used to resolve disputes regarding terms and conditions of employment of any employee who is not a participant, as defined herein. 5. If a complaint does not receive a decision at the LWIA grant recipient level within 60 days of filing the complaint or receives an unsatisfactory decision, the complainant then has a right to request a review of the complaint by the Governor. 6. Complainants must initially file and exhaust LWIA grant recipient /hearing procedures prior to appealing to the State except where the State determines that the LWIA grant recipient's procedures are not in compliance with the State's procedures. III. Procedures for Handling Complaints at the LWIA Level A. Receipt Complaints Pursuant to the WIA regulations found at 20 CFR, Section 667.600, the LWIA administrative entities have the responsibility to conduct hearings and resolve complaints made by individuals about the administration of programs in the LWIA. "LWIA level" encompasses LWIA administrative entity and employers to which the administrative entity has delegated the complaint resolution process. The following comprise the guidelines for resolving issues arising in connection with WIA programs operated by the Santa Ana LWIA including resolutions of complaints arising from actions, such as audit disallowances or the imposition of sanctions taken by the Governor with respect to audit findings, investigations or monitoring reports. 1. Form and Filing of Compliant Official filing date of the compliant is the date the written complaint is received. The filing of the complaint with the Santa Ana LWIA Equal Employment Opportunity Officer shall be considered as a request for hearing and a decision must be issued within 60 days. The complaint must be in writing and must be signed and dated. The complaint should also contain the following information: a. Full name, telephone number, if any, and mailing address of the complainant; b. Full name, telephone number, and mailing address of the agency involved (respondent); c. Clear and concise statement of facts including dates constituting alleged violation; r-. v What provisions under the Act, regulations, grant or other agreements under the Act, are believed to have been violated; e. Remedy sought by the complainant; and If the complainant is a private or public entity or corporation, and not a natural person, the filing of the complaint must be duly authorized by the governing body of such entity or corporation. The absence of any of the requested information shall not be a basis for dismissing the complaint. A copy of the complaint must be sent to the respondent and both parties notified of the opportunity for an informal resolution. At each step of the complaint process, the complainant must be notified in writing of the next procedural step. 2. Informal Conference Informal conferences will be utilized by the Santa Ana LWIA to resolve complaints; however, such informal conferences shall not extend the time within which a decision must be issued after receipt of a complaint. Attempts at informal resolution will commence with two (2) weeks of the date of filing of the complaint. The EEO Officer will review the case and ascertain facts prior to the conference so that appropriate resolution can take place at the time of this meeting whenever possible. Although the complainant should be encouraged to attend this conference, his /her failure to do so should not preclude his /her right to request a hearing on the matter. c. If mutually satisfactory resolution results and the Santa Ana LWIA concurs, the EEO Officer will write a brief report for the file stating the issues and resolution. The matter shall then be considered closed. d. If resolution does not result, the complainant shall be provided the necessary information and assistance to request a hearing if he /she so desires. 3. Request for Hearing a. As in the case of the complaint, the request for a hearing should be put in writing and be filed in person or by mail. A governing board resolution of authorization to appeal should also be submitted when appropriate. The request should be filled with: Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 A hearing will be scheduled by the EEO Officer within thirty (30) days of the date of filing of the complaint. 4. Notice of Hearing Upon receipt of the request for hearing, the complainant and the respondent will be notified in writing of the hearing ten (10) calendar days prior to the date of the hearing. The ten -day notice may be shortened with the written consent of the parties. A decision will be issued by the Santa Ana LWIA within sixty (60) days of the date of filing of the complaint. The hearing notice shall be in writing and contain the following information: a. The date of notice, name of the complainant, and the name of the party against whom the complaint is filed. b. The date, time and place of hearing before an impartial hearing officer. c. A statement(s) of the alleged violation(s) Advise as to where information or assistance may be obtained, and the name, address, and telephone number of the Santa Ana LWIA Equal Employment Opportunities (EEO) Officer who can answer inquiries. B. Conduct of Hearing The hearing shall be conducted in an informal manner with strict rules of evidence not applicable. Unnecessary technicalities should be avoided. It should provide the flexibility to enable adjustment to the circumstances presented. 1. The hearing officer shall have complete independence to obtain facts and make decisions. The hearing officer shall be in a position to render impartial decisions and thus should not be subordinate to the Santa Ana LWIA or its sub recipients. The hearing officer will be selected from a list of names on file with the EEO Officer. 2. Full regard must be given to the requirements of due process to insure a fair and impartial hearing. 3. The hearing office designated by the EEO Officer to function in a quasi - judicial capacity should begin the hearing by summarizing the record and the issue and should explain the manner in which the hearing will be conducted, making sure that everyone involved understands the proceedings. Such explanations should be adapted to the needs of the specific situation. The hearing officer might take testimony under oath or affirmation to give some assurance of veracity to the hearing. I �. • 4. The burden of proof should be reasonable and flexible, dependent upon the circumstances of the case involved. The hearing officer determines the order of proof. Generally, the party making the complaint has the obligation of establishing his or her case and should be examined first. 5. The party involved should have the right to be represented (at their own expense) he /she so desires. Other he /she is limited to his /her own abilities and those to the hearing officer in obtaining testimony in the case. It is important that the hearing officer obtain the fullest information for the record. If the parties involved, or their representatives, do not know how to ask the right or pertinent questions in pursuing their right to due process, it shall be necessary for the hearing officer to step in to have all the materials and relevant facts elicited. 7. The practice in informal hearings is generally not to apply strict rules of evidence in obtaining facts. However, the quantity of evidence required to support a decision on an issue should be sufficiently credible that the state (or other appropriate agency), upon reviewing the decision, would conclude that the decision is supported by substantial evidence. 8. The hearing officer should attempt to negotiate a resolution of the issue at any time prior to the conclusion of the hearing. Within ten (10) days of the conclusion of the hearing, the hearing officer will issue a recommended decision to the LWIA for final determination. The recommended decision shall be in writing and may be accepted, rejected or modified by the Santa Ana Workforce Investment Board. C. Issuance of Decision Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWIA shall issue a written decision to all parties by first class mail. The final decision shall contain the following information: 1. The name of the parties involved. 2. A statement of the alleged violation and issues related to the alleged violation. 3. A statement of the facts. 4. The decision and the reasons for the decision. 5. A statement of corrective action, if any, to be taken. 6. Notice of the right to request, within ten (10) calendar days of receipt of the decision, a review of the decision by the State Review Panel. D. Record of Hearing 11 nXT6G2 An administrative file containing support documents on the complaint resolution process hearing conducted will be retained by the Santa Ana LWIA. The purpose of a record is to serve as substantiation of the process followed by the Santa Ana LWIA on the resolution of the issues and the results. This information would then be available for subsequent review in the event the matter is raised with the State. Such records must be retained for a three- year period after the grant has been officially closed out. The Santa Ana LWIA's written decision will be included in the record. Evidence received at the hearing, notes by the hearing officer, stenographer's notes and tape recordings may also be used. E. Establishment of Complaint Procedures In accordance with Section 667.600, each employing agency including private- for - profit employers of participants under the Act is required to establish a complaint procedure for resolving matters relating to the terms and conditions of employment. Employers may operate their own grievance system or may utilize the Santa Ana LWIA's established procedures under Section 667.600. At a minimum these procedures must include: Written notice, upon enrollment into employment training services, of the scope and availability of such procedures. Employer's grievance procedures shall be set forth in a written document and must meet the regulation mandate that a complaint will be resolved with sixty (60) days from the date the complaint was filed. A copy of employer's grievance procedure shall be provided to each participant upon enrollment in employment training. 2. Written notice, at the time the grievance is filed, of the procedures under which the grievance will be processed. Written notification of the disposition of the grievance and a written decision shall be issued within thirty (30) days of the filing of the grievance unless a present and long established grievance specifically provides other limits; and 4. Written notification of the participant's right to request a review of the employer's decision by the Santa Ana LWIA and the State Review Panel in accordance with Section 667.600. IV. Procedures for Handling Complaints at the State Level Section 181 (c) of the Act and the WIA regulations at 20 CFR, Section 667.600 (d) requires the Governor to establish a State Review process of complaints filed at the LWIA grant recipient level and of complaints initially filed at the State level. Appeals of decisions issued at the LWIA level including audit disallowances and sanctions shall be reviewed by the State Review Panel. The State Review Panel shall review the record established at the LWIA level and shall issue a decision based on the information contained therein. 12 i �. - :. ;� Complaints which may be initially filed at the State level will be heard by an independent hearing officer designated by the State Workforce Investment Division (WID). The hearing officer shall conduct a hearing and issue a recommended decision to the State Panel. The recommended decision shall be in writing and may be accepted, rejected or modified by the State Review Panel. A. Form and Filing of Complaint. 1. Request for State Review of LWIA Level Decisions On receipt of a complainant's request for review because of an unsatisfactory decision, the State shall provide for an independent state review. 2. Filing of Requests for State Review The State Review Panel shall review all LWIA level decisions when a request for review is filed within 10 days of receipt of the adverse decision. Such requests must be filed in writing with the Chief of the WID Office. The request for review should contain the following information: a. Full name, address, and telephone number of the party requesting the review b. Full name, address, and telephone number of the other party c. A copy of the decision d. Brief statement of reasons for review or the section of the LWIA decision to be reviewed including regulatory and statutory citations e. A statement of the relief sought. 3. Complainant Responsibility It is the responsibility of the complainant to include in the request for review a written statement setting forth the facts presented at the LWIA hearing which support the requested relief. The Chief, WID, shall mail a copy of the request for review to the other party and to the LWIA. It shall be the responsibility of the LWIA to submit the complete record including a typed record of the hearing to the Chief, WID, within ten (10) days. B. Conduct of Hearings. 1. Request for Hearing at the State Level If no decision has been issued at the LWIA level or the State has determined an audit disallowance or imposed sanctions, the complainant may request a hearing. The 13 i�' i hearing officer will then issue a recommended decision to the State's Review Panel for final determination. 2. Filing for Request for Review The request for a State hearing shall be filed within ten (10) days after LWIA should have issued a decision or ten (10) days after the issuance of the audit disallowance or sanction. The request shall be filed directly with the Chief of the WID in writing and should include the following: a. Full name, address, and telephone number of the LWIA b. Name, address, and telephone number of the LWIA C. Copies of complaints made at LWIA level from which no decisions were issued or sanctions and imposed. d. A statement of basis for the request for hearing. 3. Evidentiary Hearing Upon receipt of the request for a State level hearing, a hearing before a designated hearing officer will be scheduled. The hearing will be recorded mechanically or by court reporter. Both parties concerned will have the opportunity to present oral and written testimony under oath, to call and question witnesses in support of his /her position, to present oral and /or written arguments, to examine records and documents relevant to the issue(s), and to be represented. The hearing officer shall issue a written decision, which shall be forwarded to the State Review Panel for final determination. The State Review Panel may accept, reject or modify this recommendation. The decision of the State Review Panel is final except for audit disallowances, which must be approved by the Secretary of Labor C. State Review Panel The State Review Panel will consist of a panel of three representatives from the Employment Development Department: one from the Legal Offices, one from the WID, and one from the Director's office. The panel will issue a written decision, which will be sent to the appropriate parties within thirty (30) days of receipt of the request for State review. Decisions issued by this panel, under the authority of the Governor, are final. "111!. D. Issuance of State Review Decision, The State review will be limited to violations of the WIA, implementing WIA regulations or the grant agreement. This review shall be limited to the record established at the LWIA hearing. V. Procedures for Handling Discrimination Complaints by Participants. A. Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation, and citizenship, where appropriate, must be filed within 180 days of the alleged occurrence. 1. It is the responsibility of the Santa Ana LWIA's Equal Employment Opportunity (EEO) Officer to determine jurisdiction and to make the complainant aware of and provide assistance in filing a complaint in accordance with the Santa Ana LWIA's procedure under Section II (A). PROCEDURES FOR HANDLING NON - CRIMINAL COMPLAINTS No later than 180 days of alleged discrimination Within 10 days of receipt of unsatisfactory decision or 10 days from date LWIA decision should have been issued. Handling of complaints filed at LWIA level arising in connection with WIA programs operated by LW/As Informal Resolution Process o Unsatisfactory Decision or LWIA Decision not issued within 60 days w 0 p O t N Request for State Review w Governor's Decision issued by State Review Panel If no decision issued by State Review Panel Appeal to DOL 16 ZWO LIT6 0 0 C C C c t V 2. In cases where areas of authority overlap, it is the responsibility of the EEO Officer to advise the complainant of the existence of State, Federal and other proper action agencies, which may also have a bearing. 3. Complainants alleging discrimination under this part will be made aware of their right to file directly with the Office of Civil Rights (OCR), U.S. Department of Labor and applicable procedures. 4. Complainants must file their complaint directly with: Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 VI. Procedures for Handling Handicap Complaints by Participants Complaints alleging discrimination on the basis of handicap will be filed and processed under the Department of Labor regulations implementing Section 504 of the Rehabilitation Act of 1973 at 29 Code of Federal Regulations Section 32. 1. Complaints must exhaust the Santa Ana LWIA's informal resolution procedures before filing their complaint with OCR. 2. Complainants will be made aware of the 180 days requirement in which to file his /her complaint. A. Procedures at the LWIA Level The complainant shall file his /her complaint directly with the Santa Ana LWIA. Upon receipt of the complaint, the EEO Officer shall investigate and gather information concerning the complaint. 2. An informal conference will be held with the parties concerned in an effort to resolve the issue(s). The complainant has the right to be present and may be represented during the conference. 3. The Santa Ana LWIA shall issue in writing its decision to the complainant no later than thirty (30) days after the filing of the complaint. B. Procedures at the State Level 1. The complainant may appeal to the State if he /she is not satisfied with the decision of the Santa Ana LWIA. "Ple-6 2. The Complainant must file his /her appeal as a request for review directly with the Chief WID within ten (10) calendar days after the receipt of the Santa Ana LWIA's decision. 3. The Chief -WID, shall issue a decision no later than thirty (30) calendar days after receipt of the request for review. 4. After the complainant has received a decision or no decision has been received from the Director of Employment Development Department (on behalf of the Governor), the complainant has the right to appeal his /her complaint within thirty (30) calendar days to the Office of Civil Rights (OCR) with the Department of Labor. 1s 5A- 69 PROCEDURES FOR HANDLING HANDICAP COMPLAINTS No later than 180 days of alleged discrimination Filed within 30 days of LWIA /State Decision or 90 days from date of initial filing of complaints Filing of complaint on the basis Of Handicap with LWIA Informal Resolution If no resolution reached Request for Hearing Notice of Hearing Hearing Conducted LWIA Decision Unsatisfactory Decision or No Decision State Review Governor's Decision Appeal to Assistant Secretary Department of Labor 19 291ALT7b Day 1 Day 145 Day 60 Days GLOSSARY OF WIA TERM AGE DISCRIMINATION ACT — A law passed by Congress in 1975 which prohibits discrimination on the basis of age by any program or activity receiving Federal Funds. APPLICANT — An individual who applies to a subrecipient or contract for services provided under WIA and who has not yet transitioned to the status of participant. ASSESSMENT — Services designed to determine each participant's employability, aptitudes, abilities and interests and to develop a plan to achieve the participant's employment and related goals; also to identify the available employment and traning activities appropriate for the participant. Testing and counseling may also be used during assessment process. CHARGING PARTY (CP) COMPLAINANT GRIEVANT OR AGGRIEVED PERSON — The person who charges that he /she has been discriminated against under Department of Justice nondiscrimination and civil rights regulations and /or guidelines. DISCRIMINATION — In general, a failure to treat all equally, whether intentional or unintentional; the effect of an action, policy or practice which selects an individual or class of persons to receive unequal treatment. ELIGIBLE NON - CITIZEN — Lawfully admitted permanent resident, aliens, lawfully admitted refugees, and parolees and other individuals authorized by the Attorney General to work in the United States. EMPLOYER — An employer subject to the provisions of the Civil Rights Act of 1964, as amended, including state and local governments and any Federal agency subjects to the provisions of Section 717 of the Civil Rights Act, as amended; and any Federal contractor or subcontractor covered by executive Order 11246, as amended. GRIEVANCE — An allegation that something imposes an illegal obligation or burden or denies some equitable or legal right, or causes injustice . HANDICAPPED INDIVIDUAL — Any individual who has a physical or mental disability that constitutes or results in a substantial handicap to employment. INTAKE — Includes screening to determine eligibility; to select from eligible applicants those individuals who are most in need and can benefit from program services; to complete procedural requirements necessary to enroll an individual into the program and to refer those not enrolled to other programs. JOINT COMPLAINT — A complaint of employment discrimination covered by Title VII or the Equal Pay Act and by Title VI or Title IX. Individual "joint complaints" are normally investigated by EEOC 20 MAIT7i unless OCR has a compelling reason to investigate. "Joint complaints" alleging discrimination in employment and other practices and pattern or practice "joint complaints" are normally investigated by OCR. JURISDICTION — Authority to investigate and resolve complaints against an institution subject to a law or statute which has been assigned to OCR for enforcement, i.e., Title VI, Title IX, etc. PARTICIPANT — Any applicant who has: (1) Been determined eligible for participation upon intake; and (2) Who is receiving subsidized employment, training or services (except post- termination services) funded under the Act, following intake, except for an individual who receives only outreach and /or intake and assessment services. 21 MT7T7 CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS GRANTS LOANS and COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that: 1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying." in accordance with its instructions. 3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure occurring on or before October 23, 1996, and of not less than $11,000 and not more than $110,000 for each such failure. Orange County Asian and Pacific Islander Community Alliance Inc (OCAPICA) Grantee /Contractor Organization 3/17/14 Signature Date i Mary Anne Foo Name of Certifying Official Signature EXHIBIT E) 25A -73 28 Certification Regarding Drug -Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Housing and Urban Development in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug -Free Workplace Act, the U.S. Department of Housing and Urban Development, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug -Free Workplace Act. CERTIFICATION A. The contractor certifies that it will provide a drug -free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing a drug -free awareness program to inform employees about — (1) The dangers of drug abuse in the workplace; (2) The contractor's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance program; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1) Abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an EXHIBIT E 25A -74 employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - ( 1) Taking appropriate personnel action against such an employee, up to and including termination; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B. The contractor shall insert in the space provided on the attached "Place of Performance" form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Housing and Urban Development immediately upon the decision to use such additional sites by submitting a revised "Place of Performance" form. Date EXHIBIT E 25A -75 Program Operator Signature Orange County Asian & Pacific Islander Community Alliance DIVISION OF EMPLOYMENT SERVICES PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG -FREE WORKPLACE REQUIREMENTS Name: Orange County Asian & Pacific Islander Community Alliance Name of Contractor: Orange County Asian & Pacific Islander Community Alliance Contractor Number: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): 12900 Garden Grove Blvd. Suite 214A, Garden Grove CA 92843 EXHIBIT E 25A -76 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160- 19211). (Before completing certification, read instructions which are an integral part of certification) 1. The prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; b. Have not within a three -year period preceding this proposal been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three -year period preceding this application /proposal had one or more public transactions (federal, state or local) terminated for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. _Orange County Asian and Pacific Islander Community Alliance Inc (OCAPICA) Grantee /Contractor Organization Name and Title of Official Authorized to Certify On Behalf of the Grantee 3/17/14 Date EXHIBIT P 25A -77 29K f ] §^ \ \ \ \\ pbuS: /z \.pnoS; \29Di /e ;) „ § °;,l,.r• \, \u2Gl ]) | {!{ ! 29K f ] ORANGE COUNTY ASIAN AND PACIFIC ISLANDER COMMUNITY ALLIANCE, INC. COST ALLOCATION MANUAL YEAR 2014 01/01/2014 r4 ORANGE COUNTY ASIAN AND PACIFIC ISLANDER COMMUNITY ALLIANCE, INC. COST ALLOCATION MANUAL Table of Contents Policy and Procedures ............................... ............................... 1 Cost Allocation Plan 1) Labor -FTE Allocation Plan .................. ............................... 3 2) Space Allocation Plans a) Facility Space Allocation ......... ............................... 5 b) Suite# 214A .......................... ............................... 7 c) Suite #224 .......................... ............................... 8 d) Suite #222 &225 ................... ............................... 9 e) Suite# 220 ............................ ............................... 10 f) Suite# 210.. ........................... ............................... 11 g) Building Measurements........... I ............................. 12 h) Floor Plans ........................... ............................... 14 P "60:0 Policy and Procedures Purpose: The purpose of creating a policy for tracking and assigning cost to programs and administrative services is to provide consistency and compliance with contractual regulations. Policy: Costs should be allocated to grants, contracts, and other cost centers on the basis of use or benefit they derive from the expenditures. Procedures: Class Codes are established to track cost incurred for program operations directly relating to individual grants and contracts and other class codes are established for administrative services. Costs are allocated to the various class codes based on three methods: Space Allocation, Labor Distribution, and Direct Expenses. Allocation plans require the approval of the Executive Director; however, the Director of Finance is responsible for the development and maintenance of the allocation plans. The allocation plans are reviewed on a quarterly basis. The original issue of each plan is filed in the Cost Allocation Manual in the Finance Office. Basis for Allocating Costs 1) Develop "Full Time Equivalent" (FTE) assignments to each class codes by creating Labor Distribution worksheets for each Unit. 2) Develop "Space Usage" floor plans for each suite occupied or used by staff. Allocate space usage to the applicable programs. 3) Determine "Direct Expense" charges for each class code by using the grants and contracts schedule. r: � e Allocation plans should be updated on a quarterly basis for contract additions and terminations and material modifications. The following represents guidelines for determining appropriate basis for allocating shared cost. a. Labor distribution follows the actual amount of time staff spends on grants and contracts. It is also required to have one at each location with two or more staff. b. Space related expenditures should be allocated on the basis of how much space different programs use. However, if one program occupies a particular space but is funded by various funding sources, a second basis must be used to allocate shared expenditures appropriately. "Full Time Equivalent' (FTE) or "Direct Expense" may be used as a basis to space allocation. c. Direct expenditures are allocated on the basis of measuring the actual usage of that cost. The expense is then directly charged to the program. However, if one program uses a particular item but is funded by various funding sources, a second basis must be used to allocate shared expenditures appropriately. "Full Time Equivalent' (FTE) or "Direct Expense" may be used. F- _ : 1 Budget Form OCAPICA 2014 -2015 Admtrative Total Cost (Not to Program Total WIA Cost Match /In Kind Exceed 10 %) Cost Pro 1 Program Director (0.05 FTE) $3,000 $3,000 $57,000 2 Case Manager (0.50 FTE) $18,720 $18,720 3 Job Developer /Placement Specialist (0.50 FTE) $18,720 $18,720 4 Accountant (0.10 FTE) $4,576 $4,576 1 Benefits @ 28% for Program Director (0.05 FTE) $840 $840 $15,390 2 Benefits @ 28% for Case Manager (0.50 FTE) $5,242 $5,242 ene rts 8 0 or o eve I oper scement Specialist (0.50 FTE) $5,242 $5,242 4 Benefits @ 28% forAccountant (0.10 FTE) $1,2811 $1,2811 Total Personnel Salaries & Benefits $5,857 $51,763 $57,620 $72,390 9MOMR W-14, Will Owl ,...:a .. :.. m �.. Rent $2,400 $2,400 Utilities $120 $120 Phones $300 $300 Internet Fees $75 $75 Parking Fees Security Maintenance Insurance Equipment rental fees* $300 $300 Equipment rental fees* Vehicle lease* Office expenses (consumables) $1,134 $1,134 Accounting Services Legal Services Auditing Services $0 Indirect Cost* $3,720 $3,720 Staff Training Staff Conferences $400 $400 Staff Travel /Mileage $800 $800 Participant Wages* $2,822 $56,448 $59,270 Supportive Services* $6,600 $6,600 Participant Incentives* $3,000 $3,000 Youth Conferences $660 $660 Total Operating Expenses $6,543 $72,237 $78,780 $0 GRAN' 'TOT/1L(rersonnel +ope'ra'ting) $12,400 $124.000 $136.400' 572390 Budget Narrative for OCAPICA 1. Of our total budget, 39% will be spent directly on participant wages, supportive services, incentives and youth conferences and 9% administrative costs. 2. Detailed Narrative: Personnel Salaries and Benefits: Staff Salaries Requested Funding Nina Marvulli, Program Director @.05 FTE (.95 FTE In -kind) $3,000 The Program Director will be 1.0 FTE (0.05 from WIA and 0.95 provided by an In -Kind from other OCAPICA Youth Program funding sources). The Program Director will ensure compliance with all requirements and will provide overall supervision to the program. Case Manager @ .50 FTE $18,720 Case Manager will provide support to youth to be able to succeed in the areas of employment and education. The Case Manager will facilitate workshops and will complete all required documentation related to the youths' enrollment and completion of the program. Job Development /Placement Specialist@ .50 FTE $18,720 The Job Development /Placement Specialist will build relationships with community organizations and business in order to place participants into Work Experience (WEX) /On- the -Job Training Sites. Lehang Nguyen, Accountant @.10 FTE $4,576 The Accountant will implement all financial policies and procedures and ensure compliance and monitoring of all participant costs, incentives, supportive services funds, supplies, wages, benefits, and participant training costs. Personnel Benefits are approximately 28% of personnel costs $12,605 The cost of employee benefits is 28% computed based on staff's Full Time /Part Time and length of employment at agency and family coverage. Benefits include retirement at 6.00 %, group medical and dental insurance at 8 %, worker's comp at 3.8 %, FICA at 7.65 %, unemployment at 2.10 %, and long term disability at 0.45 %. Total Personnel Salaries and Benefits $57,620 Operating Expenses Rent $2,400 Rent includes the cost of office space and lease, common area maintenance, and storage rent. Cost is $1.03 per sq ft for a total of 158 square feet for 12 months is approximately $2,000. OCAPICA has signed -up for renewal for 13 -month lease for space needed by the program and due to increased number of youth to serve. Total annual cost of approximately $2,400 to cover the Santa Ana WIA FTE space also includes estimated cost of approximately $400 for the space lease for co- location sites. Total cost for the rent is allocated based on a cost allocation plan measured based on usage of space and staff FTE providing direct services to the program. Utilities $120 Utilities include the monthly cast of the alarm system and other utilities related to the program and program staff. Costs are anticipated to be approximately $10 per month. Total cost for the utilities are allocated based on a cost allocation plan measured based on usage of space and staff FTE providing direct services to the program. EXHIM-84 Phones $300 Telephone includes the monthly telephone charges, phones repair and fax service for staff to perform program, administrative, and other duties to implement program activities and ensure compliance. OCAPICA estimates the annual cost of telephone and fax charges is $300. Total cost for telephone and internet are allocated based on a cost allocation plan measured based on staff FTE providing direct services to the program. Internet Fees $75 Internet fees are the monthly fees related to using the internet for staff onsite at the OCAPICA offices. OCAPICA estimates the annual cost of internet fees is $75. Total cost for internet is allocated based on a cost allocation plan measured based on staff FTE providing direct services to the program. Equipment rental fees $300 This covers the cost of equipment rental and maintenance for copier lease for the program to make copies, print flyers and brochures, and print reports and administrative requirements for the program. OCAPICA's copier lease agreement is ending in 2014 and will signed -up for new lease which is estimated to be $300 on an annual basis. Total cost for equipment lease and maintenance is allocated based on a cost allocation plan measured based on staff FTE providing direct services to the program. Office expenses $1,134 Office expenses include office supplies, postages, program supplies, IT services and other office expenses. Annual costs of supplies like copier paper, pens, and markers are $300, postage costs are $100, and IT consultant service is $300. Program supplies such as flip chart paper, binders, case management folders, markers, and other program supplies is estimated at $434. Total cost for office expense is allocated based on a cost allocation plan measured based on staff FTE providing direct services to the program. Staff Conference $400 Youth employment staff will attend the annual California Workforce Association youth conference. Staff Travel /Mileage Reimbursement $800 OCAPICA follows the federally approved rate of $0.56 /mile for mileage. Mileage includes attending meetings, conducting outreach, recruitment of youth, providing transportation to youth in case of emergency, and meeting with youth. Participant Wages $59,270 Participant wages includes salaries and wages of youth earned through Work Experience (WEX) program. Each participant may be eligible for up to 20 hours of paid work experience and 380 hours of worksite experience placement for a total of approximately 400 hours compensated at $9.00 per hour effective July 2014. In addition, there is administrative cost to process the participants' salaries and benefits are paid to Paychex for payroll processing of WEX participants and handling of payments of payroll taxes estimated at $2,822 Participant Supportive Services $6,600 Participant Supportive Services includes the costs of transportation, child care, housing, clothing, books and school supplies and other identified needs for the participants that support them to participate in job and leadership skills activities. This includes the cost of student supplies for participants to help support them in their completion of certification programs, their GED, and /or secondary and post- secondary educational goals. OCAPICA expects an average of $330 in supportive services per participant. e Participant Incentives $3,000 Incentives will be provided to youth participants for completion of WIA activities. Incentives may be gift cards and job readiness related items such as planner, portfolios and folders. OCAPICA expects an average of $150 in incentives to be distributed per participant. Youth Conferences $660 This will cover the costs for youth to be able to participate in conferences, training programs, and field trips - including covering the registration or tuition fees, career exploration activities and opportunities, certification programs, or other job and career development training programs that are proven to be effective and needed for the youth to obtain a job and further develop their career interests. Indirect Cost $3,720 Indirect includes the cost for payroll and human resource services at 6% of gross payroll from Special Service for Groups for program and administration staff. OCAPICA utilizes Special Service for Groups as its legal employer and they provide payroll services, human resources, and financial services related to employment. Another 5% of WEX participants' salaries and benefits are paid to Paychex for payroll processing and human resources of WEX participants and handling of payments of payroll taxes. OCAPICA has a federally approved indirect rate of 22.30% related to actual indirect costs. Other indirect costs include executive management, general liability insurance, D &O insurance, sexual abuse and molestation insurance, annual Single Audit and any costs over the budget amount are provided to the program as leverages. Subtotal of Operating Expenses $78,780 Total Requested Budget 136 400 3. During WEX, participants will turn in timesheets signed by their site supervisor to the Job Developer on a bi- weekly basis. Participants will also track hours using a WEX log of hours, to be kept in their file. Copies of signed pay -stubs will also be kept in participants' files. Incentives and supportive services will be tracked by a log kept in the participant's file. Requests forms, signed by participants and staff, will also be kept in the participant file and in a separate file in our finance department. Incentive documentation will also be kept in both the participants file and the finance department. (See attachment J for program forms) �. .r Orange County Asian & Pacific Islander Comm, Alliance Effective April 1, 2014 1 • Y • w 4. Program Class FTE % Nail Salon 121 1% WINCART 123 2% WINCART- Admin. Supplement 124 0% FSP Wraparound 141 19% PEI 145 20% KOMEN -LA Patient Navigation 146 0% KOMEN -LA Psychosocial Support 147 0% KOMEN -OC 148 0% Navigating Our Health 153 0% STRIVE 156 0% Covered California 157 2% Affordable Care Act 158 3% College Access 221 2% Scholars 222 1 % FAFSA 223 2% Green Technology 226 0% WIA -ISY 256 9% WIA -OSY 257 13% Santa Ana WIA 265 3% HAPIY 271 6% Vote 316 3% Civic Engagement Capacity Building 317 2% Demographic Profile 319 0% Management 501 9% Fundraising 503 3% Prepared 3/26/14 Page3 100% 100% § \ | � ¥!K!>§ \ } #±!§ {F {( \! >§ !\)*tI§ :rlffl ;! {K{ !!!§ fr {f±E!< {R( !ER§ §E! � Orange County Asian and Pacific Islander Community Alliance Common Cost Allocation Effective April 1, 2014 UGAIJIUA FACILITY SPACE ALLOCATION COST ALLOCATION PLAN PROGRAM CLASS %of Space Nail Salon 121 2% WINCART 123 2% WINCART -Admin Supplement 124 0% FSP 141 .16% PEI 145 18% KOMEN-LA Patient Navigation 146 0% KOMEN -LA Psychosocial Support 147 0% KOMEN -OC 148 0% Navigating Our Health 153 0% STRIVE 156 0% Covered California 157 3% Affordable Care Act Outreach 158 3% College Access 221 2% Scholars 222 1% FAFSA 223 1% Green Technology 226 0% WIA -ISY 256 10% WIA -OSY 257 15% Santa Ana WIA 265 3% HAPIY 271 7% Vote 316 20/. Civic Engagement Capacity Building 317 1% Demographic Profile 319 1% Management 501 10% Fundraising 503 30/1 Total for Facility 100% �} P�a�gge5 257 A 9 100% OCAPiCA FACILITY SPACE ALLOCATION Management Assigned Sq. Ft. 674 5,274 of Total So Ft. 13% Program Class FTE M° of Total %of Space Management Fundraising 50i 503 3.67 1.10 77 °1° 23°l0 10% 3°f° Civic Engagement Capacity Bui 317 4.17 100% 13% Youth 319 0.10 6% 1% Assigned Sq. Fl. 607 1.75 63% 5% % of Total Sq Fl, 12% Program Class FTE %of Total %of Space College Access 221 0.75 19% 2% Scholars 222 0.25 6% 1% FAFSA 223 0.60 1:5% 1% Green Technology 226 0.05 1% 0% HAPIY 271 2.40 59% 7% KOMEN -OC 148 4.05 100% 12% WIA Youth 146 0.00 0% 0% Assigned Sq, Ft. 1,508 0.00 0% 0% % of Total Sq. Ft. 29% 0100 0% 0% 'Program Class FTE %of Total %of Space WIA -ISY 256 3.34 36% 10% WIA -OSY 257 5.01 53% 15% Santa Ana WIA 265 1.05 11% 3% Mental Health 9.40 100% 29 °% Policy 1,760 Assigned Sq. Ft. 238 % of Total So Ft. 5% FTE % of Total % of Space Civic Engagement Capacity Bui 317 0.55 31% 1% Demographic Profi'.a 319 0.10 6% 1% 1.75 63% 5% Health Assigned Sq, Ft. 486 % of Total Sq Ft. 9% Program Class FTE % of Total %of Space Nail Salon 121 0.55 17% 2% WINCART 123 0.75 23% 2% WINCART -Admin Supplement 124 0.00 0% 0% KOMEN -OC 148 0.00 0% 0% KOMEN -LA Patient Navigation 146 0.00 0% 0% IKOMEN-LA Psychosocial 147 0.00 0% 0% Navigating Our Health 153 0100 0% 0% STRIVE 156 0.00 0% 0% Covered California 157 0195 29% 3% '.Affordable Care Act Outreach 158 1.05 32% $% 3.30 100% 9% Mental Health Assigned Sq. Ft, 1,760 % of Total Sq. Ft. 34% Program Class FTE % of Total % of Space FSP 141 7.10 46% 16% PEI 145 7.78 52% 18% Tor r 114 I'll 0 E m O s_ a. 0 O cu U O Q Q1 U (r5 �Q. 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EEE 2 E E E NV- 566d 8U o x11�3 3mzz -2. n� d V O � u N � v N U W � N En w Nw w w ua x ery» N .^BEN ae\i h M .yam: l� itl N m yI� U LQ w m VW] � W ti H N 3 V1 z; u° a 0 o "e3 N o a Va ui N Ww Vi N �F a ^A t9 N C C Oo o �] H 5 u w w N 3 Assurances & Certifications Selected providers will be required to sign and submit "actual" assurances and certificates as required by the City of Santa Ana and the Workforce Investment Board on all contracts. I recognize that I must give assurances for each item below. If I cannot, this proposal will be automatically rejected. Please initial each box. ® I am authorized by my Board of Directors, Trustees, other legally qualified officer, or as the owner of this agency or business to submit this proposal. ® We are not currently on any Federal, State of California, or local Debarment list. ® We will provide records to show that we are fiscally solvent, if needed. ® We have, or will have, all of the fiscal control and accounting procedures needed to ensure that WIA funds will be used as required by law and contract. ® We have additional funding sources and will not be dependent on WIA funds alone. We do or will meet the applicable Federal, State, and local compliance requirements. These include, but are not limited to: ® Records that accurately reflect actual performance. ® Maintain record confidentiality, as required. ® Reporting financial, participant, and performance data, as required. ® Comply with State and Federal fiscal and program activity audits. ® Comply with Federal and State non - discrimination provisions. ® Meet requirements of Section 504 of the Rehabilitation Act of 1973. ® Meet requirements of the American's with Disabilities Act of 1990 ® Meet all applicable labor law, including Child Labor Law standards. ® Agree to provide a drug free workplace. ® Agree to insure the City of Santa Ana through General Liability Insurance and Automobile Liability. Coverage in the amount of $1,000,000.00. ® Agree to provide all participants with Grievance Procedures. ® Agree to insure proposer's employees through Workers Compensation Insurance (including part -time employees) ® Procurement policies and procedures are in place and meet federal guidelines. ® Youth Protection Policy and Sexual Abuse & Molestation insurance of $2,000,000 We will not: ® Place a youth in a position that will displace a current employee. ® Use WIA money to assist, promote, or deter union organizing. ® Use funds to employ or train of persons in sectarian activities. ® Use funds for youth in the construction, operation, or maintenance of any part of a facility to be used for sectarian instruction or religious worship. ® Use WIA funds for activities that would interfere with or replace regular academic requirements for eligible youth who are not dropouts. ® Use WIA funds to carry out programs funded under the School -to -Work Opportunities Act of 1994 unless the program(s) are only for youth eligible to participate under WIA. ® Use WIA money under this contract to purchase any equipment. EXHIBIT H 25 25A -101 SPEGSER -01 MERCHANTAI ,a►►c�o�iz °° CERTIFICATE OF LIABILITY INSURANCE DATE 11 1 /13 /2 01 3 1 /1 312 3 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER, IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). .PRODUCER CONTACT NAME: Willis Insurance Services of California, Inc. C/O 26 Century 81 Vd. P.O. Box 305191 Nashville, TN 37230 -5191 PHONE 877 945.7378 FAX (688) 467 -2376 AIC IN Ext : ( ) (AID, No E -MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURER A: XL Specialty Insurance Company 37885 .INSURER B INSURED INSURER C Special Service for Groups INSURER D 605 W. Olympic Blvd., Suite 600 Los Angeles, CA 90015 INSURERS: INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE ADDLS INSR Me POLICY NUMBER POLICYEFF MMIDDIYYYY POLICY EXP MMIDDIVYYY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ PREMISES Ea occurrence $ COMMERCIAL GENERAL LIABILITY CLAIMS-MADE ❑ OCCUR MED EXP(Any one person) PERSONAL B ADV INJURY _$ $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGO $ $ POLICY JE� LOC__ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accitlent �_- BODILY INJURY (Per person) $ ANYAUTO ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accldent) $ NON -OWNED HIRED AUTOS AUTOS _ PROPERTY DAMAGE RACCIDE__ .(PE NT, $ $ UMBRELLA LIAB OCCUR CACI OCCURRCNCC $ AGGREGATE $ EXCESS LIAe CLAIMS -MADE DED I I RETENTION$ $ A WORKERS COMPENSATION ANDEMPLOYERS'LIABILITY ANY PROPRIETOR/PARTNER /EXECUTIVE YIN OFFfCMandatory in ER EXCLUDED? Eeryln BER NIA _ RWD500028502 10/112013 10/1/2014 X WCSTATU- OTH TORY LIMITS ER - EL. EACH ACCIDENT $ 1,000,000 E.L. DISEASE -EA EMPLOYE $ 1,000,000 If yes, tlesAbe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 I DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) THIS CERTIFICATE VOIDS AND REPLACES PREVIOUSLY ISSUED CERTIFICATE DATED 912712013. D 0�� jk ,P1 1 L I LISA i��FcC'n sistanl CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Santa Ana, its officers, employees, agents, volunteers, AUTHORIZED REPRESENTATIVE and representatives Santa Ana Workforce Investment Board 1000 E. Santa Ana Blvd., Suite 200 0,6 Santa Ana CA 92701 © 1988 -2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD names rI 1026d marks of ACORD ORANCNT- 0'1 GVILLACIS �cra n° -- -_- --- CERTIFICATE OF LIABILITY INSURANCE DA11/13/2013 Y) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL IPISURED the Policy(ies) must be endorsed If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER - CONTACT NAME California -PHONE -... ...__ ...... 1C,N FAX PO Box 742886 E-MAIL E40 __ __,.,. I fAlc NO)_,_ Los Angeles, CA 90074.2886 E-MAIL ADDRESS. INSUrED Orange County Asian & Pacific Islander Community Alliance 12900 Garden Grove Blvd #214A Garden Grove, CA 92843 A i Great American DVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. q TYPE OFINSURANCE SUER POLICY EFF- POLICY EXP .... .......I ..___- ..._.. INSR I.y9yDl POLICY NUMBER (MMIDDIVYYV) fMMIDDIYYYYf LIMITS GENERAL LIABILITY _._�' -... ..) ...._ —.. .... —I_ _..... ____ A X COMMERCIAL GENERAL LIABILITY 1 X PAC033097801 10/15/2013 10/1512014 DAMAGE I"61TKN- 5'FC1' - ;- r PftEMISESL occurrence) $ CLAIMS MADE IX J OCCUR MED EXP(Any onepe,orm $ X C Prof Liabdlty Inc/ - -- --- ff S- - -- PERSONAL &AT INJURY $ X ex Abuse Included " " - -- - -- - - - - -- - -- -..... GENERAL AGGREGATE $ I_GENLAGGREGATE LIMIT APPLIES PFR' PRODUCTS - COMP /OP AGG $ POLICY_ -- _ ._- JECT_ LOU _- _. -.... ;_._.. _ I' . _ — __ - _......_.__ ..._..- T AUTOMOBILE LIABILITY j GOMBINEp SINGLE LIMIT _a accdent) A _ IANYAUTO __ PAC033097801 10/1512013 10/15!2014 BODILY INJURY (Per person) $ ALL OWNED SCHEDULED ('- AUTOS — (AUTOS �Y wH BODILY INJURY (Per accident) $ X -HIRED AUTOS �X NON-OWNED V $W n1�j .� PROPERTY DAMAGE $ P-1 )WO -_ ylll RRR �•+ jPER ACCIDENTL __I_ UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS LIAB - _. CLAIMS MAO_E -...- S CORGP` li AGGREGATE _ �$ OED RETENTION$ _ _ '_°° LISA `I AtiOr�teV li WODRKERS COMPENSATION 61StcC �{J $ ;AN EMP LOVERS LIABILITY yIN j A5 n TORY Lhf_ITS OER ANYCER /MEETORIPARTNDED' Ct1TIVE ! ) Iy (MandaWMEn AD)EXCLUDED? t NIA °IL, EL EACH ACCIDENT Ig • ((Mandatory NH) EL DISEASE - EA EMPLOYE $ Dyes deec Ib under ._ DESCRIPTION OF OPERATIONS belo EL DISEASE - POLICY LIMIT,$ f .. Employee Dishonesty ! fPAC033097801 10115(20131( 10115 12014 tDeducCilble: $1,000 • 'Forgery & Alteration jPAC033097801 10(1512013 10115 /2014 jDeductible: $1,000 DESCRIPTION OF OPERATIONS (LOCATIONS (VEHICLES (Attach ACORD 107, Additional Remarks Echetlule If more space Is qulred) OCAPICA 12900 Garden Grove Blvd Suites: 210A, 214A, 220A, 222B, 225B and 224B, Garden Grove, CA 92843 City of Santa Ana, its officers, employees, agents, volunteers, and representatives are named additional insured with respect to the operations of the named insured. Such insurance is Primary and Non - Contributory per endorsement attached CG 20 26 07 04. CERTIFICATE HOLDER City of Santa Ana 1000 E. Santa Ana Blvd. Suite 200 Santa Ana, CA 92701 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, AUTHORIZED REPRESENTATIVE J1�? ©1988 -2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name anM 9 AiP3 marks of ACORD C S1 "'10/17/13 *PACO330978 -01 574353436 *D /B ORIG IMAGE COPY 0694804 GREAT AMERICAN INSURANCE CO 301 F str2bve offices soi e 4th so-eer GREAT On,dnnafi OR 452G2 -4?01 AMF,'RIC.1N 5133695000 ph CG 82 24 INSURANCE GROUP (Ed. 12 01) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. SOCIAL SERVICE AGENCY GENERAL LIABILITY BROADENING ENDORSEMENT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART 1. The following provision is added to SECTION II - WHO IS AN INSURED 5. AUTOMATIC ADDITIONAL INSURED(S) a. Additional Insured - Manager or Lessor of Premises (1) This policy is amended to include as an insured any person or or- ganization (hereinafter called Ad- ditional Insured) from whom you lease or rent property and which requires you to add such person or organization as an Additional Insured on this policy under: (a) a written contract; or (b) an oral agreement or con- tract where a Certificate of Insurance showing that per- son or organization as an Additional Insured has been issued, (2) With respect to the insurance af- forded the Additional Insured identified in Paragraph A.(1) of this endorsement, the following additional provisions apply: (a) This insurance applies only to liability arising out of the ownership, maintenance or use of that portion of the premises leased to you (b) The Limits of Insurance ap- plicable to the Additional In- sured are the lesser of those specified in the written con- tract or agreement or in the Declarations for this policy and subject to all the terms, conditions, and exclusions for this policy. The Limits of Insurance applicable to the Additional Insured are inclu- sive of and not in addition to the Limits of Insurance shown in the Declarations. but the written or oral contract or agreement must be an "insured (c) In no event shall the cov- contract," and, erages or Limits of Insurance in this Coverage Form be in- (i) currently in ef-ect or be- creased by such contract. come effective during the term of this policy; and (d) Coverage provided herein is excess over any other valid (ii) executed prior to the "bodily and collectible insurance injury," "property damage," available to the Additional In- "personal and advertising in- sured whether the other in- jury." surance is primary, excess, APPROVED AS TO Fi`)�' LISA E. SIORCK Assistant Citv Atto n v Includes copyrighted material of Insurance Service Office with Its- permissron. �.. Copyright, Insure Vic fice, Inc., 2001 CG 82 24 (Ed. 12101) XS �� o� Wt EXHIBIT I C S1`10/17/13`PACO330978 -01 574353436 "D /B ORIG IMAGE COPY 0694804 GREAT AMERICAN INSURANCE CO contingent or on any other basis unless a written con- tractual arrangement specifi- cally requires this insurance to be primary. (3) This Insurance does not apply to: (a) Any "occurrence" or offense which takes place after you cease to be a tenant in that premises. (b) Structural alterations, new construction or demolition operations performed by or on behalf of the "Additional Insured." b. Additional Insured - Funding Sources (1) This policy is amended to include as an Insured any Funding Source which requires you in a written contract to name the Funding Source (hereinafter called Addi- tional Insured) as an Insured but only with respect to liability aris- ing out of your premises, "your work" for such Additional Insured, or acts or omissions of such Ad- ditional Insured in connection with the general supervision of "your work" and only to the extent set forth as follows: (a) The Limits of Insurance ap- plicable to the Additional In- sured are the lesser of those specified in the written con- tract or agreement or in the Declarations for this policy and subject to all the terms, conditions, and exclusions for this policy. The Limits of Insurance applicable to the Additional Insured are inclu- sive of and not in addition to the Limits of Insurance shown in the Declarations. (b) The coverage provided to the Additional Insured(s) is not greater than that cus- tomarily provided by the policy forms specified in and required by the contract. (c) In no event shall the cov- erages of Limits of Insurance in this Coverage Form be in- creased by such contract. c. Additional Insured - Contractual Obligations (1) This policy is amended to include as an Insured any person or or- ganization (hereinafter called Ad- ditional Insured) that you are re- quired by a written "insured con- tract" to include as an Insured, subject to all of the following provisions: (a) Coverage is limited to liability arising out of: (i) your ongoing oper- ations performed for such Additional Insured; or (ii) that Insured(s financial control of you; or (iii) the maintenance, opera- tion or use by you of equipment leased to you by such Additional Insured: or (iv) a state or political sub- division permit issued to you. (b) Coverage does not apply to any "occurrence" or offense: (i) which took place be- fore the execution of, or subsequent to the completion or expira- tion of, the written "in- sured contract ". or (ii) which takes place after you cease to be a ten- ant in that premises. )xkz '' J Ro Includes copyrighted material of Insurance Service Office with its�pe.rmis'grySA Copyright, Insure prvi Qlfice, Inc., 2001 art Gii1i !°lt CG 82 24 (Ed 12/01) XS �o V 17 X BIT I ., S1 *10/17/13 *PACO330978 -01 574353436 "D /B ORIG IMAGE COPY 0694804 GREAT AMERICAN INSURANCE CO (c) With respect to architects, engineers, or surveyors, coverage does not apply to "Bodily Injury," "Property Damage," "Personal and Ad- vertising Injury" arising out of the rendering or the fail- ure to render any profes- sional services by or for you including: (i) the preparing, approv- ing, or failing to pre- pare or approve maps, drawings, opinions, re- ports, surveys, change orders, designs or specifications; and (ii) supervisory, inspection, or engineering services. If an Additional Insured endorsement is at- tached to this policy and specifically names a person or organization as an Insured, then the coverage in Section It - WHO IS AN INSURED 5. Automatic Additional Insured(s) does not apply to that person or organization. 2. BLANKET WAIVER OF SUBROGATION SECTION IV - COMMERCIAL GENERAL LIABILITY CONDITIONS, Item 8. is replaced with. 8. Transfer of Rights of Recovery Against Others to us and Blanket Waiver of Subrogation a. If an Insured has rights to recover all or part of any payment we have made under this Coverage Part, those rights are transferred to us. The Insured must do nothing after loss to impair them. At our request, the Insured will bring "suit" or transfer those rights to us and help us enforce them. b. If required by a written "insured con- tract", we waive any right of recovery we may have against any person or organization because of payments we make for injury or damage arising out of your ongoing operations or "your work" clone under a contract for that person or organization and included in the "products- completed operations hazard." 3. NON -OWNED OR CHARTERED WATER- CRAFT Section I - Coverages, Coverage A, Item 2.g.(2) is replaced with: (2) A watercraft you do not own that is: (a) less than 51 feet long; and (b) not being used to carry persons or property for a charge. 4. BROADENED PERSONAL AND ADVERTISING INJURY Unless "Personal and Advertising Injury" is ex- cluded from this policy: SECTION V - DEFINITIONS Item 14. is re- placed by: 14. "Persoral and Advertising Injury" means injury, including consequential "bodily in- jury," arising out of one or more of the following offenses: a. false arrest, detention or imprison- ment; b. malicious prosecution, c. the wrongful eviction from, wrongful entry into, or invasion of the right of private occupancy of a room, dwelling or premises that a person occupies by or on behalf of its owner, landlord or lessor, d. oral, written, televised, videotaped, or electronic publication of material, in any manner, that slanders or libels a person or organization or disparages a person's or organization's goods, pro- ducts or services, e. oral, written, televised, videotaped, or electronic publication of material, in any manner, that violates a person's right of privacy; or Includes copyrighted material of Insurance Service Office with its— peFttLg's`fbrr:' 'r tYoYne" Copyright, Insure rvi fice, Inc., 200'1 Cry * / P �sistani CG 82 24 Ed. 12/01 XS o 4 \, E HIBI I " ��� C SI *10/17/13 "PAC0330978 -01 574353436 "D!B ORIG IMAGE COPY 0694804 GREAT AMERICAN INSURANCE CO f. mental injury, mental anguish, hUrr i- ation, or shock, if directly resulting from Items 14.a. through 14.e. g. the use of another's advertising idea in your "advertisement "; or In. infringing upon another's copyright, trade dress or slogan in your "adver- tisement." 5. MENTAL INJURY, MENTAL ANGUISH, HUMILIATION, OR SHOCK INCLUDED IN BODILY INJURY DEFINITION Section V - Definitions, Item 3, is replaced with 3, "Bodily injury" means physical injury, sick- ness, or disease, including death of a per- son. "Bodily injury" also means mental in- jury, mental anguish, humiliation, or shock if directly resulting from physical injury, sickness, or disease to that person. 6. MEDICAL PAYMENTS A. The Medical Expense Limit in Paragraph 7. of SECTION III - LIMITS OF INSURANCE is replaced by the following Medical Ex- pense Limit, The Medical Expense Limit provided by this policy shall be the greater of: a. $10,000; or b. The amount shown in the Declarations for Medical Expense Limit, B. This provision 7. is subject to all the terms of SECTION III - LIMITS OF INSURANCE. C. This provision 7. does not apply if COVERAGE C. MEDICAL PAYMENTS is excluded either by the provisions of the Coverage Part or by endorsement. 7. DAMAGE TO PREMISES RENTED TO YOU LIMIT A. SECTION III - LIMITS OF INSURANCE Item 6. is replaced with Subject to 5. above, the Damage to Prem- ises Rented to You Limit is the most we will pay under Coverage A for damages because of "property damage" to your building, or to personal property of others in your care, custody and control while at premises rented to you or temporarily occupied by you with permission of the owner, arising out of any one fire, The Damage to Premises Rented To You Limit is replaced by the following Damage to Premises Rented To You Limit. The Damage to Premises Rented To You Limit is the greater of: (1) $300,000; or (2) the amount shown in the Declarations for Damage to Premises Rented to You Limit, B. This provision is subject to all the terms of SECTION III - LIMITS OF INSURANCE. C. This provision 5. does not apply if Damage to Premises Rent to You Liability of COV- ERAGE A (SECTION 1) is excluded either by the provisions of the Coverage Part or by endorsement. 8. SUPPLEMENTARY PAYMENTS A. In the SUPPLEMENTARY PAYMENTS - COVERAGES A and B provision, Item 1.b., and 1.d are replaced with: 1.b. Up to $500 for cost of bail bonds required because of accidents or traf- fic law violations arising out of the use of any vehicle to which the Bodily In- jury Liability Coverage applies. We do not have to furnish these bonds. 1.d. All reasonable expenses incurred by the Insured at our request to assist us in the investigation or defense of the claim or "suit," including actual loss of earnings up to $500 a day because of time off work. This endorsement does not change any other provision of the policy, �Sfant Q�tV! AtTOf:��r Includes copyrighted material of Insurance Service Office with its pea ssion. CG 82 24 (Ed. 12!01) XS Copyrighl, Insure ry j 7fice, Inc., 2001 y ��� E HIBIT I U b'I -1 ullttI1 -Y AUU3 JUU I25 -U1 b /4Jb343b `Ulb OHIG IMAGE COPY 0694804 GREAT AMERICAN INSURANCE CO �— Admin,stiative 0ffiees CG 20 2 6 E d. 0 4/ 1 3 'sot E4th street ( ) - Oncunti OH 45202-4201 sTY=A79A10JCAA 513309SGGGph: Policy: PAC 033 -09.78 01 INSOANGE GPOUP THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART chedu I Jame of Additional Insured Person(s) or Organizatlon(s): ;ITY OF SANTA ANA, ITS OFFICERS, EMPLOYEES, AGENTS, VOLUNTEERS, AND REPRESENTATIVES ;ITY OF SANTA ANA 000 E. SANTA ANA BLVD. SUITE 200 SANTA ANA, CA 92701 H INSURANCE IS PRIMARY AND NON- CONTRIBUTORY PER FORM CG20.01. Information required to complete this Schedule, if not shown above, will be shown in the Declarations A. SECTION II - WHO IS AN INSURED is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury," "property damage" or "personal and advertising Injury" caused, In whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: 1. in the performance of your ongoing operations; or 2, in connection with your premises owned by or rented to you. However: 1, the insurance afforded to such additional insured only applies to the extent permitted by law; and 2. if coverage provided to the Additional Insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. Copyright, ISO Properties, Inc.,. 2012 CG 20 26 04/13 (Page 1 of 2 - t�. 7;S qCV 26AA 08 A'aoYnE'11A 5 l' I U/ 1// 13` FAU03309(8 -01 574353436 `D /B ORIG IMAGE COPY 0694804 GREAT AMERICAN INSURANCE CO Adminis talive Offices CG 2.0 26 E d. 0 4/ 1 3 601 EAth Street I ) Vincinnati 6Ii 45202 -42111 6133095000ph Policy: PAC 033 -09 -78 01 INSDANGE GNOOP THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION B. With respect to the insurance afforded to these Additional Insureds, the following is added to SECTION III LIMITS OF INSURANCE: If coverage provided to the Additional Insured is required by a contract or agreement, the most we will pay on behalf of the Additional Insured is the amount of insurance: 1. required by the contract or agreement; or 2, available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations. Copyright, ISO Properties, Inc., 2012 CG 20 26 04113 (Page 2 of 2) _ -' -PryRV1 — LISA F�c'IORCiti �As,l,ient Gth1 A'ttpl'n �1 09 � AGREEMENT UNDER THE WORKFORCE INVESTMENT ACT THIS AGREEMENT, made and entered into this 1" day of July, 2014, by and between the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ( "CITY ") and Orange County Children's Therapeutic Arts Center a non- profit corporation ( "CONTRACTOR "). RECITALS: A. CITY has been designated a Local Workforce Investment Area (LWIA) under the Workforce Investment Act of 1998, Public Law 105 -220 ( "the Act "). B. The State of California has created the LWIA to administer the Act programs operated by the State of California pursuant to the Act. C. As a LWIA, CITY is entitled to receive federal funds to establish programs to prepare economically disadvantaged youths for entry into the labor market and to provide basic skills development to those individuals who are economically disadvantaged or otherwise face serious barriers to succeeding in life. One goal of California's Workforce Investment System is to provide youth with the opportunities to achieve career goals that will allow them to successfully compete in the labor market and prepare them for higher education. D. CONTRACTOR is experienced in operating education, occupational development and employment programs for economically disadvantaged youth for entry into the labor market ( "said program"), E. CONTRACTOR is willing to operate said program pursuant to the Act and California law. WHEREFORE, for and in consideration of the respective and mutual covenants and promises hereinafter contained and made, and subject to all the terms and conditions hereof, the parties hereto do hereby agree as follows: I. CONTRACTOR'S OBLIGATIONS A. CONTRACTOR agrees to provide the following services pursuant to said program, as more specifically set forth in CONTRACTOR'S Program Narrative contained in "Exhibit A" and in the Performance Standards "Exhibit B ", attached hereto and by this reference incorporated herein. CONTRACTOR'S failure to provide said services may be grounds for CITY to readjust the level of payment to CONTRACTOR otherwise provided for hereinafter. B. CONTRACTOR agrees to provide benefits to individuals who participate in the activities and services funded by this Agreement ( "participants ") in accordance with the standards and requirements set forth in Workforce Investment Act of 1998, Public Law 105 -220. 25A -110 Page 1 of 15 C. CONTRACTOR agrees to perform the services set forth herein in a professional, timely and diligent manner. D. CONTRACTOR shall provide wages and benefits to individuals who participate in the activities and services funded by this Agreement in accordance with the standards and requirements of the Act, including Section 181 of the Act. E. CONTRACTOR shall adhere to the Labor Standards described in the Act including Section 181 of the Act. F. CONTRACTOR agrees to comply with the "Complaint Handling Procedures Under the WIA ", attached hereto as "Exhibit C" and incorporated herein as though fully set forth in 20 CFR §667.200, Subpart F. CONTRACTOR shall advise participants of their rights to file complaints under the Act and the procedures for resolution of any complaints. CITY's procedures for handling complaints alleging a violation of the Act, regulations, grants, or other agreements under the Act shall be followed and any decision of CITY, the State or the federal government relating to the complaint shall be binding and followed by CONTRACTOR. CONTRACTORS who are employers shall operate a grievance system that incorporates CITY's procedures for resolution of complaints relating to the terms and conditions of employment; these procedures shall be approved in writing by CITY. G. As a condition of this award of financial assistance under the Act to CONTRACTOR from CITY, CONTRACTOR assures, with respect to operation of all programs or activities funded with funds provided pursuant to the Act, and all agreements or arrangements to carry out such programs or activities, that it will comply fully with the nondiscrimination and equal opportunity provisions of the Act (Section 188) and compliance with Equal Employment Opportunity provisions in Executive Order (E.O.) 11246, as amended by E.O. 11375 and supplemented by the requirements of 41 CFR Part 60; the Nontraditional Employment for Women Act of 1991; Title VI of the Civil Rights Act of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; the Americans with Disabilities Act of 1990; and with all applicable requirements imposed by or pursuant to regulations implementing those laws, including, but not limited to, 29 CFR Part 33 and 37. The United States, the State of California and CITY have the right to seek judicial enforcement of this assurance. H. CONTRACTOR agrees that no participant(s) shall commence training prior to the approval of funding pursuant to Section 123 of the Act. I. CONTRACTOR agrees to maintain such records and submit such reports, data and information, on the form and containing such information, at such times as CITY may request or require regarding the performance of CONTRACTOR'S services or activities, costs or other data, including but not limited to, participants' attendance, payroll records and job duty statements. CONTRACTOR agrees to forward to the Santa Ana Work Center Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California 92701 completed Workforce Investment Act Application form and supporting documents; a complete Workforce Investment Act Enrollment; any subsequent updates to; Workforce Investment Act Youth Test Scores form; Workforce Investment Act Exit form upon completion/termination of active enrollment of participant; and the Workforce Investment Act Follow -Up form within 20 days following 30, 60, 90,180, 270, and 360 days of exit. Contractor agrees to enter information on the State of California's CalJobs database 25A -111 Page 2 of 15 system as instructed and requested by the Santa Ana Work Center Administration. CITY, the State of California and the United States government and /or their representatives shall have access for purposes of monitoring, auditing and examining of CONTRACTOR'S activities, performance, books, documents, papers, and records of CONTRACTOR subcontractors, bookkeepers and accountants, and employees and participants related to this Agreement. Such agencies or representatives shall also schedule on -site monitoring in their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants and entering any premises or onto any site in which any of the services or activities funded hereunder are conducted or in which any of the records of CONTRACTOR are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law. In the event CONTRACTOR does not make the above - referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. All accounting records and evidence pertaining to all costs of CONTRACTOR and all documents related to this Agreement shall be kept available at the location where CONTRACTOR conducted the program, as well as in the County of Orange, for the duration of this Agreement and thereafter for three (3) years after completion of an audit. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which CITY, the State of California or the United States Government take exception, shall be retained beyond the three (3) years until resolution of disposition of such appeals, litigation, claims, or exceptions. J. Without prejudice to any other section of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. Notwithstanding the foregoing, CONTRACTOR agrees to submit to CITY, the State of California and /or the United States Govermment or their representatives, all records requested for administrative purposes, including audits, examinations, monitoring and verification of records submitted by CONTRACTOR, costs incurred and services rendered hereunder. K. CONTRACTOR agrees to complete in triplicate, a monthly Invoice /Voucher on CITY's Invoice /Voucher form, showing in detail the amount of money already expended by CONTRACTOR hereunder, as this is a cash reimbursement contract. Accounting records must be supported by such source documentation such as cancelled checks, paid bills, payrolls, time and attendance records, contract and subgrant award documents [29 CFR —Subpart C, Section 97.20 (b)(6)]. CONTRACTOR agrees to submit the above - stated documents to the WIB Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California, 92701, by the tenth (10th) day of the month following the month in which CONTRACTOR'S services are performed. Should CONTRACTOR fail to deliver said documents to CITY, CITY shall have the option to cancel this Agreement by giving CONTRACTOR ten (10) days written notice thereof. CONTRACTOR shall either return to the CITY excess revenues over costs or use such excess revenues as program income by utilizing such program income for additional training activities authorized under the Act. L. CONTRACTOR agrees to expend all funds in accordance with all applicable 25A -112 Page 3 of 15 federal, state and local laws and regulations. CONTRACTOR also agrees to provide at CONTRACTOR'S own expense supplies and other costs of said PROGRAM. M. CONTRACTOR shall arrange independently for an audit that includes WIA funds received from CITY, in accordance with the Act, 20 CFR Section 667.200 and OMB Circular A- 133. CONTRACTOR shall submit one original of each required audit report to CITY within (30) days after the date received by CONTRACTOR. Should CONTRACTOR fail to comply with these requirements, CITY may at its option withhold payment of funds, or disallow funds or suspend additional grant funds. N. CONTRACTOR shall not expend funds pursuant to this Agreement to provide services to any participant where costs of training are paid for by any other person or entity. O. CONTRACTOR shall comply with the provisions of Circular A -102 of the U.S. Office of Management and Budget (OMB) and the related "Common Rule" entitled "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Government ", Subpart C, paragraphs 37 and 42, Circular A -128, and all other applicable federal statutes and executive orders and their implementing regulations, including regulations at 29 CFR Part 97. P. CONTRACTOR shall comply with the requirements of federal regulations found at 29 CFR 93 which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, member of Congress or an officer or employee of a member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a Certification Regarding Lobbying to that effect in a form as set forth in "Exhibit D," attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed Certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. Q. CONTRACTOR agrees to provide a drug -free work place and to execute a Drug Free Workplace Certification as set forth in "Exhibit E" attached hereto and incorporated herein by this reference. R. CONTRACTOR, in accordance with the Child Support Compliance Act, recognizes and acknowledges the importance of child and family support obligations and shall fully comply with all state and federal laws relating to child and family support enforcement, including, but not limited to: disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the state Family Code; and, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Employee Registry maintained by the California Employment Development Department (EDD). S. CONTRACTOR agrees to comply with all applicable provisions of the ACT and the federal regulations, including but not limited to the regulations found at 20 CFR part 629. 25A -113 Page 4 of 15 T. CONTRACTOR agrees to that it is in compliance with the Certification Regarding Debarment ( "Exhibit F") as required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160- 19211). U. CONTRACTOR agrees to provide priority of services for veterans and eligible spouses pursuant to 20 CFR part 1010 and the regulations implementing priority of service for veterans and eligible spouses in Department of Labor job training programs under the Jobs for Veterans Act published at 73 Fed.Reg. 78132 on December 19, 2008. V. CONTRACTOR acknowledges that the official name for the statewide system of providing employment and training through the WIA partnerships and various other local programs is "America's Job Center ". To achieve the goals of this grant, it is important that the public has a quick and easy method to identify that the projects or programs they are taking part in are part of the "America's Job Center ". CONTRACTOR agrees to place the America's Job Center logo, in accordance with the State of California guidelines for such use, on all public materials such as statements, press releases, brochures, advertisements, reports and other documents describing projects or programs funded in whole or in part with WIA funds. When the America's Job Center logo is used, CONTRACTOR may accompany it with the following statement, "The (Program Name) is a proud partner of the America's Job Center network ". CONTRACTOR shall not use the America's Job Center logo in any manner that would imply that the State of California endorses a commercial product, service or activity. IL CITY'S OBLIGATIONS A. CITY agrees to pay to CONTRACTOR when, if and to the extent federal funds are received under the provisions of the Act a sum not to exceed $212,800 for CONTRACTOR'S performance in accordance with the Budget attached hereto as "Exhibit G" during the period of this Agreement. Said sum shall be paid after CITY receives invoices submitted by CONTRACTOR as provided hereinabove. B. CONTRACTOR has the ability to adjust line item amounts in the budget with the approval of the Executive Director, so long as the total Budget amount does not increase. C. CITY agrees to provide for on -site monitoring reviews of said program operation at least annually. In addition, monthly desk -top reviews of pertinent information will be conducted. D. CITY has the right to de- obligate the funds hereunder and take such funding back from CONTRACTOR due to any of the following reasons: (a) lack of performance by CONTRACTOR; (b) lack of fiscal accountability of CONTRACTOR; or (c) decrease in available funding. III. TERM OF AGREEMENT This Agreement shall commence on July 1, 2014 and all duties arising under this Agreement shall have been performed by June 30, 2015. The term of this Agreement may be extended 25A -114 Page 5 of 15 by a writing executed by the City Manager and the City Attorney. IV. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. V. WORKER'S COMPENSATION AND EMPLOYER'S RIGHTS A. CONTRACTOR shall use appropriate funds received from CITY to provide workers' compensation to all those hired by CONTRACTOR under this Agreement. B. CONTRACTOR shall have the right to hire, dismiss, or promote its employees or contract personnel hired under this Agreement so long as its hiring or dismissal policy or standard does not violate Title VII of the Civil Rights Act of 1964, Fair Labor Standards Act of 1938, or any other applicable law, and CONTRACTOR maintains itself as an Equal Opportunity employer. VI. APPLICABLE GUIDELINES A. The parties hereto agree that CONTRACTOR shall comply with all applicable federal and state laws and regulations, including, but not limited to the Performance Standards (Exhibit B) and general program requirements described in Sections 106 and 141 of the Act (29 USC Sections 1516 and 1551) and applicable regulations, and the U.S. Department of Labor guidelines and regulations, including amendments or revisions made during the terms of this Agreement. Said applicable laws are hereby incorporated by reference and made as part of this Agreement as though fully set forth herein. B. CONTRACTOR also assures and certifies that: 1. CONTRACTOR acknowledges and confirms that the U.S. Department of Labor has established three (3) common measures for youth: (a) Placement in employment or education; (b) Attainment of degree or certificate; and, (c) Literacy or numeracy gains. Pending WIA reauthorization and or U.S. Department of Labor and EDD updates, Contractor agree to implement and shall meet any additional performance measures that may be subsequently required by the Workforce Investment Act or by any other Federal, State, and local law. 2. CONTRACTOR shall comply with Title VII of the Civil Rights Act of 1964 (P.L. 83 -354) and in accordance with Title VII of the Act, no person shall, on the grounds of race, 25A -115 Page 6 of 15 color, religion, sex, age, handicap or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 3. CONTRACTOR shall comply with any and all federal laws limiting the political activity of employees hired under this Agreement. 4. CONTRACTOR shall comply with the requirements that no program under the Act shall involve political activities. 5. RECORD INSPECTION. CONTRACTOR shall provide the U.S. Department of Labor and the Controller General, by and through any authorized representative, as well as the WIB Administrative Office, access to and the right to examine all records, books, papers or documents relating to the accounting and use of funds under this Agreement for a three -year period from and after the effective date of this Agreement. 6. No person with responsibilities in the operation of any program under the Act shall discriminate with respect to any program participant or any application for participation in such program because of race, creed, color, national origin, sex, political affiliation or beliefs. 7. CONTRACTOR shall maintain appropriate standards for health and safety in work and training situations. 8. CONTRACTOR shall comply with general provisions, assurances, and execute the Assurances and Certifications attached hereto as "Exhibit H" and incorporated herein. 9. EQUAL OPPORTUNITY. Any literature distributed by CONTRACTOR for the purpose of apprising businesses, participants, or the general public of its programs under this Agreement shall state that its programs are supported by the City of Santa Ana and the Santa Ana Workforce Investment Board, and shall state that the program is an "equal opportunity employer /program" and that "auxiliary aids and services are available upon request to individuals with disabilities." 10. Based on the population eligible to be served, or likely to be directly affected by the WIA program or activity, the services or information may need to be provided in a language other than English in order to allow such population to be effectively informed about or able to participate in the program or activity. Pursuant to 29 CFR 37.35, CONTRACTOR must take reasonable steps to provide services and information in appropriate languages after considering the scope of the program or activity, and the size and concentration of the population that needs services or information in a language other than English. 11. CONTRACTOR certifies that all property, finished or unfinished documents, data, studies and reports prepared or purchased under this Agreement, will be disposed of in accordance with the direction of the CITY. In addition, any tools and /or equipment furnished to the CONTRACTOR by the CITY and /or purchased by the CONTRACTOR with funds pursuant to this Agreement, will be limited to use within the activities outlined in this agreement and will remain the property of the United States Government and /or CITY. Upon termination of this Agreement, CONTRACTOR will immediately return such tools and /or equipment to the CITY or dispose of them in accordance with the direction of the CITY. 25A -116 Page 7 of 15 12. CONTRACTOR certifies that this Agreement does not provide for the advancement or aid to any religious sect, church or creed, or sectarian purpose nor does it help to support or sustain any school, college, university, hospital or other institution controlled by any religious creed, church, or sectarian denomination, as specified by Article XVI, Section 5, of the Constitution of the State of California, regarding separation of church and state. 13. PATENT, COPYRIGHTS AND RIGHTS IN DATA. The CONTRACTOR will disclose to the CITY any invention, written product, computer program developed or data assembled as a result of performance of work under this Agreement within seventy four (74) days of invention, development or assembly. The CITY, State of California, and U.S. Department of Labor will have the right to patent any invention and copyright any written product or computer program or data generated by CONTRACTOR. Upon written request, CONTRACTOR will transfer all pertinent information, specifications and right, title and interest to the designated agency. 14. INVENTIONS, PATENTS AND COPYRIGHTS. A. Reporting Procedure. If any project produces patentable items, patent rights, processes, or inventions in the course of work under a U.S. Department of Labor (DOL) grant or agreement, the CONTRACTOR shall report the fact promptly and fully to the CITY. The CITY shall report the fact to the Grant Officer, at the DOL. Unless there is a prior agreement between the CITY and the DOL and its representative on these matters, the DOL shall determine whether to seek protection on the invention or discovery. The DOL and its representative shall determine how the rightsin the invention or discovery, including rights under any patent issued thereon, will be allocated and administered in order to protect the public interest consistent with the "Governmental Patent Policy" (President's Memorandum for Heads of Executive Departments and Agencies, August 23, 1971, and Statement of Government Patent Policy as printed in 36 FR 16889). B. Copyright Policy, 1. Unless otherwise provided in the terms of the grant or agreement, when copyright- able material is developed in the course of or under a DOL Grant or agreement, the author and the CITY which developed the work is free to copyright material or to permit others to do so. The CONTRACTOR and the Workforce Investment Board (WIB) shall have a royalty -free, nonexclusive and irrevocable license to reproduce, publish, use and to authorize others to use all copyrighted material. 2. The DOL reserves a royalty -free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a) The copyright in any work developed under any grant, sub - grant, or contract under a grant or subgrant; (b) Any right of copyright to which a grantee, subgrantee or a CONTRACTOR purchases ownership with grant support; and (c) CONTRACTOR shall comply with the requirements of 29 CFR Part 97.34. C. Rights to Data. The DOL and the CITY shall have unlimited rights to any data first procured or delivered under this Agreement. 15. CLEAN AIR / CLEAN WATER ACT. If the grant hereunder exceeds $100,000, CONTRACTOR must comply with Section 306 of the Clean Air Act [(42 USC 1875(h)]; Section 508 of the Clean Water Act (33 USC 1368); Executive Order 11738 and Environmental 25A -117 Page 8 of 15 Protection Agency ( "EPA ") regulations (40 CFR Part 15) as any may now exist or be hereafter amended. Under these laws and regulations, the CONTRACTOR assures that: (a) No facility to be utilized in the performance of the proposed grant has been listed on the EPA List of Violating Facilities; (b) It will notify CITY prior to award of the receipt of any communication from the Director, Office of Federal Activities, U.S. EPA, indicating that a facility to be utilized for the grant is under consideration to be listed on the EPA List of Violating Facilities; (c) It will notify the CITY and the EPA about any known violation of the above laws and regulations. 16. CONTRACTOR agrees to adhere to the following STANDARDS OF CONDUCT: a. General Assurance. Every reasonable course of action will be taken by CONTRACTOR in order to maintain the integrity of this expenditure of public funds and to avoid favoritism. This Agreement will be administered in an impartial manner, free from errors to gain personal, financial, political gain. CONTRACTOR, its officers and employees, in administering this Agreement, will avoid situations which give rise to a suggestion that any decision was influenced by prejudice, bias, special interest or desire for personal gain. b. Employment of Former State or CITY Employees CONTRACTOR will ensure that any of its employees who were formerly employed by the State of California or CITY, in position that could have enabled such individuals to impact policy regarding or implementation of programs covered by this Agreement, will not be assigned to any part or phase of the activities conducted pursuant to this Agreement for a period of not less than two (2) years following the termination of such employment. c. Conducting Business Involving Relatives. No relative by blood, adoption or marriage of any executive or employee of CONTRACTOR will receive favorable treatment when considered for enrollment in programs provided by, or employment with, CONTRACTOR. d. Conducting Business Involving Close personal Friends and Associates. Executives and employees of CONTRACTOR will be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, in administering this Agreement, will exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for CONTRACTOR to conduct business with a friend or associate of an executive or employee of CONTRACTOR, an elected official in the area or a voting or non- voting member of the Workforce Investment Board (WIB), a permanent record of the transaction will be retained. e. Avoidance of Conflict of Economic Interest. No executive or employee of CONTRACTOR elected official in the area, or voting or non- voting member of a WIB, will solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part by CONTRACTOR or CITY. Supplies, materials, equipment or services purchased with Agreement funds will be used solely for purposes asserted or allowed under this Agreement. No voting member of the WIB will cast a vote on the provision of services or vote on any matter which 25A -118 Page 9 of 15 would provide direct financial benefit to that member or any business or organization which the member directly represents. f. Salary and Bonus Limitations. All Subrecipients of WIA program funds are required to comply with federal requirements regarding the limitations on salary and bonus payments in accordance with Public Law 109 -149, Section 7013. VII. HOLD HARMLESS A. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers' compensation claims, resulting from or arising out of the negligent acts, errors or omission of CONTRACTOR, its employees or subcontractors. B. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from and against any and all claims, demands, suits, actions or proceedings therefore, resulting from or arising out of the intentional or malicious acts of CONTRACTOR, its employees or subcontractors. VIII. INSURANCE 1. Commercial General Liabilitv. CONTRACTOR agrees to obtain and keep in force during the term of this Agreement a policy of comprehensive commercial general liability insurance insuring the State of California, CITY, and CONTRACTOR against any liability for accident, injury or death arising out of or in consequence of this Agreement. Such insurance shall be in an amount not less than One Million Dollars ($1,000,000.00) for any injury to or death of any person or persons in any single accident or occurrence. Said policy of comprehensive general liability insurance shall be endorsed to provide to CITY and to the State of California, Employment Development Department, at least thirty (30) days written notice prior to cancellation; name CITY, its officers, agents, employees, and volunteers, and the State of California, its officers, employees, and volunteers as Additional Insured; and state that such coverage is primary to any other coverage or self - insurance of the State of California and CITY (in substantially the form as Exhibit I, Additional Insured Endorsement, attached hereto). Governmental entities may substitute a certificate of self - insurance. 2. Automobile Liability Coverage. CONTRACTOR shall also obtain and maintain, during the effective period of this Agreement, broad form automobile liability coverage with at least $1,000,000 limit unless reduced by CITY, which applies to both owned/leased and non -owned automobiles used by CONTRACTOR employees or participants in performance of this Agreement, or, in the event that CITY will not utilize such owned /leased automobiles but intends to require employees, participants or other agents to utilize their own automobiles in the performance of this Agreement, CONTRACTOR shall secure and maintain on file from all such employees, participants, or 25A -119 Page 10 of 15 agents as self - certification of automobile insurance coverage. Governmental entities may substitute a certificate of self - insurance. 3. Workers' Compensation. If CONTRACTOR is an "employer ", as set forth in California Labor Code Section 3300 et seq., or utilizes participants as "employees," as set forth in California Labor Code Section 3350 et seq., CONTRACTOR shall obtain and keep in force during the term of this Agreement full Workers' Compensation insurance coverage for injuries suffered by participants. Said insurance policy shall guarantee CITY at least thirty (30) days written notice of cancellation or modification. CONTRACTOR shall carry medical and accident insurance for those participants not qualifying as "employees" for Worker's Compensation Coverage, pursuant to California Labor Code Section 3350, et seq. 4. Equipment Coverage. CONTRACTOR shall purchase a policy or policies of insurance covering loss or damage to any and all Equipment provided to or purchased by CONTRACTOR in accordance with this Agreement. Said insurance shall be in the amount of the full replacement value thereof, providing protection against the classification of fire, extended coverage, vandalism, malicious mischief, theft, and special extended perils. Governmental entities may substitute a certificate of self - insurance. 5. Youth Protection. To maintain a safe environment, funded youth providers that serve youth under the age of 18 will need to provide a Youth Protection Policy and proof of Sexual Abuse & Molestation insurance coverage of at least $2,000,000. Youth providers will be held responsible for conducting a background clearance (live -scan) for staff that have direct interaction with youth participants that are under the age of 18. 6. Proof of Insurance. Certificates and endorsements must be submitted and approved by CITY prior to any work under this Agreement. CONTRACTOR understands that CITY will make no payments under this Agreement until the required certificates and endorsements have been approved by CITY. IX. CORPORATESTATUS All corporate contractors shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board and Internal Revenue Service. Any change in corporate status or suspension shall be reported immediately to CITY. X. ASSIGNABILITY None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. 25A -120 Page 11 of 15 XI. LAWS GOVERNING THIS AGREEMENT In its performance under this Agreement, CONTRACTOR shall fully comply with the requirements of the following, whether or not otherwise referred to in this Agreement: 1. The Act and all applicable federal statutes, regulations, policies, procedures and directives, including but not limited to, 20 C.F.R. Parts 652 and 660 through 671. 2. All applicable State statutes, regulations, policies, procedures and directives; 3. All applicable CITY policies, procedures and directives; 4. All applicable local ordinances and requirements, including use permits and licensing; 5. Court orders applicable to its operation; and, 6. The terms and conditions of this Agreement. If any of the foregoing is enacted, amended, or revised, CONTRACTOR will comply with such or will notify CITY after enactment or modification that it cannot so comply. CITY may thereupon terminate this Agreement, if necessary, XII. EXCLUSIVITY AND AMENDMENT OF AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONTRACTOR by CITY, and contains all the covenants and agreements between the parties with respect to such employment. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. XIII. FRAUD CONTRACTOR shall immediately report to CITY all instances and facts concerning possible fraud, abuse or criminal activity relating to expenditure or receipt of finds under this Agreement. XIV. CONTINGENCY OF FUNDS CONTRACTOR acknowledges that approval of and funding for this Agreement is contingent upon State approval, and funds received or obligated from the State of California to CITY. If such approval of funds is not forthcoming, or is otherwise limited, CITY shall immediately notify CONTRACTOR. Within twenty (20) days of receipt of such notice, CONTRACTOR shall modify or cease operations as directed by CITY and negotiate necessary modification to this Agreement and /or reimbursement of costs incurred hereunder. 25A -121 Page 12 of 15 XV. TERMINATION A. This Agreement may be terminated by either party at its sole discretion, upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. However, CONTRACTOR may not terminate this Agreement if undue hardship will result to any participant. B. In the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (1) any payments made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by CITY in obtaining substitute performance. XVI. DISPUTES Except as otherwise provided in this Agreement, any dispute concerning any question arising under this Agreement shall be decided by CITY. In such a case CITY shall reduce its decision to writing and mail or otherwise furnish a copy thereof to CONTRACTOR. The decision of the City shall be final and conclusive unless within thirty (30) calendar days from the mailing or delivery of such copy, CITY receives from CONTRACTOR written request to appeal said decision. Procedures governing the appeal shall be prescribed by CITY and /or the State of California in accordance with the Act and all corresponding regulations and OMB circulars. Pending final disposition of the appeal, CONTRACTOR shall act in accordance with CITY's decision unless the dispute involves a change order. XVII. BREACH - SANCTIONS If, through any cause, CONTRACTOR violates any of the terms and conditions of this Agreement, and /or prior agreements whereby grant funds were received by CONTRACTOR pursuant to this Agreement, or if CONTRACTOR reports inaccurately or if any Audit Report makes disallowances, CONTRACTOR shall promptly remedy its acts or omissions and /or repay CITY all amounts due CITY as a result of CONTRACTOR's violation. For any such failures or violations, CITY shall also have the right at its sole discretion to either: (1) discontinue program support until such time as CONTRACTOR fulfills its obligations or remedies all violations of this Agreement or prior agreements; and /or (2) collect outstanding amounts as determined by CITY due CITY by offsetting or debiting from current claims or invoices, if after thirty (30) days' written notice CONTRACTOR has failed to repay same or a repayment schedule has not been made; and /or (3) terminate this Agreement by giving written notice to CONTRACTOR of such termination in accordance the notice provision in Paragraph XVIII herein below. 25A -1 22 Page 13 of 15 XVIII. NOTICES All notices, reports and correspondence between the parties hereto respecting this Agreement shall be in writing and deposited in the United States Mail, postage prepaid, addressed as follows: CITY: City of Santa Ana Manager, WIB Administrative Office P.O. Box 1988 (M -73) Santa Ana, CA 92702 CLERK: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Telefacsimile (714) 647 -6956 CONTRACTOR: Orange County Children's Therapeutic Arts Center 2215 N. Broadway, Santa Ana, CA 92706 Phone: (714) 547 -5468 Fax: (714) 564 -9690 XIX. MERGER This Agreement, together with the attachments hereto, expresses the total understanding of the parties. There are no oral understandings of the parties or terms and conditions other than as stated herein. XX. VALIDITY The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. XXI. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indenuiify CITY fully, including reasonable costs and attorney's fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 25A -123 Page 14 of 15 IN WITNESS WHEREOF, the patties hereto have executed this Agreement the date and year first above - written. ATTEST: Maria D. I Iuizar Clerk of the Council APPROVED AS TO FORM: Sonia R. Carvalho City Attorney BY: Lisa Storck Assistant City Attorney "CITY" By: David Cavazos City Manager "CONTRACTOR" BY: Name: Dr. Ana Jimenez -Hami Title: Executive Director Tax ID 9: 33- 0930891 25A -124 Page 15 of 15 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal RFP# 14 -007 PROPOSER APPLICATION Agency Legal Name Orange County Children's Therapeutic Arts Center Agency DBA Orange County Children's Therapeutic Arts Center (OCCTAC) Program Name Job Training for Youth with Disabilities, Probation, Foster Youth & HS Dropouts Program Address 2215 North Broadway, Santa Ana, CA 92606 Corporate Office Address 2215 North Broadway, Santa Ana, CA 92606 Contact Person & Title Dr. Ana Jimenez -Hami, Executive Director Email ana @occtac.org Telephone # (714) 547 — 5468 ext. 307 Fax # (714) 564 -9690 Federal ID Number 33- 0930891 AGENCYSTATUS Public Non - Profit X Corporation uition Private Non -Profit Fundraising Years in Operation. 14 Private for Profit 1$130,000 Government 1$50,000 Other 8:30 -8:30 PRIMARY FUNDING SOURCES Funding Source Grants Contracts uition IDonations Fundraising Amount $750,000 1$300,000 J$200,000 1$130,000 J$70,000 1$50,000 HOURS OF OPERATION AND DAYS Days Monday I Tuesday Lwednesday I Thursday Friday Saturday I Sunday Hours 8:30 -8:30 pm 8:30- 8:30pm 8:30 -8:30 pm 8:30 -8:30 pm 8:30 -8:30 8:00- 5:00pm CLOSED TARGET POPULATION Older Youth 17 -21 Younger Youth 16 -21 Out -of- School 27 3 In- School 7 # of YOU to be Served in 2014 -2015 127 1 Total WIA Funds Requested $212,800 In compliance with the RFP noted above, and subject to the conditions thereof, the undersigned offers to furnish the services stipulated and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this RFP and is authorized to contract on behalf of the agency named above. Signature Executive Director 3 -19 -2014 Title Date EXHIBIT A 25A -125 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal PROPOSAL CHECKLIST This checklist is provided to assist the proposer in ensuring that a complete proposal is submitted. Failure to include any applicable forms will result in a disqualification of the proposal. The City reserves the right to withdraw consideration of any proposal if evidence of compliance is not provided or if compliance status changes during the RFP process. Check box if documents are attached to Proposal packet in the following order: 1 Original Proposal Packet should include all the following attachments with original signatures. ❑ Proposer Application (Cover Page) ❑ Proposal Checklist ❑ Proposal ❑ A— Budget Narrative ❑ B— Budget Form ❑ C— Letter of Support (partner agency) ❑ D— Letter of Commitment (employers) ❑ E —Work Based Learning Policy ❑ Letter of Intent (training) ❑ Supportive Service Policy ❑ Incentive Policy ❑ I— Procurement Policy & Procedures ❑ J— Program Documents, Logs, Timecards, Records ❑ K —YSPN Member Performance Plan ❑ L— Assurances & Certificates M- ❑ Certificate Regarding Debarment N- ❑ Certificate Regarding Lobbying ❑ O— Americans with Disabilities Act & Equal Opportunity Law ❑ P —Youth Protection Policy (if serving minors) ❑ Q— Audited Financial Statement Form ❑ R —IRS Form 990 ❑ S— Non - Profit Verification Form (if applicable) ❑ T— Audited Financial Statement (most recent) ❑ U— Audited Financial Statement (2 °6 most recent) ❑ V— Agency Experience Verification Form 7 Proposal Packet Copies should include the following attachments. ❑ Proposer Application (Cover Page) ❑ Proposal Checklist ❑ Proposal ❑ A— Budget Narrative ❑ B— Budget Form ❑ C— Letter of Support (partner agency) ❑ D— Letter of Commitment (employers) ❑ E —Work Based Learning Policy F- ❑ F— Letter of Intent (training) G- ❑ G— Supportive Service Policy H- ❑ H— Incentive Policy ❑ K —YSPN Member Performance Plan ❑ P —Youth Protection Policy (if serving minors EXHIBIT A 25A -126 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal 2014 -2015 YOUTH WORKFORCE INVESTMENT ACT PROPOSAL I. Experience /Qualifications A. Briefly describe your agency -The Orange County Children's Therapeutic Arts Center ( OCCTAC) is recognized as one of Santa Ana's leading community builders for children, youth and families. We prioritize on serving at -risk youth, foster youth and youth with disabilities, including: learning disabilities, health impairments, developmental disabilities, and others. Our programs integrate youth with and without disabilities in a nurturing, community -based environment that teaches respect, disability awareness, and full inclusion. Most of the youth and families that we serve come from the City of Santa Ana, and have very limited financial and educational resources. OCCTAC offers a wide variety of educational, artistic and therapeutic programs to the community. Please See Table 3 (page 9) and Table 4 (page 10) for more detailed information on OCCTAC programs. B. List the facility address and address of headquarters if different location. Please include major cross streets. OCCTAC's address is 2215 North Broadway in Santa Ana. Most of the services will be provided at our current facility located between Main, Broadway, and Buffalo streets. The exception might be when the program requires interaction and support with partnering agencies and employment related opportunities. If participants have transportation challenges, we will assist them in finding alternate transportation, such as public transportation, and Metrolink. Also, WIA youth with disabilities will be assisted to obtain services through ACCESS, which serves individuals with disabilities. Furthermore, participants will be provided with bus passes by OCCTAC or the SAUSD TPP program staff to alleviate transportation challenges. C. Indicate hours of operation for facility. OCCTAC has long operations hours of operation. Also, we are open in the evenings and in the weekends. See below hours of operation for OCCTAC: I,: a s Monda Tuesda Wednesda Thursda Frida Saturda Sunda Howl 8:30 a.m. - 8:30 p.m. 8:30 a.m. - 8:30 p.m. 8:30 a.m.- 1 8:30 p.m. 8:30 a.m. - 8:30 P.M. 1 8:30 a.m. - 830 P.M. 8:30 a.m. - 5:00 p.m. Closed D. Briefly indicate what makes your facility youth friendly and suitable for the proposed program. OCCTAC has been in operation for 14 years providing many services to the Santa Ana community. Our programs prioritize on youth. Our facility is located strategically close to bus terminals for the convenience of the youth and our families. There are many SAUSD schools in the vicinity, as well as easy access to public transportation. Youth can also take the bus or in some instances walk to the Center. Also, our facility is accessible and compliant with all ADA guidelines and regulations. In summary, our facility, hours of operations, location, and wide variety of programs make our services very accessible, a facility youth friendly and suitable for the proposed WIA program. E. Provide brief information on the following elements: 1. Average annual operating budget and sources of revenue - The average annual operating budget for the OCCTAC is $700,000. OCCTAC's sources of revenue come from a variety of sources, including: contracts, grants, fee for service, private donations, public donations, and fundraising. In addition, OCCTAC is expanding an important contract this year with the County of Orange, Health Care Agency to expand our Family Wellness Program. 2. Brief description of staff - OCCTAC is staffed by highly qualified bilingual staff, including: EXHIBIT A 25A -127 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal credentialed teachers /educators, case managers, artists, therapists, and counselors certified to provide services to youth with and without disabilities. There are 5 -Full -time staff and 45- Part -time employees who are employed in various classes and programs at our agency. Currently, our WIA program has 1 full -time case manager, 1 part -time case manager assistant, 1 part -time career and educational counselor, 1 part time literacy tutor, 1 part -time numeracy tutor, 1 part -time graphic arts /technology instructor, and 1 part -time music technology instructor. Furthermore, there are additional OCCTAC staff that support the WIA program and participants but are not paid by WIA funds. 3. Past experience with WIA programs or other youth programs - OCCTAC has been serving Santa Ana youth since the year 2000. For the past 14 years, OCCTAC programs have served primarily at -risk youth, youth with disabilities and foster youth. Our variety of programs integrate youth with and without disabilities in a nurturing, community -based environment that teaches respect, cultural diversity, disability awareness and full inclusion. OCCTAC has had 9 years of experience with the WIA program! Every year our program grows and demonstrates success with our WIA participants! 4. What kind of impact your agency has made on the youth community? - OCCTAC has had a tremendous impact on Santa Ana youth community. It is a catalyst for change and provides youth and their families access to innovative, artistic, educational, therapeutic and job training programs that transform and inspire youth to fulfill their highest potential in life. Through our innovative approach which combines the arts, education, health and technology programs, participants are motivated, engaged and involved in a variety of programs at our agency. Last year, our WIA participants attained employment /entered education at a rate of 95 %, attained certificates/ credentials at a rate of 82 %, and attained Literacy and Numeracy gains a rate of 74 %. These outcomes demonstrate the commitment and dedication of our wonderful WIA program staff. II. Proposed Program A. Provide an overview of the program's main objectives. The WIA program at OCCTAC is an extension of our current educational services provided to older youth (with and without disabilities); it empowers and educates youth, and provides life changing opportunities. OCCTAC has been working with WIA participants since 2005. The WIA program at OCCTAC provides all 10 WIA elements, including educational services, job training, paid work experience, adult mentoring, literacy and math tutoring, certificate programs, career & educational counseling, alternative secondary school services, support services, leadership opportunities, and follow -up services. The basic program takes place primarily at our community -based center in Santa Ana. Participants engage in a variety of educational and job training activities, including classroom and workshop instruction, paid work experience, tutoring, adult mentoring, career and educational counseling, life skills training, and other support services. WIA participants are required to meet individually with key staff, participate in daily and weekly educational trainings, and monthly workshops. Participants are also engaged in weekly "hands -on" work experience and job training opportunities at our agency and other community sites. Please see Tables 1, 2, 3, 4 and 5 for more detailed information. Please see below Table 1 for an overview of the program timeline for the entire year. Table 2 (page 5) describes the frequency of program activities & OCCTAC staff interaction. Tables 3 & 4 (pages 9 & 10) describe the mentoring, job training programs and work experience opportunities at OCCTAC for WIA participants. Table 5 (page 11) describes the state certificate programs offered at OCCTAC in partnership with the Santa Ana College. EXHIBIT A 25A -128 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal TABLE 1— Program Timeline from July 2014 —June 30, 2015 In order for WIA participants to get the full benefit of our program and each component offered, participants are required to commit to at least 6 months of training and work experience. It is understood that many WIA participants have demanding circumstances in their lives, which, often dictate their ability to maintain their established training and work schedule. However, the OCCTAC staff is committed in supporting WIA participants' efforts towards achieving their educational and career goals. The frequency of program activities is shown below in Table 2. Please see below the frequency and type of program activities that vary daily, weekly and monthly. TABLE 2: Frequency of Program Activities & OCCTAC/ WIA Staff Interaction fat y� 4t!eelily #cttuttlds_ BJ loath J0, Month 1 • Orientation of program and services with Case Manager Obiectives: Emphasis: Employability /Job 0 Employability /Job Skills assessment with Case manager Program Overview, Attend daily educational /career training • Basic Skills /Academic levels assessment with Literacy and Numeracy tutor Assessments, least twice a month to discuss • Career interest assessment and survey with Career Counselor Participant Goals provided by the counselor and /or when . Determine Employment and Academic goals Month 2 Paraprofessional Worker (Class is taught • Initiate bi- monthly meetings with Case Manager to discuss goals and service Obiectives: needs of participants Educational Guidance, Participate once a month in a social/ • Initiate weekly tutoring of Literacy and /or Numeracy skills Tutoring & Vocational basic skills. • Initiate weekly short -term vocational training courses Training and pursue higher education 0 Initiate social support group with other WIA participants and staff programs or enroll in another • Participants to receive monthly stipend Months 3 -8 • Initiate paid work experience Objectives: • Initiate monthly Job /Life skills training or Leadership Groups Job Training & • Continue bi- monthly meetings with case manager to discuss progress Work Experience • Continue monthly meetings with Career counselor for academic guidance • Continue weekly Literacy and /or Numeracy tutoring • Continue monthly support group with other WIA participants and staff • Invite guest speakers for special workshops (monthly) Month 9 -12 i Continue bi- monthly meetings with case manager to discuss program goals, Obiectives: and for intense employability skills and job search training Employability /Job Skills • Continue tutoring, if necessary & Job Search • Continue monthly life skills training • Continue monthly support group with other WIA participants and staff In order for WIA participants to get the full benefit of our program and each component offered, participants are required to commit to at least 6 months of training and work experience. It is understood that many WIA participants have demanding circumstances in their lives, which, often dictate their ability to maintain their established training and work schedule. However, the OCCTAC staff is committed in supporting WIA participants' efforts towards achieving their educational and career goals. The frequency of program activities is shown below in Table 2. Please see below the frequency and type of program activities that vary daily, weekly and monthly. TABLE 2: Frequency of Program Activities & OCCTAC/ WIA Staff Interaction fat y� 4t!eelily #cttuttlds_ BJ loath J0, a Mon'th.,Y AS tvlt!e .. _ Emphasis: Life Skills, Financial Literacy Emphasis: Career Training Skills, Emphasis: Employability /Job Tutoring & Work Experience Skills & Career Goals and Leadership Training Attend daily educational /career training Meet with Case Manager at Participate at least once a month in life - skills in order to complete state certified least twice a month to discuss skills sessions or leadership training programs: Administrative Assistant goals, progress, performance provided by the counselor and /or when Certificate or Mental Health levels, and learn job skills. necessary referred to a licensed MFT for Paraprofessional Worker (Class is taught services. Monday— Thursday, 2 hrs. each day) Meet with Literacy and Math Coach to Meet with the Educational and Participate once a month in a social/ receive weekly tutoring in academic/ Career Counselor to discuss support group with other participants, basic skills. educational and career goals staff & guest speakers. Participate in weekly educational and and pursue higher education career training skills with OCCTAC staff programs or enroll in another to engage in work experience with WIA certificate program outside of EXHIBIT A 25A -129 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal and other non -WIA support staff at the OCCTAC. center. B. Please provide a full description of the program in sections III- XVIII. III. Population A. How many youth will be served? -The WIA program at OCCTAC will serve a total of 30 participants. The program will serve 22 out -of- school youth (ages 17 -21) and 5 in- school youth (ages 16 -21), for a total of 27 youth. We will prioritize on serving youth with disabilities, foster youth and high school drop -out students. B. Will your agency be able to serve a minimum of 10% of youth from each of the following youth populations: youth with disabilities, foster /emancipated youth, youth that have dropped out of high school, and youth on probation? - YES of course! OCCTAC already serves MORE than 10% of youth with disabilities, foster /emancipated youth, and youth that have dropped out of high school. This year we will also make sure to reach out more to youth on probation. OCCTAC served all populations last year (youth with disabilities, foster youth, high school dropouts and probation)! C. Specify how the targeted youth populations (disability, foster /emancipated, probation, dropouts) will be recruited. Include a Letter(s) of Support from organizations that have agreed to refer youth to your program as Attachment C - OCCTAC has excellent community partners that will help us fulfill our enrollment goals through referrals, as well as help us provide an excellent program for youth. Our key community partners include the following: 1) Santa Ana Work Center, 2) Santa Ana College, 3) Santa Ana Unified School District, TPP, 3) County of Orange, Social Services, 4) Orangewood Foundation, 5) Santa Ana Police Department and 6) MECCA. Please see attachments for letters from our community partners. OCCTAC is responsible for providing most of the services. SAUSD TPP has agreed to continue to refer youth with disabilities to our program. The County of Orange, Social Services and Orangewood Foundation have agreed to continue to refer foster youth to our program. This year we have partnered with the Santa Ana Police Department who will refer more youth on probation for our WIA program. Lastly, OCCTAC will continue to conduct community outreach and special community events throughout the year to promote our programs and inform youth in the community about this wonderful WIA program. Some of these community events include the following: Expos, Health Fairs, Summer Family Festivals, etc. These events aid in the promotion of our services and recruitment of youth. These events are staffed by employees and volunteers at OCCTAC, as well as youth! WIA participants are also encouraged to participate in these events as a way to gain leadership skills, work experience, and practice with public speaking. D. Describe your recruitment plan that will fulfill the requirement of enrolling 100% of youth by the 2nd quarter of the program (December 31, 2014). Target group - Youth with Disabilities: OCCTAC has been very successful enrolling youth with disabilities by the 1" quarter of the program every year, thanks to our strong partnership with the Santa Ana Unified School District, Special Education, Transition Partnership Program (TPP). During the past 6 years, we have worked closely with TPP staff to serve youth with disabilities exiting high school from Santa Ana schools. (Please see letter of support). In partnership with the SAUSD TPP program EXHIBIT A 25A -130 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal staff, we will ensure that our enrollment goals will be met by the first quarter. The Case manager will work closely with the TPP staff for referrals of youth with disabilities, and to make sure that our participants will be successful in attaining their goals. OCCTAC's strong partnership with the SAUSD Transitional Partnership Program will aid in the proper enrollment of those youth with disabilities, and to make sure that we meet our 75% youth enrollment benchmark by the first quarter. OCCTAC staff will be meeting with all Santa Ana high school TPP classes from May to July to enroll youth with disabilities. Target group — Foster Youth: Last year we started a great partnership with Orangewood and County of Orange, Social Services, Children and Families Services Division to serve more foster youth 1 (Please see letter of support). OCCTAC will continue this partnership to ensure enrollment by the 2nd quarter, and expand work experience placements, vocational training, academic /employment services and mentoring to foster youth in Orange County. Target group— Probation Youth: This year we are starting a new partnership with the Santa Ana Police Department and Commander Ken Gominsky to enhance our numbers of youth on probation. Last year we enrolled 10% and are positive that we will exceed this percentage next year. Please see letter of support. E. What are some of the barriers that the youth populations face? - OCCTAC will serve any youth who is in the need of employment, educational, and life skills assistance but have barriers that make it difficult to attain such goals. These barriers include, but are not limited to: low- income, basic skills deficient, homelessness, school dropout, foster youth, emancipated youth, pregnant and /or parenting youth, learning /physical /mental disability, and poor work history. By serving these individuals, OCCTAC will be able to target any youth who may find it difficult to get services elsewhere. OCCTAC's primary focus will be youth with disabilities, foster youth and high school dropouts students. F. Specify how your agency will address the barriers that youth encounter. Our agency will help WIA participants overcome the barriers they face in a variety of ways. First, all youth will be assigned a case manager whose goal will be to provide mentorship meanwhile aiding with the attainment of employment goals, such as writing a resume and preparing for an interview. In retrospect to the direct services from the case manager, the participants will also be required to attend monthly job skills /life skills workshops focusing anywhere from employment attainment/ retention to how be changing factors within their own lives and community. Some of the life skill workshops youth will be asked to attend include: financial literacy workshops, healthy relationships workshops, and STDs prevention, amongst others. To solve any academic barriers, the youth will be assigned to an Educational counselor who will provide direction and coaching on any academic aspect, such as scholarship writing and enrollment into an institution of interest. This service is crucial for all youth participating in the program because it will allow them to learn about various academic paths —like vocational training, HIS recovery programs and 4 -year institutions —while narrowing down a career of interest and actually committing to a program. It is also an essential feature of the program because it will give those youth with disabilities an opportunity to develop self advocacy tools that will help with accommodation attainment in any secondary /postsecondary setting. EXHIBIT A 25A -131 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal In addition, OCCTA's environment is very supportive and provides additional support services to engage youth and maintain a high level of involvement in our programs. WIA youth are supported emotionally throughout the entire year at OCCTAC, and are provided with a positive and welcoming environment that also encourages youth to partake on various leadership roles within the various programs and activities at our agency. These additional activities provide youth with an opportunity to gain self- confidence, self- esteem and leadership skills, and also experience a safe haven at our center. Our goal is to empower youth and provide a life changing opportunity through this WIA program. IV. Employment A. Specify how your agency will help youth attain employment - OCCTAC program services support the High Growth Training Initiative as identified by the United States Department of Labor. Within the 14 -high growth industries identified, our participants will obtain job training related to the Information and Technology, the Health related Industries, and the fields of Education and the Arts. The participants will receive several services /resources to help with the attainment of employment. To begin, all youth will be placed to work at OCCTAC, or one of our partner agencies, and will have the opportunity to engage upon a field of interest (customer service, education, music technology, and the arts). These placements will help youth gain skills crucial to any work environment. To monitor progress, participants will be evaluated monthly by their work experience supervisor and areas of strengths and weaknesses will be addressed. This information will allow the youth and case manager to establish areas that need improvement and therefore guide job skills training sessions. With this said, participants will be meeting with the case manager at least once a month for training and employment guidance. During these one -on -one meetings, the youth will be working on professional resumes, cover letters, job search, and job applications. Moreover, they will have the opportunity to prepare for job interviews and conduct cold calls to employers within the community. By the 3rd QT of the program year, the Case Manager and youth will be meeting more frequently to ensure that job applications are submitted on a regular basis and that youth are following through with scheduled interviews. These meetings will give youth an opportunity to enhance those employment skills they continue to struggle with while allowing the Case Manager to monitor progress of employment goals. B. What types of services /workshops /resources will be provided to help youth attain employment ? — WIA Participants at OCCTAC will be asked to attend job skills series workshops that will cover all necessary basics on employment readiness, such as, as resume writing, cover letters and interviewing skills. Participants will then meet with the case manager for review of finalization of items. Before ending the program, participants will have completed an employment portfolio to present to employers, including all materials created for employment purposes. C. Specify the names of the employers that your agency has partnerships /agreements with who will hire youth. - OCCTAC has partnerships with various businesses in Santa Ana, as well as non - profit organizations that are always looking to hire youth. Another important partnership is MECCA. MECCA (Multi- Ethnic Collaborative of Community Agencies) is a consortium of non - profit social service agencies and health centers. OCCTAC has been part of this new and exciting coalition for the past three years! OCCTAC provides WIA participants internship opportunities with MECCA and this gives WIA youth the opportunity to be hired by MECCA. This coalition has several important County EXHIBIT A 25A -132 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal of Orange Health Care Agency contracts to provide health care education, outreach and engagement to the various ethnic communities all over Orange County. OCCTAC is lucky to be part of this coalition and bring work experience and job opportunities to WIA youth. D. Please provide Letters of Commitment from employers willing to hire your youth participants, include as Attachment D. E. What types of employment services will be provided to youth after they exit the program (retention, transportation assistance, resources, etc.). WIA Youth will continue to receive the same services they were getting during the first phase of the program. Ir particular, during the months of July- September, the Case Manager will meet with the youth at least once a month in order to monitor progress with job search, if goal is not attained by exit, as well as job retention. Workshops as well as incentives will be provided to the youth as it is sought fit so they continue to develop skills and be successful with employment attainment /retention. Also, the WIA staff will provide 12 -month follow -up services for "exited" participants. OCCTAC is committed to empowering transitional age youth with and without disabilities to reach their highest potential in life. WIA participants that exit the program will be encouraged to continue to participate in monthly Life Skills Training, monthly Support groups, individual counseling, as well as well as any other support services they may be in need of. OCCTAC staff will be available to support participants, whenever needed. In summary, the case manager and career counselor will communicate monthly with the youth during the follow -up phase of the program. Youth will continue to receive employment assistance (such as resume updating, interviewing skills, etc.), academic support, mentoring, and incentives for goal attainment. Follow -up services will include: a) providing job placement and referrals, b) job retention assistance, c) communicating with employers of WIA graduates to ensure success, and d) work with Santa Ana Work Center and other business to help youth find jobs within the community. V. Work Based Learning (not a required element of the program). A. Describe in detail the work based learning opportunities that will be offered to the youth such as: paid work experience, internships, externships, job shadowing, and work based learning. Participants will engage in weekly "hands -on" work experience and job training opportunities at our agency and other community sites. The following tables (Tables 3 & 4), demonstrate the variety of programs that we offer at OCCTAC and how WIA participants can choose from any of these programs /fields to fulfill their career goals and work experience. Please see below Table 3 for an overview of the various "hands -on" job training programs, mentoring and work experience opportunities at OCCTAC. TABLE 3: Mentoring & Job Training Programs at OCCTAC ejigaof zF Tz�{ f1e'nrl # iii EE t.i H� x n t p t a-Vain n , n't t , h'�i` o C1 FPS errs tee " urp[ ' Health ._. Mental Health OCCTAC, Pacific Clinics, r. SAC Curriculum & case Paraprofessional Worker MECCA and Community Sites *State Certificate Program mana ement Child Care Child Care Worker Early Start Program at SAC Curriculum OCCTAC *State Certificate Program EXHIBIT A 25A -133 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal Office /Reception Executive /Administrative OCCTAC office SAC curriculum Computers Assistant & Community sites *State Certificate Program Customer Service at enhancing students' cognitive, language, motor 8:30 am — 10:30 am Education Tutor or Learning Academy at OCCTAC & Host Curriculum The Pre - Kinder Ails program is a bilingual school readiness Instructional Assistant OCCTAC & community sites program that serves children ages 3- 4 years old. The parents and Education Teaching Assistant Early Intervention/ First Five Early Childhood engaging in music, art, literacy, and parenting classes to prepare Early Start Program at curriculum, High Scope & "Hands children for school. OCCTAC on Training" Arts Teaching Assistant After - School Arts Program CA Performing Arts Standards training to at -risk youth, and children with disabilities in the at OCCTAC Curriculum and "Hands -on" Arts community. 9:00 am — 5:00 pm Therapeutic Arts Training Technology Technology Assistant Computers /Media LAB at SAC, Digital Media Center Graphic Artist OCCTAC & Santa Ana OCCTAC curriculums & Audio Engineer Intern Business Owners "Hands -on" Photoshop & Illustrator, Monday— Friday Film Production Intern St. Andrews Church & graphic design training other academic subjects. Rytmo & other Recording Recording Technology Training 9:00 am — 5:00 pin Studios Sftwares, Pro -Tools & S bellius Furthermore, WIA youth will be encouraged to participate in additional programs that we have at our agency to give youth more opportunities and "hands -on" experience on a variety of fields (health, education, arts and technology), so they can gain as much work experience as possible. TABLE 4: Additional Job Training Programs for WIA Youth mentored by NON -WIA staff EXHIBIT A 25A -134 !The rogram is and early intervention program that Mondays 7StartProgram oung children (6 months to 3 years of age) with and 8:30 am —11:30 am n a natural community environment with their Fridays at enhancing students' cognitive, language, motor 8:30 am — 10:30 am opment. Pre - Kinder Arts The Pre - Kinder Ails program is a bilingual school readiness Wednesdays Program program that serves children ages 3- 4 years old. The parents and 8:30 am —11:30 am children work together in a creative and nurturing environment by Fridays engaging in music, art, literacy, and parenting classes to prepare 10:30 — 12:30 pm children for school. After School Arts The ASA for Life program provides artistic training in the fields of Monday — Friday Program Music, Visual Arts, Dance, Musical Theatre, and Technology 3:30 pm — 8:30 pm training to at -risk youth, and children with disabilities in the and Saturdays community. 9:00 am — 5:00 pm Therapeutic Arts This program serves children and youth with disabilities of all ages Monday— Friday Program and special needs, including: learning disability, health impairments, 3:30 pm — 8:30 pm physical disability, developmental disabilities and others. Saturdays 9:00 am — 5:00 pin Learning Academy This program provides homework support and tutoring to students Monday— Friday & Tutoring Program (ages 5 — 16 yrs) in Language Arts (reading and writing), math, and 4:00 — 8:00 pm other academic subjects. Saturdays 9:00 am — 5:00 pin OCCTAC This program provides outreach, prevention, referrals and Monday — Friday Family Wellness engagement with individuals at -risk of mental health problems. 8:30 am — 8:30 pm Program Other support services include parenting, counseling, and support and weekends groups. EXHIBIT A 25A -134 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal Youth who successfully complete their training program are recommended and sometimes hired as tutors or teacher assistance to work in OCCTAC's After School Arts and Learning Academy programs. Additionally, OCCTAC will support youth with job readiness workshops, participation in job fairs, resume preparation, one -on -one job skills training, career coaching and referrals. All WIA participants will be paid for their "hands -on" job training in the placement site of their choice at OCCTAC program (e.g. Administrative Assistant, Arts programs, Learning Academy, etc.). During the last 4- months of the program, WIA participants will transition out of work experiences at the center and into job interviews and other opportunities in the community. The case manager will work closely with SAUSD TPP job developer, Santa Ana Work Center, Santa Ana business, and other community agencies to attain job leads for the youth. In partnership with Santa Ana College /Centennial Education, youth will be encouraged to enroll into post- secondary education or a short -term vocational training program. In collaboration with SAC, those youth who have not completed their secondary education will be encouraged to co- enroll. B. List some of the employers that will assist in the work based learning. OCCTAC has a strong work based learning program for WIA participants where they learn some essential "hands -on" job skills, including customer service, receptionist, office work, child care, technology, health - related jobs, etc. In addition to the experience provided at our agency, OCCTAC has strong ties with the business community and other non- profit agencies which have agreed to provide additional work based learning to our participants. C. If applicable, please include a copy of the Work Based Learning policy as Attachment E. Yes, OCCTAC has work based learning opportunities! Please see attachment E for our Work Based Learning Opportunity Policy. D. Will your agency take youth to real companies /businesses to become acquainted with the various employment industries? YES! We plan on taking youth to various businesses in Downtown Santa Ana, as well as other companies outside the City. One business in particular that we have built close ties and is related to one of our focus areas (Health) is the California School of Health Sciences. We plan to take our participants to visit and learn about the various health jobs. E. Will youth have the opportunity to meet or hear from real employers? Yes, of course! We plan to gather a group of employers (business owners) to come to our agency and share their personal experiences with our WIA youth. Some of these business owners are part of our Advisory Council. They will come to speak with our youth and we will also take the youth out to visit the various businesses. VI. Certificates /Diplomas /Credentials A. What type(s) of certificates will youth be able to earn while in your program. OCCTAC provides State recognized Certificate programs in partnership with the Santa Ana College. WIA participants are encouraged to enroll in any of the following certificate programs: 1) the Administrative/ Executive Assistant Certificate Program, 2) the Child Care Worker Certificate Program, and 3) the Mental Health Paraprofessional Certificate Program. Currently, we offer WIA participants 2 of 3 state certificate programs at our agency in partnership with the Santa Ana College. These are the Child Development and the Executive Administrative Certificate Programs. The Mental Health EXHFBIT A 25A -135 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal Certificate program will start again in 2014 -15 fiscal year. The SAC had to restructure and hire new faculty for this certificate program. Please see table 5 on page 12 for more details. TABLE 5: State Certificate Programs at OCCTAC in partnership with the Santa Ana College /s DE�1C TzOY 4 ate', 3 pc F� -0 3 h^ &Ci4xijTiSx,*,5 r<f .fit+ i Nh 4 s',. .,_„x_ ,. ., F a, -,�:_ $.,m , ,. _ ,. ,—,. ,. ,. 2....d.x -, _,�.,._ �... . �ik.._.r._as,i _....,. . Executive Administrative This program prepares students for in -depth training in Monday Assistant Certificate executive secretary /administrative assistant positions. The Tuesday Program open- entry /open exit, competency -based format promotes Wednesday success in a high employment occupational field. The Thursday program develops skills in research, report and correspondence preparation, advanced computer software 5:30 — 8:30 pm applications, database management, interactive presentations, customer service and telephone techniques, and other advanced office procedures. Child Care Worker Students learn about health information required for M, W, F Certificate Program licensing and skills necessary for successful operation of a childcare business, Also, students learn soft skills for those 8:30 am — 12:00 who would prefer to be employed by a childcare business. pm Mental Health Students learn basic skills for employment as a Paraprofessional Paraprofessional mental health worker. They acquire Certificate Program knowledge about the treatment of psychological and behavioral health disorders and the philosophy of delivery of In Progress mental health services to improve entry into this field. This Days and Times certificate program develops competency for vocational are Pending success that allows students to attain skill development in basic delivery of services, documentation and reporting, introduction to human development, principals of case management, working with families and employability. B. Describe the training that will lead to the certificate /diploma /credential. Participant will be asked to attend each class at a minimum of 2 days a week, and complete all assignments. Participants will also be asked to use information learned in their current Work experience placements, before taking class exams in order to ensure retention and knowledge of information. C. If applicable, include Letters of Intent from the training agencies, as Attachment F. Please see letter of Support from the Santa Ana College. D. What types of occupations will the training /certificates lead to? Are those occupations in demand? Please provide data and sources. Due to the certificate programs provided by OCCTAC (Child worker certificate and office clerk class) youth have been able to find employment in the following positions and receive above the minimum wage. • Global Cash card - $10+ benefits • Lowes - $10.45 EXHIBIT A 25A -136 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal • Micro Center $10.00+ benefits • Daikin AC $12.00 • Providence speech $13.00 + benefits • United Verification $9.00 + benefits • Real Time Staffing $8.50 According to 0 Net online, the following position and many other administration positions are considered those with a bright outlook and rising openings. 43- 4171.00 Receptionists and Information Clerks 43- 6013.00 Medical Secretaries 43- 3021.00 Billing and Posting Clerks According to 0 Net online the following position and many other in child workers are considered those with a bright outlook and rising openings as well. 39- 9011.00 Childcare Workers 25- 2011.00 Preschool Teachers, Except Special Education E. Will your program be able to identify and develop a pathway for students that can lead them from high school to career or college? Please elaborate on the specific pathway(s). Yes! This is a high priority for us at OCCTAC to inspire and motivate our WIA youth to continue to enhance their educational goals, so they can be more success in life! Please see below a Pathway that we have created at our agency to assist and lead our WIA participants from high school to college! EXHIBIT A 25A -137 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal VII. Workshops (not a required element of the program). A. Describe the workshops that will be provided to youth. Youth will be asked to attend 3 workshop series that will assist them in their overall achievement in this program, as well as their personal lives. OCCTAC Workshop series: 1. Financial literacy: This workshop series will allow WIA participants to understand the importance of budgeting their money and savings. They will gain an insight on how to become financially stable now in order further assist them with their goals in life. 2. Job Skills: This workshop series will allow youth to learn and create materials needed for employment purposes with the ultimate goal of when completed, they are able to assemble an employment portfolio that can be presented at any job fair, interview, and possible employer. 3. Life Skills: This workshop series will help our youth with every day information that can assist them in making healthy and reasonable choices in there every day lives. B. Will your agency provide any of the following workshops? If so, briefly describe the content of the workshops. Yes, our agency will provide most of these workshops! Read below for details. 1. Financial Literacy/ Budget Management - Yes, these are one of the most basic and important workshop series that we have been offering to our participants for several years! As mentioned above, WIA participants will learn about financial literacy and budgeting, and these workshops will EXHfBIT A 25A -138 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal allow our youth to think not only about the present, but of their future. They will learn the basic of opening checking and savings account and how to plan for retirement and future expenses. 2. Family Planning - Plan parenthood and human options will be proving our WIA youth with information on healthy relationships and birth control. These workshops are intended to help assist youth with their future and current family stabilities. 3. Worker's Rights /Labor Laws - Participants will be able to learn and understand their rights as an employee in California from things like mandatory break times and benefits. Participants will also be able to learn and understand how to ask and receive accommodations that must be provided to those who have some type of learning disability. As well as questions that may not be asked in an interview or after becoming employed. 4. Analytical Skills at the Workplace — Currently, we don't offer this workshop, but we will look into it and incorporate into our current workshop seriesl S. Health Resources - WIA participants will be able to receive resources from plan parenthood on how to be healthy and safe; and where they will be able to obtain medical services. Also, we are collaborating with the University of California, Irvine who will provide additional resources for out participants. Furthermore, our MECCA coalition will provide WIA participants with mental health resources and specialists, if needed. C. Can your agency provide workshops on public speaking skills to the youth? Yes, of course! We already provide training opportunities for WIA participants at OCCTAC! As part of our "hands -on job training skills" WIA participants are provided with the opportunity to learn and work on their public speaking skills at our agency and out in the community. For example, OCCTAC is contracted by the County of Orange, Health Care Agency to do Community Outreach and inform the public about Health and Wellness programs at OCCTAC. WIA participants are asked to attend some of these outreach events to learn public speaking skills in formal and informal settings. Also, OCCTAC engages WIA participants at each of our special events so they can practice their public speaking skills with elected officials and other important people. D. Can your agency provide workshops on customer service skills to youth? Yes, of course! We already provide training opportunities for WIA participants at OCCTAC! As part of our "hands -on job training skills" WIA participants are provided with the opportunity to learn and work in our reception area where they must learn to work with customers. Our office manager and lead receptionist trains WIA participants 1 on 1 so they learn all the necessary skill needed in the workplace environment. Also, we have a Customer Service Specialist /Consultant that provides 1 or 2 formal trainings during the year to train our Reception staff. WIA participants are encouraged to attend these formal trainings. Vlll. Post - Secondary Education A. Specify how your agency will help youth enter post- secondary education (college, apprenticeship, vocational schools, career technical training, etc.). The WIA case manager and career counselor meets regularly with each WIA youth to discuss job leads, employment opportunities and post- secondary education. The case manager helps youth with employment and the career counselor helps youth with entering post- secondary education. As mentioned previously, OCCTAC has a strong partnership with the Santa Ana College, as well as other local universities, such as, Cal State Fullerton, Chapman University EXHIBIT A 25A -139 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal and University of California, Irvine. The Educational Counselor will also assist youth in researching their fields of interest (majors and minors), and help create an educational plan that will streamline their registration every semester. B. How will your agency expose youth to the various post - secondary educational institutions (colleges, universities, vocational training schools, apprenticeships, etc.). WIA participants attend regular field trips to the various colleges and universities, so they can get motivated and encouraged to enroll in any of these institutions with the help of the case manager and the career /educational counselor at OCCTAC. Each time a youth visits a campus they are able to see the possibilities and create new goals for themselves. Also, they are provided with information on financial aid plans, housing opportunities, scholarships and admission deadlines, and other information. IX. Tutoring A. Specify how your agency will provide tutoring or tutoring resources to youth that need to improve their literacy /numeracy skills. WIA participants will be provided with weekly tutoring session in Literacy and Numeracy on a one -on -one basis via the Literacy and /or Numeracy coaches. The coaches will review the TABE pre -test to determine student needs and establish specific goals for tutoring sessions. To ensure that youth with disabilities are provided with the best service, the case manager and tutors will also work with SAUSD TPP staff to review and attain participants Individual Educational Plan (IEP), and accommodate the tutoring sessions as needed. At intake, all participants will be given an Adult Basic Education (TABE) test to determine the participant's Educational Functional Level in Literacy and Numeracy skills. The TABE test will determine the needs of the participants in both academic areas. Additionally, they will aid in the facilitation of the weekly tutoring sessions. As needed, OCCTAC will work with SAUSD Transitional Partnership Program to determine the Individual Educational Plan (IEP) for those youth with disabilities. The main role of the literacy and math tutors /coaches will be to facilitate learning through effective guidance and coaching in order to aid the student in becoming a successful, independent learner in the subject matter. The purpose of tutoring sessions will be to increase and enhance mastery of grade -level reading comprehension skills and writing abilities. The tutors will integrate effective study and learning strategies to maximize the WIA participants' potential for academic progress. The tutors will maintain contact with all WIA staff for updates on the tutee's progress. In sum, tutor responsibilities include: provide weekly one -on -one tutoring sessions; teach students study skills, note - taking skills, and test - taking strategies; review students' IEP's and accommodate sessions as needed; prepare materials for use with students in accordance to their learning needs; schedule independent tutoring sessions and communicating with WIA participants weekly to remind them of appointments; administer, proctor and score standardized tests; Assign /correct /review homework on a weekly basis; monitor student progress and address areas of concern, attend weekly WIA staff meetings, and others. Also, OCCTAC uses innovative teaching strategies that focus on creative approaches to engage participants in the learning process. Every year, OCCTAC has been very successful in increasing the numeracy and literacy rates of WIA participants! For example, OCCTAC has demonstrated EXMBIT A 25A -140 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal commitment in helping WIA youth with and without disabilities improve their literacy and numeracy skills as evidenced in last year's outcomes (90%)! Furthermore, OCCTAC's Learning Academy Program provides WIA participants the opportunity to tutor younger children in our "Learning Academy Lab" so they can also apply the skills that their tutors /coaches are teaching them. The learning lab is not only a great vehicle for WIA participants to practice what they have learned, but also a great vehicle to enhance their self- esteem, boost their confidence and learn tutoring, mentoring and leadership skills! X. Mentoring /Support (not a required element of the program) A. Specify how your agency will provide mentoring to youth. OCCTAC offers a variety of programs and mentoring opportunities to WIA participants. Youth can choose from any of these programs /fields to fulfill their career goals and work experience. WIA staff and Non -WIA staff mentor the youth and provide "hands -on" work experience opportunities at our agency. As mentioned previously, mentoring WIA participants is an important component of our program. TABLE 3: Mentorinu .G .Inh Trninina Prnara.nc .t "PP'r A r 5 rtt Yit, g " a ►rem ti r (tta�cat 1 gi tng Health Mental Health OCCTAC, Pacific Clinics, Pacific Clinics Curriculum & case Paraprofessional Worker MECCA and Community Sites *State Certificate Program management Child Care Child Care Worker Early Start Program at SAC Curriculum OCCTAC *State Certificate Program Office /Reception Executive /Administrative OCCTAC office SAC curriculum Computers Assistant & Community sites *State Certificate Program Customer Service Education Tutor or Learning Academy at OCCTAC & Host Curriculum Instructional Assistant OCCTAC & community sites Education Teaching Assistant Early Intervention/ First Five Early Childhood Early Start Program at curriculum, High Scope & "Hands OCCTAC on Training" Arts Teaching Assistant After- School Arts Program CA Performing Arts Standards at OCCTAC Curriculum and "Hands -on" Arts Training Technology Technology Assistant Computers /Media LAB at SAC, Digital Media Center Graphic Artist OCCTAC & Santa Ana OCCTAC curriculums & Audio Engineer Intern Business Owners "Hands -on" Photoshop & Illustrator, Film Production Intern St. Andrews Church & graphic design training Rytmo & other Recording Recording Technology Training Studios So - wares, Pro -Tools & Sybellius Furthermore, WIA youth will be encouraged to participate in additional programs that we have at our agency to give youth more opportunities and "hands -on" experience in a variety of fields (health, education, arts and technology), so they can gain as much work experience as possible EXHIBIT A 25A -141 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal TABLE 4: Additional Mentoring & Job Training Programs for WIA Youth by NON -WIA staff a! g' E Early Start Program The Early Start program is and early intervention program that Monday /Wednesday integrates very young children (6 months to 3 years of age) with and 8:30 am —11:30 am without special in a natural community environment with their Fridays parents. It aims at enhancing students' cognitive, language, motor 8:30 am — 1:00 pm and social development. After School Arts The ASA for Life program provides artistic training in the fields of Monday — Friday Program Music, Visual Arts, Dance, Musical Theatre, and Technology training 3:30 pm — 8:30 pm to at -risk youth, and children with disabilities in the community. And Saturdays 9:00 am — 5:00 pra Therapeutic Arts This program serves children and youth with disabilities of all ages Monday — Friday Program and special needs, including: learning disability, health impairments, 3:30 pm — 8:30 pm physical disability, developmental disabilities and others. Saturdays 9:00 am -5:00 pm Learning Academy This program provides homework support and tutoring to students Monday — Friday & Tutoring (ages 3 — 13 yrs) in Language Arts (reading and writing), math, and 4:00 — 6:00 pm Program other academic subjects. Saturdays 9:00 am — 5:00 pm OCCTAC This program provides outreach, prevention, referrals and Various days /times Family Wellness engagement with individuals at -risk of mental health problems. throughout the week Program Other support services include parenting, counseling, and support groups. B. Specify what types of support your agency will offer youth who are facing challenging obstacles such as: family dysfunctions, mental health issues, substance abuse, low self- esteem, probation, gang issues, parenting issues, etc. OCCTAC is committed to helping youth who are facing challenging obstacles in their life, such as mental health issues, substance abuse, etc. We will work closely with our community partners (County of Orange, Health Care Agency, Social Services, MECCA and others) to provide the necessary mental health support and any other additional services needed to help our WIA youth. OCCTA's environment is very nurturing and supportive and provides the perfect environment to engage youth and maintain a high level of involvement in our programs. WIA youth are supported emotionally throughout the entire year at OCCTAC, and are provided with a positive and welcoming environment that also encourages youth to partake on various leadership roles within the various programs and activities at our agency. These additional activities provide youth with an opportunity to gain self- confidence, self- esteem and leadership skills, and also experience a safe haven at our center. Our goal is to empower youth and provide a life changing opportunity through this WIA program. C. Will your agency offer mental health services or referrals? Please describe. Yes, as stated above, OCCTAC will work closely with our community partners to make sure that the services are provided at OCCTAC or at their sites. D. Will your agency provide supportive services to youth such as gas cards, bus pass, childcare assistance, etc.? If so, please describe and include the Supportive Service Policy as Attachment G. Yes, of course! OCCTAC provides these support services already for several years) WIA participants receive a wide variety of support services at OCCTAC. These include individual mentoring, individual counseling, support groups, life skills and leadership training, academic support, tuition support for certificate /vocational programs, books for related course work, work related supplies, portfolios, EXHIBIT A 25A -142 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal tutoring supplies, bus passes, gas cards, and finger printing and TB tests are covered for work related requirements. E. Will your agency provide incentives to youth for accomplishing program benchmarks or personal goals? If so, please describe and include the Incentive Policy as Attachment H. Yes. The incentives set are to assist and aid enrolled youth with their successful completion of OCCTAC's WIA program. The program will provide youth with a stipends after their completion of a set of 20 hours (4 stipends for a total of 80 hours). These stipends will be an accumulation of the youths participation in all activities. These activities may include meeting with case manger, educational councilor, and attending all of their required work base learning hours and training courses. Youth will also be able to accumulate hours for meeting with their Numeracy /Literacy tutors on a weekly basis. Finally youth who have dropped out of high school may have the opportunity to earn gift certificates after returning to some type of high school recovery program and completing 2 required courses. XI. Leverage Funds (not a required element of the program) A. Can your agency leverage funds to offer a civic engagement opportunity to WIA youth and other youth in the community aside from WIA youth participants? Yes. We already do this informally at our agency, especially when we host important events and invite elected officials or important community representatives. OCCTAC is willing to incorporate this civic engagement opportunity for WIA youth. We believe this is a great leadership training opportunity for all Santa Ana youth! B. What type of civic engagement opportunities will your program engage youth in? 1. All WIA youth will be asked to participate in the youth council meetings. They will be asked to contribute ideas and information on how to better serve the youth in Santa Ana. 2. All WIA youth will be asked to participants in the city council meeting the first Tuesday of every month and will be asked to research what is taking place and what ideas they can contribute for the progress of their communities. 3. Youth will also be asked to assist the MECCA program and partnered agencies with the contribution of creating and presenting employment workshops that will also assist adults in moving forward in employment. As well as creating their paths towards a better future. C. How many youth will participate in the civic engagement opportunity? All WIA youth will be asked to contribute towards the assisting of their communities and work placements while they are in the process of finding employment or have entered post- secondary education. D. Can your agency leverage funds to host work readiness type of workshops once per month at local after - school programs in Santa Ana? Maybe. This would require more discussion and coordination with ALL WIA agencies involved, so the responsibility is equally divided between all partner agencies. XII. Common Measures A. Improve Literacy /Numeracy Skills -77.5% OCCTAC has demonstrated commitment in helping WIA youth with and without disabilities improve EXHIBIT A 25A -143 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal their literacy and numeracy skills as evidenced in last year's outcome. Our agency's goal is that each youth increases by at least two Educational Functional Levels at time of post -test. By providing effective and individualized tutoring sessions we can ensure that our youth are able to increase their basic skills. In the past, OCCTAC has been very successful in the attainment of these goals and thus is committed In continuing to assist participants with and without disabilities. Please see Outcomes section XIII that demonstrates our efforts and commitment to help youth who are basic skills deficient improve their literacy /numeracy skills. B. Attain Employment or Enter Post - Secondary Education -83% OCCTAC has demonstrated commitment in helping WIA youth attain employment or enter post- secondary education as evidenced in last year's outcomes (95%)! In summary, OCCTAC case manager and the career counselor will continue to meet regularly with the WIA participants to ensure at least 65% of placements in employment or education. During these meetings youth are provided with career guidance (e.g. educational programs, college application, FAFSA completion, etc.) and job skills training (e.g. customer service, phone etiquette, etc.). Moreover, the case manager and counselor assists youth with job leads, resume writing, interview preparation, and other job readiness skills. Please see outcomes section XIII that demonstrates our efforts and commitment to ensure that youth will attain employment or enter post- secondary education. As mentioned previously, in order for participants to get the full benefit of our program and each component offered, WIA participants are required to commit to at least 6 months of training and work experience. It is understood that many WIA participants have demanding circumstances in their lives, which, often dictate their ability to maintain their established training and work schedule. However, the OCCTAC staff is committed in supporting WIA participants' efforts towards achieving their educational and career goals. The frequency of program activities is shown below in Table 2. Please see below the frequency and type of program activities that vary daily, weekly and monthly. Attain a Credential /Diploma /Certificate -59.1% OCCTAC has demonstrated commitment in helping WIA youth attain a credential/ diploma /certificate, as evidenced in last year's outcomes (82 %)I As mentioned previously, OCCTAC currently offers state certificate programs in partnership with the Santa Ana College: 1) Child Care Worker Certificate Program and 2) Executive Secretary /Administrative Assistant Certificate Program. All WIA youth are encouraged to enroll into a certificate program of their choice. The WIA participants are also encouraged to enroll into other certificate programs with other institutions in the community. By effectively providing these opportunities, OCCTAC is exceeding the 59% degree or certificate attainment goal. Please see prior outcomes section XII that demonstrates our efforts and commitment to ensure that youth will attain employment or enter post- secondary education. As noted below on Table 2, WIA participants will need to attend daily or weekly programs in order to accomplish this goal. Since every WIA participant has a different experience and /or educational background, our WIA staff will work with each WIA participant individually to help them accomplish their educational and career goals. EXHIBIT A 25A -144 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal TABLE 2: Frequency of Program Activities & OCCTAC/ WIA Staff Interaction Emphasis: Career Training Skills, Tutoring & Work Experience j WN .k i ig5, .. Emphasis: Employability /Job Skills & Career Goals MINOR Mo'tQ Emphasis: Life Skills, Financial Literacy and Leadership Training Attend daily educational /career training Meet with Case Manager at Participate at least once a month in life - skills in order to complete state certified least twice a month to discuss skills sessions or leadership training programs: Administrative Assistant goals, progress, performance provided by the counselor and /or when Certificate or Mental Health levels, and learn job skills. necessary referred to a licensed MFT for Paraprofessional Worker (Class is taught Entered Employment or services. Monday— Thursday, 2 hrs. each day) 20/21 =9551. Post - Secondary Meet with Literacy and Math Coach to Meet with the Educational and Participate once a month in a social/ receive weekly tutoring in academic/ Career Counselor to discuss support group with other participants, basic skills. educational and career goals staff & guest speakers. Participate in weekly educational and and pursue higher education career training skills with OCCTAC staff programs or enroll in another to engage in work experience with WIA certificate program outside of and other non -WIA support staff at the OCCTAC. center. XIII. Prior Outcomes Corrirn l sStreS k w D1d 1 Q 1 iy oa T-7 11� s 3 nmg ....: _.:,. Increased Literacy /Numeracy Skills 14/19 =73% 19/21 =90% 17/23 =74% Entered Employment or 10/17 =58% 18/22 =81% 20/21 =9551. Post - Secondary Attained Credential/ Diploma/ 10/13 =76% 13/14 =92% 14/17 =82% Certificate XIV. Fiscal Competency A. Describe the process used to capture and report fiscal data. -All invoices or vendor statements will be initialed by the Executive Director prior to signing the check to pay that bill or invoice. After checks are printed and signed, the accountant shall mark "Paid" with the date of payment and check number utilized for payment. All disbursements shall be reviewed and approved by the Executive Director. A monthly review of all disbursements shall be conducted by the Accounting clerk and reviewed by the Executive Director and the Finance Committee for verification of accuracy, documentation and appropriate approval. The Executive Director shall be authorized to expend funds as approved by the Board of Directors under the organization's annual operating budget. B. Attach a copy of the organization's procurement policies and procedures as Attachment I. See attached documents. EXHIBIT A 25A -145 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal C. What systems are used to ensure fiscal accountability, appropriate expenditures, and planned costs? All requests for reimbursement shall be reviewed and approved by the Executive Director and Finance Committee. All reimbursements are subject to budgetary limitations as established in the organization's approved operating budget. No reimbursements are made without appropriate backup documentation. Please see details below of the accounting system used at OCCTAC: Accountine Method: OCCTAC utilizes a modified accrual -based account methodology. Cost Allocation Method: Costs are allocated using the Direct Cost Allocation Method (OBM Circular A -122). OCCTAC classifies each item to a specific program, department, site, grant or contact that it directly relates to. Indirect expenses like general administration and general expenses are allocated based on the allowable budgeted portion of each program with the remaining portion to the center's administrative category. OCCTAC shall produce financial reporting for each of the Center's program functions. In consolidation, these programs shall make up the overall financial position of OCCTAC. All transactions (Payments and cash receipts) that occur at the center shall be classified under identified categories and programs. When program funding is split between two or more sources, the cost allocation for this program shall conform to the budget allocations established in the program. Budgets: Under the guidance of the Finance Committee and prior to the beginning of each fiscal year, the Executive Director prepares an Operational Budget, including Program Budgets. Tuition fees, Service fee rates, etc., shall be approved by the Board. Any gifts (monetary or otherwise) resulting from fund- raising activities, solicitations and acceptance of gifts or contributions that are presented with restrictions of use shall be approved by the Board of Directors and submitted to the finance committee to verify the appropriate method of accounting and reporting. Receivables: Receivables shall be aged monthly and delinquent accounts shall be followed up for collection. Receivables from miscellaneous sources shall be reviewed periodically by the Treasurer and significant amounts shall be reported to the Board of Directors. All write -offs shall require approval from the Finance Committee prior to implementation. The Board shall review all write -offs from uncollectible accounts receivables. Deposits and Receipt of Monies: Deposit of monies are made on a weeldy basis, or whenever more than one thousand dollars (in either cash or check) has been received and recorded by the OCCTAC office. All items to be deposited are and shall be stamped "For Deposit Only" to the Account of OCCTAC with the appropriate bank account number. A deposit form for established OCCTAC accounts shall be completed with deposit slip details for cash or multiple checks. A copy of the deposit form, slip and all items to be deposited shall be made for accounting purposes and upon completion of the deposit attached to the deposit slip and turned into the accounting revenue in- box. To ensure appropriate financial controls, the individual making deposits shall not be the same person reconciling the OCCTAC account. All funds received shall be recorded in the accounting system and filed in the locked accounting file cabinet. Disbursements: All disbursements are and shall be made by checks drawn on the established operating checking account for the OCCTAC. All disbursements shall utilize pre - numbered checks used in sequence. Any and all "voided" checks are and shall be mutilated and notes on the voided check stub. At no time shall disbursements be made to "bearer" or to "cash ". All banking materials, records, blank checks, and deposit books are and shall be maintained in secure cabinets in the OCCTAC office under the supervision of the Executive Director and Accounting clerk. Only those individuals authorized to handle check stock as their part of then accounting duties for OCCTAC account shall have access to these banking materials. Disbursements are prepared from original invoices. Each disbursement shall require submission of a purchase request form and appropriate backup documentation. Invoices shall be date stamped upon receipt and marked "approved for payment." Reconciliation of Accounts: All OCCTAC bank accounts are reconciled monthly. A monthly review of all accounts and financial reports are prepared by the Board Treasurer or designated Finance Committee Member. Files and Records: OCCTAC shall maintain hard copy files for all operational and business transactions that occur. Files shall be separated into the following categories: a) Accounting records, b) Grant documentation, c) Tax filings; Donors, d) Legal/Insurance/License /Permits, e) OCCTAC Programs, f) Personnel documents and files, g) Vendor and Client contracts and other documents. OCCTAC maintains electronic and hardcopy records of all accounting transactions and financial reporting. All electronic records are be copied and stored in a secure, off site location or in a web based file storage system, which is the server. All financial and accounting hardcopy files are stored in secure -- lockable file cabinets. Requests for financial documentation get processed through the accounting staff i.e, copy of original document. Original financial documentation remains in the file /s cabinet at all times. EXHIBIT A 25A -146 2014 -15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal D. Describe invoicing process and list qualifications of staff assigned to task. OCCTAC accounting clerk creates monthly WIA invoices to submit to the City based on expenses incurred during the month. After the Coordinator and the Executive Director review and approve the program expenses, the Accounting clerk enters the data from the participants' stipends and /or time sheets, program staff as well as related expenses into the accounting system to generate an invoice. The invoice will be on the appropriate form provided by the WIA Contract and submitted for reimbursement. E. Describe how your agency's financial stability is not dependent on WIA funds. -The Orange County Children's Therapeutic Arts Center has a variety of funding sources: (1) contracts, (2) grants, (3) donations, (4) fee for service, and (5) fundraising. OCCTAC continues to maintain current contracts, as well as enter into new contracts with key community partners. Two years ago, OCCTAC started a new contract with the County of Orange, Health Care Agency to provide prevention and family wellness programs. We anticipate a steady revenue increase, as we continue to grow this year with our new county partners and MECCA. In addition, and as part of the OCCTAC's long -term sustainability plan, the Executive Director and our board of directors have agreed to continue to diversify OCCTAC's funding sources by focusing some more on (1) donor solicitation, and (2) social enterprise ventures. F. Submit most recent 2 years of audited financial statements as Attachment Q with the Audited Financial Statement Form signed. Please see attachments for 990. XV. Subcontracting - OCCTAC does not subcontract client services /activities under this contract. XVI. Budget Narrative -Please see budget narrative below. See Attachments A and B for more information. 46% percentage of the entire budget will go directly to WIA youth (work experience payments, direct training, supportive services, etc.). Also, please see Attachment J for information regarding program documents, such as: Logs, timecards, sign -ins, etc. to track the work experience compensation or participant incentives. Please see Attachment J. XVII. Budget - Please see Budget Form. See Attachments A and B for more information. XVIII. Attachments —See attachments. EXHIBIT A 25A -147 Ogg tit Orange County Children's Therapeutic ARTS Center 2215 N Broadway • Santa Ana, CA 92706 • 714.547.5468 • Fax 714.564.9690 • www.occtac.org 501(c)3 Federal TaxID# 33- 0930891 Work Based Learning Policy WIA Program 2014 — 2015 Purpose: To establish guidelines for the youth's paid work experience placements while enrolled in OCCTAC's Workforce Investment ACT (WIA) program Procedures: Stipend Period: Four Stipend Periods — First 80 hours of participant Most youth are able to complete their first 80 hours participants in about 2 months. During the first 2 months of participation, all youth will be required to attend regularly for about 10 to 20 hours a week. For their consistent participation youth will receive $150.00 stipend after they complete the first 20 hours. Youth will receive 3 more stipends, each of $150.00, upon completion of their 2 °d 3rd and 4th set of 20 hours, for a total of 80 hours. The stipend hours will be accomplished through different venues: case Management meetings, workshops, educational counseling services, work experience placement, job skills training, weekly tutoring, etc. Hourly Rate: Once Youth completed the four Stipend Periods Immediately after the completion of the first 100 hours of participation, those youth that have shown consistency will be encouraged to work between 10 to 20 hours per week until there job training period is complete. These youth will be paid $8.00 per hours EXHIBIT A 25A -148 Orange County Children's Therapeutic ARTS Center 2215 N Broadway - Santa Ana, CA 92706 - 714.547.5468 - Fax 714.564.9690 - www.occtoc.org 501(c )3 Federal Tax ID# 33- 0930891 Supportive Services Policies and Procedures WIA Program 2014 — 2015 Purpose: To establish guidelines for the issuance of supportive services to participants who are identified in need of such services. Goal is to aid this youth with their successful completion of OCCTAC's WIA program. Procedures: Eligibility: Supportive services are available to those identified as approved WIA participants; have limited resources to meet basic needs; and have expressed the need of additional support to the Case Manager. Supportive services will be made available to participants while they are enrolled in all phases of the WIA program. These services are contingent upon approval by the Case Manager and OCCTAC Director. Provision of supportive service is not an entitlement. Availability of Funds and Assessment of Need: The fiscal advisor or the accounting clerk and the Executive Director will verify the availability of funds and notify the case manager. Supportive services are delivered contingent upon availability of funds, the need of the participant and given on a first come, first serve basis. Initial assessment on need will be determined by the case manager and will be reviewed regularly. Logs of services will be kept on a regular basis and service(s) will also be case noted for documentation purposes. Transportation Assistance Guidelines: After identifying the need to transportation assistance and eliminating other resources, the case manager and the participant will develop a service plan and update progress in the case notes. Transportation assistance is defined as the provision of a gas voucher or bus pass. No replacement bus pass or gas card will be issued in the event the participant loses his /her bus pass or gas card. Fingerprinting —Live Scan and TB Test: Participants who work with children and are placed in an educational setting will be required to undergo Fingerprinting —Live Scan through the Department of Justice EXHIBIT A 25A -149 Orange County Children's Therapeutic ARTS Center ISE 2215 N Broadway • Santa Ana, CA 92706 • 714.547.5468 - Fax 714.564.9690 • www.occtoc.org 501(c)3 Federal TaxID# 33- 0930891 and show a cleared TB Test. This supportive service will be available for participants on a case -by -case basis and determined by the case manager. Books and /or Uniforms —Work Related Equipment A participant may need to purchase books, skill building tools or work related equipment to fully participate in returning to school and or a new job opportunity. All Funding will be allocated for specific needs on a case -by -case basis, i.e. Working Wardrobe— Interview outfit. Portfolios- Resume - Business Cards Related items for Job Search Tools Participants may put together a professional portfolio of work demonstrating their skills in the area of marketing, graphic arts and design related to Job - Search. Food Bank After identifying the need for Food Services and Eliminating other resources, the case manager and the participant will develop a service plan and update progress in the case notes. Participant will be provided with perishable and non - perishable food items for consumption before and/or after their work placements and for take home. Participant will be eligible for these items throughout each month depending on specific needs on a case by case basis. Other: Any other miscellaneous type expenses not mentioned above may be considered with proper authorization. The request must be fully documented and all receipts in proper order. EXHIBIT A 25A -150 01 -17 Orange County Children's Therapeutic ARTS I Center 2215 N Broadway - Santa Ana, CA 92706 • 714.547.5468 • Fax 714.564.9690 • www.occtac.org 501(c)3 Federal TaxID# 33- 0930891 Incentive Policy and Procedures WIA Program 2014 — 2015 Purpose: To establish guidelines for the incentives to participants who successfully commit and complete goals establish during program participation. Goal is to aid enrolled youth with their successful completion of OCCTAC's WIA program. Procedures: Stipends Period (All Enrolled Youth): Youth will receive 4 stipends, each of $150.00, upon successful completion of first 80 hours of program participation. Please refer to "Work Based Learning Policy 2014 — 2015" for additional information on stipend period. 20 hours $150.00 20 hours $150.00 20 hours $150.00 20 hours $150.00 TOTAL: 80 hours TOTAL: $600 HS Dropouts: Individuals who are HS dropouts at time of enrollment will be encouraged to attain a HS diploma or GED. Those who enroll into an institution yielding to a HS diploma or GED will be eligible to receive a $50.00 gift card for every two (2) subjects they complete while enrolled in all phases of the WIA program. Doing so will encourage these WIA participants to commit to their educational goal and thus attain a secondary credential within a reasonable amount of time. Case Manager, educational counselor and school representatives will communicate regularly to insure that students enrolled into their institution commit to their schedule to complete missing credits on a timely manner. Basic Skills Deficient (BSD) Youth: WIA participants who at time of enrolment are BSD will receive week tutoring in Math and /or Literacy. To encourage these participants, the weekly tutoring sessions will count towards their "stipend Period" as well as "hourly rate ". Thus, essentially participants will get paid for committing to their weekly tutoring schedule. This incentive will aid in literacy, numeracy gain of each client. EXHIBIT A 25A -151 Orange County Children's Therapeutic ARTS Center 2215 North Broadway Santa Ana, CA. 92706 t (714) 547 - 5468 www.occtac.ora YOUTH PROTECTION POLICY These OCCTAC Youth Protection Policy Guidelines are designed to help protect our youth in a proactive manner against verbal and sexual abuse (hereinafter "abuse "). OCCTAC prohibits any form of harassment of applicants, visitors, organization members, employees and especially YOUTH. All persons, including youth are to be treated with courtesy, dignity and respect at all times. Sexual harassment is defined as unwanted sexual advances or visual, verbal or physical conduct of a sexual nature. The definition encompasses many forms of offensive behavior and includes gender -based harassment of a person of the same sex as the harasser. OCCTAC Staff and Volunteers must be able to identify abuse when they see it, know their responsibilities to report suspected abuse, and provide a quality of leadership that will ensure that no child becomes the victim of abuse through willful act while participating in OCCTAC. Definition of Abuse Abuse is defined as verbal and sexual abuse, sexual harassment, and inappropriate sexual verbalization. The OCCTAC program requires OCCTAC staff and volunteers to provide good supervision, maintain safe surroundings, and ensure a safe and secure environment that eliminate and prevents opportunities for abuse. Touching Youth. Employees and Volunteers need to be mindful that an affectionate ( "harmless ") gesture towards a child could be construed as inappropriate by the child or the child's parent. Complementing Youth. A supportive comment or words of encouragement serve as positive reinforcement from the OCCTAC Staff and Volunteers for the youth's accomplishments and good behavior are safer than those comments related to appearance. Rewarding Youth. Should an employee or volunteer wish to give a reward or token gift to a child, it should be something that is given to other children in the same circumstances. Otherwise, the child or the parent could misconstrue the gesture. Photos of Youth Members OCCTACT policy prohibits the posting on the Internet of photos of youth identified in any way, such as by name, region, or club affiliation. The publication of photos of youth, identified or not, is permitted in OCCTAC and related publications whose distribution is limited primarily to OCCTAC staff. Interactions with Children/Youth An adult should NEVER be alone with a child or youth under any circumstances. EXHIBIT A 25A -152 4 Orange County Children's Therapeutic ARTS Center 2215 North Broadway Santa Ana, CA. 92706 r E (714) 547 - 5468 www.occtac.ora Reporting Suspected Sexual Abuse The primary reason for reporting sexual abuse is to protect the youth from further abuse. In addition to protecting the youth, reporting abuse can also provide help for the suspected abuser. Who must Report OCCTAC Employees and Volunteers shall assume the primary responsibility for reporting abuse as may arise within the Youth Programs. When to Report OCCTAC Staff and Volunteers are required to report abuse if s /he has knowledge of, or observes a youth who s /he knows or reasonably suspects has been the victim of abuse. Therefore, as soon as an employee or volunteer has knowledge of, or observes a child who s/he knows or reasonably suspects has been the victim of sexual abuse, that person must take a report to local child protective services or cognizant law enforcement authorities. No person may impede or inhibit the reporting duties. In addition, no person making such a report shall be subject to any sanction for making the report. Any person who violates the rights of an individual to report may be guilty of an infraction punishable by fine. Reporting Procedures All employees of OCCTAC are required by law to report any knowledge of child abuse that may be occurring to any student or child that attends our center. Any observed indications of child abuse that would lead you to suspect that there is child abuse present in the child's life, shall be reported immediately. OCCTAC will conduct yearly trainings for staff on child abuse identification procedures. Report Child Abuse to: Orange County Child Welfare Services Agency (OCCWS) 888 N. Main Street Santa Ana, CA (714)940 -1000 (800)207 -4464 EXHIBIT A 25A -153 2014-15 Orange County Children's Therapeutic Arts Center Youth Workforce Investment Act Proposal YSPN MEMBER PERFORMANCE PLAN 2014-2015 PROJECTED ENROLLMENTS& EXPENDITURES (NOTE: 100% OF YOUTH MUST BEEN ROLLED BY 2ND QUARTER-DECEMBER 31, 2014) [Y. r1i MI NOR . 5, M '1� - I 5, MINERM-At ME, In, ITUT AN X $53,200 -U— 12 $53,200 l Idi t )l ea "n' 'o completion of secondary school, c'oo', include community service and peer-centered 0 $53,200 _n -, a G1 0 A . .... U .-Mi c, $53,200 4 "s 27 $212,800 appropriate; EXHIBIT B 25A -154 X I. Tutoring, study skills training, and instruction, instruction, X X 6. Leadership development opportunities which may l Idi t )l ea "n' 'o completion of secondary school, c'oo', include community service and peer-centered dropout including d pou t prevention strategies activities encouraging responsibility and other positive social behaviors during non-school hours, as appropriate; X 2 Alternative secondary school services, as X 7. Supportive Services (e.g. tools, books, clothing, etc,); appropriate; X I Summer employment opportunities that are X 8. Adult Mentoring for the period of participation and directly linked to academic and occupational a subsequent period for a total of not less than 12 learning (this element cannot be offered as a months; stand-alone activity); X 4. As appropriate, paid and unpaid work X 9. Follow-up services for a minimum of 12 months experiences, including internships and job after the completion of participation as appropriate; shadowing; —appropriate; and Occupational skill training, as _X 10. —Comprehensive guidance and counseling which may include drug and alcohol abuse counseling and referral, as appropriate. EXHIBIT B 25A -154 COMPLAINT HANDLING UNDER THE WORKFORCE INVESTMENT ACT SANTA ANA WIA Santa Ana Local Workforce Investment Area Revised May 7, 2009 EXHIBIT C 25A -155 Table of Contents Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 3 1. Policy Stateme 2. Civil Rights 3. Nondiscrimination laws under 0 11H 4. How to File Your Complaint 5 B. Criminal Complaints II. General Procedures for Handling Non - Criminal Violations of the Act 6 III. Procedures for Handling Complaints at the LWIA Level 8 IV. Procedures for Handling Complaints at the State 12 V. Procedures for Handling Discrimination Complaints by Participants 15 VI. Procedures for Handling Handicap Complaints by Participants 17 GLOSSARY OF WIA TERMS 2 v1T156 Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 1. Policy Statement In carrying out the purpose of the Workforce Investment Act (WIA), the City of Santa Ana Local Workforce Investment Area (LWIA) will establish programs to prepare youth and unskilled adults for entry into the labor force and to afford job training to those individuals facing serious barriers to employment. Every effort will be made to provide services necessary for eligible individuals to obtain productive employment. In implementing WIA, all contractors in the Santa Ana LWIA will foster equal opportunity and non - discrimination, as provided in State and Federal equal opportunity and non - discrimination laws including, but not limited to: • Title VI of the Civil Rights Act of 1964 • Title VII of the Civil Rights Act of 1964 • The Age Discrimination Act of 1975, as amended • Section 503 of the Rehabilitation Act of 1973 • Section 504 of the Rehabilitation Act of 1973 • Title IX of the Education Amendments of 1972 • Section 188 of the Workforce Investment Act of 1998 In keeping with our commitment, no individual shall be excluded from participation in, denied benefits of, subjected to discrimination under, or denied employment, in the administration or of in connection with any WIA funded program because of race, color, religion, sex, national origin, age, handicap, or political affiliation or belief. Participation in programs and activities financially assisted in whole or in part under WIA shall be open to citizens and nationals of the United States, lawfully admitted permanent resident aliens, lawfully admitted refugee, parolees, and other individuals authorized by the Attorney General to work in the United States. No individual will be intimidated, threatened, coerced, or discriminated against because of filing a complaint, furnishing information, or assisting or participating in any manner in an investigation, compliance review, hearing or any other activity related to the administration of WIA. 19RIT197 Administration responsibility for this Equal Opportunity /Affirmative Action (EO /AA) Program is delegated to the Equal Employment Opportunity (EEO) Officer for the Santa Ana local Workforce Investment Area. Equal opportunity and non- discrimination, however, will only be achieved through leadership and implementation of a viable Affirmative Action Equal opportunity Program. 2. Civil Rights No one applying for or enrolled in the Workforce Investment Act (WIA) programs may be discriminated against because of race, color, creed, handicap, national origin, sex, age, political affiliation, or beliefs. This means that — for any of the characteristics listed above: • You may not be denied the opportunity to enroll in WIA. • No benefits or services may be denied you for discriminatory reasons. • You may not be segregated or treated any differently from other applicants or participants, while you are being registered, interviewed, counseled or tested; or while you are working or attending classes as part of the program. • You must be provided an equal chance to use all facilities available in the program. • Fair employment practices must be provided to all staff with regard to recruiting, hiring, transferring, promotions, training, compensation, benefits, layoff, and termination. You have the right to make a complaint if you feel you have been denied any of the above opportunities. You cannot in any way be penalized for filing a complaint. Your WIA sponsor has established a mechanism for handling complaints and grievances. Your complaint must be filed within 180 days. All complaints will be handled confidentially. 3. Nondiscrimination Laws under WIA Title VI of the Civil Rights Act of 1964 Prohibits discrimination on the basis of race, color, national origin, or religion. The Age Discrimination Act of 1975 Prohibits arbitrary discrimination against persons age 40 -70. The Rehabilitation Act of 1973 4 AB's 98 Prohibits discrimination based on handicap. Title IX of the Education Amendments of 1972 Prohibits discrimination in any education or training program or activity receiving federal financial assistance. OTHER CIVIL RIGHTS LAWS: Title VII of the Civil Rights Acts of 1964 Prohibits discrimination in employment based on race, color, religion, sex, or national origin in all terms and conditions of employment and establishes the Equal Employment Opportunity Commission as the administrative agency. White House Executive Order no. 11246 as Amended by Executive Order No 11375 Creates the office of Federal Contract Compliance and prohibits discrimination based on race, color, sex, religion, or national origin. Department of Labor Secretary's Order no. 4 -73 Prohibits discrimination based on sex. Equal Pay Act of 1963 Prohibits pay differential solely because of sex. Emergency Employment Act of 1971 Prohibits discrimination based on race, creed, national origin, political affiliation, or beliefs. 4. How to File Your Complaint a. Put your complaint in writing. b. Have it sworn to before a notary public, if possible. c. Provides details that tell what happened, where it happened and when it happened. d. Give the name and addresses of all persons who were present or who had anything to do with the matter. ...Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation and citizenship, must be filed within 180 days of the alleged occurrence directly with: s 2'%A-1 T99 Director Civil Rights Center U.S. Department of Labor, Room N -4123 200 Constitution Ave., NW Washington, D.C. 20210 Complaints on the basis of handicap must be filed within 180 days of the alleged occurrence. These complaints must be filed directly with the WIA administrative entity. The WIA administrative entity shall issue a written decision within 30 days of the filing of the complaint. If the complaint is still unresolved, an appeal may be made to the Chief of State Workforce Investment Division Office. The Department of Labor, the Civil Service Commission, the Equal Employment opportunity Commission, and many other offices and agencies are committed to assuring equal employment opportunities for all persons. They will protect you. A case may be taken to court if the other processes do not yield satisfactory results. You may hire your own lawyer, or if you cannot afford one, the court may appoint one for you. It is unlawful for an employer, union, or employment agency to punish you or any witness for attempting to present the facts in a case. YOUR CIVIL RIGHTS UNDER THE WORKFORCE INVESTMENT ACT Santa Ana Local Workforce Investment Area 1000 E. Santa Ana Blvd., Ste 200 Santa Ana, CA 92701 (714)565 -2600 B. Criminal Complaints In accordance with the WIA (P.L. 105 -200) and the implementing code of Federal section 667.600.... Federal handling of criminal complaints and report fraud, abuse and other criminal activity. "All information and complaints involving fraud, abuse or other criminal activity shall be reported directly and immediately to the City of Santa Ana and the Secretary of Labor." II. General Procedures for Handling Non - Criminal Violations of the Act The following procedure is promulgated to meet the requirements of Title 20, of the Code of Federal Regulations, Section 667.600 through 667.640 of the WIA regulations, and Section 181(c) of the Act (Public Law 105.200: 29 U.S. Code Sec. 2931 et seq.) at the State and LWIA 1 BIT1 �0 level for the receipt, investigation, hearing, and resolution of complaints by WIA participants, sub recipients, applicants for participation, or financial assistance, labor unions, community based organizations, or any other persons. These procedures provide for resolution of non - criminal complaints arising from the operation of the Santa Ana LWIA. A complaint is defined here as a written expression by a party alleging a violation of the Act, regulations promulgated under the Act, recipient grants, sub agreements, or other specific agreements under the Act, including terms and conditions of employment of such participants in employment training programs. All complaints, amendments and withdrawals shall be in writing. These procedures are intended to resolve matters which concern policies, procedures or action(s) arising in connection with WIA programs operated by each LWIA grant recipient and sub recipient under the Act. These procedures shall not be construed as affecting any other available legal remedy outside of the WIA complaint process (i.e., disputes regarding terms and conditions of employment of any employee who is not a participant), either separately or simultaneously, that a person may wish to pursue in the resolution of a non -WIA complaint. Also, these procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion Procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion and resolution of any problems outside of and without resort to the formal complaint procedure. A. The following principles and rules apply to all complaints at all steps of the complaint procedures: All complaints must be made in writing within 180 days of the alleged occurrence, except complaints alleging fraud or criminal activity. All persons filing a complaint shall be free from restraint, coercion, reprisal, or discrimination. Good faith efforts shall be made to informally resolve the complaint prior to the scheduled hearing. Complainants have the right to withdraw their complaints (in writing) at any time prior to the hearing. A complainant may amend his /her complaint to correct technical deficiencies but not to add issues. 3. Complainants shall have the right to be represented at their own expense by person(s) of their choosing at all levels of the complaint process. 4. Upon enrollment into employment or training, participants shall be provided with written description of these procedures, including notification of their right to file complaints and instructions for filing. An employer of participants, including private- for - profit employers of participants, may use this or other complaint resolution procedures so long as the participant is informed of the complaint resolution procedure they are to follow and the time frames governing review of complaints are met. A "participant ", within the meaning of these procedures, is an individual who receives employment- training services under a program funded by Santa Ana LWIA. The Complaint Resolution Procedures contained herein (or the alternative procedures which an employer may use) shall be available to participants to resolve disputes regarding items and conditions of employment of such participants in employment training programs. However, such procedures shall not be used to resolve disputes regarding terms and conditions of employment of any employee who is not a participant, as defined herein. 5. If a complaint does not receive a decision at the LWIA grant recipient level within 60 days of filing the complaint or receives an unsatisfactory decision, the complainant then has a right to request a review of the complaint by the Governor. 6. Complainants must initially file and exhaust LWIA grant recipient /hearing procedures prior to appealing to the State except where the State determines that the LWIA grant recipient's procedures are not in compliance with the State's procedures. III. Procedures for Handling Complaints at the LWIA Level A. Receipt Complaints Pursuant to the WIA regulations found at 20 CFR, Section 667.600, the LWIA administrative entities have the responsibility to conduct hearings and resolve complaints made by individuals about the administration of programs in the LWIA. "LWIA level" encompasses LWIA administrative entity and employers to which the administrative entity has delegated the complaint resolution process. The following comprise the guidelines for resolving issues arising in connection with WIA programs operated by the Santa Ana LWIA including resolutions of complaints arising from actions, such as audit disallowances or the imposition of sanctions taken by the Governor with respect to audit findings, investigations or monitoring reports. 1. Form and Filing of Compliant Official filing date of the compliant is the date the written complaint is received. The filing of the complaint with the Santa Ana LWIA Equal Employment Opportunity Officer shall be considered as a request for hearing and a decision must be issued within 60 days. The complaint must be in writing and must be signed and dated. The complaint should also contain the following information. a. Full name, telephone number, if any, and mailing address of the complainant; b. Full name, telephone number, and mailing address of the agency involved (respondent); c. Clear and concise statement of facts including dates constituting alleged violation; I U-192 d. What provisions under the Act, regulations, grant or other agreements under the Act, are believed to have been violated; e. Remedy sought by the complainant; and If the complainant is a private or public entity or corporation, and not a natural person, the filing of the complaint must be duly authorized by the governing body of such entity or corporation. The absence of any of the requested information shall not be a basis for dismissing the complaint. A copy of the complaint must be sent to the respondent and both parties notified of the opportunity for an informal resolution. At each step of the complaint process, the complainant must be notified in writing of the next procedural step. 2. Informal Conference Informal conferences will be utilized by the Santa Ana LWIA to resolve complaints; however, such informal conferences shall not extend the time within which a decision must be issued after receipt of a complaint. Attempts at informal resolution will commence with two (2) weeks of the date of filing of the complaint. a. The EEO Officer will review the case and ascertain facts prior to the conference so that appropriate resolution can take place at the time of this meeting whenever possible. Although the complainant should be encouraged to attend this conference, his /her failure to do so should not preclude his /her right to request a hearing on the matter. c. If mutually satisfactory resolution results and the Santa Ana LWIA concurs, the EEO Officer will write a brief report for the file stating the issues and resolution. The matter shall then be considered closed. If resolution does not result, the complainant shall be provided the necessary information and assistance to request a hearing if he /she so desires. 3. Request for Hearing As in the case of the complaint, the request for a hearing should be put in writing and be filed in person or by mail. A governing board resolution of authorization to appeal should also be submitted when appropriate. The request should be filled with: Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 A-193 b. A hearing will be scheduled by the EEO Officer within thirty (30) days of the date of filing of the complaint. 4. Notice of Hearing Upon receipt of the request for hearing, the complainant and the respondent will be notified in writing of the hearing ten (10) calendar days prior to the date of the hearing. The ten -day notice may be shortened with the written consent of the parties. A decision will be issued by the Santa Ana LWIA within sixty (60) days of the date of filing of the complaint. The hearing notice shall be in writing and contain the following information: a. The date of notice, name of the complainant, and the name of the party against whom the complaint is filed. b. The date, time and place of hearing before an impartial hearing officer. c. A statement(s) of the alleged violation(s) d. Advise as to where information or assistance may be obtained, and the name, address, and telephone number of the Santa Ana LWIA Equal Employment Opportunities (EEO) Officer who can answer inquiries. B. Conduct of Hearing The hearing shall be conducted in an informal manner with strict rules of evidence not applicable. Unnecessary technicalities should be avoided. It should provide the flexibility to enable adjustment to the circumstances presented. The hearing officer shall have complete independence to obtain facts and make decisions. The hearing officer shall be in a position to render impartial decisions and thus should not be subordinate to the Santa Ana LWIA or its sub recipients. The hearing officer will be selected from a list of names on file with the EEO Officer. Full regard must be given to the requirements of due process to insure a fair and impartial hearing. 3. The hearing office designated by the EEO Officer to function in a quasi - judicial capacity should begin the hearing by summarizing the record and the issue and should explain the manner in which the hearing will be conducted, making sure that everyone involved understands the proceedings. Such explanations should be adapted to the needs of the specific situation. The hearing officer might take testimony under oath or affirmation to give some assurance of veracity to the hearing. so A-194 4. The burden of proof should be reasonable and flexible, dependent upon the circumstances of the case involved. The hearing officer determines the order of proof. Generally, the party making the complaint has the obligation of establishing his or her case and should be examined first. 5. The party involved should have the right to be represented (at their own expense) if he /she so desires. Other he /she is limited to his /her own abilities and those to the hearing officer in obtaining testimony in the case. 6. It is important that the hearing officer obtain the fullest information for the record. If the parties involved, or their representatives, do not know how to ask the right or pertinent questions in pursuing their right to due process, it shall be necessary for the hearing officer to step in to have all the materials and relevant facts elicited. 7. The practice in informal hearings is generally not to apply strict rules of evidence in obtaining facts. However, the quantity of evidence required to support a decision on an issue should be sufficiently credible that the state (or other appropriate agency), upon reviewing the decision, would conclude that the decision is supported by substantial evidence. 8. The hearing officer should attempt to negotiate a resolution of the issue at any time prior to the conclusion of the hearing. 9. Within ten (10) days of the conclusion of the hearing, the hearing officer will issue a recommended decision to the LWIA for final determination. The recommended decision shall be in writing and may be accepted, rejected or modified by the Santa Ana Workforce Investment Board. C. Issuance of Decision Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWIA shall issue a written decision to all parties by first class mail. The final decision shall contain the following information: 1. The name of the parties involved. 2. A statement of the alleged violation and issues related to the alleged violation. 3. A statement of the facts. 4. The decision and the reasons for the decision. 5. A statement of corrective action, if any, to be taken. 6. Notice of the right to request, within ten (10) calendar days of receipt of the decision, a review of the decision by the State Review Panel. D. Record of Hearing 11 XII 95 An administrative file containing support documents on the complaint resolution process hearing conducted will be retained by the Santa Ana LWIA. The purpose of a record is to serve as substantiation of the process followed by the Santa Ana LWIA on the resolution of the issues and the results. This information would then be available for subsequent review in the event the matter is raised with the State. Such records must be retained for a three - year period after the grant has been officially closed out. The Santa Ana LWIA's written decision will be included in the record. Evidence received at the hearing, notes by the hearing officer, stenographer's notes and tape recordings may also be used. E. Establishment of Complaint Procedures In accordance with Section 667.600, each employing agency including private- for - profit employers of participants under the Act is required to establish a complaint procedure for resolving matters relating to the terms and conditions of employment. Employers may operate their own grievance system or may utilize the Santa Ana LWIA's established procedures under Section 667.600. At a minimum these procedures must include: Written notice, upon enrollment into employment training services, of the scope and availability of such procedures. Employer's grievance procedures shall be set forth in a written document and must meet the regulation mandate that a complaint will be resolved with sixty (60) days from the date the complaint was filed. A copy of employer's grievance procedure shall be provided to each participant upon enrollment in employment training. 2. Written notice, at the time the grievance is filed, of the procedures under which the grievance will be processed. Written notification of the disposition of the grievance and a written decision shall be issued within thirty (30) days of the filing of the grievance unless a present and long established grievance specifically provides other limits; and 4. Written notification of the participant's right to request a review of the employer's decision by the Santa Ana LWIA and the State Review Panel in accordance with Section 667.600. IV. Procedures for Handling Complaints at the State Level Section 181 (c) of the Act and the WIA regulations at 20 CFR, Section 667.600 (d) requires the Governor to establish a State Review process of complaints filed at the LWIA grant recipient level and of complaints initially filed at the State level. Appeals of decisions issued at the LWIA level including audit disallowances and sanctions shall be reviewed by the State Review Panel. The State Review Panel shall review the record established at the LWIA level and shall issue a decision based on the information contained therein. 12 Complaints which may be initially filed at the State level will be heard by an independent hearing officer designated by the State Workforce Investment Division (WID). The hearing officer shall conduct a hearing and issue a recommended decision to the State Panel. The recommended decision shall be in writing and may be accepted, rejected or modified by the State Review Panel. A. Form and Filing of Complaint. 1. Request for State Review of LWIA Level Decisions On receipt of a complainant's request for review because of an unsatisfactory decision, the State shall provide for an independent state review. 2. Filing of Requests for State Review The State Review Panel shall review all LWIA level decisions when a request for review is filed within 10 days of receipt of the adverse decision. Such requests must be filed in writing with the Chief of the WID Office. The request for review should contain the following information: a. Full name, address, and telephone number of the party requesting the review b. Full name, address, and telephone number of the other party c. A copy of the decision d. Brief statement of reasons for review or the section of the LWIA decision to be reviewed including regulatory and statutory citations e. A statement of the relief sought. 3. Complainant Responsibility It is the responsibility of the complainant to include in the request for review a written statement setting forth the facts presented at the LWIA hearing which support the requested relief. The Chief, WID, shall mail a copy of the request for review to the other party and to the LWIA. It shall be the responsibility of the LWIA to submit the complete record including a typed record of the hearing to the Chief, WID, within ten (10) days. B. Conduct of Hearings. 1. Request for Hearing at the State Level If no decision has been issued at the LWIA level or the State has determined an audit disallowance or imposed sanctions, the complainant may request a hearing. The 13 29XI 97 hearing officer will then issue a recommended decision to the State's Review Panel for final determination. 2. Filing for Request for Review The request for a State hearing shall be filed within ten (10) days after LWIA should have issued a decision or ten (10) days after the issuance of the audit disallowance or sanction. The request shall be filed directly with the Chief of the WID in writing and should include the following: a. Full name, address, and telephone number of the LWIA b. Name, address, and telephone number of the LWIA C. Copies of complaints made at LWIA level from which no decisions were issued or sanctions and imposed. d. A statement of basis for the request for hearing. 3. Evidentiary Hearing Upon receipt of the request for a State level hearing, a hearing before a designated hearing officer will be scheduled. The hearing will be recorded mechanically or by court reporter. Both parties concerned will have the opportunity to present oral and written testimony under oath, to call and question witnesses in support of his /her position, to present oral and /or written arguments, to examine records and documents relevant to the issue(s), and to be represented. The hearing officer shall issue a written decision, which shall be forwarded to the State Review Panel for final determination. The State Review Panel may accept, reject or modify this recommendation. The decision of the State Review Panel is final except for audit disallowances, which must be approved by the Secretary of Labor C. State Review Panel The State Review Panel will consist of a panel of three representatives from the Employment Development Department: one from the Legal Offices, one from the WID, and one from the Director's office. The panel will issue a written decision, which will be sent to the appropriate parties within thirty (30) days of receipt of the request for State review. Decisions issued by this panel, under the authority of the Governor, are final. 14 2'Wi 68 D. Issuance of State Review Decision. The State review will be limited to violations of the WIA, implementing WIA regulations or the grant agreement. This review shall be limited to the record established at the LWIA hearing. V. Procedures for Handling Discrimination Complaints by Participants. A. Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation, and citizenship, where appropriate, must be filed within 180 days of the alleged occurrence. It is the responsibility of the Santa Ana LWIA's Equal Employment Opportunity (EEO) Officer to determine jurisdiction and to make the complainant aware of and provide assistance in filing a complaint in accordance with the Santa Ana LWIA's procedure under Section II (A). is 29vA 199 PROCEDURES FOR HANDLING NON - CRIMINAL COMPLAINTS No later than 180 days of alleged discrimination Handling of complaints filed at LWIA level arising in connection with WIA programs operated by LWIAs Informal Resolution Process w 0 O a Unsatisfactory Decision or LWIA Decision not issued within 60 days Within 10 days of ° receipt of unsatisfactory decision or 10 Request for State Review days from date wo LWIA decision o should have been N issued. Governor's Decision issued by State Review Panel If no decision issued by State Review Panel Appeal to DOL 16 AX2i �0 c c c c t V 2. In cases where areas of authority overlap, it is the responsibility of the EEO Officer to advise the complainant of the existence of State, Federal and other proper action agencies, which may also have a bearing. 3. Complainants alleging discrimination under this part will be made aware of their right to file directly with the Office of Civil Rights (OCR), U.S. Department of Labor and applicable procedures. 4. Complainants must file their complaint directly with: Anita Queen Sr. Personnel Analyst —EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 VI. Procedures for Handling Handicap Complaints by Participants Complaints alleging discrimination on the basis of handicap will be filed and processed under the Department of Labor regulations implementing Section 504 of the Rehabilitation Act of 1973 at 29 Code of Federal Regulations Section 32. 1. Complaints must exhaust the Santa Ana LWIA's informal resolution procedures before filing their complaint with OCR. 2. Complainants will be made aware of the 180 days requirement in which to file his /her complaint. A. Procedures at the LWIA Level 1. The complainant shall file his /her complaint directly with the Santa Ana LWIA. Upon receipt of the complaint, the EEO Officer shall investigate and gather information concerning the complaint. 2. An informal conference will be held with the parties concerned in an effort to resolve the issue(s). The complainant has the right to be present and may be represented during the conference. 3. The Santa Ana LWIA shall issue in writing its decision to the complainant no later than thirty (30) days after the filing of the complaint. B. Procedures at the State Level 1. The complainant may appeal to the State if he /she is not satisfied with the decision of the Santa Ana LWIA. v 2gr2T � 1 2. The Complainant must file his /her appeal as a request for review directly with the Chief WID within ten (10) calendar days after the receipt of the Santa Ana LWIA's decision. 3. The Chief -WID, shall issue a decision no later than thirty (30) calendar days after receipt of the request for review. 4. After the complainant has received a decision or no decision has been received from the Director of Employment Development Department (on behalf of the Governor), the complainant has the right to appeal his /her complaint within thirty (30) calendar days to the Office of Civil Rights (OCR) with the Department of Labor. is 2'9Xjil X12 PROCEDURES FOR HANDLING HANDICAP'; COMPLAINTS No later than 180 days of alleged discrimination Filed within 30 days of LW IA /State Decision or 90 days from date of initial filing of complaints If no resolution reached Unsatisfactory Decision or No Decision Appeal to Assistant Secretary Department of Labor 19 21X 1 � 3 Day 1 Day /45 Day 60 Days GLOSSARY OF WIA TERM AGE DISCRIMINATION ACT — A law passed by Congress in 1975 which prohibits discrimination on the basis of age by any program or activity receiving Federal Funds. APPLICANT — An individual who applies to a subrecipient or contract for services provided under WIA and who has not yet transitioned to the status of participant. ASSESSMENT — Services designed to determine each participant's employability, aptitudes, abilities and interests and to develop a plan to achieve the participant's employment and related goals; also to identify the available employment and traning activities appropriate for the participant. Testing and counseling may also be used during assessment process. CHARGING PARTY (CP) COMPLAINANT GRIEVANT OR AGGRIEVED PERSON — The person who charges that he /she has been discriminated against under Department of Justice nondiscrimination and civil rights regulations and /or guidelines. DISCRIMINATION — In general, a failure to treat all equally, whether intentional or unintentional; the effect of an action, policy or practice which selects an individual or class of persons to receive unequal treatment. ELIGIBLE NON - CITIZEN — Lawfully admitted permanent resident, aliens, lawfully admitted refugees, and parolees and other individuals authorized by the Attorney General to work in the United States. EMPLOYER — An employer subject to the provisions of the Civil Rights Act of 1964, as amended, including state and local governments and any Federal agency subjects to the provisions of Section 717 of the Civil Rights Act, as amended; and any Federal contractor or subcontractor covered by executive Order 11246, as amended. GRIEVANCE — An allegation that something imposes an illegal obligation or burden or denies some equitable or legal right, or causes injustice . HANDICAPPED INDIVIDUAL — Any individual who has a physical or mental disability that constitutes or results in a substantial handicap to employment. INTAKE — Includes screening to determine eligibility; to select from eligible applicants those individuals who are most in need and can benefit from program services; to complete procedural requirements necessary to enroll an individual into the program and to refer those not enrolled to other programs. JOINT COMPLAINT — A complaint of employment discrimination covered by Title VII or the Equal Pay Act and by Title VI or Title IX. Individual "joint complaints" are normally investigated by EEOC 20 2%X21 �4 unless OCR has a compelling reason to investigate. "Joint complaints" alleging discrimination in employment and other practices and pattern or practice "joint complaints" are normally investigated by OCR. JURISDICTION — Authority to investigate and resolve complaints against an institution subject to a law or statute which has been assigned to OCR for enforcement, i.e., Title VI, Title IX, etc. PARTICIPANT — Any applicant who has: (1) Been determined eligible for participation upon intake; and (2) Who is receiving subsidized employment, training or services (except post- termination services) funded under the Act, following intake, except for an individual who receives only outreach and /or intake and assessment services. 21 Arl 5 CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS GRANTS LOANS and COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that: 1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying." in accordance with its instructions. 3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure occurring on or before October 23, 1996, and of not less than $11,000 and not more than $110,000 for each such failure. Ct="kv`� C� or�r2�.�S �e 2Ec �evEL� Grantee /Contractor Organization Signature Date Name of Certifying Official Signature EXHIBIT D 25A -176 28 Certification Regarding Drug -Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Housing and Urban Development in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug -Free Workplace Act, the U.S. Department of Housing and Urban Development, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug -Free Workplace Act, CERTIFICATION A. The contractor certifies that it will provide a drug -free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing a drug -free awareness program to inform employees about — (1) The dangers of drug abuse in the workplace; (2) The contractor's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance program; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1) Abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an EXHIBIT E 25A -177 employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - ( 1) Taking appropriate personnel action against such an employee, up to and including termination; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B. The contractor shall insert in the space provided on the attached "Place of Performance" form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Housing and Urban Development immediately upon the decision to use such additional sites by submitting a revised "Place of Performance" form. Date Program Operator Signature Orange County Children's Therapeutic Arts Center EXHIBIT E 25A -178 DIVISION OF EMPLOYMENT SERVICES PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG -FREE WORKPLACE REQUIREMENTS Name: Orange County Children's Therapeutic Arts Center Name of Contractor: Orange County Children's Therapeutic Arts Center Contractor Number: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): 2215 N. Broadway, Santa Ana, CA 92706 EXHIBIT E 25A -179 Certification Re¢ardine Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160 - 19211). (Before completing certification, read instructions which are an integral part of certification) 1. The prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; , b. Have not within a three -year period preceding this proposal been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. —Have -not within -a- three -year period preceding this application /proposal had one or more public transactions (federal, state or local) terminated for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. E?CZF�t�)C��c llv�0� YJ2V,i `T� e'CLOrP2�tC.�C_ �Yt ---\ S C2v��Cs —v Grantee /Contractor Organization Name and Title of Official Authorized to Certify L 72 On Behalf of the Grantee Date EXHIBIT F 25A -180 26 BUDGET FORM 1. Case Mgr. 12.5% Administrative Total Total $2,187.50 (E.D) Match /In Cost (Not Program WIACost 3. Arts Inst. 12.5% Kind $810.00 Exceed Exceed 10%% ) Cost 4. Math Coach 12.5% IMMAMENINNIMMUNRIM $1,012.50 $7,500.00 (P.S) 5. Literacy Coach 12.5% $1,215.00 $1,215.00 $3,750.00 (E.A) 6. Career Counselor 12.5% $2,200.00 $2,200.00 $3,375.00 (C.D) Total Personnel Salaries & Benefits $110,137.50 $110,137.50 $174,937.50 'EX i 1. Coordinator & Case Mgr, 1.0 FTE 12 months $20. / Hr. $38,400.00 $38,400.00 Ext. Director 40 hrs, per week $17,500 2. Job Developer & Case Mgr, Assistant 11 months $16. / Hr. 25 $17,600.00 $17,600.00 Acct. Clerk hrs, per week $11,000 3. Arts Instructor /s 9 months $18. / Hr. $6,480.00 $6,480.00 Office Mgr. $10,000 10 hrs. per week 4. Math Coach 9 months $15. / Hr. $8,100.00 $8,100.00 Program Staff 15 hrs. per week 560,000 5. Literacy Coach 9 months $18. /Hr. $9,720.00 $9,720.00 Exec. Admin/ Rent* 15 hrs, per week - $7,000.00 $7,000.00 $96,000.00 Computer $30,000 S. Career Counselor 11 months $ 16. / Hr. $17,600.00 $17,600.00 Phones Child Dev. 1. Case Mgr. 12.5% $4,800.00 $4,800.00 $2,187.50 (E.D) 2. Case Mgr. Assistant 12.5% $2,200.00 $2,200.00 $1,375.00 (A.C) 3. Arts Inst. 12.5% $810.00 $810.00 $1,250.00 (O.M) 4. Math Coach 12.5% $1,012.50 $1,012.50 $7,500.00 (P.S) 5. Literacy Coach 12.5% $1,215.00 $1,215.00 $3,750.00 (E.A) 6. Career Counselor 12.5% $2,200.00 $2,200.00 $3,375.00 (C.D) Total Personnel Salaries & Benefits $110,137.50 $110,137.50 $174,937.50 'EX Rent* $7,000.00 $7,000.00 $96,000.00 Utilities $2,000.00 $2,000.00 $18,000.00 Phones $800.00 $800.00 $7,800.00 Internet Fees See phone Parking Fees N A Security N/A Maintenance $4,000.00 Insurance $1,000.00 $1,000.00 $7,000.00 Office expenses (consumables)(academic support) $2,130.00 $2,130.00 $10,000.00 Accounting Services $500.00 $500.00 $8,000.00 Staff Training* $400.00 $400.00 N/A Staff Conferences* $372.50 $372.50 N/A Staff Travel /Mileage $350.00 $350.00 N/A Participant Wages* $74,160.00 $74,160.00 N/A Supportive Services* $13,550.00 $13,550.00 N/A Participant Incentives* Youth Conferences* $400.00 $400.00 N/A Total Operating Expenses $10,650.00 $92,012.50 $102,662.50 $150,800.00 GRAND TOTAL (Personnel + Operating) $10,650.00 $202,150.00 $212,800.00 $325,737.50 EXHIBIT G 25A -181 b E ) ) (k) ))\ { ) 3 EXHIBIT 25A.182 ; ) ; t k~ r° ! ! ! ! \ ; | § � � \ \(( \ ! ! ~ \{ . 7)\ • �; ;! � ! � \} EXHIBIT 25A.182 WIA 2014 - 2015 Grant OCCTAC— Budget Narrative Personnel $110.137.50 Coordinator & Case Manager -100% FTE for 12 months: $43,200.00 (Benefits Included) 40 -Hours week for 12 Months @ @20.00 per month The Coordinator & Case Manager will work 40 Hours a week for 12 months providing: recruitment & eligibility intake, assessment, documentation & case notes; identify barriers and goals; monitor progress & goals; meet regularly with individual WIA participants to train on employment and job skills; represent OCCTAC in provider network and youth council meetings; organize and attend OCCTAC— WIA Staff Meetings and document input; organize relative activities. Distribute WEX hours to youth and keep track of all paid hours and supportive service activities. As well provide assistance to all follow up youth and complete any related documentation. Job Developer /Case Manager Assistant—. 63% PTEfor 11 Months: $19,800.00 (Benefits Included) 25 — hours a week 11 Months @$16.00 per hour The Job developer is responsible for creating job opportunities for clients by researching, identifying and soliciting commitments from possible sources of employment. Provide clients with soft skills and job search training. Job developer will also locate employment opportunities that fit each individual youth depending on barrier such as Disability, probation, or parenting youth. The Case manager portion of this position includes providing documentation & case notes; identify barriers and goals; monitor progress & goals; meeting regularly with individual WIA participants to train on employment and job skills; represent OCCTAC in provider network ad youth council meetings; organize and attend OCCTAC- WIA Staff Meetings and Document input; Organize related activities such as workshops, mock interviews etc. Arts /Technology Instructor —.25% PTE for 9 months: $7,290.00 (Benefits Included) 10 Hours a week for 9 months @18.00 per hour: The respective position will be responsible for providing educational and career training to all WIA participants as it related to the arts and technology emphasis; mentoring and assisting participants with related work experience placements; observing and monitoring participants with technical/ artistic skills; documentation progress throughout the program; meeting regularly & individual with WIA participants to train on related curriculum; and attending regular tern meetings. Numeracy Coach /Instructor —.38% PTE for 9 months: $9,112,50 (Benefits Included) 15 hours a week for 9 months @$15.00 per hour The respective position will be responsible for assessing the numeric and basic skills of all participants; teaching WIA participant's learning and mathematical solving strategies; monitor & document providing educational and carrier training to all participant as it assisting participants with related work experience placements; observing and monitoring participants with technical skills; documenting progress throughout the program; meeting regularly & individually with WIA participants to train on related curriculum; and attending regular team meetings. Literacy /Instructor -.38% PTE for 9 months: $10,935.00 (Benefits Included) 15 hours a week for 9 months @$18.00 The respective position is responsible for assessing the literacy and basic skills of all WIA participants; teaching WIA participants learning and literacy strategies; monitoring & documenting literacy progress throughout the program; meeting regularly with WIA participants and attending regular team meeting. EXHIBIT G 25A -183 WIA 2014 — 2015 Grant OCCTAC— Budget Narrative Carrier Counselor —.63% PTE for 11 months: $19,800.00 (Benefits Included) 25 hours a week for 11 months @$16.00 per hour: The respective position will be responsible for providing educational and career training to all WIA participants; mentoring and assisting with related work experience placement; observing and monitoring participants with technical /artistic skills; documenting progress throughout the program; meeting regularly & individually with WIA participants to train on related curriculum; and attending regular team meetings. Stipends and Wages for 27 Participants 574.160.00 Training Stipends (in school — out of school youth) — 27 participants First 20 hours: participants given $150.00 stipend to participate in program Second 20 hours: participants given $150.00 stipend to participate in program Third 20 hours: participants given $150.00 stipend to participate in program Forth 20 hours: participants given $150.00 stipend to participate in program After stipends completion Months 3 —11: participants paid $9.00 per hour for Work based learning (10 - 15 hours, a wk.) Supportive Service $13,550.00 Buss Pass /Gas Voucher: As needed for 27 participants $7,210.00 15 bus passes @65.55each for 5 months 4,960.00 5 gas cards @$50. Each every month $2,250.00 Funds are allocated for youth who are in need of transportation related support Food Bank: As needed for 27— participants $2,000.00 $200 per month will be spent to distribute food to 27 participants once a month. Work Related supplies: As needed for 27 participants $750.00 Work related and Skills building tools, book, academic Supplied, portfolios. Items needed forjob interviews. Program Incentives $ 1,050.00 $50 incentive for every two modules or classes completed leading to a High School Diploma 3 Youth x 7 (14 modules) = 21 x $50 = $ 1,050.00 Academic Support: As needed for 27 — participants $2,000.00 Tuition Support for certificates or other related academic programs for 27 participants; books for related course work, tutoring supplies, and college field trips. Fingerprinting /TB Test; As needed for 27 participants $540.00 27 fingerprinting @$10 each $270.00 and 27 TB test @$10 each $270.00 Funds allocated for Dept. of Justice Clearance & TB test for employment. Program Documents: a. WIA Youth Sign in Sheet: Participants will log and track all activities and hours accumulated on a day by day basis and have supervisor sign to confirm time of arrival and departure to EXHIBIT G 25A -184 WIA 2014 - 2015 Grant OCCTAC— Budget Narrative their activities. Activities can include Work Base Learning Hours, Class training, case management and education counseling meetings, Math /English tutoring session etc. b. WIA Youth Time Sheet: Participant will turn in a weekly time sheet with all hours accumulated throughout the weeks in activities attended. Youth will be asked to log there task in detail in order to provide proof of activities attended. Activities can include Work Base Learning Hours, Class training, case management and education counseling meetings, Math /English tutoring session and any other supplemental hours approved by supervisor. c. WIA Staff Time sheet: Staff will turn in a weekly time sheet with hours worked for meetings with WIA youth, WIA administration, teaching a WIA class or Workshop, or Tutoring and preparing for youth appointments. As well as any additional supplemental hours approved by supervisor that is intended for WIA program purposes only. 43% of budget will be directly spent on youth in the form of paid work experience, stipends, certificates training, college tuition support and other support services. EXHIBIT G 25A -185 Assurances & Certifications Selected providers will be required to sign and submit "actual" assurances and certificates as required by the City of Santa Ana and the Workforce Investment Board on all contracts. I recognize that I must give assurances for each item below. If I cannot, this proposal will be automatically rejected. Please initial each box. t 1 am authorized by my Board of Directors, Trustees, other legally qualified officer, or as the owner of this agency or business to submit this proposal. itWe are not currently on any Federal, State of California, or local Debarment list. We will provide records to show that we are fiscally solvent, if needed. [y We have, or will have, all of the fiscal control and accounting procedures needed to ensure that WIA funds will be used as required bylaw and contract. gl We have additional funding sources and will not be dependent on WIA funds alone. We do or will meet the applicable Federal, State, and local compliance requirements. These include, but are not limited to: Imo' Records that accurately reflect actual performance. Maintain record confidentiality, as required. ® Reporting financial, participant, and performance data, as required. Comply with State and Federal fiscal and program activity audits. Comply with Federal and State non - discrimination provisions. Meet requirements of Section 504 of the Rehabilitation Act of 1973. �i Meet requirements of the American's with Disabilities Act of 1990 Meet all applicable labor law, including Child Labor Law standards. Agree to provide a drug free workplace. Agree to insure the City of Santa Ana through General Liability Insurance and Automobile Liability. Coverage in the amount of $1,000,000.00. Agree to provide all participants with Grievance Procedures. Agree to insure proposer's employees through Workers Compensation Insurance (including part -time employees) Procurement policies and procedures are in place and meet federal guidelines. Youth Protection Policy and Sexual Abuse & Molestation insurance of $2,000,000 e will not: Place a youth in a position that will displace a current employee. Use WIA money to assist, promote, or deter union organizing. FLJr Use funds to employ or train of persons in sectarian activities. Use funds for youth in the construction, operation, or maintenance of any part of a facility to be used for sectarian instruction or religious worship. Use WIA funds for activities that would interfere with or replace regular academic requirements for eligible youth who are not dropouts. Use WIA funds to carry out programs funded under the School -to -Work Opportunities Act of 1994 unless the program(s) are only for youth eligible to participate under WIA. gr Use WIA money under this contract to purchase any equipment. I hereby assure that all of the above are true. e Name Title Date EXHIBIT H 25 25A -186 l CERTIFICATE OF LIABILITY INSURANCE DATE L..�� 12/19/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Llc #OA91355 CONTACT NAME: Comprehensive Insurance Services PHONE (999)709 -8800 FAX 1949))09 -1668 c No: 22342 Avenida Empresa aooAless: info@ the comprehens ive insurance. com Suite 250 INSUPER(B ) AFFORDING COVERAGE Rcho Sta Margarita CA 92688 INSURER ANon rofi is Insurance Alliance '11845 INSURED INSURER B Orange County Children's Theraputic INSURER C: Arts Center INSURER D: 2215 N. Broadway INSURER E: Santa Ana CA 92706 INSURER F: COVERAGES CERTIFICATE NUMBER -GL /AUTO /PROF /ISC REVIRInM NI IMRFR. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUEO TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTq TYPE OF INSURANCE ADDL',SUBR INSR WVD POLICY NUMBER POLICY EFF MOLICY YYY POLICY EXP Me V LIMITS GENERAL LIABILITY EACH OCCURRENCE 1,000,000 A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE FX7 OCCUR X 2013-09201 -NPO 12/21/201312/21 /2019 AMA ____$ E TO RCNTEO PREMISES Ea occurrence S 500,000 MEDEXPPm,m,epers @nl S 20,000 PERSONAL B ADV INJURY S 1,000,000 GENERAL AGGREGATE S 2,000,000 GENL AGGREGATE LIMIT APPLIES PER PRODUCTS - COMPIOP AGG S 2,000,000 POLICY PRO X LUC S AUTOMOBILE LIABILITY COMBINED SINGLE WAIT Ea recidc"t 5 I 10001000 A ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS 013- 09201 -NPO 12/21/2013 12/21 /2014 BODILY INJURY (Par re,Dm) S BODILY INJURY Fulmndoh S X X NON OWNED HIRED AUTOS AUTOS PROPERTY DAMAGE Pascroenl $ _ UMBRELLA LIAR EXCESS LAB OCCUR fl AIMS�VADF � p L V ED J (// (,r _.r..- .. '-� -I ✓ "` EACH OCCURRENCE 5 AGGREGATE —_._ -- DED RETENTION S S WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PftOPRIETOPo "PARTNERIEXECUTIVE OFFICERIMEMBER EXCLUDED'' (Mandatory in NH) If Y. descnbe under N/A - - c -- ` LISA E. )I .. Attof AsslReant ('ItY L t\ HE-V Jf. ,ice WC STgTU OTH -1 EL EACH ACCIDENT $ E L DISEASE - EA EMPLOYE $ E.L. DISEASE - POLICY DMIT - $ DESCRIPTION OF OPERATIONS hel@w A Social Sery Professional 12013- 09201 -NPC 12/21/201312/21 /2014 $1, 000.000Agg/ I, 000.000OCC A Improper Sexual Conduct 12013- 09201 -NPO 12/21/201312/21 /2014 $1,000.o00Ao911, 000, 000 Ea CI DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Allard ACORD 101, AddWonal Remarks Schedule, if more space Is required The City of Santa Ana, its officers, agents, employees, volunteers and representatives are included as Additional Insured per attached endorsement CG2026. This insurance is primary and non - contributory. CERTIFICATE HOLDER CANCFI I ATION AUOKU 2S (2U1UIU5) ©1988 -2010 ACORD CORPORATION. All rights reserved. INS025 (201005)01 The ACORD name a}i} Q[, q re tQ?"ed marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN The City Of Santa Ana ACCORDANCE WITH THE POLICY PROVISIONS. Attn: Julie Castro-Cardenas AUTHORIZED REPRESENTATIVE 1000 E. Santa Ana Blvd. #200 Santa Ana, CA 92701 Richard Eynon /JEREMY AUOKU 2S (2U1UIU5) ©1988 -2010 ACORD CORPORATION. All rights reserved. INS025 (201005)01 The ACORD name a}i} Q[, q re tQ?"ed marks of ACORD POLICY NUMBER: 201 3 - 0 92 01 -NPO COMMERCIAL GENERAL LIABILITY CG 20260704 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s) 'The City of Santa Ana, Its officers, agents, employees, volunteers and representatives Any person or organization that you are required to add as an additional insured on this policy, under a written contract or agreement currently in effect, or becoming effective during the term of this policy. The additional insured status will not be afforded with respect to Liability arising out of or related to your activities as a real estate manager for that person or organization. Information required to complete this Schedule, if not shown above, will be shown in the declarations. Section II — Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury, "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: A. In the performance of your ongoing operations; or B. In connection with your premises owned by or rented to you. CG 20 26 07 04 © ISO Properties, Inc., 2004 Page 1 of 1 EXHIBIT .I 25A -188 2013- 09201 -NPO COMMERCIAL GENERAL LIABILITY CG 00 01 07 98 COMMERCIAL GENERAL LIABILITY COVERAGE FORM Various provisions in this policy restrict coverage. Read the entire policy carefully to determine rights, duties and what is and is not covered. Throughout this policy the words "you" and "your" refer to the Named Insured shown in the Declarations, and any other person or organization qualifying as a Named Insured under this policy. The words "we ", "us" and "our" refer to the company providing this insur- ance. The ward "insured" means any person or organization qualifying as such under Section II — Who Is An In- sured. Other words and phrases that a pp ear in quotation 2 marks have special meaning. Refer to Section V — Definitions. SECTION t —COVERAGES COVERAGE A BODILY INJURY AND PROPERTY \ DAMAGE LIABILITY 1. Insuring Agreement a. We will pay those sums that the insured be- comes legally obligated to pay as damages be- cause of "bodily injury" or "property damage' to which this insurance applies. We will have the right and duty to defend the insured against any "suit" seeking those damages. However, we will have no duty to defend the insured against any "suit" seeking damages for "bodily injury" or "property damage" to which this insurance does not apply_ We may, at our discretion, investi- gate any "occurrence" and setJe any claim or "suit" that may result. But: (1) The amount we will pay for damages is limited as described in Section III —limits Of insurance; and (2) Our right and duty to defend end when we have used up the applicable limit of insur- ance In the payment of judgments or set- tlements under Coverages A or B or medi- cal expenses under Coverage C. No other obligation or liability to pay sums or perform acts or sorvices is covered unless ex- plicitly provided for under Supplementary Pay- ments — Coverages A and B. b. This insurance applies to "bodily injury" and "property damage" only if: (1) The "bodily injury" or "property damage" is caused by an " occurrence" that takes place in the "coverage territory" and (2) The "bodily injury" or "property damage" occurs during the policy period. c. Damages because of "bodily injury" include damages claimed by any person or organiza- tion for care, loss of seivices or death resulting at any time from the "bodily injury ". Exclusions This insurance does not apply to: a. Expected Or Intended Injury "Bodily injury" or "property damage" expected or intended from the standpoint of like insured. This exclusion does not apply to "bodily injury" resulting from the use of reasonable force to protect persons or property. b. Contractual Liability "Bodily injury" or "property damage" for which the insured is obligated to pay damages by reason of the assumption of liability in a con- tract or agreement. This exclusion does not apply to liability for damages: (1) That the insured would have in the absence of the contract or agreement; or (2) Assumed in a contract or agreement that Is an "Insured contract ", provided the "bodily injury" or "property damage" occurs subse- quent to the execution of the contract or agreement. Solely for the purposes of liabil- ity assumed in an "insured contract ", rea- sonable attorney fees and necessary litiga- tion expenses incurred by or fur a party other than an insured are deemed to be damages because of "bodily injury" or "property damage ", provided: (a) Liability to such party for, or for the cost of, that party's defense has also been assumed in the same "Insured contract "; and CG 00 01 07 98 Copyright, Insurance Services Office, Inc., 1997 Page 1 of 13 ❑ EXI -HBIT I 25A -189 (b) Such attorney fees and litigation ex- f. Pollution penses are for defense of that party against a civil or alternative dispute rase- (1) "Bodily injury" or "property damage" arising lution proceeding in which darnages to out of the actual, alleged or threatened dis- which this insurance applies are alleged. charge, dispersal, seepage, migration, re- ease or escape of "pollutants ": c. Liquor Liability "Bodily injury" or "property damage" for which (a) At or from any premises, site or location which is or was at any time owned or any insured may be held liable by reason of: occupied by, or rented or loaned to, any (1) Causing or contributing to the intoxication of insured. However, this subparagraph any person; does not apply to: (2) The furnishing of alcoholic beverages to a (i) 'Bodily injury" if sustained within a person under the legal drinking age or un- building and caused by smoke, der the influence of alcohol; or fumes, vapor or soot from equipment (3) Any statute, ordinance or regulation relating ased to heat that building; to the sale, gift, distribution or use of alto- (ii) "Bodily injury" or "property damage" holic beverages. for which you may be held liable, if This exclusion applies only if you are in the you are a contractor and the owner business of manufacturing, distributing, selling, lessee of such premises, site or serving or furnishing alcoholic beverages, t o location has been added to your p d. Workers' Compensation And Similar Laws icy as an additional insured with re- ol- spent to your ongoing operations per - Any obligation of the insured under a workers' farmed for that additional insured at compensation, disability benefits or unemploy- that premises, site or location and ment compensation law or any similar law. such premises, site or location is not e, Employer's Liability and never was owned or occupied "Bodily injury" to: by, or rented or loaned to, any in- sured, other than that additional in- (1) An "employee" of the insured arising out of sured; or and in the course of: (iii) "Bodily injury" or "property damage" (a) Employment by the insured; or arising out of heat, smoke or fumes (b) Performing duties related to the conduct from a "hostile fire "; of the insured's business; or (b) At or from any premises, site or location (2) The spouse, child, parent, brother or sister "employee" which is or was at any time used by or for any insured or others for the han- of that as a consequence of Paragraph (1) above. dung, storage, disposal, processing or treatment of waste; This exclusion applies: (c) Which are or were at any time trans - (1) Whether the insured may be liable as an ported, handled, stored, treated, dis- employer or in any other capacity, and posed of, or processed as waste by or (2) To any obligation to share damages with or for any insured or any person or organi- repay someone else who must pay dam- zation for whom you may be legally re- ages because of the injury. sponsible; or This exclusion does not apply to liability as- sumed by the insured under an "insured con- tract". Page 2 of 13 Copyright, Insurance Services Office. Inc_ 1997 CG 00 01 07 98 ❑ EXHIBIT I 25A -190 SECTION IV — COMMERCIAL GENERAL LIABILITY CONDITIONS 1. Bankruptcy Bankruptcy or insolvency of the insured or of the insured's estate will not relieve us of our obliga- tions under this Coverage Pad, 2. Duties In The Event Of Occurrence, Offense, Claim Or Suit a. You must see to it that we are notified as soon as practicable of an "occurrence" or an offense which may result in a claim. To the extent pos- sible, notice should include: (1) How, when and where the "occurrence" or offense took place; (2) The names and addresses of any injured persons and witnesses; and (3) The nature and location of any injury or damage arising out of the "occurrence" or offense. b. If a claim is made or "suit" is brought against any insured, you must: (1) Immediately record the specifics of the claim or "suit' and the date recaivPd; and (2) Notify us as soon as practicable. You must see to it that we receive written no- tice of the claim or "suit" as soon as practica- ble. c. You and any other involved insured must: (1) Immedlately send us copies of any de- mands, notices, summonses or legal pa- pers received in connection with the claim or "suit" (2) Authorize us to obtain records and other information; (3) Cooperate with us in the investigation or settlement of the claim or defense against the "suit "; and (4) Assist us, upon our request, in the en- forcement of any right against any person or organization which may be liable to the in- sured because of injury or damage to which this insurance may also apply. d. No insured will, except at that insured's own cost, voluntarily make a payment, assume any obligation, or incur any expense, other than for first aid, without our consent. 3. Legal Action Against Us No person or organization has a right under this Coverage Part: a. To join us as a party or otherwise bring us into a "suit" asking for damages from an insured; or It. To sue us on this Coverage Part unless all of its terms have been fully complied with. A person or organization may sue us to recover on an agreed settlement or on a final judgment against an insured obtained after an actual trial; but we will not be liable for darnages that are not payable under the terms of this Coverage Part or that are in excess of the applicable limit of insur- ance. An agreed settlement means a settlement and release of liability signed by us, the insured and the claimant or the claimant's legal represen- tative. 4. Otherinsurance If other valid and collectible Insurance is available `to the insured for a loss we cover under Cover- ages A or B of this Coverage Part, our obligations \i are limited as follows: a. Primary Insurance This insurance is primary except when b. below applies. If this insurance Is primary, our obliga- tions are not affected unless any of the other Insurance is also primary. Then, we will share with all that other insurance by the method de- scribed in c. below. b. Excess Insurance 'This insurance is excess over: (1) Any of the other insurance, whether pri- mary, excess, contingent or on any other basis: (a) That is Fire, Extended Coverage, Builder's Risk, Installation Risk or similar coverage for "yourwork "; (b) That is Fire insurance for premises rented to you or temporarily occupied by you with permission of the owner; (c) That is insurance purchased by you to cover your liability as a tenant for "prop- erty damage" to premises rented to you or temporarily occupied by you with permission of the owner; or (d) If the loss arises out of the maintenance or use of aircraft, "autos" or watercraft to the extent not subject to Exclusion g. of Section I -- Coverage A — Bodily Injury And Property Damage Liability. (2) Any other primary Insurance avallable, to YOU covering liability for damages arising out of the premises or operations for which you have been added as an additionalin- sured by attachment of an endorsement CG 00 01 07 90 Copyright, Insurance Services Office, Inc, 1997 Page 9 of 13 EXHIBIT I 25A -191 AGREEMENT UNDER THE WORKFORCE INVESTMENT ACT THIS AGREEMENT, made and entered into this lst day of July, 2014, by and between the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ( "CITY ") and Orange County Conservation Corps non- profit corporation ( "CONTRACTOR "). RECITALS: A. CITY has been designated a Local Workforce Investment Area (LWIA) under the Workforce Investment Act of 1998, Public Law 105 -220 ( "the Act "). B. The State of California has created the LWIA to administer the Act programs operated by the State of California pursuant to the Act. C. As a LWIA, CITY is entitled to receive federal funds to establish programs to prepare economically disadvantaged youths for entry into the labor market and to provide basic skills development to those individuals who are economically disadvantaged or otherwise face serious barriers to succeeding in life. One goal of California's Workforce Investment System is to provide youth with the opportunities to achieve career goals that will allow them to successfully compete in the labor market and prepare them for higher education. D. CONTRACTOR is experienced in operating education, occupational development and employment programs for economically disadvantaged youth for entry into the labor market ( "said program "). E. CONTRACTOR is willing to operate said program pursuant to the Act and California law. WHEREFORE, for and in consideration of the respective and mutual covenants and promises hereinafter contained and made, and subject to all the terms and conditions hereof, the parties hereto do hereby agree as follows: I. CONTRACTOR'S OBLIGATIONS A. CONTRACTOR agrees to provide the following services pursuant to said program, as more specifically set forth in CONTRACTOR'S Program Narrative contained in "Exhibit A" and in the Performance Standards "Exhibit B ", attached hereto and by this reference incorporated herein. CONTRACTOR'S failure to provide said services may be grounds for CITY to readjust the level of payment to CONTRACTOR otherwise provided for hereinafter. B. CONTRACTOR agrees to provide benefits to individuals who participate in the activities and services funded by this Agreement ( "participants ") in accordance with the standards and requirements set forth in Workforce Investment Act of 1998, Public Law 105 -220, 25A -192 Page 1 of 15 C. CONTRACTOR agrees to perform the services set forth herein in a professional, timely and diligent manner. D. CONTRACTOR shall provide wages and benefits to individuals who participate in the activities and services funded by this Agreement in accordance with the standards and requirements of the Act, including Section 181 of the Act. E. CONTRACTOR shall adhere to the Labor Standards described in the Act including Section 181 of the Act. F. CONTRACTOR agrees to comply with the "Complaint Handling Procedures Under the WIA ", attached hereto as "Exhibit C" and incorporated herein as though fully set forth in 20 CFR §667.200, Subpart F. CONTRACTOR shall advise participants of their rights to file complaints under the Act and the procedures for resolution of any complaints. CITY's procedures for handling complaints alleging a violation of the Act, regulations, grants, or other agreements wider the Act shall be followed and any decision of CITY, the State or the federal government relating to the complaint shall be binding and followed by CONTRACTOR. CONTRACTORS who are employers shall operate a grievance system that incorporates CITY's procedures for resolution of complaints relating to the terms and conditions of employment; these procedures shall be approved in writing by CITY. G. As a condition of this award of financial assistance under the Act to CONTRACTOR from CITY, CONTRACTOR assures, with respect to operation of all programs or activities funded with funds provided pursuant to the Act, and all agreements or arrangements to carry out such programs or activities, that it will comply fully with the nondiscrimination and equal opportunity provisions of the Act (Section 188) and compliance with Equal Employment Opportunity provisions in Executive Order (E.O.) 11246, as amended by E.O. 11375 and supplemented by the requirements of 41 CFR Part 60; the Nontraditional Employment for Women Act of 1991; Title VI of the Civil Rights Act. of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; the Americans with Disabilities Act of 1990; and with all applicable requirements imposed by or pursuant to regulations implementing those laws, including, but not limited to, 29 CFR Part 33 and 37. The United States, the State of California and CITY have the right to seek judicial enforcement of this assurance. IL CONTRACTOR agrees that no participant(s) shall commence training prior to the approval of funding pursuant to Section 123 of the Act. I. CONTRACTOR agrees to maintain such records and submit such reports, data and information, on the form and containing such information, at such times as CITY may request or require regarding the performance of CONTRACTOR'S services or activities, costs or other data, including but not limited to, participants' attendance, payroll records and job duty statements. CONTRACTOR agrees to forward to the Santa Ana Work Center Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California 92701 completed Workforce Investment Act Application form and supporting documents; a complete Workforce Investment Act Enrollment; any subsequent updates to; Workforce Investment Act Youth Test Scores form; Workforce Investment Act Exit form upon completion/termination of active enrollment of participant; and the Workforce Investment Act Follow -Up form within 20 days following 30, 60, 90,180, 270, and 360 days of exit. Contractor agrees to enter information on the State of California's CalJobs database 25A -193 Page 2 of 15 system as instructed and requested by the Santa Ana Work Center Administration, CITY, the State of California and the United States government and /or their representatives shall have access for purposes of monitoring, auditing and examining of CONTRACTOR'S activities, performance, books, documents, papers, and records of CONTRACTOR subcontractors, bookkeepers and accountants, and employees and participants related to this Agreement. Such agencies or representatives shall also schedule on -site monitoring in their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants and entering any premises or onto any site in which any of the services or activities funded hereunder are conducted or in which any of the records of CONTRACTOR are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law, In the event CONTRACTOR does not make the above - referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. All accounting records and evidence pertaining to all costs of CONTRACTOR and all documents related to this Agreement shall be kept available at the location where CONTRACTOR conducted the program, as well as in the County of Orange, for the duration of this Agreement and thereafter for three (3) years after completion of an audit. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which CITY, the State of California or the United States Government take exception, shall be retained beyond the three (3) years until resolution of disposition of such appeals, litigation, claims, or exceptions. J. Without prejudice to any other section of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. Notwithstanding the foregoing, CONTRACTOR agrees to submit to CITY, the State of California and/or the United States Government or their representatives, all records requested for administrative purposes, including audits, examinations, monitoring and verification of records submitted by CONTRACTOR, costs incurred and services rendered hereunder. K. CONTRACTOR agrees to complete in triplicate, a monthly Invoice /Voucher on CITY's Invoice/Voucher form, showing in detail the amount of money already expended by CONTRACTOR hereunder, as this is a cash reimbursement contract. Accounting records must be supported by such source documentation such as cancelled checks, paid bills, payrolls, time and attendance records, contract and subgrant award documents [29 CFR— Subpart C, Section 97.20 (b)(6)]. CONTRACTOR agrees to submit the above - stated documents to the WIB Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California, 92701, by the tenth (10th) day of the month following the month in which CONTRACTOR'S services are performed. Should CONTRACTOR fail to deliver said documents to CITY, CITY shall have the option to cancel this Agreement by giving CONTRACTOR ten (10) days written notice thereof. CONTRACTOR shall either return to the CITY excess revenues over costs or use such excess revenues as program income by utilizing such program income for additional training activities authorized under the Act. L. CONTRACTOR agrees to expend all funds in accordance with all applicable 25A -194 Page 3 of 15 federal, state and local laws and regulations. CONTRACTOR also agrees to provide at CONTRACTOR'S own expense supplies and other costs of said PROGRAM. M. CONTRACTOR shall arrange independently for an audit that includes WIA funds received from CITY, in accordance with the Act, 20 CFR Section 667.200 and OMB Circular A- 133. CONTRACTOR shall submit one original of each required audit report to CITY within (30) days after the date received by CONTRACTOR. Should CONTRACTOR fail to comply with these requirements, CITY may at its option withhold payment of funds, or disallow funds or suspend additional grant funds. N. CONTRACTOR shall not expend funds pursuant to this Agreement to provide services to any participant where costs of training are paid for by any other person or entity. 0. CONTRACTOR shall comply with the provisions of Circular A -102 of the U.S. Office of Management and Budget (OMB) and the related "Common Rule" entitled "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Government', Subpart C, paragraphs 37 and 42, Circular A -128, and all other applicable federal statutes and executive orders and their implementing regulations, including regulations at 29 CFR Part 97. P. CONTRACTOR shall comply with the requirements of federal regulations found at 29 CFR 93 which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, member of Congress or an officer or employee of a member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a Certification Regarding Lobbying to that effect in a form as set forth in "Exhibit D," attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed Certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. Q. CONTRACTOR agrees to provide a drug -free work place and to execute a Drug Free Workplace Certification as set forth in "Exhibit E" attached hereto and incorporated herein by this reference. R. CONTRACTOR, in accordance with the Child Support Compliance Act, recognizes and acknowledges the importance of child and family support obligations and shall fully comply with all state and federal laws relating to child and family support enforcement, including, but not limited to: disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the state Family Code; and, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Employee Registry maintained by the California Employment Development Department (EDD). S. CONTRACTOR agrees to comply with all applicable provisions of the ACT and the federal regulations, including but not limited to the regulations found at 20 CFR part 629. 25A -195 Page 4 of 15 T. CONTRACTOR agrees to that it is in compliance with the Certification Regarding Debarment ( "Exhibit F ") as required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160- 19211). U. CONTRACTOR agrees to provide priority of services for veterans and eligible spouses pursuant to 20 CFR part 1010 and the regulations implementing priority of service for veterans and eligible spouses in Department of Labor job training programs under the Jobs for Veterans Act published at 73 Fed.Reg. 78132 on December 19, 2008. V. CONTRACTOR acknowledges that the official name for the statewide system of providing employment and training through the WIA partnerships and various other local programs is "America's Job Center ". To achieve the goals of this grant, it is important that the public has a quick and easy method to identify that the projects or programs they are taking part in are part of the "America's Job Center ". CONTRACTOR agrees to place the America's Job Center logo, in accordance with the State of California guidelines for such use, on all public materials such as statements, press releases, brochures, advertisements, reports and other documents describing projects or programs funded in whole or in part with WIA funds. When the America's Job Center logo is used, CONTRACTOR may accompany it with the following statement, "The (Program Name) is a proud partner of the America's Job Center network ". CONTRACTOR shall not use the America's Job Center logo in any manner that would imply that the State of California endorses a commercial product, service or activity. II. CITY'S OBLIGATIONS A. CITY agrees to pay to CONTRACTOR when, if and to the extent federal funds are received under the provisions of the Act a sum not to exceed $200,000 for CONTRACTOR'S performance in accordance with the Budget attached hereto as "Exhibit G" during the period of this Agreement. Said sum shall be paid after CITY receives invoices submitted by CONTRACTOR as provided hereinabove. B. CONTRACTOR has the ability to adjust line item amounts in the budget with the approval of the Executive Director, so long as the total Budget amount does not increase. C. CITY agrees to provide for on -site monitoring reviews of said program operation at least annually. In addition, monthly desk -top reviews of pertinent information will be conducted. D. CITY has the right to de- obligate the funds hereunder and take such funding back from CONTRACTOR due to any of the following reasons: (a) lack of performance by CONTRACTOR; (b) lack of fiscal accountability of CONTRACTOR; or (c) decrease in available funding. III. TERM OF AGREEMENT This Agreement shall commence on July 1, 2014 and all duties arising under this Agreement shall have been performed by June 30, 2015. The term of this Agreement may be extended 25A -196 Page 5 offs by a writing executed by the City Manager and the City Attorney. IV. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. V. WORKER'S COMPENSATION AND EMPLOYER'S RIGHTS A. CONTRACTOR shall use appropriate funds received from CITY to provide workers' compensation to all those hired by CONTRACTOR under this Agreement. B. CONTRACTOR shall have the right to hire, dismiss, or promote its employees or contract personnel hired under this Agreement so long as its hiring or dismissal policy or standard does not violate Title VII of the Civil Rights Act of 1964, Fair Labor Standards Act of 1938, or any other applicable law, and CONTRACTOR maintains itself as an Equal Opportunity employer. VI. APPLICABLE GUIDELINES A. The parties hereto agree that CONTRACTOR shall comply with all applicable federal and state laws and regulations, including, but not limited to the Performance Standards (Exhibit B) and general program requirements described in Sections 106 and 141 of the Act (29 USC Sections 1516 and 1551) and applicable regulations, and the U.S. Department of Labor guidelines and regulations, including amendments or revisions made during the terms of this Agreement. Said applicable laws are hereby incorporated by reference and made as part of this Agreement as though fully set forth herein. B. CONTRACTOR also assures and certifies that: 1. CONTRACTOR acknowledges and confirms that the U.S. Department of Labor has established three (3) common measures for youth: (a) Placement in employment or education; (b) Attainment of degree or certificate; and, (c) Literacy or numeracy gains. Pending WIA reauthorization and or U.S. Department of Labor and EDD updates, Contractor agree to implement and shall meet any additional performance measures that may be subsequently required by the Workforce Investment Act or by any other Federal, State, and local law. 2. CONTRACTOR shall comply with Title VII of the Civil Rights Act of 1964 (P.L. 83 -354) and in accordance with Title VII of the Act, no person shall, on the grounds of race, 25A -197 Page 6 of 15 color, religion, sex, age, handicap or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 3. CONTRACTOR shall comply with any and all federal laws limiting the political activity of employees hired under this Agreement. 4. CONTRACTOR shall comply with the requirements that no program under the Act shall involve political activities. 5. RECORD INSPECTION. CONTRACTOR shall provide the U.S. Department of Labor and the Controller General, by and through any authorized representative, as well as the WIB Administrative Office, access to and the right to examine all records, books, papers or documents relating to the accounting and use of funds under this Agreement for a three -year period from and after the effective date of this Agreement. 6. No person with responsibilities in the operation of any program under the Act shall discriminate with respect to any program participant or any application for participation in such program because of race, creed, color, national origin, sex, political affiliation or beliefs. 7. CONTRACTOR shall maintain appropriate standards for health and safety in work and training situations. 8. CONTRACTOR shall comply with general provisions, assurances, and execute the Assurances and Certifications attached hereto as "Exhibit H" and incorporated herein. 9. EQUAL OPPORTUNITY. Any literature distributed by CONTRACTOR for the purpose of apprising businesses, participants, or the general public of its programs under this Agreement shall state that its programs are supported by the City of Santa Ana and the Santa Ana Workforce Investment Board, and shall state that the program is an "equal opportunity employer /progran2" and that "auxiliary aids and services are available upon request to individuals with disabilities." 10. Based on the population eligible to be served, or likely to be directly affected by the WIA program or activity, the services or information may need to be provided in a language other than English in order to allow such population to be effectively informed about or able to participate in the program or activity, Pursuant to 29 CFR 37.35, CONTRACTOR must take reasonable steps to provide services and information in appropriate languages after considering the scope of the program or activity, and the size and concentration of the population that needs services or information in a language other than English. 11. CONTRACTOR certifies that all property, finished or unfinished documents, data, studies and reports prepared or purchased under this Agreement, will be disposed of in accordance with the direction of the CITY. In addition, any tools and /or equipment furnished to the CONTRACTOR by the CITY and /or purchased by the CONTRACTOR with funds pursuant to this Agreement, will be limited to use within the activities outlined in this agreement and will remain the property of the United States Government and /or CITY. Upon termination of this Agreement, CONTRACTOR will immediately return such tools and /or equipment to the CITY or dispose of them in accordance with the direction of the CITY. 25A -198 Page 7 of 15 12. CONTRACTOR certifies that this Agreement does not provide for the advancement or aid to any religious sect, church or creed, or sectarian purpose nor does it help to support or sustain any school, college, university, hospital or other institution controlled by any religious creed, church, or sectarian denomination, as specified by Article XVI, Section 5, of the Constitution of the State of California, regarding separation of church and state. 13. PATENT, COPYRIGHTS AND RIGHTS IN DATA. The CONTRACTOR will disclose to the CITY any invention, written product, computer program developed or data assembled as a result of performance of work under this Agreement within seventy four (74) days of invention, development or assembly. The CITY, State of California, and U.S. Department of Labor will have the right to patent any invention and copyright any written product or computer program or data generated by CONTRACTOR. Upon written request, CONTRACTOR will transfer all pertinent information, specifications and right, title and interest to the designated agency. 14. INVENTIONS, PATENTS AND COPYRIGHTS. A. Reporting Procedure. If any project produces patentable items, patent rights, processes, or inventions in the course of work under a U.S. Department of Labor (DOL) grant or agreement, the CONTRACTOR shall report the fact promptly and fully to the CITY. The CITY shall report the fact to the Grant Officer, at the DOL. Unless there is a prior agreement between the CITY and the DOL and its representative on these matters, the DOL shall determine whether to seek protection on the invention or discovery. The DOL and its representative shall determine how the rightsin the invention or discovery, including rights under any patent issued thereon, will be allocated and administered in order to protect the public interest consistent with the "Governmental Patent Policy" (President's Memorandum for Heads of Executive Departments and Agencies, August 23, 1971, and Statement of Government Patent Policy as printed in 36 FR 16889). B. Copyright Policy. 1. Unless otherwise provided in the terms of the grant or agreement, when copyright - able material is developed in the course of or under a DOL Grant or agreement, the author and the CITY which developed the work is free to copyright material or to permit others to do so. The CONTRACTOR and the Workforce Investment Board (WIB) shall have a royalty -free, nonexclusive and irrevocable license to reproduce, publish, use and to authorize others to use all copyrighted material. 2. The DOL reserves a royalty -free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a) The copyright in any work developed under any grant, sub -grant, or contract under a grant or subgrant; (b) Any right of copyright to which a grantee, subgrantee or a CONTRACTOR purchases ownership with grant support; and (c) CONTRACTOR shall comply with the requirements of 29 CFR Part 97.34. C. Rights to Data. The DOL and the CITY shall have unlimited rights to any data first procured or delivered under this Agreement. 15. CLEAN AIR / CLEAN WATER ACT. If the grant hereunder exceeds $100,000, CONTRACTOR must comply with Section 306 of the Clean Air Act [(42 USC 1875(h)]; Section 508 of the Clean Water Act (33 USC 1368); Executive Order 11738 and Environmental 25A -199 Page 8 of 15 Protection Agency ( "EPA ") regulations (40 CFR Part 15) as any may now exist or be hereafter amended. Under these laws and regulations, the CONTRACTOR assures that: (a) No facility to be utilized in the performance of the proposed grant has been listed on the EPA List of Violating Facilities; (b) It will notify CITY prior to award of the receipt of any communication from the Director, Office of Federal Activities, U.S. EPA, indicating that a facility to be utilized for the grant is under consideration to be listed on the EPA List of Violating Facilities; (c) It will notify the CITY and the EPA about any known violation of the above laws and regulations. 16. CONTRACTOR agrees to adhere to the following STANDARDS OF CONDUCT: a. General Assurance. Every reasonable course of action will be taken by CONTRACTOR in order to maintain the integrity of this expenditure of public funds and to avoid favoritism. This Agreement will be administered in an impartial manner, free from errors to gain personal, financial, political gain. CONTRACTOR, its officers and employees, in administering this Agreement, will avoid situations which give rise to a suggestion that any decision was influenced by prejudice, bias, special interest or desire for personal gain. b. Employment of Former State or CITY Employees. CONTRACTOR will ensure that any of its employees who were formerly employed by the State of California or CITY, in a position that could have enabled such individuals to impact policy regarding or implementation of programs covered by this Agreement, will not be assigned to any part or phase of the activities conducted pursuant to this Agreement for a period of not less than two (2) years following the termination of such employment. c. Conducting Business Involving Relatives. No relative by blood, adoption or marriage of any executive or employee of CONTRACTOR will receive favorable treatment when considered for enrollment in programs provided by, or employment with, CONTRACTOR. d. Conducting Business Involving Close personal Friends and Associates. Executives and employees of CONTRACTOR will be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, in administering this Agreement, will exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for CONTRACTOR to conduct business with a friend or associate of an executive or employee of CONTRACTOR, an elected official in the area or a voting or non - voting member of the Workforce Investment Board (WIB), a permanent record of the transaction will be retained. e. Avoidance of Conflict of Economic Interest. No executive or employee of CONTRACTOR elected official in the area, or voting or non - voting member of a WIB, will solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part by CONTRACTOR or CITY. Supplies, materials, equipment or services purchased with Agreement finds will be used solely for purposes asserted or allowed under this Agreement. No voting member of the WIB will cast a vote on the provision of services or vote on any matter which 25A -200 Page 9 of 15 would provide direct financial benefit to that member or any business or organization which the member directly represents. f. Salary and Bonus Limitations. All Subrecipients of WIA program funds are required to comply with federal requirements regarding the limitations on salary and bonus payments in accordance with Public Law 109 -149, Section 7013. VII. HOLD HARMLESS A. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers' compensation claims, resulting from or arising out of the negligent acts, errors or omission of CONTRACTOR, its employees or subcontractors. B. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from and against any and all claims, demands, suits, actions or proceedings therefore, resulting from or arising out of the intentional or malicious acts of CONTRACTOR, its employees or subcontractors. VIII. INSURANCE 1. Commercial General Liability. CONTRACTOR agrees to obtain and keep in force during the term of this Agreement a policy of comprehensive commercial general liability insurance insuring the State of California, CITY, and CONTRACTOR against any liability for accident, injury or death arising out of or in consequence of this Agreement. Such insurance shall be in an amount not less than One Million Dollars ($1,000,000.00) for any injury to or death of any person or persons in any single accident or occurrence. Said policy of comprehensive general liability insurance shall be endorsed to provide to CITY and to the State of California, Employment Development Department, at least thirty (30) days written notice prior to cancellation; name CITY, its officers, agents, employees, and volunteers, and the State of California, its officers, employees, and volunteers as Additional hlsured; and state that such coverage is primary to any other coverage or self - insurance of the State of California and CITY (in substantially the form as Exhibit I, Additional Insured Endorsement, attached hereto). Governmental entities may substitute a certificate of self - insurance. 2. Automobile Liability Coverage. CONTRACTOR shall also obtain and maintain, during the effective period of this Agreement, broad form automobile liability coverage with at least $1,000,000 limit unless reduced by CITY, which applies to both owned /leased and non-owned automobiles used by CONTRACTOR employees or participants in performance of this Agreement, or, in the event that CITY will not utilize such owned/leased automobiles but intends to require employees, participants or other agents to utilize their own automobiles in the performance of this Agreement, CONTRACTOR shall secure and maintain on file from all such employees, participants, or 25A -201 Page 10 of 15 agents as self - certification of automobile insurance coverage. Governmental entities may substitute a certificate of self - insurance. 3. Workers' Compensation. If CONTRACTOR is an "employer ", as set forth in California Labor Code Section 3300 et seq., or utilizes participants as "employees," as set forth in California Labor Code Section 3350 et seq., CONTRACTOR shall obtain and keep in force during the term of this Agreement full Workers' Compensation insurance coverage for injuries suffered by participants. Said insurance policy shall guarantee CITY at least thirty (30) days written notice of cancellation or modification. CONTRACTOR shall carry medical and accident insurance for those participants not qualifying as "employees" for Worker's Compensation Coverage, pursuant to California Labor Code Section 3350, et seq. 4. Equipment Coverage. CONTRACTOR shall purchase a policy or policies of insurance covering loss or damage to any and all Equipment provided to or purchased by CONTRACTOR in accordance with this Agreement. Said insurance shall be in the amount of the full replacement value thereof, providing protection against the classification of fire, extended coverage, vandalism, malicious mischief, theft, and special extended perils. Governmental entities may substitute a certificate of self - insurance. 5. Youth Protection. To maintain a safe environment, funded youth providers that serve youth under the age of 18 will need to provide a Youth Protection Policy and proof of Sexual Abuse & Molestation insurance coverage of at least $2,000,000. Youth providers will be held responsible for conducting a background clearance (live -scan) for staff that have direct interaction with youth participants that are under the age of 18. 6. Proof of Insurance. Certificates and endorsements must be submitted and approved by CITY prior to any work under this Agreement. CONTRACTOR understands that CITY will make no payments under this Agreement until the required certificates and endorsements have been approved by CITY. IX. CORPORATESTATUS All corporate contractors shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board and Internal Revenue Service. Any change in corporate status or suspension shall be reported immediately to CITY. X. ASSIGNABILITY None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. 25A -202 Page 11 of 15 XI. LAWS GOVERNING THIS AGREEMENT In its performance under this Agreement, CONTRACTOR shall fully comply with the requirements of the following, whether or not otherwise referred to in this Agreement: 1. The Act and all applicable federal statutes, regulations, policies, procedures and directives, including but not limited to, 20 C.F.R. Parts 652 and 660 through 671. 2. All applicable State statutes, regulations, policies, procedures and directives; 3. All applicable CITY policies, procedures and directives; 4. All applicable local ordinances and requirements, including use permits and licensing; 5. Court orders applicable to its operation; and, 6. The terms and conditions of this Agreement. If any of the foregoing is enacted, amended, or revised, CONTRACTOR will comply with such or will notify CITY after enactment or modification that it cannot so comply. CITY may thereupon terminate this Agreement, if necessary. XII. EXCLUSIVITY AND AMENDMENT OF AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONTRACTOR by CITY, and contains all the covenants and agreements between the parties with respect to such employment. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. XIII. FRAUD CONTRACTOR shall immediately report to CITY all instances and facts concerning possible fraud, abuse or criminal activity relating to expenditure or receipt of funds under this Agreement. XIV. CONTINGENCY OF FUNDS CONTRACTOR acknowledges that approval of and funding for this Agreement is contingent upon State approval, and funds received or obligated from the State of California to CITY. If such approval of funds is not forthcoming, or is otherwise limited, CITY shall immediately notify CONTRACTOR. Within twenty (20) days of receipt of such notice, CONTRACTOR shall modify or cease operations as directed by CITY and negotiate necessary modification to this Agreement and /or reimbursement of costs incurred hereunder. 25A -203 Page 12 of 15 XV. TERMINATION A. This Agreement may be terminated by either party at its sole discretion, upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. However, CONTRACTOR may not terminate this Agreement if undue hardship will result to any participant. B. In the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (1) any payments made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by CITY in obtaining substitute performance. XVI. DISPUTES Except as otherwise provided in this Agreement, any dispute concerning any question arising under this Agreement shall be decided by CITY. In such a case CITY shall reduce its decision to writing and mail or otherwise furnish a copy thereof to CONTRACTOR. The decision of the City shall be final and conclusive unless within thirty (30) calendar days from the mailing or delivery of such copy, CITY receives from CONTRACTOR written request to appeal said decision. Procedures governing the appeal shall be prescribed by CITY and /or the State of California in accordance with the Act and all corresponding regulations and OMB circulars. Pending final disposition of the appeal, CONTRACTOR shall act in accordance with CITY's decision w-Iless the dispute involves a change order. XVII. BREACH - SANCTIONS If, through any cause, CONTRACTOR violates any of the terms and conditions of this Agreement, and /or prior agreements whereby grant funds were received by CONTRACTOR pursuant to this Agreement, or if CONTRACTOR reports inaccurately or if any Audit Report makes disallowances, CONTRACTOR shall promptly remedy its acts or omissions and /or repay CITY all amounts due CITY as a result of CONTRACTOR's violation. For any such failures or violations, CITY shall also have the right at its sole discretion to either: (1) discontinue program support until such time as CONTRACTOR fulfills its obligations or remedies all violations of this Agreement or prior agreements; and /or (2) collect outstanding amounts as determined by CITY due CITY by offsetting or debiting from current claims or invoices, if after thirty (30) days' written notice CONTRACTOR has failed to repay some or a repayment schedule has not been made; and/or (3) terminate this Agreement by giving written notice to CONTRACTOR of such termination in accordance the notice provision in Paragraph XVIII herein below. 25A -204 Page 13 of 15 XVIII. NOTICES All notices, reports and correspondence between the parties hereto respecting this Agreement shall be in writing and deposited in the United States Mail, postage prepaid, addressed as follows: CITY: City of Santa Ana Manager, WIB Administrative Office P.O. Box 1988 (M -73) Santa Ana, CA 92702 CLERK: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Telefacsimile (714) 647 -6956 CONTRACTOR: Orange County Conservation Corps 1853 N. Raymond Avenue, Anaheim, CA 92801 Phone: (714) 956 -6222 Fax: (714) 956 -1944 XIX. MERGER This Agreement, together with the attachments hereto, expresses the total understanding of the parties. There are no oral understandings of the parties or terms and conditions other than as stated herein. XX. VALIDITY The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. XXI. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney's fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 25A -205 Page 14 of 15 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above - written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: Sonia R. Carvalho City Attorney BY. Lisa Storck Assistant City Attorney "CITY" By: David Cavazos City Manager "CONTRACTOR" BY: Name: Kathaiyn Bandoni Title: Executive Director Tax ID #: 33- 0563781 25A -206 Page 15 of 15 GOVh.R 'iIGE PROPOSER APPLICATION AGENCYSTATUS PRIMARY FUNDING SOURCES Funding Source CalRec cle OCWIB FFS Other Grants Recycling Amount 2,082,453 1,056,950 1,030,000 861,000 375,000 HOURS OF OPERATION AND DAYS Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday Hours 7-5 7 -5 7 -5 7 -5 8-12 TARGET POPULATION E Older Youth x Younger Youth��x Out -of- School �x In School x # of Youth to be Served m 20141�2015� 25 Total WIA Funds Requested, $200,000 In compliance with the RFP noted above, and subject to the conditions thereof, the undersigned offers to furnish the services stipulated and certifies he has read, understands, and agrees to all terms, conditions, and repuirements of this RFP and is authorized to contract on behalf of the agency named above. Chief Executive Officer Title EXHIBIT A 25A -207 • t. �. 1 Y Earn... Learn.-Serve... Tools to Green the Future! Proposal for Youth Services Santa Ana Workforce Investment Board 2014 -2015 EXHIBIT A 25A -208 YOUTH WORKFORCE INVESTMENT ACT PROPOSAL QUESTIONS 2014 -2015 Instructions: Please provide a narrative response for each section and maintain the formatted sequence according to the headers. Please answer each question as concisely as possible. Use font size 12 and standard size margins. Experience /Qualifications A. Briefly describe your agency. The Orange County Conservation Corps (OCCC) is a nonprofit, certified local conservation corps, one of 13 certified local conservation corps in California. As a certified local conservation corps, the OCCC operates under the California Public Resources Code which mandates several program components, including paid work experience, job training, education, life skills and pre - employment training. The OCCC must maintain its certification each year through an annual state certification review. The OCCC incorporates a variety of youth and workforce development best practices into its program design. In November 2013, the Department of Agriculture (USDA) and the Department of the Interior (DOI) announced that the OCCC is one of 91 initial organizations nationwide that have been approved as member organizations to help implement the Obama Administration's 21st Century Conservation Service Corps (21CSC). The 21CSC is a national collaborative effort to put America's youth to work protecting, restoring, and enhancing America's natural and cultural resources. Additionally, we implement a wrap- around services provision model that brings together various service providers to assist participants with their needs. Our collaborative partnership with local businesses provides hands -on work experience and on the job training. B. List the facility address and address of headquarters if different location. Please include major cross streets. Orange County Conservation Corps Charter School Cross streets: Walnut and South Acacia in Fullerton 1548 E. Walnut Fullerton, CA 92831 (714) 956 -6222 Administrative Headquarters Cross Streets: Raymond and Kimberly in Anaheim 1853 Raymond Ave. Anaheim, CA 92801 (714) 956 -6222 C. Indicate hours of operation for facility. OCCC offices are open Monday— Thursday from 7:00 am to 5:00 pm and Friday from 8:00 am to noon. Additional week -end and evening hours to be arranged depending on individual participant needs, scheduled events, and activities. 2t-209 D. Briefly indicate what makes your facility youth friendly and suitable for the proposed program. The facility is designed in a regular classroom setting with a certificated teacher assigned to each classroom. All classrooms are equipped with computers and internet access for Corpsmember use. Pictures of Corpsmember accomplishments and success boards are displayed throughout the facility. A resource area is designated in the facility for Corpsmembers to access medical, health, leadership development information, and job leads. The facility includes two computer labs, in which tutoring sessions, online courses, workshops, career exploration assessments, and many other activities take place. During parenting workshops, childcare is provided, making it much easier for participants to attend. The Corps - to- Career Specialist has a private office equipped with two computers in order to provide individual guidance, mock interviews, resume development assistance, and career exploration tools. There are spaces available in which case managers work with Corpsmembers one -on -one to provide needed support services. Our onsite counselor provides guidance to youth who require additional support. A feedback box is available for Corpsmembers to provide suggestions or request additional services. The facility is close to public transportation, and the OCCC provides transportation assistance in the form of bus passes, gas cards, and company vehicles. Online classes are also available for students for whom transportation is difficult. Beginning in August of 2014, all students and Corpsmembers will have access to healthy, free breakfast and lunch through the National Free and Reduced School Lunch Program, giving students the nutrition they need to focus on school and their futures. E. Provide brief information on the following elements: 1. Average annual operating budget and sources of revenue The Fiscal Year 2014 annual operating budget for the Orange County Conservation Corps is: 5.6 million 2. Brief description of staff The OCCC has 43 staff members committed to helping Corpsmembers achieve their goals. There is a dedicated full -time case manager for the Santa Ana region, who has many years of experience with the OCCC and the youth we serve. Javier Cabrera has over five years of experience guiding WIA youth to successful outcomes. This year we are also adding an additional half -time case manager, Ralph Jimenez, Senior Program Specialist, to assist with larger case load. Mr. Jimenez will support Mr. Cabrera's efforts in ensuring high level of services to Santa Ana youth. The OCCC also has support staff that help guide and mentor Corpsmembers. Beyond the Santa Ana WIA case manager, the OCCC has five other case managers who can assist Corpsmembers with supportive 2SX2 I 0 Orange Fee for Service Others Grants & CalRecycle Recycling Proposition 84 Sources of Revenue County WIB Contracts Revenue Amount 2,082,453 1,056,950 1,030,000 861,000 375,000 200,000 2. Brief description of staff The OCCC has 43 staff members committed to helping Corpsmembers achieve their goals. There is a dedicated full -time case manager for the Santa Ana region, who has many years of experience with the OCCC and the youth we serve. Javier Cabrera has over five years of experience guiding WIA youth to successful outcomes. This year we are also adding an additional half -time case manager, Ralph Jimenez, Senior Program Specialist, to assist with larger case load. Mr. Jimenez will support Mr. Cabrera's efforts in ensuring high level of services to Santa Ana youth. The OCCC also has support staff that help guide and mentor Corpsmembers. Beyond the Santa Ana WIA case manager, the OCCC has five other case managers who can assist Corpsmembers with supportive 2SX2 I 0 services and provide mentorship. The Corps -to- Career Specialist helps Corpsmembers discern their career and education goals, helps them create their resumes, coordinates externships and on- the -job training, and provides job leads. The OCCC Charter School has five passionate, certificated teachers who provide direct instruction in classrooms with state -of- the -art technology. A fulltime guidance counselor provides one -on -one support, including: helping them explore and plan their career paths, tracking their credits and graduation requirements, coordinating and facilitating workshops on anger management, substance abuse, various careers and vocational education opportunities, and post- secondary education. Staff Supervisors provide direction, structure, and mentorship to Corpsmembers who work on OCCC projects. For youth who had few mentors or boundaries in their childhood, their supervisors are guides and role models. The OCCC management team has over 65 years of experience working directly with the business aspects associated with the OCCC. This does not include additional external management experience and /or training in the nonprofit and business environments, as well as the wealth of experience and guidance available through the OCCC Board of Directors. The Chief Executive Officer brings over 20 years of leadership and executive management in the non - profit and corporate arenas before joining the OCCC. 3. Past experience with WIA programs or other youth programs The OCCC has incorporated a variety of best practices from various state and national models for youth and workforce development to serve this population. The OCCC's basic program design has been in place since 1995 and has expanded and enhanced its WIA program services since the inception of WIA funding in 1998. The OCCC's program design provides comprehensive and coordinated activities for at -risk youth to meet and exceed planned expected outcomes in literacy and numeracy gains, attainment of a degree or certificate and placement in employment or post- secondary education. 4. What kind of impact your agency has made on the youth community The OCCC enrolls the neediest at -risk youth as designated by the Santa Ana Youth Council, those who need to learn how to work and go to school. The OCCC is a six to twelve month comprehensive program with various components and strategies designed to guide and support youth into being employable, trainable, self- sufficient adults. The program's support services and paid work experience help the youth to stabilize their lives and help them deal with the many issues they face on a daily basis so they can first maintain their employment and education program. Once the youth become stable and are able to maintain employment and education, they continue to be assisted in furthering their education, improving their work skills, and seeking better employment post- corps, leading to a life of self- sufficiency. II. Proposed Program A. Provide an overview of the program's main objectives. The OCCC program is a transitional work /school program that combines work and school daily in a structured, supervised program, inclusive of the following program components: • Provide jobs for foster /emancipated youth, youth with disabilities and youth on probation and who are Older and /or Out -of- School WIA eligible youth and are Santa Ana residents • Meet /exceed the WIA outcomes for entered employment or education, credential attainment, and skill gains as outlined by the Santa Ana Youth Council; • Youth who are unemployed and out of school will be enrolled into the Orange County Conservation Corps Charter School to earn their high school diploma • Provide "soft" and "hard" occupational skills training needed to complete Orange County Conservation Corps work projects (i.e. evasive species removal, reforestation, irrigation, construction, recycling); • Provide paid work experience, trainings, and certificates to develop and /or improve their resumes for future employment; • Develop and maintain a portfolio that highlights their work /school /credential accomplishments to use in seeking employment post - program • Improve basic skills and improve at least two grade levels on a standardized tests (i.e., STAR, TABE); • Practice and prepare to pass the California High School Exit Exam; • Earn scholarships for post- secondary instruction; • Develop leadership skills through various crew based and individual trainings; • Transition successfully from the OCCC program into employment and /or post- secondary Continuing education; • Complete work projects that benefit our local communities and instill a sense of community service and pride in their communities. As a part of their training, Corpsmembers are placed in on- the -job training, and they are paid for the work they do. These paid work experience placements have been developed by the OCCC to assist local cities, county agencies, and other nonprofit agencies with their conservation needs. OCCC work projects are environmentally - driven and benefit the community. B. Please provide a full description of the program in sections III- XVIII. NOTE: It will be expected that a full -time case manager operate this program. 25A'2212 III. Population A. How many youth will be served. This grant will allow 45 of Santa Ana's youth to participate in the OCCC program. B. Will your agency be able to serve a minimum of 10% of youth from each of the following youth populations: youth with disabilities, foster /emancipated youth, youth that have dropped out of high school, and youth on probation. Yes, the OCCC works with multiple partners who work with youth with all of these barriers. We have been providing services to youth with multiple barriers since 1993 and have an extensive partner list for each of the barriers. Attached is a sample of our local partner list. C. Specify how the targeted youth populations (disability, foster /emancipated, probation, dropouts) will be recruited. Include a Letter(s) of Support from organizations that have agreed to refer youth to your program as Attachment G. The outreach and recruitment plan for this program will target youth most in need and will be recruited through the following: • Outreach to local organizations such as Boy & Girls Club, YMCA • Local school districts and alternative schools • County alternative schools • Probation officers • Youth and Family Resource Center • Word -of -mouth • Job fairs /presentations In addition to the normal recruitment strategies of job fairs, partner networks, and presentations to and referrals from local groups and organizations, the OCCC will employ "street outreach" to recruit the WIA participants. Street outreach entails handing out flyers with the OCCC's toll -free telephone number (888.641.2677) and website address (www.hireyouth.org); and interacting with youth where youth "hang out" in parks, malls, food courts, week -end community events, and even walking local neighborhoods. Historically the OCCC's most effective recruitment strategy has been referrals from former and current Corpsmembers, their family, and friends, as well as through Craigslist and advertisements in such periodicals as the PennySaver. Describe your recruitment plan that will fulfill the requirement of enrolling 100% of youth by the 2nd quarter of the program (December 31, 2014). We have been successful at recruitment and enrolling youth in the program in the past and do not expect any difficulty enrolling youth by December 31, 2014. Case Managers are in the community daily, as more fully described in the above paragraph. Our partners rely on our services and regularly refer their clients to us. The full -time case manager and the recruitment team will provide needed resources to complete full enrollment by December 31, 2014. E. What are some of the barriers that the youth populations face. EXHIBIT A 25A -213 • Average age of those enrolled is 20.0 years • 81% have not completed high school at the time of entry • 65% are or have been court - involved, including on probation /parole • 26% are parents • 13% are or have been in foster care • 30% are or have been gang - affiliated • 41% had incarcerated parents during childhood years • 76% of our students tested at two years below ninth grade literacy fluency • 74% of our students tested three years below ninth grade level • 100% qualify for the Free /Reduced Lunch Program F. Specify how your agency will address the barriers that youth encounter. Corpsmembers may remain at the OCCC for up to two years to earn... learn... and serve. This gives Corpsmembers the time necessary to develop the skills to enter the workforce and become self- sufficient. The OCCC program provides an opportunity for Corpsmembers to earn a living through paid work experience, learn job skills and further their education, while they serve their community by completing work projects. These disenfranchised youth need to work —often they need to work to make a living for themselves and in many cases, their families. Too many programs serving youth don't offer a paid work experience component —this negates the acquisition of basic skills for many youth because they don't see the relevancy of instruction. The youth need training that will lead to a career, and they need education that is relevant to their jobs and makes sense to them. The OCCC can help them understand how earning a high school diploma and passing the high school exit exam will benefit their employability and help them achieve their goals. Youth will be enrolled in the OCCC program for academic and vocational assessment and orientation to the OCCC. The timeline of services, as per the attached customer flow chart, will consist of up to 12 month direct services. This entails enrollment, assessments, and service provision with target outcomes for each participant. Each participant will also be eligible for 12 months post exit follow up services. The OCCC's Program Specialist, in conjunction with the WIA participant, will develop the youth's Individual Service Plan (ISP) inclusive of assessment results, work readiness evaluation, and counseling and guidance for personal needs. The needs of these disconnected youth are immense, whether they are pregnant /parenting, children of incarcerated parents, homeless, high school dropouts, offenders, foster /emancipated, or have a poor work history. They are facing financial hardships, drug addiction, lack of self- esteem; lack of basic skills, no employment, no skills, etc. With such a myriad of needs, a coordinated, articulated program, rich with varied approaches and learning opportunities needs to be provided. We will address the following needs: "soft" and "hard" occupational skills training; completion of high school credits to earn a high school diploma; improve basic skills; pass the California High School Exit Exam; develop leadership skills; develop a sense of community service. They will leave the OCCC program with a high school diploma, work experience, certifications and training, supportive services, and mentorship, which will allow them to enroll in higher education, obtain employment on a career path in a stable and /or growing industry, and become self- sufficient. The OCCC Charter School is a fully accredited charter school recognized by the State of California and administered by the Mono County Office of Education. This collaborative allows the Target Population, for In- School Youth and Out -of- School Youth in need of educational services, to earn high school credits that count toward a high school diploma, build skills to pass the California High School Exit Exam, and increase Literacy /Numeracy Skills. Of most importance, in close proximity to the OCCC administrative offices, the OCCC Charter school site houses all program services, (education, case management, transition services, follow up, etc.) are delivered. Having all services at one site and in close proximity to the administrative headquarters enhances the coordination of the program and eliminates duplication and redundancy. All instruction will be classroom based; field based, on -line, individual, small /large group, crew based, demonstrations, lectures, packets, guest speakers, and individual research. Many Corpsmembers come to the program with very specific needs based on their barriers. For instance, our agency provides services to both young mothers and parenting fathers, connecting them to needed resources. OCCC plans to be a part of the collaborative to connect services available to pregnant and parenting youth. Homeless youth also have very specific needs, often having a history of abuse, financial hardships, drug addiction, lack of self- esteem, lack of employment skills, etc. They face great dangers staying on the streets and are always flagged in our enrollment protocols to receive most immediate services. The OCCC will also refer youth to other agencies, based on need. The OCCC strongly believes in the All Youth, One System concept. This belief is demonstrated by the way the OCCC networks with many outside entities, helping to ensure that all participants are linked to appropriate and necessary support services in the community. IV. Employment A. Specify how your agency will help youth attain employment. WIA Corpsmembers will obtain services necessary to ensure that youth will attain employment. Services include, but not limited to: • Support services; referrals for legal, medical, substance abuse, health, housing, family /personal guidance and counseling; help with tools, books, clothing, other items needed for interviews, job requirements, advanced training, etc. • OCCC staff members serve as adult mentors • Access to the OCCC computer lab, fax, voice mail, and printer for resumes, applications, financial aid, job search, job retention, on -line services • Transition assistance such as: job placement, vocational certification, education opportunities, and career guidance 2ULR21,6 10 B. What types of services /workshops /resources will be provided to help youth attain employment. The OCCC provides a multitude of services, workshops, and resources for its Corpsmembers. Obtaining a high school diploma through the OCCC Charter School is a huge step towards self- sufficiency for high school dropouts. Paid work experience, job shadowing, on- the -job training, and externship opportunities provide valuable experience for Corpsmembers to put on their resume. The OCCC provides workshops on job retention, resume writing, filling out applications, mock interviews, career exploration, and many other topics. Corpsmembers can also receive certifications in customer service, forklift and chainsaw operation, safe food handling, and computer software. WIA participants receive monthly transportation assistance in the form of bus passes or gas cards to help them get to interviews and jobs. They can also receive interview attire, work uniforms, advanced training and certificates. They can receive many of these services even after they complete the OCCC program. WIA Corpsmembers will also have access to a full time Placement Specialist who will assist with the placement of WIA Corpsmembers after their work experience is completed. C. Specify the names of the employers that your agency has partnerships /agreements with, who will hire youth. The OCCC has established partnerships with the following employers who are dedicated to hiring our youth: Goodwill of Orange County, Terra Pacific Waste Management, Mesa Cold Storage, Costco, Party City, Smart & Final, CVS, Walgreens, Dollar Tree, Solar Installation Services of OC, City of Fullerton, Disney, Boys and Girls Club, Monkey Business Cafe, Hilton Hotels, and many others. The OCCC is a member of multiple coalition and community leadership groups. Our staff members attend the Quarterly Job Developers meetings that generate job leads for our youth. Our leadership team is heavily involved in the local groups like the Anaheim Task Force that can also benefit the Santa Ana participants though the relationships built at these meetings. Additionally, we have recently received an OJT (On- the -Job Training) contract from another WIA contract with which we currently work. This new opportunity will allow us to be highly marketable with local businesses and create even more in -depth relationships in the employer community. D. Please provide Letters of Commitment from employers willing to hire your youth participants, include as Attachment D. E. What types of employment services will be provided to youth after they exit the program (retention, transportation assistance, resources, etc.). Santa Ana WIA participants will receive follow -up services for twelve months after they finish the program. Their case manager will contact them once a month or more, as needed. They can receive monthly transportation services: a bus pass or gas card. They will receive job leads from both their case manager and the Corps - to- Career Specialist, as well as resume help and other work readiness assistance. They are eligible for help with interview outfits and /or work uniforms. The OCCC will also refer them to other organizations for additional services. 26432% V. Work Based Learning (not a required element of the program) A. Describe in detail the work based learning opportunities that will be offered to the youth such as: paid work experience, internships, externships, job shadowing, and work based learning. The OCCC is committed to career and workforce development programs, providing academic support and leadership development. Corpsmembers are placed in our on- the -job training and paid for their services. On- the -job training provides Corpsmembers with business, leadership, and teamwork skills. They train with professionals in a variety of fields, gain confidence in their own abilities, and pursue their career goals. Corpsmembers' time at the OCCC is largely spent serving their communities. OCCC projects and on- the -job training opportunities cover Orange County: aiding recycling efforts, restoring its native habitats, protecting water supplies, and working on fee for service projects throughout Orange County. Corpsmembers leave the OCCC program with an understanding of our natural resources and why we must preserve them. Because a big part of our mission involves getting our participants prepared to enter the workforce and become self - sufficient, we have been expanding our work experience program for the past couple years. OCCC program participants who are selected to participate are 18 -25 years old and receive paid work experience with our partner companies, like Goodwill Industries, Smart & Final, CVS Pharmacy, Party City, Marshalls, Costco, and many others. They are allowed to work a maximum of 28 hours per week, nights and weekends if needed, for up to 90 days while their wages, worker's compensation and liability insurance is paid through OCCC's grant funding, along with any uniforms the partner business requires. Assistance with transportation and other supportive services are also provided. Under the mentorship of the partner's employees, our participants learn valuable job skills that enhance their knowledge and ability. B. List some of the employers that will assist in the work based learning opportunities. • 211 Orange County— Santa Ana • Age Well Senior Services — Dana Point • A Live Scan Center — Anaheim • Anaheim Public Library — Haskett Branch • Bella Dia Salon — La Habra • Boys & Girls Club — Garden Grove • Boys & Girls Club — Santa Ana • Boys & Girls Club - Cypress • Costco — La Habra • Custom Hair —Buena Park f CVS Pharmacy —All cities • Dollar Tree — Buena Park • Goals - Anaheim • Goodwill of Orange County —All stores • Habitat for Humanity - Santa Ana ZAB L 1 / 12 • La Palma Public Library • Mesa Cold Storage - Fullerton • Monkey Business Cafe – Fullerton • Orange County Child Abuse Prevention –Santa Ana • Orange County Therapeutic Arts – Santa Ana • Orangethorpe Elementary School – Fullerton • Santa Ana Public Library • Santa Ana Work Center • Smart & Final Extra –AII Orange County stores • Terra Pacific Waste Management – Anaheim • The Friendly Center – Orange • The Elegant Touch – Orange • Walgreens –AII Orange County locations C. If applicable, please include a copy of the Work Based Learning policy as Attachment E. D. Will your agency take youth to real companies /businesses to become acquainted with the various employment industries. No other organizations in Orange County provide as many hours of work experience —up to 28 hours a week. Corpsmembers participate in on- the -job training in a variety of industries throughout the county. They do not simply visit companies and businesses in various industries; they work there. Corpsmembers have done externships in many industries, including the hospitality /tourism industry at local hotels, spas, and restaurants. They have also participated in a partnership with the Fullerton Arboretum on the campus of California State University Fullerton and local social enterprise Monkey Business Cafe, which benefits foster youth, called "Farm to Table." Corpsmembers work both on the arboretum's farm and at the cafe, developing a strong connection between where food grows and the process involved in delivering it to the table. OCCC crews provide recycling services to many companies and businesses, including Downtown Disney. We have Corpsmembers working at a number of CVS Pharmacies, exposing them to the field of healthcare. Corpsmembers have worked at the Santa Ana One Stop Center, exposing them to all kinds of career opportunities. Additionally, we have partnered with Vital Link services that provide hands -on career exploration experiences for youth, helping them carve out their own unique career path. Trips and tours of local businesses help youth sort through their interests, get excited, and "try on" a career for a day. E. Will youth have the opportunity to meet or hear from real employers. Corpsmembers and students have many opportunities to hear from employers. They have opportunities to attend job fairs and attend career exploration workshops. Corpsmembers participating in on- the -job training receive feedback and evaluations from their employers and supervisors regularly. 2W-I1v 13 VI. Certificates /Diplomas /Credentials Note: WIA only accepts certificates that are accredited by a State recognized educational entity or are recognized by employers. A. What type(s) of certificates will youth be able to earn while in your program. Youth are able to earn various state recognized credentials through our partners, ITA accounts and on- the -job earned certifications which include forklift operator, safe food handling, national retail federation, and computer software. Corpsmembers can receive vouchers to reduce the cost of getting their driver's license, and some of our partners can help them get their truck driving license. Most importantly, the OCCC Charter School provides high school diplomas, not just GEDs. A 2011 study by Education Research International indicates that the long- term effects of not having a high school diploma — on a person's career earnings, health, social situation, and likelihood of incarceration —are so disastrous that cost benefit analysis find that for every $1000 spent on drop -out prevention, society reaps a return of $1,500 to $3,000. For out -of- school youth, a high school education is strongly tied to securing employment. With high unemployment and high competition for jobs, youth without a high school diploma do not stand a chance to compete in today's job market. In addition to its classroom -based classes, the OCCC Charter School provides online courses through a special partnership to enable a flexible schedule and tailor its program to the individual needs and interests of its students. FlipSwitch is the result of more than ten years of research and development in the online learning industry. Founded in 2001 as American Virtual Academy (AVA), the company started as the exclusive technology and curriculum partner for a young, upstart institution in Arizona named Primavera Online High School. FlipSwitch has the following certifications: UC Certified (3 year process, complete 2012), A -G Certified (Complete High School Diploma), and NCAA Certified Courses (98% courses certified by NCAA). Through this collaboration, the OCCC is able to offer over 200 courses in language arts, social studies, mathematics, science, world languages, fine arts & vocational, health & physical education, and electives. B. Describe the training that will lead to the certificate /diploma /credential. The OCCC will provide the WIA Corpsmembers with hard skills (on the job training, certifications, etc.) and soft skills (responsibility, discipline, punctuality, uniform standards, etc.) which lead to job retention. The WIA Corpsmembers will be exposed to presentations, workshops, and fieldtrips to assist them in developing career paths. The Corps -2- Career Specialist will work individually with the WIA Corpsmembers to develop personalized goals (post- secondary education, job placement, and career development) that lead them to self- sufficiency. WIA Corpsmembers research jobs on O *NET to obtain expected job growth, wages and educational requirements. Subsequently, depending on the training that is needed, Corpsmembers are referred to ROP, Community Colleges, Apprenticeship Programs and Technical Schools. Additionally, presenters are scheduled from a variety of high- demand industries including green jobs, medical careers, etc. LVX-L 19 14 The OCCC will also use a standardized TABE test to determine basic math and reading skill levels. All WIA participants enrolled into the OCCC Charter School will be issued the California High School Exit Exam (CAHSEE). Through their Corps -2- Career classroom training, the Target Population will learn that the fields of environment and conservation, green jobs, green technologies, healthcare and manufacturing are the jobs of the future and that they offer non- traditional opportunities for both male and female. WIA participants will learn about food production, manufacturing, introduction to technology and computer software. The Target Population will see that occupations in these clusters frequently require skills in Science, Technology, Engineering and Math. C. If applicable, include Letters of Intent from the training agencies, as Attachment FI. D. What types of occupations will the training /certificates lead to. Are those occupations in demand. Please provide data and sources. The OCCC Charter School will provide high school diploma instruction; vocational and occupational skills training; life skills, pre - employment skills, etc.; specialized trainings (CPR /First Aid, Forklift, Chainsaw certification, etc.); safety demonstrations, leadership development, support services and educational topics (health, substance abuse, financial literacy, etc.); and instill the participants with a sense of community service and pride. The WIA Participants' paid work experience, certifications, and career training will be focused on our partnerships with those that can further provide experience in relevant and growing industries including information technology, transportation and logistics, manufacturing, hospitality and tourism, and healthcare. Some specific labor markets include green building operations, solar panel installation, and water treatment. According to the Orange County Business Council's Community Indicators Report from 2013, "Currently, the largest labor markets [in Orange County] are Trade, Transportation and Utilities (18%), Professional and Business Services (18%), and Leisure and Hospitality (13%)." The OCCC strives to create career pathways for Corpsmembers in these fields. All training will be designed to address those occupations which are in demand to help assure the successful employment of the WIA youth. E. Will your program be able to identify and develop a pathway for students that can lead them from high school to career or college. Please elaborate on the specific pathway(s). Training will assist youth in obtaining employment because the youth will learn how to work and go the school. As a result of the OCCC's six to twelve month comprehensive program, support services and paid work experience, youth will be able to stabilize their lives and lean how to deal with the many issues they face on a daily basis. The Corps -2- Career Specialist will work individually with WIA participants to develop personalized goals (post- secondary education, job placement, and career development) that lead to self- sufficiency. Once the youth become stable and are able to maintain employment and education, they will 26AN220 15 continue to be assisted in furthering their education, improving their work skills, and seeking better employment post- corps, leading to a life of self- sufficiency. The OCCC strives to help Corpsmembers enter the workforce successfully. The following career pathways have been listed as Orange County's top industries: Healthcare — Many Corpsmembers have obtained externships with CVS and Walgreens Pharmacies, exposing them to the field of healthcare. Other Corpsmembers have gone on to further their education in healthcare fields. One former Corpsmember graduated from American Career College as a dental assistant after having worked with an orthodontist while attending classes. The OCCC will continue to expose Corpsmembers to healthcare agencies through trips to local businesses, educational opportunities, and speakers and workshops at OCCC facilities. Medical Services —The OCCC will strive to expose Corpsmembers to the medical field and connect them with career certifications. The Superintendent of North Orange County ROP (NOCROP) is the Chair of the OCCC Charter School Board and has welcomed students to explore the certificate programs offered through NOCROP in medical administration and medical services, such as certifications in medical assistance and dental assistance. Transportation and Logistics — Corpsmembers have the opportunity to obtain certifications in forklift operation and truck driving through the OCCC or its partners. They get real -world experience by planning and executing OCCC projects around the county. Corpsmembers will participate in a large way in the expansion of the OCCC's waste management and recycling program to include oil, e- waste, and tire recycling. Hospitality and Tourism — Corpsmembers have a variety of opportunities in this field. Corpsmembers have the opportunity to receive food handler's licenses and National Retail Federation certifications in customer service. Externships, on -the- job training, and job shadowing opportunities through partners like Goodwill Industries, CVS and Walgreens Pharmacies, Costco, Dollar Tree, Smart & Final, and others provide hands -on customer service experience. A Corpsmember recently started an externship at a local hotel and spa. Corpsmembers have participated in a partnership with the Fullerton Arboretum and local social enterprise Monkey Business Cafe, which benefits foster youth, called "Farm to Table." Corpsmembers work both on the arboretum's farm and at the cafe, developing a strong connection between where food grows and the process involved in delivering it to the table. Government— Earlier this month, three Corpsmembers, the CEO, and the Director of Programs and Outreach went to Sacramento for the California Association of Local Conservation Corps (CALCC) Government Education Day. They met with senators and assemblymembers, toured the Capitol, participated in educational activities like developing a mock state budget, and learned about California's 2&AB22 1 16 government. They had the opportunity to engage with Corpsmembers from other conservation corps around the state and observed our state government at work. VII. Workshops (not a required element of the program) A. Describe the workshops that will be provided to youth. The OCCC provides workshops such as practice interviews, career exploration, personal finance, smoking cessation, parenting skills, customer service, job retention, resume preparation, communication skills, and many other topics. B. Will your agency provide any of the following workshops. If so, briefly describe the content of the workshops. 1. Financial Literacy/ Budget Management The OCCC Charter School provides an entire course on financial literacy. They discuss how to set up a checking and a savings account, how to create a budget, what an IRA is and how to set one up, the math behind compound interest, how to read the fine print on a credit card, how to establish and /or fix one's credit, car loans, and how to file income taxes. 2. Family Planning Planned Parenthood has offered workshops at the OCCC, discussing things like sexual health, birth control, pregnancy, and relationships. Parent -to- Parent has done parenting workshops at the OCCC, complete with childcare for participants' convenience. They discuss how to relate to your child, boundaries and discipline, and nurturing relationships with both children and partners. 3. Worker's Rights /Labor Laws The OCCC organizes visits to local labor unions to educate Corpsmembers about how labor unions operate. CalOptima recently presented a workshop on Covered California, providing information and support to both Corpsmembers and students. 4. Analytical Skills at the Workplace The OCCC provides many work readiness and career exploration workshops. Our Corps -to- Career Specialist and other staff provide workshops about job retention, resume writing, filling out applications, mock interviews, career exploration, and many others. During their OCCC orientation, Corpsmembers take the O *NET assessment to help them discover how their strengths and interests can connect to a career path. 5. Health Resources Besides family planning and parenting workshops, the OCCC provides workshops on health resources. The OCCC has provided workshops on smoking cessation and smoking's effect on the environment, tattoo removal services, substance abuse workshops, self- esteem and body image workshops, and many others. The OCCC would like to host a free X941 22 17 flu shot clinic in the future. Corpsmembers and students also receive referrals to other organizations for healthcare needs and information. C. Can your agency provide workshops on public speaking skills to the youth. The OCCC has sponsored public speaking workshops in the past and will continue to do so. For the annual OCCC graduation ceremony, students have the opportunity to audition to present a speech. OCCC and OCCC Charter School staff provides private and group coaching, and the selected students present their speeches at the graduation ceremony in front of several hundred people. D. Can your agency provide workshops on customer service skills to youth. The OCCC provides customer service training and certification through the National Retail Federation. VIII. Post - Secondary Education A. Specify how your agency will help youth enter post- secondary education (college, apprenticeship, vocational schools, career technical training, etc.). WIA Corpsmembers will obtain services necessary to ensure that youth will enter post- secondary education. Services include, but not limited to: • Support services; referrals for legal, medical, substance abuse, health, housing, family /personal guidance and counseling; help with books, clothing, other items needed for post- secondary education, advanced training, etc. • OCCC staff members serve as adults mentors • Access to the OCCC's computer lab, fax, voice mail, and printer for college applications, financial aid, on -line services • Transition assistance such as: vocational certification / education opportunities / school enrollment assistance B. How will your agency expose youth to the various post- secondary educational institutions (colleges, universities, vocational training schools, apprenticeships, etc.). The OCCC's organizational purpose is to empower youth and young adults to become self- sufficient members of their community. The OCCC accomplishes this by exposing WIA Corpsmembers to programs that provide opportunities for educational, professional, and personal development and provide the necessary skills to develop and maintain a positive work ethic. The intent of exposure to various post- secondary educational institutions is to provide a lasting foundation to enable youth to enter the workforce and be successful, productive, members of society. IX. Tutoring Note: YSPN providers are required to use the Test for Adult Basic Education (TABE) on ALL youth to assess their literacy and numeracy skills. Youth who score 8.9 and below are considered "basic skills deficient ". Youth that are basic skills deficient are required 2B -AuZ23 18 to improve their literacy or numeracy skills by at least one functional grade equivalency. A. Specify how your agency will provide tutoring or tutoring resources to youth that need to improve their literacy /numeracy skills. The OCCC Charter School teachers will interact with WIA Corpsmembers on a daily basis as they attend class five days a week, Monday- Friday, and provide additional tutoring as needed. Week -end work /school activities will be scheduled as needed and appropriate. The WIA Program Specialist (case manager) will meet at least monthly to monitor the participant's progress in meeting their Individual Service Strategy goals, and other work /school /personal issues that may arise. Other organizations such as social services, counseling centers, probation /parole, etc., may be providing outside support services as in -kind support for this proposal. Many WIA participants may come to the OCCC already involved is such services while others may be referred. The OCCC strongly believes in the All Youth, One System Concept which promotes networking with many outside entities to ensure all WIA Corpsmembers are linked to a variety of support services in the community. X. Mentoring /Support (not a required element of the program) A. Specify how your agency will provide mentoring to youth. OCCC staff members will meet daily with WIA Corpsmembers to deliver program components. Corpsmembers will be assigned to work in a crew which is supervised by one of the OCCC's Crew Supervisors. The Crew Supervisor will work Monday- Thursday with WIA Corpsmembers to complete assigned work projects. Other OCCC staff or interns meet with WIA Corpsmembers as needed for specialized trainings, workshops, or individualized follow up regarding work /school /personal issues that may arise. B. Specify what types of support your agency will offer youth who are facing challenging obstacles such as: family dysfunctions, mental health issues, substance abuse, low self- esteem, probation, gang issues, parenting issues, etc. WIA Corpsmembers will be provided with supportive services such as referrals for legal, medical, substance abuse, health, housing, family /personal guidance and counseling. C. Will your agency offer mental health services or referrals. Please describe. The OCCC refers Corpsmembers to other agencies for mental health related issues as needed. D. Will your agency provide supportive services to youth such as gas cards, bus pass, childcare assistance, etc.. If so, please describe and include the Supportive Service Policy as Attachment G'. The OCCC provides assistance with tools, books, clothing, other items needed for interviews, job requirements, advanced training, bus passes, and gas cards. Al E. Will your agency provide incentives to youth for accomplishing program benchmarks or personal goals. If so, please describe and include the Incentive Policy as Attachment K. XI. Leverage Funds (not a required element of the program) A. Can your agency leverage funds to offer a civic engagement opportunity to WIA youth and other youth in the community aside from WIA youth participants. The OCCC has a strong commitment to civic service. "Serve" is a foundation concept in the OCCC's mission. Participants' time at the OCCC is largely spent serving their communities. OCCC projects and on- the -job training opportunities cover Orange County: aiding recycling efforts, restoring its native habitats, protecting water supplies, and working on fee for service projects throughout the county. Corpsmembers and students leave the OCCC program with an understanding of our natural resources and why we must preserve them. B. What type of civic engagement opportunities will your program engage youth in. The OCCC already promotes civic engagement in its Corpsmembers through participation in community events. This year some of our youth assisted in hosting the 2013 Children's Water Education Festival held at the University of California, Irvine. The OCCC Corpsmembers operated the recycling stations throughout the festival, teaching children what to recycle and compost. They were able to empower other youth in our community to be environmentally conscious and learned important hands -on leadership skills. Through OCCC projects, Corpsmembers have a large community impact. Recently, through the Adopt -a- Channel project in association with Disneyland Resort, they have met important community leaders and contributed to removing over 2,000 pounds of debris and abatement of over 15,000 square feet of graffiti. Through the Sheriffs Department, Corpsmembers take pictures of the graffiti before its removal to help the Sheriffs Department record graffiti marks. This highly important project is environmentally beneficial in protecting our ocean and keeping our beaches clean. The OCCC will also be supporting Senator Lou Correa's Santa Ana River Conservancy, which will involve the restoration of the Santa Ana River, providing needed recreational opportunities, water quality protection, and land restoration to the Santa Ana community. The OCCC also has a partnership with local social enterprise Monkey Business Cafe as well as the Fullerton Arboretum in their "Farm to Table" program. Corpsmembers obtain externships through this partnership, in which they alternate growing produce on the arboretum's farm and cooking the harvest in the kitchen of the Monkey Business Cafe. This enriches the community and brings a stronger connection to the Earth for Corpsmembers and cafe patrons alike. OCCC students and Corpsmembers also have the opportunity to participate in field trips and educational outings. Last year students took a field trip to the Museum of Tolerance in Los Angeles, connecting them to history and fostering compassion for all people. Earlier this month, three Corpsmembers, the CEO, and the Director of 25DA"2U 20 Programs and Outreach went to Sacramento for the California Association of Local Conservation Corps (CALCC) Government Education Day. They met with State senators and assembly members, toured the Capitol, participated in educational activities like developing a mock state budget, and learned about California's government. The OCCC brings Corpsmembers to the California Workforce Association's annual Youth Conference, where they meet local and state leaders in workforce development, take part in career exploration, participate in workshops and peer mentoring, and network with a wide variety of professionals and leaders. The OCCC will continue to offer civic education opportunities like this for WIA and non -WIA youth in order to develop community engagement. C. How many youth will participate in the civic engagement opportunity. These opportunities will be open to all OCCC students and Corpsmembers. In addition, the OCCC will collaborate with other Santa Ana Youth Service Provider Network organizations to engage additional youth. D. Can your agency leverage funds to host work readiness type of workshops once per month at local after - school programs in Santa Ana, The OCCC is open to hosting work readiness workshops depending on the needs of the community. Our dedicated Santa Ana WIA case manager has already committed to facilitating a work readiness workshop in Santa Ana through his involvement with the Youth Service Provider Network on March 24th. This workshop will discuss how to expunge a criminal record and the importance of being responsible and punctual in the workplace. XII. Common Measures (refer to page 12 for definitions) A. Improve Literacy /Numeracy Skills -77.5% 1. Provide a visual aid, calendar, flow chart, or diagram that outlines the steps that will be taken to ensure that at least 77.5% of "basic skills deficient youth" improve their literacy or numeracy skills by at least one functional grade equivalency, no later than the exit date. B. Attain Employment or Enter Post - Secondary Education -83% 1. Provide a visual aid, calendar, flow chart, or diagram that outlines the steps that will be taken to ensure that at least 83% of youth attain employment or enter post- secondary education, no later than the first quarter after exit. C. Attain a Credential /Diploma /Certificate -59.1% 1. Provide a visual aid, calendar, flow chart, or diagram that outlines the steps that will be taken to ensure that at least 59.1% of youth will attain a credential /diploma or certificate, no later than the third quarter after exit. XIII. Prior Outcomes A. If your agency was previously awarded a WIA contract through the Santa Ana Workforce Investment Board please disclose your agency's past performance outcomes for the past 1 -2 years: rT a. COMMON MEASURES 2011 2012 (Example: 5 . 15 = 33 %) (Example: 5 _ 15 = 33 %) ' Increased Literacy /Numeracy Skills 14 _ 16 = 88 % 23 + 24 = 96 Entered Employment or Post - Secondary 8 — 16 = 50 % 9 22 = 41 % Attained Credential /Diploma /Certificate 1 11 14 = 79 % 1 18 = 20 = 90 XIV. Fiscal Competency A. Describe the process used to capture and report fiscal data. The OCCC is regularly monitored and audited by all funding agencies to assure compliance with grant budgetary and expenditure requirements, as well as having an annual independent audit by an outside CPA firm. Over the past five years, the OCCC has consistently received unqualified opinions on all of our annual audits conducted by an independent CPA firm. (Please see 2012 -13 audit results — Attachment Q.) With multiple revenue streams (federal, state, and local), the OCCC utilizes fund accounting to allocate, capture, and report fiscal data. Fund accounting allows expenses to be tracked and allocated to individual funding sources using a specific fund account and project code(s) for that fund account. The Santa Ana WIA contract will be assigned a specific fund number and a specific project code. All allowable expenses will be tracked using the assigned project code(s). Direct program costs such as staff time, WIA participants' salary, employer taxes, and other expenses will be tracked using the appropriate fund and project code(s) on time sheets. We have dedicated accounting software MIP500, timekeeping software NovaTime 3000, and payroll system M3 to manage our fiscal responsibility. We also have several customized program /grant- specific databases (such as the Virtual One Stop system), ClientTrack on -line database, internally developed forms and custom databases to track a wide variety of program and grant outcomes, are utilized. The OCCC reports fiscal data to the OCCC's Board of Directors on a monthly basis and invoices contracts on a monthly basis. The OCCC ensures accountability and that expenditures are appropriate and planned. In order for staff to submit a purchase request, it must first be determined that the purchase is within budget and which appropriate fund will be charged for the purchase. All budgets and line item accounts are tracked and maintained on a monthly basis for all OCCC contracts /grants /departments. All purchase requests are reviewed by the Chief Financial Officer before payment is made. Any Purchase Request that appears to be over budget or not planned will be flagged by the Chief Financial Officer and reviewed by the Chief Executive Officer for final disposition. The Chief Financial Officer reviews monthly financials with the entire management team and with the Board of Directors. AXL2 / 22 The OCCC invoices between the 20th and the 30th of each month for services provided in the previous month. Invoices are prepared by the Chief Financial Officer and approved by the Chief Executive Officer. All invoices are accompanied with proper supporting documentation. Once all costs for the month have been entered, an invoice is prepared along with all supporting documentation. B. Attach a copy of the organization's procurement policies and procedures as Attachment J. C. What systems are used to ensure fiscal accountability, appropriate expenditures, and planned costs. The OCCC uses MIP500 accounting software to track all our expenditures and planned costs. This grant will be assigned a unique fund number to track all financially related information. In addition to the accounting software, the OCCC also uses an Excel spreadsheet to track and present information to appropriate parties. Also built into our operation is the multi - layered approval process for any expenditure incurred. Financial reports are reviewed monthly to ensure we stay in expenditure compliance and within planned costs. D. Describe invoicing process and list qualifications of staff assigned to task. Invoices are prepared on a monthly basis by the Chief Financial Officer and approved by the Chief Executive Officer. Financial reports are generated out of MIP500 and then translated onto an Excel spreadsheet and formatted as required for the invoice. Supporting documentation is then gathered to support the invoice. The CFO has a Bachelor of Science degree in Business Administration; option in Accounting and minored in Economics, a Master of Business Administration emphasis in Finance and over 15 years of managing non - profit grants. The CFO has direct experience with the SAWIA grant for the past 6 years. E. Describe how your agency's financial stability is not dependent on WIA funds. The OCCC is well diversified in our funding base. The OCCC has an operating budget of more than $5.6 mil and more than 12 different sources of funding to ensure the overall operation will not suffer should we lose any single funding source or dependent of WIA funding. The OCCC has and will continue to work with our existing funders while continuing to explore funding opportunities, as we see an urgent need for our services. Submit most recent 2 years of audited financial statements as Attachment Qwith the Audited Financial Statement Form signed. XV. Subcontracting A. Subcontracting client services /activities is not permissible under this contract. However, if planning to subcontract non - client services such as payroll services, lease of equipment, etc., then please identify the subcontractor and the estimated cost for the services. B. None of the duties or work to be performed by the proposing agency shall be subcontracted or assigned to any other agency, consultant, or person without the 2'Sk-228 23 XVI XVII. XVIII. prior written consent of City. Proposing agency must submit all subcontracts and other agreements that relate to this Proposal to City. No subcontract or assignment shall terminate or alter the legal obligations of proposed program. Budget Narrative (2 pages maximum) Note: Budget Narratives will be reviewed to ensure that cost is justified and reasonable for the activities /services proposed, applicant is not solely relying on WIA funds, and that the program is leveraging funds from other resources. A. Budget Narrative should be included as a separate page, as Attachment A. Please summarize item 1(below) in the beginning of the budget narrative, then proceed with item B: 1. Identify the percentage of budget that will go directly to youth (work experience payments, directtraining, supportive services, etc.) versus the percentage of overhead and administrative costs. (ex: 50% of budget will be directly spent on youth in the form of work experience and training). B. Include a detailed narrative that outlines each line item listed on the Budget Form, Attachment B. C. At the end of the narrative please explain the pertinent documents /forms that will be used to track work experience compensation or participant incentives (i.e.: timecards, sign -in sheets, record logs etc.). Include the pertinent forms as Attachment J. Budget A. Use Budget Form Attachment B to outline the program's budget. (Excel version available upon request.) Note: The Budget Form will be reviewed for accuracy and completeness. All proposals will be reviewed for costs that are allowable under WIA, necessary, reasonable, and competitive, as measured by the review of the line item budget, the program design and the comparison to all other proposals. Attachments Note: please include and label each attachment according to the following order. A. Budget Narrative L. Assurances & Certificates B. Budget Form M. Certificate Regarding Debarment C. Letter of Support (partner agency) N. Certification Regarding Lobbying D. Letter of Commitment (employers) E. Work Based Learning Policy F. Incentive Policy G. Supportive Service Policy H. Incentive Policy I. Procurement Policy & Procedure O. Americans with Disabilities Act & Equal Opportunity Law P. Youth Protection Policy (if serving minors) Q. Audited Financial Statement Form R. IRS Form 990 S. Non - Profit Verification Form T. Audited Financial Statements (most recent) Program Documents, Logs, U. Audited Financial Statements (2nd most 2 j�T8229 24 Timecards, Records, etc. K. YSPN Member Performance Plan recent) V. Agency Experience Verification Form AAB� 10 25 Orange County Conservation Corps Santa Ana Workforce Investment Board —The Youth Service Provider Network Request for Proposal PY2014/2015 Local Partner List As Referred to in III.6. of Proposal EXHIBIT A 25A -231 26 0^ ]..L. S- 0 c _0 0 .N ,0 v ai 40 L XU L E W" L L M� W cu u c Q) W Q ^L' W L a L cu NW I..L. 0 .7" I m a V m h a Ib N Q• U °� T• F u U G d m 6' U. Q U Q U,[ fy ° h ,�4 °� W `pry° 'ti y ✓O a y 'yb U 'd ._. O J 4 N U N 0\ U O Oj N �f (yMVy AmYt 'i V G>• mU W us Y p y ry o ac M$ P7 79 Bi N q 7 C q '$ J °i i O .n •� n 'a" > c .°° d S 4 `� m �d F o ¢}� aU U c« U U•' av U'� .` .°•E 0�1 b ^ b � O 'x .�•� W K Qui. •9� � pz � '� 31.7 � G o v o O fx',Z US 'r�cti vi z 3z xz, o aa3 Cq v, q 0 us3mwN H w W E o fop O M �G3�° tl' M Vt M M M N r -.. try N N N .•� 0. O' °� N N �-+ N M O M M b O W h N r .-+ Q W O M W .-. 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P vUi P a a g v x o 0 0 o v C m N .J a0 o G O SI N U Vr O Cr COj MCI N v Ri V d ° °o b v b y °' e a °} s Gi a °�..�' i` 9 0• V q �«° gg N N' r F. N V U G Qa v ^# ° 2 �: Yr A F g j N U O y. G N °p G C N W `� o� U "5 o U Cr v' a O w .� O 3} E G g fi o fi a G v v d v m y fi v w �pp m v v u E v E v E v E d fi v 2R v 1 a° � x O S9 O xsxxx0x 'x6 x mx xxxx ST r "O a'3 oa B a PF G . '3 'F n a a a a G a a a a E ° x 11 M m n Orange County Conservation Corps Santa Ana Workforce Investment Board —The Youth Service Provider Network Request for Proposal PY2014/2015 Common Measures Flow Chart As Referred to in XII. A., B., & C. of Proposal 25 Am235 30 Outreach and Recruitment Orange County Conservation Corps -At -Risk Youth in Orange County Corpsmember Flowchart to Achieve Performance Outcomes - Organizations. Serving Youth -Collaborative Partners Assign Classroom, Case Manager, Crew Education Program OCCC Interview Process �^, // Youth - -Application &Interview Eligible for pr.. '`w Contacts OCCC - Motivation for Interest in Program Appropriate match? Review of Progress - Interest in Education - Support Services e - Life Skills Curriculum - Expectations Described - Paid Work Experience '. Enroll in OC Charter - Academic Remedlation ORIENTATION: School No High Initial Case Management Intake - Conservation Awareness - Begin work towards HS _,. School _ -Goal Clarification - Community Activism diploma Diploma - Development of Action Plan &ISP .� -Safety /First Aid (Optional for ISY) - Job Readiness - Progressive Skill Training - Planned Parenttood - Corps -to -Career Introduction With HIS Din loma -- - - -- -- Assign Classroom, Case Manager, Crew Education Program Training /Certifications Work Program Case Management -Tutoring & Skill Building Monthly Review - Job Shadowing & - Adult Menton -High School Diploma Review of Progress Mentorirg - Support Services e - Life Skills Curriculum Toward Performance - Paid Work Experience '. - Service Referrals - Academic Remedlation Outcome Goals -Job Tmi ring - Career Exploration - - Post Secondary - Positive Work Ethic - A.A. /N.A. Meetings Education Exposure - Job-Specific Skills -Field Visits - Progressive Skill Training - Planned Parenttood - Bonus Program Work Readiness - Tutoring & Skill Building .. ^ Life Skills e Training /Certifications Complet e - Forklift CAHSEE ?. - Safe Food Handier's Lic. - Customer Service Cart. - Chainsaw i - ITA Options - Driver License (Class B YES & C) N - CPR & First Aid Cc - Electrical 1 I IPI Certificate of - ,...zea s -'a -': u236 31 Corps to Career - Pre - Employment Skills - Career Exploration -Job Search Pro mm g "-deY Exit Program og - Resume update Elements ment3d... notice Fellow -up Tracking/ - Interview Skills Cc Services - Post Secondary Education Exposure - ,...zea s -'a -': u236 31 ORANGE COUNIY C:C;)NSFRVAT(ON C::()RP "bye Farn...Learn ... Serve... Tools to Olsten the Future! Purpose: toll free: (888) 641 -CORP (2677) www,hireyouth.org Orange County Conservation Corps Paid Work Experience Policy To establish guidelines for the paid youth work experience of any grant program governed by WIA regulations and to provide youth with meaningful work experience in order to assure the successful completion of our program. Eligibility: • An individual must be WIA eligible and enroll with Orange County Conservation Corps (OCCC) • An individual must have legal right to work in the United States and be able to furnish proof upon enrollment in the program • As it is with all WIA services, provision of services is not an entitlement. Placements: • All participants will start at a minimum of $8.00 /hr (effective 7/1/2014 this minimum will increase to $9.00 /hr) and will be provided with WC benefits. • All participants will work up to 28 hours per week. • All placements will be made based on the individual interest and plans developed with Case Manager to support the youth in the career exploration and achievement of their goals. Placements will be available on OCCC crews and worksite partner organizations. Roles and Responsibilities: Case Manager is responsible for: • Assessing and keeping record of youth's work experience needs and placements. • Inform participant of the OCCC policies and formal procedures. • In collaboration with the Corp -to- Career Specialist and other staff, refer youth to placements. • Providing counseling and guidance. • Monitoring worksite compliance of labor laws and compliance with job description duties. • Participant is responsible for: • Providing necessary documentation to asses eligibility and maintain legal right to work throughout duration of the program involvement. • Follow OCCC;s procedures and protocols EXHBIT A 25A -237 ORANGE COUN I Y C')NSE'kVXI` ION CORPS Respect and cooperate with supervisor and fellow co- workers. Perform the very best of his /her abilities. Report and incidents or accidents to the supervisor and /or Case manager. Corps -to- Career Specialist is responsible for: • Managing relationships with worksite representatives. • Ensure all proper MOUs and in place and all policies are followed. • Monitor activates of youth at worksites. lflxT2`38 C:} Io hJ C:.; E - UN CONSERVATION CORPS Earn... Lean... Serve... Tools to Green the Future! Orange County Conservation Corps Supportive Services Policy and Procedures Purpose: To establish guidelines for the issuance of support services to participants of any grant program governed by W.I.A. regulations, who are identified in need of such services, it order to assure the successful completion of our program. Reference: W.I.A. Regulations: 663.805: Support services may only be provided to individuals who are: a. Participating in core, intensive or training services. b. Unable to obtain supportive services through any other programs providing such services. c. When they are necessary to enable individuals to participate in the WIA program. Procedures: ELIGIBILITY: 1. To request and receive support services, an individual must be WIA eligible and enrolled with the Orange County Conservation Corps (OCCC). 2. Support Services will be made available to participants while they are in any facet of WIA services contingent upon need and approval. 3. As it is with all WIA services, provision of support services is not an entitlement. AVAILABILITY OF FUNDS AND ASSESSMENT OF NEED: 1. All Support Services not offered through OCCC are processed on a reimbursement basis. 2. Support services are delivered contingent upon availability of funds and given on a first come, first serve basis. 3. Initial assessment of need will be determined by the Case Manager. The assessment will be recorded on the Individual Service Strategy (ISS)/ My Action Plan (MAP) form and continuously reviewed on a monthly basis. 4. Support services are available to those participants who have no other way to meet needs and have expressed the need to the Case Manager. �r '' Earn... Learn... Serve.., Tools to Green the Future! SUPPORT SERVICES PROCESSING 1. Case Manager is responsible for: a. Assessing and recording needed services on an ISS form. b. Informing participant of support service policy and the required documentation needed to justify services. c. Referring participant to other supportive services offered outside of OCCC's program. d. Reviewing and approving most reasonable estimates. e. Keeping a log of all supportive services received by each participant with a running total value. f. Filing copies of receipts for supportive services (when applicable) in the participants' files. g. Collecting and reviewing all invoices /statements for accuracy. h. Submitting check request to Executive Director for approval. 2. Participant is responsible for: a. Procuring services referred by Case Manager and not provided through OCCC. b. Providing Case Manager with Invoice /statements for reimbursement. 3. Director of Programs is responsible for: a. Reviewing all Voluntary Deduction Agreements before submittal to the finance department and ensures that no deduction is submitted for an initial issuance to a grant funded participant. 4. Chief Executive Officer is responsible for: a. Reviewing and approving invoices /statements for payment. 5. Chief Financial Officer is responsible for: a. Verifying the availability of funds and notifying the Case Manager. b. Processing payment. Support Services: TRANSPORTATION SERVICES 1. Bus Passes a. Only one 30 -day bus pass will be issued per month. b. In the event the participant loses a bus pass, the participant will be charged for the cost of the replacement, except at the discretion of the Case Manager. EXHIBIT A 18 53 north rayrnund aven�.Iv aitaheirn, ca!ffHAA240s8s.641.£`ORP (26'77) 1 www.hirey< (At h,org C;�N'311'VA'C "ION CORPS Earn... Learn... Serve... Tools to Green the Future! c. Case Manager is responsible for issuing the bus pass and completing the information necessary on the bus pass log, the bus pass receipt form and the voluntary deduction agreement form if applicable. d. Copies of the bus pass receipt (and voluntary deduction agreement, if applicable) will be kept in the participant file. 2. Gas Card a. Only one gas card will be issued per month. b. In the event the participant loses a gas card, the participant will not receive a replacement. c. Case Manager is responsible for issuing gas card and completing the information necessary on the gas card log, the gas card receipt form. In order to receive a new gas card, proof of use for the old one must be presented. d. Copies of the gas card receipt will be kept in the participant file. CHILD CARE SERVICES: 1. Participant must be in need of child care for children under the age of 12. 2. An approved childcare provider can be licensed or non - licensed. Licensed childcare providers can be either licensed family day care homes or licensed childcare centers. Non - licensed can be a close adult relative or family friend whom is caring for the participant's child or children. 3. For licensed childcare providers, participant must provide the OCCC with their state license LID number. 4. Three quotes are required before selection of a licensed child -care provider. The most reasonable bid will be accepted 5. For a non - licensed home care, participant must submit a copy of provider's social security card and picture I. D. Participant must also provide a receipt for services provided. 6. Participant must submit copies of birth certificates for all children being cared for. 7. Reimbursement will be made directly to the participant when all proper supportive documentation is received. 8. Reimbursement for childcare services will be made on a monthly basis. The first payment will be made after the childcare service has been provided for one month. 9. No payment for childcare will be made to non - licensed providers for days which the participant has absences. 10. Holiday Pay —The OCCC observes 11 holidays per year. During this time the OCCC will not pay for childcare. If there is a conflicting holiday, the participant is responsible for child care. 11. Sick -Days — Payment will be paid to licensed childcare providers for up to 5 consecutive days when child is sick. A doctor's note will be required to verify the status of the child's health. If child is sick for a period longer than 5 consecutive days it is then the responsibility of the participant to notify the childcare provider and /or pay. 12. No payments for childcare will be made to licensed childcare providers, for days, which the participant has unexcused absences or is on suspension. The OCCC attendance policy and disciplinary procedure is defined in the OCCC corpsmembers handbook. EXHIBIT A 1853 north rsymond avenue I anflielm, r.ali2SAQ241 888,641.<:ORP (2677) 1 www.hireyout:h.org (_{)l,JN'rY CONSERVATION (:t`:)RPS Earn... Learn.., Serve... Tools to Green the Future! 13. Pay Rates — The Orange County Conservation Corps using WIA governed grant funding will pay rates based on the most recent Regional Market Rate Ceiling for California Childcare Providers issued by the California Department of Public Social Services. OTHER (i.e.; tools, uniforms, car repair) 1. Other miscellaneous expenses not covered above are included in the support services matrix below: SUPPORTIVE SERVICES MATRIX EXHIBIT A 1853 north mymond aVO.Mle I ,anaheino, ct )llf25Ae?42£i8£.',.Fi41.( -ORI" (2677) 1 www.hiroyouth.org MAXIMUM SUPPORTIVE SERVICES POLICY AMOUNT An estimate is required for any repair. If an estimate is unavailable, a waiver is required. A number of AUTO REPAIRS $500.00 small repairs may be paid if supported with written justification but the cumulative cost may not exceed the maximum amount. Reimbursement for books that is essential to participant completing $400.00 college or vocational training courses. Courses must result in BOOKS Twice yearly, not to exceed credential attainment or employment maximum earnings gain. Request for reimbursement must be accompanied by an itemized receipt and written justification for request $200.00 Certificates must be state CERTIFICATES /LICENSES recognized and attained to become One time only employed. Will be based on the most Paid monthly directly to the provider. recent Regional Market Rate Three quotes required from licensed CHILD CARE Ceiling for California Childcare childcare provider. Maintain Providers issued by the documentation on California Department of Public attendance /progress in participant Social Services. file. CLOTHING /SHOES /UNIFORM $400.00 Written justification must be provided by an itemized receipt from a store EXHIBIT A 1853 north mymond aVO.Mle I ,anaheino, ct )llf25Ae?42£i8£.',.Fi41.( -ORI" (2677) 1 www.hiroyouth.org C.wiRi?&,KJE COUNTY CY C(.)NiE(:`JA ION t OF',1'S Earn... Learn... Serve... Tools to Green the Future! EXHIBIT A 'I85:3 north raymond avenue I anaheim, cal!26SA4438 8£ 641.CO RP (2677) 1 www.Iiire.yc7uYhi.org As needed, not to exceed such as one of the following: K -Mart, maximum Marshalls, Plus Size Woman, Ross, Sears, T.J. Maxx, Target, Kohl's, and Wal -Mart. WIA funds should be used as the last resort. The cumulative cost may not exceed the maximum. $30.00 Printout of California driving record if DMV PRINTOUT needed during documented job Two per year search as condition of employment. $675 broken down as follows: Drug Screening ($25) An estimate is required for any Eye Exam /Glasses or Contacts health service. If an estimate is ($200) unavailable, a waiver is required. HEALTH SERVICES Participant may receive more than Hearing Exam /Aid ($150) one health service if supported with written justification, but the Dentistry ($300) cumulative cost may not exceed the One time only except for drug maximum amount. screening as needed for employment. Written justification for TOOLS $300.00 - One time only reimbursement must be accompanied by an itemized receipt from store. TRANSPORTATION: per day. See Policy for MILEAGE /BUS PASSES /GAS bus passes. bus p asses. See policy CARDS EXHIBIT A 'I85:3 north raymond avenue I anaheim, cal!26SA4438 8£ 641.CO RP (2677) 1 www.Iiire.yc7uYhi.org W.I.A. Regulated Grant Funded Incentive Policy Purpose: Reward youth for attainment of WIA performance outcomes and /or key benchmarks toward those outcomes (including but not limited to attainment of employment skills and goals, mastering competency levels, participating in unpaid career exploration activities, etc.); Encourage youth to enroll and remain in activities throughout program duration, including the 12 -month minimum post -exit follow up phase; and Provide an incentive for youth to take an active role in their community by engaging them in leadership and community service projects, REFERENCES: Workforce Investment Act Section 129 (a) (5) Procedures: An incentive is a payment to a WIA youth participant for the successful achievement of expected outcomes. The incentive must be linked to an achievement and must be tied to training and education, work readiness skills, and /or occupational skills attainment goal as identified in the Individual Service Plan (ISP). Such achievements must be documented in the participant's file as the basis for an incentive payment. Incentives may be awarded for, but are not limited to, the following goal accomplishments: • Attainment of skill goal (basic skills, work readiness, and /or occupational goal) Attainment of degree or recognized certificate Placement in employment or education (See attached CM Incentive Request Form for all applicable incentives) All WIA Youth Contractors who implement a youth incentive plan should ensure the following: 1. All incentive payments must be relevant to the results of the objective assessment of each participant's ISP. 2. All incentive details must be specified in the participant's WIA Incentives Log, including the amount that was provided, the funding source used and the participant's acknowledgement of receipt. 3. Participant records (ISP /Case Notes /Incentive Log) and financial records pertaining to incentive payments must be made available for review by local, state, and federal monitors and must meet financial management standards in WIA including enough information to provide: • A comparison of actual expenditures with the budgeted amounts of each contract. 29XIT244 ORANGE COUNIY CONSERVATION N COlUIS • Support for accounting records to ensure proper charging of costs and cost allocation. 4. Incentives shall not exceed $500.00 per participant during the participant's enrollment in the program, including the post -exit follow -up phase. Incentive Services Processing Program Specialist is responsible for: a. Assessing and recording needed services. b. Informing participant of incentive services policy and the required documentation needed to justify services. c. Referring participant to other supportive services offered outside of OCCC's program. d. Keeping a log of all incentives services received by each participant with a running total value. e. Filing copies of proof of attainments of goals for incentive services (when applicable) in the participants' files. f. Collecting and reviewing all documentation for accuracy. g. Submitting the Incentive Request From for review and approvals. Participant is responsible for: a. Obtaining services that are referred by Program Specialist but not provided through OCCC. b. Securing proof of goal attainment to receive'an incentive. 2. Director of Programs is responsible for: a. Reviewing all Incentive Requests before submittal to the finance department. 3. Executive Director is responsible for: a. Reviewing and approving invoices /statements for payment. Fiscal Officer is responsible for: a. Verifying the availability of funds and notifying the Program Specialist and the Director of Programs. b. Processing payment. Other: All incentives are optional and are not required. All incentives will be provided at the discretion of the Director of Programs and /or other Executive Staff. 216W L4) 5 YSPN MEMBER PERFORMANCE PLAN 2014-2015 WIA YOUTH POPULATION MW t 0 N R KIA409 ENO- , uj- 7TUFFEF 18 -21 8 25 25 .1 "Mm PROJECTED ENROLLMENTS & EXPENDITURES (NOTE: 75% OF YOUTH MUST BE ENROLLED BY 2N° QUARTER-DECEMBER 31, 2014) U, R W , r; 'M! Vorl as 'r ; uj- ,+ .1 "Mm 74"'N", 15 $50,000 ZU 6. Leadership development opportunities, which may leading to completion of secondary school, i include e community service and peer-centered activities Or V ;1 10 $50,000 encouraging responsibility and other positive social fU behaviors during non-school hours, as appropriate; $50,000 2. Alternative secondary school services, as x x 7 7. Supportive Services (e.g. tools, books, clothing, etc.); _N MMK' I g il m%x0 j, —, �'b $50,000 3. Summer employment opportunities that are x INOW 25 $200,000 p7p mil AIR 050, t MR 'M P 1. Tutoring, study skills training, and instruction, x x 6 6. Leadership development opportunities, which may leading to completion of secondary school, i include e community service and peer-centered activities x i including dropout prevention strategies e encouraging responsibility and other positive social behaviors during non-school hours, as appropriate; 2. Alternative secondary school services, as x x 7 7. Supportive Services (e.g. tools, books, clothing, etc.); x 2 appropriate; 3. Summer employment opportunities that are x x 8 8. Adult Mentoring for the period of participation and a x d directly linked to academic and occupational s subsequent period, for a total of not less than 12 learning (this element cannot be offered as a m months; stand-alone activity); 4. As appropriate, paid and unpaid work X X 9 9. Follow-up services for minimum of 12 months after x e experiences, including internships,job shadowing; t the completion of participation as appropriate; and 5. Occupational skill training, as appropriate; X X 1 10. Comprehensive guidance and counseling which x m may include drug and alcohol abuse counselling and referral, as appropriate. mil AIR COMPLAINT HANDLING UNDER THE WORKFORCE INVESTMENT ACT SANTA ANA WIA Santa Ana Local Workforce Investment Area Revised May 7, 2009 EXHIBIT C 25A -247 Table of Contents I. Information Regarding Complai A. Nondiscrimination and Equal Opportunity Complai 1. Policy 2. Civil Rights 4 3. Nondiscrimination laws under WIA 4 4. How to File Your Complai B. Criminal Compl II. General Procedures for Handling Non - Criminal Violations of the Act 6 III. Procedures for Handling Complaints at the LWIA Level 8 IV. Procedures for Handling Complaints at the State Level 12 V. Procedures for Handling Discrimination Complaints by Participants 15 VI. Procedures for Handling Handicap Complaints by Participants 17 GLOSSARY OF WIA TERMS e Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 1. Policy Statement In carrying out the purpose of the Workforce Investment Act (WIA), the City of Santa Ana Local Workforce Investment Area (LWIA) will establish programs to prepare youth and unskilled adults for entry into the labor force and to afford job training to those individuals facing serious barriers to employment. Every effort will be made to provide services necessary for eligible individuals to obtain productive employment. In implementing WIA, all contractors in the Santa Ana LWIA will foster equal opportunity and non - discrimination, as provided in State and Federal equal opportunity and non - discrimination laws including, but not limited to: • Title VI of the Civil Rights Act of 1964 • Title VII of the Civil Rights Act of 1964 • The Age Discrimination Act of 1975, as amended • Section 503 of the Rehabilitation Act of 1973 • Section 504 of the Rehabilitation Act of 1973 • Title IX of the Education Amendments of 1972 • Section 188 of the Workforce Investment Act of 1998 In keeping with our commitment, no individual shall be excluded from participation in, denied benefits of, subjected to discrimination under, or denied employment, in the administration or of in connection with any WIA funded program because of race, color, religion, sex, national origin, age, handicap, or political affiliation or belief. Participation in programs and activities financially assisted in whole or in part under WIA shall be open to citizens and nationals of the United States, lawfully admitted permanent resident aliens, lawfully admitted refugee, parolees, and other individuals authorized by the Attorney General to work in the United States. No individual will be intimidated, threatened, coerced, or discriminated against because of filing a complaint, furnishing information, or assisting or participating in any manner in an investigation, compliance review, hearing or any other activity related to the administration of WIA. Administration responsibility for this Equal Opportunity /Affirmative Action (EO /AA) Program is delegated to the Equal Employment Opportunity (EEO) Officer for the Santa Ana local Workforce Investment Area. Equal opportunity and non- discrimination, however, will only be achieved through leadership and implementation of a viable Affirmative Action Equal opportunity Program. 2. Civil Rights No one applying for or enrolled in the Workforce Investment Act (WIA) programs may be discriminated against because of race, color, creed, handicap, national origin, sex, age, political affiliation, or beliefs, This means that – for any of the characteristics listed above: • You may not be denied the opportunity to enroll in WIA. • No benefits or services may be denied you for discriminatory reasons. • You may not be segregated or treated any differently from other applicants or participants, while you are being registered, interviewed, counseled or tested; or while you are working or attending classes as part of the program. • You must be provided an equal chance to use all facilities available in the program. • Fair employment practices must be provided to all staff with regard to recruiting, hiring, transferring, promotions, training, compensation, benefits, layoff, and termination. You have the right to make a complaint if you feel you have been denied any of the above opportunities. You cannot in any way be penalized for filing a complaint. Your WIA sponsor has established a mechanism for handling complaints and grievances. Your complaint must be filed within 180 days. All complaints will be handled confidentially. 3. Nondiscrimination Laws under WIA Title VI of the Civil Rights Act of 1964 Prohibits discrimination on the basis of race, color, national origin, or religion. The Age Discrimination Act of 1975 Prohibits arbitrary discrimination against persons age 40 -70. The Rehabilitation Act of 1973 M—MR, Prohibits discrimination based on handicap. Title IX of the Education Amendments of 1972 Prohibits discrimination in any education or training program or activity receiving federal financial assistance. OTHER CIVIL RIGHTS LAWS: Title VII of the Civil Rights Acts of 1964 Prohibits discrimination in employment based on race, color, religion, sex, or national origin in all terms and conditions of employment and establishes the Equal Employment Opportunity Commission as the administrative agency. White House Executive Order no. 11246 as Amended by Executive Order No. 11375 Creates the office of Federal Contract Compliance and prohibits discrimination based on race, color, sex, religion, or national origin. Department of Labor Secretary's Order no. 4 -73 Prohibits discrimination based on sex. Equal Pay Act of 1963 Prohibits pay differential solely because of sex. Emergency Employment Act of 1971 Prohibits discrimination based on race, creed, national origin, political affiliation, or beliefs. 4. How to File Your Complaint a. Put your complaint in writing. b. Have it sworn to before a notary public, if possible. c. Provides details that tell what happened, where it happened and when it happened. d. Give the name and addresses of all persons who were present or who had anything to do with the matter. ...Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation and citizenship, must be filed within 180 days of the alleged occurrence directly with: 2%AB'181 Director Civil Rights Center U.S. Department of Labor, Room N -4123 200 Constitution Ave., NW Washington, D.C. 20210 Complaints on the basis of handicap must be filed within 180 days of the alleged occurrence. These complaints must be filed directly with the WIA administrative entity. The WIA administrative entity shall issue a written decision within 30 days of the filing of the complaint. If the complaint is still unresolved, an appeal may be made to the Chief of State Workforce Investment Division Office. The Department of Labor, the Civil Service Commission, the Equal Employment opportunity Commission, and many other offices and agencies are committed to assuring equal employment opportunities for all persons. They will protect you. A case may be taken to court if the other processes do not yield satisfactory results. You may hire your own lawyer, or if you cannot afford one, the court may appoint one for you. It is unlawful for an employer, union, or employment agency to punish you or any witness for attempting to present the facts in a case. YOUR CIVIL RIGHTS UNDER THE WORKFORCE INVESTMENT ACT Santa Ana Local Workforce Investment Area 1000 E. Santa Ana Blvd., Ste 200 Santa Ana, CA 92701 (714)565 -2600 B. Criminal Complaints In accordance with the WIA (P.L. 105 -200) and the implementing code of Federal section 667.600.... Federal handling of criminal complaints and report fraud, abuse and other criminal activity. "All information and complaints involving fraud, abuse or other criminal activity shall be reported directly and immediately to the City of Santa Ana and the Secretary of Labor." I I. General Procedures for Handling Non - Criminal Violations of the Act The following procedure is promulgated to meet the requirements of Title 20, of the Code of Federal Regulations, Section 667.600 through 667.640 of the WIA regulations, and Section 181(c) of the Act (Public Law 105.200: 29 U.S. Code Sec. 2931 et seq.) at the State and LWIA I M IN level for the receipt, investigation, hearing, and resolution of complaints by WIA participants, sub recipients, applicants for participation, or financial assistance, labor unions, community based organizations, or any other persons. These procedures provide for resolution of non - criminal complaints arising from the operation of the Santa Ana LWIA. A complaint is defined here as a written expression by a party alleging a violation of the Act, regulations promulgated under the Act, recipient grants, sub agreements, or other specific agreements under the Act, including terms and conditions of employment of such participants in employment training programs. All complaints, amendments and withdrawals shall be in writing. These procedures are intended to resolve matters which concern policies, procedures or action(s) arising in connection with WIA programs operated by each LWIA grant recipient and sub recipient under the Act. These procedures shall not be construed as affecting any other available legal remedy outside of the WIA complaint process (i.e., disputes regarding terms and conditions of employment of any employee who is not a participant), either separately or simultaneously, that a person may wish to pursue in the resolution of a non -WIA complaint. Also, these procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion Procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion and resolution of any problems outside of and without resort to the formal complaint procedure. A. The following principles and rules apply to all complaints at all steps of the complaint procedures: All complaints must be made in writing within 180 days of the alleged occurrence, except complaints alleging fraud or criminal activity. 2. All persons filing a complaint shall be free from restraint, coercion, reprisal, or discrimination. Good faith efforts shall be made to informally resolve the complaint prior to the scheduled hearing. Complainants have the right to withdraw their complaints (in writing) at any time prior to the hearing. A complainant may amend his /her complaint to correct technical deficiencies but not to add issues. 3. Complainants shall have the right to be represented at their own expense by person(s) of their choosing at all levels of the complaint process. 4. Upon enrollment into employment or training, participants shall be provided with written description of these procedures, including notification of their right to file complaints and instructions for filing. An employer of participants, including private- for - profit employers of participants, may use this or other complaint resolution procedures so long as the participant is informed of the complaint resolution procedure they are to follow and the time frames governing review of complaints are met. A "participant ", within the meaning of these procedures, is an individual who receives employment- training services under a program funded by Santa Ana LWIA. The Complaint Resolution Procedures contained herein (or the alternative procedures which an employer may use) shall be available to participants to resolve disputes regarding items and conditions of employment of such participants in employment training programs. However, such procedures shall not be used to resolve disputes regarding terms and conditions of employment of any employee who is not a participant, as defined herein. If a complaint does not receive a decision at the LWIA grant recipient level within 60 days of filing the complaint or receives an unsatisfactory decision, the complainant then has a right to request a review of the complaint by the Governor. 6. Complainants must initially file and exhaust LWIA grant recipient /hearing procedures prior to appealing to the State except where the State determines that the LWIA grant recipient's procedures are not in compliance with the State's procedures. III. Procedures for Handling Complaints at the LWIA Level A. Receipt Complaints Pursuant to the WIA regulations found at 20 CFR, Section 667.600, the LWIA administrative entities have the responsibility to conduct hearings and resolve complaints made by individuals about the administration of programs in the LWIA. "LWIA level" encompasses LWIA administrative entity and employers to which the administrative entity has delegated the complaint resolution process. The following comprise the guidelines for resolving issues arising in connection with WIA programs operated by the Santa Ana LWIA including resolutions of complaints arising from actions, such as audit disallowances or the imposition of sanctions taken by the Governor with respect to audit findings, investigations or monitoring reports. 1. Form and Filing of Compliant Official filing date of the compliant is the date the written complaint is received. The filing of the complaint with the Santa Ana LWIA Equal Employment Opportunity Officer shall be considered as a request for hearing and a decision must be issued within 60 days. The complaint must be in writing and must be signed and dated. The complaint should also contain the following information: a. Full name, telephone number, if any, and mailing address of the complainant; b. Full name, telephone number, and mailing address of the agency involved (respondent); c. Clear and concise statement of facts including dates constituting alleged violation; 2W284 d. What provisions under the Act, regulations, grant or other agreements under the Act, are believed to have been violated; e. Remedy sought by the complainant; and If the complainant is a private or public entity or corporation, and not a natural person, the filing of the complaint must be duly authorized by the governing body of such entity or corporation. The absence of any of the requested information shall not be a basis for dismissing the complaint. A copy of the complaint must be sent to the respondent and both parties notified of the opportunity for an informal resolution. At each step of the complaint process, the complainant must be notified in writing of the next procedural step. 2. Informal Conference Informal conferences will be utilized by the Santa Ana LWIA to resolve complaints; however, such informal conferences shall not extend the time within which a decision must be issued after receipt of a complaint. Attempts at informal resolution will commence with two (2) weeks of the date of filing of the complaint. a. The EEO Officer will review the case and ascertain facts prior to the conference so that appropriate resolution can take place at the time of this meeting whenever possible. Although the complainant should be encouraged to attend this conference, his /her failure to do so should not preclude his /her right to request a hearing on the matter. c. If mutually satisfactory resolution results and the Santa Ana LWIA concurs, the EEO Officer will write a brief report for the file stating the issues and resolution. The matter shall then be considered closed. d. If resolution does not result, the complainant shall be provided the necessary information and assistance to request a hearing if he /she so desires. 3. Request for Hearing a. As in the case of the complaint, the request for a be filed in person or by mail. A governing board should also be submitted when appropriate. The Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 2SAT285 hearing should be put in writing and resolution of authorization to appeal request should be filled with: b. A hearing will be scheduled by the EEO Officer within thirty (30) days of the date of filing of the complaint. 4. Notice of Hearing Upon receipt of the request for hearing, the complainant and the respondent will be notified in writing of the hearing ten (10) calendar days prior to the date of the hearing. The ten -day notice may be shortened with the written consent of the parties. A decision will be issued by the Santa Ana LWIA within sixty (60) days of the date of filing of the complaint. The hearing notice shall be in writing and contain the following information: a. The date of notice, name of the complainant, and the name of the party against whom the complaint is filed. b. The date, time and place of hearing before an impartial hearing officer. c. A statement(s) of the alleged violation(s) d. Advise as to where information or assistance may be obtained, and the name, address, and telephone number of the Santa Ana LWIA Equal Employment Opportunities (EEO) Officer who can answer inquiries. B. Conduct of Hearing The hearing shall be conducted in an informal manner with strict rules of evidence not applicable. Unnecessary technicalities should be avoided. It should provide the flexibility to enable adjustment to the circumstances presented. The hearing officer shall have complete independence to obtain facts and make decisions. The hearing officer shall be in a position to render impartial decisions and thus should not be subordinate to the Santa Ana LWIA or its sub recipients. The hearing officer will be selected from a list of names on file with the EEO Officer. 2. Full regard must be given to the requirements of due process to insure a fair and impartial hearing. 3. The hearing office designated by the EEO Officer to function in a quasi - judicial capacity should begin the hearing by summarizing the record and the issue and should explain the manner in which the hearing will be conducted, making sure that everyone involved understands the proceedings. Such explanations should be adapted to the needs of the specific situation. The hearing officer might take testimony under oath or affirmation to give some assurance of veracity to the hearing. io 29*1286 4. The burden of proof should be reasonable and flexible, dependent upon the circumstances of the case involved. The hearing officer determines the order of proof. Generally, the party making the complaint has the obligation of establishing his or her case and should be examined first. The party involved should have the right to be represented (at their own expense) if he /she so desires. Other he /she is limited to his /her own abilities and those to the hearing officer in obtaining testimony in the case. 6. It is important that the hearing officer obtain the fullest information for the record. If the parties involved, or their representatives, do not know how to ask the right or pertinent questions in pursuing their right to due process, it shall be necessary for the hearing officer to step in to have all the materials and relevant facts elicited. The practice in informal hearings is generally not to apply strict rules of evidence in obtaining facts. However, the quantity of evidence required to support a decision on an issue should be sufficiently credible that the state (or other appropriate agency), upon reviewing the decision, would conclude that the decision is supported by substantial evidence. 8. The hearing officer should attempt to negotiate a resolution of the issue at any time prior to the conclusion of the hearing. 9. Within ten (10) days of the conclusion of the hearing, the hearing officer will issue a recommended decision to the LWIA for final determination. The recommended decision shall be in writing and may be accepted, rejected or modified by the Santa Ana Workforce Investment Board. C. Issuance of Decision Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWIA shall issue a written decision to all parties by first class mail. The final decision shall contain the following information: 1. The name of the parties involved. 2. A statement of the alleged violation and issues related to the alleged violation. 3. A statement of the facts. 4. The decision and the reasons for the decision. 5. A statement of corrective action, if any, to be taken. 6. Notice of the right to request, within ten (10) calendar days of receipt of the decision, a review of the decision by the State Review Panel. D. Record of Hearing p� 11 2'M28% An administrative file containing support documents on the complaint resolution process hearing conducted will be retained by the Santa Ana LWIA. The purpose of a record is to serve as substantiation of the process followed by the Santa Ana LWIA on the resolution of the issues and the results. This information would then be available for subsequent review in the event the matter is raised with the State. Such records must be retained for a three - year period after the grant has been officially closed out. The Santa Ana LWIA's written decision will be included in the record. Evidence received at the hearing, notes by the hearing officer, stenographer's notes and tape recordings may also be used. E. Establishment of Complaint Procedures In accordance with Section 667.600, each employing agency including private- for - profit employers of participants under the Act is required to establish a complaint procedure for resolving matters relating to the terms and conditions of employment. Employers may operate their own grievance system or may utilize the Santa Ana LWIA's established procedures under Section 667.600. At a minimum these procedures must include: Written notice, upon enrollment into employment training services, of the scope and availability of such procedures. Employer's grievance procedures shall be set forth in a written document and must meet the regulation mandate that a complaint will be resolved with sixty (60) days from the date the complaint was filed. A copy of employer's grievance procedure shall be provided to each participant upon enrollment in employment training. 2. Written notice, at the time the grievance is filed, of the procedures under which the grievance will be processed. 3. Written notification of the disposition of the grievance and a written decision shall be issued within thirty (30) days of the filing of the grievance unless a present and long established grievance specifically provides other limits; and 4. Written notification of the participant's right to request a review of the employer's decision by the Santa Ana LWIA and the State Review Panel in accordance with Section 667.600. IV. Procedures for Handling Complaints at the State Level Section 181 (c) of the Act and the WIA regulations at 20 CFR, Section 667.600 (d) requires the Governor to establish a State Review process of complaints filed at the LWIA grant recipient level and of complaints initially filed at the State level. Appeals of decisions issued at the LWIA level including audit disallowances and sanctions shall be reviewed by the State Review Panel. The State Review Panel shall review the record established at the LWIA level and shall issue a decision based on the information contained therein. 12 rT� Complaints which may be initially filed at the State level will be heard by an independent hearing officer designated by the State Workforce Investment Division (WID). The hearing officer shall conduct a hearing and issue a recommended decision to the State Panel. The recommended decision shall be in writing and may be accepted, rejected or modified by the State Review Panel. A. Form and Filing of Complaint. 1. Request for State Review of LWIA Level Decisions On receipt of a complainant's request for review because of an unsatisfactory decision, the State shall provide for an independent state review. 2. Filing of Requests for State Review The State Review Panel shall review all LWIA level decisions when a request for review is filed within 10 days of receipt of the adverse decision. Such requests must be filed in writing with the Chief of the WID Office. The request for review should contain the following information. a. Full name, address, and telephone number of the party requesting the review b. Full name, address, and telephone number of the other party c. A copy of the decision d. Brief statement of reasons for review or the section of the LWIA decision to be reviewed including regulatory and statutory citations e. A statement of the relief sought. 3. Complainant Responsibility It is the responsibility of the complainant to include in the request for review a written statement setting forth the facts presented at the LWIA hearing which support the requested relief. The Chief, WID, shall mail a copy of the request for review to the other party and to the LWIA. It shall be the responsibility of the LWIA to submit the complete record including a typed record of the hearing to the Chief, WID, within ten (10) days. B. Conduct of Hearings. 1. Request for Hearing at the State Level If no decision has been issued at the LWIA level or the State has determined an audit disallowance or imposed sanctions, the complainant may request a hearing. The 13 2 %X!289 hearing officer will then issue a recommended decision to the State's Review Panel for final determination. 2. Filing for Request for Review The request for a State hearing shall be filed within ten (10) days after LWIA should have issued a decision or ten (10) days after the issuance of the audit disallowance or sanction. The request shall be filed directly with the Chief of the WID in writing and should include the following: a. Full name, address, and telephone number of the LWIA Name, address, and telephone number of the LWIA C. Copies of complaints made at LWIA level from which no decisions were issued or sanctions and imposed. A statement of basis for the request for hearing. 3. Evidentiary Hearing Upon receipt of the request for a State level hearing, a hearing before a designated hearing officer will be scheduled. The hearing will be recorded mechanically or by court reporter. Both parties concerned will have the opportunity to present oral and written testimony under oath, to call and question witnesses in support of his /her position, to present oral and /or written arguments, to examine records and documents relevant to the issue(s), and to be represented. The hearing officer shall issue a written decision, which shall be forwarded to the State Review Panel for final determination. The State Review Panel may accept, reject or modify this recommendation. The decision of the State Review Panel is final except for audit disallowances, which must be approved by the Secretary of Labor C. State Review Panel The State Review Panel will consist of a panel of three representatives from the Employment Development Department: one from the Legal Offices, one from the WID, and one from the Director's office. The panel will issue a written decision, which will be sent to the appropriate parties within thirty (30) days of receipt of the request for State review. Decisions issued by this panel, under the authority of the Governor, are final. 14 AMMO V D. Issuance of State Review Decision, The State review will be limited to violations of the WIA, implementing WIA regulations or the grant agreement. This review shall be limited to the record established at the LWIA hearing. Procedures for Handling Discrimination Complaints by Participants. A. Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation, and citizenship, where appropriate, must be filed within 180 days of the alleged occurrence. It is the responsibility of the Santa Ana LWIA's Equal Employment Opportunity (EEO) Officer to determine jurisdiction and to make the complainant aware of and provide assistance in filing a complaint in accordance with the Santa Ana LWIA's procedure under Section II (A). is PROCEDURES FOR HANDLING NON - CRIMINAL COMPLAINTS No later than 180 days of alleged discrimination Within 10 days of receipt of unsatisfactory decision or 10 days from date LWIA decision should have been issued. Handling of complaints filed at LWIA level arising in connection with WIA programs operated by LWIAs Informal Resolution Process Unsatisfactory Decision or LWIA Decision not issued within 60 days w 0 0 v Request for State Review �= W Governor's Decision issued by State Review Panel If no decision issued by State Review Panel Appeal to DOL yy�� 16 AV262 0 0 c c c c V 2. In cases where areas of authority overlap, it is the responsibility of the EEO Officer to advise the complainant of the existence of State, Federal and other proper action agencies, which may also have a bearing. 3. Complainants alleging discrimination under this part will be made aware of their right to file directly with the Office of Civil Rights (OCR), U.S. Department of Labor and applicable procedures. 4. Complainants must file their complaint directly with: Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 VI. Procedures for Handling Handicap Complaints by Participants Complaints alleging discrimination on the basis of handicap will be filed and processed under the Department of Labor regulations implementing Section 504 of the Rehabilitation Act of 1973 at 29 Code of Federal Regulations Section 32. 1. Complaints must exhaust the Santa Ana LWIA's informal resolution procedures before filing their complaint with OCR. 2. Complainants will be made aware of the 180 days requirement in which to file his /her complaint. A. Procedures at the LWIA Level 1. The complainant shall file his /her complaint directly with the Santa Ana LWIA. Upon receipt of the complaint, the EEO Officer shall investigate and gather information concerning the complaint. 2. An informal conference will be held with the parties concerned in an effort to resolve the issue(s). The complainant has the right to be present and may be represented during the conference. 3. The Santa Ana LWIA shall issue in writing its decision to the complainant no later than thirty (30) days after the filing of the complaint. B. Procedures at the State Level 1. The complainant may appeal to the State if he /she is not satisfied with the decision of the Santa Ana LWIA. v 261163 2. The Complainant must file his /her appeal as a request for review directly with the Chief WID within ten (10) calendar days after the receipt of the Santa Ana LWIA's decision. 3. The Chief -WID, shall issue a decision no later than thirty (30) calendar days after receipt of the request for review. 4. After the complainant has received a decision or no decision has been received from the Director of Employment Development Department (on behalf of the Governor), the complainant has the right to appeal his /her complaint within thirty (30) calendar days to the Office of Civil Rights (OCR) with the Department of Labor. 18 AM264 PROCEDURES FOR HANDLING HANDICAP COMPLAINTS No later than 180 days of alleged discrimination Filed within 30 days of LW IA /State Decision or 90 days from date of initial filing of complaints Filing of complaint on the basis Of Handicap with LWIA Informal Resolution o If no resolution reached Request for Hearing Notice of Hearing Hearing Conducted LWIA Decision Unsatisfactory Decision or No Decision State Review Governor's Decision Appeal to Assistant Secretary Department of Labor 19 nRj265 Day 1 Day 145 Day 60 Days GLOSSARY OF WIA TERM AGE DISCRIMINATION ACT — A law passed by Congress in 1975 which prohibits discrimination on the basis of age by any program or activity receiving Federal Funds. APPLICANT — An individual who applies to a subrecipient or contract for services provided under WIA and who has not yet transitioned to the status of participant. ASSESSMENT — Services designed to determine each participant's employability, aptitudes, abilities and interests and to develop a plan to achieve the participant's employment and related goals; also to identify the available employment and traning activities appropriate for the participant. Testing and counseling may also be used during assessment process. CHARGING PARTY (CP), COMPLAINANT, GRIEVANT, OR AGGRIEVED PERSON — The person who charges that he /she has been discriminated against under Department of Justice nondiscrimination and civil rights regulations and /or guidelines. DISCRIMINATION — In general, a failure to treat all equally, whether intentional or unintentional; the effect of an action, policy or practice which selects an individual or class of persons to receive unequal treatment. ELIGIBLE NON - CITIZEN — Lawfully admitted permanent resident, aliens, lawfully admitted refugees, and parolees and other individuals authorized by the Attorney General to work in the United States. EMPLOYER — An employer subject to the provisions of the Civil Rights Act of 1964, as amended, including state and local governments and any Federal agency subjects to the provisions of Section 717 of the Civil Rights Act, as amended; and any Federal contractor or subcontractor covered by executive Order 11246, as amended. GRIEVANCE —An allegation that something imposes an illegal obligation or burden or denies some equitable or legal right, or causes injustice . HANDICAPPED INDIVIDUAL — Any individual who has a physical or mental disability that constitutes or results in a substantial handicap to employment. INTAKE — Includes screening to determine eligibility; to select from eligible applicants those individuals who are most in need and can benefit from program services; to complete procedural requirements necessary to enroll an individual into the program and to refer those not enrolled to other programs. JOINT COMPLAINT — A complaint of employment discrimination covered by Title VII or the Equal Pay Act and by Title VI or Title IX. Individual "joint complaints" are normally investigated by EEOC 20 2M266 unless OCR has a compelling reason to investigate. "Joint complaints" alleging discrimination in employment and other practices and pattern or practice 'joint complaints" are normally investigated by OCR. JURISDICTION — Authority to investigate and resolve complaints against an institution subject to a law or statute which has been assigned to OCR for enforcement, i.e., Title VI, Title IX, etc. PARTICIPANT — Any applicant who has: (1) Been determined eligible for participation upon intake; and (2) Who is receiving subsidized employment, training or services (except post- termination services) funded under the Act, following intake, except for an individual who receives only outreach and /or intake and assessment services. em—T CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS GRANTS LOANS and COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that: 1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying." in accordance with its instructions. 3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure occurring on or before October 23, 1996, and of not less than $11,000 and not more than $110,000 for each such failure. Orange County Conservation Corns Name of Certifying Official Signature 3/19/14 Date EXHIBIT D 45 25A -268 Certification Regarding Drug -Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Housing and Urban Development in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug -Free Workplace Act, the U.S. Department of Housing and Urban Development, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug -Free Workplace Act. CERTIFICATION A. The contractor certifies that it will provide a drug -free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing a drug -free awareness program to inform employees about — (1) The dangers of drug abuse in the workplace; (2) The contractor's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance program; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1) Abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an EXHIBIT E 25A -269 employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - ( 1) Taking appropriate personnel action against such an employee, up to and including termination; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B. The contractor shall insert in the space provided on the attached "Place of Performance" form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Housing and Urban Development immediately upon the decision to use such additional sites by submitting a revised 'Place of Performance" form. Date Program Operator Signature Orange County Conservation Corps EXHIBIT E 25A -270 DIVISION OF EMPLOYMENT SERVICES PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG -FREE WORKPLACE REQUIREMENTS Name: Orange County Conservation Corps Name of Contractor: Orange County Conservation Corps Contractor Number: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): 1853 N. Raymond Avenue, Anaheim, CA 92801 1:11 =1� 25A -271 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160 - 19211). (Before completing certification, read instructions which are an integral part of certification) 1. The prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; b. Have not within a three -year period preceding this proposal been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three -year period preceding this application /proposal had one or more public transactions (federal, state or local) terminated for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Grantee /Co'htractor OrgaKization Date id Title of Official Authorized to Certify If of the Grantee EXHIBIT F 25A -272 43 OCCC BUDGETFORM Santa Ana WIA Santa Ana Youth Council FYE15 16A- IT 2b 2014 -2015 OCCC Match /In Kind 171 ,075 $182,120 Budget Form - Attachment B Santa Ana WIA OCCC Santa Ana Youth Council Direct Program Expenses FYE15 WIA WIA OCCC Staff Wages/Sa laries Time % Amount Administative Staff Chief Executive Officer K. Bandoni 4% $ 4,800 Office Coordinator J. Mates 4% $ 1,320 Chief Financial Officer -. Huynh 4% $ 4,280 Payroll Specialist S. Cortez 4% $ 1,640 Subtotal Admin Staff $ 12,040 Employer Taxes $ 1,668 Workers Compensation $ 144 Benefits $ 289 Subtotal Admin Staff Taxes/Benefits $ 2,101 Total Administrative Expenses $ 14,141 Program Staff Director of Programs L. Skiba 5% $ 3,600 WIA Program Specialist J. Cabrera 75% $ 28,500 Intake Specialist R. Torres 5% $ 1,425 Director of Operations .. Volp 4% $ 3,040 Project Manager J. Newton 4% $ 2,880 Crew Supervisor J. Urrutia 45% $ 13,950 Crew Supervisor W. Francis 45% $ 14,850 Subtotal Program Staff $ 68,245 Employer Taxes $ 9,452 Workers Compensation $ 2,890 Benefits $ 6,588 Subtotal Program Staff Taxes /Benefits $ 18,930 Program Expenses Project Transportation (vehicle, insurance, fuel, repair & maint) $ 4,928 Staff Training $ 800 Occupancy Related (rental, utilities, repair & maim ) $ 2,150 Subtotal Program Expenses $ 7,878 Total Program Expenses $ 95,054 Corpsmernber (CM) Expenses Average Total hrs/ WIA CM Stipends # of CMs Hourly Rate CM Amount CMs (28+ hr /wk x 15 wks) 25 $ 9.00 7,000 $ 63,000 Carry-overs 2 CMs Total Hours /Paid Work Experience 175,000 Employer Taxes $ 4,820 Workers Compensation $ 5,353 CM Stipend Total 27 $ 73,172 Supportive Services /Uniforms 25 $ 500 $ 12,633 CM Incentives /Bonus 25 $ 200 $ 5,000 Subtotal Cms Expenses $ 90,805 Total WIA $ 200,000 OCCC Staff Salaries & Wages (pg 2) Taxes & Benefits Employer Taxes Workers Compensation Benefits Subtotal Taxes & Benefits OCCC Match - Participant Wages & Benefits OCCC Charter School OCCC Expenses (pg 2) 59,105 $ 4,522 $ 739 $ 5,911 $ 11,171 EX2274 39,501 28,080 44,263 11 C E U Q E 0 6L N rn -a m () o00000000�n000 v� O O1 M N t0 N O O n 0 0 0 O A 0 = C 3 o D 0000 0 0 0 N O o O N ,�.ON W 7 d'wo NONN O Q U W M N C C.0 N I V Y O) of N o a o 0 0 0 0 0 o a o 0 _Q D m N f0 @ O Q m 2U(njZ� Y �I -0d-i- J J K, -� �: U16 `0 E D Q .�O °O N m 0 UL w� c a°i O° m o f° `o o a m `o Q w Ul r- O h N yO� r O "' U L Z m (� V N U C Y U �wrLLN�N'�NUNQ O. mm Cl) N LL co A a y c y E o E o m v o E m h U O N C O O N C w Y U 'C N O d O N N O O a �0p N �« N o N u d U O d O o y 2 L N D N p N L O m- M C C V 0- E L z U) m 0 0 0 U> in N N n NON (O N (O U D n N O M M W UY O CC6 .- LL'J 6 7 r o O W N c r i i i i pNj Q O (V V 0 0 0 0 0 o a o 0 G 0 0 0 0 0 0 0 0 0 Q O d N O a N (O UJ N 0 N 0 N (O ( 0 C N n n N O N Co 0 n M O W M W W r E o 3 0 0 0 0 0 0 0 0 0 000000000 0 0 0 o 0 0 0 0 o o o 0 O O N N W o 0 0 C> m O0 a M oz L m v p o a v a v Q m m 0 0 0 f- F- 3 0 A C 3 o D Q N E L A vi W c U o� oo. o. 10 U v C X O u Lx 0 vS C .0 j G N y N N mD¢0 20a`ci�� O0 a M oz L m v p o a v a v Q m m 0 0 0 f- F- Orange County Conservation Corps Santa Ana Workforce Investment Board - The Youth Service Provider Network Request for Proposal PY 201412015 ORANGE COUNTY CONSERVATION CORPS BUDGET NARRATIVE Administrative Staff — 6.02% of budget Administrative staff consists of 5 individuals holding various positions at the Corps. These positions are allocated and charged to this grant at 4% each to perform various administrative functions including; project management and coordination, payroll processing, leadership, office coordination and financial management. Administrative Staff Taxes and Benefits —1.05% of budget Less than 1 % of the budget will be dedicated for the taxes and fringe benefits associated with each administrative staff and their corresponding percentage of time spend on administering the grant. Program Staff — 34.12% of budget Program staff consists of 7 individuals of which 1 Program Specialist will be exclusively dedicated to ensuring the programmatic success of the grant. Other program staff includes; Director of Programs is charged at 5% to provide overall leadership and management, an Intake Specialist and is charged at 5% for intake and screening of participants, Director of Operation is charged at 4% for projects acquisition and project management, Project Manager is charged at 4% for project coordination, two Crew Supervisor at 45% each for direct daily participants supervision and mentorship. Program Staff Taxes and Benefits — 9.47% of budget These include taxes and fringe benefits associated with each staff and their corresponding percentage of time spent on fulfilling all programmatic aspect of the grant. Project Transportation — 2.46% of budget Project transportation includes vehicle leases, insurance, fuel, repair and maintenance. Costs are allocated based on the number of participant hours on the grant compared to overall Corps total participants hours. Staff Training - .04% of budget Staff training includes direct cost associated directly with training and development staffs who are directly working on the grant. These costs include career development, workshop and conferences. Rent — Occupancy Related —1.08% of budget EXHIBIT G 25A -276 Orange County Conservation Corps Santa Ana Workforce Investment Board - The Youth Service Provider Network Request for Proposal PY 201412015 These are costs associated with facility lease, utilities, insurance and various occupancy related costs. Costs are allocated based on the number of participant hours on the grant compared to overall Corps total participants hours. Participant Wages, Taxes and Benefits — 36.59% of budget Wages are paid directly to participants who earn a minimum of $9.00 per hours and are scheduled to work a minimum of 28 hours per week while enrolled in our program, some may be eligible to work up to 40 hours per week. Taxes and workers compensations are directly associated with participants wages and are paid by the Corps. Support Services — 6.32% of budget Supportive Services mainly include uniforms, bus passes and gas cards. Other supportive service may include hotel voucher, car repair, tattoo removal, dress for success, material and supply for certification training and any other related costs in helping the participants to successfully complete the program successfully. Incentives — 2.50% of budget Incentives are costs associated with gift cards given directly to the participants for successfully completing or accomplishing certain required or encouraged milestones. These include obtaining certification, passing the CASHEE, earning a high school diploma and other milestones. Budget Summary Overall, 92.93% of the budget is budgeted toward programmatic expenses where the majority of the fund budgeted is directly benefiting the participants in forms of wages, incentives and supportive services. In addition to the budget, the Corps will also be leveraging approximately $182120 of various costs associated with operating the program. These costs represent an additional 47.66% of our proposed budget for this program. Tracking OCCC uses finger biometric to track all participant hours in additional to daily field sign -in sheet. Time cards are generated bi- weekly and are signed off by participants with the corresponding supervisor, Various labor distribution reports are used to track participants hours and earnings. Incentives are requested through an incentive form with proper approval before incentives are distributed. Incentives report can be generated at will from our tracking database. EXHIBIT G 25A -277 ORANGE COUNTY CONSERVATION CORPS - Twa www.occcorps.org Cost Allocation Plan Cost Allocation Purpose The purpose of the cost allocation is to properly account for and distribute shared costs to all project/program and to properly account for the true cost of each project/program. Direct costs are costs that can be identified specifically with a particular project or program and are charged directly to the project/program. Should sub - grouping occurs within the contract/funding /project such as In- School -Youth (ISY) and Out -of- School Youth (OSY), then the direct cost will be sub - allocated based on the amount of resource and time dedicated to each respective sub -group (not based on budget). Shared costs are those that have been incurred for common or joint objectives and cannot be readily identified with a particular project or program. Only cost that are allowable will be allocated to project/program within OCCC. Cost Allocation Scope Cost allocation is done on a monthly basis to ensure all share cost are allocated to all program. Share costs are allocated using Corpsmembers worked hours for the month in each respective program, funding source in comparison to the entire Corps or actual time allocated by management to ensure an equitable allocation of resources. Should Corpsmembers worked hours for the month deemed not equitable by management, then a modified base will be incorporated in addition to the Corpsmembers worked hours base. Modified base occurs when there are not enough Corpsmembers work hours to equitably and fairly allocate shared expenses. This occurs due to recruitment or enrollment schedule. Modified base might include actual time and actual activity on the project/program. Other considerations will be given by management should project/program deviates from our traditional Corpsmembers hours calculation. Considerations will be determined based on the overall resource usage of the program /grant. Should sub - grouping occurs within the contract/fund /project such as ISY and OSY, then allocated cost will be sub - allocated based on resource and time dedicated to fulfill the deliverable in each respective sub - group. Cost Allocation Procedures Cost allocation is performed on a regularly basis. Shared costs are allocated using actual Corpsmembers worked hours for the period in each program /funding source. A tracking entry is created and entered to allocate shared costs to respective program /funding source. 1. A project /program summary hour report is generated from time clock system. 2. A shared cost report is generated from the accounting system. 3. Summarize project /program hour by project/program and determine the percentage of each. Other considerations may be given to subgroup should subgrouping exists. 4. Summarize shared cost into each category and by line items. 5. Additional consideration (non - hourly based) will be given for project/program that might include a modified base to reflect a more fair and equitable distribution. This occurs when there are not enough Corpsmembers hours due to recruitment or timing of enrollment schedule. 6. Create a journal entry as needed to journalize shared cost from shared cost department into individual project/program. 7. Staff input the journal entry into accounting system and generates a pre - posting report for approval. 8. Chief Financial Officer approves the pre -post report for posting. 1853 N. Raymond Avenue, Anaheim, CA 2801 ?Pline: 714.956.6222 - Fax: 714.956.1944 9. Post report to close out the batch. MCC Transnortation Allocation Cost 2014 -2015 ►"_ IIE t 1 # Participants on WIA 25 Total OCCC participants 300 of Participants on WIA 8% Monthly Overall Cost Gas /Fuel 7,000.00 Insurance 5,700.00 Maintenance 200.00 Vehicle lease 1,200.00 14,100.00 Percentage allocable to WIA 8% Monthly Cost Billable to WIA 1,175.00 Annualized Cost Billable to WIA 14,100.00 Actual Proposed Charge to WIA 4,928.00 In -kind to WIA 9,172.00 ►"_ IIE t 1 Assurances & Certifications Selected providers will be required to sign and submit "actual" assurances and certificates as required by the City of Santa Ana and the Workforce Investment Board on all contracts. I recognize that I must give assurances for each item below. If I cannot, this proposal will be automatically rejected. Please initial each box. j� I am authorized by my Board of Directors, Trustees, other legally qualified officer, or as the owner of this agency or business to submit this proposal. We are not currently on any Federal, State of California, or local Debarment list. We will provide records to show that we are fiscally solvent, if needed. We have, or will have, all of the fiscal control and accounting procedures needed to ensure that WIA funds will be used as required by law and contract. We have additional funding sources and will not be dependent on WIA funds alone. We do or will meet the applicable Federal, State, and local compliance requirements. These include, but are not limited to: Records that accurately reflect actual performance. Maintain record confidentiality, as required. Reporting financial, participant, and performance data, as required. Comply with State and Federal fiscal and program activity audits. Comply with Federal and State non - discrimination provisions. Meet requirements of Section 504 of the Rehabilitation Act of 1973. Meet requirements of the American's with Disabilities Act of 1990 Meet all applicable labor law, including Child Labor Law standards. Agree to provide a drug free workplace. Agree to insure the City of Santa Ana through General Liability Insurance and Automobile Liability. Coverage in the amount of $1,000,000.00. Agree to provide all participants with Grievance Procedures. Agree to insure proposer's employees through Workers Compensation Insurance (including part -time employees) Procurement policies and procedures are in place and meet federal guidelines. Youth Protection Policy and Sexual Abuse & Molestation insurance of $2,000,000 We will not: Place a youth in a position that will displace a current employee. Use WIA money to assist, promote, or deter union organizing. Use funds to employ or train of persons in sectarian activities. d[� Use funds for youth in the construction, operation, or maintenance of any part of a facility to be used for sectarian instruction or religious worship. Use WIA funds for activities that would interfere with or replace regular academic requirements for eligible youth who are not dropouts. Use WIA funds to carry out programs funded under the School -to -Work Opportunities Act of 1994 unless the program(s) are only for youth eligible to participate under WIA. lyto Use WIA money under this contract to purchase any equipment. all of .the above are true. Title T/d_0 TDate 42 ORANCOU -19 VVXKUMAR3 CERTIFICATE OF LIABILITY INSURANCE 14 1 DATE 2/11/2011120Y4 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Arthur J. Gallagher & Co. Insurance Brokers of CA., Inc. 505 N Brand Blvd, Suite 600 Glendale, CA 91203 CONTACT NAME: PHONE PAX AID rvo Ext (81 8) g J 539.2300 A /C, No (818) 539 -2301 E -MAIL ADDRESS: INSURER(S) AFFORDING COVER AGE NAICH INSURER A: Great American Insurance Company 16691 INSURED - INSURER B: Non Profits United INSURER C: Orange County Conservation Corps INSURER D: 1853 N. Raymond AVG. Anaheim, CA 92801 INSURER E: INSURER F COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE INSR S MD POLICY NUMBER POLICY EFF MMIDDM'YY POLICY EXP MMIDDIYYYY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 PREMISES Ea occurrence $ 10Q000 A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE � OCCUR X PACS154080-08 7/20)2013 712012014 MED EXP (My one person) $ 5,000 PERSONAL &ADV INJURY $ 1,000,000 X Professional $1 M X Sexual Abuse $1M GENERAL AGGREGATE $ 3,000,000 GENL AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP /OP AGO $ 3,000,000 POLICY PRO DEC JEC� $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 5,000,000 BODILY INJURY (Per person) $ B X ANYAUTO 1888 71112013 71112014 ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (P., accident) $ PROPERTY DAMAGE PER ACCT DENT _ $ X HIREDAUTOS Ix NON-OWNED AUTOS _ UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 1.000,000 AGGREGATE $ 1,000,000 A X EXCESS LIAB CLAIMS -MADE UMB560379506 8117/2013 8/1712014 DED I X I RETENTION$ 10,000 $ B WORKERS COMPENSATION ANDEMPLOYERS'LIABILITY YIN ANY PROPRIETOR /PARTNERIEXECUTIVE OFFICERIMEMSER EXCLUDED? (Mandatory in NH) NIA NPU -WCG 001 -2014 1/1/2014 11112015 WC STATU- OTH - TORY LIMITS Eft EL EACH ACCIDENT It 1,000,000 E.L. DISEASE -EA EMPLOYE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 141, Additional Remarks Schedule, If more space ie required) The City of Santa Ana its officers, employees, agents, volunteers and representatives are named additional insured with respect to the operations of the named insured. Endorsement to Follow. Workers Compensation coverage excluded, evidence only. Such insurance is Primary and Non - Contributory. m� 10 � 0, VLIT) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DE$.b`PdFB'ED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, AUTHORIZED REPRESENTATIVE The City of Santa Ana 20 Civic Center Plaza // ��� /V°�'"%""%"`�f /Santa Ana, CA 92702. © 1988 -2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name a2 E ted marks of ACORD ORANCOU -19 VMXHAVERI ^1 ir[� CERTIFICATE OF LIABILITY INSURANCE DATE DIYY " "' 2/7/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Arthur J. Gallagher & Co. Insurance Brokers of CA, Inc. 505 N Brand Blvd, Suite 600 Glendale, CA 91203 CONTACT NAME: PHONE FAX AIC No Ext: (818) 539.2300 Am, No: (818) 539.2301 E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC9 INSURER A:Great American Insurance Company INSURER B: Non Profits United 16691 INSURED INSURER C: Orange County Conservation Corps INSURER o 1853 N. Raymond Ave. Anaheim, CA 92801 INSURER E INSURER F COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INNER TYPE OF INSURANCE NSR ME POLICY NUMBER MMIOI�mW MMI��VVXYY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE I OCCUR X PAC5154680 -08 712012013 7 12012014 PREMISES Ea occurrence $ 100,000 MED EXP (Anyone person) $ 5,000 X Professional $1M PERSONAL B ADV INJURY $ 1,000,000 X Sexual Abuse$iM GENERAL AGGREGATE $ 3,000,000 GENL AGGREGATE LIMIT APPLIES PER: POLICY PEO� LOP PRODUCTS - COMPIOP AGO $ 3,000,000 _ $ B AUTOMOBILE X LIABILITY ANYAUTO 1888 711/2013 71112014 COMBINED SINGLE LIMIT Ea accident 5,000,000 BODILY INJURY(Per person) $ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY Per accident _ ( ) $ X HIRED AUTOS X NON -OWNED AUTOS PROPERTY DAMAGE PER ACCIDENT)$ A X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS -MADE IUMB560379506 8/17/2013 611712014 EACH OCCURRENCE $ 1,000,000 AGGREGATE $ 1,000,000 DED X RED ENTION$ 10,000 $ B WORKERS COMPENSATION AND EMPLOYERS'LIABILITY YIN ANY PROFRIETORIPARTNERIEXECUTIVE OFFICERAIEMSER EXCLUDED? (Mandatory In NH) If yes, ce rth. under NIA NPU -WCG 001.2014 1/1/2014 1/112015 WC STATU- 0TH TORY LIMITS ER -! E.L. EACH ACCIDENT _ $ 1,000,000 E.L. DISEASE - EA EMPLOYEE$ - J_ 1,000,000 E, L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTIONOFOPERATIONSbelow DESCRIPTION OF OPERATIONS 1 LOCATIONS I VEHICLES (Attach ACORD tot, Additional Remarks Schedule, If more space is required) !The City of Santa Ana Its officers, employees, agents, volunteers and representatives are named additional insured with respect to the operations of the (named insured. Workers Compensation coverage excluded, evidence only. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE The City of Santa Ana 20 Civic Center Plaza THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Santa Ana, CA 92701 AUTHORIZED REPRESENTATIVE © 1988 -2010 ACORD CORPORATION. All rights reserved. do gill IILBIT ACORD 25 (2010/05) The ACORD name an EX;KMd marks of ACORD I 0694804 GREAT AMERICAN ALLIANCE INS CO 3alE401SueOffices CG 20 26 Ed.04/13 — , Cincinnati E dth S H ( ) Chclnnxtt OH 462024201 GREAT- IIIERICAN, s1aSaesodaph Policy: PAC 515 -46 -80 08 INSURANCE HOUR THIS ENDORSEMENT CHANGES THE POLICY, PLEASE READ IT CAREFULLY. ADDITIONAL INSURED DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART the dame of Additional Insured Person(s) or Organization (s): THE CITY OF SANTA ANA, ITS OFFICERS, AGENTS, EMPLOYEES AND VOLUNTEERS, AND THE STATE OF CALIFORNIA, ITS OFFICERS, EMPLOYEES, AND VOLUNTEERS CITY OF SANTA ANA, WORKFORCE INVESTMENT BOARD 1000 E. SANTA ANA BLVD., STE. 200 SANTA ANA, CA 92702 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. SECTION 11 - WHO IS AN INSURED is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury," "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: 1. in the performance of your ongoing operations; or 2. in connection with your premises owned by or rented to you. However: 1, the insurance afforded to such additional insured only applies to the extent permitted by law; and 2. If coverage provided to the Additional Insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. Copyright, ISO Properties, Inc„ 2012 CG 20 26 04/13 (Page 1 of 2) I 25AngQ4 F 89720 (312011) ,w7i{�1wrE#/Il41iG/La.JM7b'L W: l�i0.. F�7M7w3�if�L' a�111 .Ja +#,.�iYR+l�nnWAX" a� CO 0694804 GREAT AMERICAN ALLIANCE INS 301E4th Strc Offices CG 20 26 (Ed.Q 4!13 ) Sidi 4tH Stress iiE�T, CinemnAR OR 45292-4201 f(u14,mcAx 513369scooph Policy: PAC 515 -45 -80 08 INSURANCE GROUP THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION B. With respect to the insurance afforded to these Additional Insureds, the following is added to SECTION III - LIMITS OF INSURANCE: If coverage provided to the Additional Insured is required by a contract or agreement, the most we will pay on behalf of the Additional Insured is the amount of insurance: 1. required by the contract or agreement; or 2. available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the applicable Limits of insurance shown in the Declarations. Copyright, ISO Properties, Inc., 2012 CG 20 26 04113 (Page 2 of 2 2 5AifW5 r 9972U (3/2011) C S1 "08/20/13' P A C 5603794 -06 832432281 'D /B ORIG IMAGE COPY 0694804 GREAT AMERICAN INS CO OF NY CG 20 01 (Ed. 04 13) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NONCONTRIBUTORY - OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS /COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance Condition and supersedes any provision to the contrary: Primary and Noncontributory Insurance (1) the Additional Insured is a Named Insured under such other insurance; and (2) you have agreed in writing in a contract or This insurance is primary to and will not seek contribution from any other insurance avail- able to an additional insured under your policy provided that: Copyright, ISO Properties, CG 20 01 (Ed. 04/13) r agreement that this insurance would be primary and would not seek contribution from any other insurance available to the Additional Insured, Inc., 2012 '0 �7- / -I ORANCOU -19 WXKUMAR3 '%11I.I CERTIFICATE OF LIABILITY INSURANCE °ATE1112014 Y' 2/11/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Arthur J. Gallagher & Co. Insurance Brokers of CA„ Inc. 505 N Brand Blvd, Suite 600 Glendale, CA 91203 CONTACT NAME: PHONE FAx Arc No E.1), (818) 539 -2300 AIC,No) (818) 539 -2301 EMAIL ADORES& INSURER(S) AFFORDING COVERAGE NAIC q INSURER A: Great American Insurance Company INSURERS NonProfltS United 15691 INSURED INSURER C: A Orange County Conservation Corps 1853 N. Raymond Ave. Anaheim, CA 92801 INSURER D: PAC5154680 -08 INSURER E 7/20/2014 INSURER F $ 100,000 MED EXP(Any one person) COVERAGES CERTIFICATE NUMBER: RpvISInN NIIMRRR. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, ILTR TYPE OF INSURANCE [NSR Me POLICY NUMBER MMOOOIYYYVY ) (MM01L0'CDyN"YXY`YI . LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE 1XI OCCUR X PAC5154680 -08 7/20/2013 7/20/2014 A PREMISES Ea occurrence) $ 100,000 MED EXP(Any one person) $ 5,000 X Professional $1 M PERSONAL &ADV INJURY $ 1,000,000 X Sexual Abuse $1 M GENERAL AGGREGATE $ 3,000,000 GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP /OP AGO $ 3,000,000 POLCY PEA LOG $ B AUTOMOBILE X LIABILITY ANYAUTO 1888 7/1/2013 7/1/2014 COMBINED SINGLE LIMIT Ea accident 5,000,000 BODILY INJURY (Per person) $ A O SCHEDULED AUTOS AUTOS BODILY INJURY Per accident ( ) $ _ X HIRED AUTOS X NON -OWNED AUTOS PROPERTY DA GE PER ACCIDENT MA $ UMBRELLA LAB X OCCUR EACH OCCURRENCE $ 1,000,000 A X EXCESS LIAB CLAIMS -MADE UMB560379506 8/1712013 811712014 AGGREGATE $ 1,000,000 DED I X I RETENTION$ 10,000 1 $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETORIPARTNERIEXECUTIVE OFFICEWMEMBER EXCLUDED? NIA NPU -WCG 001 -2014 1/112014 1/1/2015 WC STATU- H. OT TORY LIMITS ER E.L. EACHACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 (Mandatory In NH) If yes, describe under E.L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS below 1-7 DESCRIPTION CF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space is required) 'The City of Santa Ana its officers, employees, agents, volunteers and representatives are named additional insured with respect to the operations of the named insured. Endorsement to Follow. Workers Compensation coverage excluded, evidence only. Such insurance is Primary and Non - Contributory. �TOR� CERTIFICATE HOLDER CANCELLATION -.itv Ait0YnP7 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE The City of Santa Ana 20 Civic Center Plaza _ ISanta Ana CA 92702 ___ n © 1988 -2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name an2l5A,"6e,cI marks of ACORD EXHIBIT I C S1 *08/20/13 °PAC5603794 -06 832432281 *D /B ORIG IMAGE COPY 0694804 GREAT AMERICAN INS CO OF NY CG 20 01 (Ed. 04 13) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NONCONTRIBUTORY - OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS /COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance Condition and supersedes any provision to the contrary: Primary and Noncontributory Insurance This insurance is primary to and will not seek contribution from any other insurance avail- able to an additional insured under your policy provided that: CG 20 01 (Ed. 04/13) (1) the Additional Insured is a Named Insured under such other insurance; and (2) you have agreed in writing in a contract or agreement that this insurance would be primary and would not seek contribution from any other insurance available to the Additional Insured. Copyright, ISO Properties, Inc., 2012 r MEMORANDUM OF UNDERSTANDING UNDER THE WORKFORCE INVESTMENT ACT (Santa Ana Public Library) THIS MEMORANDUM OF UNDERSTANDING ( "Agreement "), made and entered into this 1" day of July, 2014, by and between the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ( "CITY ") and the City of Santa Ana /Santa Ana Public Library ( "CONTRACTOR "). RECITALS: A. CITY has been designated a Local Workforce Investment Area (LWIA) under the Workforce Investment Act of 1998, Public Law 105 -220 ( "the Act "). B. The State of California has created the LWIA to administer the Act programs operated by the State of California pursuant to the Act. C. As a LWIA, CITY is entitled to receive federal funds to establish programs to prepare economically disadvantaged youths for entry into the labor market and to provide basic skills development to those individuals who are economically disadvantaged or otherwise face serious barriers to succeeding in life. One goal of California's Workforce Investment System is to provide youth with the opportunities to achieve career goals that will allow them to successfully compete in the labor market and prepare them for higher education. D. CONTRACTOR is experienced in operating education, occupational development and employment programs for economically disadvantaged youth for entry into the labor market ( "said program "). E. CONTRACTOR is willing to operate said program pursuant to the Act and California law. WHEREFORE, for and in consideration of the respective and mutual covenants and promises hereinafter contained and made, and subject to all the terms and conditions hereof, the parties hereto do hereby agree as follows: I. CONTRACTOR'S OBLIGATIONS A. CONTRACTOR agrees to provide the following services pursuant to said program, as more specifically set forth in CONTRACTOR'S Program Narrative contained in "Exhibit A" and in the Performance Standards "Exhibit B", attached hereto and by this reference incorporated herein. CONTRACTOR'S failure to provide said services may be grounds for CITY to readjust the level of payment to CONTRACTOR otherwise provided for hereinafter. B. CONTRACTOR agrees to provide benefits to individuals who participate in the activities and services funded by this Agreement ( "participants ") in accordance with the standards and requirements set forth in Workforce Investment Act of 1998, Public Law 105 -220. 25A -289 Page 1 of 15 C. CONTRACTOR agrees to perform the services set forth herein in a professional, timely and diligent manner. D. CONTRACTOR shall provide wages and benefits to individuals who participate in the activities and services funded by this Agreement in accordance with the standards and requirements of the Act, including Section 181 of the Act. E. CONTRACTOR shall adhere to the Labor Standards described in the Act including Section 181 of the Act. F. CONTRACTOR agrees to comply with the "Complaint Handling Procedures Under the WIA ", attached hereto as "Exhibit C" and incorporated herein as though fully set forth in 20 CFR §667.200, Subpart F. CONTRACTOR shall advise participants of their rights to file complaints under the Act and the procedures for resolution of any complaints. CITY's procedures for handling complaints alleging a violation of the Act, regulations, grants, or other agreements under the Act shall be followed and any decision of CITY, the State or the federal government relating to the complaint shall be binding and followed by CONTRACTOR. CONTRACTORS who are employers shall operate a grievance system that incorporates CITY's procedures for resolution of complaints relating to the terms and conditions of employment; these procedures shall be approved in writing by CITY. G. As a condition of this award of financial assistance under the Act to CONTRACTOR from CITY, CONTRACTOR assures, with respect to operation of all programs or activities funded with funds provided pursuant to the Act, and all agreements or arrangements to carry out such programs or activities, that it will comply fully with the nondiscrimination and equal opportunity provisions of the Act (Section 188) and compliance with Equal Employment Opportunity provisions in Executive Order (E.O.) 11246, as amended by E.O. 11375 and supplemented by the requirements of 41 CFR Part 60; the Nontraditional Employment for Women Act of 1991; Title VI of the Civil Rights Act of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; the Americans with Disabilities Act of 1990; and with all applicable requirements imposed by or pursuant to regulations implementing those laws, including, but not limited to, 29 CFR Part 33 and 37. The United States, the State of California and CITY have the right to seek judicial enforcement of this assurance. H. CONTRACTOR agrees that no participant(s) shall commence training prior to the approval of funding pursuant to Section 123 of the Act. I. CONTRACTOR agrees to maintain such records and submit such reports, data and information, on the form and containing such information, at such times as CITY may request or require regarding the performance of CONTRACTOR'S services or activities, costs or other data, including but not limited to, participants' attendance, payroll records and job duty statements. CONTRACTOR agrees to forward to the Santa Ana Work Center Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California 92701 completed Workforce Investment Act Application form and supporting documents; a complete Workforce Investment Act Enrollment; any subsequent updates to; Workforce Investment Act Youth Test Scores form; Workforce Investment Act Exit form upon completion/termination of active enrollment of participant; and the Workforce Investment Act Follow -Up form within 20 days following 30, 60, 90,180, 270, and 360 25A -290 Page 2 of 15 days of exit. Contractor agrees to enter information on the State of California's CalJobs database system as instructed and requested by the Santa Ana Work Center Administration. CITY, the State of California and the United States government and /or their representatives shall have access for purposes of monitoring, auditing and examining of CONTRACTOR'S activities, performance, books, documents, papers, and records of CONTRACTOR subcontractors, bookkeepers and accountants, and employees and participants related to this Agreement. Such agencies or representatives shall also schedule on -site monitoring in their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants and entering any premises or onto any site in which any of the services or activities funded hereunder are conducted or in which any of the records of CONTRACTOR are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law. In the event CONTRACTOR does not make the above - referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. All accounting records and evidence pertaining to all costs of CONTRACTOR and all documents related to this Agreement shall be kept available at the location where CONTRACTOR conducted the program, as well as in the County of Orange, for the duration of this Agreement and thereafter for three (3) years after completion of an audit. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which CITY, the State of California or the United States Government take exception, shall be retained beyond the three (3) years until resolution of disposition of such appeals, litigation, claims, or exceptions. J. Without prejudice to any other section of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. Notwithstanding the foregoing, CONTRACTOR agrees to submit to CITY, the State of California and/or the United States Government or their representatives, all records requested for administrative purposes, including audits, examinations, monitoring and verification of records submitted by CONTRACTOR, costs incurred and services rendered hereunder. K. CONTRACTOR agrees to complete in triplicate, a monthly InvoiceNoucher on CITY's InvoiceNoucher form, showing in detail the amount of money already expended by CONTRACTOR hereunder, as this is a cash reimbursement contract. Accounting records must be supported by such source documentation such as cancelled checks, paid bills, payrolls, time and attendance records, contract and subgrant award documents [29 CFR— Subpart C, Section 97.20 (b)(6)]. CONTRACTOR agrees to submit the above - stated documents to the WIB Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California, 92701, by the tenth (10th) day of the month following the month in which CONTRACTOR'S services are performed. Should CONTRACTOR fail to deliver said documents to CITY, CITY shall have the option to cancel this Agreement by giving CONTRACTOR ten (10) days written notice thereof. CONTRACTOR shall either return to the CITY excess revenues over costs or use such excess revenues as program income by utilizing such program income for additional training activities authorized under the Act. 25A -291 Page 3 of 15 L. CONTRACTOR agrees to expend all funds in accordance with all applicable federal, state and local laws and regulations. CONTRACTOR also agrees to provide at CONTRACTOR'S own expense supplies and other costs of said PROGRAM. M. CONTRACTOR shall arrange independently for an audit that includes WIA funds received from CITY, in accordance with the Act, 20 CFR Section 667.200 and OMB Circular A- 133. CONTRACTOR shall submit one original of each required audit report to CITY within (30) days after the date received by CONTRACTOR. Should CONTRACTOR fail to comply with these requirements, CITY may at its option withhold payment of funds, or disallow funds or suspend additional grant funds. N. CONTRACTOR shall not expend funds pursuant to this Agreement to provide services to any participant where costs of training are paid for by any other person or entity. O. CONTRACTOR shall comply with the provisions of Circular A -102 of the U.S. Office of Management and Budget (OMB) and the related "Common Rule" entitled "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Government ", Subpart C, paragraphs 37 and 42, Circular A -128, and all other applicable federal statutes and executive orders and their implementing regulations, including regulations at 29 CFR Part 97. P. CONTRACTOR shall comply with the requirements of federal regulations found at 29 CFR 93 which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, member of Congress or an officer or employee of a member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a Certification Regarding Lobbying to that effect in a form as set forth in "Exhibit D," attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed Certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. Q. CONTRACTOR agrees to provide a drug -free work place and to execute a Drug Free Workplace Certification as set forth in "Exhibit E" attached hereto and incorporated herein by this reference. R. CONTRACTOR, in accordance with the Child Support Compliance Act, recognizes and acknowledges the importance of child and family support obligations and shall fully comply with all state and federal laws relating to child and family support enforcement, including, but not limited to: disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the state Family Code; and, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Employee Registry maintained by the California Employment Development Department (EDD). S. CONTRACTOR agrees to comply with all applicable provisions of the ACT and the federal regulations, including but not limited to the regulations found at 20 CFR part 629. 25A-292 Page 4 of 15 T. CONTRACTOR agrees to that it is in compliance with the Certification Regarding Debarment ( "Exhibit F ") as required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160- 19211). U. CONTRACTOR agrees to provide priority of services for veterans and eligible spouses pursuant to 20 CFR part 1010 and the regulations implementing priority of service for veterans and eligible spouses in Department of Labor job training programs under the Jobs for Veterans Act published at 73 Fed.Reg. 78132 on December 19, 2008. V. CONTRACTOR acknowledges that the official name for the statewide system of providing employment and training through the WIA partnerships and various other local programs is "America's Job Center ". To achieve the goals of this grant, it is important that the public has a quick and easy method to identify that the projects or programs they are taking part in are part of the "America's Job Center ". CONTRACTOR agrees to place the America's Job Center logo, in accordance with the State of California guidelines for such use, on all public materials such as statements, press releases, brochures, advertisements, reports and other documents describing projects or programs funded in whole or in part with WIA funds. When the America's Job Center logo is used, CONTRACTOR may accompany it with the following statement, "The (Program Name) is a proud partner of the America's Job Center network ". CONTRACTOR shall not use the America's Job Center logo in any manner that would imply that the State of California endorses a commercial product, service or activity. II. CITY'S OBLIGATIONS A. CITY agrees to pay to CONTRACTOR when, if and to the extent federal funds are received under the provisions of the Act a sum not to exceed $190,000 for CONTRACTOR'S performance in accordance with the Budget attached hereto as "Exhibit G" during the period of this Agreement. Said sum shall be paid after CITY receives invoices submitted by CONTRACTOR as provided hereinabove. B. CONTRACTOR has the ability to adjust line item amounts in the budget with the approval of the Executive Director, so long as the total Budget amount does not increase. C. CITY agrees to provide for on -site monitoring reviews of said program operation at least annually. In addition, monthly desk -top reviews of pertinent information will be conducted. D. CITY has the right to de- obligate the funds hereunder and take such funding back from CONTRACTOR due to any of the following reasons: (a) lack of performance by CONTRACTOR; (b) lack of fiscal accountability of CONTRACTOR; or (c) decrease in available funding. III. TERM OF AGREEMENT This Agreement shall commence on July 1, 2014 and all duties arising under this Agreement shall have been performed by June 30, 2015. The term of this Agreement may be extended 25A -293 Page 5 of 15 by a writing executed by the City Manager and the City Attorney. IV. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. V. WORKER'S COMPENSATION AND EMPLOYER'S RIGHTS A. CONTRACTOR shall use appropriate funds received from CITY to provide workers' compensation to all those hired by CONTRACTOR under this Agreement. B. CONTRACTOR shall have the right to hire, dismiss, or promote its employees or contract personnel hired under this Agreement so long as its hiring or dismissal policy or standard does not violate Title VII of the Civil Rights Act of 1964, Fair Labor Standards Act of 1938, or any other applicable law, and CONTRACTOR maintains itself as an Equal Opportunity employer. VI. APPLICABLE GUIDELINES A. The parties hereto agree that CONTRACTOR shall comply with all applicable federal and state laws and regulations, including, but not limited to the Performance Standards (Exhibit B) and general program requirements described in Sections 106 and 141 of the Act (29 USC Sections 1516 and 1551) and applicable regulations, and the U.S. Department of Labor guidelines and regulations, including amendments or revisions made during the terms of this Agreement. Said applicable laws are hereby incorporated by reference and made as part of this Agreement as though fully set forth herein. B. CONTRACTOR also assures and certifies that: 1. CONTRACTOR acknowledges and confirms that the U.S. Department of Labor has established three (3) common measures for youth: (a) Placement in employment or education; (b) Attainment of degree or certificate; and, (c) Literacy or numeracy gains. Pending WIA reauthorization and or U.S. Department of Labor and EDD updates, Contractor agree to implement and shall meet any additional performance measures that may be subsequently required by the Workforce Investment Act or by any other Federal, State, and local law. 2. CONTRACTOR shall comply with Title VII of the Civil Rights Act of 1964 (P.L. 83 -354) and in accordance with Title VII of the Act, no person shall, on the grounds of race, 25A -294 Page 6 of 15 color, religion, sex, age, handicap or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 3. CONTRACTOR shall comply with any and all federal laws limiting the political activity of employees hired under this Agreement. 4. CONTRACTOR shall comply with the requirements that no program under the Act shall involve political activities. 5. RECORD INSPECTION. CONTRACTOR shall provide the U.S. Department of Labor and the Controller General, by and through any authorized representative, as well as the WIB Administrative Office, access to and the right to examine all records, books, papers or documents relating to the accounting and use of funds under this Agreement for a three -year period from and after the effective date of this Agreement. 6. No person with responsibilities in the operation of any program under the Act shall discriminate with respect to any program participant or any application for participation in such program because of race, creed, color, national origin, sex, political affiliation or beliefs. 7. CONTRACTOR shall maintain appropriate standards for health and safety in work and training situations. 8. CONTRACTOR shall comply with general provisions, assurances, and execute the Assurances and Certifications attached hereto as "Exhibit H" and incorporated herein. 9. EQUAL OPPORTUNITY. Any literature distributed by CONTRACTOR for the purpose of apprising businesses, participants, or the general public of its programs under this Agreement shall state that its programs are supported by the City of Santa Ana and the Santa Ana Workforce Investment Board, and shall state that the program is an "equal opportunity employer /program" and that "auxiliary aids and services are available upon request to individuals with disabilities." 10. Based on the population eligible to be served, or likely to be directly affected by the WIA program or activity, the services or information may need to be provided in a language other than English in order to allow such population to be effectively informed about or able to participate in the program or activity. Pursuant to 29 CFR 37.35, CONTRACTOR must take reasonable steps to provide services and information in appropriate languages after considering the scope of the program or activity, and the size and concentration of the population that needs services or information in a language other than English. 11. CONTRACTOR certifies that all property, finished or unfinished documents, data, studies and reports prepared or purchased under this Agreement, will be disposed of in accordance with the direction of the CITY. In addition, any tools and /or equipment furnished to the CONTRACTOR by the CITY and /or purchased by the CONTRACTOR with funds pursuant to this Agreement, will be limited to use within the activities outlined in this agreement and will remain the property of the United States Government and /or CITY. Upon termination of this Agreement, CONTRACTOR will immediately return such tools and /or equipment to the CITY or dispose of them in accordance with the direction of the CITY. 25A -295 Page 7 oP 15 12. CONTRACTOR certifies that this Agreement does not provide for the advancement or aid to any religious sect, church or creed, or sectarian purpose nor does it help to support or sustain any school, college, university, hospital or other institution controlled by any religious creed, church, or sectarian denomination, as specified by Article XVI, Section 5, of the Constitution of the State of California, regarding separation of church and state. 13. PATENT, COPYRIGHTS AND RIGHTS IN DATA. The CONTRACTOR will disclose to the CITY any invention, written product, computer program developed or data assembled as a result of performance of work under this Agreement within seventy four (74) days of invention, development or assembly. The CITY, State of California, and U.S. Department of Labor will have the right to patent any invention and copyright any written product or computer program or data generated by CONTRACTOR. Upon written request, CONTRACTOR will transfer all pertinent information, specifications and right, title and interest to the designated agency. 14. INVENTIONS, PATENTS AND COPYRIGHTS. A. Reporting Procedure. If any project produces patentable items, patent rights, processes, or inventions in the course of work under a U.S. Department of Labor (DOL) grant or agreement, the CONTRACTOR shall report the fact promptly and fully to the CITY. The CITY shall report the fact to the Grant Officer, at the DOL. Unless there is a prior agreement between the CITY and the DOL and its representative on these matters, the DOL shall determine whether to seek protection on the invention or discovery, The DOL and its representative shall determine how the rightsin the invention or discovery, including rights under any patent issued thereon, will be allocated and administered in order to protect the public interest consistent with the "Governmental Patent Policy" (President's Memorandum for Heads of Executive Departments and Agencies, August 23, 1971, and Statement of Government Patent Policy as printed in 36 FR 16889). B. Copyright Policy. 1. Unless otherwise provided in the terms of the grant or agreement, when copyright- able material is developed in the course of or under a DOL Grant or agreement, the author and the CITY which developed the work is free to copyright material or to permit others to do so. The CONTRACTOR and the Workforce Investment Board (WIB) shall have a royalty -free, nonexclusive and irrevocable license to reproduce, publish, use and to authorize others to use all copyrighted material. 2. The DOL reserves a royalty -free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a) The copyright in any work developed under any grant, sub -grant, or contract under a grant or subgrant; (b) Any right of copyright to which a grantee, subgrantee or a CONTRACTOR purchases ownership with grant support; and (c) CONTRACTOR shall comply with the requirements of 29 CFR Part 97.34. C. Rights to Data. The DOL and the CITY shall have unlimited rights to any data first procured or delivered under this Agreement. 15, CLEAN AIR / CLEAN WATER ACT. If the grant hereunder exceeds $100,000, CONTRACTOR must comply with Section 306 of the Clean Air Act [(42 USC 1875(h)]; Section 508 of the Clean Water Act (33 USC 1368); Executive Order 11738 and Environmental 25A -296 Page 8 of 15 Protection Agency ( "EPA ") regulations (40 CFR Part 15) as any may now exist or be hereafter amended. Under these laws and regulations, the CONTRACTOR assures that: (a) No facility to be utilized in the performance of the proposed grant has been listed on the EPA List of Violating Facilities; (b) It will notify CITY prior to award of the receipt of any communication from the Director, Office of Federal Activities, U.S. EPA, indicating that a facility to be utilized for the grant is under consideration to be listed on the EPA List of Violating Facilities; (c) It will notify the CITY and the EPA about any known violation of the above laws and regulations. 16. CONTRACTOR agrees to adhere to the following STANDARDS OF CONDUCT: a. General Assurance. Every reasonable course of action will be taken by CONTRACTOR in order to maintain the integrity of this expenditure of public funds and to avoid favoritism. This Agreement will be administered in an impartial manner, free from errors to gain personal, financial, political gain. CONTRACTOR, its officers and employees, in administering this Agreement, will avoid situations which give rise to a suggestion that any decision was influenced by prejudice, bias, special interest or desire for personal gain. b. Employment of Former State or CITY Employs CONTRACTOR will ensure that any of its employees who were formerly employed by the State of California or CITY, in position that could have enabled such individuals to impact policy regarding or implementation of programs covered by this Agreement, will not be assigned to any part or phase of the activities conducted pursuant to this Agreement for a period of not less than two (2) years following the termination of such employment. c. Conducting Business Involving Relatives. No relative by blood, adoption or marriage of any executive or employee of CONTRACTOR will receive favorable treatment when considered for enrollment in programs provided by, or employment with, CONTRACTOR. d. Conducting Business Involvin Cg lose personal Friends and Associates. Executives and employees of CONTRACTOR will be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, in administering this Agreement, will exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for CONTRACTOR to conduct business with a friend or associate of an executive or employee of CONTRACTOR, an elected official in the area or a voting or non - voting member of the Workforce Investment Board (WIB), a permanent record of the transaction will be retained. e. Avoidance of Conflict of Economic Interest. No executive or employee of CONTRACTOR elected official in the area, or voting or non - voting member of a WIB, will solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part by CONTRACTOR or CITY. Supplies, materials, equipment or services purchased with Agreement funds will be used solely for purposes asserted or allowed under this Agreement. No voting member of the WIB will cast a vote on the provision of services or vote on any matter which 25A -297 Page 9 of 15 would provide direct financial benefit to that member or any business or organization which the member directly represents. f Salary and Bonus Limitations. All Subrecipients of WIA program funds are required to comply with federal requirements regarding the limitations on salary and bonus payments in accordance with Public Law 109 -149, Section 7013. VII. HOLD HARMLESS A. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers' compensation claims, resulting from or arising out of the negligent acts, errors or omission of CONTRACTOR, its employees or subcontractors. B. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from and against any and all claims, demands, suits, actions or proceedings therefore, resulting from or arising out of the intentional or malicious acts of CONTRACTOR, its employees or subcontractors. VIII. INSURANCE 1. Commercial General Liability. CONTRACTOR agrees to obtain and keep in force during the term of this Agreement a policy of comprehensive commercial general liability insurance insuring the State of California, CITY, and CONTRACTOR against any liability for accident, injury or death arising out of or in consequence of this Agreement. Such insurance shall be in an amount not less than One Million Dollars ($1,000,000.00) for any injury to or death of any person or persons in any single accident or occurrence. Said policy of comprehensive general liability insurance shall be endorsed to provide to CITY and to the State of California, Employment Development Department, at least thirty (30) days written notice prior to cancellation; name CITY, its officers, agents, employees, and volunteers, and the State of California, its officers, employees, and volunteers as Additional Insured; and state that such coverage is primary to any other coverage or self - insurance of the State of California and CITY (in substantially the form as Exhibit I, Additional Insured Endorsement, attached hereto). Governmental entities may substitute a certificate of self - insurance. 2. Automobile Liability Coverage. CONTRACTOR shall also obtain and maintain, during the effective period of this Agreement, broad form automobile liability coverage with at least $1,000,000 limit unless reduced by CITY, which applies to both owned /leased and non -owned automobiles used by CONTRACTOR employees or participants in performance of this Agreement, or, in the event that CITY will not utilize such owned/leased automobiles but intends to require employees, participants or other agents to utilize their own automobiles in the performance of this Agreement, CONTRACTOR shall secure and maintain on file from all such employees, participants, or 25A -298 Page 10 of 15 agents as self - certification of automobile insurance coverage. Governmental entities may substitute a certificate of self - insurance. 3. Workers' Compensation. If CONTRACTOR is an "employer ", as set forth in California Labor Code Section 3300 et seq., or utilizes participants as "employees," as set forth in California Labor Code Section 3350 et seq., CONTRACTOR shall obtain and keep in force during the term of this Agreement full Workers' Compensation insurance coverage for injuries suffered by participants. Said insurance policy shall guarantee CITY at least thirty (30) days written notice of cancellation or modification. CONTRACTOR shall carry medical and accident insurance for those participants not qualifying as "employees" for Worker's Compensation Coverage, pursuant to California Labor Code Section 3350, et seq. 4. Equipment Coverage. CONTRACTOR shall purchase a policy or policies of insurance covering loss or damage to any and all Equipment provided to or purchased by CONTRACTOR in accordance with this Agreement. Said insurance shall be in the amount of the full replacement value thereof, providing protection against the classification of fire, extended coverage, vandalism, malicious mischief, theft, and special extended perils. Governmental entities may substitute a certificate of self - insurance. 5. Youth Protection. To maintain a safe environment, funded youth providers that serve youth under the age of 18 will need to provide a Youth Protection Policy and proof of Sexual Abuse & Molestation insurance coverage of at least $2,000,000. Youth providers will be held responsible for conducting a background clearance (live -scan) for staff that have direct interaction with youth participants that are wider the age of 18. 6. Proof of Insurance. Certificates and endorsements must be submitted and approved by CITY prior to any work under this Agreement. CONTRACTOR understands that CITY will make no payments under this Agreement until the required certificates and endorsements have been approved by CITY. IX. CORPORATESTATUS All corporate contractors shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board and Internal Revenue Service. Any change in corporate status or suspension shall be reported immediately to CITY. X. ASSIGNABILITY None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. 25A -299 Page 11 of 15 XI. LAWS GOVERNING THIS AGREEMENT In its performance under this Agreement, CONTRACTOR shall fully comply with the requirements of the following, whether or not otherwise referred to in this Agreement: 1. The Act and all applicable federal statutes, regulations, policies, procedures and directives, including but not limited to, 20 C.F.R. Parts 652 and 660 through 671. 2. All applicable State statutes, regulations, policies, procedures and directives; 3. All applicable CITY policies, procedures and directives; 4. All applicable local ordinances and requirements, including use permits and licensing; 5. Court orders applicable to its operation; and, 6. The terms and conditions of this Agreement. If any of the foregoing is enacted, amended, or revised, CONTRACTOR will comply with such or will notify CITY after enactment or modification that it cannot so comply. CITY may thereupon terminate this Agreement, if necessary. XII. EXCLUSIVITY AND AMENDMENT OF AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONTRACTOR by CITY, and contains all the covenants and agreements between the parties with respect to such employment. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONTRACTOR. XIII. FRAUD CONTRACTOR shall immediately report to CITY all instances and facts concerning possible fraud, abuse or criminal activity relating to expenditure or receipt of funds under this Agreement. XIV. CONTINGENCY OF FUNDS CONTRACTOR acknowledges that approval of and funding for this Agreement is contingent upon State approval, and funds received or obligated from the State of California to CITY. If such approval of funds is not forthcoming, or is otherwise limited, CITY shall immediately notify CONTRACTOR. Within twenty (20) days of receipt of such notice, CONTRACTOR shall modify or cease operations as directed by CITY and negotiate necessary modification to this Agreement and /or reimbursement of costs incurred hereunder. 25A -300 Page 12 of 15 XV. TERMINATION A. This Agreement may be terminated by either party at its sole discretion, upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. However, CONTRACTOR may not terminate this Agreement if undue hardship will result to any participant. B. In the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (1) any payments made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by CITY in obtaining substitute performance. XVI. DISPUTES Except as otherwise provided in this Agreement, any dispute concerning any question arising under this Agreement shall be decided by CITY. In such a case CITY shall reduce its decision to writing and mail or otherwise furnish a copy thereof to CONTRACTOR. The decision of the City shall be final and conclusive unless within thirty (30) calendar days from the mailing or delivery of such copy, CITY receives from CONTRACTOR written request to appeal said decision. Procedures governing the appeal shall be prescribed by CITY and/or the State of California in accordance with the Act and all corresponding regulations and OMB circulars. Pending final disposition of the appeal, CONTRACTOR shall act in accordance with CITY's decision unless the dispute involves a change order. XVII. BREACH - SANCTIONS If, through any cause, CONTRACTOR violates any of the terms and conditions of this Agreement, and/or prior agreements whereby grant funds were received by CONTRACTOR pursuant to this Agreement, or if CONTRACTOR reports inaccurately or if any Audit Report makes disallowances, CONTRACTOR shall promptly remedy its acts or omissions and /or repay CITY all amounts due CITY as a result of CONTRACTOR's violation. For any such failures or violations, CITY shall also have the right at its sole discretion to either: (1) discontinue program support until such time as CONTRACTOR fulfills its obligations or remedies all violations of this Agreement or prior agreements; and /or (2) collect outstanding amounts as determined by CITY due CITY by offsetting or debiting from current claims or invoices, if after thirty (30) days' written notice CONTRACTOR has failed to repay same or a repayment schedule has not been made; and /or (3) terminate this Agreement by giving written notice to CONTRACTOR of such termination in accordance the notice provision in Paragraph XVIII herein below. 25A -301 Page 13 of 15 XVIII. NOTICES All notices, reports and correspondence between the parties hereto respecting this Agreement shall be in writing and deposited in the United States Mail, postage prepaid, addressed as follows: CITY: City of Santa Ana Manager, WIB Administrative Office P.O. Box 1988 (M -73) Santa Ana, CA 92702 CLERK: Cleric of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Telefacsimile (714) 647 -6956 CONTRACTOR: City of Santa Ana /Santa Ana Library 26 Civic Center Plaza, Santa Ana, CA 92702 Phone: (714) 647 -5288 Fax: (714) 647 -6913 XIX. MERGER This Agreement, together with the attachments hereto, expresses the total understanding of the parties. There are no oral understandings of the parties or terms and conditions other than as stated herein. XX. VALIDITY The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. XXI. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the teens of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney's fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 25A -302 Page 14 of 15 TN WITNESS WHEREOF, the parties hereto have executed this Memorandum of Understanding the date and year first above - written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: Sonia R. Carvalho City Attorney Lisa Storck Assistant City Attorney "CITY" David Cavazos City Manager "CONTRACTOR" BY: Name: Gerardo Monet Title: Executive Director Tax ID #: 95- 6000785 25A -303 Page 15 of 15 PROPOSER APPLICATION Agency Legal Name Santa Ana Public Library Agency DBA I Program Name Seeds To Trees Academy: Digital Media and Information Technology Institute Program Address 26 Civic Center Plaza, M -75, Santa Ana, CA 92702 Corporate Office Address 26 Civic Center Plaza, M -75, Santa Ana, CA 92702 Contact Person & Title Cheryl A. Eberly, Principal Librarian Email ceberlYnn,santa- ana.org Telephone # 714- 647 -5288 Fax # 714- 647 -6913 Federal ID Number 95- 6000785 AGENCYSTATUS Public Non - Profit WIA Corporation I I Private Non - Profit Friday Years in Operation. $190,000 Private for Profit $20,019 Government I X I Other 10 am- 6 m PRIMARY FUNDING SOURCES Funding Source WIA General Fund CDBG Thursday Friday Amount $190,000 $ 164,033 $20,019 10 am- 9pm 10 am -9 pm HOURS OF OPERATION AND DAYS Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday Hours 10 am -9 pm 10 am- 9pm 10 am -9 pm 10 am -9pm 10 am- 6 m 10 am- 6pm TARGET POPULATION Older Youth 25 Younger Youth 1 5 Out -of- School 15 In- School 15 # of Youth to be Served in 2014 -2015 130 1 Total WIA Funds Requested $190,000 In compliance with the RFP noted above, and subject to the conditions thereof, the undersigned offers to furnish the services stipulated and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this RFP and is authorized to contract on behalf of the agency named above. Signature Executive Director Title Date EXHIBIT A 25A -304 EXHIBIT A 25A -305 PROPOSER APPLICATION Agency Legal Name Santa Ana Public Library Agency DBA CDBG Program Name Seeds To Trees Academy: Digital Media and Information Technology Institute Program Address 26 Civic Center Plaza, M -75, Santa Ana, CA 92702 Corporate Office Address 26 Civic Center Plaza, M -75, Santa Ana, CA 92702 Contact Person & Title Cheryl A. Eberly, Principal Librarian Email ceber1y'&,,santa- ana.org Telephone # 714 - 647 -5288 Fax # 714- 647 -6913 Federal ID Number 95- 6000785 AGENCYSTATUS Public Non -Profit WIA Corporation CDBG Private Non - Profit Friday Years in Operation. $190,000 Private for Profit $20,019 Government X Other 10 am- 6 m PRIMARY FUNDING SOURCES Funding Source WIA General Fund CDBG Thursday Friday Amount $190,000 $ 164,033 $20,019 10 am- 9 m 10 am -9 pm HOURS OF OPERATION AND DAYS Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday Hours 10 am -9 pm 10 am- 9 m 10 am -9 pm 10 am -9pm 10 am- 6 m 10 am- 6 m TARGET POPULATION Older Youth 25 Younger Youth 1 5 1 Out -of- School 15 In- School 15 # of Youth to be Served in 2014 -2015 130 Total WIA Funds Requested $190,000 In compliance with the RFP noted above, and subject to the conditions thereof, the undersigned offers to furnish the services stipulated and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this RFP and is authorized to contract on behalf of the agency named above. Executive Director Signature Title Date EXHIBIT A 25A -306 The Santa Ana Workforce Investment Board /Youth Council Request For Proposals (RFP) for Youth Program Operators Program Year 2014 -2015 SEEDS TO TREES ACADEMY: DIGITAL MEDIA AND INFORMATION TECHNOLOGY INSTITUTE SANTA ANA PUBLIC LIBRARY In Partnership With SANTA ANA COLLEGE EXHIBIT A 25A -307 L Experiences and Qualifications The Seeds to Trees Academy apprenticeship program will be operated by the Santa Ana Public Library in partnership with Santa Ana College. Hence the experience and qualifications of both agencies will be described in this section. A. Briefly describe your agency - Santa Ana Public Library: The Santa Ana Public library (SAPL) is a division of the City of Santa Ana's Parks and Recreation Department (PRCSA). SAPL's purpose is to respond to our community's informational, educational, and personal interest needs using books, materials, technology, and professional expertise. The library is subdivided into 4 primary departments; young adult services, adult services, youth services and technology and support services. A primary way in which the informational needs of the community is via a variety of special programs, like the Seeds to Trees Academy young adult workforce training program. B. & C. List the facility address and address of headquarters if different location. Please include major cross streets. Indicate hours of operation for facility. Educational and training activities will take place at 3 library site locations all located within the city boundaries: • The headquarters at the Santa Ana Public Library Main Branch located at 26 Civic Center Plaza, at the cross - streets of Civic Center and Ross in Santa Ana. The Main library is open 10 am -9 pm Monday - Thursday, and 10 am — 6 pm Friday and Saturday. Computer labs and classroom space available to students are located in the TeenSpace, the basement of the Main Library, and the Mezzanine. All three areas are wired for data transmission using the City's public access Internet. • The Digital Media computer lab and Teen Center at Garfield Joint Use Community Center located at 850 Brown St. at the cross - streets of 4`� Street and Lacy. Garfield is open 3:00 p.m. -6:00 p.m. Monday - Friday. This located is specially designed and equipped with a digital media production studio and a classroom structured computer lab equipped with state of the art Mac computers. The TeenSpace at Jerome Recreation Center located at 726 S. Center Street, at the cross - streets of Center and Me Fadden. Jerome is open 3:00 pm — 8:00 pm Monday- Thursday and 3:00 pm -6:00 pm Friday. D. Briefly indicate what makes your facility youth friendly and suitable for the proposed program. - All three locations are youth friendly and offer young adults a designated, specially designed space for them to train, learn, work, relax, do homework and meet friends, and are ADA compliant. E. Provide brief information on the following elements: 1. Average annual operating budget and sources of revenue - The Library's allocation of City General Fund monies for 2012 -13 was $2,901,140. Other sources of revenue include a CDBG block grant of $258,072, which supports the Homework Help Centers. We anticipate an equivalent CDBG grant for 2013 -14 for this purpose, and were recently awarded a $59,000 LSTA grant from the State Library's LSTA program, as well as $13,000 in smaller grants from various sources. EXHIBIT A 25A -308 2. Brief description of staff - The library employs 10 full -time librarians, 8 full -time paraprofessionals and 8 full -time clerical personnel. We currently employ 70 part time clerks and tutors in children's, teen and adult programs. Some of our part- timers are paid through the General Fund and others through various grants. 3. Past experience with WIA programs or other youth programs - The trained staff devoted to this project will be the Young Adult principal librarian, the Technology and Support Principal librarian, one Out of School Youth Lead Caseworker, one In- School Youth Lead Caseworker, WIA program clerk, lead out -of School youth Sr. Tutor and lead in- school youth tutor, assistant librarian and youth services technician and library services manager. The young adult principal librarian has been the project director for the past three iterations of the Seeds to Trees WIA program and will nearly half of her work time to guiding and overseeing the program. The technology and support principal librarian will be in charge of CTV -3 programming for the city and will be responsible for effective cooperation with Santa Ana College and its School of Continuing Education, to insure that class schedules and locations, content and student monitoring are implemented and problems solved promptly. She also has had oversight of the work experience of the youth participants focused on CTV3 programming, coordinating filming, editing, and web content design through the efforts of her staff. An Out - Of- School Youth Lead Caseworker, an In- School Youth Lead Caseworker and a WIA program clerk will be recruited and hired for the project. It is anticipated that priority hiring will be given to staff who have already had previous experience working with the Seeds to Trees WIA program at the library. Lead in- School Tutor and lead out-of-school Sr. Tutors will be assigned Seeds to Trees WIA program duties from current pool of staff. Additional staff will have roles as tutor and project mentors. 4. What ]rind of impact your agency has made on the youth community? - The library has maintained a high number of ongoing apprenticeship programs for teens, including a very intensive Summer Volunteer Institute (SVI) that encourages teens to find self- worth and civic engagement though giving back to their community. Last summer nearly 150 teens donated some 5,000 hours of their time to supporting programs for library patrons of all ages, mentoring over 100 children in our "Buddy" programs, helping limited English speaking adults to master computer technology and improve job skills, volunteering at community events, and becoming involved in the social and educational life of their community. All together, the library conducted nearly 90 programs for teens during the summer at three sites. At present, teens continue to volunteer through the school year in math, reading, fitness and art "Buddy" programs aimed at young children. There are daily activities for teens at both library branches and the Jerome Recreation Center, including the Youth Health Ambassadors, history, civics, green living scholarship, fitness and Teen Library clubs as well as arts, literature, video production and graphic arts workshops and tutoring in math and reading. Half of our part time staff are involved exclusively in assisting with these projects, and are experienced and committed to the growth and development of the young people they work with. The majority of teens hired through our grant programs have begun their contact with the library through the volunteer program, Our volunteers are mentored by staff and older teens and transition age young adults (18 -24), and encouraged to develop personal and academic goals and an understanding of the importance of their work to themselves and others. The library has also been unusually effective in working with probation youth volunteers. Annually, forty to fifty probation youth complete their community service at the library. Ten to fifteen of those continue volunteering at the library when their community service responsibilities are concluded. In all of our youth - centered programs, two guiding principles have been primary: The Circle of Mentoring concept and its successor, the Seeds to Trees concept. The first emphasizes the value to both mentor and mentee of a close and lasting supportive relationship, and the second the value of providing long -term EXHIBIT A 25A -309 mentoring, teaching and financial support for developing youth. These principles are the basis of our success with WIA youth in our 2011 -2012, 2012 -2013 and 2013 -2014 programs. All full -time employees at the library are involved in mentoring the students we employ under WIA. In addition, the library has been able to supplement this personal support with organizational support in the form of educational and personal counseling, transportation to classes, and paid internships at the library. In collaboration, the efforts of staff members have produced notable successes, especially with WIA - mandated goals. The program has achieved full enrollment very early in the cycle for the 2011 -2012, 2012 -2013 and 2013 -2014 programs. Thus far, a total of sixty participants have completed the first phase of the training successfully, and were awarded certificates from RSCCD testifying to their mastery of digital media preproduction skills. Our out -of- school participants are working to complete high school requirements under staff supervision. In pursuit of WTA employment development goals, participants have been able to take part in the RSCCD Young Entrepreneurs Program, which exposes youth to mechanisms and methods of increasing the marketability of their products and skills. To attest to the impact of library services, in 2012 -2013, out of 20 students in the Seeds to Trees Digital Media Technology Academy program, 9 completed a high school diploma or GED, 90% students enrolled in post - secondary education and/or found employment, 100% demonstrated an improvement in basic skills, and all 20 received digital media technology credentials (refer to attachment I2). The library has had a strong track record in its impact on youth in the community. In recent years, the library has a record of unusual success in attracting teens to its TeenSpace and supporting them through its many programs. The TeenSpace is advised by the Teen library Club. As a group, these teens have contributed many thousands of hours of community service to the library and to various civic engagement projects around the city, 98 percent have graduated from high school and 90 percent have gone on to higher education. These are teens that do not represent the top 10 -20 percent of their high school class. They are not involved in student government or school activities. They are the quiet at -risk youth whom no one notices. But at our TeenSpace, they are noticed, nurtured and appreciated. They are provided pathways to professions, valuable work experiences, civic engagement opportunities, and encouraged to pursue higher education goals. A. Briefly describe your agency - Santa Ana College/ School of Continuing Education: A Santa Ana College (SAC) has had a long and extensive history of serving Santa Ana youth. Santa Ana College was founded in 1915 as a. department within Santa Ana High School. As such, the campus has focused on serving the youth of Santa Ana from its very inception. In 1947 Santa Ana College moved to a permanent campus at 17th and Bristol. It was the second junior college founded in Orange County and the fourth oldest in all of California. In 1971, Santa Ana College formally separated from the Santa Ana Unified School District to form the RSCCD. The college has evolved into one of the most energetic and fastest - growing comprehensive community colleges in the nation, currently serving 29,318 credit and non - credit students per semester. Santa Ana College will turn 100 years old in 2015. Santa Ana College provides access and equity in a dynamic learning environment that prepares students for transfer, careers and lifelong intellectual pursuits in a global community. The Middle College High School program is an example of their successful efforts to provide college level instruction to high school aged youth. The Digital Media Center, a 28,000- square -foot facility, is an innovative state -of -the -art facility created through a unique collaboration of RSCCD, SAC, City of Santa Ana, and the U.S. Department of Commerce, Economic Development Administration. The DMC features a business incubator for start -up companies, instructional space for SAC's digital media arts, TV /video production and digital music programs. The facility also houses a collection of business seminars related to the digital media and business industries, offered through SAC's Business Division. The DMC also received funding from two outside sources with an acre of land being donated by the City of Santa Ana and a $1.6 million grant from the U.S. Department of Commerce. EXHIBIT A 25A -310 The Centennial Education Center run by Santa Ana College is the only major Adult Education provider in the City of Santa Ana. For 33 years the Centennial Education Center has been critically important to the residents of Santa Ana as they strive to make a better life for themselves and their families through education. Last year was the college's largest high school graduating class ever with 211 graduates. The programs offered at Centennial Education Center are award winning receiving 4 major awards in 2013 from agencies including the California Department of Education. All programs and services offered at the Centennial Education Center are Tuition Free. B. & C. List the facility address and address of headquarters if different location. Please include mainr cross streets. Indicate hours of operation for facility. 1. Centennial Education Center 2900 W Edinger Ave, Santa Ana, CA 9270, Cross Street Edinger and Fairview - Hours of Operation Monday — Thursday 8:00 AM— 6:45 PM; Friday 8:OOAM — 4:30PM 2. Santa Ana College Main Campus 1530 W 17th St, Santa Ana, CA 92706, Cross Street 17th and Bristol - Hours of Operation Monday — Thursday 8:00 AM— 6:45 PM; Friday 8:OOAM — 4:30PM 3. Digital Media Center 1300 S. Bristol Santa Ana, CA 92704 Cross Street Edinger and Bristol - Hours of Operation Monday — Thursday 8:00 AM— 6:45 PM; Friday 8:OOAM — 4:30PM D. Brieflv indicate what makes your facility youth friendly and suitable for the proposed program, - In 2002, voters approved Measure E, a $337 million general obligation bond to renovate existing campus buildings and construct new classrooms to alleviate overcrowding and expand the educational and training programs at Santa Ana College, Santiago Canyon College, the regional education centers and the district operations center of the RSCCD. Bond Measure Q was approved in November of 2012, authorizing up to $198 million to finance further renovations, repairs and new construction at Santa Ana College. These updates included a new Digital Media Center, Early Childhood Education Center, building upgrades, an expansion of the Centennial Education Center, and Library renovations. These state of the art facilities are now available to provide the best possible educational setting for the next generation of Santa Ana Youth. E. Provide brief information on the following elements: 1. Average annual operating budget and sources of revenue - A majority of the classes will be undertaken the Centennial Education Center. Their annual budget amounts to $13,662,882. These funds come from various state, county, and local sources managed by Santa Ana College and the Ranch Santiago Community College District. The funding for the CEC provides the operating expenses to run 1457 class sessions per academic year. 2. Brief description of staff - The Centennial Education Center has 5 administrators, 11 Full -time Faculty and Counselors, 297 part time faculty and counselors, along with 103 support staff. The management team is made up of Interim Vice President Jim Kenriedy, Dean Nilo Lipiz, Dean Dr. Sergio Sotelo, Associate Dean Christine Kosko, and Associate Registrar Phuong Nguyen. 3. Past experience with WIA programs or other youth programs - The Adult Education center has had a long history of serving nontraditional high school students of all ages. Their GED and high school diploma programs have been utilized by many members of the Santa Ana community that did not complete their high EXHIBIT A 25A -311 school education. The faculty and staff are very experienced in helping nontraditional students reenroll into productive educational courses. The Adult Education Center will also have access to the resources that are typically made available to other incoming community college students. 4. What kind of impact your agency has made on the youth community? - Impact on the youth community — According to the US Census 48% of adults over the age of 25 in Santa Ana do not have a High School Diploma or GED equivalent. That's over 89,000 Santa Ana residents. Also over 20% of households in the city do not have a member in the household over the age of 14 that can speak English fluently. These are the programs and services that are offered at Centennial Education Center. The Continuing Education Center has served the Santa Ana Community for the last 33 years by provided a place where students lacking a high school diploma could take the steps needed to complete their secondary education. Last year they help 211 High School student Graduates with their diploma, an additional 60 completed their GEDS, and a total of 13072 courses were completed by students in the program. The center served a total of 24,259 different students enrolled in various programs at the center. Of these, 4,558 were Full -Time equivalent students working towards a degree or credential. In addition, Centemial Education Center students earned over 1,400 state approved certificates in English as a second language and career and technical education programs. H. Proposed Program A. Overview of Main Obiectives The "Seeds to Trees Academy: Digital Media and Information Technology Institute" program developed by the Santa Ana Public Library in partnership with (SAC) is free comprehensive apprenticeship program comprised of paid training and work- experience student internships and externships for 30 youth ages 16 -21 leading to certifications and college credit in the fields of computer information technology, clerical office work, and digital media. Of these 30 WIA eligible student interns, 15 youth (50 %) will be "Out -Of- School Youth" (ages 16 -21) and 15 youth (50 %) will be "In- School Youth" (ages 16 -21). At least 3 (10 %) will be foster, probation and/or youth with learning disabilities. A City internship program has now become a goal of the 5 year strategic plan being drafted by the City. The Seeds to Trees Academy has a tradition of providing internships from the Parks and Recreation Department. This project will now expand these internships opportunities to the Zoo, City Treasurer, City Attorney, and the Planning and Building Department. The "Seeds to Trees Academy: Digital Media and Information Technology Institute" program is an evolutionary outgrowth of the library's previously successful WIA funded " Seeds to Trees Digital Media Technology program that the library implemented successfully for 3 years in partnership with the District's (RSCCD) Corporate Training Institute (CTI). This revamped prognun takes the Seeds to Trees approach of mentored paid training and work - experience apprenticeship program and adds additional elements that will be increasingly beneficial to the participants of the program. These additional elements are: 1.) enrolling of all participants in Santa Ana College and paid training in courses leading to transferable college credit, 2.) increased focus on work - experience internships and externships at local businesses and city departments leading to potential employment and 3.) A pilot program element that introduces participants to post- secondary Massive Online Open Courses (MOOCs) in a structured staff/tutor led class -room workshop setting (Please refer to attachment X for an informational packet on MOOC's). Massive Online Open Courses Pilot Element — MOOCS are open online courses similar to online coursework being offered by colleges and universities. The development of MOOCS began as a way to provide high quality education to a larger and more diverse audience than had been previously possible. The stricture of the courses varies from short self -paced vocational lessons to advanced graded coursework from top universities. Industry leaders in this field include Coursera, ALISON, Udacity, Saylor, and EdX. They offer a wide range of freely EXHIBIT A 25A -312 available courses with options for either paid certifications. The movement towards developing MOOCs has been embraced by Harvard, MIT, Berkeley, Yale and other universities looking to reach wider audiences. (https: / /www.coursera.ora /) These courses have the potential to be used to expose student from at risk backgrounds to the rigors of higher education without the financial entry barriers they would traditionally face. Industry specific coursework is also being designed and offered by leading tech companies seeking to create an educated workforce that knows how to use their IT systems. AT &T and Google are both creating a series of low cost courses that will allow students to obtain inexpensive credentials certifying marketable skills. This trend toward industry specific training has been adopted by other MOOCs in areas with highly specialized instructional needs. ALISON in particular is already being offered through government workplace centers in 18 states to supplement the changing skillsets needed by industry, hiip: / /alison.com/ Human resource officers have begun reporting that prospective employees with certified MOOC course work demonstrate a commitment to upgrading skills and knowledge. This helps them gain a competitive edge compared to other applicants. MOOCs are in still in the process of developing social and pedagogical models around their courses in order to strengthen the completion rate among those enrolled in the coursework. This pilot aims to critically examine how MOOCS can be improved to reach educationally underserved populations more effectively. We believe that our program will improve the course completion rates by assigning a staff teaching assistant and dedicated scheduling to support each MOOC participant throughout the program. These small adjustments to the learning ecosystem could provide a cost effective method to help transition at risk Santa Ana youth into higher education courses that will help to ensure their adaptability to future changes in the job market. This pilot will utilize free MOOCs from Coursera, ALISON, Udacity, Saylor, and EdX to supplement the workload of each cohort. http: / /www.saylor.org Advanced Learning Interactive Systems Online ( ALISON) will provide free high quality industry recognized instruction in computer related fields. We will use Coursera, Udacity, & EdX to identify STEAM, information technology, digital media and marketing related courses. Saylor will provide business and soft skills courses as assed by our initial needs assessment. The courses will be done in a classroom setting with dedicated a teacher assistant to help them complete the MOOC courses. The program will provide participants with WIA Elements 1, 4 -10. The program will offer students tutoring, study skills training, and instruction leading to the completion of a high school diploma and post - secondary education readiness (1). Students will have the opportunity for occupational skill training in computer maintenance and repair and clerical office skills, as well as media technology through Santa Ana College and its Continuing Education Center Program (4), as well as work experience at the library creating design/content for various agency and affiliate web sites, producing videos for the city's CTV -3 channel, and work experience at externship sites at local businesses and city departments (5). During their work experience, the teens will operate in teams, where the need for teamwork will help them to develop an understanding of the importance of responsible behavior and an opportunity to display leadership (6). During the entire learning and working period, youth will be monitored and supported by adults and responsible young adults from the library and the College (8), and provided with the educational materials and equipment required to successfully complete the program (7). A Masters in Counseling intern skilled in a variety of fields, including addiction and family counseling, will be available to students as needed (10). Follow -up services for a minimum of 12 months after program completion will be provided for youth to support educational and /or employment endeavors (9). Upon eligibility determination, all 30 participants will be streamed into 3 program tracks. Track 1: Out — of-School Youth: Microsoft Office Application certifications and Intermediate Digital Media Apprenticeships (15 participants ): Digital Media Basics: 40 hours, Intro to Marketing: 50 hours, Intermediate Digital EXHIBIT A 25A -313 Media: 100 hours, MOOC's based certification trainings: 50 hours, Work Experience Internship/ Externships: 160 hours (400 hrs X $8.53) Track 2: In- School Youth: Microsoft Applications certification and Intermediate Digital Media Apprenticeships (15 Participants): Digital Media Basics: 40 hours, Intro to Marketing: 50 hours, Intermediate Digital Media: 100 hours, MOOC's based certification trainings: 10 hours, Work Experience Internship/ Externships: 100 hours, (3001hrs x $8.53) The duration of the Seeds to Trees program is approximately one year (44 weeks), from August 2014 to June 2014 of the following year. In order for youth apprentices to receive the maximum benefits of the program he /she must commit to between 7 -12 hours a week. These hours per week include instruction and work experience, in addition to workshops to enhance participant skills. There will be two full -time case managers assigned to this program. One case manager will be lead case manager for Out -Of- School youth and the other case manager will be lead case manager for In- School youth. Case managers will be assisted by part -time Sr. Tutor and Tutor staff assigned to the project. Students have the opportunity of interacting with their respective Case Manager at each class, work experience or workshop. On Average students and Case Manager interact 4 -5 times a week. For more intensive needs of the students, the Case Manager and/ or additional support staff will be available. III. Population A. How many Youth will be served? The Seeds to Trees Academy program will serve =30 youth. Of the 30 youth, 15 (50 %) will be "out -of- school youth" (ages 16 -21) and 15 (50 %) will be "in- school youth" (ages 16 -21). B. Will your agency be able to serve a minimum of 10% of youth from each of the following youth populations: Youth with disabilities, foster /emancipated Youth, vouth that have dropped out of high school, and youth on probation? Yes, we will serve at least 10% of youth from the populations mentioned above. C. Specifv how the targeted youth populations (disability, foster /emancipated, probation, dropouts) will be recruited. Include a Letter(s) of Support from organizations that have agreed to refer youth to your program as Attachment C. 1. Poster Youth: The library has developed a successful association with Orangewood Children's Foundation which serves foster youth in Orange County, and they have agreed to refer emancipated foster youth for participation in the program (refer to Letter of Intent from Orangewood Children's Foundation). Further, the Project Director has been attending meetings of the Foster Youth Breakthrough Collaborative since 2009 and the Orange County Social Services Agency has agreed to refer foster youth to the program (refer to Letter of Intent from the Orange County Social Services Agency). Since several project employees are former emancipated foster youth from Orange County, we will have staff on hand uniquely qualified to assist foster youth interns. 2. Probation Youth: The "Seeds to Trees Academy" program plans to recruit youth who are on probation through our partnership with the Orange County Probation Department who have agreed to refer probation youth for participation in the program ( refer to Letter of Intent from Orange County Department of Probation). We have had tremendous success with probation youth community service volunteers. Forty to fifty probation youth volunteer at the library annually, and ten to fifteen of those remain as volunteers after their service hours are completed. We are currently piloting a program specifically aimed at probation youth that includes workshops on adolescent behavior and attitudes and how they resonate in a student's life, as well as classes in needed academic subjects. EXHIBIT A 25A -314 3. Youth with Disabilities: The library has had a successful association with serving as a work experience site for the Santa Ana Unified School District's Special Education Program Youth. The Transition Center has agreed to continue to refer youth with disabilities to the Seeds to Trees Academy (please refer to Letter of Intent from SAUSD Transition Center). Youth with physical disabilities will be welcome in the program, as will youth with mild learning disorders. Youth with severe cognitive disabilities will find the educational components of the program too demanding. With space in the program limited, it is necessary to offer the training only to those who can benefit from it. D. Describe vour recruitment plan that will fulfill the requirement of enrolling 100% of youth by the 2nd quarter of the program (December 31, 2014). Recruitment and outreach for the program will occur at the start of the grant cycle 7/1/2014. Prior to the start of the program, the library TeenSpace staff will promote the upcoming "Seeds To Trees" program during its Summer Volunteer Institute program which annually recruits over 120 summer volunteers, many of which are WIA eligible, and it's Probation Youth Community Service program which has an average annual participation of 40- 50 youth on probation. In addition to recruiting from its pool of WIA eligible summer volunteers, staff will also make presentations at Orange County FYO (Foster Youth Outcomes) meetings, CASA (Court Appointed Social Advocates) meetings and at local Santa Ana High Schools, to recruit candidates for this program. In addition to Foster Youth, Probation and Youth with disability referrals, the Minnie Street Family Resource center has agreed to provide referrals of interested participants to our program as well. We will begin accepting notices of interest in the "Seeds To Trees Academy: Digital Media and Information Technology Institute" in May 2014 ( refer to attachment W for recruitment flyer), and distributing and accepting applications including gathering all documents required by the Service Navigator to determine youth WIA eligibility in July 2014. Once youth eligibility is confirmed, youth will be hired as Work Experience employees (WEX). It is anticipated that all this will occur in the month of August, 2014 in anticipation of the certificate and courses which simulate a college semester. The ambitious goal at this point is to have already recruited and enrolled at least 23 (76 %) of total 30 youth participants planned in the program. During this phase, all student interns will also take a TABE assessment test to determine their basic skill level. E. What are some of the barriers that the youth populations face? Basic Skills Deficiency: Among the youth served by the Santa Ana Public Library, there are a number of barriers associated with poverty preventing the achievement of short and /or long term goals. The most common barrier as concluded by the TABE test is basic skills deficiency. Student results indicate that a majority of students are performing at or below an equivalency of 8.9 grade level. These students often have difficulties in the completion of their education, since they are likely to fall behind in semester credits and in turn eventually drop out of high school. Poor Work History: Students with poor work history are at least 19 years of age and have never had a full -time job. As students continue to search for opportw-iities in a competitive job market, they have fewer opportunities with limited education and work experience. Many of the youth do not have reliable transportation to and from school or to the place of employment. As a result it causes an attendance and/or punctuality issue. Many of the students do not have professional clothing readily available for employment interviews or professional events. These barriers are often setbacks for students. High School Drop -Outs/ Lack of High School Diploma /GED: A significant number of youth in the community of Santa Ana come from economically disadvantaged families. Low socio- economic status often leads to a number of barriers impeding student success such as educational underachievement, higher likelihood of high school dropout, offender, teen parent, and welfare dependency. Latino students comprise a majority of EXHIBIT A 25A -315 the student population in the Santa Ana Unified School District. Nearly seventy -two percent are reported as dropping out. These students leaving school without a diploma will limit their opportunities for personal and /or professional success by not having the appropriate education or training for the labor force. It is known that high school dropouts earn less wages, are more likely to commit crimes, and are considered less healthy both physically and emotionally than students that graduate. Many jobs in the market require a high school diploma, so that youth who do not graduate contribute to increasing unemployment rates among youth, juvenile arrests, gang affiliation and births to teens, perpetuating the poverty cycle. Lack of post - secondary education/ training: For students who do earn a high school diploma, many do not enroll in post - secondary institutions. Instead, they enter the workforce to assist their families financially. But with limited education, training, and /or experience it is difficult to find employment with sustainable earnings. As a result many youth become frustrated with their current situation and resort to substance and/or drug abuse for an escape. Additionally, students who do enroll in post - secondary education are often first generation students and therefore have difficulties adjusting to the role of college student. Students are often unaware of the resources on campus available to assist them with the completion of their degree. Therefore many students perform poorly and eventually drop out of college. F. How will your agency address the barriers that youth encounter? The "Seeds to Trees" program plans to recruit youth with barriers to employment, educational advancement, and a successful future. The Seeds to Trees program will supports students by providing resources, knowledge and /or informational tools to find personal connections for educational and local workforce opportunities. Students will attend or partake in various activities to enhance their educational, employment and life skills. Youth who are TABE tested and determined basic skills deficient will be provided with one -on -one tutoring in order to assist them improve the skills that they are deficient in. All youth participants will be provided with valuable work experience via internships and externships opportunities offered by the Seeds to Trees Academy. Youth participants who are drop -outs or in danger of dropping out will be enrolled in the SAC school of continuing education high school diploma or GED completion program and will be provided with one -on -one tutoring to assist them with classes. All youth participants will be provided work training leading to state recognized certificates in computer maintenance and repair or general clerical as well as industry recognized certificates in customer service and digital media disciplines. To address the barriers to post- secondary education, all youth will be enrolled into Santa Ana College, and will be provided specialized college course training leading to college credits upon completion. Given the dramatic 13% decline in the employment prospects of American Teens recently reported by the Brooking Institutions, it is vital that training program offer flexible education models that can adapt to changing needs of employers. Their report found that many of these workers would face permanent effects of being locked out of the job market. Per the research findings in the report we believe that our MOOC pilot program cohorts can help to link high school students to post - secondary educational credentials. Furthermore these courses will help to strengthen career and technical education opportunities in industry specific areas. These educational opportunities provide a way for high school dropouts to receive advance training in industry related fields. An additional benefit of these courses is that they are highly adaptable to local job market conditions and can be tailored to the regional labor market as the Brookings institution suggests IV EmoloVment A. Specify how your agency will help youth attain employment. EXHIBIT A 25A -316 Agency will assist youth apprentices in attaining employment via a series of employment skill development workshops, internships and externships leading to potential employment, and emails with weekly job postings. We will focus on STEAM and green collar industries when placing an individual at an employment site. B. What types of services /workshops /resources will be provided to help youth attain employment? Interns will attend career skills onsite instructor based and MOOC based workshops on resume and cover letter creation, interviewing techniques and "Dressing for Success" as part of their on -the job training. Towards the completion of their program, interns will also attend workshops on job searches, submit applications, and post their resumes on several sites. The youth are brought into contact with potential employers and taught to present themselves effectively in the job market. Students have access to an employment binder where a number of job postings are included weekly. In addition the Case Manager sends several job leads to each participant's email weekly C. Specify the names of the emplovers that your agency has partnerships /agreements with, who will hire youth. Suavecito Inc., The Vazquez Law Group, Heritage Museum of Orange County, and host agency Santa Ana Public Library has agreed to hire youth apprentices who have interned /externed at agency contingent upon youth work performance and availability of resources. Additional potential employers who have committed to hosting interns, and may hire youth apprentices who have interned in their sites are the Santa Ana Business Council Inc., Knowlwood Enterprise Inc., The Frida Cinema, and the following City of Santa Ana departments: Treasury Department of the Finance and Management Services Agency, the Planning and Building Agency, the City Attorney's Office and the Santa Ana Zoo. Staff will continue to pursue additional employer partnerships during the course of the program to ensure that youth get a wide variety of employment options. D. Please provide Letters of Commitment from employers willing to hire your vouch participants. Please refer to Attachment D for letters of Commitment E. What types of employment services will be provided to youth after they exit the program (retention, transportation assistance, resources, etc.) After exit, students will continue to have access to the employment binder and also receive entails from Case Manager in regards to possible job leads. V. Work Based Learning A. Describe in detail the work based learning opportunities that will be offered to the youth such as: paid work experience, internships, externships, lob shadowing, and work based learning. The entire format of the "Seeds to Trees" academy program is one that focuses on work based learning opportunities. First, all 40 WIA eligible youth are hired as apprentice Work Experience employees (WEX) and paid an hourly wage to receive a complete in -class and on- the -job training work experience that they can use to propel them into higher education, employment and /or self- employment as a freelance entrepreneur. As part of their work experience, all apprentices will be provided opportunities to internship onsite, as well externship at sites that have committed to hosting interns from our program. Job shadowing and work based learning will be a part of this program of this program. B. List some of the emplovers that will assist in the work based learning opportunities. Suavecito Inc, The Vazquez Law Group, Heritage Museum of Orange County, and host agency Santa Ana Public Library, Santa Ana Business Council Inc, Knowlwood Enterprise Inc., The Frida Cinema, and the following City of Santa Ana departments: Treasury Department of the Finance and Management Services Agency, the Planning and Building Agency, the City Attorney's Office and the Santa Ana Zoo. Staff will EXHIBIT A 25A -317 continue to pursue additional employer partnerships during the course of the program to ensure that youth get a wide variety of externship and work -based learning opportunities. We will focus on STEAM technology and green collar industries. C. If applicable, please include a copy of the Work Based Learning policy as Attachment E. Policy attached – Please see attachment E D. Will your agency take youth to real companies /businesses to become acquainted with the various employment industries? Yes. Some fieldtrips are planned for PBS So Cal studio (refer to attachment F letter of intent), Univision and Public Relations firm. Additional company tours will be arranged during the duration of the program. Additionally youth placed at externship sites will gain valuable experience becoming acquainted with employment industries represented. E. Will youth have the opportunity to meet or hear from real employers? Yes. This will be achieved via fieldtrips and tours, and externship placements. In addition to this, all student interns will attend several workshops put on by the RSCCD Youth Entrepreneurship Program (YEP) at the Santa Ana Public Library as part of their on -the job work experience where they will be introduced to several local entrepreneurs from whom they will learn valuable employment lessons. VI. Certificates/Diplomas /Credentials A. What type(s) of certificates will youth be able to earn while in your program? Santa Ana College Course Credits a. 3 College Credits: Marketing 113 - Principles of Marketing (40 youth) b. 3 College Credits: Communications & Media Studies 102 -Multimedia Storytelling (15 Youth) c. 3 College Credits: Business Applications -164 Introduction to Adobe Photoshop (15 youth) d. 0.5 College Credits: Business Applications -043 Microsoft Certified Application Specialist Preparation (15 youth) 2. Rancho Santiago Community College District a. Youth Entrepreneurship Program (YEP) certificate of Completion 3. Massive Open Online Course (MOOC) Pilot Program Certificates: a. ALISON — Advanced Learning Interactive Systems Online (Alison.com). Provides industry recognized free certified training in a variety of subjects. Currently used by Employ Florida and Vir hnia Workforce Connection to train job seekers requiring additional skills and certifications. (i) Microsoft Digital Literacy- IT Basics, Internet & Productivity Programs Diploma (30 youth) - Diploma is verified by Microsoft and is industry recognized (ii) Google Applications Certifications – courses and certificates developed and verified by Google and is industry recognized 1. Google Webmaster Certificate 2. Google Fundamentals of Marketing Youth Business Online Certificate 3. Fundamentals Google Does Certificate 4. Exploring Google Apps Certificate 5. Google Applications for Business certificate 6. Fundamentals of Google Android Development Certificate EXHIBIT A 25A -318 7. Google AdSense Certificate 8. Google Analytics Certificate 9. Google SketchUp for 3D Modeling certificate b. EdX- "is a not -for- profit offering the highest quality education, both online and in the classroom. Founded by the Massachusetts Institute of Technology (MIT) and Harvard University, EdX offers online learning to on- campus students and to millions of people around the world. EdX is building an open - source online learning platform and hosts a web portal at www.edx.org for online education ". In addition to providing courses leading to certificates of completion from Harvard and MIT, EdX also provides access to courses and certificates of completion from a host of highly accredited Universities throughout the U.S and the world. (i) Youth Participants will be able to participate in tutor assisted online courses leading to "Honor Code Certificates of Achievement' from the university that administers the course. We will focus on having tutor assisted courses focused on Digital Media, Information Technology, and/or Business application topics depending on the availability of these courses on the EdX platform. (15 -30 Youth Participants) B. Describe the training that will lead to the certificate /diploma /credential. 1. Santa Ana College Course Credits: a) All 30 youth will be enrolled in Santa Ana College, and will take a 3 wait course in Intro to Marketing. 20 youth will take it in the first semester (August - January), and the remaining 10 youth will take it in the second semester (February - .Tune). Successful completion of the course will lead to all 30 youth receiving 3 units of transferable college credits. b) 15 youth (10 In- School and 5 Out -of- School) who are part of the track 2 and track 3 Seeds To Trees Academy intermediate digital media technology track will take 3 additional courses leading to transferrable college credit ( all these courses will be taken in the second semester (February- June): i) 3 Collage Credits: Communications & Media Studies 102 - Multimedia Storytelling (15 Youth) ii) 3 College Credits: Business Applications -164 Introduction to Adobe Photoshop (15 youth) iii) 0.5 College Credits: Business Applications -043 Microsoft Certified Application Specialist Preparation (15 youth) 2. Rancho Santiago Community College District Youth Entrepreneurship Program (YEP) c) All 30 youth will participate in a 5 week long series of workshops (2 hours) that will teach them the basics of entrepreneurship. This workshop will culminate in youth competing in teams to create a market plan for a product that they develop and present. All youth participants who complete the course will receive a certificate of completion. This training will occur in the second semester of the academy February -June) 3. Massive Open Online Course (MOOC) Pilot Program Certificates: d) ALISON Advanced Learning Interactive Systems Online (Alison.com). i) Microsoft Digital Literacy- IT Basics, Internet & Productivity Programs Diploma (10 youth) 1. Each online course component will be presented in a class -room setting and be facilitated by a staff /tutor. 2. Student will participate in the online classes as a group in groups of 10 upon determining eligibility and hiring into the "Seeds to Trees" academy as a work experience intern. EXHIBIT A 25A -319 3. This course will take approximately 10 hours and after completion of coursework, participants will take online assessment to receive diploma. 4. This program will be completed in August and September ii) Google Applications Certifications — courses and certificates developed and verified by Google and is industry recognized 1. Structure will be the same as above. 2. 30 youth participants will attend staff /tutor facilitated online class sessions onsite in leading to certificates in the following programs: a) Google Webmaster Certificate ( 30 youth) b) Google Fundamentals of Marketing Youth Business Online Certificate (30 youth) C) Fundamentals Google Docs Certificate (30 youth) d) Exploring Google Apps Certificate (30 youth) e) Google Applications for Business certificate (30 youth) 3. Each course session will be about 3 hours, and will be completed in August and September 4. 15 students in intermediate digital media track program will receive additional in class tutor /staff facilitated online training in: a) Fundamentals of Google Android Development Certificate (15 youth) b) Google AdSense Certificate (15 youth) C) Google Analytics Certificate (15 youth) d) Google SketchUp for 3D Modeling certificate (15 youth) 5. Each Intermediate track online course will take approximately 2 hours to complete and will be provided in the second semester (February - June). e) EdX online courses will be facilitated as in -class group sessions by staff /tutors during the I't semester (August - January) and 2 "d Semester (February -June) to either 30 participants or 15 intermediate digital media track students depending on the course topics available. C. If applicable, include Letters of Intent from the training agencies. Please refer to attachment F1 and F2 for letters of intent from Santa Ana College and the Youth Entrepreneurship Programs. Please refer to Attachment X for a description of MOOC's and courses/ certifications available. D. What types of occupations will the training /certificates lead to? Are those occupations in demand? Please provide data and sources. Caring mentors and teachers are only a part of the overall program designed to ensure that the participants are able to find gainful employment upon existing the program. More importantly the "Seeds to Trees Academy: Digital Media and Information Technology Institute" enables youth to undertake apprenticeship training in technologically advanced fields. The Santa Ana Public Library is committed to providing the brightest possible future for our young people through the attainment of in marketable skills sets in growing industries. An examination of the California Occupational Employment Projections for 2010 -2020 suggests that computer technology related skills can provide that path. According to this study the top 50 fastest growing occupations include Software related fields that will grow at the projected rates of 31.9 with a median annual wage of more than $100,000. Other fields requiring a bachelor's education include Marketing Specialists (24,600 jobs), Database Administrators (3,600 jobs), and Software Developers (24,100 jobs). There will also be 31,200 jobs for Computer Support Specialists that will not require a college degree. These positions will be able to be filled with individuals with the correct technical training to meet that positions industry recognized requirements. EXHIBid' A 25A -320 The training from this program will open up students to the possibility of working in one of the industry clusters that the WIB board identified in their 5 year strategic plan. These clusters include established fields of hospitality, government positions, and clerical positions in finance, insurance, and real estate cluster. Opportunities for job growth also exist within the emerging clusters of advanced manufacturing, information technology, and other scientific services. In the longer term, the Bureau of Labor Statistics' latest Occupational Outlook ( http : / /www.bls.gov /oco /ocos09O.htm) suggests that video and web design - related employment will grow between 8 and 24 percent in the next ten years (Please refer to attachment R for more detailed breakdown). Advances in information technology have inundated the lives of millions with a vast amount of media. User generated content has fast become a source of news, entertainment, and artistic expression for an entire generation of web savvy individuals. As e- commerce continues to grow at faster rates than the rest of the economy, the ability to express one's insights with multimedia presentations has become an increasingly marketable skill. Those individuals with the proper training and knowledge of software tools will be in a prime position to excel in a 2151 century economy. Many of our local youth are already naturally web savvy and are open to the idea that they could one day follow a career in software creation. In this way, the academy taps into a youth's desire for self- expression and teaches valuable work skills in the process. E. Will your program be able to identify and develop a pathway for students that can lead them from high school to career or college? Please elaborate on the specific pathway(s). The programs will seek to work with small and large businesses to identify current and evolving job opportunities and to learn what employers look for in candidates. The apprentice ship will give the students the chance to earn college credit in career related fields. 2011 -2012 job shortages included positions in marketing, computer programing, computer science marketing, and systems analysts. This is meant to expand our programs focus on providing the skills necessary for our participants to engage high value jobs in the regions emerging industries. The training provided in our work plan provides the participants with the first steps that they will need to take in order to begin the process of obtaining the college education needed to begin a career in these fields. The use of MOOCs is a tool with which the students are introduced and guided through college level course work. It is our belief that this early introduction to a college education will encourage them to pursue a degree after the program is completed. VII. Workshops A. Describe the workshops that will be provided to youth. During the course of their on- the -job work, all interns will be assigned to attend several life skills development workshops in areas of healthy living, green living, and independent living featuring domestic skills like cooking, gardening and sewing basics. All these are programs are a general part of the TeenSpace programming (Refer to attachment Y). B. Will your agency provide any of the following workshops? If so, briefly describe the content of the workshops. 1. Financial Literacy/ Budget Management Yes, Build Workplace Financial Education Program will be presented by Orange County Credit Union (refer to attachment Y2 and attachment F) 2. Family Planning Yes. The Orange County Child Abuse Prevention Center will provide a workshop on teen pregnancy prevention (refer to attachment F) 3. Worker's Rights /Labor Laws Yes. We intend to partner with the Orange County Labor Federation to provide a workshop on this topic. EXHIBIT A 25A -321 4. Analytical Skills at the Workplace Yes. This workshop will be provided as an in class MOOC course 5. Health Resources Yes. Sprouting Justice, will provide a workshop series on gardening and nutrition, and healthy living please refer to attachment Y3 C. Can your agency provide workshops on public speaking skills to the youth? Yes. Several TeenSpace staff has BA degrees in communication, theater, and /or rhetoric. In the past we have had a series of workshops on public speaking and open Mic events. D. Can your agency provide workshops on customer service skills to youth? Yes. These workshops will be provided as in class MOOC course. VIII. Post - Secondary Education: A. Specify how your agency will help vouth enter post - secondary education (college, apprenticeship, vocational schools, career technical training, etc.) i) The Seeds to Trees Academy program will be a blended program approach that combines traditional post - secondary education in- person training and educational methods, with cutting edge online post- secondary training and educational methods via MOOC's. ii) All youth participants in the Seeds to Trees Academy will be enrolled in Santa Ana College, and will at minimal be able to complete 3 college credits via the completion of an Intro to marketing course. iii) Youth Participants in the Intermediate Digital Media Tracks will be able to complete up to 9.5 units of transferable college credit. B. How will your agency expose vouth to the various post - secondary educational institutions (colleges, universities, vocational training schools, apprenticeships, etc.). i) Participants will be introduced to post - secondary education via MOOC's that will provide them access to courses from some of the most elite universities in the U.S and the world. ii) Interns will attend workshops on college searches, college applications, scholarships and financial aid, as part of their on- the -job training. Interns will also be taken on fieldtrips to local colleges such as Santa Ana College, Cal State Fullerton, Chapman University and the Art Institute in Santa Ana, Cal State Long Beach and UC Irvine. hi) The Santa Ana Public Library works closely with the Adelante program at Santa Ana College, an initiative advocating for every home in the city to have a college degree. High School students may enroll in the Adelante program and upon completion of general education requirements, admission to either University of California Irvine or California State University Fullerton is guaranteed. iv) Santa Ana College and Santa Ana Public Library have recently partnered to create a Higher education center at the Santa Ana Central Library. As part of this partnership contract with SAC all participants will be enrolled in college level SAC courses in the fields of marketing and intermediate digital media. These courses will take place at Garfield Community Center. This will enable our program to enroll each one of our participants in a center for higher education by the end of the first quarter. IX. Tutoring EXHIBIT A 25A -322 A. Specify how your agency will provide tutoring or tutoring resources to youth that need to improve their literacy /numeracy skills. The Santa Ana Public Library currently runs an after - school tutoring program in its Central Library and Newhope Learning Centers as well as in its Central library and Jerome TeenSpace programs. All student interns will have access to these tutoring services. Prior to acceptance into the program, all WIA enrolled youth will take a TABE test to assess their levels of basic skills. All enrolled youth who are basic skills deficient will be assigned a TeenSpace Sr. Tutor mentor who will schedule time to tutor them on a daily or weekly one -on- one basis to increase their basic skills to the 9t" grade level. Students who are not basic skills deficient will also have access to one -on -one hands -on tutoring, primarily in English (as this is what is most needed in the production field) with the goal of increasing the grade levels of their English abilities. Tutoring help will be provided to in- school youth who are in 12`h grade to complete their high school diploma. Out of school youth who do not possess a high school diploma must enroll in the SAC Continuing Ed GED completion program. Sr. Tutors mentors will utilize TeenSpace math and English computer software applications and MOOC courses as a creative strategy to assist all their students increase their literacy and numeracy gains. X. MentoringlSupport A. Specify how your agency will provide mentoring to youth. Mentorship has always been a cornerstone of the Santa Ana Public Library's Teen (12 -18) and Young Adult (18 -24) programming, and thus it will be a cornerstone of the "Seeds to Trees Academy" program as well. All program participants will be assigned a Tutor Mentor, who they will meet with individually on a weekly basis for 30 minutes as part of their on -the job training. They will discuss the progress of their vocational and on -the job training as well as any additional educational tutoring and support service needs that they may have. Tutor Mentors will provide the necessary resources to meet their mentees' needs. Tutor Mentors will also schedule their mentees' tutoring time at this meeting. In addition to mentoring from their assigned Tutor Mentors, interns will also receive mentorship on their particular production projects from project mentors. These Project Mentors will be responsible for helping interns develop and produce content for programming on specific topics. They will also receive mentoring from the Lead Case Managers who will meet with them on a bi- monthly basis to track their progress and needs. Interns will also receive additional mentoring from their in- class vocational training instructors and externship employers. B. Specify what types of support your agency will offer youth who are facing challenging obstacles such as: family dysfunctions, mental health issues, substance abuse, low self- esteem, probation, gang issues, parenting issues, etc. A staff member with a MA in mental health counseling will be available on a weekly basis to provide counseling services to youth having challenging obstacles. Counselor will compile a resource binder for us to refer youth to. C. Will your agency offer mental health services or referrals? Please describe. Yes, we will offer counseling per previous answer and will provide referral service to local service providers. to EXHIBIT A 25A -323 No. Seeds to Trees Academy program does not provide supportive services. We provide all transportation to and from training sites. We will provide referral services to meet youth needs. E. Will your agency provide incentives to youth for accomplishing program benchmarks or personal goals? If so, please describe and include the Incentive Policy as Attachment H. No, we do not provide incentives as our focus is in providing a paid work experience and training. We do however have a scholarship program that has been established by one of our previous WIA Seeds to Trees youth interns; "The Moises Garcia Seeds to Trees" Scholarship which provides an annual scholarship of $300 to a WIA youth XI. Leverake Funds A. Can your agency leverage funds to offer a civic engagement opportunity to WIA youth and other youth in the community aside from WIA youth participants? Yes we are able to leverage our funding to include the WIA youth participants in a host of civic engagement events throughout the programing calendar. The active engagement of Santa Ana youth in civic affairs is part of the core mission for the SAPL TeenSpace program. B. What type of civic engagement opportunities will your program engage youth in? All interns will also have the opportunity to join the Teen Library Club volunteer program, and participate in the many community and library volunteer service projects the club participates in, such as the Santiago Creek Clean -ups, OC Marathon Clean-ups, Heritage House Gala Fundraisers, Autism Walk, Library Halloween Haunted House, Santa's Corner, and Library Book Sales. Interns will also have the opportunity to develop their leadership skills at a Teen Library Leadership curriculum program. The Youth Leadership program is a six - month, once -a -week curriculum culminating in a manual of topics and /or community service projects discussed. Some of the additional events this year include the organization and promotion of photo scanning events to preserve and share local history. Additionally all student interns will spend a portion of their on -the -job work time assisting TeenSpace staff in one of our `Buddy" programs. As part of the "Buddy " program, student interns will be given the opportunity to learn to mentor and serve as role models to younger children (4 -11) in a variety of our ongoing "Buddy" programs such as "Reading Buddy ", "Math Buddy ", "Art Buddy ", "Sports Buddy ", "Healthy Buddy ", "Garden Buddy ", "Acting Buddy" and "Science Buddy ". C. How many youth will participate in the civic engagement opportunity? All 30 of the WIA youth will be part of these civic engagement projects. The attendance of the individual events ranges from 5 -60 people depending on the size of the event. Most of the session will take place in groups smaller than 20. D. Can your agency leverage funds to host work readiness type of workshops once per month at local after- school programs in Santa Ana. Yes we have strong history of partnering with other local agencies to provide a steady stream of career and life skills courses. Our partnership with the OC Probation's Department REACH program gives us access to monthly sessions for our participants to attend. XIL Common Measures EXHIBIT A 25A -324 - Please see following page- XIII. Prior Outcomes a. If your agency was previously awarded a WIA contract through the Santa Ana Workforce Investment Board please disclose your agency's past performance outcomes for the past 1 -2 years: XIV. Fiscal Competency A. Describe the process used to capture and report fiscal data. The City of Santa Ana uses the Lawson Financial Management System to capture, report, and monitor revenues and expcnditures. Grants are provided a unique accounting unit and activities are used to track grant program expenditures and grant matching fiords. Every expenditure requires an accounting unit and activity number. Lawson is capable of generating reports at the accounting unit or activity number level. B. Attach a copy of the organization's procurement policies and procedures as Attachment I. Attached EXIIIBIT A 25A -325 F% Increased Literacy/Numeracy 7 — 8 = 88 Skills 8 — 8 = 100 % Entered Employment or Post- 4 - 4 = 100 % Secondary 1 — 1 = 100 % Attained Credential /Di loma/Certificate 20 20 = 100 % 20 - 20 = 100 % XIV. Fiscal Competency A. Describe the process used to capture and report fiscal data. The City of Santa Ana uses the Lawson Financial Management System to capture, report, and monitor revenues and expcnditures. Grants are provided a unique accounting unit and activities are used to track grant program expenditures and grant matching fiords. Every expenditure requires an accounting unit and activity number. Lawson is capable of generating reports at the accounting unit or activity number level. B. Attach a copy of the organization's procurement policies and procedures as Attachment I. Attached EXIIIBIT A 25A -325 C. What systems are used to ensure fiscal accountability, appropriate expenditures, and planned costs? The management of the City of Santa Ana has established a comprehensive internal control framework that is designed both to protect the government's assets from loss, theft, or misuse and to compile sufficient reliable information for the preparation of the City's financial statements in conformity with GAAP. Because the cost of internal controls should not outweigh their benefits, the City of Santa Ana's comprehensive framework of internal controls has been designed to provide reasonable rather than absolute assurance that the financial statements will be free from material misstatement. As the City, we assert that, to the best of our knowledge and belief, the financial information is complete and reliable in all material respects. Additionally, the City is also required to undergo an annual "Single Audit" in conformity with the provisions of the Single Audit Act of 1996 and U.S. Office of Management and Budget (OMB) Circular A -133, Audits of States, Local Governments, and Non - Profit Organizations. The standards governing Single Audit engagements require the independent auditor to report not only on the fair presentation of the financial statements, but also on the audited government's internal controls and compliance with legal requirements, with special emphasis on internal controls and legal requirements involving the administration of federal awards. D. Describe invoicing process and list qualifications of staff assigned to task. The invoicing process will consist of a review of each period's expenditures, identifying eligible expenditures and submitting a periodic report documenting eligible expenditures. Staff assigned to this task has many years of experience in reporting to local, state and federal agencies. Additionally, staff assigned to the task has performed this fimction during prior grant years. With each WIA report submitted staff continues to gain experience to provide information more efficiently and effectively. E. Describe how your agenev's financial stability is not dependent on WIA funds. The City receives over $400 million in revenue each year. Additionally, Parks, Recreation, and Community Services Agency (PRCSA) is appropriated approximately $17.7 million from the General Fund. The amount requested in WIA funds is approximately $400,000, which represents approximately 2% of the Agency's General Fund appropriation and therefore the Agency's financial stability is not dependent on WIA funding. On the other hand, while the amount of WIA funding is small in comparison to PRCSA General Funds, these funds allow PRCSA to provide very valuable educational opportunities to Santa Ana residents. With such a large City the demand for services often exceeds the available resources. For this reason PRCSA is requesting WIA funding to provide services that otherwise would not be provided by the City due to the limitation of funds. F. Submit most recent 2 years of audited financial statements as Attachment Q with the Audited Financial Statement Form signed. For a complete look at the 2 latest Comprehensive Annual Financial Reports for the City of Santa Ana please visit: http: / /www.santa- ana.org /finance /cafr/default.asp XT. Subcontracting EXHIBIT A 25A -326 A. Subcontracting client services /activities is not permissible under this contract. However, if planning to subcontract non - client services such as payroll services, lease of equipment, etc., then please identify the subcontractor and the estimated cost for the services. The Santa Ana Library and partner Santa Ana College will not subcontract non - client services. All services will be provided by the Santa Ana Public Library or by Santa Ana College. B. None of the duties or work to be performed by the proposing agency shall be subcontracted or assigned to any other agency, consultant, or person without the prior written consent of City. Proposing agency must submit all subcontracts and other agreements that relate to this Proposal to City. No subcontract or assignment shall terminate or alter the legal obligations of proposed program. The Santa Ana Library and partner Santa Ana College will not subcontract non - client services. All services will be provided by the Santa Ana Public Library or by Santa Ana College, EXHIBIT A 25A -327 (Teg'(4, to �'Pl' '14'a (w') 1, SANTA ANA PUBLIC LIBRARY WORK BASED LEARNING APPRENTICESHIP PAID WORK EXPERIENCE (WEX) POLICY The Seeds to Trees Academy: Digital Media and Information Technology Institute at Santa Ana Public Library in partnership with Santa Ana College and its School of Continuing Education will provide paid on- the -job experiences (WEX) and vocational training and certification for WIA eligible youth ages 16 -21 at the Santa Ana Public Library (SAPL) in Digital Media , Information technology and customer service. The operational plan of the Seeds to Trees program combines a paid apprenticeship model that combine on- the -job internship component at the Santa Ana Public Library producing digital media content for the city's CTV3 and Seeds to Trees Spotlight Website, paid externships at local businesses and city departments, as well as related classroom instruction by School of Continuing Education designed to maximize the value of on- the -job experiences, job shadowing, industry specific workshops, and other skill building workshops. Purpose Seeds to Trees Academy: Digital Media and Information Technology Institute: 1.) Introduces WEX student interns to digital media and information technology; 2.) Allows them the opportunity to directly put into practice training learned in class, via the production of video and web content for Santa Ana's CTV3 and "Seeds To Trees Spotlight Website via internships onsite; 3.) Prepares them for employment via externships ; 4.) Provides increase in their literacy and /or numeracy skills; 5.) Prepares them for entry into post- secondary education 6.) Provides Work Based Learning (WEX) interns with opportunities for certifications in, Clerical Office Skills, Microsoft Information Systems, and Google Programing Specialties, 7.) Provides work based learning participants with training leading to college credit, 8.) Provides students the opportunity to learn to work with mentors and peers in ways that are successful and rewarding. Scope of Work Work Base learning apprentices will receive paid training and on -the job experience via through 2 tracks of training: Track 1: Out —of- School Youth: Microsoft Office Application certifications and Intermediate Digital Media Apprenticeships (15 participants ): Digital Media Basics: 40 hours, hrtro to Marketing: 50 hours, Intermediate Digital Media: 100 hours, MOOC's based certification trainings: 50 hours, Work Experience Internship/ Externships: 160 hours (400 his ) Track 2: In- School Youth: Microsoft Applications certification and Intermediate Digital Media Apprenticeships (15 Participants): Digital Media Basics: 40 hours, Intro to Marketing: 50 hours, hrtermediate Digital Media: 100 hours, MOOC's based certification trainings: 10 hours, Work Experience Internship/ Externships: 100 hours, (300hrs ) EXHIBIT A 25A -328 YOUTH PROTECTION GUIDELINES LIBRARY DEPARTMENT PURPOSE The City of Santa Ana understands the importance of protecting youth in the community and in our programs and therefore wishes to provide a safe and secure environment. The City will provide practices that will protect youth from incidents of misconduct or inappropriate behavior and also protect the employees and volunteers from false accusations. Staff - all employees, full and part -time, and program volunteers that have any contact with youth. Youth - individuals 17 years of age or younger. SCREENING All City of Santa Ana Library staff having direct interaction with youth will be screened in accordance with these guidelines. Screening components include: • Written Application • Personal Interview • Reference Check • Background Check (Live -Scan) TRAINING All staff will receive an orientation that includes: • Review of policies related to prevention of child abuse and • Participation in Youth Protection Training. ONE -ON -ONE CONTACT • A minimum of two staff should be assigned to each program or activity. • Staff members will never be alone with an individual youth where they are not observable by others. CONTACT WITH YOUTH It is understood that caring quality staff will develop positive relationships with youth while involved in programs and activities. The following practices will be followed to ensure the protection of both youth and staff outside of City of Santa Ana Library programs and activities. • Staff will not initiate contact with or accept supervisory responsibility for youth outside of the City of Santa Ana Library programs and activities, including baby- sitting or private instructions. Staff with prior or family relationships to youth may be exempted from this restriction with prior documented Executive Director approval. EXHIBIT A 25A -329 YOUTH PROTECTION GUIDELINES LIBRARY DEPARTMENT June 2013 Staff will not communicate with youth outside of City of Santa Ana Library programs via written, electronic or other means without express Executive Director approval. Staff will appear and behave in a manner consistent with the mission and values of the City of Santa Ana Library at all times while on or off duty; including electronic, written and verbal communications. CHILDREN'S INTERNET PROTECTION ACT (CIPA) In accordance with CIPA, all Library Department public computers shall contain Internet filters to protect children from harmful online content. Any allegation of abuse or neglect must be reported immediately or as soon as practically possible. City of Santa Ana Library staff is recognized as mandated reporters and will follow current regulations and guidelines for the reporting of abuse. Staff will follow the internal chain of command for the report of abuse and may report directly to local authorities. If an incident of abuse or neglect is alleged to have occurred at or during a City of Santa Ana program or activity, the following procedure shall be followed: 1. The parent or guardian of the child will be notified. 2. The appropriate authorities will be notified; consistent with local, state and /or federal regulations. 3. The alleged perpetrator of the abuse or misconduct will immediately be placed on leave pending an investigation. 4. An incident report will be completed. 5. The City of Santa Ana Library will cooperate with any City internal investigation or outside investigation of the incident by state or local authorities. 6. Any person who is found not innocent of the alleged abuse or misconduct will be removed from their position with the City of Santa Ana Library. MONITORING These guidelines will be reviewed and updated as needed or on an annual basis. I hereby acknowledge receipt of these guidelines and understand that any violation of these guidelines will result in disciplinary action, up to and including termination. Print Name Signature Date Library /Yo uthProtectionGuidel inesJ une2013 EW,&-330 YSPN MEMBER PERFORMANCE PLAN 2014-2015 PROJECTED ENROLLMENTS & EXPENDITURES (NOTE: 100% OF YOUTH MUST BE ENROLLED BY 2N° QUARTER-DECEMBER 31, 2014) "M . . . . . . U N 1 n M ge 1551K 1 I 10W 0 ®R IM, 001fil a Ua TANW-f-mm MEN M . N .h R B" Wi. 25/75% $47,500 511"! Sri F, 'P5 all 5/15% $47,500 R 0 30 x 74% $47,500 A mm m activities encouraging responsibility and other positive RN gg $47,500 Al IT w- 6�!Wga M00% 3 -re u4-v T 30 x 65% $190,000 V MN appropriate; PERFORMANCE GOALS/COMMON MEASURES *DISCLAIMER: OUTCOMES ARE SUBJECT TO INCREASE/DECREASE DEPENDING ON YOUTH POPULATION at eK- at pry '4M gg a NJ t, or an X 511"! Sri F, 'P5 all leading to completion of secondary school, � -M mr.� M, Plate 13eftt "'tra Secondary 30 x 74% 22 including dropout prevention strategies activities encouraging responsibility and other positive X Al IT w- 6�!Wga M00% 3 -re u4-v T 30 x 65% 20 V MN appropriate; N 9RW 30 x 67% 20 EXHIBIT B 25A-331 1. Tutoring, study skills training, and instruction, X 6. Leadership development opportunities which may leading to completion of secondary school, Include community service and peer-centered including dropout prevention strategies activities encouraging responsibility and other positive X social behaviors during non-school hours, as appropriate; 2. Alternative secondary school services, as 7. Supportive Services (e.g. tools, books, clothing, etc.); appropriate; 3. Summer employment opportunities that are X 8. Adult Mentoring for the period of participation and directly linked to academic and occupational a subsequent period for a total of not less than 12 learning (this element cannot be offered as a months; stand-alone activity); 4. As appropriate, paid and unpaid work X 9. Follow-up services for a minimum of 12 months X experiences, including internships and job after the completion of participation as appropriate; shadowing; and S. Occupational skill training, as appropriate; X 10. Comprehensive guidance and counseling which X may include drug and alcohol abuse counseling and I I I referral, as appropriate. EXHIBIT B 25A-331 COMPLAINT HANDLING UNDER THE WORKFORCE INVESTMENT ACT SANTA ANA MUA Santa Ana Local Workforce Investment Area Revised May 7, 2009 EXHIBIT C 25A -332 Table of Contents Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 3 1. Policy Statement 3 2, Civil Rights 4 3. Nondiscrimination laws under 4. How to File Your Comp 0 B. Criminal Complaints 6 II. General Procedures for Handling Non - Criminal Violations of the Act 6 III. Procedures for Handling Complaints at the LWIA IV. Procedures for Handling Complaints at the State I 12 V. Procedures for Handling Discrimination Complaints by Participants 15 VI. Procedures for Handling Handicap Complaints by Participants 17 GLOSSARY OF WIA TERMS 20 2 &W-513 Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 1. Policy Statement In carrying out the purpose of the Workforce Investment Act (WIA), the City of Santa Ana Local Workforce Investment Area (LWIA) will establish programs to prepare youth and unskilled adults for entry into the labor force and to afford job training to those individuals facing serious barriers to employment. Every effort will be made to provide services necessary for eligible individuals to obtain productive employment. In implementing WIA, all contractors in the Santa Ana LWIA will foster equal opportunity and non - discrimination, as provided in State and Federal equal opportunity and non - discrimination laws including, but not limited to: • Title VI of the Civil Rights Act of 1964 • Title VII of the Civil Rights Act of 1964 • The Age Discrimination Act of 1975, as amended • Section 503 of the Rehabilitation Act of 1973 • Section 504 of the Rehabilitation Act of 1973 • Title IX of the Education Amendments of 1972 • Section 188 of the Workforce Investment Act of 1998 In keeping with our commitment, no individual shall be excluded from participation in, denied benefits of, subjected to discrimination under, or denied employment, in the administration or of in connection with any WIA funded program because of race, color, religion, sex, national origin, age, handicap, or political affiliation or belief. Participation in programs and activities financially assisted in whole or in part under WIA shall be open to citizens and nationals of the United States, lawfully admitted permanent resident aliens, lawfully admitted refugee, parolees, and other individuals authorized by the Attorney General to work in the United States. No individual will be intimidated, threatened, coerced, or discriminated against because of filing a complaint, furnishing information, or assisting or participating in any manner in an investigation, compliance review, hearing or any other activity related to the administration of WIA. 2'M 4 Administration responsibility for this Equal Opportunity /Affirmative Action (EO /AA) Program is delegated to the Equal Employment Opportunity (EEO) Officer for the Santa Ana local Workforce Investment Area. Equal opportunity and non- discrimination, however, will only be achieved through leadership and implementation of a viable Affirmative Action Equal opportunity Program. 2. Civil Rights No one applying for or enrolled in the Workforce Investment Act (WIA) programs may be discriminated against because of race, color, creed, handicap, national origin, sex, age, political affiliation, or beliefs. This means that — for any of the characteristics listed above: • You may not be denied the opportunity to enroll in WIA. • No benefits or services may be denied you for discriminatory reasons. • You may not be segregated or treated any differently from other applicants or participants, while you are being registered, interviewed, counseled or tested; or while you are working or attending classes as part of the program. • You must be provided an equal chance to use all facilities available in the program. i Fair employment practices must be provided to all staff with regard to recruiting, hiring, transferring, promotions, training, compensation, benefits, layoff, and termination. You have the right to make a complaint if you feel you have been denied any of the above opportunities. You cannot in any way be penalized for filing a complaint. Your WIA sponsor has established a mechanism for handling complaints and grievances. Your complaint must be filed within 180 days. All complaints will be handled confidentially. 3. Nondiscrimination Laws under WIA Title VI of the Civil Rights Act of 1964 Prohibits discrimination on the basis of race, color, national origin, or religion. The Age Discrimination Act of 1975 Prohibits arbitrary discrimination against persons age 40 -70. The Rehabilitation Act of 1973 4 ': =51TV Prohibits discrimination based on handicap. Title IX of the Education Amendments of 1972 Prohibits discrimination in any education or training program or activity receiving federal financial assistance. OTHER CIVIL RIGHTS LAWS: Title VII of the Civil Rights Acts of 1964 Prohibits discrimination in employment based on race, color, religion, sex, or national origin in all terms and conditions of employment and establishes the Equal Employment Opportunity Commission as the administrative agency. White House Executive Order no. 11246 as Amended by Executive Order No. 11375 Creates the office of Federal Contract Compliance and prohibits discrimination based on race, color, sex, religion, or national origin. Department of Labor Secretary's Order no. 4 -73 Prohibits discrimination based on sex. Equal Pay Act of 1963 Prohibits pay differential solely because of sex. Emergency Employment Act of 1971 Prohibits discrimination based on race, creed, national origin, political affiliation, or beliefs. 4. How to File Your Complaint a. Put your complaint in writing. b. Have it sworn to before a notary public, if possible. c. Provides details that tell what happened, where it happened and when it happened. d. Give the name and addresses of all persons who were present or who had anything to do with the matter. ...Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation and citizenship, must be filed within 180 days of the alleged occurrence directly with: s AM56 Director Civil Rights Center U.S. Department of Labor, Room N -4123 200 Constitution Ave., NW Washington, D.C. 20210 Complaints on the basis of handicap must be filed within 180 days of the alleged occurrence. These complaints must be filed directly with the WIA administrative entity. The WIA administrative entity shall issue a written decision within 30 days of the filing of the complaint. If the complaint is still unresolved, an appeal may be made to the Chief of State Workforce Investment Division Office. The Department of Labor, the Civil Service Commission, the Equal Employment opportunity Commission, and many other offices and agencies are committed to assuring equal employment opportunities for all persons. They will protect you. A case may be taken to court if the other processes do not yield satisfactory results. You may hire your own lawyer, or if you cannot afford one, the court may appoint one for you. It is unlawful for an employer, union, or employment agency to punish you or any witness for attempting to present the facts in a case. YOUR CIVIL RIGHTS UNDER THE WORKFORCE INVESTMENT ACT Santa Ana Local Workforce Investment Area 1000 E. Santa Ana Blvd., Ste 200 Santa Ana, CA 92701 (714)565 -2600 B. Criminal Complaints In accordance with the WIA (P.L. 105 -200) and the implementing code of Federal section 667.600.... Federal handling of criminal complaints and report fraud, abuse and other criminal activity. "All information and complaints involving fraud, abuse or other criminal activity shall be reported directly and immediately to the City of Santa Ana and the Secretary of Labor." II. General Procedures for Handling Non - Criminal Violations of the Act The following procedure is promulgated to meet the requirements of Title 20, of the Code of Federal Regulations, Section 667.600 through 667.640 of the WIA regulations, and Section 181(c) of the Act (Public Law 105.200: 29 U.S. Code Sec. 2931 et seq.) at the State and LWIA L.7X*17 level for the receipt, investigation, hearing, and resolution of complaints by WIA participants, sub recipients, applicants for participation, or financial assistance, labor unions, community based organizations, or any other persons. These procedures provide for resolution of non - criminal complaints arising from the operation of the Santa Ana LWIA. A complaint is defined here as a written expression by a party alleging a violation of the Act, regulations promulgated under the Act, recipient grants, sub agreements, or other specific agreements under the Act, including terms and conditions of employment of such participants in employment training programs. All complaints, amendments and withdrawals shall be in writing. These procedures are intended to resolve matters which concern policies, procedures or action(s) arising in connection with WIA programs operated by each LWIA grant recipient and sub recipient under the Act. These procedures shall not be construed as affecting any other available legal remedy outside of the WIA complaint process (i.e., disputes regarding terms and conditions of employment of any employee who is not a participant), either separately or simultaneously, that a person may wish to pursue in the resolution of a non -WIA complaint. Also, these procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion Procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion and resolution of any problems outside of and without resort to the formal complaint procedure. A. The following principles and rules apply to all complaints at all steps of the complaint procedures: All complaints must be made in writing within 180 days of the alleged occurrence, except complaints alleging fraud or criminal activity. 2. All persons filing a complaint shall be free from restraint, coercion, reprisal, or discrimination. Good faith efforts shall be made to informally resolve the complaint prior to the scheduled hearing. Complainants have the right to withdraw their complaints (in writing) at any time prior to the hearing. A complainant may amend his /her complaint to correct technical deficiencies but not to add issues. Complainants shall have the right to be represented at their own expense by person(s) of their choosing at all levels of the complaint process. 4. Upon enrollment into employment or training, participants shall be provided with written description of these procedures, including notification of their right to file complaints and instructions for filing. An employer of participants, including private- for - profit employers of participants, may use this or other complaint resolution procedures so long as the participant is informed of the complaint resolution procedure they are to follow and the time frames governing review of complaints are met. 2'W 58 A "participant ", within the meaning of these procedures, is an individual who receives employment- training services under a program funded by Santa Ana LWIA. The Complaint Resolution Procedures contained herein (or the alternative procedures which an employer may use) shall be available to participants to resolve disputes regarding items and conditions of employment of such participants in employment training programs. However, such procedures shall not be used to resolve disputes regarding terms and conditions of employment of any employee who is not a participant, as defined herein. 5. If a complaint does not receive a decision at the LWIA grant recipient level within 60 days of filing the complaint or receives an unsatisfactory decision, the complainant then has a right to request a review of the complaint by the Governor. 6. Complainants must initially file and exhaust LWIA grant recipient /hearing procedures prior to appealing to the State except where the State determines that the LWIA grant recipient's procedures are not in compliance with the State's procedures. III. Procedures for Handling Complaints at the LWIA Level A. Receipt Complaints Pursuant to the WIA regulations found at 20 CFR, Section 667.600, the LWIA administrative entities have the responsibility to conduct hearings and resolve complaints made by individuals about the administration of programs in the LWIA. "LWIA level" encompasses LWIA administrative entity and employers to which the administrative entity has delegated the complaint resolution process. The following comprise the guidelines for resolving issues arising in connection with WIA programs operated by the Santa Ana LWIA including resolutions of complaints arising from actions, such as audit disallowances or the imposition of sanctions taken by the Governor with respect to audit findings, investigations or monitoring reports. 1. Form and Filing of Compliant Official filing date of the compliant is the date the written complaint is received. The filing of the complaint with the Santa Ana LWIA Equal Employment Opportunity Officer shall be considered as a request for hearing and a decision must be issued within 60 days. The complaint must be in writing and must be signed and dated. The complaint should also contain the following information: a. Full name, telephone number, if any, and mailing address of the complainant; b. Full name, telephone number, and mailing address of the agency involved (respondent); c. Clear and concise statement of facts including dates constituting alleged violation; &Xj1 jq d. What provisions under the Act, regulations, grant or other agreements under the Act, are believed to have been violated; e. Remedy sought by the complainant; and If the complainant is a private or public entity or corporation, and not a natural person, the filing of the complaint must be duly authorized by the governing body of such entity or corporation. The absence of any of the requested information shall not be a basis for dismissing the complaint. A copy of the complaint must be sent to the respondent and both parties notified of the opportunity for an informal resolution. At each step of the complaint process, the complainant must be notified in writing of the next procedural step. 2. Informal Conference Informal conferences will be utilized by the Santa Ana LWIA to resolve complaints; however, such informal conferences shall not extend the time within which a decision must be issued after receipt of a complaint. Attempts at informal resolution will commence with two (2) weeks of the date of filing of the complaint. The EEO Officer will review the case and ascertain facts prior to the conference so that appropriate resolution can take place at the time of this meeting whenever possible. Although the complainant should be encouraged to attend this conference, his /her failure to do so should not preclude his /her right to request a hearing on the matter. c. If mutually satisfactory resolution results and the Santa Ana LWIA concurs, the EEO Officer will write a brief report for the file stating the issues and resolution. The matter shall then be considered closed. d. If resolution does not result, the complainant shall be provided the necessary information and assistance to request a hearing if he /she so desires. 3. Request for Hearing a. As in the case of the complaint, the request for a hearing should be put in writing anc be filed in person or by mail. A governing board resolution of authorization to appeal should also be submitted when appropriate. The request should be filled with: Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive. M -24 Santa Ana, CA 92701 (714) 647 -5157 2'MMO b. A hearing will be scheduled by the EEO Officer within thirty (30) days of the date of filing of the complaint. 4. Notice of Hearing Upon receipt of the request for hearing, the complainant and the respondent will be notified in writing of the hearing ten (10) calendar days prior to the date of the hearing. The ten -day notice may be shortened with the written consent of the parties. A decision will be issued by the Santa Ana LWIA within sixty (60) days of the date of filing of the complaint. The hearing notice shall be in writing and contain the following information: a. The date of notice, name of the complainant, and the name of the party against whom the complaint is filed. b. The date, time and place of hearing before an impartial hearing officer. c. A statement(s) of the alleged violation(s) d. Advise as to where information or assistance may be obtained, and the name, address, and telephone number of the Santa Ana LWIA Equal Employment Opportunities (EEO) Officer who can answer inquiries. B. Conduct of Hearing The hearing shall be conducted in an informal manner with strict rules of evidence not applicable. Unnecessary technicalities should be avoided. It should provide the flexibility to enable adjustment to the circumstances presented. The hearing officer shall have complete independence to obtain facts and make decisions. The hearing officer shall be in a position to render impartial decisions and thus should not be subordinate to the Santa Ana LWIA or its sub recipients. The hearing officer will be selected from a list of names on file with the EEO Officer. 2. Full regard must be given to the requirements of due process to insure a fair and impartial hearing. The hearing office designated by the EEO Officer to function in a quasi - judicial capacity should begin the hearing by summarizing the record and the issue and should explain the manner in which the hearing will be conducted, making sure that everyone involved understands the proceedings. Such explanations should be adapted to the needs of the specific situation. The hearing officer might take testimony under oath or affirmation to give some assurance of veracity to the hearing. "M The burden of proof should be reasonable and flexible, dependent upon the circumstances of the case involved. The hearing officer determines the order of proof. Generally, the party making the complaint has the obligation of establishing his or her case and should be examined first. The party involved should have the right to be represented (at their own expense) if he /she so desires. Other he /she is limited to his /her own abilities and those to the hearing officer in obtaining testimony in the case. 6. It is important that the hearing officer obtain the fullest information for the record. If the parties involved, or their representatives, do not know how to ask the right or pertinent questions in pursuing their right to due process, it shall be necessary for the hearing officer to step in to have all the materials and relevant facts elicited. 7. The practice in informal hearings is generally not to apply strict rules of evidence in obtaining facts. However, the quantity of evidence required to support a decision on an issue should be sufficiently credible that the state (or other appropriate agency), upon reviewing the decision, would conclude that the decision is supported by substantial evidence. 8. The hearing officer should attempt to negotiate a resolution of the issue at any time prior to the conclusion of the hearing. Within ten (10) days of the conclusion of the hearing, the hearing officer will issue a recommended decision to the LWIA for final determination. The recommended decision shall be in writing and may be accepted, rejected or modified by the Santa Ana Workforce Investment Board. C. Issuance of Decision Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWIA shall issue a written decision to all parties by first class mail. The final decision shall contain the following information: 1. The name of the parties involved. 2. A statement of the alleged violation and issues related to the alleged violation. 3. A statement of the facts. 4. The decision and the reasons for the decision. 5. A statement of corrective action, if any, to be taken. 6. Notice of the right to request, within ten (10) calendar days of receipt of the decision, a review of the decision by the State Review Panel. D. Record of Hearing 11 PM- KAR An administrative file containing support documents on the complaint resolution process hearing conducted will be retained by the Santa Ana LWIA. The purpose of a record is to serve as substantiation of the process followed by the Santa Ana LWIA on the resolution of the issues and the results. This information would then be available for subsequent review in the event the matter is raised with the State. Such records must be retained for a three - year period after the grant has been officially closed out. The Santa Ana LWIA's written decision will be included in the record. Evidence received at the hearing, notes by the hearing officer, stenographer's notes and tape recordings may also be used. E. Establishment of Complaint Procedures In accordance with Section 667.600, each employing agency including private- for - profit employers of participants under the Act is required to establish a complaint procedure for resolving matters relating to the terms and conditions of employment. Employers may operate their own grievance system or may utilize the Santa Ana LWIA's established procedures under Section 667.600. At a minimum these procedures must include: Written notice, upon enrollment into employment training services, of the scope and availability of such procedures. Employer's grievance procedures shall be set forth in a written document and must meet the regulation mandate that a complaint will be resolved with sixty (60) days from the date the complaint was filed. A copy of employer's grievance procedure shall be provided to each participant upon enrollment in employment training. 2. Written notice, at the time the grievance is filed, of the procedures under which the grievance will be processed. 3. Written notification of the disposition of the grievance and a written decision shall be issued within thirty (30) days of the filing of the grievance unless a present and long established grievance specifically provides other limits; and 4. Written notification of the participant's right to request a review of the employer's decision by the Santa Ana LWIA and the State Review Panel in accordance with Section 667.600. IV. Procedures for Handling Complaints at the State Level Section 181 (c) of the Act and the WIA regulations at 20 CFR, Section 667.600 (d) requires the Governor to establish a State Review process of complaints filed at the LWIA grant recipient level and of complaints initially filed at the State level. Appeals of decisions issued at the LWIA level including audit disallowances and sanctions shall be reviewed by the State Review Panel. The State Review Panel shall review the record established at the LWIA level and shall issue a decision based on the information contained therein. 12 AM M3 Complaints which may be initially filed at the State level will be heard by an independent hearing officer designated by the State Workforce Investment Division (WID). The hearing officer shall conduct a hearing and issue a recommended decision to the State Panel. The recommended decision shall be in writing and may be accepted, rejected or modified by the State Review Panel. A. Form and Filing of Complaint. 1. Request for State Review of LWIA Level Decisions On receipt of a complainant's request for review because of an unsatisfactory decision, the State shall provide for an independent state review. 2. Filing of Requests for State Review The State Review Panel shall review all LWIA level decisions when a request for review is filed within 10 days of receipt of the adverse decision. Such requests must be filed in writing with the Chief of the WID Office. The request for review should contain the following information: a. Full name, address, and telephone number of the party requesting the review b. Full name, address, and telephone number of the other party c. A copy of the decision d. Brief statement of reasons for review or the section of the LWIA decision to be reviewed including regulatory and statutory citations e. A statement of the relief sought. 3. Complainant Responsibility It is the responsibility of the complainant to include in the request for review a written statement setting forth the facts presented at the LWIA hearing which support the requested relief. The Chief, WID, shall mail a copy of the request for review to the other party and to the LWIA. It shall be the responsibility of the LWIA to submit the complete record including a typed record of the hearing to the Chief, WID, within ten (10) days. B. Conduct of Hearings. 1. Request for Hearing at the State Level If no decision has been issued at the LWIA level or the State has determined an audit disallowance or imposed sanctions, the complainant may request a hearing. The 13 2MS44 hearing officer will then issue a recommended decision to the State's Review Panel for final determination. 2. Filing for Request for Review The request for a State hearing shall be filed within ten (10) days after LWIA should have issued a decision or ten (10) days after the issuance of the audit disallowance or sanction. The request shall be filed directly with the Chief of the WID in writing and should include the following: a. Full name, address, and telephone number of the LWIA b. Name, address, and telephone number of the LWIA C. Copies of complaints made at LWIA level from which no decisions were issued or sanctions and imposed. d. A statement of basis for the request for hearing. 3. Evidentiary Hearing Upon receipt of the request for a State level hearing, a hearing before a designated hearing officer will be scheduled. The hearing will be recorded mechanically or by court reporter. Both parties concerned will have the opportunity to present oral and written testimony under oath, to call and question witnesses in support of his /her position, to present oral and /or written arguments, to examine records and documents relevant to the issue(s), and to be represented. The hearing officer shall issue a written decision, which shall be forwarded to the State Review Panel for final determination. The State Review Panel may accept, reject or modify this recommendation. The decision of the State Review Panel is final except for audit disallowances, which must be approved by the Secretary of Labor C. State Review Panel The State Review Panel will consist of a panel of three representatives from the Employment Development Department: one from the Legal Offices, one from the WID, and one from the Director's office. The panel will issue a written decision, which will be sent to the appropriate parties within thirty (30) days of receipt of the request for State review. Decisions issued by this panel, under the authority of the Governor, are final. 14 29MM5 D. Issuance of State Review Decision. The State review will be limited to violations of the WIA, implementing WIA regulations or the grant agreement. This review shall be limited to the record established at the LWIA hearing. V. Procedures for Handling Discrimination Complaints by Participants. A. Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation, and citizenship, where appropriate, must be filed within 180 days of the alleged occurrence. 1. It is the responsibility of the Santa Ana LWIA's Equal Employment Opportunity (EEO) Officer to determine jurisdiction and to make the complainant aware of and provide assistance in filing a complaint in accordance with the Santa Ana LWIA's procedure under Section II (A). ss &WM6 PROCEDURES FOR HANDLING NON - CRIMINAL COMPLAINTS No later than 180 days of alleged discrimination Handling of complaints filed at LWIA level arising in connection with WIA programs operated by LW/As Informal Resolution Process w 0 0 0 Unsatisfactory Decision or LWIA Decision not issued within 60 days Within 10 days of receipt of ° unsatisfactory decision or 10 Request for State Review w days from date 0 LWIA decision o O should have been issued. Governor's Decision issued by State Review Panel If no decision issued by State Review Panel Appeal to DOL 16 29XB 47 c c c c t V In cases where areas of authority overlap, it is the responsibility of the EEO Officer to advise the complainant of the existence of State, Federal and other proper action agencies, which may also have a bearing. 3. Complainants alleging discrimination under this part will be made aware of their right to file directly with the Office of Civil Rights (OCR), U.S. Department of Labor and applicable procedures. 4. Complainants must file their complaint directly with: Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 VI. Procedures for Handling Handicap Complaints by Participants Complaints alleging discrimination on the basis of handicap will be filed and processed under the Department of Labor regulations implementing Section 504 of the Rehabilitation Act of 1973 at 29 Code of Federal Regulations Section 32. Complaints must exhaust the Santa Ana LWIA's informal resolution procedures before filing their complaint with OCR. 2. Complainants will be made aware of the 180 days requirement in which to file his /her complaint. A. Procedures at the LWIA Level The complainant shall file his /her complaint directly with the Santa Ana LWIA. Upon receipt of the complaint, the EEO Officer shall investigate and gather information concerning the complaint. 2. An informal conference will be held with the parties concerned in an effort to resolve the issue(s). The complainant has the right to be present and may be represented during the conference. 3. The Santa Ana LWIA shall issue in writing its decision to the complainant no later than thirty (30) days after the filing of the complaint. B. Procedures at the State Level 1. The complainant may appeal to the State if he /she is not satisfied with the decision of the Santa Ana LWIA. , .�H fy�17 L M8 2. The Complainant must file his /her appeal as a request for review directly with the Chief WID within ten (10) calendar days after the receipt of the Santa Ana LWIA's decision. 3. The Chief -WID, shall issue a decision no later than thirty (30) calendar days after receipt of the request for review. 4. After the complainant has received a decision or no decision has been received from the Director of Employment Development Department (on behalf of the Governor), the complainant has the right to appeal his /her complaint within thirty (30) calendar days to the Office of Civil Rights (OCR) with the Department of Labor. 18 PROCEDURES FOR HANDLING HANDICAP COMPLAINTS No later than 180 days of alleged discrimination Filed within 30 days of LW IA /State Decision or 90 days from date of initial filing of complaints Filing of complaint on the basis Of Handicap with LWIA Informal Resolution If no resolution reached o Request for Hearing Notice of Hearing Hearing Conducted LWIA Decision Unsatisfactory Decision or No Decision o State Review Governor's Decision Appeal to Assistant Secretary Department of Labor 19 &K-5t0 Day 1 Day 145 Day 60 Days GLOSSARY OF WIA TERM AGE DISCRIMINATION ACT — A law passed by Congress in 1975 which prohibits discrimination on the basis of age by any program or activity receiving Federal Funds. APPLICANT — An individual who applies to a subrecipient or contract for services provided under WIA and who has not yet transitioned to the status of participant. ASSESSMENT — Services designed to determine each participant's employability, aptitudes, abilities and interests and to develop a plan to achieve the participant's employment and related goals; also to identify the available employment and traning activities appropriate for the participant. Testing and counseling may also be used during assessment process. CHARGING PARTY (CP) COMPLAINANT GRIEVANT, OR AGGRIEVED PERSON — The person who charges that he /she has been discriminated against under Department of Justice nondiscrimination and civil rights regulations and /or guidelines. DISCRIMINATION — In general, a failure to treat all equally, whether intentional or unintentional; the effect of an action, policy or practice which selects an individual or class of persons to receive unequal treatment. ELIGIBLE NON - CITIZEN — Lawfully admitted permanent resident, aliens, lawfully admitted refugees, and parolees and other individuals authorized by the Attorney General to work in the United States. EMPLOYER — An employer subject to the provisions of the Civil Rights Act of 1964, as amended, including state and local governments and any Federal agency subjects to the provisions of Section 717 of the Civil Rights Act, as amended; and any Federal contractor or subcontractor covered by executive Order 11246, as amended. GRIEVANCE — An allegation that something imposes an illegal obligation or burden or denies some equitable or legal right, or causes injustice . HANDICAPPED INDIVIDUAL — Any individual who has a physical or mental disability that constitutes or results in a substantial handicap to employment. INTAKE — Includes screening to determine eligibility; to select from eligible applicants those individuals who are most in need and can benefit from program services; to complete procedural requirements necessary to enroll an individual into the program and to refer those not enrolled to other programs. JOINT COMPLAINT — A complaint of employment discrimination covered by Title VII or the Equal Pay Act and by Title VI or Title IX. Individual "joint complaints" are normally investigated by EEOC 20 PTF7 MTIT unless OCR has a compelling reason to investigate. "Joint complaints" alleging discrimination in employment and other practices and pattern or practice "joint complaints" are normally investigated by OCR. JURISDICTION — Authority to investigate and resolve complaints against an institution subject to a law or statute which has been assigned to OCR for enforcement, i.e., Title VI, Title IX, etc. PARTICIPANT — Any applicant who has: (1) Been determined eligible for participation upon intake; and (2) Who is receiving subsidized employment, training or services (except post- termination services) funded under the Act, following intake, except for an individual who receives only outreach and /or intake and assessment services. 21 &M82 CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS GRANTS LOANS and COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that: 1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying." in accordance with its instructions. 3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure occurring on or before October 23, 1996, and of not less than 11,000 and not more than 110,000 for each such failure. /c Su Flf a �� �'� ^'�.�^ "�llx1 C'�_ � (�.,?o�a.,r�p7 b�rN,�,� I G C�C.f. •J�/ i czrL�. / ;.✓ Grantee /Contractor Organization U� f Signature Date Name of Certifying Official Signature EXHIBIT D 25A -353 28 Certification Regarding Drug -Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S. Department of Housing and Urban Development in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug -Free Workplace Act, the U.S. Department of Housing and Urban Development, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug -Free Workplace Act, CERTIFICATION A. The contractor certifies that it will provide a drug -free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing a drug -free awareness program to inform employees about — (1) The dangers of drug abuse in the workplace; (2) The contractor's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance program; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1) Abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an EXHIBIT E 25A -354 employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - ( 1) Taking appropriate personnel action against such an employee, up to and including termination; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B. The contractor shall insert in the space provided on the attached "Place of Performance" form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Housing and Urban Development immediately upon the decision to use such additional sites by submitting a revised "Place of Performance" form. Date Program Operator Signature City of Santa Ana/ Santa Ana Library EXHIBIT E 25A -355 DIVISION OF EMPLOYMENT SERVICES PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG -FREE WORKPLACE REQUIREMENTS Name: City of Santa Ana/ Santa Ana Library Name of Contractor: City of Santa Ana/ Santa Ana Library Contractor Number: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): 26 Civic Center Plaza, Santa Ana, CA 92702 EXHIBIT E 25A -356 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160 - 19211). (Before completing certification, read instructions which are an integral part of certification) 1. The prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; b. Have not within a three -year period preceding this proposal been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three -year period preceding this application /proposal had one or more public transactions (federal, state or local) terminated for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. /qq /// !r'r..K.:C i<]r_ ✓< < ?'�....r (�,fr�rv��F. a„ <,�F.'i�ar° ✓�. rt..r• /rl / +� �,�, ,!' Grantee / Contractor Organization' Name and Title of Official Authorized to Certify On Behalf of the Grantee --�, M 9 Date EXHIBIT F 25A -357 26 Budget Form (Administrative Total Cost (Not to Program Total WIA Cost Match /In Kind Exceed 10 %) Cost I, Lead Case Manager (1 FTE) $44,947.20 $33,710.40 $11,236.801 Project Director $28,749.00 $28,749.00 Technology /CTV3 Coordinator $20,535.00 $20,535.00 Library Services Manager $15,276.00 $15,276.00 Support Staff/ Tutor/Mentors(.8 FTE) $92,041.00 $22,540.00 $69,501.00 i Lead Caseworkers (1 FTE) $13,974.08 $10,480.56 $3,493.52 Project Director $8,912.19 $8,912.19 Technology /CTV3 Coordinator $6,365.85 $6,365.85 Library Services Manager $4,735.56 $4,735.56 Support Staff /Tutor /Mentors (.8 FTE) $17,065.35 $1,836.76 $15,228.59 Total Personnel Salaries & Benefits $0.00 $252,601.23 $68,567.72 $184,033.51 Rent Utilities Phones Internet Fees Parking Fees Security Maintenance Insurance Equipment rental fees* Equipment rental fees* Vehicle lease* Office expenses (c o nsumables) Accounting Services Legal Services Auditing Services Indirect Cost* - $3,408.771 $3,408.77 $3,408.77 Staff Training Staff Conferences /Youth Conferences $1,300.00 $1,300.00 Staff Travel /Mileage _ p -..._ __.$96,87150 Participant Wages* $96,873.50 Supportive Services* Participant Incentives* Other- Vocational Training $19,850.00 - Budget Narrative: WIA Funds -65% of budget Spent directly on youth in the form of paid work experience, and training / 34% budget spent on youth case management, mentoring and tutoring I. PERSONNEL SALARIES: Lead Case Managers (1 FTE): i.) Lead Case Manager: Responsible for management of all student interns, maintaining WIA compliance, mentoring of several youth, follow up services to previous year WIA youth and management of all employment and library based training components . Assistant Librarian 100% (20001irs) of $44,947 (annual salary) = $33,710.40 WIA; $ 11,236.80 In -Kind; 2. Program Director 05 FTE): Responsible for general oversight and direction of program. Principal Librarian — Cheryl A. Eberly. 35% (700hrs) of $82,140 (annual salary) = $28,749.00 In -kind (In -Kind) 3. Technolo9y /CTV3 Coordinator (.25 FTE): Responsible for oversight and management of technology aspects of the grant, website and CTV3 television programming. Principal Librarian — Lynn Nguyen. 25% (500hrs) of $82,140 (annual salary) = $20,535.00 In -kind 4. Library Operations Manager (.15FTE): Responsible for supervising library operations in relation to this grant. Library Operations Manager - Heather Folmar. 15% (3001trs) of 101,834 (annual salary) = $15,276.00 In -Kind 5 Support Staff/ Tutor/Mentors i.) Clerical Support Staff (.31 FTE) : Assist in document management, recruitment, eligibility determination, payroll of staff, assist with overall operations, and inquiries and information technology courses. Clerk- $14.88 x 625 hours= $9,300 WIA; $8,928.00 In -Kind ii.) Out -of- School Youth Tutor/Mentor (.25 FTE) : One -on -one mentoring and tutoring of out -of,- school youth, and coordination and instruction of several workshop/ MOOC components. Sr. Tutor - $14.37 x 1700 hours = $7,185 WIA; $10,059.00 In -Kind iii.) In- School Youth Tutor/Mentor (.25 FTE) : One-on -one mentoring and tutoring of in- school youth, and coordination and instruction of several workshop/ MOOC components. Tutor - $12.11 x 1700 hours = $6,055 WIA; $8,477.00 In -Kind i.) MOOC's coordinator (.35 FTE): Responsible for management of all MOOC based training elements of program, will mentor several out -of- school youth. Assistant Librarian 35% (700hrs) of $46,820 (annual salary) = $ 16,387.00 In- Kind ii.) Garfield Site Coordinator (.3 FTE): Responsible for management college credit course based training components and video production workshops. Librarian 30% (6001irs) of $57,000 (annual salary) = $ 17,100 In -Kind iii.) Graphic Design/ Website Design Course Coordinator (.15 FTE): Responsible for development of intro to graphic design/ website design training components. Librarian 15% (300hrs) of $57,000 (annual salary) = $ 8,550 In -Kind II.) PERSONNEL BENEFITS: Benefits are calculated as percentage of Salary. i.) Grant Funded Rates for Lead Case Workers (2 FTE) are as follows: PERS /Social Security (- 12.07 %), Medicare (- 1.45°/x), Health Insurance (- 13.71 %), Retiree Health (- 0.90 %), Worker's Comp (2.96 %) EXHIBIT G 25A -359 ii.) In -Kind Rates for Program Director, Technology Coordinator, Library Services Manager and In -Kind Full Time Support Staff are as follows: PERS /Social Security (- 12.07 %), Medicare (- 1.45 %), Health Insurance (- 13.71 %), Retiree Health (- 0.90 %), Worker's Comp (2.96 %) iii.) Grant Funded and In -Kind Rates for PT Clerical Support/ Sr. Tutor/ Tutor Mentor Staff are as follows: Deferred Comp (- 3.75 %), Medicare (- 1.45 %), Worker's Comp (2.96 %) III.) OPERATING EXPENSES: INDIRECT COSTS: The rate of 6.06% was used to calculate Indirect Cost using salary w /out benefits base of $56,250.40 ( WIA funded personnel) = $ 3,408.77 WIA Funds V.) STAFF CONFERENCES = i.) CWA Conference cost for 4 youth interns (2 x $225)= $900 ii.) CWA Conference cost for ladult mentors (1 x $400) = $400 IV.) PARTICIPANT WAGES: All youth will participate in a 44 week long combination paid Work Experience training and internship /externship program. $96,873.50 WIA Funds Track 1: Out —of- School Youth: Microsoft Office Application certificationsand Intermediate Digital Media Apprenticeships (5 participants ): Digital Media Basics: 40 hours, Intro to Marketing: 50 hours, Intermediate Digital Media: 100 hours, MOOC's based certification trainings: 50 hours, Work Experience Internship/ Externships: 160 hours (400 hrs X $8.53) Track 2: In- School Youth: Microsoft Applications certification and Intermediate Digital Media Apprenticeships (10 Participants): Digital Media Basics: 40 hours, Intro to Marketing: 50 hours, Intermediate Digital Media: 100 hours, MOOC's based certification trainings: 10 hours, Work Experience Internship/ Externships: 100 hours, (300hrs x $8.53) Participant Benefits: Benefits for the Paid Work Experience Training and Internship/ Externship Program are based on a percentage of the participant's wages as follows: Deferred Camp (- 3.75 %), Medicare (- 1.45 %), Worker's Comp (2.96 %) Santa Ana College Course Technical Training Partnership: Charge is the contract amount to be charged by Santa Ana College to provide the Intermediate Digital Media Courses and Marketing Courses 043 Microsoft Certified Instructor for Business Applications 164 :Introduction to Adobe Photoshop 1 4,750 Instructor for Communications & Media Studies 102: Multimedia Storytelling 1 4,750 Instructor for Marketing 113 :Principles ofMarketine 1 9.500 TOTAL WORK EXPERIENCE TRACKING: All Work experience compensation will be tracked via daily sign -in sheets and bi- monthly timesheets (Please refer to attachment J for samples of timesheets and sign -in sheets) EXHIBIT G 25A -360 Assurances & Certifications Selected providers will be required to sign and submit "actual" assurances and certificates as required by the City of Santa Ana and the Workforce Investment Board on all contracts. I recognize that I must give assurances for each item below. If I cannot, this proposal will be aut matically rejected. Please initial each box. y ✓ I am authorized by my Board of Directors, Trustees, other legally qualified officer, or as the ' owner of this agency or business to submit this proposal. y We are not currently on any Federal, State of California, or local Debarment list. - We will provide records to show that we are fiscally solvent, if needed. We have, or will have, all of the fiscal control and accounting procedures needed to ensure that WIA funds will be used as required by law and contract. We have additional funding sources and will not be dependent on WIA funds alone. We do or will meet the applicable Federal, State, and local compliance requirements. They include, but are not limited to: Records that accurately reflect actual performance. r- Maintain record confidentiality, as required. Reporting financial, participant, and performance data, as required. Comply with State and Federal fiscal and program activity audits. r Comply with Federal and State non - discrimination provisions. f Meet requirements of Section SO4 of the Rehabilitation Act of 1973. (;r Meet requirements of the American's with Disabilities Act of 1990 Meet all applicable labor law, including Child Labor Law standards. Agree to provide a drug free workplace. Agree to insure the City of Santa Ana through General Liability Insurance and Automobile Liability. Coverage in the amount of $1,000,000.00. Agree to provide all participants with Grievance Procedures. Agree to insure proposer's employees through Workers Compensation Insurance (including part -time employees) Procurement policies and procedures are in place and meet federal guidelines. Youth Protection Policy and Sexual Abuse & Molestation insurance of $2,000,000 We will not: Place a youth in a position that will displace a current employee. Use WIA money to assist, promote, or deter union organizing. f` Use funds to employ or train of persons in sectarian activities. u Use funds for youth in the construction, operation, or maintenance of any part of a facility to be used for sectarian instruction or religious worship. f. Use WIA funds for activities that would interfere with or replace regular academic requirements for eligible youth who are not dropouts. Use WIA funds to carry out programs funded under the School -to -Work Opportunities Act of 1994 unless the program(s) are only for youth eligible to participate under WIA. Use WIA money under this contract to purchase any equipment. n 14reby assuo that' pll of the 446ove are true. 4 Name V'/ Title Date EXHIBIT H 25A -361 25 Self- Insured EXHIBIT I 25A -362 AGREEMENT UNDER THE WORKFORCE INVESTMENT ACT THIS AGREEMENT, made and entered into this 1st day of July, 2014, by and between the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ( "CITY ") and Taller San Jose a non - profit corporation ( "CONTRACTOR "). RECITALS: A. CITY has been designated a Local Workforce Investment Area (LWIA) under the Workforce Investment Act of 1998, Public Law 105 -220 ( "the Act "). B. The State of California has created the LWIA to administer the Act programs operated by the State of California pursuant to the Act. C. As a LWIA, CITY is entitled to receive federal funds to establish programs to prepare economically disadvantaged youths for entry into the labor market and to provide basic skills development to those individuals who are economically disadvantaged or otherwise face serious barriers to succeeding in life. One goal of California's Workforce Investment System is to provide youth with the opportunities to achieve career goals that will allow them to successfully compete in the labor market and prepare them for higher education. D. CONTRACTOR is experienced in operating education, occupational development and employment programs for economically disadvantaged youth for entry into the labor market ( "said program "). E. CONTRACTOR is willing to operate said program pursuant to the Act and California law. WHEREFORE, for and in consideration of the respective and mutual covenants and promises hereinafter contained and made, and subject to all the terms and conditions hereof, the parties hereto do hereby agree as follows: I. CONTRACTOR'S OBLIGATIONS A. CONTRACTOR agrees to provide the following services pursuant to said program, as more specifically set forth in CONTRACTOR'S Program Narrative contained in "Exhibit A" and in the Performance Standards "Exhibit B ", attached hereto and by this reference incorporated herein. CONTRACTOR'S failure to provide said services may be grounds for CITY to readjust the level of payment to CONTRACTOR otherwise provided for hereinafter. B. CONTRACTOR agrees to provide benefits to individuals who participate in the activities and services funded by this Agreement ( "participants ") in accordance with the standards and requirements set forth in Workforce Investment Act of 1998, Public Law 105 -220. 25A -363 Pagel of 15 C. CONTRACTOR agrees to perform the services set forth herein in a professional, timely and diligent manner. D. CONTRACTOR shall provide wages and benefits to individuals who participate in the activities and services funded by this Agreement in accordance with the standards and requirements of the Act, including Section 181 of the Act. E. CONTRACTOR shall adhere to the Labor Standards described in the Act including Section 181 of the Act. F. CONTRACTOR agrees to comply with the "Complaint Handling Procedures Under the WIA ", attached hereto as "Exhibit C" and incorporated herein as though fully set forth in 20 CFR §667.200, Subpart F. CONTRACTOR shall advise participants of their rights to file complaints tinder the Act and the procedures for resolution of any complaints. CITY's procedures for handling complaints alleging a violation of the Act, regulations, grants, or other agreements under the Act shall be followed and any decision of CITY, the State or the federal government relating to the complaint shall be binding and followed by CONTRACTOR. CONTRACTORS who are employers shall operate a grievance system that incorporates CITY's procedures for resolution of complaints relating to the terms and conditions of employment; these procedures shall be approved in writing by CITY. G. As a condition of this award of financial assistance under the Act to CONTRACTOR from CITY, CONTRACTOR assures, with respect to operation of all programs or activities funded with funds provided pursuant to the Act, and all agreements or arrangements to carry out such programs or activities, that it will comply fully with the nondiscrimination and equal opportunity provisions of the Act (Section 188) and compliance with Equal Employment Opportunity provisions in Executive Order (E.O.) 11246, as amended by E.O. 11375 and supplemented by the requirements of 41 CFR Part 60; the Nontraditional Employment for Women Act of 1991; Title VI of the Civil Rights Act of 1964, as amended; section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; the Americans with Disabilities Act of 1990; and with all applicable requirements imposed by or pursuant to regulations implementing those laws, including, but not limited to, 29 CFR Part 33 and 37. The United States, the State of California and CITY have the right to seek judicial enforcement of this assurance. H. CONTRACTOR agrees that no participant(s) shall commence training prior to the approval of funding pursuant to Section 123 of the Act. I. CONTRACTOR agrees to maintain such records and submit such reports, data and information, on the form and containing such information, at such times as CITY may request or require regarding the performance of CONTRACTOR'S services or activities, costs or other data, including but not limited to, participants' attendance, payroll records and job duty statements. CONTRACTOR agrees to forward to the Santa Ana Work Center Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California 92701 completed Workforce Investment Act Application form and supporting documents; a complete Workforce Investment Act Enrollment; any subsequent updates to; Workforce Investment Act Youth Test Scores form; Workforce Investment Act Exit form upon completion/termination of active enrollment of participant; and the Workforce Investment Act Follow -Up form within 20 days following 30, 60, 90,180, 270, and 360 days of exit. Contractor agrees to enter information on the State of California's CalJobs database 25A -364 Page 2 of 15 system as instructed and requested by the Santa Ana Work Center Administration. CITY, the State of California and the United States govermnent and /or their representatives shall have access for purposes of monitoring, auditing and examining of CONTRACTOR'S activities, perfonnance, books, documents, papers, and records of CONTRACTOR subcontractors, bookkeepers and accountants, and employees and participants related to this Agreement. Such agencies or representatives shall also schedule on -site monitoring in their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants and entering any premises or onto any site in which any of the services or activities funded hereunder are conducted or in which any of the records of CONTRACTOR are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law. In the event CONTRACTOR does not make the above - referenced documents available within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. All accounting records and evidence pertaining to all costs of CONTRACTOR and all documents related to this Agreement shall be kept available at the location where CONTRACTOR conducted the program, as well as in the County of Orange, for the duration of this Agreement and thereafter for three (3) years after completion of an audit. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which CITY, the State of California or the United States Government take exception, shall be retained beyond the three (3) years until resolution of disposition of such appeals, litigation, claims, or exceptions. J. Without prejudice to any other section of this Agreement, CONTRACTOR shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. Notwithstanding the foregoing, CONTRACTOR agrees to submit to CITY, the State of California and/or the United States Government or their representatives; all records requested for administrative purposes, including audits, examinations, monitoring and verification of records submitted by CONTRACTOR, costs incurred and services rendered hereunder. K. CONTRACTOR agrees to complete in triplicate, a monthly Invoice /Voucher on CITY's Invoice/Voucher form, showing in detail the amount of money already expended by CONTRACTOR hereunder, as this is a cash reimbursement contract. Accounting records must be supported by such source documentation such as cancelled checks, paid bills, payrolls, time and attendance records, contract and subgrant award documents [29 CFR— Subpart C, Section 97.20 (b)(6)]. CONTRACTOR agrees to submit the above - stated documents to the WIB Administrative Office, 1000 East Santa Ana Blvd., Suite 200, Santa Ana, California, 92701, by the tenth (10th) day of the month following the month in which CONTRACTOR'S services are performed. Should CONTRACTOR fail to deliver said documents to CITY, CITY shall have the option to cancel this Agreement by giving CONTRACTOR ten (10) days written notice thereof. CONTRACTOR shall either return to the CITY excess revenues over costs or use such excess revenues as program income by utilizing such program income for additional training activities authorized under the Act. L. CONTRACTOR agreed tto�xpgn��l funds in accordance with all applicable Page 3 of 15 federal, state and local laws and regulations. CONTRACTOR also agrees to provide at CONTRACTOR'S own expense supplies and other costs of said PROGRAM. M. CONTRACTOR shall arrange independently for an audit that includes WIA funds received from CITY, in accordance with the Act, 20 CFR Section 667.200 and OMB Circular A- 133. CONTRACTOR shall submit one original of each required audit report to CITY within (30) days after the date received by CONTRACTOR. Should CONTRACTOR fail to comply with these requirements, CITY may at its option withhold payment of funds, or disallow funds or suspend additional grant funds. N. CONTRACTOR shall not expend funds pursuant to this Agreement to provide services to any participant where costs of training are paid for by any other person or entity. O. CONTRACTOR shall comply with the provisions of Circular A -102 of the U.S. Office of Management and Budget (OMB) and the related "Common Rule" entitled "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Government ", Subpart C, paragraphs 37 and 42, Circular A -128, and all other applicable federal statutes and executive orders and their implementing regulations, including regulations at 29 CFR Part 97. P. CONTRACTOR shall comply with the requirements of federal regulations found at 29 CFR 93 which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, member of Congress or an officer or employee of a member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. CONTRACTOR shall sign a Certification Regarding Lobbying to that effect in a form as set forth in "Exhibit D," attached hereto and by this reference incorporated herein. CONTRACTOR shall submit said signed Certification to CITY prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of CITY to pay any sums to CONTRACTOR under the terms and conditions of this Agreement. Q. CONTRACTOR agrees to provide a drug -free work place and to execute a Drug Free Workplace Certification as set forth in "Exhibit E" attached hereto and incorporated herein by this reference. R. CONTRACTOR, in accordance with the Child Support Compliance Act, recognizes and acknowledges the importance of child and family support obligations and shall fully comply with all state and federal laws relating to child and family support enforcement, including, but not limited to: disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the state Family Code; and, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Employee Registry maintained by the California Employment Development Department (EDD). S. CONTRACTOR agrees to comply with all applicable provisions of the ACT and the federal regulations, including but not limited to the regulations found at 20 CFR part 629. 25A -366 Page 4 of 15 T. CONTRACTOR agrees to that it is in compliance with the Certification Regarding Debarment ( "Exhibit F ") as required by the regulations implementing Executive Order 12549, Debarnent and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160- 19211). U. CONTRACTOR agrees to provide priority of services for veterans and eligible spouses pursuant to 20 CFR part 1010 and the regulations implementing priority of service for veterans and eligible spouses in Department of Labor job training programs under the Jobs for Veterans Act published at 73 Fed.Reg. 78132 on December 19, 2008. V. CONTRACTOR acknowledges that the official name for the statewide system of providing employment and training through the WIA partnerships and various other local programs is "America's Job Center ". To achieve the goals of this grant, it is important that the public has a quick and easy method to identify that the projects or programs they are taking part in are part of the "America's Job Center ". CONTRACTOR agrees to place the America's Job Center logo, in accordance with the State of California guidelines for such use, on all public materials such as statements, press releases, brochures, advertisements, reports and other documents describing projects or programs funded in whole or in part with WIA funds. When the America's Job Center logo is used, CONTRACTOR may accompany it with the following statement, "The (Program Name) is a proud partner of the America's Job Center network ". CONTRACTOR shall not use the America's Job Center logo in any manner that would imply that the State of California endorses a commercial product, service or activity. II. CITY'S OBLIGATIONS A. CITY agrees to pay to CONTRACTOR when, if and to the extent federal funds are received under the provisions of the Act a sum not to exceed $80,000 for CONTRACTOR'S performance in accordance with the Budget attached hereto as "Exhibit G" during the period of this Agreement. Said sum shall be paid after CITY receives invoices submitted by CONTRACTOR as provided hereinabove. B. CONTRACTOR has the ability to adjust line item amounts in the budget with the approval of the Executive Director, so long as the total Budget amount does not increase. C. CITY agrees to provide for on -site monitoring reviews of said program operation at least annually. In addition, monthly desk -top reviews of pertinent information will be conducted. D. CITY has the right to de- obligate the funds hereunder and take such funding back from CONTRACTOR due to any of the following reasons: (a) lack of performance by CONTRACTOR; (b) lack of fiscal accountability of CONTRACTOR; or (c) decrease in available funding. III. TERM OF AGREEMENT This Agreement shall commence on July 1, 2014 and all duties arising under this Agreement shall have been performed by Jur}g .220 ,��ye term of this Agreement may be extended Page 5 of 15 by a writing executed by the City Manager and the City Attorney. IV. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer- employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. V. WORKER'S COMPENSATION AND EMPLOYER'S RIGHTS A. CONTRACTOR shall use appropriate funds received from CITY to provide workers' compensation to all those hired by CONTRACTOR under this Agreement. B. CONTRACTOR shall have the right to hire, dismiss, or promote its employees or contract personnel hired under this Agreement so long as its hiring or dismissal policy or standard does not violate Title VII of the Civil Rights Act of 1964, Fair Labor Standards Act of 1938, or any other applicable law, and CONTRACTOR maintains itself as an Equal Opportunity employer. VI. APPLICABLE GUIDELINES A. The parties hereto agree that CONTRACTOR shall comply with all applicable federal and state laws and regulations, including, but not limited to the Performance Standards (Exhibit B) and general program requirements described in Sections 106 and 141 of the Act (29 USC Sections 1516 and 1551) and applicable regulations, and the U.S. Department of Labor guidelines and regulations, including amendments or revisions made during the teens of this Agreement. Said applicable laws are hereby incorporated by reference and made as part of this Agreement as though fully set forth herein. B. CONTRACTOR also assures and certifies that: 1. CONTRACTOR acknowledges and confirms that the U.S. Department of Labor has established three (3) common measures for youth: (a) Placement in employment or education; (b) Attainment of degree or certificate; and, (c) Literacy or numeracy gains. Pending WIA reauthorization and or U.S. Department of Labor and EDD updates, Contractor agree to implement and shall meet any additional performance measures that may be subsequently required by the Workforce Investment Act or by any other Federal, State, and local law. 2. CONTRACTOR shall comply with Title VII of the Civil Rights Act of 1964 (P.L. 83 -354) and in accordance with T* yII of the-Act, no person shall, on the grounds of race, Page 6 cf 15 color, religion, sex, age, handicap or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 3. CONTRACTOR shall comply with any and all federal laws limiting the political activity of employees hired under this Agreement. 4. CONTRACTOR shall comply with the requirements that no program under the Act shall involve political activities. 5. RECORD INSPECTION. CONTRACTOR shall provide the U.S. Department of Labor and the Controller General, by and through any authorized representative, as well as the WIB Administrative Office, access to and the right to examine all records, books, papers or documents relating to the accounting and use of funds under this Agreement for a three -year period from and after the effective date of this Agreement. 6. No person with responsibilities in the operation of any program under the Act shall discriminate with respect to any program participant or any application for participation in such program because of race, creed, color, national origin, sex, political affiliation or beliefs. 7. CONTRACTOR shall maintain appropriate standards for health and safety in work and training situations. S. CONTRACTOR shall comply with general provisions, assurances, and execute the Assurances and Certifications attached hereto as "Exhibit H" and incorporated herein. 9. EQUAL OPPORTUNITY. Any literature distributed by CONTRACTOR for the purpose of apprising businesses, participants, or the general public of its programs under this Agreement shall state that its programs are supported by the City of Santa Ana and the Santa Ana Workforce Investment Board, and shall state that the program is an "equal opportunity employer /program" and that "auxiliary aids and services are available upon request to individuals with disabilities." 10. Based on the population eligible to be served, or likely to be directly affected by the WIA program or activity, the services or information may need to be provided in a language other than English in order to allow such population to be effectively informed about or able to participate in the program or activity. Pursuant to 29 CFR 37.35, CONTRACTOR must take reasonable steps to provide services and information in appropriate languages after considering the scope of the program or activity, and the size and concentration of the population that needs services or information in a language other than English. 11. CONTRACTOR certifies that all property, finished or unfinished documents, data, studies and reports prepared or purchased under this Agreement, will be disposed of in accordance with the direction of the CITY. In addition, any tools and /or equipment furnished to the CONTRACTOR by the CITY and/or purchased by the CONTRACTOR with funds pursuant to this Agreement, will be limited to use within the activities outlined in this agreement and will remain the property of the United States Government and /or CITY. Upon termination of this Agreement, CONTRACTOR will immediately return such tools and /or equipment to the CITY or dispose of them in accordance with the direction of the CITY. 25A -369 Page 7 of 15 12. CONTRACTOR certifies that this Agreement does not provide for the advancement or aid to any religious sect, church or creed, or sectarian purpose nor does it help to support or sustain any school, college, university, hospital or other institution controlled by any religious creed, church, or sectarian denomination, as specified by Article XVI, Section 5, of the Constitution of the State of California, regarding separation of church and state. 13. PATENT, COPYRIGHTS AND RIGHTS IN DATA. The CONTRACTOR will disclose to the CITY any invention, written product, computer program developed or data assembled as a result of performance of work under this Agreement within seventy four (74) days of invention, development or assembly. The CITY, State of California, and U.S. Department of Labor will have the right to patent any invention and copyright any written product or computer program or data generated by CONTRACTOR. Upon written request, CONTRACTOR will transfer all pertinent information, specifications and right, title and interest to the designated agency. 14. INVENTIONS, PATENTS AND COPYRIGHTS. A. Reporting Procedure. If any project produces patentable items, patent rights, processes, or inventions in the course of work under a U.S. Department of Labor (DOL) grant or agreement, the CONTRACTOR shall report the fact promptly and fully to the CITY. The CITY shall report the fact to the Grant Officer, at the DOL. Unless there is a prior agreement between the CITY and the DOL and its representative on these matters, the DOL shall determine whether to seek protection on the invention or discovery. The DOL and its representative shall determine how the rightsin the invention or discovery, including rights under any patent issued thereon, will be allocated and administered in order to protect the public interest consistent with the "Governmental Patent Policy" (President's Memorandum for Heads of Executive Departments and Agencies, August 23, 1971, and Statement of Government Patent Policy as printed in 36 FR 16889). B. Copyright Policy. 1. Unless otherwise provided in the terms of the grant or agreement, when copyright - able material is developed in the course of or trader a DOL Grant or agreement, the author and the CITY which developed the work is free to copyright material or to permit others to do so. The CONTRACTOR and the Workforce Investment Board (WIB) shall have a royalty -free, nonexclusive and irrevocable license to reproduce, publish, use and to authorize others to use all copyrighted material. 2. The DOL reserves a royalty -free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes: (a) The copyright in any work developed under any grant, sub -grant, or contract under a grant or subgrant; (b) Any right of copyright to which a grantee, subgrantee or a CONTRACTOR purchases ownership with grant support; and (c) CONTRACTOR shall comply with the requirements of 29 CFR Part 97.34. C. Rights to Data. The DOL and the CITY shall have unlimited rights to any data first procured or delivered under this Agreement. 15. CLEAN AIR / CLEAN WATER ACT. If the grant hereunder exceeds $100,000, CONTRACTOR must comply with Section 306 of the Clean Air Act [(42 USC 1875(h)]; Section 508 of the Clean Water Act (33 USC 1368 ; Executive Order 11738 and Environmental 25d -370 Page 8 of 15 Protection Agency ( "EPA ") regulations (40 CFR Part 15) as any may now exist or be hereafter amended. Under these laws and regulations, the CONTRACTOR assures that: (a) No facility to be utilized in the performance of the proposed grant has been listed on the EPA List of Violating Facilities; (b) It will notify CITY prior to award of the receipt of any communication from the Director, Office of Federal Activities, U.S. EPA, indicating that a facility to be utilized for the grant is under consideration to be listed on the EPA List of Violating Facilities; (c) It will notify the CITY and the EPA about any known violation of the above laws and regulations. 16. CONTRACTOR agrees to adhere to the following STANDARDS OF CONDUCT: a. General Assurance. Every reasonable course of action will be taken by CONTRACTOR in order to maintain the integrity of this expenditure of public funds and to avoid favoritism. This Agreement will be administered in an impartial manner, free from errors to gain personal, financial, political gain. CONTRACTOR, its officers and employees, in administering this Agreement, will avoid situations which give rise to a suggestion that any decision was influenced by prejudice, bias, special interest or desire for personal gain. b. Employment of Former State or CITY Employees. CONTRACTOR will ensure that any of its employees who were formerly employed by the State of California or CITY, in a position that could have enabled such individuals to impact policy regarding or implementation of programs covered by this Agreement, will not be assigned to any part or phase of the activities conducted pursuant to this Agreement for a period of not less than two (2) years following the termination of such employment. c. Conducting Business Involving Relatives. No relative byblood, adoption or marriage of any executive or employee of CONTRACTOR will receive favorable treatment when considered for enrollment in programs provided by, or employment with, CONTRACTOR. d. Conducting Business Involving Close personal Friends and Associates. Executives and employees of CONTRACTOR will be particularly aware of the varying degrees of influence that can be exerted by personal friends and associates and, in administering this Agreement, will exercise due diligence to avoid situations which give rise to an assertion that favorable treatment is being granted to friends and associates. When it is in the public interest for CONTRACTOR to conduct business with a friend or associate of an executive or employee of CONTRACTOR, an elected official in the area or a voting or non - voting member of the Workforce Investment Board (WIB), a permanent record of the transaction will be retained. e. Avoidance of Conflict of Economic Interest. No executive or employee of CONTRACTOR elected official in the area, or voting or non - voting member of a WIB, will solicit or accept money or any other consideration from a third person, for the performance of an act reimbursed in whole or part by CONTRACTOR or CITY. Supplies, materials, equipment or services purchased with Agreement funds will be used solely for purposes asserted or allowed under this Agreement. No voting member of the WIB will cast a vote on the provision of services or vote on any matter which 25A -371 Page 9 of 15 would provide direct financial benefit to that member or any business or organization which the member directly represents. f Salary and Bonus Limitations. All Subrecipients of WIA program funds are required to comply with federal requirements regarding the limitations on salary and bonus payments in accordance with Public Law 109 -149, Section 7013. VII. HOLD HARMLESS A. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, workers' compensation claims, resulting from or arising out of the negligent acts, errors or omission of CONTRACTOR, its employees or subcontractors. B. CONTRACTOR shall indemnify and save harmless CITY, its officers, agents and employees, from and against any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of CITY, and shall defend, indemnify and save harmless CITY, its officers, agents and employees, from and against any and all claims, demands, suits, actions or proceedings therefore, resulting from or arising out of the intentional or malicious acts of CONTRACTOR, its employees or subcontractors. VIII. INSURANCE 1. Commercial General Liability. CONTRACTOR agrees to obtain and keep in force during the term of this Agreement a policy of comprehensive commercial general liability insurance insuring the State of California, CITY, and CONTRACTOR against any liability for accident, injury or death arising out of or in consequence of this Agreement. Such insurance shall be in an amount not less than One Million Dollars ($1,000,000.00) for any injury to or death of any person or persons in any single accident or occurrence. Said policy of comprehensive general liability insurance shall be endorsed to provide to CITY and to the State of California, Employment Development Department, at least thirty (30) days written notice prior to cancellation; name CITY, its officers, agents, employees, and volunteers, and the State of California, its officers, employees, and volunteers as Additional Insured; and state that such coverage is primary to any other coverage or self - insurance of the State of California and CITY (in substantially the form as Exhibit I, Additional Insured Endorsement, attached hereto). Governmental entities may substitute a certificate of self - insurance. 2. Automobile Liability Coverage CONTRACTOR shall also obtain and maintain, during the effective period of this Agreement, broad form automobile liability coverage with at least $1,000,000 limit unless reduced by CITY, which applies to both owned/leased and non -owned automobiles used by CONTRACTOR employees or participants in performance of this Agreement, or, in the event that CITY will not utilize such owned /leased automobiles but intends to require employees, participants or other agents to utilize their own automobiles in the performance of this Agreement, CONTRACTOR shall secure an file from all such employees, participants, or Page 10 of 15 agents as self - certification of automobile insurance coverage. Governmental entities may substitute a certificate of self - insurance. 3. Workers' Compensation. If CONTRACTOR is an "employer ", as set forth in California Labor Code Section 3300 et seq., or utilizes participants as "employees," as set forth in California Labor Code Section 3350 et seq., CONTRACTOR shall obtain and keep in force during the term of this Agreement full Workers' Compensation insurance coverage for injuries suffered by participants. Said insurance policy shall guarantee CITY at least thirty (30) days written notice of cancellation or modification. CONTRACTOR shall carry medical and accident insurance for those participants not qualifying as "employees" for Worker's Compensation Coverage, pursuant to California Labor Code Section 3350, et seq. 4. Equipment Coverage. CONTRACTOR shall purchase a policy or policies of insurance covering loss or damage to any and all Equipment provided to or purchased by CONTRACTOR in accordance with this Agreement. Said insurance shall be in the amount of the full replacement value thereof, providing protection against the classification of fire, extended coverage, vandalism, malicious mischief, theft, and special extended perils. Governmental entities may substitute a certificate of self - insurance. 5. Youth Protection. To maintain a safe environment, funded youth providers that serve youth under the age of 18 will need to provide a Youth Protection Policy and proof of Sexual Abuse & Molestation insurance coverage of at least $2,000,000. Youth providers will be held responsible for conducting a background clearance (live -scan) for staff that have direct interaction with youth participants that are under the age of 18. 6. Proof of Insurance. Certificates and endorsements must be submitted and approved by CITY prior to any work under this Agreement. CONTRACTOR understands that CITY will make no payments under this Agreement until the required certificates and endorsements have been approved by CITY. IX. CORPORATESTATUS All corporate contractors shall be in good standing, without suspension by the California Secretary of State, Franchise Tax Board and Internal Revenue Service. Any change in corporate status or suspension shall be reported irnmediately to CITY. X. ASSIGNABILITY None of the duties of, or work to be performed by, CONTRACTOR under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of CITY. CONTRACTOR must submit all subcontracts and other agreements that relate to this Agreement to CITY. No subcontract or assignment shall terminate or alter the legal obligations of CONTRACTOR pursuant to this Agreement. 25A -373 Page 11 of 15 XI. LAWS GOVERNING THIS AGREEMENT In its performance under this Agreement, CONTRACTOR shall fully comply with the requirements of the following, whether or not otherwise referred to in this Agreement: 1. The Act and all applicable federal statutes, regulations, policies, procedures and directives, including but not limited to, 20 C.F.R. Parts 652 and 660 through 671. 2. All applicable State statutes, regulations, policies, procedures and directives; 3. All applicable CITY policies, procedures and directives; 4. All applicable local ordinances and requirements, including use permits and licensing; 5. Court orders applicable to its operation; and, 6. The terms and conditions of this Agreement. If any of the foregoing is enacted, amended, or revised, CONTRACTOR will comply with such or will notify CITY after enactment or modification that it cannot so comply. CITY may thereupon tenninate this Agreement, if necessary. XII. EXCLUSIVITY AND AMENDMENT OF AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONTRACTOR by CITY, and contains all the covenants and agreements between the parties with respect to such employment. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective Lmless executed in writing and signed by both CITY and CONTRACTOR. XIII. FRAUD CONTRACTOR shall immediately report to CITY all instances and facts concerning possible fraud, abuse or criminal activity relating to expenditure or receipt of funds under this Agreement. XIV. CONTINGENCY OF FUNDS CONTRACTOR acknowledges that approval of and funding for this Agreement is contingent upon State approval, and funds received or obligated from the State of California to CITY. If such approval of fiends is not forthcoming, or is otherwise limited, CITY shall immediately notify CONTRACTOR. Within twenty (20) days of receipt of such notice, CONTRACTOR shall modify or cease operations as directed by CITY and negotiate necessary modification to this Agreement and /or reimbursement of costs incurred hereunder. 25A -374 Page 12 of 15 XV. TERMINATION A. This Agreement may be terminated by either party at its sole discretion, upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. However, CONTRACTOR may not terminate this Agreement if undue hardship will result to any participant. B. In the event CONTRACTOR defaults by failing to fulfill all or any of its obligations hereunder, CITY may declare a default and termination of this Agreement by written notice to CONTRACTOR, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of tennination stated in such notice. If terminated for cause, CITY shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (1) any payments made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by CITY in obtaining substitute performance. XVI. DISPUTES Except as otherwise provided in this Agreement, any dispute concerning any question arising under this Agreement shall be decided by CITY. In such a case CITY shall reduce its decision to writing and mail or otherwise furnish a copy thereof to CONTRACTOR. The decision of the City shall be final and conclusive unless within thirty (30) calendar days from the mailing or delivery of such copy, CITY receives from CONTRACTOR written request to appeal said decision. Procedures governing the appeal shall be prescribed by CITY and /or the State of California in accordance with the Act and all corresponding regulations and OMB circulars. Pending final disposition of the appeal, CONTRACTOR shall act in accordance with CITY's decision unless the dispute involves a change order. XVII. BREACH - SANCTIONS If, through any cause, CONTRACTOR violates any of the terms and conditions of this Agreement, and /or prior agreements whereby grant fiends were received by CONTRACTOR pursuant to this Agreement, or if CONTRACTOR reports inaccurately or if any Audit Report makes disallowances, CONTRACTOR shall promptly remedy its acts or omissions and/or repay CITY all amounts due CITY as a result of CONTRACTOR's violation. For any such failures or violations, CITY shall also have the right at its sole discretion to either: (1) discontinue program support until such time as CONTRACTOR fulfills its obligations or remedies all violations of this Agreement or prior agreements; and /or (2) collect outstanding amounts as determined by CITY due CITY by offsetting or debiting from current claims or invoices, if after thirty (30) days' written notice CONTRACTOR has failed to repay same or a repayment schedule has not been made; and /or (3) terminate this Agreement by giving written notice to CONTRACTOR of such termination in accordance the notice provision in Paragraph XVIII herein below. 25A -375 Page 13 of 15 XVIII. NOTICES All notices, reports and correspondence between the parties hereto respecting this Agreement shall be in writing and deposited in the United States Mail, postage prepaid, addressed as follows: CITY: City of Santa Ana Manager, WIB Administrative Office P.O. Box 1988 (M -73) Santa Ana, CA 92702 CLERK: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Telefacsimile (714) 647 -6956 CONTRACTOR: Taller San Jose 801 N. Broadway, Santa Ana, CA 92701 Phone: (714) 543 -5105 Fax: (714) 543 -5032 XIX. MERGER This Agreement, together with the attachments hereto, expresses the total understanding of the parties. There are no oral understandings of the parties or terns and conditions other than as stated herein. XX. VALIDITY The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. XXI. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the tenns of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney's fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 25A -376 Page 14 of 15 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above - written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: Sonia R. Carvalho City Attorney BY: C Lisa Storck Assistant City Attorney "CITY" .0 David Cavazos City Manager "CONTRACTOR" BY: Name: Shawna Smith Title: Executive Director Tax ID #: 59- 3816355 25A -377 Page 15 of 15 PROPOSER APPLICATION Agency Legal Name Taller San Jose Agency DBA James Irvine Program Name Workforce Training for At -Risk Youth Program Address 801 North Broadway, Santa Ana, CA 92701 Corporate Office Address Foundation Contact Person & Title Shawna Smith, CEO /Executive Director Email ssmithPtallersaniose.ore Telephone # (714) 543 -5105, ext. 109 Fax # (714) 543 -5032 Federal ID Number 59- 3816355 AGENCYSTATUS Public Non -Profit Cedar Corporation James Irvine Private Non -Profit X Years in O eration. 18 Private for Profit Foundation Government Chase Other 8:30 -5:00 PRIMARY FUNDING SOURCES Funding Source Cedar Edna James Irvine REDF JP Morgan Saturday Foundation McConnell Foundation 8:30 -5:00 Chase 8:30 -5:00 8:30 -5:00 Clark Foundation Foundation Amount $225,000 $220,000 $150,000 1 $150,000 $95,000 HOURS OF OPERATION AND DAYS Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday Hours 8:30 -5:00 8:30 -5:00 8:30 -5:00 8:30 -5:00 8:30 -5:00 TARGET POPULATION Older Youth X Younger Youth Out -of- School X In- School # of Youth to be Served in 2014 -2015 10 Total WIA Funds $80,000 Requested In compliance with the RFP noted above, and subject to the conditions thereof, the undersigned offers to furnish the services stipulated and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this RFP and is authorized to contract on behalf of the agency named above. Signature EXHIBIT A 25A -378 Title Date I. Experience /Qualifications Taller San Jose (St. Joseph's Workshop) empowers undereducated, unskilled and unemployed young people (ages 18 -28) with the skills, stability and support needed to move out of poverty and on to self - reliance. Every year, Taller San Jose serves 350 young people from Central Orange County, including Santa Ana, who have not completed high school, who have no defined job skills, and who have criminal records. Taller San Jose addresses these barriers to employment or academic achievement through intensive classroom instruction, hands -on training, and effective adult mentoring. Founded in 1995 by the Sisters of St. Joseph of Orange, Taller San Jose is a highly focused, goal- oriented program that challenges its participants to build a foundation for future sustainability. Taller San Jose Facilities Taller San Jose Headquarters, Medical Careers Academy and Office Careers Academy 801 N. Broadway, Santa Ana, CA 92701 P: (714) 543 -5105 F: (714) 543 -5023 Hours of Operation: Monday — Friday 8:30AM — 5:OOPM Major cross streets: Broadway and Civic Center Drive West The fully renovated Broadway location has served as a training center for the Office and Medical Careers Academies since 1995 and houses Taller San Jose's administrative and program staff. This location is centrally located in neutral gang territory adjacent to the city's transportation corridor, ensuring a safe and accessible training site for participants from across Orange County. Construction and Green Technology Academy 810 N. Poinsettia St., Santa Ana, CA 92701 P: (714) 569 -0940 F: (714) 569 -0941 Hours of Operation: Monday — Friday 8:30AM — 5:OOPM Major cross streets: Poinsettia Street and Civic Center Drive East The 10,000 square foot Poinsettia facility serves as the training site for both the basic and green construction programs and houses job development and support services staff. The space provides adequate room for everything from classroom work to large scale building projects. Taller San Jose worked closely with the City of Santa Ana during the development of this program to establish this as a suitable site for a trade school. The Santa Ana City Council approved this usage and provided a variance for all training activities. Taller San Jose Founder, Sister Eileen McNerney, put a great deal of effort into making both facilities warm and inviting learning environments. Artwork adorns both buildings and the classrooms more appropriately resemble workstations as opposed to cold institutions. Operating Budget and Sources of Revenue Taller San Jose has an eighteen year history of steady income growth and the agency works hard to diversify its funding base so that it does not rely solely on one revenue stream. The revenue from Taller San Jose's current annual operating budget of $3.7 million is from the following sources: 39 percent foundations; 35 percent individuals and corporations; 10 percent EXHIBIT A 25A -379 government; 8 percent Hope Builders (Taller San Jose's social enterprise) and program service fees; 6 percent Sisters of St. Joseph of Orange; and 2 percent other. Staff Students enrolled in the WIA- funded program will be overseen by one WA-dedicated case manager, Michelle Delacio, who is currently pursuing her Master of Social Work degree at the University of Southern California. Michelle has over 13 years of experience in the social work /counseling field and has worked as a case manager or legal advocate at various nonprofits, including Human Options and SPIN. The following staff members will also participate in the training and support of WIA youth in employment placement and enrollment in post- secondary programs: Director of Programs, Karyn Mendoza (.1 FTE) oversees Taller San Jose's workforce development, life skills and case management programs. Karyn is a Licensed Clinical Social Worker who earned her Master of Social Work degree from USC. Enrollment Specialist, Angie Rodriguez (.3 FTE) oversees enrollment at Taller San Jose and interviews each applicant to determine eligibility for admission. Employment Services Manager, Meghan Medlin (.2 FTE) develops relationships with employers in the Orange County construction, business services, and healthcare industries and provides on -going coaching to students in order to help them transition into employment successfully. She holds a B.S. in Chemistry from the University of Redlands and an M.A. in Criminology, Law and Society from the University of California, Irvine. Prior to Taller San Jose, Meghan worked for AppleOne Employment Services. Medical Careers Academy Program Manager, Martha Guzman (.2 FTE in -kind) oversees program development for the Medical Careers Academy. From 2004 -2007, Martha worked as a Medical Assistant Instructor at Corinthian College and in 2007 became a licensed phlebotomist and worked as a Certified Phlebotomy Technician I at Los Alamitos Medical Center. Construction and Green Technology Instructor, Armando Gonzalez (.3 FTE in -kind) provides instruction for the Construction Academy. He is a licensed general contractor with over 20 years of experience in the construction field. Enrollment and Support Services Manager, Elfie Abril (.2 FTE in -kind) holds an M.A. in Social Work from the University of Southern California. He has worked for many nonprofit agencies, including Metropolitan State Hospital and the Orange County Bar Foundation, providing individual and family therapy. Career and Education Services Manager, Samantha Matil/o (.2 FTE in -kind) holds an M.A. in Education from Ashford University. From 2006 until 2009, Samantha worked as a Senior Account Executive at AppleOne Employment Services, EXHIBIT A 25A -380 Director of Finance, Nancy Loughrey (.05 FTE) is a Certified Public Accountant with more than 25 years of experience with small businesses, especially concentrating on nonprofits and computer software companies. She holds a B.S and an M.B.A. in Finance. Past Experience and Impact From 2006 -2012, Taller San Jose received WIA funding and, therefore, understands the challenges associated with helping disconnected young people meet employment and /or post- secondary outcomes. In the past eighteen years, Taller San Jose has helped more than 4,500 young people restructure their lives, develop marketable skills and find employment. Last year, Taller San Jose made 227 job placements at an average wage of $11.43 per hour and 1 in 4 Taller San Jose youth entered a post- secondary pathway. II. Proposed Program Each year, Taller San Jose serves youth between the ages of 18 and 28 from Central Orange County who are unemployed, low income, basic skills deficient, pregnant or parenting and /or impacted by gangs, violence or criminal activity. Taller San Jose seeks to place these youth on a path to a family- sustaining income. Targeting young adults who are completely disconnected from the workforce and all educational opportunities, Taller San Jose seeks to help them: 1) Improve their preparedness for the workforce; 2) Increase their life stability; and, 3) Increase their economic stability. Operating on the premise that disadvantaged youth don't learn how to work by sifting in a classroom, Taller San Jose is a paid training program that simulates the workplace and consists of four components, delivered over a 28 -month period: • 16 -20 week training academies in Construction, Healthcare Careers and Business Administration: These academies include a mix of hands -on training and classroom learning. Trainees are paid a $100 weekly stipend and instructors model the employer - employee relationship. Basic skills remediation, financial assistance for childcare and transportation and 32 hours of both life skills and job readiness training are all embedded in the curriculum; • 28 months of Case Management, beginning during the training academies and continuing for 24 months after: Each trainee is assigned a Support Services Specialist, who helps the trainee address the social and emotional issues which may prevent them from finding and keeping employment; • 24 months of Employment Placement for youth who have completed the training academies: Taller San Jose's Employment Services Manager strives to link all interns to permanent and temporary (internship) employment within 90 days of training completion; and, EXHIBIT A 25A -381 24 months of links to Education Pathways to help youth achieve advanced certifications and enroll in and persist through post- secondary degree programs or apprenticeship training programs. Over a 28 -month period, Taller San Jose seeks to help youth improve their basic skills (as measured by a TABE test after 16 weeks of training), find employment and enroll in continuing education. At 28 months from the start of training, Taller San Jose expects that youth, who complete the training and secure a job, will demonstrate increased economic stability by achieving at least two of these three outcomes: 1) Wage progression to at least $12.50 per hour; 2) Employment progression (i.e., increase in number of hours worked or shift from temporary to permanent); and, 3) Educational progression and persistence, including achieving a post- secondary certificate, or completion of 6 months of an apprenticeship or AA degree. III. Population According to the U.S. Census, there are more than 55,000 impoverished youth, ages 18 -28, living in Central Orange County. Figures from the U.S. Census Bureau's 2012 American Community Survey indicate that only 51 percent of Santa Ana residents over age 25 have a high school diploma (compared to 82.4 percent for Orange County), 10.8 percent of the population is unemployed (compared to 6.8 percent for Orange County) and 19.5 percent of the city's residents live in poverty (compared to 10.9 percent for Orange County). High unemployment among this target population, coupled with low high school graduation rates, high rates of criminal recidivism and an incarceration system stretched beyond its capacity, will continue to exacerbate this situation for the foreseeable future. Major gaps in education and experience prevent impoverished youth from moving on to community college or to employment with a self- sustaining wage. Taller San Jose believes that it has a unique opportunity to impact the ability of these "opportunity youth" to achieve and maintain self- sufficiency. Taller San Jose will recruit and enroll 10 out -of- school Santa Ana youth between 18 -21 years of age over the course of the next year. At least ten percent of youth will be from each of the following populations: 1) Foster /emancipated youth (Taller San Jose is a Guardian Scholar School of Orangewood Children's Home and each year between 8 and 15 students are referred to Taller San Jose from Orangewood); 2) Youth on probation: Taller San Jose actively recruits at PAC meetings and about 60 percent of its male students are on probation or parole; 3) Youth that have dropped out of high school; and, 4) Youth with disabilities. A Letter of Support from Santa Ana -based MOMS Orange County has been included as Attachment C and demonstrates the agency's commitment to refer at -risk youth to Taller San Jose. Taller San Jose will utilize the following recruitment efforts to ensure that 100% of 10 youth are enrolled into one of its five training tracks starting between July 1 and December 31, 2014: 1) Community Outreach Coordinator— based on information derived from a demographic scan identifying high -needs census tracts (i.e., low income communities with a high youth population and dense housing) in the City of Santa Ana, a staff member will actively market the program to potential students and organize recruitment efforts at local churches, jails, community centers, and other youth - serving nonprofits, among others; 2) Referrals from current and former Taller EXHIBIT A 25A -382 San Jose students — about 65% of students are referred by a friend or relative; 3) Referrals from community partners including: the Orange County Probation Department, the Santa Ana WORK Center, Santa Ana Regional Occupation Center (ROP), Centennial Education Center, La Familia, Youth Provider Network, Daisy Wheel Network, as well as nonprofit institutions, including: Jamboree Housing, Orangewood Children's Foundation and Phoenix House; and, 4) Local newsprint publications such as the free PennySaver. Young people in Santa Ana who have not completed high school, who have no defined job skills, and who have criminal records face a number of significant obstacles to self- sufficiency. To address these barriers to employment, upon program enrollment all WA-enrolled students are matched to a case manager who conducts an initial assessment and develops goals with the student and who, for a 28 -month period, monitors their progress along Taller San Jose's Steps to Success: Social and Emotional Wellness; Healthy Behaviors; Technological Literacy; Financial Responsibility; Educational Achievement; and Employment Attainment. Within each step, case managers help students achieve tangible goals, such as completing their high school diploma, getting a valid driver's license, opening and using a bank account, setting up a professional email account, avoiding unhealthy relationships and remaining crime and drug free. Taller San Jose attributes its success at reaching and retaining Santa Ana's undereducated and unskilled youth to a holistic, relational approach to education and training. The philosophy of the program calls for high interaction between staff and participants. Staff members focus on making warm and supportive contacts with each participant from the first phone contact /walk -in, through orientation sessions and throughout the first critical weeks of the student's participation. Taller San Jose employs twenty -nine staff who work with youth on a daily basis to provide support services, instruction, and links to employment and post- secondary pathways. IV, Employment Taller San Jose's training simulates the workforce and, from the first interaction, models real - world experiences by requiring prospective students to fill out an application, show valid right -to- work documents, participate in an interview and pass a pre -hire drug screen. Prospective applicants must demonstrate a need for basic skills remediation by testing between 5th -8th grade on the TABE. Taller San Jose's Enrollment Specialist interviews each candidate to assess their barriers and discern their motivation for enrolling in the program. Youth who fall within the target population, and demonstrate a strong motivation for taking responsibility to turn their lives around, are priority applicants. The program requires trainees to demonstrate that they are responsible and respectful by showing up every day, on time, drug free, dressed professionally and with a good attitude. Taller San Jose's training academies focus on high - growth industry sectors: • Construction and Green Technology Academy: The construction program is accredited by the National Center for Construction Education and Research (NCCER) and is led by a licensed general contractor. The program focuses on construction fundamentals and incorporates: safety awareness and training, construction theory, adherence to attendance policies, mentoring, job coaching, and leadership development. Hands -on training includes EXHIBIT A 25A -383 framing, drywall installation, electrical and plumbing. Apprentices participate in two hours of daily math training, concentrating on the algebra, geometry and trigonometry needed for basic construction principles, such as estimating material costs, reading blueprints and rough carpentry. Once students learn concepts in the classroom, they move to the lab for hands -on training, ultimately building a home from the ground up. Upon successful program completion, each graduate is certified with 10 hours of Occupational Safety and Health Administration (OSHA) training and awarded a fully- equipped tool belt to bring with them to their eventual job site. The Construction Academy partners with Tierra Institute International and Grid Alternatives to offer a 40 -hour green technology training three times annually, which prepares students to pass the photovoltaic installer level I exam from the Electronics Technicians Association. Youth who have completed training in the Construction Academy have been placed into employment with McCarthy Building Companies, Inc., Bergelectric Corp. and Arce Electric, among others. • Medical Careers Academy: The program trains youth as both administrative and clinical medical assistants and focuses on two tracks: 1) Administration and Billing Clerk (ABC) focuses on basic accounting, medical billing /coding, medical terminology, small business office management and scheduling and coding software and prepares youth to work in a medical front office and /or in insurance or medical billing; and, 2) Clinical Medical Assisting (CMA) prepares students for back office work, training them to measure vital signs, assist the physician with procedures, administer medications and give injections, record electrocardiograms, draw blood samples and perform basic laboratory tests. It also provides training in HIPPA Compliance and OSHA training. To ensure that students are able to meet the academic demands of the MCA program, the curriculum includes daily Math and Dosage Calculations for Health Care and Word Power. Youth who have completed training in the Medical Careers Academy have been placed into employment with St. Jude Heritage Medical Group, MemorialCare Medical Group and SOS. • Office Careers Academy: The Office Careers Academy trains and prepares youth for employment as administrative assistants, receptionists and data entry specialists in business settings. The program co- enrolls trainees in Santa Ana College's Business Application and Technology Certificate program. All classes are offered by SAC instructors at Taller San Jose and classes include: Office Procedures, Computer Fundamentals, Microsoft Certified Applications Specialist, Business Applications, Computer Keyboarding Speed & Accuracy Development I, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Business Mathematics, Microsoft Outlook, Excel Application Projects, and Customer Service. Trainees earn 18 units towards completion of an AA degree program and are poised to advance their educational status through continued enrollment at Santa Ana College. Youth who have completed training in the Office Careers Academy have been placed into employment with St. Joseph Health, Mission Hospital Foundation and the Orange County Community Foundation. Taller San Jose's Employment Services Team meets with all students in each training cohort to help them create a resume, learn how to conduct a job search on the internet, set up a EXHIBIT A 25A -384 professional email account and dress professionally for an interview and the workplace. In addition, every student practices their interviewing skills by participating in between three and five mock interview sessions with volunteers from local companies. Taller San Jose's Employment Services Manager strives to place all youth who complete training into employment within 90 days of program completion. The Employment Services Manager works to build relationships with local employers to hire Taller San Jose trainees and case managers provide 24 months of support to help youth retain their employment (Letters of Support from St. Joseph Health and McCarthy Building Companies, Inc. have been included as Attachment D and demonstrate employer commitment to hire Taller San Jose youth). V. Work Based Learning Taller San Jose has established several on- the -job training opportunities to help youth gain professional experience prior to moving into the mainstream workforce. For example, students enrolled in Taller San Jose's Medical Careers Academy participate in a four -week medical assisting externship at a partnering doctor's office or community clinic (a sample Externship Agreement has been included as Attachment E). Participating clinics include MemorialCare medical clinics, St. Jude Heritage Medical Group and La Amistad Community Clinic, among others. Taller San Jose's Employment Services team work to identify potential externship sites and promote the program. Students work at their externship site full -time from Monday - Thursday and convene at Taller San Jose on Friday morning to review the skills that they have applied during the week and to review questions with their instructor. The Medical Careers Academy Program Manager conducts regular site visits to monitor students' performance, and at the completion of the externship interns are evaluated by their site supervisor(s) in these categories: Performance (technical skills), Initiative, Professionalism and Patient /Staff Relations. About 60 percent of youth are hired by their externship site (80 percent of them are still employed at the same site 12 months after their initial placement). Taller San Jose has also developed paid internship opportunities with local companies. St. Joseph Health's Revenue Cycle Services offers 24 -week, paid internships ($9.50 per hour; 40 hours per week) each year that are available to Office Careers Academy trainees. Each intern is matched to a staff mentor and gains experience in medical billing. To date, twenty Taller San Jose students have cycled through this program and eight have been hired full -time by St. Joseph Health. Driven by the desire to strengthen its sustainability and increase its mission impact, in 2010 Taller San Jose launched its social enterprise and general contracting venture, Hope Builders, Inc. Hope Builders employs youth who complete training in Taller San Jose's Construction and Green Technology Academy, offers them an opportunity to refine their skill set by working side - by -side with master tradesmen, and fast - tracks them to living wage employment with local construction companies. Hope Builders, Inc. specializes in distressed properties and serves developers, private investors, nonprofit housing organizations and home owners throughout Southern California with new construction, renovation and rehabilitation services. 1 ';XHIBIT A 25A -385 To date, Hope Builders has employed 23 youth, worked on more than 50 projects, generated over $1,000,000 in sales and transitioned ten Taller San Jose youth to permanent employment. In the next five years, Hope Builders expects to grow its business to employ 40 Taller San Jose youth annually and contribute 5% of Taller San Jose's annual operating income. VI. Certificates /Diplomas /Credentials By focusing on traditionally high -growth industries and emphasizing living -wage employment with health benefits, Taller San Jose gives students the skills needed to enter today's workforce and move out of poverty so that they can support themselves and their families. Each of Taller San Jose's training programs is designed to place students in high- demand industries that offer career ladders for growth. Taller San Jose's Medical Careers Academy, for example, trains clinical and administrative medical assistants to enter the allied health field, where the demand for allied health workers in California is expected to grow 63% between 2010 and 2030 and 39% by 2016 in Orange County. Researchers estimate that California's universities and community colleges will only have the capacity to train 634,000 of the needed workers — between 63 and 79% of the allied health workers the state requires (The California Wellness Foundation, September 2009). Traditionally the building trades have been a high - growth industry in the county. As the industry continues to rebound, there exists a need for skilled, reliable, entry -level workers to replace the baby boomers who are retiring from their work as laborers. Taller San Jose works with industry partners to refine its program curriculum to ensure that its training continues to meet the evolving needs of the market. All WIA youth will receive certification from one of the following entities: American Heart Association (Basic Life Support for Healthcare Providers), the National Center for Construction Education and Research (NCCER), the U.S. Department of Labor /Occupational Safety and Health Administration (OSHA), or Santa Ana College (Business Applications and Technology Certificate). VII. Workshops Taller San Jose believes in supporting individuals through professional and personal growth. Through Life Skills workshops, youth develop key skills to help them enhance their personal and professional lives. Weekly Life Skills workshops are provided over the course of the 16 -20 week training. Workshops reinforce Taller San Jose's Steps to Success: Social and Emotional Wellness; Healthy Behaviors; Technological Literacy; Financial Responsibility; Educational Achievement; and Employment Attainment. Financial Literacy /Budget Management workshops include; Topic: Basic Banking Overview: The Basics of Banking introduce youth to basic banking concepts, such as types of financial institutions — banks, credit unions, and savings institutions, the different accounts they can open to help save money, use money to pay for day -to -day expenses, EXHIBIT A 25A -386 or even save for long -term goals. This lesson also teaches youth how to use and manage their accounts once they are opened. Topic: ABCs of Credit Overview: The ABCs of Credit workshop teaches youth the basics of credit. Participants learn how to build and maintain good credit, read credit scores and credit reports, use credit cards, loans and how to manage debt. Topic: Smart Money Management Overview: The Smart Money Management workshop teaches youth how to make the most of their money by saving more, creating a spending plan, and understanding basic money- saving principals. Topic: Smart Car Shopping and Renting Overview: The Smart Car Shopping and Renting workshop teaches participants how to build a pathway to reliable car buying or leasing and renting. Family Planning workshops include: Topic: Love Notes: Making Relationships Work for Young Adults and Young Parents Overview: Through hands -on, interactive activities, discussions and use of music, film, stories, drawing, and sculpting, participants gain skills in the following: Understanding Self; Communications; Conflict Management; Problem Solving; Relationship Skills; and Sexual Relationships. Worker's Rights /Labor Laws workshops include: Topic: Legal Issues: Resources Overview: The Legal Issues workshop is designed to provide youth with information on Orange County Court services. Youth learn to access public information online and become informed about a typical background check a prospective employer might review. Youth also learn the benefits of Penal Code 1203.4 and about eligibility to file for the benefits of dismissal and Certificate of Rehabilitation. Skills at the Workplace workshops include: Topic: Diversity in the Workplace & Beyond Overview: The workshop addresses different issues related to diversity in the workplace such as gender, race, sexuality, social class, religion, etc. It first discusses what each of the issues are and then gives the interns an opportunity to give their opinion on either the accuracy of the terms, or their thoughts on each of the issues surrounding those terms. EXHIBIT A 25A -387 Health Resources workshops include: Topic: Anxiety & Depression Overview: Youth learn how to identify anxiety and depression and understand potential treatments. Youth learn via group activities, true and false quizzes, PowerPoint and video. Topic: Unhealthy Relationships /Domestic Violence Overview: This workshop focuses on educating youth about unhealthy relationships, including a discussion of emotional, verbal, physical, sexual abuse and acquaintance rape. The workshop stresses the importance of identifying early signs of an abusive relationship. Youth gain a greater understanding of the impact of domestic violence on the victims, including children who witness abuse. Interns are linked to community resources that help address this potential problem both for the victim and perpetrator. VIII. Post - Secondary Education Taller San Jose recognizes that ongoing education is a key indicator of economic stability and has recently elevated Education Pathways to a core component of its program model, with the goal of helping youth prepare for and gain access to post- secondary education programs. Staff has identified four areas that it believes are important for successfully navigating a post- secondary education — Academic Achievement, Financial Stability, Career Exploration and a Supportive Environment —and staff strives to help youth achieve tangible goals within each of these categories, based on the hypothesis that achieving these goals will help ensure that youth successfully navigate a post- secondary education. Currently staff works to connect interns who have completed Taller San Jose's skills training academies to educational and training pipeline programs at local community colleges, career technical schools and apprenticeship training programs. Each of Taller San Jose's training programs includes a College 101 curriculum that embeds intensive math and English into the training to prepare youth to enter a post- secondary pathway upon completion. During the 24- month period that follows the completion of their training program, youth must participate in at least 4 career and education workshops at Taller San Jose. These workshops include: Going to College I, during which youth research different post- secondary pathways that match their field of study; Going to College II, where youth learn about the different avenues of financial support to pay for ongoing education that are available to them; Preparing for the Placement /GED test, where participants will receive tips and guidance related to test taking, as well as tutoring to help them boost their basic skills levels; Applying for the FAFSA, will helps youth complete the application process for financial aid; Healthcare Boot Camp, which provides youth, who have completed the MCA, information and guidance regarding NCCT certification; and, The Master Student, which teaches basic study skills methods, along with goal planning and time management concepts. EXHIBIT A 25A -388 Taller San Jose has several post- secondary partners in place to help it achieve its goal of helping youth complete a post- secondary certification or persist through 6 months of an apprenticeship or AA degree program with this goal: • Construction and Green Technology Academy. Taller San Jose's Construction and Green Technology Academy partners with Tierra Institute International of Orange Coast College to offer a 40 -hour solar panel installation program that prepares youth to receive the photovoltaic installer level 1 certificate upon passing their exam from the Electronics Technicians Association. The Construction Academy also refers youth to the Associated General Contractors, a non -union training program. • Medical Careers Academy: Taller San Jose has an articulation agreement in place with National American University (NAU), which awards youth, who complete Taller San Jose's Medical Careers Academy up to 34 credits, which can be applied to a master's degree at NAU. In partnership with Santa Ana College (SAC), the Medical Careers Academy also offers a 1.5- credit Career Technical Education writing course to help bolster youth's skill level in medical terminology, as well as English, preparing them to ultimately perform well enough on SAC's entrance exam to enroll in credit - bearing coursework. Taller San Jose also has an agreement in place with Newbridge College, a career technical school that facilitates youth's enrollment in their phlebotomy certification program. In the last year, 12 youth have enrolled in one of these post- secondary pathways. • Office Careers Academy: Office Careers Academy trainees co- enroll in SAC's General Business Application and Technology Certificate program and earn 18 units towards completion of a degree program. Taller San Jose will continue to offer scholarship assistance to youth who enter an educational pathway program to alleviate the costs associated with pursuing advanced education. In addition to funding from the James Irvine Foundation to provide this assistance, Orange County United Way's Women's Philanthropy Fund also supports Taller San Jose's youth who seek advanced training. IX. Tutoring Taller San Jose provides tutoring to youth that need to improve their literacy /numeracy skills on an ongoing basis. During orientation and for the first two weeks of training, youth participate in "math jams" and study skills sessions for two hours each week. Trainees review basic math concepts and discuss learning styles and note taking skills to increase their likelihood of successful program completion. Youth may thereafter be referred to tutoring by their training academy instructor or they may request to participate. Tutoring is facilitated by a part -time staff member and takes place on Friday mornings at the Construction and Green Technology Academy, prior to classroom instruction, and on Friday afternoons at the Office Careers and Medical Careers academies, following instruction. EXHIBIT A 25A -389 X. Mentoring /Support Case management serves as the backbone throughout 28 months of Taller San Jose's service delivery (a copy of Taller San Jose's Support Services Policies has been included as Attachment G). Upon program enrollment, every WIA- enrolled youth will be matched to a case manager, who will conduct an initial assessment using the Casey Life Skills Self- Assessment and Taller San Jose's Steps to Success, the fundamental building blocks that Taller San Jose believes every young person should possess to achieve life stability. These Steps to Success, which are informed by the work of American psychotherapist Virginia Satir, provide the framework for Taller San Jose's case management plan and include six broad categories: Education, Employment, Financial Literacy, Technological Literacy, Social and Emotional Development and Healthy Behaviors. Each trainee works with their Support Services Specialist to develop a 28 -month plan to achieve tangible goals within each category, such as getting a valid driver's license, finishing the high school diploma, opening and using a bank account, . During the 16 -20 week skills training academy, Support Services Specialists meet weekly with the trainee to monitor their progress. Upon training completion, Support Services Specialists conduct a follow -up assessment to develop a plan to help the intern make a smooth transition to the labor market and /or post- secondary program. Interns are incentivized for their adherence to the follow up plan, participation in activities and completion of established goals. Each intern can earn a maximum of $400 ($200 annually) through this incentive program. Staff believes that these incentives will promote stronger engagement of interns during the follow up period and encourage them to be proactive in achieving their goals (a copy of Taller San Jose's Incentive Policy has been included as Attachment H). Embedded in the classroom training is 32 hours of weekly Life Skills training, based on FuturoNow's Love Notes curriculum and on the Enriching curriculum from Virginia Satir's Global Network. These curricula strive to help individuals achieve their goals in relationships, family and marriage. Additional Supportive Services Bus Passes Bus passes are available to Taller San Jose trainees. To be eligible, trainees must be enrolled in a Taller San Jose training program for at least 30 days. Childcare Vouchers Childcare stipends are available to Taller San Jose trainees who are caring for young children. To be eligible, trainees must complete an application and be enrolled in a Taller San Jose training program for at least 30 days. Trainees may receive a stipend of up to $200 for every month of training. Emergency /Special Funds Funding may be provided to a participant who faces an emergency that may prevent their successful completion of their training program or pose an impediment to their EXHIBIT A 25A -390 employment. Examples may include, but not be limited to: one -time assistance with a utility bill or assistance to pay for a DMV permit test. Counseling Services and Support Groups Counseling at Taller San Jose is offered on an individual basis. Youth may also participate in social and emotional wellness groups. XI. Leverage Funds While Taller San Jose does not currently offer a civic engagement opportunity to youth outside of training, a Life Skills workshop entitled "Civic Engagement 101" is periodically offered to youth. The workshop addresses the importance of civic engagement and trainees are introduced to the voting process. Past guest presenters have included the Orange County Registrar of Voters and local political officials, including Michele Martinez, City of Santa Ana Councilwoman. XII. Common Measures A. Improve Literacy /Numeracy Skills -77.5% Anticipated Outcome Strategies Measures Improve Provide intensive remedial math and Grade level increase in basic Literacy /Numeracy English training to trainees, skills level of trainees as Skills measured by a post- training Taller San Jose's training programs TABE assessment offer a contextualized delivery system that embeds basic math and language At least 77.5% of the 10 remediation into its curriculum to participants will experience a ensure that students' math and grade level increase in their language levels are sufficient enough basic skills level. for them to not only complete their training, but also to prepare them to enter a post- secondary program. Taller San Jose participants who have not completed their secondary education are encouraged to co- enroll in a high school diploma program offered in the evenings and on Friday and Saturday. These diploma and certification programs are sponsored through the local community college, Santa Ana College Office of Continuing Education. Taller San Jose staff work with Continuing Education staff to monitor participant progress and meet EXHIBIT A 25A -391 educational goals as appropriate. Staff also provide tutoring. B. Attain Employment or Enter Post - Secondary Education -83% Anticipated Outcome Strategies Measures Attain Employment or Provide links to employment through Case managers follow -up with Enter Post- job preparation workshops, youth and staff measure rates Secondary Education participation in job fairs, resume of: placement, wage preparation, referrals and job progression, job retention, coaching; staff works to connect continuing education, interns who have completed Taller San employer - sponsored health Jose's skills training academies to benefits, and recidivism. educational and training pipeline programs at local community colleges, At least 83% of the 10 career technical schools and participants will attain apprenticeship training programs. employment or enter post- secondary education, no later The Employment Services Manager than the first quarter after exit. serves as a liaison among employers, students and community resources such as the One -Stop Center to ensure that program youth locate employment within 90 days of their Taller San Jose program completion. Participants are taught job search techniques throughout their training. All students participate in mock interview sessions with local Human Resource professionals. A network of local employers provides employment opportunities to youth upon their completion of training at Taller San Jose. During this period, Taller focuses on: 1) placing youth into initial employment; and, 2) helping youth move up the career and wage ladder in their industry by connecting them to additional educational and training opportunities. Staff has recently identified four areas EXHIBIT A 25A -392 that it believes are important for successfully navigating a post- secondary education — Academic Achievement, Financial Stability, Career Exploration and a Supportive Environment —and staff strives to help youth achieve tangible goals within each of these categories, based on the hypothesis that achieving these goals will help ensure that youth successfully navigate a post- secondary education. C. Attain a Credential /DiplomalCertificate- 59.1% Anticipated Outcome Strategies Measures Attain a By completing the 16 week training, all At least 59. 1 % of the 10 Credential /Diploma /C youth will receive certification from one of participants will attain a ertificate the following entities: American Heart Credential /Diploma /Certifi Association (Basic Life Support for cate Healthcare Providers), the National Center for Construction Education and Research (NCCER), U.S. Department of Labor /Occupational Safety and Health Administration (OSHA), or the Santa Ana College Business Applications and Technology Certificate. Taller San Jose relies on existing partnerships with post- secondary partners, including National American University, Santa Ana College and Newbridge College, so that youth can pursue post- secondary certification and degrees. Taller San Jose also partners with the Associated General Contractors of California (AGC), so that trainees in its Construction Academy have a pathway to an apprenticeship degree. EXHIBIT A 25A -393 XIII. Prior Outcomes XIV. Fiscal Competency Taller San Jose has an eighteen year history of steady income growth and the agency works hard to diversify its funding base so that it does not rely solely on one revenue stream. The revenue from Taller San Jose's current budget of $3.7 million is from the following sources: 39 percent foundations; 35 percent individuals and corporations; 10 percent government; 8 percent Hope Builders (Taller San Jose's social enterprise) and program service fees; 6 percent Sisters of St. Joseph of Orange; and 2 percent other. Accountability requirements and administrative measures have been developed to handle reporting requirements and tracking systems for all income and expenses including grants received by Taller San Jose for program purposes. Fiscal data is recorded in QuickBooks Enterprise. There is an accounting manual available upon request which details the complete system. There is an annual independent audit. In addition, an annual budget is used to plan expenditures and costs, which is approved by the Board of Directors. Financial statements are prepared monthly, and reviewed by the Executive Director. On a bi- monthly basis, financials are reviewed by Department Managers, the Finance Committee, and the Board of Directors. Taller San Jose maintains a procurement policy (Attachment 1) and is capable of providing monthly invoices for services provided. Costs are accumulated in the general ledger by account and grant. Cost reports and invoices are prepared by the Controller who has been a Certified Public Accountant for 24 years, and has had extensive experience with small businesses, especially concentrating on nonprofits and computer software companies. She holds a B.S and an M.B.A. in Finance (copies of Taller San Jose's 2 most recent audited financial statements are included as Attachments T and U). XV. Subcontracting Taller San Jose will not sub - contract client services or activities. XVI. Budget Narrative Please see Attachment A. XVII. Budget Please see Attachment B. EXHIBIT A 25A -394 Incentives are used during the Placement Phase of Taller San Jose's program to promote retention and encourage interns to participate in activities assigned by the Support Services Specialist including attendance at support and educational groups, completion of ISP and Casey Assessment and as a reward for working with the staff to complete Steps to Success goals. Incentives are managed by the Enrollment and Support Services Manager and distributed by the Support Services Specialist. Incentives come in the form of a gift card; cash rewards are strictly prohibited. Taller San Jose has established specific time periods when gift cards can be used. The participant can earn up to $400.00 during their participation in the Placement Phase. Full participation must be exhibited to receive the incentive. Incentives may not be distributed for activities an intern engages in that are outside of Taller San Jose. The following times have been designated as reward periods: Year 1: ✓ Data Collection Points (30 day, 60 day, 90 day, 1 year. $25 at each interval) ✓ Group participation ($25 per group. Maximum $100. Goal: 2 groups in year 1) Year 2: ✓ Data Collection Points (18 month, 2 year. $25 at each interval) ✓ Group participation ($25 per group. Maximum $75. Goal: 2 groups in year 2) ✓ Participation in Leadership Symposium ($75) If the Support Services Specialist deems counseling over groups is in the best interest of an intern, an intern attending counseling at Taller San Jose may be eligible for an incentive at the completion of therapy services without ever attending a group. The amount will be determined by the Support Services Specialist in consultation with the Therapist but not to exceed $100 in year 1 and $75 in year 2. EXHIBIT A 25A -395 1 1 .. Taller San Jose EXHIBIT A 25A -396 Table of Contents Introduction................................................................................................................................ ..............................1 Taller San Jose Program Model .......................................................................................... ..............................1 Stepsto Success Goals ............................................................................................................. .............................2. SupportServices ....................................................................................................................... ..............................7 The Role of Support Services Specialists Orientation Intake Meeting LifeSkills ............................................................ ............................... Bus Passes Child Care Stipends Counseling Services Emergency /Special Funds Evaluation Methods ...................................... ............................... Casey Life Skills Assessment ............................. ............................... • When to Conduct the Casey ................... ............................... • Conducting the Casey • Casey Scores / Results .............................. ............................... • Entering the Casey in ETO ...................... ............................... Steps to Success Evaluation Individual Services Plan (ISP) ............................ ............................... • When to Create and Update the ISP • Instructions for entering ISP into ETO • Characteristics of an Effective ISP .......... ............................... • Components of an ISP ............................ ............................... Reports.............................................................. ............................... Support Services Meetings ........................ ............................... Training Phase 1:1 Meetings Placement Phase 1:1 Meetings ......................... ............................... MeetingFrequency ........................................... ............................... Documentation Taller San Jose, Support Services Manual 28,97 .................... ............................... 8 .................... ............................... 25 ................... ............................... 26 ...................................... I ... I....... 27 ................... ............................... 28 ................... ............................... 29 ................... ............................... 30 ................... ............................... 31 ................... ............................... 32 ................... ............................... 35 .................... ............................... 36 ........................ ............................... 37 ........................ ............................... 38 CaseNoting ................................................................................................................ ............................... Retention, Dismissal & Re -entry in Phase Four.... ............. ................... __ ................................ Incentives Program Dismissal Re- Entry ............................................. ............................... Appendix.. .... .......... Appendix A: Casey Summary Appendix B: STEPS TO SUCCESS EVALUATION RUBRIC Appendix C: SERVICE MODEL ... 39 �.. 41 ..................................................... ............................... 42 Taller San Jose, Support Services Manual 26AP9$ ....43 This handbook outlines the guidelines, requirements, and procedures for the work performed by Support Services Specialists at Taller San Jose. It aims to provide clear direction about how to conduct services from intake through program completion. Additionally, this guide was created to develop common procedures for performance management. To cultivate a culture of evaluation, documentation must be standardized and procedures must be followed in their entirety. Taller San Jose's program model articulates the role of support services in helping young adults achieve Taller San Jose's proposed outcomes. REFERRAL SOURCES • Current trainees, interns and program I alumni • probation Parole • Community -based organ) atom + Churches TARGET POPULATION III Disconnected youth, ages 18-2B, who son • Unemployed • Low income • Undere<hmated • Ready for change And who are either or both of the following: • Impacted by violence • Pregnant or parenting OUTCOMES Two of the three, following outcomes: • Wage progression to $12.50 per hour • Employment progression -marls hours or temporary to permanern • Educational progression-post, secondary certificate, completion of 6 months of an apprenticeship or AA degree TALLER SAN JOSE xc.ms+.mi r wouxraoe © 2013 Taller $an Jose 1 801 N. Broadway, Santa Ana, CA 927011 (714) 543.5105 1 www.tallemanio5o.org I EIN /Tax IS Number: 59-3816355 Page 1 Taller San Jose, Support Services Manual E A ;399 Taller San Jose's Steps to Success (Graph 1.1) represent a set of behaviors believed to be critical to not only getting a job, but also to retaining and advancing employment, life stability, and educational goals. Beginning at Orientation, Support Services Specialists become the key driver to ensuring participants achieve goals under each Step to Success. Graph 1.1 St eps to ,,:Goals Goal Setting -Knows how to set goals with appropriate action steps and target dates Resourceful- Solves problems and navigates systems with minimal assistance; develops and uses support system(s) when needed (Has a SOCIAL EMOTIONAL connection to trusted adults) WELLNESS Self- Awareness — Articulates and expresses emotions; has a realistic assessment of strengths and weaknesses Social Awareness -Knows how to interact in diverse settings; understands other's feelings and perspectives Self- Management- Thinks before reacting; manages emotions; applies positive coping skills; adapts to new conditions and stressors Healthy Relationships - Establishes and maintains positive relationships; resists peer pressure Drug free and Crime free- Acknowledges the potential for relapse and /or reports relapse HEALTHY BEHAVIORS Stable Housing -Is informed of affordable housing options; has a plan for addressing housing needs Reliable Childcare & Transportation -Has access to affordable childcare; has a driver's license and dependable car, can navigate a bus route Community Engagement- Registered to vote; volunteers and understands its importance Page 2 Taller San Jose, Support Services Manual EUA ATOO Steps to S,u& TECHNOLOGICAL LITERACY �. Use technology to find a job -Can access job search sites; has basic understanding of Word to update cover letter and resume; can send an email and attachments Use technology for your job-Understands the technology needs of the industry they are pursuing and has beginning to advanced proficiency with those skills Open and Use a Bank Account - Understands how to use an ATM and access FINANCIAL LITERACY online banking; can write checks; can save Learn to Budget -Can create a budget based on income; understands difference between income & expenses EDUCATIONAL Improve Reading & Math Skills by at least 1 grade level ACHIEVEMENT Finish GED /high school diploma Go to college, apprenticeship or post- secondary program Professionalism -Has professional attire; dresses professionally; punctual with appointments and assignments /projects Get a Job - Obtains a job within 90 days of completing training EMPLOYMENT ATTAINMENT Keep a Job -Can maintain steady employment as demonstrated by at least one year of consistent employment (ro more than 3 weeks between jobs) Job Advancement- More hours, higher wage, promotion (by the end of 2 years) Enroll in Health Benefits - Enrolls in health benefits through work or California health exchange Social /Emotional Literacy Indicators Goa( Setting: • Demonstrates ability to set goals and action steps • Demonstrates ability to prioritize assignments over competing family /friends' obligations Page 3 Taller San Jose, Support Services Manual I'7RifSiT' A Resourceful • Can find resources to help self • Can identify a social support system • Uses appropriate support systems • Asks questions when he /she doesn't understand something • Demonstrates ability to think for self Self - Awareness • Ability to identify personal feelings • Demonstrates ability to reflect on emotions, thoughts, feelings • Can articulate strengths and weaknesses • Acknowledges positive achievements Social Awareness • Uses healthy communication skills, such as listening skills • Able to listen to others' perspectives • Demonstrates ability to adapt to different social settings • Interacts positively with diverse groups Self - Management • Applies stress management techniques • Uses problem solving skills • Demonstrates ability to slow down when under pressure, angry, etc... • Demonstrates ability to discuss criticisms/ setbacks and how these are perceived • Demonstrates an ability to apply problem - solving skills HEALTHY BEHAVIORS INDICATORS Healthy Relationships • Can describe indicators of a healthy relationship • Can identify red flags in a potential partner • Able to assess own relationships • Makes choices to engage in healthy relationships • Sets healthy boundaries in personal and professional relationships Drug free and Crime free • Acknowledges signs of potential relapse • Acknowledges relapse Page 4 Taller San Jose, Support Services Manual EZAA A' O2 • Utilizes support system to prevent or assist with relapse • Avoids situations or people that influence relapse Stable Housing • Knowledge of resources and options • Acknowledges when housing is unstable or insecure • Able to secure stable housing Reliable Childcare & Transportation • Knowledge of resources and options • Acknowledges when childcare is unstable or insecure • Working toward obtaining a valid driver's license • Able to secure childcare and transportation Community Engagement • Can describe reasons to engage in community • Is registered to vote • Volunteers TECHNOLOGICAL LITERACY INDICATORS Use technology to find a job • Has a professional email and understands how to use it for job search purposes • Understands how to conduct a job search using the internet • Uses professional email for job purposes (i.e. Communication with TSJ staff) Use technology for your industry • Has technology skills for the job he /she is seeking • Identifies gaps in skills and attends trainings FINANCIAL RESPONSIBILITY INDICATORS Open and use a Bank Account • Has a bank account • Understands how to use checking and savings account Develop Money Management Skills Page 5 Taller San Jose, Support Services Manual ► -403 • Can create a budget • Can describe resources to help with debt • Able to pay bills, loans, debt • Sets financial goals EDUCATIONAL ACHIEVEMENT INDICATORS ip Improve Reading & Math Skills by at least one grade level • Finish GED /high school diploma • Go to college, apprenticeship or post- secondary program EMPLOYMENT ATTAINMENT INDICATORS Professionalism • Demonstrates punctuality • Has appropriate clothing for job and interview • Demonstrates good grooming habits • Demonstrates understanding of workplace culture Get a Job • Active in job search • Attending interviews • Working with employment staff at TSJ • Acknowledges challenges in seeking a job Keep a Job • Demonstrates signs of a "good employee" • Discusses challenges of the job; seeks support to resolve them • Perseveres on the job despites challenges Enrolls to Health Benefits • Demonstrates understanding of personal health plan • Attends physical exams as needed Page 6 Taller San Jose, Support Services Manual i ATO4 I I! Support Services as described in this manual refers to services and activities provided and conducted by Taller San Jose's Support Services Specialists. MUNWITUM Taller San Jose's Support Services Specialists are vital to Taller San Jose's training program. As the designated staff members responsible for ensuring participants achieve the Steps to Success goals, Support Specialists establish a personal relationship with each participant, Through life skills workshops, support groups, one on one support services meetings and coaching, they help participants address barriers that may prevent them from finding and keeping employment and /or advancing their education, connect participants to resources (internal and external), and ensure participants learn to access resources (internal and external) to improve their self- efficacy. Orientation The purpose of Orientation is to explain Taller San Jose's mission and values to participants, ensure participants understand the expectations (policies & procedures) for the program they have chosen, and to ask participants to sign the Shared Agreement, indicating a two -year commitment to the program. Throughout the Orientation phase, participants will participate in a number of activities designed to familiarize them with Taller San Jose's staff and training facilities. During this time, participants will be informed of the requirement to attend an intake meeting with the Support Services Specialist assigned to work with them. Assignments are made by the Enrollment and Support Services Manager. It is the responsibility of the Support Services Specialist to work with the training academy's Program Manager to ensure that an explanation of support services is provided at orientation, and that the Casey Life Skills Assessment (Casey) is completed by each participant prior to the intake meeting. An intake must be provided to all participants beginning at orientation and must be complete no later than week 1 of training. Staff should allot 60 minutes for the intake. The purpose is to build rapport with the trainee, conduct a thorough assessment of the trainee's needs and to establish goals to help the trainee achieve the Steps to Success. Support Services Specialists must complete and /or review the documentation below prior to the intake meeting. This information must then be used to create an Individual Services Plan (ISP) for the 4 -month training period. Documents required for intake: ✓ Application and interview documents ✓ TABE Scores ✓ The Casey Scores ✓ Other, i.e. Individual Education Plan (IEP), etc... Page 7 Taller San Jose, Support Services Manual PA�-TF A- 405 Life Skills Taller San Jose (TSJ) believes in supporting individuals through professional and personal growth. Through life skills workshops, trainees develop their ability to enhance their personal and professional lives. The Support Services Specialists are responsible for coordinating weekly life skills workshops throughout the duration of the skills training academy and documenting the workshops in the data management system. Workshops not only reinforce the Steps to Success goals, but also cover a range of topics that meet the needs of students in each cohort. Enriching Your Relationship with Yourself and Others, a curriculum based on the work of world famous psychotherapist Virginia Satir, forms the basis of the Life Skills program. Enriching was selected because of its alignment to Taller San Jose's Social and Emotional Wellness goals: Resourcefulness, Self- Awareness, Social Awareness, Self- Management, and Healthy Relationships. The philosophy of this program is based upon some of the following assumptions: • All people have internal resources that can be used for coping and growing. • Change is possible. • Hope is a significant component of change. • Past learning that is unhelpful can be replaced with new learning. • We have choices, especially in terms of responding to events rather than reacting to them. • We cannot change past events, only the effects they have on us. • Feelings belong to us, we all have them. • Enhancing self- esteem is primary. • Awareness is the first step toward change. • Acceptance of oneself and others is critical to the process of healing. • When we get new information, we have new possibilities. The curriculum offers the following evidence - supported components: practicing mindfulness, self- efficacy, nurturing the spirit, and making heart connections. Through hands -on, interactive activities and discussions, participants learn six skill sets outlined below. Instructors should allow sufficient time for participants to practice the skill sets while using real -life work, classroom and personal examples. Trainees learn how to apply these skill sets to all areas of their lives. Skill 1: Making Contact with Self and Others Objective: To introduce participants to mindfulness and building positive connections Skill 2: Validating (Valuing Oneself and Others) Objective: To help participants develop positive communication skills, i.e. listening appreciatively, and teaching to value self Page 8 Taller San Jose, Support Services Manual EZA# A' O6 Skill 3: Becoming Aware Objective: To help participants understand self - awareness and ways to manage emotions Skill 4: Opening to Greater Understanding and Acceptance Objective: To help participants manage emotions by understanding self and other perspectives Skill 5: Making Conscious Choices Objective: To help participants think critically about difficult situations and understand their choices Skill 6: Seeking /Giving Support Objective: To help participants enhance problem solving skills Along with the Enriching curriculum, other life skills workshops have been approved for use by staff. All workshops must align with TS1's Steps to Success goals including: ✓ Social and Emotional Wellness ✓ Healthy Behaviors ✓ Technological Literacy ✓ Financial Responsibility ✓ Educational Achievement ✓ Employment Achievement Following is a list of the approved workshops along with an overview, key learning objectives and a list of presenters who can be called upon to teach the workshops. Workshops that are not included below must be approved by the Career and Education Specialist. All workshops taught and developed must clearly demonstrate that they are aligned with Taller San Jose's Steps to Success goals. Staff should use the information below when teaching a life skills workshop and provide the information, when applicable, to outside presenters to ensure the learning objectives for each workshop are met. Page 9 Taller San Jose, Support Services Manual �T` A`O7 Curriculum: Love Notes: Making Relationships Work for Young Adults and Young Parents Approved Presenter(s): TSJ Support Specialists Overview: The Love Notes curriculum was selected because of its foundation on research and content that is specifically tailored for Taller San Jose's participants. Through hands -on, interactive activities, discussions and use of music, film, stories, drawing, and sculpting, participants gain skills in the following: Understanding Self, Communications, Conflict Management, Problem Solving, Relationship Skills, and Sexual Relationships. Life Skills Targeted: Goal Setting, Self- Awareness, Social Awareness Learning Objective: Varies with lesson taught Materials /Resources: Varies with lesson taught Special Instructions: The following Love Notes lesson plans have been approved for use: ✓ Defining a Vision — Moving Toward Goals, Love Notes Lesson 1.2 ✓ Knowing Yourself, Love Notes Lesson 2.1 -2.3 ✓ My Future & My Expectations, Love Notes Lesson 3.1 -3.3 ✓ Foundations for Good Communication, Love Notes Lesson 11. 1111.2, 11.4,11.5, 11.6 ✓ Communication Challenges and More Skills, Love Notes Lesson 12.1 -12.6 Topic: Diversity in the Workplace & Beyond Approved Presenter(s): David Saldana, TSJ Overview: This workshop is presented in two parts. The first is presented in power -point and dialogue form. The power -point addresses different issues related to diversity in the workplace such as gender, race, sexuality, social class, religion, etc. It first discusses what each of the issues are and then gives the interns an opportunity to give their opinion on either the accuracy of the terms, or their thoughts on each of the issues surrounding those terms. For example, when discussing gender and "gender roles ", the trainees are given the opportunity to share their opinions or thoughts about what they either agree with, or disagree with, in relation to gender roles and so forth. Through an engaging activity, in the second part of the workshop, trainees explore their own identity and discussion focuses on valuing others' identities. The trainees are asked a series of questions and answer them by silently walking to and standing under signs that best fit them (e.g., gender, race, ethnicity, sexual orientation, class, educational level, religion, work, family, neighborhood). For example, the instructor might ask, "I think about this aspect of my identity the most ". Silently, the trainees walk to whichever sign they think about the most. After Page 10 Taller San Jose, Support Services Manual Z% -A408 walking to the various signs, participants are encouraged to share why they chose the sign that they did. The trainees are made aware that the questions will be difficult to answer and through dialogue, can express their experiences. Approximately 5 -7 different questions are asked and some examples are below: • 1 think about this aspect of my identity the most • I think about this aspect of my identity the least • This part of my identity has the most effect on how people treat me • This was the most emphasized in my family • This was the least emphasizes in my family • 1 feel the most discomfort about this part of my identity Life Skills Targeted: Self- Awareness, Social Awareness Learning Objective: After attending this lesson, trainees will be able to: ✓ Acknowledge and visually demonstrate that all of us have complex, multifaceted identities and to help people examine which parts of themselves they emphasize, or not, and why. Materials /Resources: • Diversity PowerPoint (Located in Staff Docs /Support Services /Life Skills /Diversity) Various "poster size' signs with the terms; Gender, Race, Sexual Orientation, Social Class, Education Level, Religion on them Special Instructions: Because of the intensity of this workshop on participants, Case Managers are asked to be present during this workshop and follow -up with trainees who need more time to process their experiences. At least 20 -30 minutes should be allotted to process toward the end of this workshop and a follow -up in class the next day is ideal. Facilitator should also remind Instructors when this workshop is conducted. Topic: Master Student Approved Presenter(s): TBD Overview: The Master Student workshop will teach trainees basic study skill methods along with goal planning and time management concepts. Trainees will be taught different study skill approaches such as memorization techniques (using index cards), how to take class and textbook notes via outline format, or how to use recording devices in class. Trainees will learn to plan short and long term goals and how to manage time wisely by using scheduling strategies and the 7 day anti- procrastinating plan. Life Skills Targeting: Goal Setting, Self- Management Learning Objectives: After completing this lesson, trainees will be able to: Page 11 Taller San Jose, Support Services Manual R11.1%t _A' O9 ✓ Determine what kind of a learner they are (visual, kinesthetic, auditory) ✓ Determine what learning techniques suites them individually ✓ Understand how to take notes effectively ✓ Define and explain between long and short term goals ✓ Define and explain what the 7 day anti — procrastinating plan is ✓ Understand basic time management skills ✓ Balance personal and study time Materials /Resources: • The Master Student PowerPoint (Located in Staff Docs /Support Services /Life Skills /The Master Student) Topic: Anxiety & Depression Approved Presenter(s): Elfie Abril, TSJ Overview: Trainees will learn to identify anxiety and depression and will understand potential treatments. Trainees will learn via group activities, true and false quizzes, PowerPoint and Video. Life Skills Targeted: Managing Emotions, Stress Management Learning Objective: After attending this lesson, Trainees will be able to: ✓ Recognize symptoms of depression ✓ Describe the types of help that are available ✓ Explain how common depression is and that all people are vulnerable Materials /Resources: • Lesson Plan for Depression (Located at: Staff Docs /Support Services /Life Skills /Depression /Lesson Plan for Depression) Topic: Writers Workshop Approved Presenter(s): Art Guerrero, TSJ Overview: The Writers Workshop is designed to help trainees learn to respond to a series of questions using their own words and to teach self- expression through writing. The collected writings are placed in a booklet for each training session. Life Skills Targeted: Self- Awareness Learning Objective: Page 12 Taller San Jose, Support Services Manual % A' O After attending this lesson, Trainees will be able to: ✓ Construct phrases reflecting their point of view ✓ Share their writing(s) with the group Materials /Resources: • Paper, pens Curriculum: Love Notes: Making Relationships Work for Young Adults and Young Parents Approved Presenter(s): TSJ Support Specialists Life Skills Targeted: Healthy Relationships Learning Objective: Varies with lesson taught Materials /Resources: Varies with lesson taught Special Instructions: The following Love Notes lesson plans have been approved for use: ✓ Relationships Today, Lessons 1.1, 1.3 ✓ Attractions & Starting Relationships, Lessons 4.1 -4.4 ✓ Principles of Smart Relationships, Lessons 6.1 -6.7 ✓ Is it a Healthy Relationship? Lessons 7.1 -7.5 ✓ Dangerous Love, Lessons 8.1 -8.5 Topic: "Unhealthy Relationships/ Domestic Violence" Approved Presenter(s): ✓ Marissa C. Presley, Laura's House, mpresley @laurashouse.org ✓ Shirley Gellatly, Human Options Director of Education or sgellatly @humanoptions.org (949) 737 -5242 ext. 214 ✓ Kathy Strong, WTLC kstrong @wtic.org or (714) 992 -1939 x104 ✓ Michelle Delacio or Karyn M. Mendoza, TSJ Overview: This workshop focuses on educating trainees about unhealthy relationships, including a discussion of emotional, verbal, physical, sexual abuse and acquaintance rape. The workshop will stress the importance of Page 13 Taller San Jose, Support Services Manual —d identifying early signs of an abusive relationship. Trainees will have a greater understanding of the impact of domestic violence on the victims, including children who witness abuse. Trainees will be linked to community resources that help address this potential problem both for the victim and perpetrator. Learning Objective: After attending this lesson, Trainees will be able to: ✓ State types of abuse ✓ Know how to access a domestic violence shelter ✓ Identify at least five "red flags" ✓ Describe the impact domestic violence has on the victim and children Materials /Resources: Provided by presenter Topic: Legal Issues: DUI Approved Presenter(s): Art Guerrero, Taller San Jose Overview: Consequences of driving under the influence of drug and /or alcohol -DMV sanctions and court dispositions Life Skills Targeted: Healthy Relationships, Drug Free, Crime Free Learning Objective: Cultural /peer pressure associated with drug and /or alcohol use; impact on judgment; financial loss; understand loss of coordination using the Fatal Vision glasses while tossing and catching a ball; trying to perform the field sobriety test while wearing the F -V glasses After attending this lesson, trainees will be able to: ✓ Understand their diminished coordination while under the influence ✓ Know the sanctions imposed by the Courts and DMV ✓ Understand their potential financial loss Materials /Resources: • Estimated DUI cost sheet: • Fatal Vision kit • Pamphlets: Alcohol, How drinking affects health and nutrition and Hangovers, The agony after the ecstasy (both available at ADAP office). Page 14 Taller San Jose, Support Services Manual gw%— 1 2 Topic: Legal Issues: Resources Approved Presenter(s): Art Guerrero, Taller San Jose Overview: The Legal Issues: Resources workshop is designed to provide Interns with information on Orange County Court services. Trainees will learn to access public information via the internet and become informed about a typical background check a prospective employer might review. Trainees will also learn the benefits of Penal Code 1203.4 and the criteria for filing for the benefits of dismissal and Certificate of Rehabilitation. Life Skills: Problem - solving Learning Objective: After attending this lesson, trainees will be able to: ✓ Access their own public court record ✓ Become familiar with the dismissal process of criminal convictions ✓ Be better prepared to respond to questions related to past convictions when interviewed ✓ Contact the Public Defender's office for criminal conviction dismissal assistance Materials /Resources: • Physical address of the Public Defender's office and information on their New Leaf Program including website address ( http: // www ,pubdef.ocgov.com / newleaf.htm). • Copy of the forms for "Dismissal" to be submitted under Penal Code section 1203.4 (Available at: http: // www .pubdef.ocgov.com /newleaf.htm under "Dismissal" section) Topic: Civic Engagement 101 Approved Presenter(s): ✓ Orange County Registrar of Voters (714) 567 -7600 ✓ Michele Martinez, City of Santa Ana Councilwoman Councilwomanmartinez @gmail.com or (714) 647 -6900 Overview: The Civic Engagement workshop will address the importance of civic engagement and how it is a demonstration of responsible citizenship. Trainees will explore the reasons why people often hesitate to become involved in solving problems and consider ways in which they can be "part of the solution" rather than a "part of the problem." Trainees will also be introduced to the voting process and voting myths. Guest speakers are often invited, including Orange County Registrar of Voters, local political officials or other role models who share reasons why they became involved at addressing problems in their community. Learning Objective: After attending this lesson, Trainees will be able to: ✓ Identify some of the issues and problems evident in their world. Page 15 Taller San Jose, Support Services Manual f'/!r#!@Ir X13 ✓ Determine what it means to be a responsible citizen and identify ways that civic engagement demonstrates it. ✓ Articulate an understanding of why people hesitate to become involved in problem resolution. ✓ Determine what it means, and ways to be, a "part of the solution" rather than "part of the problem." ✓ Know how and where to register to vote. Materials /Resources: Provided by presenter There are no current life skills workshops targeting this goal. This area is primarily covered in job readiness classes and technical skills training. Lesson: Basic Banking Approved Presenter(s): Please reach out to our donors, Citibank and Union Bank 1 -2 times a year) ✓ Rossina Gallegos, Union Bank, rossina.gallegos @unionbank.com; (213) 236 -5865 ✓ Esmeralda Guijarro, Citibank, (Santa Ana Branch) (714) 550 -9137; esmeralda.guilarro @citi.com ✓ Will Warren, Union Bank (Anaheim Hills Branch) William.Warren @unionbanl<.com or (714) 998 -6219 ✓ Ms. Christina Williams, Orange County's Credit Union cwilliams @orangecountVscu.org or 714 - 755 -5900 Overview: The Basics of Banking will introduce trainees to basic banking concepts, such as types of financial institutions — banks, credit unions, and savings institutions, the different accounts they can open to help save money, use money to pay for day -to -day expenses, or even save for long -term goals. Finally, this lesson will teach trainees how to use and manage their accounts. If time permits, the finer details of using an ATM with a debit or ATM card are discussed. Discussion will focus around the following: 1. Financial institutions 2. Savings accounts 3. Checking accounts 4. Using and managing your accounts 5. Automated Teller Machines (ATMs) Life Skills Targeted: Financial Literacy Page 16 Taller San Jose, Support Services Manual f ;�14 Learning Objectives After attending this lesson, Trainees will be able to: ✓ Describe what a checking and savings account is ✓ List the benefits of opening a checking and savings account ✓ Explain the steps for opening a checking and savings account ✓ Explain how to select the best kind of savings account for their needs ✓ Explain how to make purchases with ATM cards, debit cards and checks ✓ Describe how to fill out a check ✓ Describe how to endorse a check ✓ Balance a checkbook ✓ Define what FDIC is ✓ List things they can do at an ATM machine using their ATM or debit card ✓ Understand why using an ATM is safe and convenient ✓ Explain the differences between an ATM, debit and credit card Activities: • Practice Writing a Check and Endorsing a Check • Practice Completing a Check Deposit Slip form • Practice completing a check register • Give a fun Quiz and give prizes for students who answer correctly Materials /Resources: • Banking Institutions will bring materials. If not, make copies of: ■ Blank Checks with Endorsing section • Blank Deposit Sheets • Blank Check Register • Union Banks presentation PowerPoint presentation can be found at Staff Docs /Support Services /Life Skills /Financial Literacy Lesson: ABC's of Credit Approved Presenter(s): ✓ Brenda F. Guerrero, Consumer Credit Counseling Services of Orange County; bguerrero @cccsoc.org; (714)- 547 -2227 ext. 138 ✓ Will Warren, Union Bank (Anaheim Hills Branch) William.Warren @unionbank.com or (714) 998-6219; ✓ Ms. Christina Williams, Orange County's Credit Union cwilliams @orangecountyscu.org or 714 - 755 -5900 Overview: ABC's of Credit Workshop will teach trainees the basics of credit. Participants will learn how to build and maintain good credit, credit scores, credit reports, credit cards, loans and how to manage debt. Page 17 Taller San Jose, Support Services Manual 2&A--41 5 Life Skills Targeted: Financial Literacy Learning Objective: After attending this lesson, Trainees will be able to: ✓ Understand how to establish and maintain a good credit record ✓ Identify difference between good and bad credit ✓ Know where to access a FREE credit report ✓ Understand what a pre- approved loan is ✓ Understand compound interest ✓ Identify resources for managing debt Activities: • Provide a scenario to the class to explain compound interest Materials /Resources: Banking Institutions will bring materials Union Banks presentation Power point presentation can be found at Staff Docs /Support Services /Life Skills /Financial Literacy Page 18 Taller San Jose, Support Services Manual E' A,416 Lesson: Smart Money Management Approved Presenter(s): ✓ Diana Martinez (formerly Pena), Orange County Consumer Credit Counseling, dmartinez@cccsoc.org Overview: The Smart Money Management Workshop will teach trainees how to make the most of their money by saving more, creating a spending plan, and understand some basic money- saving principals. Life Skills Targeted: Financial Literacy Learning Objectives: After attending this lesson, Trainees will be able to: 1. Explain the power of compound interest 2. Use money - saving tips 3. State why saving money is critical to their financial future 4. State the benefits of a Spending Plan S. Define the key concepts of a Spending Plan 6. Create their own Spending Plan 7. Determine what things to pay for first on a monthly basis Materials /Resources: Provided by presenter Lesson: Smart Car Shopping & Renting Approved Presenter(s): Diana Martinez (formerly Pena), Orange County Consumer Credit Counseling, dmartinez@cccsoc.org Overview: Smart Car Shopping & Renting workshop will teach participants how to build a pathway to reliable car buying or leasing and renting. Life Skills Targeted: Financial Literacy Learning Objective: After attending this lesson, trainees will be able to: Smart Car Shopping ✓ Explain how to consider options when buying or leasing a car ✓ Explain the potential impact of buying or leasing a car on their budget ✓ Explain tips and techniques to use during the car buying or leasing process Renting Page 19 Taller San Jose, Support Services Manual Egli% A' 1 7 ✓ Explain the steps involved in renting an apartment ✓ Explain what considerations should be made when selecting an apartment location ✓ Know where to sign -up for affordable housing, if applicable Materials /Resources: Provided by presenter Current offering under Educational Achievement is a college tour coordinated by Support Services Specialist Suggested Life Skills Timeline: Below is a suggested like skills schedule. The Support Services Specialists are charged with coordinating the lessons, including inviting presenters or teaching. In the event of an absence the Support Services Specialist must find coverage. Staff is encouraged to make changes to the life skills schedule to best meet the needs of class; understanding that any new workshops must be approved by the Career & Education Specialist. Week 1: Goal Setting Week 2: Defining a Vision — Moving Toward Goals, Love Notes Lesson 1.2 Knowing Yourself, Love Notes Lesson 2.1 -2.3 Week 3: Enriching, Making Contact & Validating Week 4: Enriching, Becoming Aware Week 5: Enriching, Opening to Greater Understanding & Acceptance Week 6: Diversity In the Workplace & Beyond Week 7: Enriching, Opening to Greater Understanding & Acceptance Week 8: Enriching, Making Conscious Choices & Seeking /Giving Support Weelc 9: Basic Banking Week 10: Love Notes, Is it a Healthy Relationship? & Dangerous Love Lessons 7 & 8 or DV Speaker Week 11: Love Notes, Foundations for Good Communication & Communication Challenges and More Skills Week 12: Civic Engagement Week 13: Substance Abuse Week 14: ABC's of Credit Week 15: Next Steps Week 16: OPEN —some training programs may or may not allot time for a workshop this week. Support Specialists Managers should work with the Instructor to figure out what is best for the class. Page 20 Taller San Jose, Support Services Manual E#ii1 A AT1 v Guidelines for Developing New Life Skills Workshops: When developing new workshops, staff must target life skills aligned with Taller San Jose's Steps to Success goals and that fit the needs of the population served. All new workshops must be approved by the Career & Education Specialist who maintains and oversees the curriculum. All workshops must have the following: ✓ Lesson Plan with key objectives and activities ✓ Be engaging and hands -on and with sufficient time to process and practice skills learned during each workshop. Documenting Life Skills Workshops in the Data Management System: The Support Services Specialists are responsible for documenting workshops provided. The following will be recorded: ✓ Date ✓ Activity (Life Skills) ✓ Time Spent ✓ Notes (topics covered /discussed in session and guest speaker if applicable) To navigate to this section in ETO: 1. Ensure the program selected at the top is your program (i.e. Medical Careers, Office Careers, Taller Tech) 2. At the home page, select "Enter services provided to more than one participant at a time" 3. Select "Group /Family" 4. Select the appropriate group for your session (i.e. ABC #5, CMA #11) 5. Select "Track Group Attendance" and Submit 6. Fill in the date, category and time spent on life skills and check off all the trainees that were present 7. In the notes section, indicate the topics covered and guest speaker, if applicable 8. Click 'Record Effort" at the bottom Bus passes are available to Taller San Jose trainees only. To be eligible, trainees must be enrolled in a Taller San Jose training program for at least 30 days and present with a hardship. In some circumstances, a bus pass may be distributed to a trainee at the start of training at the discretion of the trainee's Support Services Specialist. Staff should request and obtain bus passes from a designated staff member and must track to whom they distribute bus passes by completing the Bus Pass Tracking Lop. Bus Pass Tracking Logs should be submitted to the Enrollment & Support Services Manager on a quarterly basis. Staff must also log distribution of bus passes into ETD. The availability of bus passes is subject to funding. Ongoing eligibility is at the discretion of a trainee's Support Services Specialist. Due to limited funds, interns are not eligible for bus passes. The following bus passes are available: Page 21 Taller San Jose, Support Services Manual E A A 19 • 30 -Day Pass: $69.00 • 7 -Day Pass: $25.00 ✓ 1 -Day Pass: $4.50 rOMINTRITIMM Childcare stipends are available to Taller San Jose trainees who have children cared for by a private or public childcare facility. To be eligible, trainees must complete an application and be enrolled in a Taller San Jose training program for at least 30 days. Applications are reviewed and approved by the primary Support Services Specialist. Staff should consult with the Enrollment & Support Services Manager as needed (Applications are located in Staff Docs /Support Services /TSJ Vouchers). Trainees may receive a stipend for every month of training, up to the following: • $100 for one child • $150 for two children • $200 for three or more children If a trainee is dismissed or quits Taller San Jose prior to completing an entire month, the trainee is not eligible to receive the stipend. If a trainee moves on to the placement phase of the program prior to completing an entire month, the stipend must be prorated for the time the trainee was in training. Completed applications should be kept in the trainee's file. It is the responsibility of the Support Services Specialist to submit a check request by the 28th of each month to obtain the childcare stipend for a trainee. Failure to do so will delay receiving the check(s). Check requests are given to the Enrollment & Support Services Manager for approval. Upon approving the request(s), the Enrollment & Support Services Manager will submit the check(s) to the Director of Finance. Checks will be available on the I" week of the following month. A Support Services Specialist is responsible for distributing the childcare stipends to trainees and must complete the Childcare Stipend Tracking Lop for each stipend that is distributed. The Childcare Stipend Tracking log must be submitted to the Enrollment & Support Services Manager on a quarterly basis. Staff must also log distribution of childcare passes into ETO. Trainees who receive childcare assistance from an outside agency, such as Social Services, CALWORKS or other, may be eligible to receive a stipend from Taller San Jose if the amount they receive from the outside provider does not fully cover their expenses. In this case, the Support Services Specialist must determine: 1. The trainee's childcare expense 2. The amount of assistance the trainee receives from the outside agency 3. If the trainee is eligible for the full stipend from Taller San Jose In some cases, trainees may be granted less than the eligible amount through Taller San Jose. For example, a trainee who has two children may report she receives $250 in monetary assistance from CALWORKS, but pays $300 per month in childcare. If this is the case, this trainee would only be eligible for $50 monthly from Taller San Jose. Page 22 Taller San Jose, Support Services Manual 26A_ A' 2 O The availability of childcare stipends is subject to funding. Ongoing eligibility is at the discretion of a trainee's Support Services Specialist. Interns are not eligible for childcare stipends. Documenting Childcare & Bus Passes in ETO The Support Services Specialist is responsible for documenting childcare vouchers and bus passes provided in ETO. The following will be recorded: ✓ Date ✓ Resource provided (30 day bus pass, 7 day bus pass, monthly stipend for childcare) ✓ Notes To navigate to this section in ETO: 1. In the program at top left, select your program (Medical Careers, Office Careers, Taller Tech) 2. Go to home page below and select "Enter Services provided to more than one participant at a time) 3. If you are entering for several trainees, select "Group /Family ". If you are entering for one trainee, select "Participant." Click Submit. 4. If group, select the appropriate group (i.e. CMA #11). If participant, select the trainee's name. Click Submit. 5. Select "Provide Bus pass" for bus pass / Select "Provide Child Care Stipend" for child care stipend. 6. Put in the value of the bus pass or voucher and put in notes (the specific resource provided like 7 day bus pass, 30 day bus pass). Emergency assistance may be provided to a participant in an amount not to exceed $100.00, funding permitting. "Emergency" is defined as any situation arising that may affect a participant's successful completion of their training program or pose an impediment to employment. Examples may include, but not be limited to: one -time assistance with a utility bill or assistance to pay for a DMV permit test. This special assistance, however, is limited to participants who have an extreme hardship. Staff must make requests to the Director of Programs. Counseling at Taller San Jose is offered through the Social Work /Counseling Intern program or when an eligible staff member is available to conduct counseling. Staff will be notified when services are available in order for referrals to be made. Counseling at Taller San Jose is focused on work with individuals, specifically those enrolled in the agency's program. There is flexibility to include family or a significant other if it is deemed to be in the best interest of the individual. Please seek approval from your supervisor before offering this service. Fees: There is no charge for counseling services at Taller San Jose. Duration /Length of Sessions: Counseling at Taller San Jose is considered short -term. A minimum of 8 sessions should be offered and up to 12 sessions per client. A therapist may go beyond 12 sessions if it is in the client's best interest. Page 23 Taller San Jose, Support Services Manual 2&A-421 Consultation should be sought from a therapist's Clinical Supervisor to decide the appropriate number of sessions. Sessions should last 50 minutes and be conducted weekly or bi- monthly. The therapeutic approach: No one single approach to therapy needs to be used. Therapists instead should focus on an approach that best fits the needs and goals of the client and that is within the therapist's capacity. Taller San Jose encourages therapists to adjust their styles as needed. Case Noting: All sessions should be recorded in the ETO database. Please see pages 38 -39 of this manual for details about how to put in case notes. A therapist should follow the SOAP format as described in the section on case noting. If necessary, create a confidential case note using TSJ's Supplemental Case Note Form (located in Staff Docs /Support Services /Case Management) and file in the participant's file. In such cases, a therapist should reference in ETO that a confidential case note is in client's file. Assessments: Bios psychosocial assessments are created by a therapist for learning purposes and treatment planning only. This should be completed between the third and fourth session and reviewed by the Clinical Supervisor. This document should be filed in the participant's file when completed. A sample psychosocial assessment can be found at Staff Docs /Support Services /Counseling Services. Conducting Your First Session Basics: Before services are rendered, Taller San Jose's therapist are responsible for ensuring a client reads, understands and signs Taller San Jose's Informed Consent for Counseling Services, located in Staff Docs /Support Services /Counseling Services. • A Therapist should explain his /her role and status as an Associate Clinical Social Worker or Master level Intern working under the direction of a Licensed Clinical Social Worker or Marriage Family Therapist. • Read through the client's file to get some basic facts: age, city they reside in, Steps to Success completed, TABE score, work history, etc. • Talk to the referring staff member about the reason for client's referral • Once you meet with the client, your first meeting should focus on building the relationship • Always allow the client to tell you his /her story, reasons for seeking counseling, areas of concern and difficulty • The therapist's role is to actively listen and begin to gather information and "find out who the person really is" (Lukas p.3) (Source: Some information gathered from "Where to Start and What to Ask" by: Susan Lukas 1993) Page 24 Taller San Jose, Support Services Manual E A A' 22 fflfflaxunfl��� The graph below shows the timeframe of evaluation activities that must be conducted. Boldfaced items indicate activities that fall under the responsibility of Support Services Specialists. This manual will provide greater detail about the activities depicted below. • TABE Test (Beg) • Life Skills Class,'' • Intake- • One on One • Data Collection Assessment Meetings Points: 30 day, • Casey Life Skills • Support Groups 60 day, 90 day, 1 Assessment • Casey Life Skills year, 18 months, (Beg) Assessment 2 year (Update • Individual (End) ISP) Services Plan • TABE Test (End) • Encourage (ISP) • Update ISP: participation in Support Groups/ create new Activities goals for • Casey Life Skills placement period (End) Assessment at 1 year and 2 year followup The Casey Life Skills Assessment (Casey) is Taller San Jose's primary tool used to evaluate a participant's progress towards achieving goals within the Steps to Success. It is comprised of 113 questions categorized into 8 areas that correspond to the Steps to Success. For more information about the Casey, staff should review the Casey Life Skills (CLS) Help Guide (Staff docs /Support Services /Case Management /Assessments); this guide is a comprehensive manual on navigating and understanding the functionality of the Casey website. For assistance, Support Services Specialists may also contact Taller San Jose's Evaluation Manager, who will be the administrator of the site and will be available to provide help as needed. Graph 1.1 describes each of the Casey's 8 skill areas and their relationship to Taller San Jose's Steps to Success: Page 25 Taller San Jose, Support Services Manual E-R7-ifBiT� -A423 Graph 1.1 Career and Education Planning lanning for career and postsecondary g education Education Work and Study Life Score Basics of employment, legal issues, Employment study skills and time management Housing and Money Banking and credit, finding and Management Score keeping affordable housing, budgeting Financial Literacy and living within one's means Meal planning and preparation, Dail Living Score cleaning and food storage, home Daily B maintenance and computer and Technological Literacy internet basics Assess a youth's connection to trusted Permanency Score adults, community of support and overall interdependent connections Social and Emotional Literacy Youth's level of confidence and Looking Forward Score internal feelings important to their success Healthy physical and emotional Self -care Score development such as personal' hygiene, taking care of one's health and pregnancy prevention Healthy Behaviors Developing and sustaining healthy Relationships and relationships, cultural competency and Communications Score permanent connections with caring adults Page 26 Taller San Jose, Support Services Manual E7lTl nA A424 When to Conduct the Casey: The Casey must be completed by participants at the following periods: ✓ Orientation (To be completed no later than 1" week of training) ✓ End of training (To be completed no sooner than 3 weeks before end of training) ✓ 1 year after training completion ✓ 2 years after training completion Introducing the Casey: The Support Services Specialist is responsible for introducing the Casey to participants at orientation. It is important to explain what the Casey is and the purpose of it. For example, let trainees know it is a life skills assessment that helps identify their needs and strengths and provides helpful information that will be used to set goals while in the program. Staff should emphasize to participants that their responses will in no way affect their status as a trainee and that honesty is very important so that their Support Service Specialists can assist them with their needs. Conducting the Casey: A Support Services Specialist is responsible for administering the Casey assessment. To do so, they will be provided a login to access and administer the Casey. The Casey takes approximately 30 -40 minutes to complete; however, to provide time for printing or to account for delays, allow at least one hour to conduct the Casey. The Casey can be administered online or by using a paper version. It is highly recommended that the Support Services Specialist arranges for participants to take the Casey assessment online in order to avoid inputting data later. To do so, participants must have an e-mail address. If online computer access is not available, the Support Services Specialist may print out a blank Casey Assessment form and request that the participant complete it by hand using a black or blue pen. Staff must then input the data onto the Casey website in order to obtain the results. Given this situation, another option for Support Services Specialist is to log onto the Casey website using their own login while the participant is present. Instructions follow: 1. Support Services Specialist must log onto to the Casey website using the login provided to you 2. Go to "Youth" on top left corner 3. Search the participant's name and click on their "Youth number' 4. Then click "Start Now" on top right for the youth to complete the Casey. 5. The participant will click the Casey Life Skills Agreement and check "agree" to agree to the terms and conditions of the website. Then click "Start Assessment" 6. Participants will then enter their gender, race /identity and verify birthdate. 7. The participant will complete the Casey 8. Upon completion, the Support Services Specialist must ask the participant to print a copy of the Casey and give to you. (Explain you need a copy to review and that it will be and discussed at the intake meeting. If a Page 27 Taller San Jose, Support Services gorNAT-425 participant insists, it is okay to print a copy for them. Support Services Specialist must have a copy to review and for participant's file). When a participant has an email address, staff should follow these instructions: 1. Support Services Specialist must log onto to the Casey website using the login provided to you 2. Click "Add New Youth ". Add First name, Last name and Birthdate for each participant. 3. Click "Send via email" so the participant can take the Casey. 4. Participant will receive an email with the link to the Casey. 5. The participant will click the Casey Life Skills Assessment and check "agree" to agree to the terms and conditions of the website and click "Start Assessment ". 6. The participant will then enter their email, gender, race /identity and verify birthdate. 7. Participant will complete the Casey. (It is advised that this process take place no later than day two of orientation in order to give staff sufficient time to print and review the Casey for each participant prior to intake) 8. Upon completion, the Support Services Specialist must ask the participant to print a copy of the Casey and give to you. (Explain you need a copy to review and that it will be and discussed at the intake meeting. If a participant insists, it is okay to print a copy for them. Support Services Specialist must have a copy to review and for participant's file). To facilitate the administration of the Casey in the future (end of training, 1 and 2 years after training completion), participants will need to create their own Casey login. This can only be done after they have completed their first Casey assessment at orientation and must be initiated by staff. To do this, staff must follow these instructions: 1. Support Services Specialist must log onto the Casey website 2. Search for the participants name 3. Click "Send Youth email to create their CLS login" 4. Participant will receive an email requesting they create a login 5. Participant should create their own login (The participant will use their email address to log onto the Casey website in the future. Therefore they should use an email they use regularly. If they forget their password, they can reset it). For further reference, the Casey Life Skills Help Guide is available on Staff Docs /Support Services /Case Management /Assessments. Casey Scores /Results: After a participant completes the Casey, a summary of results will be automatically generated. To obtain a copy of the results, staff may either ask the participant to print a copy (per instructions above) or access the results by logging onto the Casey website using their own login. For the latter, staff will then search for the participant's name by clicking on "Youth" in the upper left hand corner. Once they find the name, click on the youth ID and click on the "Casey Life Skills Assessment" to view the results. The results of the Casey will be summarized and include an average score (range from 1 -5) for each of Casey's life skill areas described in Graph 1.1. The responses to each question given by the participant will also be included in the Page 28 Taller San Jose, Support Services Manual E25A —A26 summary. A sample of this summary is located at the appendix section of this manual (Appendix A) and is available on Staff Docs /Support Services /Case Management /Assessments. Upon receiving the results, staff should pay special attention to responses: "No" and "Mostly No ", which could indicate an area of need for the participant. A large number of "Mostly Yes" responses should be reviewed with the participant to ensure the answers are an accurate representation of their knowledge and skills. The scores from the Casey are an important element to goal formulation at intake and throughout the program. While the scores on the Casey are significant to goal formulation, the Support Services Specialist must look at this in combination with the TABE Score, Interview documentation, and intake assessment to form concrete goals at intake. For updates to the ISP goals at subsequent periods, staff should also consider feedback provided by colleagues, i.e. the participant's Training Supervisor or Therapist, if applicable. The Support Services Specialist can provide a copy of the Casey to the participant if it is requested. Every participant is entitled to have staff review the scores with them and help them understand how this fits in with Taller San Jose's overall goals for training. Entering the Casey in ETO: The Evaluation Manager will be responsible for entering the Casey scores into ETO at intake and end of training. Please notify the Evaluation Manager when the scores are available for entry. The Support Specialists will be responsible for entering the Casey scores into ETO for the placement phase (1 and 2 years after training). To enter the Casey scores into ETO follow the instructions below: 1. Go to the home page for your program (Medical Careers, Office Careers, Taller Tech) 2. In the search bar above, enter the name of applicant (Quick Search) 3. Once you seethe name, click the arrow next to the name, and then click "View /Record Assessment" 4. Click "Take New Assessment" 5. Select "Casey Life Skills Assessment" and "Continue" 6. Fill in the time point and appropriate scores for each area 7. Upload the PDF of the summary of scores. To get a pdf, log into the Casey website and choose "print view" of the summary. Then save the summary as a pdf. Im At the end of the training phase, Support Services Specialists are required to complete the Steps to Success Evaluation (SSE) for each trainee. The purpose of the SSE is to provide a fuller picture of the trainee at training completion. The Casey does not cover all the goals of our Steps to Success, so both of these scores (Casey and SSE) will provide a better understanding of how the trainee is doing at the end of the training. As Taller San Jose gathers more data, the relationship between the Casey scores and SSE will be examined to see if there is a correlation between the two results. Page 29 Taller San Jose, Support Services Manual u?vn% -A427 The SSE will evaluate trainees on a scale of 1 to 5 on each of the Steps to Success categories. The evaluation must be completed in ETO and a rubric has been established to guide staff with the evaluation. The SSE rubric can be found in Appendix B of this manual and in Staff dots /Support Services /Case Management /Assessments. Instructions for entering SSE into ETO follow: 1. Go to the home page for your program (Medical Careers, Office Careers, Taller Tech) 2. In the search bar above, enter the name of applicant (Quick Search) 3. Once you seethe name, click the arrow next to the name, and then click "View /Record Assessment" 4. Click "Take New Assessment" 5. Select "Steps to Success Evaluation" and "Continue" 6. Fill in appropriate scores for each area Individual Services Flan (ISP) The Individual Service Plan (ISP) is a road map developed by the Support Services Specialist in conjunction with the participant. It aims to help the participant reach their goals and assist staff in meeting Taller San Jose's outcomes. When to Create and Update the ISP; The ISP must be completed and updated at these points: ✓ Orientation. To be completed for all participants by end of week 1 of training. ✓ End of training. Complete during "Next Steps" meeting and no sooner than 3 weeks before training completion. During the "next steps meeting ", the Support Services Specialists should review the results from the post -TABE test and the Casey Life Skills Assessment and set goals for 90 days, 1 year, 18 month and 2 year after training completion. Staff should also use the time to give feedback to the trainee about their strengths and opportunities for improvement. Education and employment are the priority areas on the ISP at this juncture. ✓ 30, 60, 90 days after training completion. Goals may not necessarily be updated at these intervals however all other questions on the ISP must be completed. ✓ 1 year after training completion ✓ 18 months after training completion ✓ 2 years after training completion A sample of the ISP can be found in in Staff dots /Support Services /Case Management /Assessments. Instructions for entering ISP into ETU: 1. Log onto ETO using your username and password 2. Go to Home page for your program (Medical Careers, Office Careers, Taller Tech) 3. In the search bar above, enter the name of applicant (Quick Search) 4. Once you see the name, click the arrow next to the name, and then click "View /Record Assessment" 5. Click "Take New Assessment" 6. Select "ISP" and "Continue" 7. Fill in the date of the assessment at the very top of the form. Page 30 Taller San Jose, Support Services Manual 2-TI'@IP 428 8. Fill in the time point, barriers, and questions and goals in each section of the Steps to Success. Characteristics of an effective ISP: ✓ Developed goals under the Steps to Success areas (Minimum of 3 goals in different areas must be established and worked on at any given time) ✓ Distills what is learned through initial assessments. Offers an appropriate combination of services for the participant based on TABE and Casey. ✓ Considers each trainee's assets and strengths and is customized to meet their needs ✓ Is developed jointly by participant and the Support Services Specialist ✓ Is flexible and shows progression, not just a one -time document ✓ Serves as a learning contract between participant and Support Services Specialist ✓ Is a written document Creating Goals: When developing goals with a participant, ensure that they are SMART (specific, measurable, achievable, relevant, and time - sensitive), action oriented and achievable within the timeframe of their program enrollment. Since the program includes financial education, an appropriate and specific goal would be: Save money to buy a car If a participant's goal is to achieve her BA degree, it is unlikely to occur during their participation in the program; therefore, an example of an appropriate goal is: Apply for community college. For goals formed at intake, establish goals the participant can reasonably achieve during the training phase. At the "Next Steps" meeting, develop goals for the 2 years of the Placement phase. Further direction on completing the goals are provided under the section titled Components of an ISP and Completion Instructions below. Graph 1.2 Graph 1.2 provides definitions of SMART goals. -Specific: State exactly what you want to accomplish (Who, What, Where, Why) -Measurable: How will you demonstrate and evaluate the extent to which the goal is met? -Achievable: stretch and challenging goals wtihin ability to achieve outcome. What is the action - oriented verb? -Relevant: How does the goal tie into the Steps to Success? -Time-bound: Set a target date, the "by when" to guide your trainee to successful and timely completion. This doesn't need to be entered into ETO, but set a target date for the trainee. Page 31 Taller San Jose, Support Services Manual A' 2" For further guidance, the chart below indicates important goals and areas of priority. Components of an ISP and Completion Instructions: Section A: Time point & Employment Barriers 1. Check the box next to the appropriate time point 2. Check the barriers that exist for the participant (For intake, review the application as a reference. For subsequent updates, this information will be populated in ETC, therefore delete barriers that no longer continue to exist) 3. List additional barrier(s) 4. After reviewing barriers, discuss options to overcome barriers keeping in mind the participant's key strengths. Create relevant goals in Sections B -G. Section B: Education 1. Record responses to the following questions in this section. If they answer no to any of the questions, use to set a goal. • Do you have a high school diploma or GED? • Have you enrolled in college, apprenticeship or post- secondary program? 2. Set Goals a. Help the participant identify an initial career and /or education goal. If they do not have one, you can explain they will be asked to work on establishing one through education planning workshops and their work with you. b. Review TABE scores. For participants with scores below a 9th grade level on either Math or English, establish a goal to improve their reading and math skills (at intake). Examples include: Read newspaper Page 32 Taller San Jose, Support Services Manual EgAPL A43O articles or read a book or meet with a math tutor weekly. Taller San Jose's goal is to have all participants increase TABE scores by at least one grade level. c. Acknowledge the training may not improve their reading and math skills. d. Ensure the participant is aware it could pose a barrier to future employment or education. e. Refer to the Career and Education Planning score from the Casey, which reveals their knowledge of education pathways and attitude towards education in general. Identify any relevant information to help set appropriate goals. 3. Record the date on which the goal is completed. This will occur after the intake, but please update when trainee lets you know their goal completion. Section C. Employment 1. Record responses to the following questions in this section: ✓ Currently employed? 2. If they are currently employed, please add the details into ETO: • Are you currently employed? ■ If yes, hire date? ■ If yes, hourly wage? If yes, hours per week worked? If name of employer? Job title? Have health benefits? • To add employment record into ETO: ■ Go to "Participant History" section on right menu ■ Click on "Add Employment Record" ■ Enter the last name of the trainee ■ Click on their name ■ Add the details into the record (job title, employer, hourly wage, hours per week, benefit type) 3. Set Goals a. Refer to the Work and Study Life score from the Casey and identify any relevant information to help set appropriate goals, i.e. areas /questions they scored high and areas they scored low in. b. Identify a career goal to help establish goals. If the participant does not have one, explain they will be going through career planning during training. c. Establish goal to obtain professional clothing if they do not have any (If they are provided with a referral to professional clothing, record this. More details in the "Other Forms" section). 4. Record the date on which the goal is completed. This will occur after the intake, but please update when trainee lets you know their goal completion. Page 33 Taller San Jose, Support Services Manual gmrM tT' A431 Section D: Financial Literacy 1. Record responses to the following questions in this section. If they answer no, use this answer to set a goal. ✓ Do you use a bank account? 2. Set Goals • Refer to the Housing and Money Management Score from the Casey and identify any relevant information to set appropriate goals. • Ask participant if they have a checking account and how they use it and if they know how to budget and how they are budgeting. This will help you determine whether to set a goal around this. 3. Record the date on which the goal is completed. This will occur after the intake, but please update when trainee lets you know their goal completion. Section E: Technological Literacy 1. Set Goals • Refer to the Daily Living section of the Casey and look at questions concerning computer use and assess their knowledge of computers and emails for job search. Identify and explore responses on their comfort with using computers, i.e. Ask if they have a professional email. What is your professional email? How do you use it? • Ask if they know how to use the internet to conduct a job search. How would you use the internet to apply for a job? Utilize information to help set appropriate goals. 2. Record the date on which the goal is completed. This will occur after the intake, but please update when trainee lets you know their goal completion. Section F. Social and Emotional Wellness 1. Set Goals • Refer to the Permanency Score and Looking Forward scores from the Casey and probe about questions they scored high and areas they scored low in. Utilize information to help set appropriate goals. 2. Record the date on which the goal is completed. This will occur after the intake, but please update when trainee lets you know their goal completion. Section G: Healthy Behaviors 1. Record responses to the following questions in this section. If they answer no to any of the questions, use it to set a goal. Page 34 Taller San Jose, Support Services Manual E' x,432 ✓ Do you have a driver's license? ✓ Were you arrested in last 30 days? ✓ Are you on probation or parole? ✓ Substance Use in last 30 days? ✓ Do you have reliable childcare? ✓ Do you have reliable transportation? ✓ Do you own a car? ✓ Are you registered to vote? ✓ Do you volunteer in the community? 2. Set Goals • Refer to the Self Care Score and Relationship and Communication scores from the Casey and review areas they scored high and areas they scored low in. Utilize information to help set appropriate goals. 3. Record the date on which the goal is completed. This will occur after the intake, but please update when trainee lets you know their goal completion. Section H: Signatures 1. The Support Services Specialist and participant should sign the ISP to show mutual commitment to working on the goals. As Taller San Jose develops into a more data - driven organization, team meetings at the end of every cohort will be convened to examine the trainees' performance and identify improvements that can be made in the services provided. These are the types of reports that will be viewed by cohort: • Goals set and achieved by each trainee • TABE Scores at beginning and at end • Casey Scores at beginning and at end • Steps to Success Evaluation • Satisfaction Surveys Page 35 Taller San Jose, Support Services Manual E A433 Support services meetings are a critical part of Taller San Jose's training program. Support Services Specialists are responsible for offering one -on -one meetings to trainees and interns throughout their participation in the training program. The purpose of these meetings is to: 1. Meet the participant's immediate needs; Assist with trouble- shooting and help them cope with day -to -day program and life demands 2. Provide support and coaching with trouble areas and link to appropriate supportive services and activities 3. Work on Taller San Jose goals: ✓ SOCIAL/ EMOTIONAL WELLNESS: Goal Setting, Resourceful, Self- Awareness, Social Awareness, Self - Management ✓ HEALTHY BEHAVIORS: Healthy Relationships, Drug free and Crime free, Stable Housing, Reliable Childcare & Transportation, Community Engagement ✓ TECHNOLOGICAL LITERACY: Use technology to find a job, Use technology for a job ✓ FINANCIAL LITERACY: Open and use a Bank Account, Learn to Budget ✓ EDUCATIONAL ACHIEVEMENT: Improve Reading & Math Skills, Finish GED /high school diploma, Go to college, apprenticeship or post- secondary program ✓ EMPLOYMENT ATTAINMENT: Professionalism, Get a Job, Keep a Job, Job Advancement, Enroll in Health Benefits Meetings must be provided accordingly and be documented in Taller San Jose's data management system. Refer to Appendix D for a visual of the content below: 0 -8 weeks of training: Individual meetings for all trainees on a weekly basis 9 -16 weeks of training: Continue weekly meetings for trainees with low to mid scores on Casey and /or those who demonstrate an outstanding need for ongoing support Transition to every other week for individuals who present with higher scores on Casey and are meeting the demands of training Length of Meeting: At least 30 minutes per Trainee unless more is warranted Characteristics of an Effective 1:1 Support Meeting during Training Phase An effective meeting has the following characteristics: ✓ Support Services Specialist assesses how the trainee is coping with the demands of training and outside responsibilities ✓ Helps Trainee learn to address any challenges and issues that arise ✓ Reviews progress on ISP goals and updates them if needed ✓ Always provides opportunities for trainee to come up with solutions Page 36 Taller San Jose, Support Services Manual 2XA 434 ✓ Focuses on an individual's strengths Support Services Specialists are responsible for continuing to provide comprehensive support services during placement. This is facilitated through one -on -one meetings with interns. Meetings must be provided accordingly and be documented in Taller San Jose's data management system. Refer to Appendix D for a visual of the content below: Training Completion — 90 days: Weekly meetings for Interns with low to mid scores on Casey, SSE and /or those without jobs at training completion or when a concern exists that the Intern will have difficulty obtaining and retaining a job due to social and emotional issues or criminal background. Approximately 80% of youth who advance to Phase 4 will fall into this category. Length of Meeting: At least 30 minutes per Intern Training Completion — 90 days: Meetings with Interns who score high on Casey, SSE and /or demonstrating greater stability should take place at end of 30, 60, 90 days after training completion Length of Meeting: 45 minutes maximum for all three meetings 90 days —1 Year: Monthly meetings for Interns with low to mid scores on Casey, and /or greater instability based on assessment Length of Meeting: At least 30 minutes per Intern 90 days —1 Year: One meeting every 4 months after training completion for high functioning group Length of Meeting: Approximately 30 minutes per Intern 1 Year -2 Years: Meetings during data collection periods 1 Year, 18 month, 2 Year and every 3 months for all Interns Length of Meeting: Approximately 30 minutes per Intern. During data collection periods, expect to spend closer to 45 minutes. Characteristics of an Effective 1:1 Support Meeting during Placement Phase An effective meeting has the following characteristics: ✓ Drives Interns to accomplish ISP goals ✓ Revises goals when needed ✓ There is a constant assessment of Intern's needs and barriers ✓ Links to appropriate services external and internal (i.e. social and emotional wellness group, educational groups, job clubs, therapy, etc...) ✓ Addresses any issues that need immediate attention Page 37 Taller San Jose, Support Services Manual E ;4435 ✓ Focuses on an individual's strengths or 1 ' To help Support Services Specialists determine the number of 1:1 meetings to offer, graph 1.2 serves as a guide to help prioritize. It is theorized that participants with 1) Low TABE scores, 2) Lack of GED /HS Diploma, 3) Low to Mid scores on the Casey, and 4) Multiple barriers will require greater assistance and thus a greater number of 1:1 meetings. Through performance management, this theory will be studied and adjustments made. Graph 1.2 Well- written case notes provide accountability, corroborate the decisions made to deliver certain services and support decisions a staff member has made. Taller San Jose staff shall use the SOAP format for writing case notes (Please note: The SOAP format has been adapted to fit Taller San lose needs and may not be similar to what agencies outside Taller San Jose traditionally use). There are four components to SOAP. They follow: Subjective (S): What the participant tells you Example: Intern feelings, concerns, goals, thoughts; intensity of problem Objective (0): Factual- What was observed or witnessed by staff; what was seen, counted, smelled, heard or measured Example: Intern's appearance, affect; Test results Action (A): Action /Intervention performed by staff and progress toward goal(s) Example: What you did during your meeting; referral provided, participant progress Page 38 Taller San Jose, Support Services Manual E A36 Plan (P): What you plan on doing on behalf of the participant or plan for participant to do; Date of next meeting or follow up Example: Next meeting date Scenario & Sample SOAP Note: Scenario #1 Cassandra is a 25 year -old trainee who has attended 12 weeks of job training in OCA. She just attended a mock interview and obtains her results, but feels bad about how she did. She comes to your office to discuss. Sample SOAP Note #1 (S) Trainee reported frustration over job prospects due to low score results in mock interviews. (0) Trainee was tearful during meeting. (A) Validated trainee's feelings and provided encouragement. Trainee is meeting expectations in program. (P) Plan is to provide one on one job coaching for trainee daily until graduation starting next Monday November 10, 2008 at 3p.m. Do's and Don'ts — As a general rule, Taller San Jose staff should observe some of the following Do's and Don'ts when writing a case note: Do's • Be brief • Keep quotes to a minimum • Record immediately after meeting • Use proper spelling, grammar, and punctuation • Document all contacts or attempted contacts Don'ts • Avoid value -laden language, opinionated statements • Avoid using names Taller San Jose case notes are to be kept current at all times. Staff should use Taller San Jose's data management system to document case notes. In highly sensitive cases, those situations where staff deems it inappropriate to write a case note in ETO, a Taller San lose Supplemental Case Note may be typed or written, signed by the staff member writing the supplemental case note and placed in the intern's file. Staff must make note in ETO when a supplemental case note has been written. Documenting Case Notes in ETO: The Support Services Specialist is responsible for documenting case notes in ETC. The following will be recorded: Meeting Details ✓ Date dd Page 39 Taller San Jose, Support Services Manual C17F?1T`�A��� ✓ Time Spent (minutes) ✓ Phase (Training or Placement) ✓ Location (office or phone) ✓ Notes To navigate to this in ETD: 1. Make sure that the program selected at the top is your program (i.e., Medical Careers, Office Careers, Taller Tech). 2. At the home page, select "Enter case notes 1:1) 3. Enter the last name of the trainee 4. Select "Track 1:1 Case Notes" and Submit 5. Fill in the location /method, date of contact, time spent, phase and notes. 6. Click 'Save Effort & Close" at the bottom. The Support Services Specialist is also responsible for documenting any referrals provided. The following will be recorded: Referral provided ✓ Date ✓ Referral to (Organization) ✓ Purpose of referral ✓ Notes /Follow -up Page 40 Taller San Jose, Support Services Manual E24 A A38 Incentives Incentives are used during the Placement Phase of Taller San Jose's program to promote retention and encourage interns to participate in activities assigned by the Support Services Specialist including attendance at support and educational groups, completion of ISP and Casey Assessment and as a reward for working with the staff to complete Steps to Success goals. Incentives are managed by the Enrollment and Support Services Manager and distributed by the Support Services Specialist. Incentives come in the form of a gift card; cash rewards are strictly prohibited. Taller San Jose has established specific time periods when gift cards can be used. The participant can earn up to $400.00 during their participation in the Placement Phase. Full participation must be exhibited to receive the incentive. Incentives may not be distributed for activities an intern engages in that are outside of Taller San Jose. The following times have been designated as reward periods (Also described in Appendix E): Year 1: ✓ Data Collection Points (30 day, 60 day, 90 day, 1 year. $25 at each interval) ✓ Group participation ($25 per group. Maximum $100. Goal: 2 groups in year 1) Year 2: ✓ Data Collection Points (18 month, 2 year. $25 at each interval) ✓ Group participation ($25 per group. Maximum $75. Goal: 2 groups in year 2) ✓ Participation in Leadership Symposium ($75) If the Support Services Specialist deems counseling over groups is in the best interest of an intern, an intern attending counseling at Taller San Jose may be eligible for an incentive at the completion of therapy services without ever attending a group. The amount will be determined by the Support Services Specialist in consultation with the Therapist but not to exceed $100 in year 1 and $75 in year 2. I� Beginning at the point of program application, participants are told that they must commit to participating in all aspects of Taller San Jose's 28 -month program. Though participation can become challenging during the placement phase of the program, it is critical to ensuring an intern's success toward completing the Steps to Success goals. In the event an intern is no longer participating in the program, such as no longer responding to staff outreach, attending groups or actively working on their goals to get a job, keep a job, advance in school, etc., then a formal dismissal process should be initiated by the Support Services Specialist. The following steps will be taken as part of the dismissal process: 4. The intern will be provided a warning by the Support Services Specialist. This should be done in the form of e- mail and formal mailed letter. Prior to sending this letter, the Support Services Specialist should check with Page 41 Taller San Jose, Support Services Manual E?m§AI439 other members of the team to ensure they have not heard from the intern. (Sample 1St and 2nd warning letters can be found in Staff Docs /Support Services /Case Management /Phase 4 /Dismissal Process). 5. If the Support Services Specialist does not get a response from the intern, he /she must bring the intern's status to the Phase 4 Programs Staff Meeting for review. Program staff will evaluate the nature of the problem and determine a course of further action, including program dismissal. 6. If dismissed, an intern should be sent a final dismissal letter via mail and e-mail. (Final dismissal letter can be found in Staff Docs /Support Services /Case Management /Phase 4 1Dismissal Process). 7. Support Services Specialist should dismiss intern in ETO. R ,. An intern who is dismissed from the placement phase may be re- admitted. To be considered, individuals must make an appointment with the Support Services Specialist for the training program the individual attended. The following steps will be conducted by the Support Services Specialist: 1. Complete a thorough assessment. In addition: a. Identify reasons the individual withdrew or disengaged from the program. b. Find out the reason the intern would like to be re- admitted. c. Identify if Taller San Jose can meet the individual's current needs and if individual is showing readiness to participate in all program services. If not, refer to appropriate agency. 2. If the Support Services Specialist meets with the individual and determines he /she is eligible to return, the staff must re- enroll participant in ETO and revise the participant's ISP. In cases, when the Support Services Specialist is unsure whether or not to re -admit an individual, he /she must present the case at the Phase 4 Programs Staff Meeting for review or consult with members of the team. Staff is encouraged to work collectively on a decision that fits Taller San Jose's values and that is in the best interest of the individual. 3. Respond to the individual within 30 days of their request to re- enroll with a decision of acceptance or denial. For all denials, staff must provide the individual the reason he /she was denied and referrals to appropriate services; this must be done in writing and a copy of the letter must be placed in the individual's file. The Support Services Specialist must document this process in ETO. 4. If the individual is re- admitted, the Support Services Specialist must update the ISP according to the time period that is closest to their return (30, 60, 90 day, 6 month, 1 year, 18 month, 2 year). Page 42 Taller San Jose, Support Services Manual Eff ` A' 4O RIUMI Casey Life Skills (CLS) Summary Casey Life Skills Assessment 08/15/2013 Sam Fake (Y- 172745) Taller San Jose (P- 29584) t00% 75% 50% 25% 0% Permanency Daily Living Self Care Relationships and Housing and Work and Career and Looking remand Communication Money Management Study Life Education Planning Yes N Mostly Yes 0 Somewhat ; I Mostly NO 0 No Incomplete Page 43 Taller San Jose, Support Services Manual 'H1 �11 -X41 Yes Mostly Yes Somewhat Mostly No No Incomplete Permanency 15% 60% 15% 10% 0% 0% Daily Living 35% 41% 23% 0% 0% 0% Self Care 23% 41% 29% 5% 0% 0% Relationships and Communication 33% 50% 16% 0% 0% 0% Housing and Money Management 0% 52% 34% 13% 0% 0% Work and Study Life 0% 40% 45% 10% 5% 0% Career and Education Planning 0% 11% 33% 33% 22% 0% Looking Forward 25% 62% 12% 0% 0% 0% t00% 75% 50% 25% 0% Permanency Daily Living Self Care Relationships and Housing and Work and Career and Looking remand Communication Money Management Study Life Education Planning Yes N Mostly Yes 0 Somewhat ; I Mostly NO 0 No Incomplete Page 43 Taller San Jose, Support Services Manual 'H1 �11 -X41 I know at least one adult, other than my worker, who would take my call in the middle of the night if I had an emergency. An adult I trust, other than my worker, checks in with me regularly. YES I am a part of a family and we care about each other. I have at least one trusted adult who would visit me if I were in the hospital. There is at least one adult I trust who would be legally allowed to make medical decisions for me and advocate for me if I was unable to speak for myself. I can get in touch with at least one family member when I want to. I have friends or family to spend time with on holidays and special occasions. I know at least one adult I can depend on when I exit care. I know an adult who could be a grandparent, aunt or uncle to my children now or my future children. MOSTLY YES I have information about my family members. I know an adult who would help me if I had a financial emergency. There is at least one adult that I have regular contact with, other than my case manager or other professional, who lives in stable and safe housing. I know an adult I can go to for financial advice. I know an adult who will go with me if I need to change schools. I have an adult in my life who cares about how I am doing at school or work. I know what my legal permanency goal is. I know an adult I could live with for a few days or weeks if I needed to. F SOMEWHAT I have talked about my education plans with an adult who cares about me. I have recently talked to an adult who works in a job I would like to have. MOSTLY NO I know an adult who will help me apply for training or education after high school. I know where to go to get on the Internet I can find what I need on the Internet. I know how to use my email account. I can create, save, print and send computer documents. YES I know at least one adult, other than my worker, who would take my call in the middle of the night if I had an emergency. An adult I trust, other than my worker, checks in with me regularly. I know the risks of meeting someone in person that I met online. I would not post pictures or messages if I thought it would hurt someone's feelings. If someone sent me messages online that made me feel bad or scared, I would know what to do or who to tell. MOSTLY YES I think about what I eat and how it impacts my health. I know how to do my own laundry. I keep my living space clean. Page 44 Taller San Jose, Support Services Manual25AA42 I know the products to use when cleaning the bathroom and kitchen. When I shop for food, I take a list and I compare prices. I can make meals with or without using a recipe. I understand how to read food product labels to see how much fat, sugar, salt, and calories the food SOMEWHAT has. I know how to use a fire extinguisher. I can turn down a sexual advance. I know ways to protect myself from sexually transmitted diseases (STDs). YES I know how to prevent getting pregnant or getting someone else pregnant. I know where to go to get information on sex or pregnancy. I can get medical and dental care when I need it. I know my family medical history. I have at least one trusted adult who would visit me if I were in the hospital. There is at least one adult I trust who would be legally allowed to make medical decisions for me and MOSTLY YES advocate for me if I was unable to speak for myself. I bathe (wash up) daily. I brush my teeth daily. I have a place to go when I feel unsafe. I can take care of my own minor injuries and illnesses. I know how to make my own medical and dental appointments. I know when I should go to the emergency room instead of the doctor's office. I know how to get the benefits I am eligible for, such as Social Security, Medicaid, Temporary SOMEWHAT Assistance for Needy Families (TANF), and Education and Training Vouchers (ETV) . I know how to get myself away from harmful situations. I can take care of my own minor injuries and illnesses. I know how to make my own medical and dental appointments. know how to get health insurance when I am older than 18. 1 MOSTLY NO I can speak up for myself. I know how to act in social or professional situations. I know how to show respect to people with different beliefs, opinions, and cultures. YES I can describe my racial and ethnic identity. I am a part of a family and we care about each other. My relationships are free from hitting, slapping, shoving, being made fun of, or name calling. Page 4S Taller San Jose, Support Services Manua�5Ar 443 I can explain the difference between sexual orientation and gender identity. I have friends I like to be with who help me feel valued and worthwhile. I can get in touch with at least one family member when I want to. I have friends or family to spend time with on holidays and special occasions. I know at least one adult I can depend on when I exit care. MOSTLY YES I know an adult who could be a grandparent, aunt or uncle to my children now or my future children. I have information about my family members. I can deal with anger without hurting others or damaging things. I show others that I care about them. I know the signs of an abusive relationship. I know what my legal permanency goal is. SOMEWHAT I think about how my choices impact others. I know the importance of a good credit score. I know how to balance my bank account. I put money in my savings account when I can. I know an adult who would help me if I had a financial emergency. I know how to find safe and affordable housing. YES I can figure out the costs to move to a new place, such as deposits, rents, utilities, and furniture. I can explain why people need renter's or homeowner's insurance. There is at least one adult that I have regular contact with, other than my case manager or other professional, who lives in stable and safe housing. I know an adult I can go to for financial advice. I plan for the expenses that I must pay each month. MOSTLY YES I can explain how to get and renew a driver's license or state ID card. I know how to use public transportation to get where I need to go. I understand how interest rates work on loans or credit purchases. I understand the disadvantages of making purchases with my credit card. I know the advantages and disadvantages of using a check cashing or payday loan store. I Know how to fill out an apartment rental application. SOMEWHAT I know an adult I could live with for a few days or weeks if I needed to. I keep records of the money I am paid and the bills I pay. I know what happens in my state if I am caught driving without car insurance or a driver's license. I can figure out all the costs of car ownership, such as registration, repairs, insurance, and gas. I use online banking to keep track of my money. I know how to get emergency help to pay for water, electricity, and gas bills. MOSTLY NO I know what can happen if I break my rental lease. Page 46 Taller San Jose, Support Services Manua25N4181444 I know what employee benefits are. I know the reasons why my personal contacts are important for finding a job. I know how to get the documents I need for work, such as my Social Security card and birth certificate. I know an adult who will go with me if I need to change schools. MOSTLY YES I know where I can get help with an income tax form. I have an adult in my life who cares about how I am doing at school or work. I know how to prepare for exams and /or presentations. I know where I can get tutoring or other help with school work. I know how to prepare for a job interview. I know what the information on a pay stub means. I can fill out a W -4 payroll exemption form when I get a job. I know what sexual harassment and discrimination are. I know how and when I can see my child welfare or juvenile justice records. SOMEWHAT I know how to get help from my school's mental health services. I can take criticism and direction at school or work without losing my temper. I get to school or work on time. my work done and turned in on time. I know how to fill out a job application I look over my work for mistakes. MOSTLY NO know how to develop a resume. NO I know how to find financial aid to help pay for my education or training. MOSTLY YES I know what type (college, trade school) education I need for the work I want to do. I know how to get into the school, training, or job I want after high school. I have talked about my SOMEWHAT education plans with an adult who cares about me. I know what type (college, trade school) education I need for the work I want to do. I know where to find information about job training. I have recently talked to an adult who works in ajob I would like to have. MOSTLY NO I know an adult who will help me apply for training or education after high school I know how to find work - related internships. I can explain the benefits of doing volunteer work. NO Page 47 Taller San Jose, Support Services ManuaZW445 I believe I can influence how my life will turn out. YES Most days, I feel I have control of how my life will turn out. I can describe my vision for myself as a successful adult. I have a good relationship with a trusted adult I like and respect. I believe my relationships with others will help me succeed. MOSTLY YES I feel I am ready for the next phase of my life. Most days, I am proud of the way I am living my life. I would like to use my experience to help other youth. I SOMEWHAT Page 48 Taller San Jose, Support Services Manual 6"46 V rr • L O) 2 3 0 J 25A -447 i H m Y W a v up a ba zj P G 0 .4 a h N o m U ° a 'd inn a 3 , ° en R.' $ ° ° o o p "d A ��p3 s7 W " b CJ b°q qq NN p0 O p° N 'A U N t.. �. b ,� Croy CUj ? ,� N W b-0 cell O N 'd °a h �I 1 a s P, ow ° h do — ,� � b o ,M ro o ,� p � .•� nq o w w .� C7 q 3 °R 3 n°n b l o w ° a � b O L1 o o. b 7S rob o w den .G o a�i 'a b Wco b a"i co R' o a� o • a� 8 3 0 0° ,°, o w � co P R, � gg 0 40 v •� � v a"i m R N L Vy � fr U IZ H d C y .ro p vpi W 25A -447 i H m Y W a v up a 25A -448 Gl H m x W 0 v ao a b . o �2 o p°py � 5 > � P? a o c°', � � cu � � � •� o '" �� o � 'Q b ,�^, G o ° 'C o a ° •° a� ate, p a'i a> .° ro q' o °' y 0 P, o 'v o b N q � t�C O N iC N y R � � � cOJ � N � 7 'zJ .°� w° .� p ro a o - � m bA GL CC U : qp q `L���, w OA O .ti •,�• p W . W �j pro❑ rU. '«� R� O ❑� � ... W O V O p AU p W O U U U O U O N 0 b U N N � � v� v� h y ❑� y ti UM CC ..U. 0 " 9 p p q qOq H ''� s'� 1 T 1 i O «U ro y b p +aO' ro GL i T Rw N i ° bb Xo J❑ O to � m T 7 .o fl '.O R3 q .d U V�y 3 ' O q y �� ' 'I °� U N O 'YV°bo o q � N � � w ,� •w a rCC ' � � p I Q.a° °' a b 7'ci - — c ° b to o t m A ro °, >aa �a b mwm U s. us wa Ha 25A -448 Gl H m x W 0 v ao a 25A -449 ro F m 2 X W m a ti •o cu mbo YA.5 ay o ro m � q H � o � ,� .� ° 41. p . ° � O (d 4i � � � � � ry O � � ° ,� � U I A •� � � � � � %i T Fib p m � ro • q gg bq •� a'Gi o a'"i ° o ° ,� .0 U w ° m aaH O F„C m m O� CG H p CL F iYl .a tC bq is �'q .�•� � �� a �m � m v bq U ° � ui �±d� yo .`�� .bL,� abi � � m H wo °,, Smn •+7 � �d a�i �y ,tea ac2� .o � � � api > ,� R1 m Cq q SL b cma .q o ° p .� oo m w •� �ggpa t > o . .a .°� sH. g o ❑ ° m v am, a° bb an c m CgGC cn Au aUH uw 7 x as 25A -449 ro F m 2 X W m a 25A -450 F- [C W N N N a Y _ a Y i"i o PO' 'o ° N 1U1yy pwp p N y0 I ❑�O rrtr��i �. :i .O� O ,� � e, p v.d,�.�° oo •�,�'� � o�F ro °�' ro yob � � El °oo10 �ro'Sb�b°oH°" ro��ro �ro C7 o'b p, � o F P �°a m W � W U d PI • � F 'O ,� x . � a. �❑ °� id •� ,� P3 v, U U N N" abi a� O'd �3 } p pp, ,Q''� b O O o 0 P bA ro ❑y P O' c " v 0. duW UW o 0 � b 25A -450 F- [C W N N N a Appendix C Set-vice Model Who Facilitated by What When All Trainees Support Services • Conduct Casey Assessment • Complete between Crier Specialist • Develop Individual Services Plan (ISP) week 1 of training with goals through training completion (16/20 wks.) Who I Facilitated by What I When All Trainees Support Services • Assist Trainee with ISP goals • 0 -8 weeks: Meet weekly Specialist • Remove barriers to employment trainees • Assist with retention and • 9 -16/20 weeks: Every otl advancement to placement phase (minimum) for those witl and emotional stability a weekly for those with grE f Who Facilitated by What When All Trainees Support Services • Conduct Casey Assessment • Complete no sooner that Specialist • Update ISP with goals for 90 days,1 before training completi year, 2 year Page 53 Taller San Jose, SuZ%v _51nual EXHIBIT A Who Facilitated by What When Incentive Interns without Support Services . `Assist with employment • 'Meet weekly (At $25 at end of 30, jobs and /or low Specialist attainment, education least 30 minutes per ` 60 and 90 days —mid scores on education enrollment enrollment intern) through 90 scores on Casey Casey, low score • Assist with progress on ISP •`Improve social emotional days and SSE on Steps to • Update ISP (End of 30, 60, wellness &life stability (educational and /or Success 90) •.Update ISP (End of 30, 60, social & emotional) Evaluation (SSE) ;'90) Interns showing Post secondary • Assist with post secondary • `TBD. Intern will Target Facilitated by :What When Incentive Interns with Support Services • Assist with Job Retention, • Meet at 30, 60, 90 $25 at end of 30, jobs and /or high Specialist education enrollment days (At least 30 60 and 90 days scores on Casey education • Assist with progress on ISP minutes per Intern) year one and SSE attending at least • Update ISP (End of 30, 60, persistence (educational and /or (2) TSJ groups in 90) stability social & emotional) Interns showing Post secondary • Assist with post secondary • `TBD. Intern will $25 per group readiness and Education Staff school enrollment commit to' ($100 max for year desire to Incentive • Link to tutors or study' attending at least 1) advance to $25 per group groups (2) TSJ groups in wellness & life stability education ($100 max for year •lAssist with college year one •'Assist with progress on ISP attending at least 1) persistence (educational and /or (2) TSJ groups in stability social & emotional) Page 54 Taller San Jose, Support Services ManuaM&452 0 1 • • • 0 Who Facilitated by :What When Incentive Interns with Support Services •'Improve social emotional •TBD. Intern will $25 per group poor social and Staff wellness & life stability commit to ($100 max for year emotional skills •'Assist with progress on ISP attending at least 1) and poor life (2) TSJ groups in stability year one (educational and /or social & emotional) Page 54 Taller San Jose, Support Services ManuaM&452 D 0,41 Page 55 Taller San Jose, Support Services Manua A wM Interns showing Post secondary e Assist with post- secondary • TBD. Intern will $25 per group ($75 readiness and Education Staff 'school enrollment commit to max for year 2) desire to Target • Link to tutors or study, attending at least Who advance to What groups (2) TSJ groups +R Interns with education • Improve social emotional e Assist with college +dear one poor social and Staff' - wellness & life stability persistence (educational and /or emotional skills (Consult with • Assist with progress on ISP attending at least social & emotional) and poor life C� Page 56 Taller San Jose, Support Services Manual A 54 s • a�a Target ' Facilitated by What Who Facilitated by What When Incentive Interns with Support Services • Improve social emotional TBD. Intern will $25 per group ($75 poor social and Staff' - wellness & life stability commit to max foriyear 2) emotional skills (Consult with • Assist with progress on ISP attending at least education enrollment and and poor life Support Services (2) TSJ groups iR persistence stability Manager) yeaK one • Assist with progress on ISP (educational and /or social & emotional) C� Page 56 Taller San Jose, Support Services Manual A 54 s • a�a Target ' Facilitated by What When Incentive Interns Support Services • Assist with keeping & • 1 Year -2 Year: 45 If necessary and Specialist advancing in job minutes every 3 based on budget •'Assist with postsecondary months for (Consult with education enrollment and everybody Support Services persistence Manager) • Assist with progress on ISP C� Page 56 Taller San Jose, Support Services Manual A 54 *Interns attending counseling at Taller San Jose maybe eligible for an incentive at the completion of therapy services if the Support Services Specialists decides individual therapy over group sessions Is in the best interest of the Intern. The amount will be determined by the Support Services Specialist in consultation with the Therapist but not to exceed $100 in year 1 and $75 in year 2. Page 57 Taller San Jose, Support Services Manua2 SIAM ArW55 YSPN MEMBER PERFORMANCE PLAN 2014-2015 PROJECTED ENROLLMENTS & EXPENDITURES (NOTE: 100% OF YOUTH MUST BE ENROLLED BY 2" QUARTER-DECEMBER 31, 2014) fs -..-q gyp"'4 J�'..Ott I #h TIT, &I, REN �' mn _01 M R i R EWA 02�1 A_' L'R ZM !I,, 'Uom_ -Mit N SP �_,,14 jeyNagt�j 511 -or RMFerf e'" 7 $20,933 6. Leadership development opportunities which may 3 $20,933 include community service and peer-centered $20,933 10 x 74% = 7 $17,201 py, 011 T— RRE 10 $80,000 1 1 1-1.1— ­VP 1— LAIternative PERFORMANCE GOALS/COMMON MEASURES *DISCLAIMER: OUTCOMES ARE SUBJECT TO INCREASE/DECREASE DEPENDING ON YOUTH POPULATION H N 3co Tllq MMM-11 fs -..-q gyp"'4 J�'..Ott I #h W [hip gm ZM N _00 -or RMFerf e'" 1. Tutoring, study skills training, and instruction, X 6. Leadership development opportunities which may eaOing to completion of secondary school, include community service and peer-centered 10 x 74% = 7 activities encouraging responsibility and other positive social behaviors during non-school hours, as LAIternative 10 x 65% 7 ...... . . . . . . . . 77— �jmpv` 10 x 67% X JR appropriate; EXHIBIT B 25A-456 H N 3co Tllq MMM-11 -'mM gF g 'W'mn ?ffiffl—­ T _00 1. Tutoring, study skills training, and instruction, X 6. Leadership development opportunities which may eaOing to completion of secondary school, include community service and peer-centered including dropout prevention strategies activities encouraging responsibility and other positive social behaviors during non-school hours, as LAIternative appropriate; 2. secondary school services, as X 7. Supportive Services (e.g. tools, books, -clothing, etc appropriate; 3. Summer employment opportunities that are X 8. Adult Mentoring for the period of participation and X directly linked to academic and occupational a subsequent period for a total of not less than 12 learning (this element cannot be offered as a months; stand-alone activity); X 4. As appropriate, paid and unpaid work X 9. Follow-up services for a minimum of 12 months experiences, including internships and job after the completion of participation as appropriate; shadowing; and S. Occupational skill training, as appropriate; X 10. Comprehensive guidance and counseling which X may include drug and alcohol abuse counseling and I I referral, as appropriate, EXHIBIT B 25A-456 COMPLAINT HANDLING UNDER THE WORKFORCE INVESTMENT ACT SANTA ANA WIA Santa Ana Local Workforce Investment Area Revised May 7, 2009 EXHIBIT C 25A -457 Table of Contents I. Information Regarding Complaints 3 A. Nondiscrimination and Equal Opportunity Complaints 3 1. Policy Statement 3 2. Civil Rights 4 3. Nondiscrimination laws under WIA 4 4. How to File Your Complai B. Criminal Complaints II. General Procedures for Handling Non - Criminal Violations of the Act 6 III. Procedures for Handling Complaints at the LWIA Level 8 IV. Procedures for Handling Complaints at the State 12 V. Procedures for Handling Discrimination Complaints by Participants 15 VI. Procedures for Handling Handicap Complaints by Participants 17 GLOSSARY OF WIA TERMS 2 :r5A T4`58 I Information Regarding Complaints A. Nondiscrimination and Equal Opportunity Complaints 1. Policy Statement In carrying out the purpose of the Workforce Investment Act (WIA), the City of Santa Ana Local Workforce Investment Area (LWIA) will establish programs to prepare youth and unskilled adults for entry into the labor force and to afford job training to those individuals facing serious barriers to employment. Every effort will be made to provide services necessary for eligible individuals to obtain productive employment. In implementing WIA, all contractors in the Santa Ana LWIA will foster equal opportunity and non - discrimination, as provided in State and Federal equal opportunity and non - discrimination laws including, but not limited to: • Title VI of the Civil Rights Act of 1964 • Title VII of the Civil Rights Act of 1964 • The Age Discrimination Act of 1975, as amended • Section 503 of the Rehabilitation Act of 1973 • Section 504 of the Rehabilitation Act of 1973 • Title IX of the Education Amendments of 1972 • Section 188 of the Workforce Investment Act of 1998 In keeping with our commitment, no individual shall be excluded from participation in, denied benefits of, subjected to discrimination under, or denied employment, in the administration or of in connection with any WIA funded program because of race, color, religion, sex, national origin, age, handicap, or political affiliation or belief. Participation in programs and activities financially assisted in whole or in part under WIA shall be open to citizens and nationals of the United States, lawfully admitted permanent resident aliens, lawfully admitted refugee, parolees, and other individuals authorized by the Attorney General to work in the United States. No individual will be intimidated, threatened, coerced, or discriminated against because of filing a complaint, furnishing information, or assisting or participating in any manner in an investigation, compliance review, hearing or any other activity related to the administration of WIA. OA-459 Administration responsibility for this Equal Opportunity /Affirmative Action (EO /AA) Program is delegated to the Equal Employment Opportunity (EEO) Officer for the Santa Ana local Workforce Investment Area. Equal opportunity and non- discrimination, however, will only be achieved through leadership and implementation of a viable Affirmative Action Equal opportunity Program. 2. Civil Rights No one applying for or enrolled in the Workforce Investment Act (WIA) programs may be discriminated against because of race, color, creed, handicap, national origin, sex, age, political affiliation, or beliefs. This means that — for any of the characteristics listed above: • You may not be denied the opportunity to enroll in WIA. • No benefits or services may be denied you for discriminatory reasons. • You may not be segregated or treated any differently from other applicants or participants, while you are being registered, interviewed, counseled or tested; or while you are working or attending classes as part of the program. • You must be provided an equal chance to use all facilities available in the program. • Fair employment practices must be provided to all staff with regard to recruiting, hiring, transferring, promotions, training, compensation, benefits, layoff, and termination. You have the right to make a complaint if you feel you have been denied any of the above opportunities. You cannot in any way be penalized for filing a complaint. Your WIA sponsor has established a mechanism for handling complaints and grievances. Your complaint must be filed within 180 days. All complaints will be handled confidentially. 3. Nondiscrimination Laws under WIA Title VI of the Civil Rights Act of 1964 Prohibits discrimination on the basis of race, color, national origin, or religion. The Age Discrimination Act of 1975 Prohibits arbitrary discrimination against persons age 40 -70. The Rehabilitation Act of 1973 4 IM O Prohibits discrimination based on handicap. Title IX of the Education Amendments of 1972 Prohibits discrimination in any education or training program or activity receiving federal financial assistance. OTHER CIVIL RIGHTS LAWS: Title VII of the Civil Rights Acts of 1964 Prohibits discrimination in employment based on race, color, religion, sex, or national origin in all terms and conditions of employment and establishes the Equal Employment Opportunity Commission as the administrative agency. White House Executive Order no. 11246 as Amended by Executive Order No 11375 Creates the office of Federal Contract Compliance and prohibits discrimination based on race, color, sex, religion, or national origin. Department of Labor Secretary's Order no. 4 -73 Prohibits discrimination based on sex. Equal Pay Act of 1963 Prohibits pay differential solely because of sex. Emergency Employment Act of 1971 Prohibits discrimination based on race, creed, national origin, political affiliation, or beliefs. 4. How to File Your Complaint a. Put your complaint in writing. b. Have it sworn to before a notary public, if possible. c. Provides details that tell what happened, where it happened and when it happened. d. Give the name and addresses of all persons who were present or who had anything to do with the matter. ...Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation and citizenship, must be filed within 180 days of the alleged occurrence directly with: s AN 41 Director Civil Rights Center U.S. Department of Labor, Room N -4123 200 Constitution Ave., NW Washington, D.C. 20210 Complaints on the basis of handicap must be filed within 180 days of the alleged occurrence. These complaints must be filed directly with the WIA administrative entity. The WIA administrative entity shall issue a written decision within 30 days of the filing of the complaint. If the complaint is still unresolved, an appeal may be made to the Chief of State Workforce Investment Division Office. The Department of Labor, the Civil Service Commission, the Equal Employment opportunity Commission, and many other offices and agencies are committed to assuring equal employment opportunities for all persons. They will protect you. A case may be taken to court if the other processes do not yield satisfactory results. You may hire your own lawyer, or if you cannot afford one, the court may appoint one for you. It is unlawful for an employer, union, or employment agency to punish you or any witness for attempting to present the facts in a case. YOUR CIVIL RIGHTS UNDER THE WORKFORCE INVESTMENT ACT Santa Ana Local Workforce Investment Area 1000 E. Santa Ana Blvd., Ste 200 Santa Ana, CA 92701 (714)565 -2600 B. Criminal Complaints In accordance with the WIA (P.L. 105 -200) and the implementing code of Federal section 667.600.... Federal handling of criminal complaints and report fraud, abuse and other criminal activity. "All information and complaints involving fraud, abuse or other criminal activity shall be reported directly and immediately to the City of Santa Ana and the Secretary of Labor." II. General Procedures for Handling Non - Criminal Violations of the Act The following procedure is promulgated to meet the requirements of Title 20, of the Code of Federal Regulations, Section 667.600 through 667.640 of the WIA regulations, and Section 181(c) of the Act (Public Law 105.200: 29 U.S. Code Sec. 2931 et seq.) at the State and LWIA IMA2 level for the receipt, investigation, hearing, and resolution of complaints by WIA participants, sub recipients, applicants for participation, or financial assistance, labor unions, community based organizations, or any other persons. These procedures provide for resolution of non - criminal complaints arising from the operation of the Santa Ana LWIA. A complaint is defined here as a written expression by a party alleging a violation of the Act, regulations promulgated under the Act, recipient grants, sub agreements, or other specific agreements under the Act, including terms and conditions of employment of such participants in employment training programs. All complaints, amendments and withdrawals shall be in writing. These procedures are intended to resolve matters which concern policies, procedures or action(s) arising in connection with WIA programs operated by each LWIA grant recipient and sub recipient under the Act. These procedures shall not be construed as affecting any other available legal remedy outside of the WIA complaint process (i.e., disputes regarding terms and conditions of employment of any employee who is not a participant), either separately or simultaneously, that a person may wish to pursue in the resolution of a non -WIA complaint. Also, these procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion Procedures do not restrict the LWIA grant recipient staff in carrying out informal discussion and resolution of any problems outside of and without resort to the formal complaint procedure. A. The following principles and rules apply to all complaints at all steps of the complaint procedures: 1. All complaints must be made in writing within 180 days of the alleged occurrence, except complaints alleging fraud or criminal activity. All persons filing a complaint shall be free from restraint, coercion, reprisal, or discrimination. Good faith efforts shall be made to informally resolve the complaint prior to the scheduled hearing. Complainants have the right to withdraw their complaints (in writing) at any time prior to the hearing. A complainant may amend his /her complaint to correct technical deficiencies but not to add issues. 3. Complainants shall have the right to be represented at their own expense by person(s) of their choosing at all levels of the complaint process. 4. Upon enrollment into employment or training, participants shall be provided with a written description of these procedures, including notification of their right to file complaints and instructions for filing. An employer of participants, including private- for - profit employers of participants, may use this or other complaint resolution procedures so long as the participant is informed of the complaint resolution procedure they are to follow and the time frames governing review of complaints are met. M . A "participant ", within the meaning of these procedures, is an individual who receives employment- training services under a program funded by Santa Ana LWIA. The Complaint Resolution Procedures contained herein (or the alternative procedures which an employer may use) shall be available to participants to resolve disputes regarding items and conditions of employment of such participants in employment training programs. However, such procedures shall not be used to resolve disputes regarding terms and conditions of employment of any employee who is not a participant, as defined herein. 5. If a complaint does not receive a decision at the LWIA grant recipient level within 60 days of filing the complaint or receives an unsatisfactory decision, the complainant then has a right to request a review of the complaint by the Governor. 6. Complainants must initially file and exhaust LWIA grant recipient /hearing procedures prior to appealing to the State except where the State determines that the LWIA grant recipient's procedures are not in compliance with the State's procedures. III. Procedures for Handling Complaints at the LWIA Level A. Receipt Complaints Pursuant to the WIA regulations found at 20 CFR, Section 667.600, the LWIA administrative entities have the responsibility to conduct hearings and resolve complaints made by individuals about the administration of programs in the LWIA. "LWIA level" encompasses LWIA administrative entity and employers to which the administrative entity has delegated the complaint resolution process. The following comprise the guidelines for resolving issues arising in connection with WIA programs operated by the Santa Ana LWIA including resolutions of complaints arising from actions, such as audit disallowances or the imposition of sanctions taken by the Governor with respect to audit findings, investigations or monitoring reports. 1. Form and Filing of Compliant Official filing date of the compliant is the date the written complaint is received. The filing of the complaint with the Santa Ana LWIA Equal Employment Opportunity Officer shall be considered as a request for hearing and a decision must be issued within 60 days. The complaint must be in writing and must be signed and dated. The complaint should also contain the following information: a. Full name, telephone number, if any, and mailing address of the complainant; b. Full name, telephone number, and mailing address of the agency involved (respondent); c. Clear and concise statement of facts including dates constituting alleged violation; 2CXIT4G4 d. What provisions under the Act, regulations, grant or other agreements under the Act, are believed to have been violated; e. Remedy sought by the complainant; and f. If the complainant is a private or public entity or corporation, and not a natural person, the filing of the complaint must be duly authorized by the governing body of such entity or corporation. The absence of any of the requested information shall not be a basis for dismissing the complaint. A copy of the complaint must be sent to the respondent and both parties notified of the opportunity for an informal resolution. At each step of the complaint process, the complainant must be notified in writing of the next procedural step. 2. Informal Conference Informal conferences will be utilized by the Santa Ana LWIA to resolve complaints; however, such informal conferences shall not extend the time within which a decision must be issued after receipt of a complaint. Attempts at informal resolution will commence with two (2) weeks of the date of filing of the complaint. a. The EEO Officer will review the case and ascertain facts prior to the conference so that appropriate resolution can take place at the time of this meeting whenever possible. b. Although the complainant should be encouraged to attend this conference, his /her failure to do so should not preclude his /her right to request a hearing on the matter. c. If mutually satisfactory resolution results and the Santa Ana LWIA concurs, the EEO Officer will write a brief report for the file stating the issues and resolution. The matter shall then be considered closed. If resolution does not result, the complainant shall be provided the necessary information and assistance to request a hearing if he /she so desires. 3. Request for Hearing As in the case of the complaint, the request for a hearing should be put in writing and be filed in person or by mail. A governing board resolution of authorization to appeal should also be submitted when appropriate. The request should be filled with: Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 OA-4G5 b. A hearing will be scheduled by the EEO Officer within thirty (30) days of the date of filing of the complaint. 4. Notice of Hearing Upon receipt of the request for hearing, the complainant and the respondent will be notified in writing of the hearing ten (10) calendar days prior to the date of the hearing. The ten -day notice may be shortened with the written consent of the parties. A decision will be issued by the Santa Ana LWIA within sixty (60) days of the date of filing of the complaint. The hearing notice shall be in writing and contain the following information: a. The date of notice, name of the complainant, and the name of the party against whom the complaint is filed. b. The date, time and place of hearing before an impartial hearing officer. c. A statement(s) of the alleged violation(s) d. Advise as to where information or assistance may be obtained, and the name, address, and telephone number of the Santa Ana LWIA Equal Employment Opportunities (EEO) Officer who can answer inquiries. B. Conduct of Hearing The hearing shall be conducted in an informal manner with strict rules of evidence not applicable. Unnecessary technicalities should be avoided. It should provide the flexibility to enable adjustment to the circumstances presented. The hearing officer shall have complete independence to obtain facts and make decisions. The hearing officer shall be in a position to render impartial decisions and thus should not be subordinate to the Santa Ana LWIA or its sub recipients. The hearing officer will be selected from a list of names on file with the EEO Officer. 2. Full regard must be given to the requirements of due process to insure a fair and impartial hearing. The hearing office designated by the EEO Officer to function in a quasi - judicial capacity should begin the hearing by summarizing the record and the issue and should explain the manner in which the hearing will be conducted, making sure that everyone involved understands the proceedings. Such explanations should be adapted to the needs of the specific situation. The hearing officer might take testimony under oath or affirmation to give some assurance of veracity to the hearing. so �1OA -4`66 4. The burden of proof should be reasonable and flexible, dependent upon the circumstances of the case involved. The hearing officer determines the order of proof. Generally, the party making the complaint has the obligation of establishing his or her case and should be examined first. 5. The party involved should have the right to be represented (at their own expense) if he /she so desires. Other he /she is limited to his /her own abilities and those to the hearing officer in obtaining testimony in the case. 6. It is important that the hearing officer obtain the fullest information for the record. If the parties involved, or their representatives, do not know how to ask the right or pertinent questions in pursuing their right to due process, it shall be necessary for the hearing officer to step in to have all the materials and relevant facts elicited. 7. The practice in informal hearings is generally not to apply strict rules of evidence in obtaining facts. However, the quantity of evidence required to support a decision on an issue should be sufficiently credible that the state (or other appropriate agency), upon reviewing the decision, would conclude that the decision is supported by substantial evidence. The hearing officer should attempt to negotiate a resolution of the issue at any time prior to the conclusion of the hearing. 9. Within ten (10) days of the conclusion of the hearing, the hearing officer will issue a recommended decision to the LWIA for final determination. The recommended decision shall be in writing and may be accepted, rejected or modified by the Santa Ana Workforce Investment Board. C. Issuance of Decision Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWIA shall issue a written decision to all parties by first class mail. The final decision shall contain the following information: 1. The name of the parties involved. 2. A statement of the alleged violation and issues related to the alleged violation. 3. A statement of the facts. 4. The decision and the reasons for the decision. 5. A statement of corrective action, if any, to be taken. 6. Notice of the right to request, within ten (10) calendar days of receipt of the decision, a review of the decision by the State Review Panel. D. Record of Hearing si 16 =4t7 An administrative file containing support documents on the complaint resolution process hearing conducted will be retained by the Santa Ana LWIA. The purpose of a record is to serve as substantiation of the process followed by the Santa Ana LWIA on the resolution of the issues and the results. This information would then be available for subsequent review in the event the matter is raised with the State. Such records must be retained for a three - year period after the grant has been officially closed out. The Santa Ana LWIA's written decision will be included in the record. Evidence received at the hearing, notes by the hearing officer, stenographer's notes and tape recordings may also be used. E. Establishment of Complaint Procedures In accordance with Section 667.600, each employing agency including private- for - profit employers of participants under the Act is required to establish a complaint procedure for resolving matters relating to the terms and conditions of employment. Employers may operate their own grievance system or may utilize the Santa Ana LWIA's established procedures under Section 667.600. At a minimum these procedures must include: Written notice, upon enrollment into employment training services, of the scope and availability of such procedures. Employer's grievance procedures shall be set forth in a written document and must meet the regulation mandate that a complaint will be resolved with sixty (60) days from the date the complaint was filed. A copy of employer's grievance procedure shall be provided to each participant upon enrollment in employment training. 2. Written notice, at the time the grievance is filed, of the procedures under which the grievance will be processed. Written notification of the disposition of the grievance and a written decision shall be issued within thirty (30) days of the filing of the grievance unless a present and long established grievance specifically provides other limits; and 4. Written notification of the participant's right to request a review of the employer's decision by the Santa Ana LWIA and the State Review Panel in accordance with Section 667.600. IV. Procedures for Handling Complaints at the State Level Section 181 (c) of the Act and the WIA regulations at 20 CFR, Section 667.600 (d) requires the Governor to establish a State Review process of complaints filed at the LWIA grant recipient level and of complaints initially filed at the State level. Appeals of decisions issued at the LWIA level including audit disallowances and sanctions shall be reviewed by the State Review Panel. The State Review Panel shall review the record established at the LWIA level and shall issue a decision based on the information contained therein. 2 1 ANI 8 Complaints which may be initially filed at the State level will be heard by an independent hearing officer designated by the State Workforce Investment Division (WID). The hearing officer shall conduct a hearing and issue a recommended decision to the State Panel. The recommended decision shall be in writing and may be accepted, rejected or modified by the State Review Panel. A. Form and Filing of Complaint. 1. Request for State Review of LWIA Level Decisions On receipt of a complainant's request for review because of an unsatisfactory decision, the State shall provide for an independent state review. 2. Filing of Requests for State Review The State Review Panel shall review all LWIA level decisions when a request for review is filed within 10 days of receipt of the adverse decision. Such requests must be filed in writing with the Chief of the WID Office. The request for review should contain the following information: a. Full name, address, and telephone number of the party requesting the review b. Full name, address, and telephone number of the other party c. A copy of the decision d. Brief statement of reasons for review or the section of the LWIA decision to be reviewed including regulatory and statutory citations e. A statement of the relief sought. 3. Complainant Responsibility It is the responsibility of the complainant to include in the request for review a written statement setting forth the facts presented at the LWIA hearing which support the requested relief. The Chief, WID, shall mail a copy of the request for review to the other party and to the LWIA. It shall be the responsibility of the LWIA to submit the complete record including a typed record of the hearing to the Chief, WID, within ten (10) days. B. Conduct of Hearings. 1. Request for Hearing at the State Level If no decision has been issued at the LWIA level or the State has determined an audit disallowance or imposed sanctions, the complainant may request a hearing. The 13 flXU9 hearing officer will then issue a recommended decision to the State's Review Panel for final determination. 2. Filing for Request for Review The request for a State hearing shall be filed within ten (10) days after LWIA should have issued a decision or ten (10) days after the issuance of the audit disallowance or sanction. The request shall be filed directly with the Chief of the WID in writing and should include the following: a. Full name, address, and telephone number of the LWIA b. Name, address, and telephone number of the LWIA C. Copies of complaints made at LWIA level from which no decisions were issued or sanctions and imposed. d. A statement of basis for the request for hearing. 3. Evidentiary Hearing Upon receipt of the request for a State level hearing, a hearing before a designated hearing officer will be scheduled. The hearing will be recorded mechanically or by court reporter. Both parties concerned will have the opportunity to present oral and written testimony under oath, to call and question witnesses in support of his /her position, to present oral and /or written arguments, to examine records and documents relevant to the issue(s), and to be represented. The hearing officer shall issue a written decision, which shall be forwarded to the State Review Panel for final determination. The State Review Panel may accept, reject or modify this recommendation. The decision of the State Review Panel is final except for audit disallowances, which must be approved by the Secretary of Labor C. State Review Panel The State Review Panel will consist of a panel of three representatives from the Employment Development Department: one from the Legal Offices, one from the WID, and one from the Director's office. The panel will issue a written decision, which will be sent to the appropriate parties within thirty (30) days of receipt of the request for State review. Decisions issued by this panel, under the authority of the Governor, are final. 14 Mllft D. Issuance of State Review Decision. The State review will be limited to violations of the WIA, implementing WIA regulations or the grant agreement. This review shall be limited to the record established at the LWIA hearing. V. Procedures for Handling Discrimination Complaints by Participants. A. Complaints on the basis of race, color, or national origin, age, sex, religion, political affiliation or belief, retaliation, and citizenship, where appropriate, must be filed within 180 days of the alleged occurrence. It is the responsibility of the Santa Ana LWIA's Equal Employment Opportunity (EEO) Officer to determine jurisdiction and to make the complainant aware of and provide assistance in filing a complaint in accordance with the Santa Ana LWIA's procedure under Section II (A). is 011A114`T 1 PROCEDURES FOR HANDLING NON. CRIMINAL COMPLAINTS No later than 180 days of alleged discrimination Within 10 days of receipt of unsatisfactory decision or 10 days from date LWIA decision should have been issued. Handling of complaints filed at LWIA level arising in connection with WIA programs operated by LWIAs Informal Resolution Process Unsatisfactory Decision or LWIA Decision not issued within 60 days Request for State Review Governor's Decision issued by State Review Panel o If no decision issued by State Review Panel Appeal to DOL 16 bA -T4t2 w 0 0 0 w 0 0 O N c c c v 2. In cases where areas of authority overlap, it is the responsibility of the EEO Officer to advise the complainant of the existence of State, Federal and other proper action agencies, which may also have a bearing. 3. Complainants alleging discrimination under this part will be made aware of their right to file directly with the Office of Civil Rights (OCR), U.S. Department of Labor and applicable procedures. 4. Complainants must file their complaint directly with: Anita Queen Sr. Personnel Analyst — EEO Officer 20 Civic Center Drive, M -24 Santa Ana, CA 92701 (714) 647 -5157 VI. Procedures for Handling Handicap Complaints by Participants Complaints alleging discrimination on the basis of handicap will be filed and processed under the Department of Labor regulations implementing Section 504 of the Rehabilitation Act of 1973 at 29 Code of Federal Regulations Section 32. 1. Complaints must exhaust the Santa Ana LWIA's informal resolution procedures before filing their complaint with OCR. 2. Complainants will be made aware of the 180 days requirement in which to file his /her complaint. A. Procedures at the LWIA Level The complainant shall file his /her complaint directly with the Santa Ana LWIA. Upon receipt of the complaint, the EEO Officer shall investigate and gather information concerning the complaint. 2. An informal conference will be held with the parties concerned in an effort to resolve the issue(s). The complainant has the right to be present and may be represented during the conference. 3. The Santa Ana LWIA shall issue in writing its decision to the complainant no later than thirty (30) days after the filing of the complaint. B. Procedures at the State Level The complainant may appeal to the State if he /she is not satisfied with the decision of the Santa Ana LWIA. 17 26W -14`!3 2. The Complainant must file his /her appeal as a request for review directly with the Chief WID within ten (10) calendar days after the receipt of the Santa Ana LWIA's decision. The Chief -WID, shall issue a decision no later than thirty (30) calendar days after receipt of the request for review. 4. After the complainant has received a decision or no decision has been received from the Director of Employment Development Department (on behalf of the Governor), the complainant has the right to appeal his /her complaint within thirty (30) calendar days to the Office of Civil Rights (OCR) with the Department of Labor. 18 IM!14`i4 PROCEDURES FOR HANDLING HANDICAP COMPLAINTS No later than 180 days of alleged discrimination Filed within 30 days of LWIA/State Decision or 90 days from date of initial filing of complaints Filing of complaint on the basis Of Handicap with LWIA k Day Informal Resolution o If no resolution reached o Request for Hearing Notice of Hearing Hearing Conducted I I Day 145 Day LWIA Decision Unsatisfactory Decision or No Decision State Review I Governor's Decision I Appeal to Assistant Secretary Department of Labor 19 f!4`!5 60 Days GLOSSARY OF WIA TERM AGE DISCRIMINATION ACT — A law passed by Congress in 1975 which prohibits discrimination on the basis of age by any program or activity receiving Federal Funds. APPLICANT — An individual who applies to a subrecipient or contract for services provided under WIA and who has not yet transitioned to the status of participant. ASSESSMENT — Services designed to determine each participant's employability, aptitudes, abilities and interests and to develop a plan to achieve the participant's employment and related goals; also to identify the available employment and traning activities appropriate for the participant. Testing and counseling may also be used during assessment process. CHARGING PARTY (CP) COMPLAINANT GRIEVANT OR AGGRIEVED PERSON — The person who charges that he /she has been discriminated against under Department of Justice nondiscrimination and civil rights regulations and /or guidelines. DISCRIMINATION — In general, a failure to treat all equally, whether intentional or unintentional; the effect of an action, policy or practice which selects an individual or class of persons to receive unequal treatment. ELIGIBLE NON - CITIZEN — Lawfully admitted permanent resident, aliens, lawfully admitted refugees, and parolees and other individuals authorized by the Attorney General to work in the United States. EMPLOYER — An employer subject to the provisions of the Civil Rights Act of 1964, as amended, including state and local governments and any Federal agency subjects to the provisions of Section 717 of the Civil Rights Act, as amended; and any Federal contractor or subcontractor covered by executive Order 11246, as amended. GRIEVANCE — An allegation that something imposes an illegal obligation or burden or denies some equitable or legal right, or causes injustice . HANDICAPPED INDIVIDUAL — Any individual who has a physical or mental disability that constitutes or results in a substantial handicap to employment. INTAKE — Includes screening to determine eligibility; to select from eligible applicants those individuals who are most in need and can benefit from program services; to complete procedural requirements necessary to enroll an individual into the program and to refer those not enrolled to other programs. JOINT COMPLAINT — A complaint of employment discrimination covered by Title VII or the Equal Pay Act and by Title VI or Title IX. Individual "joint complaints" are normally investigated by EEOC 20 1 B14�6 unless OCR has a compelling reason to investigate. "Joint complaints" alleging discrimination in employment and other practices and pattern or practice "joint complaints" are normally investigated by OCR. JURISDICTION — Authority to investigate and resolve complaints against an institution subject to a law or statute which has been assigned to OCR for enforcement, i.e., Title VI, Title IX, etc. PARTICIPANT — Any applicant who has: (1) Been determined eligible for participation upon intake; and (2) Who is receiving subsidized employment, training or services (except post- termination services) funded under the Act, following intake, except for an individual who receives only outreach and /or intake and assessment services. 21 M'4`T7 CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS GRANTS LOANS and COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that: 1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying." in accordance with its instructions. 3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure occurring on or before October 23, 1996, and of not less than $11,000 and not more than $110,000 for each such failure. Taller San Jose Grantee /Contractor rganization Signature Date Shawna Smith- — - - -- -- - - Name of Certifying Official Signature EXHIBIT D 25A -478 Certification Regarding Drug -Free Workplace Requirements The certification set out below is a material representation upon which reliance is placed by the U.S, Department of Housing and Urban Development in awarding the grant. If it is later determined that the contractor knowingly rendered a false certification, or otherwise violates the requirements of the Drug -Free Workplace Act, the U.S. Department of Housing and Urban Development, in addition to any other remedies available to the Federal Government, may take action authorized under the Drug -Free Workplace Act. CERTIFICATION A. The contractor certifies that it will provide a drug -free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing a drug -free awareness program to inform employees about — (1) The dangers of drug abuse in the workplace; (2) The contractor's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance program; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph -(a) that, as a condition of employment under the contract, the employee will - (1) Abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. (e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an EXHIBIT E 25A -479 employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted - ( 1) Taking appropriate personnel action against such an employee, up to and including termination; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). B. The contractor shall insert in the space provided on the attached "Place of Performance" form the site(s) for the performance of work to be carried out with the grant funds (including street address, city, county, state, and zip code) .the contractor further certifies that, if it is subsequently determined that additional sites will be used for the performance of work under the contract, it shall notify the U.S. Department of Housing and Urban Development immediately upon the decision to use such additional sites by submitting a revised "Place of Performance" form. Date Program Operator Signature Taller San Jose EXHIBIT E 25A -480 DIVISION OF EMPLOYMENT SERVICES PLACE OF PERFORMANCE FOR CERTIFICATION REGARDING DRUG -FREE WORKPLACE REQUIREMENTS Name: Taller San Jose Name of Contractor: Taller San Jose Contractor Number: Date: The Contractor shall insert in the space provided below the site(s) expected to be used for the performance of work under the contract covered by the certification: Place of Performance (include street address, city, county, state, zip code for each site): 801 N. Broadway Santa Ana CA 92701 EXHIBIT E 25A -481 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants' Responsibilities. The regulations were published as Part VII of the May 16, 1988, Federal Register (Pages 19160 - 19211). (Before completing certification, read instructions which are an integral part of certification) 1. The prospective primary participant, (i.e. grantee) certifies to the best of its knowledge and belief, that it and its principals: a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; b. Have not within a three -year period preceding this proposal been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. c. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three -year period preceding this application /proposal had one or more public transactions (federal, state or local) terminated for cause or default. 2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Taller San Jose Grantee /Contractor Cyganization Shawna Smith. CEO /Executive Director Name and Title of Official Authorized to Certify On Behalf of the Grantee 3118/14 Date EXHIBIT F 25A -482 Budget Form r1A -: WIA Match /In Kind 44::4 t .erv�t5i�ttBilm�i "¢ti.i . I 1, Karyn Mendoza - Director of Student Services -8% 6,582 6,582 2. Case Manager- Michelle Delaclo -60% 27,000 27,000 3. Enrollment Specialist- Angle Rodriguez -21% 8,419 8,419 4. Meghan Medlin - Employment Services Manager -16% 9,280 9,280 5. Martha Guzman- MCA Program Manager -16% 9,440 6. Armando Gonzales - CTA Instructor - 30% 15,600 7. Elfie Abril - Support Services Manager -20% 10,710 8, Samantha Matillo- Career and Education Manager -20% 10,400 9. Nancy Loughrey- Director of Finance -5% 4,203 411,203 ,air Win is W�rm V; rri Mu 1, Karyn Mendoza -Director of Student Services- 8% 1,580 1,580 2. Case Manager_ Michelle Delaclo- 50% _ _. _ 6,480 6,480 _ 3.Enrollrent Specialist - Angle Rodriguez -21 %_ _ 2,020 2,020 - 4. Meghan Medlin- Employment Services Manager -16% 2,227 2,227 5. Martha Guzman - MCA Program Manager - 16% 2,266 6 Armando Gonzales - CTA Instructor -30% 4744 ] Elfie Aarll - Support Services Manager -20% 2,570 8, Samantha Matillo - Career and Education Manager -20% 2,496 9. Nancy Loughrey -Director of Finance -5% 1,009 1,009 Total Personnel Salaries & Benefits $5,212 .'.$63,588 $68,800 $57,226 OUR L: NEW Rent /Occupancy 14,084 Utilities - Phones Fees /Computer support _ 4,252 Parking Fees Security Maintenance Classroom 5upplles _ 6,237 Insurance - ' -- Equlpmentrentalfees _ Equipment rental fees Vehicle lease Office expenses (consumables) - 1 681 Accounnn Services 1 - 2,349 Legal services _ - -- -- - AudltingServices J Induect Cast* Staff Training Staff Conferences Staff Travel /Mileage - Parbapant Stipends 10 interns at $100 /Wk. for 16 weeks at 70 %retention _ 11,200 _ 11,200 -" Supportive Services* _ 2,438 Participant Incentives* Vouch Conferences Tote10 erating.Expenses . .$11260 $11;200 $31,041 ORANP TOTAL tenannolA OO*renntl $5,212_` , .$74,788 $80,000 SH8.267 r- r1A -: BUDGET NARRATIVE for Taller San Jose 1. Identify the percentage of budget that will go directly to youth (work experience payments, direct training, supportive services, etc.) versus the percentage of overhead and administrative costs. (ex: 50% of budget will be directly spent on youth in the form of work experience and training). 94 %, or $74,788 of the $80,000 requested WIA funds, will be directly spent on youth in the form of participant training stipends and personnel expenses in the provision of direct training and supportive services. Based on past experience with WIA funding, and due to the complex and time - intensive nature of WIA reporting, funds have been primarily allocated towards staff expenses as a way to efficiently reduce administrative costs in program delivery and reporting for the organization. 2. Include a detailed narrative that outlines each line Item listed on the Budget Form. Personnel Expenses Director of Student Services - Karyn Mendoza - 8% Karyn ensures a continuum of service from application to job /education placement for students enrolled in training programs. She oversees all components of Taller San Jose's programs, including technical skills training, case management, employment and education pathways. Case Manager - Michelle Delacio - 60% As the WIA- dedicated case manager, Michelle will provide ongoing one -on -one supportive services and mentoring to students enrolled in the WIA- funded program. She will also be the primary liaison with the WIA staff and handle all reporting requirements. Enrollment Specialist - Angie Rodriguez - 21% Angie interviews each applicant to determine eligibility for admission and assesses youth barriers and motivation for enrolling in the program. Employment Services Manager - Meghan Medlin -16% Meghan provides ongoing employment training and coaching to youth in order to help them transition into employment successfully. She maintains relationships with employers of youth once they have been placed into jobs and works to ensure that youth retain and advance their employment. Medical Careers Academy (MCA) Program Manager - Martha Guzman -16% (in -kind) Martha oversees the Medical Careers Academy program and youth training. Construction and Green Technology Academy (CTA) Program Instructor, Armando Gonzales - 30% (in -kind) EXHIBIT G 25A -484 Armando provides daily instruction to construction academy trainees in construction fundamentals. Support Services Manager - Elfie Abril - 20% (in -kind Elfie manages the case management component of the program and its ongoing development, which address the social and emotional issues that may prevent youth from completing training and finding and keeping employment He oversees counseling services and facilitates social and emotional wellness support groups. Career and Education Manager - Samantha Matillo - 20% (in -kind Samantha manages the Education Pathways component of the program and provides 24 months of support to youth to help them achieve advanced certifications and enroll in and persist through post- secondary degree programs or apprenticeship training programs. Director of Finance - Nancy Loughrey - 5% Nancy oversees all reporting requirements and tracking systems for all income and expenses for the program. Personnel benefits are charged at 24 %, which reflects the agency's historical experience. _Operating Expenses Taller San Jose is requesting $11,200 for student stipends. Taller San Jose pays each student $100 per week of training and funding will support 12 students at a projected 70% retention rate. Taller San Jose is not requesting funding for its other operating expenses, including occupancy, internet fees /computer support, classroom supplies, office expenses, accounting services and supportive services, but is providing them in -kind. 3. At the end of the narrative please explain the program documents, logs, youth timecards, etc. that will be used to track work experience compensation or participant incentives (i.e.: timecards, sign -in sheets, etc.). Please include the program forms as Program documents included are a sample Trainee Handbook (Office Careers Academy) and a Trainee Stipend Timecard (please see Attachment J). The Trainee Handbook is received by youth during orientation and trainees are asked to sign and complete a shared agreement indicating that they will comply with Taller San Jose policies and maintain required attendance during their training. The handbook includes Taller San Jose's Stipend Policy (page 24) that requires youth to submit a timecard that has been completed by their program manager in order to receive their bi- weekly stipend. Daily training attendance is recorded by program instructors and stipends may be reduced if youth are absent. EXHIBIT G 25A -485 Assurances & Certifications Selected providers will be required to sign and submit "actual" assurances and certificates as required by the City of Santa Ana and the Workforce Investment Board on all contracts. I recognize that I must give assurances for each item below. If I cannot, this proposal will be u o- atically rejected. Please initial each box. I am authorized by my Board of Directors, Trustees, other legally qualified officer, or as the A/ owner of this agency or business to submit this proposal. 5 We are not currently on any Federal, State of California, or local Debarment list. We will provide records to show that we are fiscally solvent, if needed. We have, or will have, all of the fiscal control and accounting procedures needed to ensure that WIA funds will be used as required by law and contract. We have additional funding sources and will not be dependent on WIA funds alone. We do or will meet the applicable Federal, State, and local compliance requirements. include, but are not limited to: �g Records that accurately reflect actual performance. Maintain record confidentiality, as required. Reporting financial, participant, and performance data, as required. Comply with State and Federal fiscal and program activity audits. Comply with Federal and State non - discrimination provisions. Meet requirements of Section 504 of the Rehabilitation Act of 1973. Meet requirements of the American's with Disabilities Act of 1990 Meet all applicable labor law, including Child Labor Law standards. Agree to provide a drug free workplace. Agree to insure the City of Santa Ana through General Liability Insurance and Automobile Liability. Coverage in the amount of $1,000,000.00. Agree to provide all participants with Grievance Procedures. Agree to insure proposer's employees through Workers Compensation Insurance (including part -time employees) Procurement policies and procedures are in place and meet federal guidelines. Youth Protection Policy and Sexual Abuse & Molestation insurance of $2,000,000 We will not: Place a youth in a position that will displace a current employee. Use WIA money to assist, promote, or deter union organizing. (� Use funds to employ or train of persons in sectarian activities. Use funds for youth in the construction, operation, or maintenance of any part of a facility to be used for sectarian instruction or religious worship. ' Use WIA funds for activities that would interfere with or replace regular academic requirements for eligible youth who are not dropouts. 1^ Use WIA funds to carry out programs funded under the School -to -Work Opportunities Act of 1994 unless the program(s) are only for youth eligible to participate under WIA '] Use WIA money under this contract to purchase any equipment. I hereby assure that all of the above are true. ,4 f��_ O 2> Name Title EXHIBIT H 25A -486