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A-2004-008
COpy
Amendment Number 01
To
WIA Cost Reimbursement Agreement
This Amendment is made and entered into this d,D~ay of .JAnt.tQr~ to the
WIA Cost Reimbursement Agreement, hereinafter called "the Agreem t", between the
County of Orange, hereinafter referred to as "COUNTY" and the City of Santa Ana
hereinafter referred to as "CONTRACTOR".
WHEREAS, COUNTY and CONTRACTOR are desirous of adding funds to the
Agreement in order to provide On-the-Job Training and Work Experience to CalWORKs
clients; and
WHEREAS, COUNTY, by Minute Order dated , a copy of
which is on file with the Clerk of the Board of Supervisors of Orange County and which
by this reference is incorporated herein and made a part hereof as if fully set forth, has
revised its allocation of grant funds to engage CONTRACTOR to provide such services,
so as to increase to $376,000 the funds available for CONTRACTOR's services under
the Agreement,
NOW, THEREFORE, it is mutually agreed to as follows:
1.
Subparagraph 18(a) of the Agreement is amended to read as follows:
"MonthlY Payments. Beginning June 1, 2003, upon receipt and approval by
HCS of CONTRACTOR'S invoice showing the prior month's actual
expenditures, COUNTY shall make monthly reimbursement payments based
on CONTRACTOR'S invoice so long as the total payments under this
Agreement do not exceed $376,000."
2.
All references in the Agreement to Exhibits B. C and 0 are amended to read
"Exhibits B-1, C-1 and 0-1 ". Exhibits B-1, C-1 and 0-1 are attached hereto and
are incorporated into the Agreement by this reference.
3.
Amendment Number 01 to WIA Cost Reimbursement Agreement is subject to the
provisions of Section 15 - Contingency of Funds, Section 39 - Breach/Sanctions
and Section 41 - Termination of this Agreement, as expressly set forth in the
Agreement and as amended herein, all other terms, conditions and articles of this
Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto certify that they have read and understand
all the terms and conditions contained herein and have duly authorized and caused this
Amendment Number 01 to be executed as of the date stated below written.
"COUNTY OF ORANGE, a political
subdivision of the State of California"
By
Oated:
Chair, Board of Supervisors
"CONTRACTOR"
Oated:
By
See Attached Signature Sheet
Title
By:
Title:
SIGNEO ANO CERTIFIEO THAT A
COpy OF THIS AGREEMENT HAS
BEEN OELIVEREO TO THE CHAIR-
MAN OF THE BOARO
Oarlene J. Bloom
Clerk of the Board of Supervisors for
Orange County, California
Oated:
APPROVEO AS TO FORM:
County Counsel
By I~eN Ji, 2c,-1M-'I
Karen R. Prather, Deputy
Oated: 'fJr>v
J~ ,:J.oo.3
2
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
APPROVED AS TO FORM:
Joseph W. Fletcher, City Attorney
~~f~
By: Lisa E. Storck
Assistant City Attorney
CITY OF SANTA ANA, a municipal
corporation of the State ofCalifomia
(2Úf2--
David N. Ream
City Manager
RECOMMENDED FOR APPROVAL:
Jo . Reekstin, Executive Director
Community Development Agency
Exhibit B-1
STATEMENT OF WORK
Specialized Center Partner:
City of Santa Ana
A.
General Description
The Workforce Investment Act established the One-Stop service delivery system in order
to streamline services, empower individuals, deliver universal access to services,
increase accountability, and provide a strong role for local workforce investment boards
and the private sector. The underlying notion of the One-Stop Center is the coordination
of programs, services and governance structures so that the customer has access to a
seamless system of workforce investment services. As such the County of Orange has
partnered with the City of Santa Ana which runs the Santa Ana Workforce Investment
Board and the Santa Ana W/O/RIK Center to run a variety of employment and training
programs in order to enhance the competitiveness of Orange County's workforce.
B.
Orange County Telecommunications Project
I. ProQram Description
The Orange County Telecommunications Project is a partnership between the Santa
Ana, Orange County, and Anaheim Workforce Investment Boards established to provide
a regional approach to the delivery of core and intensive services to workers dislocated
from telecommunication employers throughout Orange County.
These services are made available under the Governor's 25% Discretionary Funds for
workers who have been terminated, laid off, long-term unemployed, or received a notice
of termination or layoff from the telecommunications industry. Oislocated worker
services include recruitment, eligibility documentation, client assessment, case
management, vocational training, career center support, job search assistance, and job
placement.
II. EIiQibility
The Orange County Telecommunications Project is available for those who have been
laid off due to the recent downsizing in the telecommunication industries. The Orange
County,Workforce Investment Board (OCWIB) has a list of employers that are classified
as a telecommunications company. If the Partner would like to verify eligibility for an
employer that is not on the list provided by the OCWIB, a request via e-mail with
verification that the company is linked to the telecommunications industry is submitted
to be added to the employer list.
III. Services
Services shall be provided in a prompt and courteous manner; shall be provided in a
professional environment with the appropriate tools to achieve the desired results, shall
encourage customer choice among program options, shall be responsive to the culture
and language of customers.
It is important to ensure that all clients receive the highest quality of services through
core and intensive services. The project Partner will concentrate on the placement of
clients into employment out of Core Services. This project requires that career transition
workshops a re a mandatory service for all eligible clients.
Partner will provide services that will include, at a minimum those listed below:
Core Services
. Career Transition Workshops, including but not limited to, resume writing,
interviewing skills, networking, and job search skills.
. Oetermination of individual eligibility for services;
. Outreach, intake (including worker profiling) and orientation to the information and
other services available through the one-stop delivery system;
. Initial assessment of skill levels, aptitudes, abilities, and supportive service needs;
. Job search and placement assistance, and career counseling, where appropriate;
. Provision of employment statistics and labor market information such as job vacancy
listings, job skills necessary to obtain jobs, local demand occupations, and
job/demand occupation earnings information;
. Provision of performance information and program cost information on eligible
providers of training services;
. Provision of information regarding local area performance pursuant to the local
performance measures;
. Provision of information relating to the availability of supportive services in the local
area;
. Provision of information regarding the filing of claims for unemployment
compensation;
. Follow-up services, including counseling regarding the workplace, for WIA
participants who are placed in unsubsidized employment for not less than 12 months
after the first day of the employment; and
. Any other core services as determined by new legislation or policy by the OCWIB,
and consistent with Partner's overall service delivery strategy and policies.
Intensive Services
. Comprehensive and specialized assessments of client skill levels;
. Development of an individual employment plan to identify the employment goals,
achievement objectives, and combinations of services;
. Group and individual counseling and career planning;
. Case management for individuals enrolled in training;
. Prevocational services, including development of learning skills, communication
skills, interviewing skills, punctuality, personal maintenance skills, and professional
conduct, to prepare individuals for unsubsidized employment or training; and
. Any other intensive services as determined by new legislation or policy by the
OCWIB, and consistent with Partner's overall service delivery strategy and policies.
Traininq Services
Training services in the project are not to exceed the end date of this project.
. Occupational skills training, including training for nontraditional employment;
. Training programs operated by the private sector;
. Skill upgrading and retraining;
. Job readiness training;
. Other training services as determined by new legislation, or policy by the OCWIB,
and consistent with Partner's overall service delivery strategy and policies.
IV. Performance Outcomes
Partner agrees to the performance outcomes listed below:
Serve and exit 40 participants through the One-Stop Center.
Maintain an Entered Employment Rate of 75%.
Maintain an Employment Retention Rate of 81%
Maintain an Earnings Replacement Rate of 85%
Maintain an Employment and Credential Attainment Rate of 40%.
V. MIS Submission/ReportinQ
Partner shall adhere to MIS reporting requirements (Information Notice No. 01-0CWOA-
39) including the completion of appropriate forms and provide other program information
related to program performance as required. Partner shall submit timely MIS paperwork
to the Administrative Office of the OCWIB for input into the JTA system. MIS paperwork
and accompanying Transmittal Form shall be submitted within seven (7) days of the
activity recorded. All paperwork must be legible and complete or it will be returned to
Partner. No faxed or e-mailed paperwork will be accepted. Manager's (or designee)
review and approval is mandatory on the OCWIB Transmittal Form. The approval
signifies that the documents have been reviewed and are completed correctly.
All forms will be returned to the Manager. All returned forms requiring
corrections/updates must be resubmitted along with the original transmittal within five
(5) days of receipt. OCWIB MIS will use purple ink to identify corrections required and
green ink when data entry has been completed.
TIMELINES FOR SUBMISSION OF OATA FOR REPORTS TO THE MIS UNIT
State Report: Oue on the 20th of each month to the State (if the 20th falls on a
weekend/holiday the report must be submitted on the prior business day). MIS forms
must be submitted to the OCWIB MIS unit five (5) business days prior to the monthly
due date of the 20th to be guaranteed to be included in the State report.
OCWIB Committee Reports: Performance and Accountability Committee meets the 2nd
Thursday of the month. MIS forms must be submitted seven (7) business days prior to
the meeting to be included in the report.
WIA Base Wage Report: Partner shall provide supplemental data for "exiters" not found
in the UI Base Wage File. This information is due to the State thirty (30) days from the
date the base wage information is released from the State to the OCWIB MIS Unit.
Partner shall be responsible for submitting all supplemental data within seven (7)
business days of the report being mailed to the Agency. Supplemental data is required
to be collected when the client secures employment.
Partner shall be responsible for analyzing MIS reports to verify data and contract
performance compliance.
VI. ReportinQ
Partner agrees to report on the status of the Telecommunications project.
VII. Operations
Partner agrees to work with One-stops and Partner Agencies to jointly develop and
thereafter to review and modify when appropriate processes and procedures acceptable
to each other, including but not limited to orientation, customer flow, and the provision of
core, intensive and training services, which meet the goals of the One-Stop System.
Partner agrees to cross-train or cause to be cross-trained their respective staff on the
core and intensive services of each Partner Agency.
Partner and Partner Agencies, as appropriate, shall mutually determine the necessity of
and number of site visits, field trips, and joint training exercises for staff conducting
referrals.
To enhance cross referral among the partners, Partner will:
Agree to familiarize themselves with the requirements for participation in the programs
operated with the various funding streams available to each of the One-Stop Partners.
To the extent possible, agree to develop an electronic summary of their program
requirement that can be accessed by all Partner Agency's in the One-Stop.
Agree to sue common intake forms when developed and to the extent possible.
Agree to refer clients eligible for Partner Agency programs to the One-Stop Partners for
services, and to share information supplied by referred clients.
VillI. Service and System OperatinQ Cost
Partner will establish and maintain a budget consistent with the requirement and policy
of the OCWIA and appropriate funding stream governance entities.
IX. Internal MonitorinQ
Partner is responsible for on-going internal monitoring of the Telecommunications
project funded under this Agreement to ensure compliance with legislation, regulations,
bulletins and directives. Internal monitoring procedures must be in writing. Results of
internal monitoring must be in writing and must be available to OCWIB staff, upon
request. Internal monitoring will include, but is not limited to the following:
. Review of all files to determine that eligibility criteria have been met.
. Random file review for IEP updates, case note documentation, attendance
verification, placement verification, supportive service documentation and
delivery, and post-placement follow-up,
. Verification of customer's attendance, performance and employment
information.
Partner will address any problems or issues that surface during an internal monitoring
quickly and appropriately.
X. Day-to-day operations
Partner will be responsible to train new staff in all program rules, regulations, policies,
and procedures including but not limited to eligibility, MIS, orientations, rapid response,
and completion of required forms and reports.
XI. AccessinQ and Sharina Data
Partner understands WIA emphasizes technology as a critical tool in making possible all
aspects of information exchange including: reporting, MIS, data collection, referral
services, common case management, client as well as service tracking, and seamless
service provision, and will make every effort to fully integrate technology into the One-
Stop System.
Partner agrees to share information technology to the fullest extent possible with the
One-Stop partners. To the extent allowable, Partner commits to share information with
all One-Stop partners.
Partner commits to participating on an interagency team to address issues surrounding
the sharing of information and technology. Partner agrees that data input responsibility
will be shared, as appropriate.
XII. System Security and Confidentiality
Partner agrees to the following:
. That all applications and individual records related to services provided under
this Agreement, including eligibility for services, enrollment, and referral shall
be confidential and shall not be open to examination for any purpose not
directly connect with the delivery of such services.
. That the sharing of individual and client information necessary for provision of
services under this Agreement; i.e.: assessment; universal intake; program or
training referral; job development; placement or follow-up activities; and other
services as needed for employment or program support purposes, constitutes
a valid use of such information.
. That files are kept in a secure location on site and should not be removed for
any reason unless an OCWIB Contract Administrator is notified of removal.
. That no person or employee shall otherwise publish or disclose, use, or
permit, cause to be published, disclosed or used, any confidential information
pertaining to One-Stop System applicants, participants, or customers overall.
. To abide by the current confidentiality provisions of respective statutes and
share information necessary for the administration of program operated
through the One-Stop System.
XIII. Deliverables
In order for the Orange County One-Stop System to operate effectively it is necessary
that certain basic information be provided routinely. The fact that there are multiple
One-Stop Partners means that most system-wide performance and effectiveness
cannot be determined until all One-Stop Partners respond. Therefore, it is necessary
that certain deliverables be provided in a timely manner.
Oeliverables are defined as:
1. Monthly Invoices - due to H&CSO/Accounting by the twentieth day following the
month being reported.
2. MIS Paperwork Submission/Reports
. Regular submission of MIS paperwork for input into JTA for State Reporting
Purposes- Each month MIS prepares WIA reports that are submitted to the
State. Reports are due the 20th of each month. MIS will mail to the
Operations Manager, on the first working day of the month following the
report month, a copy of the Program Information Report (WIA) for that One-
Stop Center. Partner shall have five working days, but no later than the tenth
day of the month, to review and respond to MIS with corrections/changes.
MIS will then have until the 18th of the month to make follow-up inquiries
regarding data submitted by One-Stop Partners and to complete the state
reports.
. There will be no special updates of JTA input for the purpose of preparing
Monthly Performance Reports for various OCWIB and Committee meetings.
All updates must be done as part of the regular input for State Reporting
Purposes.
. Response to monitoring reports. Each monitoring report includes a date for
responding to observations, concerns and findings.
c.
CalWORKs On-the-Job Training and Work Experience Program
I. ProQram Description
The CalWORKs On-the-Job Training and Work Experience Program is a partnership
between the Santa Ana, Orange County, and Anaheim Workforce Investment Boards
established to provide job training and work experience activities that will enhance and
facilitate opportunities for CalWORKs Welfare-To-Work (WTW) participants to find and
retain stable employment, with the stated goal of assisting these participants in
becoming self-sufficient.
These services are made available under funding granted by the County of Orange's
Social Services Agency (SSA) under the CalWORKs program. Services will include On
the Job Training (OJT), which is a training activity where occupational training is
provided by an employer to a participant in exchange for a reimbursement of up to 50%
of the wage rate to compensate for the employer's extraordinary costs, and Work
Experience (WEX), which is a planned, structured learning experience that takes place
in a workplace for a limited period of time and is designed to provide exposure to the
working world and its requirements.
The purpose of this program is to provide work experience activities that will enhance
and facilitate opportunities for CalWORKs participants to find and retain stable
employment. A wage subsidized program, the Work Experience (WEX) component is
designed to provide planned, structured learning experience to program participants
with the ultimate goal of transitioning them into non-subsidized employment. The WEX
worksite may include public, private profit or not-for-profit organizations. The duration of
the program is averaged at 16 weeks. To ensure employers' conformance to the
worksite agreement, staff will conduct worksite monitoring on a regular basis.
This program will enroll 20 CalWORKs participants.
II. EliQibility
A. The following criteria will be used to identify participants who shall be referred for on-
the-job training and work experience activities:
. Participants who have completed their 18 or 24-month time period and are
unemployed or have not found unsubsidized employment sufficient to meet the
minimum number of required hours of participation, and
. The County has certified that no job is currently available to fulfill the minimum
required hours of participation. This means participants continue to take all steps
to apply for appropriate positions and has not refused an offer of employment
without good cause, and
. Participants continue to meet financial eligibility criteria for the program, and
. Participants who live in Orange County and reside within the city limits of Santa
Ana, or
. Participants in need of on the job training and or work experience activities in
order to assist them to achieve self-sufficiency, or
. CalWORKs participants who are unemployed or have limited work experience or
significant barriers to employment.
B. This population will consist of individuals who have complied with their WTW Plan,
but have not achieved the goal of self-sufficiency. These participants may have several
and/or significant barriers to securing employment. These issues might include:
. Physical health,
. Behavioral health,
. Language/culture,
. Education,
. Learning Oisabilities/developmental disabilities,
. Social compatibility, and/or
. Previous criminal convictions.
III. Services
Partner shall develop OJT and WEX for WTW clients referred by Social Services
Agency. On the Job Training (OJT) and Work Experience (WEX) may be performed in
the public or private, profit or not-for-profit sectors. The Multi Oisciplinary Team (MOT)
does not need to meet to determine the nature of the assignment. OJT and WEX
assignments are generally limited to six months in length. If an individual assignment
does not provide enough hours for the client to meet the 32/35-hour participation rate,
the client may participate in other approved Welfare-To-Work activities.
Eligible participants will be enrolled into the WIA program per WIA eligibility criteria.
It is planned that 20 participants will be paid at an hourly rate of $8.69 for up to 40 hours
a week and for 16 weeks.
IV, ReportinQ
Partner shall provide, by the tenth (10th) of each month, a status report for the preceding
month, in a format approved by SSA. In the event there are extenuating circumstances
and the partner is unable to meet the monthly deadline, the partner shall immediately
notify their program administrator and deliver the report no later than seven (7) working
days after the required due date.
V. Fiscal Issues
Partner shall submit invoices for the actual cost of services as described in this
Agreement in an amount not to exceed the maximum obligation as referenced below.
Costs applications shall be based on actual costs. Partner agrees to submit its invoice
by the twentieth (20th) calendar day of every month for expenses incurred in the
preceding month, with the exception of the month of June. for which the final
invoice must be recorded by June 14. 2004, to allow sufficient time for SSA to
complete its State claiming process. No payments for the CalWORKs On-the-Job
TraininQ and Work Experience proQram will be made if received after June 14.
2004.
Partner shall comply with any and all State and Federal programmatic and fiscal
claiming guidelines developed for the use of funds, including Federal sub-recipient
monitoring and reporting requirements.
EXHIBIT C-1
Performance Matrix - City of Santa Ana
Orange County Telecommunications Project
a. Core Services/Intensive Services
b. Trainin Services
c. Follow-up
!~'~Î\~1§j
. <J. Tot~!.ra.:i~~?~~~~..~.~~::r~9_~VIA.
(1) Unsubsidizcd EmpbY11ënt
(aì Trai~ling Rel;;ted .. ._u- --..-.
(?) Ernploya~:¡;ty Er.l~!~~lcP:.!.lleŒ!..~xJ!~
(3) Exited for Other Reasons
. Cum li I a ti y.~,:P,~:i'ti è1P-~ rï~~ :~i ~~.--.~1~~~~¡"
MonthNear 12/03
1, Total Participants Registered 30
a, Core Servicesllntensive Services
40
8
15
a. ToliJl ra't!:!¡1<J'1ts Ex': no WIA
(1) Unsubsl::17CC: f-.r"lplo,':m.;n1
n.. . -..
«J~ I réli:IIõ'9. R.elatcc:
(2) .I:-"~;)I()Yél!:lly f'n'l?nCCrnenl Exits
I 10
7
1. Tot,)' 1.~:~~!dí.:a'lt~> r{.~q~~:!."c'.: <:'0 . '<:0
.2. Programs Services . .i.";".:'.:';-;:--'-' -...- '-.""---,".
iI.. C(~n; àu'v",.:;;s 'Inlc:;~:¡--.;': ~!;."VICCS .u_.---- . 4(.' <:.ü ..-::C;-".u- -'4Ö : 4ü . 4U . 1.-
b Tr"IlI'i(¡.Sw\'icc~, 'b f. 'U 8 : e é. . L:-
c:.Folc\':-u;:>Stw:iccs ~'{ 1"1 '17 ?B ¡28 /.8 I.
~. E:;: ;~):f~~~;:~~~~;;~,~ .~~~~~ ::""'~tt'r¡!~~
EXHIBIT C-1
Performance Matrix - City of Santa Ana
CalWORKs On-the-Job Training and Work Experience Program
Cum ulathiePartiCiDånts " ",'" 'i;~;""~", ".', ..
."" ","',"" 12/03 1/04 2/04' 3/04 4/04 5/04 6/04
1. Total Participants Reaistered 0 10 20 20 20 20 20
2. Program ::services' """ " ~ ,',' ~~ J, "..,,' , "" .. ' ,,'H'
a. Work Experience 0 10 20 20 20 120 120
b. Co-enrollment with WIA (anticipated) 0 10 20 20 20 120 120
3. Exit Status . "", i~' '" ~" " ,i.~
a. Total Participants Exiting 0 0 0 0 0 10 20
(1) Entered Employment 0 0 0 0 0 6 15
(2) Entered Trainina 0 0 0 0 0 0 0
(3\ Other 0 0 0 0 0 4 5
CITY OF SANTA ANA
BUOGET
E,hibitD-'
Telecommunications
(May 1, 2003-December31, 2004)
CalWORKs OJT and WEX
Admin p <om
Sala and Benefits
Sala and Benefits Total $14,560 $85,440
OPERATIONS
Conferences(registration, hotel, airfare)
sub-total $0
Office Expenses
sub-total $0 $500
Maintenance Agreements
sub-total $0 $0
Equipment Maintenance $0 $0
sub-total $0 $0
Facility Lease
sub-total $0 $20,000
Marketing/Staff Development
sub-total $0 $0
Equipment Rental
$69,200
$1,000
$8,800
sub-total $0 $500 $200
Insurance
sub,total $0 $500
Travel Mileage
Travel related to regualr office duties
Related to conferences
sub-total $0 $0
Audit
sub-total $0 $0
Other ( such as postage, telephone, subscription,
member fees, printing, etc.)
References
Printing Charges
Other Supplies
Subscription
Membership Fees
Telephone Charge
Software
Postage
BookslTralning Items
sub-total $0 $8,500 $3,042
Ooerations Total $0 $30000 $82242
EQUIPMENT (LIST BY ITEM FOR EACH CATEGORY)
,. Over $5,000
sub-total $0 $0
2. Controlled Equipment (Computer orComputer-
related and costing $1,000 to less than $5,000)
sub-total $0 $0
3. Non-Controlled Equipment (any item
no in item 1 or 2, whose unit price is sub-total $0 $0
Eouioment Total $0 $0
CONSUL TANT/SUBCONTRACT(REQUIRES PRIOR
WIB STAFF APPROVAL)
Total $0 $0
PARTICIPANT WAGES
Total $0 $0 $111258
EMPLOYER REIMBURSEMENT
Total $0 $0
PARTICIPANT TRAINING COSTS
Assessment and ITA Total $0 $45000
PART SUPPS. SVCS
Total $0 $5000 $2500
PROFIT
Total $0 $0
Sub Total $14560 $165440
Grand Total $180000 $196000