Santa Ana City Council
May 2, 2023

There were 131 comments to the draft version of this Directive.

Contents
Accreditation.............................................................................................................................. 2 Adult Education.......................................................................................................................... 2 Appeals....................................................................................................................................... 2 Apprenticeships......................................................................................................................... 3 Consumer Choice ....................................................................................................................... 5 Delegation.................................................................................................................................. 5 Eligibility..................................................................................................................................... 7 General Eligibility ................................................................................................................... 7 Initial Eligibility....................................................................................................................... 7 Continued Eligibility ............................................................................................................... 8 Cost Information......................................................................................................................10 Credentials...............................................................................................................................11 Distance Education ..................................................................................................................12 EEO...........................................................................................................................................13 ETP Report................................................................................................................................14 ETP Assurances Form...............................................................................................................17 General ETPL Requirements ....................................................................................................17 In-Demand ...............................................................................................................................19 Local Board Policy ....................................................................................................................19 Local vs CA ETPL .......................................................................................................................20 Other........................................................................................................................................22 Out-of-State Providers.............................................................................................................22 Pre-apprenticeships.................................................................................................................23 Third Party................................................................................................................................24 Worker’s Comp/Supplemental Job Displacement Benefit (SJDB)...........................................24 EXHIBIT 2
City Council 10 – 96 5/2/2023

Accreditation
Comment #1 – How do we determine if a provider and their programs are accredited? Resolution – Accreditation can be verified by visiting the Western Association of Schools and Colleges, Senior College and University Commission (WSCUC) or WASC Accrediting Commission for Community and Junior Colleges (WASC ACCJC) website and searching for the provider in the directory of institutions. Direct links are provided in the policy.

Comment #2 – Do private postsecondary schools need to be Bureau of Private Postsecondary Education (BPPE) approved and accredited by WASC?
Resolution – No, private providers must be either accredited by WASC, have BPPE Approval to Operate, or meet the exemption criteria identified in California Education Code (CEC) Section 94874. See Attachment 1 under 3. Private Postsecondary Institutions for more information.

Comment #3 – Why is the accreditation only limited to Accrediting Commission for Schools (ACS), WASC, the WSCUC? Why is accreditation limited to regional and not inclusive of any Department of Education (DOE) accrediting agency in lieu of BPPE? There are specific examples listed in bold italics that do include these exceptions, what’s the difference? Resolution – The BPPE oversees private postsecondary institutions operating in California with the exception of those outlined in CEC Section 94874. Per CEC 94874(i) institutions accredited by the ACS WASC, or WSCUC are exempt from the BPPE. Additional language expanding acceptable accrediting agencies for Distance Education providers has been added on page 9 of this directive.

Adult Education
Comment #4 – Regarding defining providers of adult education as only those who provide training under Title II of Workforce Innovation and Opportunity Act (WIOA) (English as a Second Language [ESL] and citizenship classes). This could exclude Regional Occupational Programs (ROPs), community based schools, and any district that contract these services out to local Community Based Organizations (CBOs).

Resolution – Training Employment and Guidance Letter (TEGL) 8-19, attachment 1, page 3 includes “Eligible providers of adult education and literacy activities under WIOA Title II if such activities are provided in combination with training services described in 20 Code of Federal Regulations (CFR) § 680.350" as an eligible training provider.

Appeals
Comment #5 – Does the appeals process still work in the context of Local Workforce Development Boards (Local Boards) “nominating” providers for the ETPL instead of placing them on directly? Where should the appeals process start? Resolution – The appeals process starts with the Local Board that issued the denial. If a provider is denied inclusion on the ETPL, and wishes to appeal, the provider must submit its appeal to the Local Board.

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City Council 10 – 97 5/2/2023

Comment #6 – Who would be the party responsible for (1) suspending the provider that is under federal, state, or local investigation; (2) notifying the provider of the suspension? If the provider protests, stating they were not afforded due process conduct, who will be responsible for handling any possible legal process as a result of this suspension.

Resolution – Removing the provider would be the responsibility of both the Local Board and the state. If either found that a training provider is currently under investigation, then the provider would be immediately suspended by either the state or the Local Board, and the Local Board would inform the provider of the suspension. The provider would then undergo the appeals process if it so chooses, starting with the Local Board.

Comment #7 – What if the training provider disagrees with the Local Board’s initial eligibility assessment?
Resolution – The Local Board must provide the training provider with information regarding the appeals process.

Comment #8 – Are initial/informal meetings required as part of the appeals process if both parties waive it based on written confirmation?
Resolution – All Local Boards must include an option for an informal meeting in their appeals policy. However, both parties can agree to waive this requirement, and documentation should be uploaded into the Provider Profile. This also needs to be included in the local policy.

Comment #9 – Are formal hearings required if both parties waive it? Can impartial hearing officers be employed at the Local Board or does it need to be from an outside agency? Can the hearing officer be a compliance analyst not working directly with ETPL? Resolution – Local Boards must include the option of a formal hearing in their appeals policy.

However, both parties can agree to waive this requirement, and documentation should be uploaded into the Provider Profile. Guidance on the appeals process, including impartial hearing officers, needs to be included in the local policy.

Comment #10 – Can a Local Board rule to approve a provider on appeal, if the EDD originally rejected it?
Resolution – Yes, but the provider/program has to go through final EDD approval before being reinstated to the ETPL.

Apprenticeships
Comment #11 – It appears that a number of requirements are inapplicable to apprenticeship programs, including the WIOA Section 188 requirement. Is this correct? Resolution – Both Department of Labor (DOL) and Department of Industrial Relations (DIR), Division of Apprenticeship Standards (DAS) ensure that apprenticeships meet Equal Employment Opportunity (EEO) standards per 29 CFR 30.3, therefore the Local Board cannot impose additional EEO requirements onto the apprenticeship program.

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City Council 10 – 98 5/2/2023

Comment #12 – Please provide further guidance on including all California (CA) apprenticeships on the local Eligible Training Provider List (ETPL). There are some apprenticeship programs that are not available locally (example: apprenticeship programs in Imperial County do not have a presence in Southern California), and does not seem to make sense to list locally as we are unable to provide the Individual Training Account (ITA) for training due to the distance restrictions.

Resolution – Per TEGL 13-16, Change 1, “All Registered Apprenticeship Program (RAPs) on a statewide ETP list must also be located on all local ETP lists in the state.” In addition, TEGL 8-19 states that “Local Boards may add additional requirements for providers, except for RAPs, which result in providers that are on the state ETP list that may not be eligible for inclusion on the local ETP list.”
Comment #13 – Can Local Boards require local program requirements to apprenticeship programs related to payments (W-9s, Invoice Agreements) and other WIOA assurances (WIOA section 188), list of employers partners, or is that assumed by the state? Resolution – Apprenticeship programs cannot have additional eligibility requirements added to them, per TEGL 8-19. If an apprenticeship program is approved by DOL or DIR DAS and want to be added to the ETPL, they must be added to the state and local ETPL. They cannot be removed from the ETPL until they request to be removed or they lose apprenticeship approval/designation from DOL or DIR DAS.

Comment #14 – Are registered apprenticeship programs required to provide a paid employment component and if they are not providing employment, how is that monitored? If they do not provide employment, isn’t that just a regular training program? Resolution – Yes, per the Factsheet located on the DOL Apprenticeship website, apprenticeships are required to provide a paid employment component. The approval of apprenticeship programs is managed by the DOL and/or DIR DAS.

Comment #15 – Are we allowed to require apprenticeship to meet our contracting/insurance requirements to be on the local list?
Resolution – No. Per TEGL 8-19, no additional eligibility requirements can be added to apprenticeship programs.

Comment #16 – There are approved apprenticeship programs in occupations that are not in our local priority sector or in-demand occupations. Our local policy is to not put such programs on our local ETPL. It would be inconsistent to allow such a program to be listed as an apprenticeship when we do not list it as a private postsecondary training program.

Resolution – Per TEGL 13-16, Change 1, “Given that RAPS are a link to demonstrated hiring needs and WIOA provides automatic training provider eligibility to RAPS, ETA has determined that RAPs qualify as occupations in-demand in the local labor market.” In addition, TEGL 8-19, Attachment 1, page 3 states: "RAPs are automatically eligible to be included on the ETP list and are exempt from state and local ETP eligibility requirements." EXHIBIT 2
City Council 10 – 99 5/2/2023

Comment #17 – If WIOA funds cannot be used for building construction, doesn’t that restrict Local Boards from funding apprenticeship/pre-apprenticeship programs? Resolution – DOL Final Rules 683.235 clarifies that WIOA funds can't be used for construction, etc. for the purposes of administering WIOA without prior approval from the Secretary of State. However, in the context of apprenticeships and pre-apprenticeships, WIOA funds can be used to pay for participants to be enrolled in construction programs.

Consumer Choice
Comment #18 – Does this mean the Local Board must refer the client for training and an ITA regardless of the appropriateness of the training? Can an individual demand enrollment and training services while demonstrating poor fitness by missing appointments, failing to meet their obligations in the Individual Employment Plan (IEP), and participate in training that does not necessarily fit their employment goals as long as they possess the minimum age, basic skills, and/or prerequisites to do so? If so, we do not believe this is required by WIOA or beneficial to the participant or the system.

Resolution – The America’s Job Center of CaliforniaSM staff must determine training services are appropriate for an individual after conducting an interview, an evaluation or assessment, and career planning. If training is determined to be appropriate after meeting with a career planner, the Local Board must send that participant to the training they select as long as training funds have not been exhausted. Individuals maintain the right to enroll in whatever program they choose, however it is the Local Board's responsibility to help individuals with choosing the best program that fits their needs based on the IEP. Please see the definition of Training Services in WSD19-06 for further guidance on how an individual qualifies for training services.

Comment #19 – The CA ETPL does not permit the Local Board to approve a training program that is eligible to be paid with WIOA funding, even though the Local Board is the subject matter expert on what will lead to a self-sustainable career in the local/regional economy. The CA ETPL limits the choice of consumer and the Local Board to use Labor Market Information to determine which courses should be deemed eligible.

Resolution – Local Board staff are still able to select providers to nominate that reflect the needs of their Local Workforc e Development Area (Local Area). Attachment 1, page 6 states "Once all necessary information is entered, the Local ETPL Coordinator must review and nominate the training provider and/or program for inclusion on the CA ETPL." Delegation
Comment #20 – Does each Local Board need to screen all ETPL schools in the Regional Planning Unit (RPU) for inclusion on its local ETPL? Currently we only go through the local process if a customer requests the school.

Resolution – Yes, as well as all CA ETPL approved distance education providers and registered apprenticeships.

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City Council 10 – 100 5/2/2023

Comment #21 – How does a Local ETPL Coordinator get notified that a distance education program or a program in the RPU has been approved?
Resolution – ETPL Coordinators receive notifications via the CalJOBSSM Message Center for their ETPL Coordinator account alerting them to newly added and approved programs.

Comment #22 – Please explain how this will be handled for the providers and programs that are already listed. Currently, the ETPL Coordinator in which the main campus is located must manage all of the sites, even those out of their area.

Resolution – Local Board initial and continued eligibility procedures will need to be adjusted.

For Continued Eligibility, the provider profile will be reviewed by the EDD. The programs will continue to be reviewed by the Local Boards where the programs are located.

Comment #23 – Local Boards with the main office or main campus located in their region, should not be responsible for listing other affiliated programs located outside their region.

Each region needs to have the option to list linked campuses/schools separately in each region. With EEO monitoring requirements and no designated funding provided to hire ETPL Coordinators, being responsible for multiple campuses throughout the State, is an unrealistic expectation, especially for smaller Local Boards with limited resources.

Resolution – For Initial Eligibility, the provider profile is nominated by the Local Board where the provider is headquartered. Programs will be nominated by the Local Board where the program is located. For Continued Eligibility, the provider profile will be reviewed by the EDD.

The programs will continue to be reviewed by the Local Boards where the programs are located.

Comment #24 – Once programs are listed on the CA ETPL, can this be clarified why training providers need to contact Local Boards? If the provider is not currently on the CA ETPL, shouldn’t the Local Board where the provider (not the program) is located be responsible for nominating the provider?
Resolution – Providers can reach out to the Local ETPL Coordinator for technical assistance with entering information in CalJOBS. The provider is nominated by the Local Board where the provider is headquartered. Programs will be nominated by the Local Board where the program is located.

Comment #25 – If there are no changes to the ETPL Local Board Delegation and Cancellation Form (Attachment 3) and the Local ETPL Coordinator Contact Form (Attachment 7) that are already on file, do we need to resubmit them under this new Draft Directive? Resolution – Local Boards will need to submit the ETPL Local Board Delegation and Cancellation Form (Attachment 3) annually in July. The Local ETPL Coordinator Contact Form (Attachment 7) only needs to be resubmitted when there are updates.

Comment #26 – Is it possible to not only delegate ETPL duties to another Local Board, but instead to delegate individual providers to another Local Board? EXHIBIT 2
City Council 10 – 101 5/2/2023

Resolution – The delegation form is used to delegate ETPL responsibilities (including providers/programs) to another Local Board. Individual providers cannot be delegated to another Local Board. If a provider moves its headquarters from one Local Area to another, the responsibility for that provider changes, and both Local Board ETPL Coordinators should be made aware of the change.

Eligibility
General Eligibility
Comment #27 – Can Local Boards place the burden of proof on providers to prove that their programs meet the requirements for eligibility?
Resolution – Local Board staff are required to review programs to ensure they meet eligibility requirements, including credentials. Once all necessary information is entered, the Local ETPL Coordinator must review and nominate the training provider and/or program for inclusion on the CA ETPL ensuring all information provided is complete, accurate, and current, and is in alignment with this Directive.

Comment #28 – What documentation is required to demonstrate a provider’s partnership with local businesses?
Resolution – This will vary depending on the Local Board and their local policy. The state will allow Local Boards to decide what is considered "in partnership with business.

Comment #29 – Will the negotiated goals be the same as WIOA title I programs or will there be different ones for training provider programs?
Resolution – Programs must meet the performance requirements described in the continued eligibility section of the Directive, as well as the state-level Title I Adult performance goal.

Comment #30 – Why are training providers that do not award degrees and solely provide educational programs for total charges of $2,500 not allowed? If a provider has a BPPE exemption, it is unclear if a WIOA-funded ITA is considered Federal student financial aid and therefore ineligible.

Resolution – This exemption prohibits any federal funding be used to pay for this program, thus excluding WIOA funding from being used. Section 74110 of the CEC defines public funding as “any financial aid paid on behalf of students or directly to an institution from any public source,” which includes WIOA.

Initial Eligibility
Comment #31 – Performance requirements for initial eligibility limit customer choice and local autonomy by removing the ability for new training providers to be added to the ETPL without performance data. The Draft Directive does not specify the source of the performance metrics.

If in the past, it will come from a provider’s BPPE Annual Report, this will further inhibit a Local Board’s autonomy as BPPE is currently two years behind in publishing performance data and, in fact, does not even allow a provider to upload data until September for publication in EXHIBIT 2
City Council 10 – 102 5/2/2023

December. This would effectively mean new providers would be required to have two years of performance metrics.

Resolution – TEGL 8-19, Attachment 1 indicates that, “The performance of ETPs is a factor that states must use in determining both initial and continued eligibility of a provider to be included on the state’s ETP list.” The state requires placement data for initial eligibility for two main reasons: 1) it ensures that providers on the ETPL are of a certain quality in keeping with state and federal laws and regulations, and 2) participants are more likely to be successful in WIOA (i.e. employment) if the ETPL program meets the initial eligibility placement requirement. This benefits Local Board performance numbers. Performance data is entered directly into CalJOBS, and is no longer verified using the BPPE Annual Report.

Comment #32 – Given the time it takes for a provider to create and complete an ETPL application, what is the exact timeframe for Local Boards to complete their review process? Resolution – Local Boards should complete their review process of a provider within 30 calendar days of the complete provider and/or program data being submitted into CalJOBS.

The state considers the date of a program being submitted as the application date, and the Local Board has 30 days from that date to nominate the program for review to the state.

Comment #33 – Is it required that all initial and continued eligibility reviews be reviewed by the state prior to a Local Board approving? If so, what is the process for this? Resolution – Local Boards will submit providers and their programs to the state for review.

This is called "nominating," and the process will be very similar to the current one for adding programs to the ETPL. Within 30 days of receiving the nomination, the state will review the data in CalJOBS and either approve or deny the provider and/or program, and inform the Local Board.

Comment #34 – In the past, performance was collected during the subsequent eligibility period. Are we now, gathering information on performance prior to listing a program on the ETPL? Is there an exception for performance if the provider or program is new? Resolution – Yes, performance information must be provided as part of the initial eligibility review process. The use of performance data during initial eligibility review is required by the DOL, and cannot be waived.

Continued Eligibility
Comment #35 – Removing programs and then requiring a program meet continued eligibility requirements limits consumer choice and would slow the ETPL’s ability to foster demanddriven skills attainment.

Resolution – The state has implemented this policy to limit the number of providers that are only on the ETPL for other funding sources (e.g. Workers’ Compensation Vouchers) and should help limit the burden of the Local Board ETPL Coordinators in reviewing these providers if they are not helping participants in the workforce system.

Comment #36 – Previously, it was up to the Local Board to determine if a provider or program can stay on the ETPL. Is it required that we remove the provider if no enrollments have EXHIBIT 2
City Council 10 – 103 5/2/2023

occurred in 2 years? If so, what is the process for the provider to get back on the ETPL? Can a customer request the provider?
Resolution – Yes, per the Directive providers must be removed from the ETPL if they do not have at least one enrollment in the previous two program years (PYs). If they would like to get back on the ETPL, they must wait 6 months before reapplying to the ETPL and meet the continued eligibility requirements in the Directive.

Comment #37 – What is the process for schools that are already listed on the ETPL? Do we review all new requirements at their annual mark or do they need to be reviewed at the effective date of this Directive?
Resolution – Per the ETPL Directive, continued eligibility applies to all training providers listed on the CA ETPL at any time under the WIOA or Workforce Investment Act (WIA), and whose initial eligibility has expired. A training provider’s initial and continued eligibility is valid for 365 days after the provider is approved for the ETPL. Providers and programs already on the list can be reviewed using the policies outlined in this directive the next time they are reviewed for continued eligibility.

Comment #38 – Providers on the ETPL for two full complete PYs (July 1 – June 30) must have at least one Title I, subtitle B enrollment during the previous two PYs. Does this refer to one enrollment in the entire provider or one enrollment in the individual program? Resolution – One enrollment for the entire provider. This requirement is not applied to the program.

Comment #39 – What is the reapplication process for programs trying to remain on the ETPL? Resolution – Please see the ETPL Guide Card (Attachment 5) for steps on how programs are submitted for continued eligibility review.

Comment #40 – Since continued eligibility can be reviewed at any time during the year (calendar or fiscal), which timeframe is used to measure performance? Resolution – The performance timeframe is for the previous complete PY, July 1st to June 30th.

Comment #41 – Will Local Boards have the discretion when they conduct continued eligibility? Resolution – After the program becomes initially eligible, they must be reviewed again before the end of the first year (i.e. a program is added to the ETPL on 10/22/2020, the Local Board must review the program again prior to 10/22/2021). Continued eligibility for providers and programs on the CA ETPL must be reviewed every year. For the local ETPL, Local Boards can do continued eligibility every two years. Local Boards can determine the time frame in which they review and complete continued eligibility as long as it is done within the required timeframes.

Comment #42 – For programs that run over the one-year period, how should the Local Board conduct continued eligibility?
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City Council 10 – 104 5/2/2023

Resolution – Programs that are longer than one year should use whatever cohort is graduating in the year to determine if they meet continued eligibility.

Comment #43 – How do Local Boards determine which programs are up for continued eligibility?
Resolution – ETPL programs in CalJOBS have a Subsequent Review Due Date (SRDD), which is the date that Local Boards must review a program by. If a program is not reviewed by the SRDD, the program will automatically be removed from the ETPL. Programs that are 60 days from their SRDD will have a REAPP icon, indicating they are in need of review. The Detailed Report > Provider > by Program Reapplication allows Local Board to see which programs on the ETPL are due for review.

Comment #44 – How do Local Boards keep track of programs during continued eligibility, aside from reports? What if there are issues with how the reports function? Resolution – ETPL staff accounts allow for notifications to be sent to staff’s email regarding new programs, changes to existing programs, and other changes in the ETPL module. If there are any issues regarding notifications, please reach out to the CalJOBS Operations Unit at [email protected]. The state is also working to revise provider reports to be more useful to ETPL staff. If ETPL staff would like to request updates to reports (new filters, new columns, etc.), they can email the ETPL box at [email protected].

Comment #45 – Will we be using the most recent data available in ETP Report for our continued eligibility or waiting until a new year is submitted? Resolution – You would use the most recently available performance data to determine if a provider is eligible.

Comment #46 – Reviewing year-round instead of at one specific time may seem like a more efficient method, but in reality, it puts an onerous burden on ETPL coordinators. Couldn’t it be possible to make the review at a set time during the year? Or Local Boards should have the option to review at a minimum, once per year, or every 2 years if programs are longer than a year?
Resolution –After the program becomes initially eligible and is added to the CA ETPL, they must be reviewed annually for continued eligibility (i.e. a program is added to the ETPL on 10/22/2020, the Local Board ETPL Coordinator must review the program again prior to 10/22/2021). For the local ETPL, Local Boards can do continued eligibility every two years.

Local Boards can determine the time frame in which they review and complete continued eligibility as long as it is done within the required timeframes.

Cost Information
Comment #47 – What should the cost information for an ETPL program be matched to? Resolution – The cost in the Cost Details tab of the program wizard should match the cost a EXHIBIT 2
City Council 10 – 105 5/2/2023

member of the general public would pay when enrolling in the program without assistance from WIOA. This information should be available in the provider’s brochure or website.

Credentials
Comment #48 – This DOL Credential Tool does not include a category for private postsecondary providers.

Resolution – Those providers would fit under the “Institutions for Higher Education” category.

Comment #49 – The DOL Credential Tool does not explain the skills that either meet/do not meet the definition of a credential. It also does not explain what “in-demand” means.

Resolution – The DOL Credential Tool is meant to accompany federal ETPL guidance and illustrate how the requirements are met, rather than explain what those requirements are.

Comment #50 – If a Local Board, as part of the local initial eligibility requirements, completes an onsite visit with an industry expert who verifies the program meets industry standards, evidenced by the review of the curriculum, equipment, testing, etc., would this be considered as meeting the industry credentials?
Resolution – These requirements are in addition to the credential/employment for a specific occupation requirement, not specific criteria for the requirements. Credentials that are "industry-recognized" must meet the definition as described in WSD19-03.

Comment #51 – There are many programs that do not meet the narrow definition of PostSecondary Credential outlined in the Definitions attachment that provide valuable and demonstrated effectiveness to individuals with barriers to employment (such as programs for Microsoft Office applications and other office and administrative oriented programs). We also believe these should meet the definition of training under Skills Upgrade and Retraining.

Resolution – Per Training and Employment Notice (TEN) 25-19, the programs described here do not meet the definition of a post-secondary credential, since the skills that are attained fall into the general skills/work readiness category. WIOA funds can be used to provide training to general skills such as work readiness, hygiene or safety, but credentials can only be counted toward recognized postsecondary credential attainment if they prepare a person with the competencies required to perform a specific occupation. Local Boards can still send participants to Microsoft courses; however, it is considered a Short-term Prevocational Service and CalJOBS activity code 215 should be used.

Comment #52 – Several comments were received regarding the desire to exclude Skills Upgrading and Retraining, Entrepreneurial Training, and Adult Education and Literacy Activities from the list of services required to be on the ETPL.

Resolution – Per TEGL 8-19, Attachment 1, these training services are required to be on the ETPL if using an ITA.

EXHIBIT 2
City Council 10 – 106 5/2/2023

Comment #53 – Would the fact that there is a partnership be the only evidence needed to prove that the provider’s credential and/or certificate is acceptable as an industry-recognized credential? What extent or depth of partnership is required to meet this bar- and what criteria should the ETPL coordinator use to determine what the extent or depth of the partnership is? Should there be written documentation?
Resolution – No, credentials that are "industry-recognized" must meet the definition as described in WSD19-03. The extent or depth of partnership will be determined by each Local Board.

Comment #54 – The second to last bullet (page 4) only mentions credentials and or certificates, but does it also include degrees or licenses? Resolution – Yes. Attachment 2 provides a full list of the types of recognized postsecondary credentials.

Comment #55 – If the program does not issue the credential, what is the distinction that the program meets a requirement to lead to a license? Would it be “if a separate/third party exam is required to obtain the license,” otherwise it would need to be issued by the training provider?
Resolution – The training program does not have to issue the credential, but the training program should prepare the individual to obtain the credential. For example, a Class A Truck Driving program does not issue the Class A driver’s license, but it should prepare the individual to pass the state issued exam to obtain the license.

Comment #56 – The DOL Credential Tool indicates that a secondary school diploma or equivalent meets the requirements of a credential when attesting to Industry-wide Technical or Industry/Occupation Skills. We believe programs to attain secondary school diplomas or the equivalent meet the definition of training and credential.

Resolution – Credentials that are "industry-recognized" must meet the definition as described in WSD19-03. A secondary school diploma or equivalent is a credential, but the Adult Education program can only be on the ETPL when earned in conjunction with Occupational Skills Training.

Distance Education
Comment #57 – Emergent needs from COVID (online versions, remote training, etc.) is not represented at this time on ETPL. There is urgent need for access to quick training options in addition to training designed to assist in short-term skill building in order to access surge recruitment and lifeboat jobs. How will we handle this need? Resolution – Online learning and/or remote training (distance education) is eligible to be on the ETPL. These providers are reviewed for initial and continued eligibility by the State ETPL Coordinator. Under the new Directive, the responsibility for providers that only function in a distance education capacity shifts to the state for initial and subsequent eligibility review.

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City Council 10 – 107 5/2/2023

Comment #58 – With the change in instruction delivery due to COVID, will training providers already listed on ETPL have to create new listings for on-line programs? Resolution – Yes. Per Attachment 1, “If the program is offered with multiple modes of delivery, curriculum, or course lengths, the program must be entered separately for each variation.” Please reference the definition of a Training Program in Attachment 2.

Comment #59 – Online training is really limited, particularly by providers outside of California.

There are many quality training programs that initiate and have headquarters outside of California. The ETPL makes it difficult to find and access these providers. Additionally, online courses (without physical operations) are not easily added which is a disincentive.

Resolution – Distance Education providers can be headquartered outside of CA, but they must only offer distance education courses. If they only have physical training locations outside of CA, then they are considered an out-of-state provider and cannot be on the CA ETPL; however, an approved reciprocal agreement may be used. If they have physical locations in CA, but are headquartered outside CA, they are still considered an in-state provider and can be on the ETPL if they meet eligibility requirements. Per the Education Code Section 94801.5, Distance Education private postsecondary education institutions must register with BPPE, unless they provide undergraduate or graduate degrees.

Comment #60 – What about providers that provide both distance and in-person programs? Or programs that are hybrid partially distance and partially in-person? Resolution – If the provider offers alternative or "hybrid" in-person and online programs, and have a physical location in California, they are an in-state provider. If the program is offered with multiple modes of delivery, different curriculum, and/or different course lengths, the program must be entered separately for each variation. Please reference the definition of a Training Program in Attachment 2.

Comment #61 – CalJOBS offers a screen for choosing “Duration” with options of more than one intensity, duration and schedule. CalJOBS also offers a “Scheduling” screen that could be updated by GSI to allow a selection for in-person and/or distance learning if you want to track it. Could these be used instead of creating separate program entries in CalJOBS for a single program that only has one listing with the accrediting agency, one curriculum, one cost and one set of performance? Shouldn’t CalJOBS listings match the exact titles and programs approved by the accrediting agency?
Resolution – Programs with multiple modes of delivery, different lengths of instruction, and/or different curriculum must be listed separately to comply with ETP Report requirements.

Program details should match the brochures available on the provider's website.

Comment #62 – Who is responsible for initial and continued eligibility for Distance Education providers?
Resolution – The State ETPL Coordinator is responsible for the initial and continued eligibility of Distance Education providers.

EEO
EXHIBIT 2
City Council 10 – 108 5/2/2023

Comment #63 – Where do Local Boards find the EEO monitoring tools? Resolution – Please refer to your Local Board’s EEO Officer, as defined in WSD17-01.

Comment #64 – How do Local Boards conduct EEO monitoring for providers with multiple locations?
Resolution – It is recommended that Local Boards provide the provider one of the EEO monitoring tools (depending on size of provider), and have them complete it and add it to their CalJOBS Provider Profile. For additional assistance, please refer to your Local Board’s EEO Officer and reference WSD17-01.

Comment #65 – Are on-site visits (which would be needed to determine that EEO and other items are posted) required before nominating a training vendor for inclusion on the CA ETPL? Resolution – No, it is recommended that Local Boards provide one of the EEO monitoring tools (depending on size of provider), and have them complete it and add it to their CalJOBS Provider Profile. For additional assistance, please refer to your Local Board’s EEO Officer and reference WSD17-01.

Comment #66 – Do the EEO requirements in the Draft Directive apply to all providers? Resolution – This applies to all training providers, except apprenticeship programs.

ETP Report
Comment #67 – What if BPPE performance data is not collected for providers who serve rural areas? Won’t this negatively affect their placement rate? Resolution – Performance requirements for providers under the new ETPL Directive do not require BPPE placement data. Placement data is directly entered into CalJOBS.

Comment #68 – Public education either does not collect and track students past graduation or claim they aren’t allowed to release that information due to confidentiality requirements. If a public postsecondary CC, CSU or UC does not provide % who successfully completed a program, nor % who are employed within 6 months for initial eligibility, their program must still be listed on the CA ETPL because they are not required to meet a specific performance threshold, correct?
Resolution – For Initial Eligibility, public postsecondary providers are still required to submit performance data. They are not required to meet a threshold.

Comment #69 – Would a waiver be available if the individual was sick or had a valid reason not to take the first test? Some state tests have very long periods between test dates.

Resolution – No, a waiver is not available for a missed test.

Comment #70 – How is the provider supposed to know when one of their students has exited from WIOA? Or does this mean the student exited from the program, either by successfully completing or dropping out?
Resolution – Exiting the program refers to the training program rather than WIOA.

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Comment #71 – Is the placement requirement based on WIOA enrollments only or includes general public as well?
Resolution – The placement requirement for initial eligibility includes all students. For continued eligibility, the completion measures includes all students, whereas the other measures include WIOA participants only.

Comment #72 – In regards to performance for public postsecondary, is there a form for the providers to fill out with the performance information? Resolution – All providers are required to report their performance data directly into CalJOBS.

Comment #73 – Local Boards are responsible for meeting WIOA performance outcomes for WIOA participants. Are training providers held to the outcomes that are the responsibility of the Local Boards or do they hold shared responsibility? If the performance metrics inclusive of both WIOA and non-WIOA participants, is it common for providers to track employment outcomes or is this specific to ETPL?
Resolution – Providers are held to the performance requirements outlined in the ETPL Directive, as described in the Initial and Continued Eligibility sections. If providers and/or programs are successful with WIOA participants, the Local Board will see this success in meeting their negotiated goals. The responsibility of outcomes is shared.

Comment #74 – Program data being entered into CalJOBS represents duplication of work for those who do collect such information and is not verifiable. Minimally, we believe the state should work with the CalJOBS vendor to provide a more streamlined process.

Resolution – As described in TEGL 3-18, all providers must work with the state to submit performance data required by the ETP Report in order to be eligible and listed on the ETPL.

WIOA participant data will come from case management work that is already entered into WIOA applications in CalJOBS. Providers are required to submit aggregate data on all students in CalJOBS.

Comment #75 – Providers are required to report data on ALL students, not just WIOA, to the Local Board and the state. Does this data need to be reported by individual? If so, how do we avoid FERPA violations with individuals who have not signed consent for us to have their data? Resolution – Providers only need to submit aggregate all student data as outlined on the CA ETP Assurances Form (Attachment 4).

Comment #76 – The data collection and reporting of all students that is required for the ETP Report is prohibitive. This is evidenced by many waivers that have been granted by DOL to states as well as our own state’s request to waive this provision. The waiver to collect all student data should be extended.

Resolution – The waiver to report all student data ended with PY 19. DOL has recently granted an extension to the waiver for PY 20; however, the DOL denied our request for a waiver EXHIBIT 2
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beyond PY 20, so providers will need to collect and report data on all students (WIOA and nonWIOA). For additional information on the end of this waiver, please see TEN 07-21.

Comment #77 – Are Community Colleges, UCs and CSUs required to submit data on all of the data points referenced in the CA ETP Assurance Form? There should be a mechanism to obtain entered employment from students attending public schools.

Resolution – Yes, per TEGL 3-18 all providers must submit data for the ETP Report. The CA ETP Assurances Form (Attachment 4) notes the data elements required for providers.

Comment #78 – Will the state be working directly with providers to upload data to CalJOBS or will the State be contacting the Local Boards to complete these tasks? Resolution – Ultimately, the Local Boards are responsible for reviewing providers and programs for initial and continued eligibility, which includes performance data. Guidance will be provided on how to upload or enter performance data into CalJOBS.

Comment #79 – The Directive references the ETP site is scheduled to launch in PY 2020; when will this be a requirement for providers to submit data to the system? What do we do in the interim?
Resolution – Per TEN 7-21, the ETP All Students Waiver expired on June 30, 2021, so performance data is required to be submitted by providers beginning in PY 21.

Comment #80 – ETP Reports will be published in October, what is the reporting period for that report? Are performance reports requested annually by calendar year or program year? Resolution – The ETP Report is reported by PY (July 1 to June 30). For PY 2020, the report due in October 2021 reflects data from July 1, 2020 to June 30, 2021.

Comment #81 – It looks like the state is aligning the provider program performance measures with WIOA indicators of performance. Does this mean the state will measure this data themselves just as they do with WIOA indicators of performance? Resolution – Providers will submit all student data to the state through the CalJOBS system, which is then uploaded into the Eligible Training Provider Performance Report (ETP Report).

The CA ETP Assurances Form (Attachment 4) details what data the providers are responsible for submitting. WIOA student data will be calculated automatically via the case management data in the CalJOBS system.

Comment #82 – Will training providers be required to enter performance data for individual participants or will it still be totals per program? Will the data be required for both WIOA and non-WIOA students?
Resolution – Training providers must enter aggregate data into CalJOBS for all students in the programs. WIOA student performance data will be calculated via the case management data entered by the case manager.

Comment #83 – Will there be a CalJOBS report for performance data? EXHIBIT 2
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Resolution – Yes, please use the CalJOBS Detailed Reports > Provider > by Program Performance report.

Comment #84 – What if a participant used a pseudo SSN in CalJOBS? Resolution – If the participant has a pseudo SSN, Local Boards should capture employment and wage information in the Follow Up forms, just as they would normally for WIOA performance.

WIOA participants will be included in the ETP Report automatically.

Comment #85 – Are training providers expected to capture WIOA performance data that is being captured by WIOA case managers (i.e., employment data)? Resolution – Training providers are expected to capture and report aggregate data for all students (WIOA and non-WIOA).

Comment #86 – Will the due date for performance be issued as an Information Notice? Resolution – Beginning in PY 21, any provider undergoing initial or continued eligibility review must provide the performance data outlined in this directive.

ETP Assurances Form
Comment #87 – Does Page 2 have to be filled out for each student who attended during the reporting period?
Resolution – No, the CA ETP Assurances Form is just the signed agreement from the provider agreeing they will provide the necessary data elements on the following page.

Comment #88 – Does the completed and uploaded CA ETP Assurances Form replace the Performance tab? Or does the information have to be entered in both places? Resolution – The CA ETP Assurances Form is just an agreement that providers will provide the indicated data. The form should be uploaded to the Documents section of the Provider’s Profile. The performance data still needs to be submitted in the Performance tab in CalJOBS.

General ETPL Requirements
Comment #89 – Due to a combination of performance reporting and the continued eligibility process, Local Boards have seen competition on the ETPL dwindle to very few. This does not promote access and equity. The challenge primarily seems to stem around the accreditation process and reporting.

Resolution – It is required per WIOA law, regulations, and guidance that initial eligibility and continued eligibility of providers and programs meet certain requirements, including accreditation and meeting a factor of performance. DOL has also prescribed the requirements of the ETP Report. The state is looking into and open to suggestions on ways to make the required reporting less burdensome. We are also open to ideas and ways to assist Local Boards with advertising the ETPL to providers in their area in an effort to build the list of providers in their area. While a contract is more cumbersome than an ITA, a Local Board has the authority to contract with a provider if they determine there is a lack of providers in their area that offer a specific training program.

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Comment #90 – Vetting process for adding training providers needs to be streamlined and much improved. It is currently locally driven. Can this be centralized in state this can really help achieve economies of scale? Additionally, the state has expertise in financial stability, accessibility, compliance, etc.

Resolution – With the implementation of this policy, the EDD will review all Local Board nominated providers and program for initial and continued eligibility ensuring the requirements outline in this directive are applied consistently. In addition, the EDD is exploring other ways to streamline and improve the ETPL process.

Comment #91 – Are Adult Education and Literacy activities not allowable/fundable under WIOA unless in conjunction with an authorized training? Are such activities allowable, but not considered training? Are they simply not allowable?
Resolution – To be listed on the ETPL, the provider must be an eligible provider of adult education and literacy activities under Title II of WIOA. Adult education and/or literacy activities must be offered concurrently, or in combination with, occupational skills training.

Comment #92 – Public education course work should automatically be accessed and allowed on ETPL. Data collection has proven prohibitive. Should all public schools, such as Adult Ed, Community Colleges, ROP, contract education, etc., should be automatically eligible.

Resolution – Not all public education programs are in-demand, so each program should be looked at individually for ETPL eligibility requirements. Per federal requirements, data collection is required of all providers (except registered apprenticeships).

Comment #93 – Are all other service types on Section B, page 2 (except on the job training [OJT], Incumbent Worker Training [IWT], and customized training) required to be on ETPL? Resolution – Aside from OJT, IWT, and customized training, all services listed are considered "training services," and when funded through an ITA, these must be on the ETPL per TEGL 8-

19. Comment #94 – Is it required that OJT, IWT, customized training providers are listed in CalJOBS as a non-ITA provider or be listed on the local ETPL?
Resolution – Local Areas are encouraged to enter OJT, IWT, and customized training providers into CalJOBS as a non-ITA provider. These providers are not required to be on the ETPL; however, the Local Board must inform participants of the OJT, IWT, and customized training options available. In CalJOBS, these providers would be listed as either ETPL (ITA) or Local Providers (non-ITA).

Comment #95 – If all elements of the Draft Directive become final, it will take all the time of one full-time employee to implement them. Additional funding and training would have to be provided by the state.

Resolution – The EDD will offer training, and quarterly meetings with the ETPL Coordinators to provide technical assistance. Questions and concerns regarding Local Area’s allocations can be directed to the Local Board’s Regional Advisor.

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Comment #96 – What about programs that are offered in English and Spanish? Should those be listed separately, like programs that are online or in-person? BPPE does not mandate combining of program data for English and Spanish courses.

Resolution – If the curriculum between a Spanish and an English program is the same, then the program only needs to be entered once. The description of the program should indicate that the program is offered in both English and Spanish. If the curriculum between the two programs is different, then the programs should be listed separately, per DOL ETP reporting requirements.

In-Demand
Comment #97 – Who verifies whether a program is in-demand? The ETPL coordinator of the Local Board that nominated the provider? And what about priority sectors of adjacent or even far-away Local Boards?
Resolution – The Local Board is responsible for verifying that a program be for occupations in in-demand industry sectors identified by the state, region, or Local Board. In-demand or priority industry sector information must be verified with the State Board and/or Local Board.

CA ETPL programs would then be available for other Local Boards to use. If the Local Board chooses to have a local ETPL, the Local Board would determine if the program is in-demand in their area.

Comment #98 – In-demand industry sectors are locally defined. How do you identify occupations (by SOC code) that are in-demand as determined by the state? Where is this list located? Would you use state in-demand to determine state eligibility, then use local indemand to determine local eligibility? Resolution – California’s Unified Strategic Workforce Development Plan has language on what is considered an in-demand occupation, as well as a list of occupations that Local Boards can use to justify state in-demand requirements. Local Boards would then apply their own local requirements for their local ETPL eligibility. You can find a link to the plan on the California Workforce Development Board’s website.

Local Board Policy
Comment #99 – Does the state have a guide for the specific documents that contribute to “sufficient records”?
Resolution – This requirement is to ensure providers are submitting accurate data to the Local Board. Providers can be removed for intentionally supplying inaccurate data. What constitutes as “sufficient records” needs to be addressed in the Local Board’s local policy.

Comment #100 – If the provider that went out of business is the only provider in a reasonable distance, Local Boards may not be able to provide a comparable training alternative. Must we provide travel costs if the client wishes to go?
Resolution – This would be something to address in the Local Board’s local policy.

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Comment #101 – Regarding the requirements for Local Board policy listed at the bottom of page 5, isn’t this already covered by BPPE Approval/Exemption or WASC accreditation? Resolution – This requirement is for providers who are deemed exempt per CEC 94874, and are not regionally accredited by an accrediting institution.

Comment #102 – Current local policy is to have individuals research and visit 3 schools that provide the training that the individual is interested in, before they select which school they wish to attend. Does this supersede the requirements described in Section E, page 5, and we should no longer have the individuals go to 3 schools first? Resolution – Local Boards can continue with this type of procedure, as described in their local policy.

Local vs CA ETPL
Comment #103 – Without clear guidelines, Local Boards cannot expect the participants to understand why certain local programs are available in the state, but not in our Local Area. It also makes it confusing for the participant when they are reverse referred from that training provider and we will not approve the training locally, but it can be added to the CA ETPL.

Resolution – The state is working with the vendor to display CA and local ETPL programs differently. This distinction in the system should help clarify what programs are available to participants, depending on where they are located. TEGL 8-19 allows for Local Boards to continue deciding what programs are allowed on their local ETPL.

Comment #104 – If a Local Board utilizes the CA ETPL, CalJOBS serves as the “local list of training providers and programs,” correct? Is it possible for the Local Board to make incumbent worker training provider information available when this is by definition only for a specific employer and a specific group of employed individuals? Resolution – The list available to the public includes training providers and programs that are on the ETPL. Any additional training providers that are not on the ETPL (non-ITA) can be entered as a local provider in CalJOBS and only viewed by staff. The IWT may be eligible for, but not required to be on, the ETPL.

Comment #105 – Can state and local eligibility be conducted simultaneously? Resolution – Local Boards can review the provider and program at the same time for both CA and local ETPL eligibility, but they need to review the provider for the appropriate requirements (i.e. local ETPL has additional requirements to eligibility that do not effect eligibility for the CA ETPL). Also, CA ETPL eligibility review must happen first, because if they are no longer eligible per CA ETPL requirements, then they cannot be on the local ETPL.

Comment #106 – For the purpose of review for continued eligibility, does local ETPL refer to the geographic boundaries of the Local Board or the training providers that are under contract to the Local Board for payment of ITAs?
Resolution – The local ETPL includes all providers that are on the CA ETPL, and meet that Local Board’s local ETPL requirements.

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Comment #107 – Local Boards may have additional criteria in order to be listed locally. For those who do not meet our local requirements, we are expected to list and manage them for the CA ETPL even though we will not use them locally? For both initial and continued eligibility? What happens when a provider has an onsite program and have no enrollments? We are expected to monitor them for compliance, review their performance, and provide technical assistance even though they aren’t utilized?
Resolution – If a provider and/or program meets the state requirements for the ETPL, and their business is headquartered in Local Area A, then Local Board A must nominate this provider profile to the CA ETPL. If the provider also has programs located in Local Area A, then Local Board A must review and nominate those programs for inclusion on the ETPL—even if this means the provider would not receive any participants. The Local Area can choose to only use their local ETPL for serving their participants, but the providers on the CA ETPL still should be available for other Local Boards to use. Local Board A would monitor for compliance, review performance, and provide technical assistance. The Local Board can delist the provider if the provider has not served at least one Title I, subtitle B enrollment during the previous two program years. See “Training Provider Continued Eligibility Criteria” for requirements to be reinstated to the ETPL.

Comment #108 – Will there be copy and paste functionality added or radio button to add a program to the local ETPL?
Resolution – CalJOBS includes the ability to copy program data and create duplicate programs as needed via the “Duplicate” button in the Education and Training Programs tab. See Attachment 5 for more guidance on how to navigate CalJOBS.

Comment #109 – As written, it appears that providers outside the Local Area must be included on the local ETPL, if there is no specific local criteria. What is the reasoning behind requiring all CA ETPL to be also on the local ETPL? We don’t include out-of-area training on our local ETPL, but if a participant requests it, we will consider it on a case-by-case basis. Local Boards should have the autonomy to consider allowing interested participants to attend out-of-area providers on a case-by-case basis.

Resolution – A local ETPL is available for Local Boards to require additional criteria (such as location) for providers to meet, in order for them to serve participants using WIOA funds. If no additional requirements are added, then the Local ETPL will mirror the CA ETPL.

Comment #110 – Providers and programs may be eligible for the CA ETPL but not on the local ETPL. Are Local Boards required to nominate them, based only on the requirements of the Directive, will now be responsible to manage that provider and programs on the ETPL? Resolution – Yes. If the provider meets the CA ETPL requirements, Local Boards are responsible for nominating providers headquartered in their Local Area to the CA ETPL. They are also responsible for nominating programs located within their Local Area to the ETPL, assuming they meet the CA ETPL requirements. Per TEGL 8-19, page 5, Local Boards can only use CA ETPL requirements when reviewing providers for the CA ETPL. After conducting state EXHIBIT 2
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eligibility, the Local Board can then review the provider for local eligibility using their Local ETPL-specific requirements.

Other
Comment #111 – Who are the stakeholders involved in developing the CA ETPL policies and procedures?
Resolution – The California Workforce Development Board, Local Boards, regulatory agencies, and providers.

Comment #112 – Can an enrolled Youth in a Title I Youth program enroll in ITAs on ETPL if they are over 18 or do they need to be enrolled as an Adult? Resolution –An ITA can be used for an Out-of-School Youth ages 16 to 24, Adults, or Dislocated Workers. In-school Youth cannot receive an ITA.

Comment #113 – Who is responsible for uploading documents into the provider’s profile? Resolution – Both the provider or the ETPL Coordinator have the ability to upload documents.

Comment #114 – ETPL Coordinator job qualifications need to be defined. Currently if an ETPL Coordinator is not the MIS Administrator, they are excluded from invitations to MIS Admin meetings and no alternative provisions are made to train new ETPL Coordinators.

Resolution – To ensure Local ETPL Coordinators receive the training and support needed, the EDD will provide quarterly ETPL Coordinator webinars similar to the monthly MIS Administrator call. In addition, Local ETPL Coordinators can contact the State ETPL Coordinator and [email protected] to request assistance.

Comment #115 – Where would providers and/or Local Board staff go for resources on how to navigate the Provider Module in CalJOBS?
Resolution – Providers and Local Board staff can access the ETPL Guide Card, which is attachment 5 of this Directive. Local Board staff can also access the Provider Services User Guide located in the Staff Online Resources menu of CalJOBS.

Comment #116 – The “CRS” designation is confusing to both providers and staff as it is not spelled out or explained anywhere. Can this be removed if it is no longer relevant? Resolution – The state is currently working with the vendor to improve the ETPL module and make it more streamlined, and will look into removing the CRS designation.

Comment #117 – What staff privileges are associated to changing the Local Board responsible for the provider on page 58 of the ETPL Guide Card?
Resolution – This is available to any staff with an ETPL Coordinator account.

Out-of-State Providers
Comment #118 – Can out-of-state providers have training paid for through an ITA? EXHIBIT 2
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Resolution –All training providers, other than Distance Education training providers, that have training sites located only outside of CA cannot be listed on the CA ETPL. Local Boards cannot utilize an ITA with out-of-state training providers unless leveraging an approved ETPL reciprocal agreement. Please see ETPL Reciprocal Agreements (WSD22-08) for more information on the use of approved agreements.

Comment #119 – Can WIOA funds be used for out-of-state provider training, as long as the provider is on the ETPL in the state where their headquarters is located? Resolution – All training providers, other than Distance Education training providers, that have training sites located only outside of CA cannot be listed on the CA ETPL. Local Boards cannot utilize an ITA with out-of-state training providers unless leveraging an approved ETPL reciprocal agreement. Please see ETPL Reciprocal Agreements (WSD22-08) for more information on the use of approved agreements.

Comment #120 – When Local Boards contract with an out-of-state provider, how is EEO monitoring conducted? What about going through a formal procurement process? Resolution – To align with 20 CFR 680.320, the directive has been updated to remove the ability for Local Boards to contract with a provider listed on another state’s ETPL. All training providers, other than Distance Education training providers, that have training sites located only outside of CA cannot be listed on the CA ETPL. Local Boards cannot utilize an ITA with outof-state training providers unless leveraging an approved ETPL reciprocal agreement. Please see ETPL Reciprocal Agreements (WSD22-08) for more information on the use of approved agreements.

Pre-apprenticeships
Comment #121 – Do pre-apprenticeships need to meet placement? In the last Directive, this was spelled out.

Resolution – Yes, the pre-apprenticeship programs that are on the ETPL need to meet the same standards as the other postsecondary programs.

Comment #122 – Suggestion to change pre-apprenticeship language to read: must provide training that “leads” to an industry-recognized credential or certificate.

Resolution – No changes were made to the directive as a result of this comment.

Comment #123 – Can the state please elaborate on what Local Boards must require of preapprenticeship training in the building and construction trades, especially those related to Multi-Craft Core Curriculum (MC3)?
Resolution – If WIOA funds are being used to send participants to a construction preapprenticeship, the state and Local Boards must ensure the pre-apprenticeships follow MultiCraft Core Curriculum (MC3) standards.

Comment #124 – If pre-apprenticeships are not required to be on the ETPL, is their inclusion solely to use ITAs if it does lead to a credential? What does listed on ETPL and used in EXHIBIT 2
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conjunction with an ITA mean? I thought ITAs and ETPL went hand in hand. Is it possible to get a link to MC3 in the policy? If a pre-apprenticeship is listed on ETPL must it be connected with a Registered Apprenticeship Program?
Resolution – Pre-apprenticeships are considered an individualized career service, and are not required to be on the ETPL. However, if a Local Area wants to utilize an ITA, the program must meet the requirements to be listed on the ETPL. The pre-apprenticeship must meet the definition of occupational skills training and award an industry-recognized credential. If it does not meet these requirements, it cannot be on the ETPL. In order to be eligible for the ETPL, pre-apprenticeships must have a Letter of Commitment from a DOL or DIR DAS apprenticeship.

The last paragraph on page 8 states that Local Boards should prefer pre-apprenticeships that are partnered with DIR DAS Approved apprenticeships. Here (PDF) are some resources for understanding Multi-Craft Core Curriculum.

Third Party
Comment #125 – Isn’t this third party subcontracting requirement applicable only to public colleges and universities?
Resolution – This applies to both public and private provides accredited by WASC.

Comment #126 – Why are only WASC-accredited institutions limited from providing courses via a third party if they participated in development of the curriculum and ensure responsibility for the curriculum by issuing the related credential? Resolution – WASC providers do not have their third party courses reviewed during accreditation. To protect WIOA funds, third party vendors that directly receive tuition fees are not allowed to provide training unless the third party vendor provider and program is on the ETPL.

Comment #127 – Can an accredited training provider sub-contract to another training provider, as long as that training provider is accredited by WASC? Resolution – If the subcontracted training provider is directly receiving payment, they must be listed as their own provider on the ETPL.

Comment #128 – How do we determine which Local Board conducted continued eligibility for the provider?
Resolution – The review record in CalJOBS will show which Local Board completed the review.

Worker’s Comp/Supplemental Job Displacement Benefit (SJDB) Comment #129 – Has this passage about removing Workers Comp providers been discussed with the agencies that currently use the ETPL (e.g. Worker’s Comp, VA, DOR)? We have frequent requests from these agencies to verify and list their providers.

Resolution – Yes, the state has discussed this language with other agencies.

Comment #130 – ETPL Coordinators get a lot of calls for people looking for worker’s comp voucher training. It seems that the worker’s comp customers have to guess what to do, and EXHIBIT 2
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while this clarification in the Directive will give ETPL Coordinators a ready-made response as to why ETPL Coordinators can’t assist worker’s comp customers, it still leaves worker’s comp customers with questions.

Resolution – The DIR handles the administration of the Worker's Comp program, which includes informing those in the program of where they can use their voucher. State law requires that vouchers only be used for public schools or providers on the ETPL. Local Boards that receive questions from voucher holders should direct them to their employer, Claims Administrator, or the Department of Industrial Relations.

Comment #131 – What are some resources that Local Board staff can use for Worker’s Compensation questions?
Resolution – A few resources regarding Workers' Compensation include the EDD's ETPL webpage, which has a paragraph on Workers' Compensation, and Chapter 8 of the DIR's Handbook on the Workers' Compensation program.

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ATTACHMENT 8

ERRATA CHRONOLOGY

The Workforce Services Directive ETPL Policy and Procedures (WSD21-03) dated November 10, 2021 was revised with the following changes:

Errata #1 – On February 22, 2023, the following changes were made to the Directive:
• Directive, Page 1 and Attachment 7, page 1 – Corrected the number of comments received from 135 to 131.
• Directive, Pages 1-2 – Made updates to the References section, including: updated format to be in alignment with department guidance, added ETPL Reciprocal Agreements (WSD22-08), and replaced Performance Guidance (WSD19-03) with Performance Guidance (WSD22-01).
• Directive, Page 4 and 5, and Attachment 1, page 7, 13, 15, and 21 – Due to removal of Attachment 5, removed CalJOBS ETPL Module Guide Card from list of attachments, changed references to “Attachment 5” to “located on the Staff Online Resources page in CalJOBS,” and updated references to Attachments 6 and 7 appropriately. • Directive Page 4 and 5 – Added Errata Chronology.
• Attachment 1, page 7, Attachment 5, Page 1, and Attachment 7, page 13 and 23 – Added language regarding the allowable use of an approved ETPL reciprocal agreement for Outof-State Training Providers. • Attachment 1, page 9 and 10, Attachment 5, page 5 and 6, and Attachment 7, page 2 – In alignment with the commission’s update, change the abbreviation for the Western Association of Senior College and University Commission from “WASC SCUC” to “WSCUC”.
• Attachment 1, page 10 and Attachment 4, page 1 – Added sentence clarifying that the CA ETP Assurances Form (Attachment 4) is uploaded annually into the Documents section of the provider profile, prior to the provider’s eligibility review. • Attachment 1, page 11 and Attachment 5, page 8 – Removed requirement for WSCUC providers to have their training program, location, and mode of delivery approved. • Attachment 4, page 2 – In the table, edited “ETPL Provider Number” to “ETPL Provider Name” and “ETPL Program Number” to “ETPL Program Name.” • Attachment 5, page 1 – Simplified text from “Is the Training Provider headquartered and/or has at least one physical training site in CA?” to “Does the Training Provider have at least one physical training site in CA?”
• Attachment 5, page 4 and 7 – Changed text from “Does the program offer occupational skills training that results in an industry-recognized credential?” to “Training Program leads to employment in a specific occupation or an industry recognized postsecondary credential?”
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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 subrecipient’s 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.
___________________________ __________________________
Grantee/Contractor Organization Program Title
Signature
______________________________
Name of Certifying Official Signature

EXHIBIT D
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EXHIBIT E
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.

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EXHIBIT E
(e) Notifying the U.S. Department of Housing and Urban Development within ten days after receiving notice under subparagraph (d)(2) from an 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
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EXHIBIT E

DIVISION OF EMPLOYMENT SERVICES

PLACE OF PERFORMANCE

FOR CERTIFICATION REGARDING DRUG-FREE WORKPLACE

REQUIREMENTS
Name:

Name of Contractor:

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):

Address
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EXHIBIT F
Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions
This certification is required by the regulations implementing Executive Order 12549, as amended, Nonprocurement Debarment and Suspension, 2 CFR Part 2998, Subpart C, Responsibilities of Participants Regarding Transactions. The regulations were published as Part VII of the May 26, 1988, Federal Register (Pages 19160-19211), and as subsequently amended in 81 Federal Register 25585. (Before completing certification, read instructions which are an integral part of certification)

1. Pursuant to 2 CFR 180.335, 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 excluded or disqualified;
b. Have not been convicted within the preceding three years of any of the offenses listed in 2 CFR 180.800(a) convicted or had a civil judgment rendered against them for one of those offenses within that time period.
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 listed in 2 CFR 180.800(a); and
d. Have not had one or more public transactions (Federal, State or local) terminated within the preceding three years 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/Contractor Organization
Name and Title of Official Authorized to Certify
On Behalf of the Grantee
_______________________________________
Date
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EXHIBIT F

INSTRUCTION FOR CERTIFICATION

1. By signing and submitting this proposal, the prospective recipient of Federal assistance funds is providing the certification as set out below.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective recipient of Federal assistance funds knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the Department of Labor (DOL) may pursue available remedies, including suspension and/or debarment.

3. The prospective recipient of Federal assistance funds shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective recipient of Federal assistance funds learns that its certification was erroneous whom submitted or has become erroneous by reason of changed circumstances.

4. The terms “covered transaction”, “debarment”, “suspended”, “ineligible”, “lower tier covered transaction”, “participant”, “person”, “primary covered transaction”, “principle”, “proposal”, and “voluntarily excluded”, as used in this cause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective recipient of Federal assistance funds agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the DOL.

6. The prospective recipient of Federal assistance funds agrees by submitting this proposal, that it will include the clause title “Certification Regarding Debarment, Suspension, Ineligible, or voluntarily excluded from the covered transaction unless it knows that the certification is erroneous.

7. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

8. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the DOL may pursue available remedies, including suspension and/or debarment.

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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 Development Board on all contracts.

I recognize that I must give assurances for each item below. Please initial each box indicating you have read and are providing assurance you are or will be in compliance with the following:
 SAWDB uses the CalJOBs ETPL Module for accepting applications from the providers to be listed on the ETPL. Local boards may authorize a single local board to act on their behalf in making determinations for initial and/or subsequent eligibility of providers. Contractors must enter program(s) of training services into CalJOBS. The training provider should only enter the program(s) desired to be on the CA ETPL. If the program is offered with multiple modes of delivery, or course lengths, the program must be entered separately for each variation.
 SAWDB has authorized the South Bay WDB to make initial and subsequent eligibility determinations for applications submitted from providers. Contractors should contact the South Bay WDB 11539 Hawthorne Blvd., 5th Floor, Hawthorne, CA 90250, 310-970-7700.  CONTRACTOR is required to be in compliance with South Bay WDB Master agreement and SAWDB agreement.
 In cases where South Bay WDB has denied a provider’s application, provider may submit the application to SAWDB for consideration and processing at 801 W. Civic Center Dr. #200, Santa Ana, CA 92701 ATTN: SAWDB Staff. The submission must include completed ETPL training program applications and a copy of the letter from the South Bay WDB denying application.  Local boards may establish local policies requiring performance above the state minimum standards for providers to be included on the ETPL.
 Acceptance and processing of an application does not constitute an agreement or relationship between the CONTRACTOR and SAWDB, nor does it guarantee any referrals to the provider by SAWDB.

Applications will be process on an ongoing basis.
 CONTRACTOR must be in compliance with the State and Federal regulations, per Workforce Innovation and Opportunity Act (WIOA) Eligible CONTRACTOR List Policy and Procedure WSD15-07 or it’s replacement.
 CONTRACTORS must also meet one of the following criteria in order to have their programs listed on the ETPL:
1) Bureau of Private Postsecondary Education Approval to Operate, or Verification of Exemption by BPPE.

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2) Accreditation by the Accrediting Commission for Senior Colleges and Universities, WASC, or the Accrediting Commission for Community and Junior Colleges, CSU, UC, and other WASC accredited institutions. This accreditation can be verified at: www.accjc.org/ or www.wascsenior.org/.
3) Postsecondary institutions eligible under Title IV of the Higher Education Act (HEA) and offering programs leading toward an associate degree, baccalaureate degree, or certificate. 4) Approval by the California Department of Education.
5) Approval by the Chancellor’s Office of the California Community Colleges (CCCCO).  CONTRACTOR must reapply to be considered for subsequent approval on the ETPL and agrees to provide the required performance and cost information data.  CONTRACTOR must annually meet the state’s minimum performance standards, however the SAWDB may set higher levels. Public Postsecondary Community Colleges, CSUs, and UCs are required to provide performance information for consideration of placement on the CA ETPL, but due to heavy state oversight, investment, and the inability to capture true program outcome data, these institution types are not required to meet a specific performance threshold to be listed on the CA ETPL.  CONTRACTOR’s BPPE accredited shall provide a copy of the provider’s BPPE Annual Report (the Performance Fact Sheet) to document their achievement of the performance criteria if applicable.  ALL Training on the ETPL must be for occupations in in-demand industry sectors identified by the state, regional or local workforce development boards.
 All Training on the ETPL must provide training services that lead to an industry-recognized credential, national or state certificate, or degree, including all industry appropriate competencies, licensing and/or certification requirements.
 CONTRACTOR understands that all performance data and data submitted on the ETPL must be made available for data verification by the SAWDB or the State EDD office.  CONTRACTOR must maintain all the relevant records utilized to support the data submitted on ETPL for audit or monitoring purposes by the SAWDB or the State EDD office.  CONTRACTOR that claim an exemption to BPPE (Section 94874 of the BPPE Act), must apply and receive a “Verification of Exemption” before being listed on the ETPL. Since it has been determined that any expenditure of public funds, state or federal, that directly benefits a student to be student financial assistance, we expect that instances of exemption will be very rare.  CONTRACTOR must have all considered training programs listed with the BPPE, the SAWDB may verity the data that was submitted to BPPE.
 All new and current CONTRACTOR will be required to be registered in CalJOBSSM and must have all considered training programs listed with the BPPE match on CalJOBS.  All CONTRACTOR are required to enter performance data for each program to be listed on the ETPL and provide evidence to the Local Board that they have met the minimum performance criteria required. Programs that do not include performance data will not be approved for listing on the ETPL.

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 CONTRACTOR must have their current course catalogs on file with the SAWDB.  CONTRACTOR agrees to immediately notify (within 10 working days) the SAWDB, in writing, of any changes in the information submitted with initial agreement.  CONTRACTOR agrees to accept WIOA eligible referrals from the Santa Ana WORK Center on an individual referral basis.
 CONTRACTOR shall not accept nor enroll WIOA participants who do not meet the CONTRACTOR’s entrance requirements, which are to be the same general entrance requirements required of public students, and agrees to submit a written notification to the Santa Ana WORK Center’s Case Manager stating the reason(s) for non-acceptance.  CONTRACTOR agrees to assist the WIOA client in applying for PELL Grants and any other funds that might be available to offset the cost to WIOA and to work together with the WIOA client’s Case Manager to ensure all other funding sources are investigated and those funds obtained before submitting the Vendor Voucher to the SAWDB for payment.  CONTRACTOR agrees to cross out sections of the student enrollment agreement that would hold the WIOA participant financially responsible for any training related expenses.  Once accepted, CONTRACTOR agrees to enroll the WIOA participant in the course stipulated on the Vendor Voucher and no other.
 CONTRACTOR agrees to invoice the Santa Ana WORK Center, on a cost reimbursement basis, for third party testing (Microsoft, Novell, A+, etc.) and will provide a copy of the Pass/Fail results at that time.
 Pre-Apprenticeship CONTRACTORS must include a letter of commitment from an approved apprenticeship program and meet the application policies and procedures required for the type of program (e.g., community college, private post-secondary, adult education provider, etc.).  CONTRACTOR Apprenticeship Programs registered under the National Apprenticeship Act (NAA) or recognized by DIR/DAS are exempt from initial eligibility procedures. Registered apprenticeship programs must be included and maintained on the list of eligible providers of training services as long as the corresponding program remains registered, as described at WIOA sec. 122(a)(3).  CONTRACTOR agrees to allow SAWDB, Santa Ana WORK Center, the State of California, and the Department of Labor, the WIOA client and any of their duly authorized representatives’ access to all the records regarding the WIOA client for monitoring purposes. The records include any books, documents, papers, files and computer data directly pertinent to the records of the WIOA participant.

The right to records includes the right to make excerpts, transcripts and photocopies. The right also includes the right to have reasonable and timely access to personnel for the purpose of interviews and discussions related to the records of the WIOA participant.  CONTRACTOR agrees to provide progress reports which indicate grades and test scores, as well as attendance reports, to the WIOA client’s Case Manager on a monthly basis.

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 CONTRACTOR agrees to notify the WIOA client’s Case Manager immediately (within 5 working days) if the WIOA client is absent for more than 3 days in a row, has sporadic attendance or drops out of school unless other arrangement are made in writing.  CONTRACTOR agrees to provide a copy of the “reimbursement form” and issue a refund check to the “City of Santa Ana” for the number of unused training hours and any non-issued training/testing vouchers, books, tools, etc. due within 30 calendar days after the last day the WIOA client attended school or the day the school was notified that the WIOA client dropped. Said check to be mailed to the attention of the WIOA Case Manager, 801 W Civic Center Dr., #200, Santa Ana, CA 92701.  CONTRACTOR agrees to provide the WIOA Case Manager a copy of the WIOA client’s certificate of completion or diploma or official transcripts within 10 working days of the date of completion or graduation.
 CONTRACTOR agrees to provide the WIOA client with the same level of job search/placement assistance as provided to the public students and to provide the WIOA Case Manager with all the pertinent information regarding the placement of the WIOA client within 5 working days of the WIOA client’s first day of employment. A WIOA client has 180 days after completing training to get a job for the CONTRACTOR to get credit for placement in employment.  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.
 CONTRACTOR is not currently on any Federal, State of California, or local Debarment list.  CONTACTOR will provide records to show that we are fiscally solvent, if needed.  CONTRACTOR has, or will have, all of the fiscal control and accounting procedures needed to ensure that WIOA funds will be used as required by law and contract.  CONTRACTOR has additional funding sources and will not be dependent on WIOA funds alone.

CONTRACTOR will meet the applicable Federal, State, and local compliance requirements. These include, but are not limited to:
 Records accurately reflect actual performance if applicable.  Maintain record confidentiality, as required.
 Reporting financial, participant, and performance data, as required.  Comply with State and Federal fiscal and program activity audits.  Complying with Federal and State non-discrimination provisions.  Meeting requirements of Section 504 of the Rehabilitation Act of 1973.  Meeting requirements of the American’s with Disabilities Act of 1990. (submit completed survey) EXHIBIT 2
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 Meeting 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 policy.
 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.

CONTRACTOR will not:
 Use WIOA 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 WIOA money under this contract to purchase any equipment.

I hereby assure that all of the above are true.

Name Title Date
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EXHIBIT H

COMPLAINT HANDLING

UNDER THE
Workforce Innovation Opportunity Act
Santa Ana Local Workforce Development Area
Revised March 10, 2023
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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 WIOA 4

4. How to File Your Complaint 5
B. Criminal Complaints 6
II. General Procedures for Handling Non-Criminal Violations of the Act 6 III. Procedures for Handling Complaints at the LWDA 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 Disability Complaints by Participants 17 GLOSSARY OF WIOA TERMS 20
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I. Information Regarding Complaints
A. Nondiscrimination and Equal Opportunity Complaints

1. Policy Statement
In carrying out the purpose of the Workforce Innovation Opportunity Act (WIOA), the City of Santa Ana Local Workforce Development Area (LWDA) 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 WIOA, all contractors in the Santa Ana LWDA 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 Innovation Opportunity Act of 2014 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 WIOA funded program because of race, color, religion, sex, national origin, age, disability, or political affiliation or belief.

Participation in programs and activities financially assisted in whole or in part under WIOA 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 WIOA.

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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 Development Area. Equal opportunity and nondiscrimination, 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 Innovation Opportunity Act (WIOA) programs may be discriminated against because of race, color, creed, disability, 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 WIOA. • 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 WIOA 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 WIOA
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
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Prohibits discrimination based on disability.

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:

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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 disability must be filed within 180 days of the alleged occurrence. These complaints must be filed directly with the WIOA administrative entity. The WIOA 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 INNOVATION OPPORTUNITY ACT
Santa Ana Local Workforce Development Area
801 W. Civic Center Drive, Suite 200
Santa Ana, CA 92701
(714)565-2600
B. Criminal Complaints
In accordance with the WIOA 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 186 through 188 of the WIOA regulations, and Section 181 of the Act (Public Law 105.200: 29 U.S. Code Sec. 2931 et seq.) at the State and LWDA level for the receipt, investigation, hearing, and resolution of complaints by WIOA participants, sub EXHIBIT 2
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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 LWDA.

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 WIOA programs operated by each LWDA grant recipient and sub recipient under the Act.

These procedures shall not be construed as affecting any other available legal remedy outside of the WIOA 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-WIOA complaint. Also, these procedures do not restrict the LWDA grant recipient staff in carrying out informal discussion Procedures do not restrict the LWDA 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.

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.

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A “participant”, within the meaning of these procedures, is an individual who receives employment-training services under a program funded by Santa Ana LWDA. 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 LWDA 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 LWDA grant recipient/hearing procedures prior to appealing to the State except where the State determines that the LWDA grant recipient’s procedures are not in compliance with the State’s procedures.

III. Procedures for Handling Complaints at the LWDA Level A. Receipt Complaints
Pursuant to the WIOA regulations found at 20 CFR, Section 683.600, the LWDA administrative entities have the responsibility to conduct hearings and resolve complaints made by individuals about the administration of programs in the LWDA. “LWDA level” encompasses LWDA 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 WIOA programs operated by the Santa Ana LWDA 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 LWDA 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; d. What provisions under the Act, regulations, grant or other agreements under the Act, are believed to have been violated;
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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 LWDA 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 LWDA 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:

Daniel Durham
Sr. Personnel Analyst – EEO Officer
20 Civic Center Drive, M-24
Santa Ana, CA 92701
(714) 647-5330
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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 LWDA 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 LWDA 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 LWDA 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.

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11 EXHIBIT H

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 LWDA for final determination. The recommended decision shall be in writing and may be accepted, rejected or modified by the Santa Ana Workforce Development Board.

C. Issuance of Decision
Within sixty (60) calendar days of filing of the complaint, the Santa Ana LWDA 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.

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12 EXHIBIT H
D. Record of Hearing
An administrative file containing support documents on the complaint resolution process hearing conducted will be retained by the Santa Ana LWDA. The purpose of a record is to serve as substantiation of the process followed by the Santa Ana LWDA 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 threeyear period after the grant has been officially closed out.

The Santa Ana LWDA’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 683.600, 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 LWIDA’s established procedures under Section 683.600. At a minimum these procedures must include:

1. 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 LWDA and the State Review Panel in accordance with Section 683.600.

IV. Procedures for Handling Complaints at the State Level Section 181 (c) of the Act and the WIOA regulations at 20 CFR, Section 683.600 (d) requires the Governor to establish a State Review process of complaints filed at the LWDA grant recipient level and of complaints initially filed at the State level.

Appeals of decisions issued at the LWDA level including audit disallowances and sanctions shall be reviewed by the State Review Panel. The State Review Panel shall review the record EXHIBIT 2
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13 EXHIBIT H
established at the LWDA level and shall issue a decision based on the information contained therein.

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 LWDA 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 LWDA 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 LWDA 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 LWDA 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 LWDA. It shall be the responsibility of the LWDA 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
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If no decision has been issued at the LWDA level or the State has determined an audit disallowance or imposed sanctions, the complainant may request a hearing. The 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 LWDA 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 LWDA b. Name, address, and telephone number of the LWDA
c. Copies of complaints made at LWDA 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.

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15 EXHIBIT H
Decisions issued by this panel, under the authority of the Governor, are final.

D. Issuance of State Review Decision.

The State review will be limited to violations of the WIOA, implementing WIOA regulations or the grant agreement. This review shall be limited to the record established at the LWDA 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 LWDA’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 LWDA’s procedure under Section II (A).

EXHIBIT 2
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16 EXHIBIT H

PROCEDURES FOR HANDLING NON-CRIMINAL COMPLAINTS
˚
˚
Informal Resolution Process
˚
˚
˚
˚
˚
˚
Unsatisfactory Decision or LWDA Decision not issued within 60 days ˚
˚
˚
˚
˚
˚
If no decision issued by State Review Panel
˚
˚
Appeal to DOL
60 Days
30 Days
30 Days
No later than
180 days of
alleged
discrimination
Handling of complaints filed at LWDA level arising in connection with WIOA programs operated by LWDAs
Filing of Complaint/Request for Hearing
Notice of Hearing issued by LWDA
Hearing Conducted
LWDA Decision within 60 days
Within 10 days of
receipt of
unsatisfactory
decision or 10
days from date
LWDA decision
should have been
issued.

Request for State Review
Governor’s Decision issued by State Review Panel
EXHIBIT 2
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17 EXHIBIT H

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:

Daniel Durham
Sr. Personnel Analyst – EEO Officer
20 Civic Center Drive, M-24
Santa Ana, CA 92701
(714) 647-5330
VI. Procedures for Handling Disability Complaints by Participants Complaints alleging discrimination on the basis of disability 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 LWDA’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 LWDA Level

1. The complainant shall file his/her complaint directly with the Santa Ana LWDA. 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 LWDA 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 LWDA.

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18 EXHIBIT H

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 LWDA’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.

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19 EXHIBIT H

PROCEDURES FOR HANDLING COMPLAINTS ON BASES OF DISABILITY ˚
˚
˚
˚
If no resolution reached
˚
˚
˚
˚
˚
˚
Unsatisfactory Decision or No Decision
˚
˚
˚
˚
No later than
180 days of
alleged
discrimination
Filing of complaint on the basis of Disability with LWDA Filed within 30
days of
LWDA/State
Decision or 90
days from date of
initial filing of
complaints
Informal Resolution
Request for Hearing
Notice of Hearing
Hearing Conducted
LWDA Decision
State Review
Governor’s Decision
Appeal to Assistant Secretary Department of Labor
Day 1
Day /45 Day
60 Days
EXHIBIT 2
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20 EXHIBIT H

GLOSSARY OF WIOA 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 WIOA 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 .

INDIVIDUAL WITH A DISABILITY – Any individual who has a physical or mental disability that constitutes or results in a substantial challenge 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 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.

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21 EXHIBIT H
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.

EXHIBIT 2
City Council 10 – 153 5/2/2023

EXHIBIT I

ADDITIONAL INSURED ENDORSEMENT
Insurance Company _____________________________________ This endorsement modifies such insurance as is afforded by the provisions of Policy # ___________________ relating to the following:

1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702; its officers, employees, agents and volunteers are named as additional insureds ("additional insureds") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured.

2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds.

3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included.

4. With respect to the additional insureds, this insurance shall not be canceled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702.
(Completion of the following, including countersignature, is required to make this endorsement effective.)
Effective __________________________________, this endorsement form as a part of Policy # ___________________________________
Issued to ______________________________________________________________ Named Insured
Countersigned by _________________________________
Authorized Representative
EXHIBIT 2
City Council 10 – 154 5/2/2023
Public Works Agency
www.santa-ana.org/public-works
Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 2, 2023
TOPIC: Easement to Southern California Edison

AGENDA TITLE
Grant an Easement to Southern California Edison to Allow Underground Power to Serve a Traffic Signal (Non-General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute an Easement Deed granting Southern California Edison the right to own, place, and maintain power conduits and conductors underground to serve APN 016-035-14.

DISCUSSION
In 2019, the City acquired a parcel of land located at 402 East Warner Avenue in conjunction with the Warner Avenue Improvements Project from Main Street to Oak Street. Along the east side of the parcel exists a 17-foot wide Maple Street Bike Trail and Southern California Edison (SCE) power pole and overhead power lines serving the residential lots fronting Maple Street and a traffic signal nearby (Exhibit 1).

As part of the Warner Avenue project, SCE will need to modify the power pole adjacent to 402 East Warner to underground overhead facilities along Warner Avenue, and provide service for proposed traffic signal at the Warner and Maple intersection.

Therefore, a non-exclusive easement is needed for SCE to construct, use, maintain, operate, alter, add to, repair, replace, reconstruct, and inspect the underground electrical supply system in order to continue distributing electrical energy to the residents.

FISCAL IMPACT
There is no fiscal impact associated with this action.

EXHIBIT(S)

1. Easement Deed
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 11 – 1 5/2/2023
EXHIBIT 1
City Council 11 – 2 5/2/2023
City Council 11 – 3 5/2/2023
City Council 11 – 4 5/2/2023

PORTION OF
43'

43.03'
Maple St.

Bike Trail
City Council 11 – 5 5/2/2023
Public Works Agency
www.santa-ana.org/public-works
Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 2, 2023
TOPIC: Universally Accessible Playground at Thornton Park

AGENDA TITLE
Award a Purchase Order to Landscape Structures, Inc. to Provide and Install a Universally Accessible Playground at Thornton Park in the Amount of $2,042,277 (Specification No. 23-059) (Project No. 23-2602) (General and Non-General Fund)

RECOMMENDED ACTION
Authorize a one-time purchase and payment to Landscape Structures, Inc. to furnish and install a universally accessible playground at Thornton Park in the amount of $2,042,277, plus a contingency of $306,342, for a total amount not to exceed $2,348,619, subject to non-substantive changes approved by the City Manager and City Attorney.

DISCUSSION
On May 3, 2022, the City Council adopted a resolution approving the acceptance of grant funds from the State of California Natural Resources Agency in the amount of $4,000,000 for the Zoo Educational Hub ($2,000,000) and installation of a universally accessible playground at Thornton Park ($2,000,000). On September 6, 2022, the City Council approved an appropriation adjustment to recognize the grant funding.

The City’s first universally accessible playground installation at the George Upton All Access Park (one acre-site) located within Thornton Park will include equipment specially designed to enable children of all abilities to play alongside each other (Exhibit 1). All children, regardless of physical limitation, should be able to enjoy the fun that comes along with playing on a playground. The universal playground will feature multigenerational play components to support playground usage by those with disabilities as well as their parents and caregivers, adaptive swings, and wheelchairaccessible elements. This playground will replace the 30-year-old playground with aging equipment.

Santa Ana Ordinance No. NS-2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. Sourcewell (formerly National Joint Powers Alliance) is a public agency that serves as a national municipal contracting agency to provide competitive procurement services to participating agencies. Sourcewell awarded a contract to Landscape Structures, Inc. (Sourcewell City Council 12 – 1 5/2/2023
Universally Accessible Playground at Thornton Park
May 2, 2023

contract # 010521-LSI) as a result of an open competitive Request for Proposals solicitation on behalf of its members, which includes government agencies (Exhibit 2).

The awarded contract is valid through February 17, 2025 and is in accordance with the City’s existing Purchasing Guidelines.

Staff recommends the use of Landscape Structures, Inc. and has included the proposal detailing this specific project scope (Exhibit 3). As part of the purchase, maintenance equipment is included and will be used to maintain Thornton Park.

FISCAL IMPACT
The proposed cost of the project is $2,042,277, which includes removal of existing playground, design services, and the purchase and installation of new playground equipment. The total delivery cost including contingency is estimated to be $2,348,619.

Project Item Total
Landscape Structures Purchase Order $2,042,277
Contingency $306,342
Total Project Delivery Cost $2,348,619
Funding is available in the FY 22-23 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. The following table summarizes the funds budgeted and available for expenditure to deliver construction of this project.

Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit - Account No.

Description Amount
2022-
2023
16113262-66220
(23-2602)
PRCSA
Capital Grants
State Resources Agency Grant -
Improvements Other Than
Buildings
$2,000,000
2022-
2023
01213020-66220
(23-2602)
Cannabis
Public Benefit
Fund
PRCSA Youth Services -
Improvements Other Than
Buildings
$230,250
2022-
2023 01117652-62320 General Fund
PWA Park Service
Enhancement - Maintenance &
Repair Buildings & Ground
$118,369
TOTAL $2,348,619
City Council 12 – 2 5/2/2023
Universally Accessible Playground at Thornton Park
May 2, 2023

EXHIBIT(S)

1. Location Map

2. Landscape Structures, Inc. Contract with Sourcewell

3. Landscape Structures, Inc. Proposal
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 12 – 3 5/2/2023
EXHIBIT 1
City Council 12 – 4 5/2/2023
010521-LSI
Rev. 10/2020 1
Solicitation Number: RFP #010521

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Landscape Structures Inc., 601 7th St. S., Delano, MN 55328 (Vendor).

Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Playground and Water Play Equipment with Related Accessories and Services from which Vendor was awarded a contract.

Vendor desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires February 17, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.

C. SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.










 




 EXHIBIT 2
City Council 12 – 5 5/2/2023
010521-LSI
Rev. 10/2020 2
All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Vendor’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that is effective past the expiration of the Vendor’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable 









 





City Council 12 – 6 5/2/2023
010521-LSI
Rev. 10/2020 3
time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.

Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing 









 





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restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Request Form will become an amendment to this Contract and be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Vendor understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at governmentowned facilities, including schools. Vendor’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance, Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract. 









 





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Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Vendor, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entitles may require the use of a Participating Addendum; the terms of which will be worked out directly between the Participating Entity and the Vendor. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Participating Entity and the Vendor may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased;

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements; or

3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable. 









 





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B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).

The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Vendor may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Vendor will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Vendor’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter. 









 





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Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties.

D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

E. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their 









 





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respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. LIABILITY

Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees, arising out of the performance of this Contract by the Vendor or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications.

12. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Vendor under this Contract.

If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Vendor a royalty-free, worldwide, non-exclusive right and license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Vendor.
b. Vendor grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Vendor’s Trademarks in advertising and promotional materials for the purpose of marketing Vendor’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to its and their respective distributors, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article.

Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.










 





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a. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s Trademarks only in good faith and in a dignified manner consistent with such party’s use of the Trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Vendor in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of vendors which may be used until the next printing). Vendor must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Vendor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.

D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services.

14. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.










 





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15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Vendor will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher level of management. The Vendor will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Vendor must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Vendor fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed will be borne by the Vendor.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract.

Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:










 





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x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Vendor will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit










 





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4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional Liability. During the term of this Contract, Vendor will maintain coverage for all claims the Vendor may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Vendor’s professional services required under this Contract.

Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate
Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance 









 





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maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Vendor must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Vendor conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.

Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require additional requirements based on specific funding specifications. Within this Article, all references to “federal” should be interpreted to mean the United States federal government. 









 





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The following list only applies when a Participating Entity accesses Vendor’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.

C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 









 





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hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any 









 





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agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.










 





City Council 12 – 20 5/2/2023
010521-LSI
Rev. 10/2020 17

22. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.

Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell Landscape Structures Inc.

By: __________________________ By: __________________________ Jeremy Schwartz Fred Caslavka
Title: Director of Operations &
Procurement/CPO
Title: Chief Financial Officer
Date: ________________________ Date: ________________________ Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________










 







 

 

 




 


City Council 12 – 21 5/2/2023
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City Council 12 – 22 5/2/2023
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City Council 12 – 23 5/2/2023
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Bid Number: RFP 010521 Vendor Name: Landscape Structures Inc. 









 





City Council 12 – 24 5/2/2023

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City Council 12 – 27 5/2/2023
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City Council 12 – 28 5/2/2023
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City Council 12 – 29 5/2/2023
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City Council 12 – 31 5/2/2023
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Bid Number: RFP 010521 Vendor Name: Landscape Structures Inc. 









 





City Council 12 – 32 5/2/2023

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City Council 12 – 33 5/2/2023
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Bid Number: RFP 010521 Vendor Name: Landscape Structures Inc. 









 





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City Council 12 – 44 5/2/2023
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City Council 12 – 45 5/2/2023
PHONE
FAX: F.O.B.
email: [email protected] FREIGHT
SHIP TO:

Maintenance
Kit/Info ? TERMS (Subject To Credit Approval By LSI)
BILL TO: SHIPPING TIME 30 Weeks
We are pleased to submit this proposal to supply the following items:

QTY ITEM NO. DESCRIPTION
3 CUST20-29
1 MB051018-7
1 CUST010720-13
$985,320
($78,826)
1 $405,328
1 $2,132
1 $258,060
1 $84,992
1 $38,429
$170,661
$25,800
Total Weight
ORDER ONLY UPON APPROVAL BY LANDSCAPE STRUCTURES, INC. CUSTOMER SUBTOTAL MATERIAL $1,311,822 RECEIPT OF AN ORDER ACKNOWLEDGEMENT CONSTITUTES SUCH APPROVAL.

Landscape Architect, Concrete, Play & Shade
INSTALLATION $580,074

ACCEPTED BY CUSTOMER DATE
FREIGHT $66,530

PRINT NAME
SALES TAX $83,850.70

PROPOSED BY LSI REPRESENTATIVE DATE
TOTAL $ 2,042,276.70

PRINT NAME
Installation of Landscape Structures Playground
Drawing #1156784-01-05
Installation of Skyways 10 post tension shades Footings based on a 3'x10' hole w/ rebar cages

CUSTOM PARK & PLAYGROUND PACKAGE
Standard Terms and Conditions for Installation Apply
Installation of 15,321 Square Feet of conrete subbase. The subcontractor plans on using some of the existing road base and sand to build up area under the concrete.

Installation of 3 Skyways Flower Shades Footings
based on 2'x6' hole w/ rebar cages

SKYWAYS CUSTOM SHADE SYSTEM PACKAGE

SKYWAYS CUSTOM SHADE SYSTEM PACKAGE
(REFERENCE DRAWING #1156784-01-05)
8% DISCOUNT
Provide Security fencing for parking lot staging area TLP Plans on using existing fencing to secure playground area

SIGNATURE BELOW ACCEPTING THIS PROPOSAL WILL CONSTITUTE A PURCHASE

EXTENDED AMT
City of Santa Ana
714-310-0638
City of Santa Ana
Arne Cvek
Thorton Barrier Free Park
15,321 SQ. FT. Surface America Poured in place rubber
surfacing 3.5 inch thick system (Thickness subject to nominal variation) with top surface in 100% color to include freight and Aliphatic binder. Includes a 2 color graphics of blue and green as shown in drawing #1156784-01-05 dated 1-30-2023. No
slopes or mounds.

Coast Recreation, will provide grading plan, elevation plan, site plan, and drainage plan.

Project Name:

Destination -- Thorton Barrier Free Park
2-3 Weeks ARO
Pricing Good for 60 days from Date of Proposal
Net 30 days upon credit approv., deposit may be required

PROPOSAL
Sourcewell Contract No. 010521-LSI
Prepaid Collect

ALL PURCHASE ORDERS, CONTRACTS, AND
CHECKS TO BE MADE OUT TO:

LANDSCAPE STRUCTURES, INC.
601 7TH STREET SOUTH
DELANO, MN 55328 U.S.A.
763-972-3391 800-328-0035
Fax: 763-972-3185 Customer Information
CONTACT: Arne Cvek 4-13-23

PREVAILING WAGE
EXHIBIT 3
City Council 12 – 46 5/2/2023
Public Works Agency
www.santa-ana.org/public-works
Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 2, 2023
TOPIC: Santa Ana Regional Transportation Center Elevator Cylinder Replacement

AGENDA TITLE
Award a Purchase Order to Amtech Elevator Services to Replace the Elevator Cylinder at the Santa Ana Regional Transportation Center in the Amount of $141,945 (NonGeneral Fund)

RECOMMENDED ACTION
Authorize a one-time purchase order and payment to Amtech Elevator Services for the replacement of the elevator cylinder at the Santa Ana Regional Transportation Center in the amount of $141,945, plus a contingency of $30,900 for a total amount not to exceed $172,845, subject to non-substantive changes approved by the City Manager and City Attorney.

DISCUSSION
The Public Works Agency’s Parks, Fleet, and Facilities Services Division oversees City facilities to ensure mechanical systems operate safely and efficiently, and meet all applicable laws and regulations. One of the primary functions of the Building Maintenance team is to ensure and maintain safe and operational public facilities.

The Santa Ana Regional Transportation Center (SARTC) was built in 1983 and is a regional transportation hub that brings together Amtrak, Metrolink, Orange County Transportation Authority, and interstate bus services. In addition, when completed, the OC Streetcar will have a dedicated platform stop at SARTC. The facility is open to the public seven days a week from 5:00 a.m. to midnight, and contains approximately 35,000 square feet of rental space, including ten bus bays, one surface parking lot and a parking structure. As such, the aging facility requires routine building repairs and improvements.

The SARTC has one main elevator located in the main lobby that serves its tenants and visitors. It is the only Americans with Disabilities Act (ADA)-compliant mode of vertical transportation within the building. The elevator is currently disabled due to a failed underground hydraulic cylinder. To maintain facility accessibility, staff contacted the City’s contracted elevator maintenance and repair vendor, Amtech Elevator Services.

Amtech Elevator Services was selected to make the urgent repair based on their recognized leadership in elevator maintenance and their history in servicing City Hall, City Council 13 – 1 5/2/2023
Santa Ana Regional Transportation Center Elevator Cylinder Replacement May 2, 2023