OBJECTIVE: General. - emarketplace.state.pa.us persons by providing on-the-job training...

RFQ 6100029410 – STATEMENT OF WORK

This Statement of Work, along with the other material provided in this RFQ, will provide Bidders with the information needed to understand the background, Commonwealth requirements, and the operational, business and technical objectives for this project. OBJECTIVE:

A. General. The Pennsylvania Department of Transportation (PennDOT) is seeking a qualified Bidder to develop, implement and maintain an effective “On-The-Job-Training Supportive Services program (OJT/SS)” in support of the requirements set forth by Title 23 of the Code of Federal Regulations.

Title 23 of the Code of Federal Regulations requires that PennDOT establish procedures for providing supportive services in support of training programs approved under a directive entitled “Equal Employment Opportunity on Federal and Federal-Aid Construction Contracts (Including Supportive Services).” For the purpose of this document, both non-union trainees and union apprentices will be referred to as “trainees”.

B. Specific. The intent of this RFQ is to identify a Bidder who can provide OJT/SS

that will help to increase the effectiveness of approved training programs and help to encourage a learning environment, and to maintain the enthusiasm and motivational level of the trainees, which is needed for them to succeed in this industry. The awarded Bidder will also be responsible for providing supportive services that address barriers that hinder the completion of effective highway construction training on select federal and/or state funded highway construction projects that have been assigned Training Special Provisions (TSPs) which allow for trainees on the project. The Bidder will identify and address barriers through the development of a thorough trainee orientation; conducting trainee counseling sessions; development, issuance and tracking of surveys given to training graduates; use of a detailed program information database; a robust reporting requirement; and various outreach activities. The average training time per trainee is approximately 22.5 weeks to complete the required 1,000 hours of training.

NATURE AND SCOPE OF THE PROJECT:

A. Providing supportive services to actively enrolled trainees is the priority of the OJT/SS program. The number of trainees includes all carry-over trainees as well as newly-enrolled trainees who may start at various times throughout the year. The actual number of trainees per year, per contract term cannot be confirmed until after the highway construction projects scheduled to be let during the calendar year have been awarded. The selected Bidder shall act in a supportive

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roll to provide each highway construction trainee with guidance and counseling in accordance with the tasks described below.

B. All of the services provided by the selected Bidder will be at no cost to

participating contractors and/or training candidates.

C. OJT/SS Program Overview.

1) As part of PennDOT’s equal employment opportunity affirmative action program it is the policy of PennDOT to afford equal opportunity in employment to traditionally, socially and economically disadvantaged persons by providing on-the-job training opportunities to minorities, women and economically disadvantaged persons to improve their potential for employment in the highway construction industry. PennDOT, therefore, assigns training as a contract requirement on select federal, federal-aid and 100% state-funded highway construction project contracts in the form of a Training Special Provision (TSP). The training and upgrading of minorities, women and economically disadvantaged persons toward “journeyperson” status is a primary objective of this TSP. This training commitment is not intended, and shall not be used, to discriminate against any applicant for training, whether the trainee is a member of a minority group or not.

2) A “journeyperson” is defined as a skilled worker who practices some trade or

handicraft who has fully served an apprenticeship (or has achieved an experienced skill level) in that trade or handicraft and is a qualified worker in another’s employ. An apprenticeship typically requires the completion of a minimum of 4,000 hours of on-the-job training, in addition to classroom training, in their selected trade or handicraft.

3) The selected Bidder’s OJT/SS Field Counselor will help to identify and

address issues including, but not limited to: a.) Barriers that can hinder the completion of the training. b.) Inadequate working conditions. c.) Conditions unique to the highway construction industry. d.) Clothing requirements. e.) Perceived and/or alleged discrimination. f.) Pay rates. g.) Overtime issues. h.) Seasonal Job/Unemployment Compensation. i.) Safety.

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4) The selected Bidder’s OJT/SS Field Counselors will provide counseling services to trainees in an effort to help them to overcome fears and problems encountered on the job and to clarify who the trainees should contact if and/or when they require assistance. Field Counselors will also ensure that the trainee has received a copy of their OJT training program outline and required OJT program forms.

5) The Selected Bidder will be assigned robust reporting requirements pursuant

to which PennDOT will receive monthly, quarterly and year end reports containing sufficient statistical data and narrative content to enable the evaluation of the trainees’ progress, problems and performance outcomes.

6) The OJT/SS Field Counselors need to be accessible and able to interact with

PennDOT and the OJT Program Administrator; as such they will need laptops and/or smart phones.

REQUIREMENTS:

A. INVOICING AND PAYMENT

The Bidder must complete and electronically submit a monthly Confirmation of Service form (OS-501), (reference ATTACHMENT C) to PennDOT OJT Program Administrator for review on the 15th day of the following month every month for service period of previous month. Provide the completed OS-501 containing an original dated signature via CD. The selected Bidder may request payment on a monthly basis for all services (deliverables) received and accepted. Once the PennDOT OJT Program Administrator confirms acceptance of services, the Bidder shall submit a company invoice, in hard copy format, to the Commonwealth Comptroller at the “Bill To” address on the purchase order (P.O.). All charges on a submitted invoice must be directly related to work performed on identified tasks. B. COUNSELING

The Field Counselors used by the Bidder will help trainees to overcome fears and problems encountered on the job and will help to clarify who trainees should contact (i.e., Selected Bidder, District Labor Contract Compliance Agent (DLCCA)), Contractor’s EEO, if applicable, Union Stewarts/Apprentice Training Coordinators, PennDOT OJT Program Administrator, and/or Chief of the Contract Compliance Division if and/or when they require assistance. In addition to addressing the concerns the trainee may have regarding their duties, the Field Counselors will also ensure that the trainee has received a copy of their OJT training program outline and required OJT program forms.

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C. ON-THE-JOB TRAINING SUPPORTIVE SERVICES PERSONNEL In order to keep information up to date to all stakeholders involved with the OJT/SS program, PennDOT has developed and maintains the OJT/SS Informational/Marketing Brochure (PUB 733 – see ATTACHMENT D). Upon award, the Selected Bidder will provide names and contact information of the Bidder’s personnel who will be providing the OJT/SS. PennDOT will then update PUB 733 with the supplied information. PUB 733 explains the specific roles, responsibilities, and supportive services to be provided by the successful Bidder consistent with the OJT Program needs, goals, objectives and nondiscrimination clause. If the selected Bidder experiences a change in personnel during the contract, the change needs to be addressed with the OJT Program Administrator and/or the Chief of BEO’s Contract Compliance Division immediately. If the selected Bidder has issues and/or concerns regarding providing the OJT/SS due to personnel changes, they should be addressed with the OJT Program Administrator or the Chief of BEO’s Contract Compliance Division. D. BUREAU OF EQUAL OPPORTUNITY (BEO) SPECIAL MEETINGS

The PennDOT OJT Program Administrator reserves the right (and/or the Chief of BEO’s Contract Compliance Division) to schedule meetings at their discretion and the successful Bidder is expected to attend. It is anticipated that the meetings will take place at the Commonwealth Keystone Building, 400 North Street, Harrisburg, PA. The OJT Program Administrator will contact the successful Bidder at least 24 hours in advance to schedule such meetings and will work with the Bidder in choosing a date and time suitable to all parties involved. It is expected that the successful Bidder will attend in person, however other arrangements may be made if warranted as determined by the OJT Program Administrator.

E. DATABASE REQUIREMENTS

1. Upon award the successful Bidder will be provided a copy of the existing OJT Supportive Services database and will be required to maintain it to provide Monthly, Quarterly and Year-end Report program data and Ad Hoc reports as deemed necessary. The database is a Microsoft Access database. The database is, and will remain, the property of PennDOT. The OJT Program Administrator will work with the awarded Bidder to ensure appropriate knowledge transfer and expectations.

The database needs to have a systematic procedure to track trainees during seasonal shutdowns and personnel layoffs, and maintain the contact information of the Training Providers, in an effort to be able to secure tentative recall dates to be relayed to PennDOT’s OJT Program Administrator and the affected trainees if and/or when asked. The existing database will be provided to the selected Bidder

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and PennDOT’s OJT Program Administrator will work with them to transition and update it for use during the new contract period. (The updated database becomes the property of PennDOT.)

2. The OJT program report data must be maintained separately for both federally

funded and state funded highway construction projects; in addition to providing combined statewide totals. The distinction between Apprentices and nonunion trainees must be clarified, in addition to providing clarification of their selected crafts/training classifications, etc. The database should include, but is not to be limited to, the project information and specifics collected from the following OJT forms (Reference ATTACHMENT E for form specifics):

a) The “PennDOT Highway Contractor’s OJT Program for Approval” form (EO-363). b) The “PennDOT OJT Program Enrollment” form (EO-364). c) The “Highway Contractor’s Monthly Training Report” form (EO-365).

3. The importance of the Program Information Tracking Database is to: a. Maintain consistency of the historic report documentation maintained. b. Provide required report information to FHWA and USDOT Civil Rights Office. c. Provide PennDOT’s Quarterly and Year end Accomplishment Reports. d. Ad Hoc reports as needed. e. For information and data to be included in the Bureau’s Yearly State Plan that

is submitted to FHWA.

TASKS: The selected Bidder shall accomplish the objectives of this RFQ through the following tasks: TASK A: TRAINEE ORIENTATION The objective of the Trainee Orientation task is to ensure that all OJT participants are alerted to both the benefits and perceived challenges associated with a career in the heavy and highway construction industry. Orientation meetings must be documented in the form of an electronic Orientation Interview sheet. Upon award the Selected Bidder and the OJT Program Administrator will work together to update and transition PennDOT’s orientation interview sheet to an electronic format (See ATTACHMENT F for sample orientation interview sheet). The OJT Program Administrator will work with the awarded Bidder to ensure appropriate knowledge transfer and expectations.

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A program orientation interview is to be conducted with newly enrolled trainees within the first month of their enrollment for training. This interview should be held in a confidential setting at the project site. The OJT/SS Field Counselors are to exchange telephone numbers with the trainees as a first step during the Orientation interview. This exchange provides the trainee a point of contact in the event they need the OJT/SS assistance or if they become unavailable for a scheduled interview. The exchange also provides OJT/SS Field Counselors with current contact information of the trainee in the event there are concerns that need to be addressed. Concerns may include, but not limited to: missed monthly interviews, unplanned absences and/or missed time from the job site, etc. During the orientation OJT/SS Field Counselors will address such critical issues as (but not be limited to):

1) The importance of regular trainee communication with the Training Provider, the OJT/SS Field Counselor, and when applicable, with their Union representatives. This includes knowing who to contact when assistance is required (i.e., OJT/SS Field Counselor; District Labor Contract Compliance Agent (or OJT Designee); PennDOT OJT Program Administrator).

2) Having dependable transportation to get to work. 3) The barriers that can hinder the completion of the training. 4) Working conditions and conditions unique to highway construction. 5) The importance of a good work ethic. 6) Routine seasonal employment and budgeting opportunities. 7) How to locate the most up to date information regarding Unemployment

Compensation. 8) Varied work locations. 9) Exposure to weather extremes. 10) Safety hazards. 11) Clothing requirements. 12) Identify how trainees can overcome fears and problems encountered on the job. 13) Prevailing wage rates.

a. Labor & Industry – State. b. Davis Bacon – Federal.

14) Overtime issues. 15) Union representation (when applicable). 16) Apprentice Skill Level wage rates (when applicable). 17) EEO issues related to a perceived or alleged discrimination. 18) Ensure that the trainee has received a copy of their training program outline – and

Approved Enrollment (form EO-364) (note: at the time of an Orientation most likely a Highway Contractor’s Monthly Training Report (EO-365) would not yet have been completed. See ATTACHMENT E for an example of these forms).

19) Ensure to address any and all concerns that a trainee may have regarding their duties while being enrolled for on-the-job training.

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If and/or when the OJT/SS Field counselor is unsure of how to respond they should contact the Bidder’s Project Manager for assistance/guidance.

NOTIFICATION

Bidder will inform the OJT Program Administrator and/or the Chief of BEO’s Contract Compliance Division if any issues and/or concerns are brought to the attention of an OJT/SS Field Counselor during an orientation interview (or any other time). The OJT/SS Field Counselor will notify the OJT Program Administrator and the Bidder’s Project Manager as soon as possible to ensure that the Administrator and the Bidder’s Project Manager are made aware of the situation so that the issue can be addressed as soon as possible after identification. The occurrence should also be summarized in a narrative submitted with the monthly report information. The OJT/SS Field Counselor shall contact the OJT Program Administrator and the Bidder’s Project Manager by telephone or email: 1) To identify issues and/or concerns brought to their attention and actions that may have resulted from the interview to address the issues and/or concerns. 2) If the counselor is unsure of how to respond to an issue or concern brought up during an interview (or regarding on-the-job training in general), in an effort to address the issue or concern as soon as possible. BACK DATED ENROLLMENTS When situations occur that result in a back dated enrollment, the orientation interview should be combined with the first monthly counseling interview as long as the trainee has already received their first EO-365 from the training provider. (See ATTACHMENT E for an example of the EO-365 the Highway Contractor’s Monthly Training Report.) Only one charge will be accepted for combined interviews of this type.

ADDITIONAL DOCUMENTATION TO BE SUBMITTED WITH OS-501 SUBMISSIONS:

A copy of the completed Orientation Interview Form as an electronic document that clearly identifies: 1. The Project’s Engineering and Construction Management System (ECMS) ID number. 2. State Route numbers. 3. The date of the interview. 4. The Name of the Trainee and the title of their training classification. 5. The name of the Inspector-In-Charge (IIC) or their designee.

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TASK A: Deliverable Summary

Task Deliverables

A Provide orientation interview session to new trainees. Interview sessions must be documented on the Orientation Interview form. Copies of the completed Orientation Interview forms in electronic format must be submitted with the OS-501 and will serve as documentation that this task has been completed for each orientation interview listed on the OS-501.

TASK B: TRAINEE MONTHLY COUNSELING SESSIONS MONTHLY MEETING PREPARATION: Prior to meeting with any trainee, the OJT/SS Field Counselor must review the construction Project’s File Folder that is maintained at the job site in the PennDOT Project Office (See ATTACHMENT G for sample project file contents list). The required OJT forms EO-364 & 365 must be completed by the training provider and placed in the project’s file folder. If the required OJT forms EO-364 & 365 are missing from the project file folder it should be reported to the PennDOT Inspector-In-Charge (IIC) so that the form(s) can be obtained from the Prime Contractor. When this type of action occurs it should be annotated on the Monthly Electronic Interview sheet of the trainee whose forms were missing. Upon award, the selected Bidder and the OJT Program Administrator will work to update PennDOT’s OJT/SS Monthly Interview Report and transition it to an electronic format (see ATTACHMENT H for sample Monthly Interview Report). The OJT Program Administrator will work with the awarded Bidder to ensure appropriate knowledge transfer and expectations.

MONTHLY COUNSELING Monthly counseling sessions are to commence with each active trainee, in person, within 30 days after they have received their first EO-365 from their training provider and continuing monthly thereafter. Counseling is to continue, once a month throughout the training in a CONFIDENTIAL setting provided at the project site where the trainee is enrolled for training. Special emphasis is to be placed on the retention, motivation and the skill development of the trainees. At least one (1) week in advance of conducting a monthly counseling with a trainee, the OJT/SS Field Counselor must:

1. Contact the District Labor Contract Compliance Agent (DLCCA) or District

OJT Designee to address whether or not there is need to request missing OJT program documentation from the training providers they are planning to visit.

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2. Contact the PennDOT Inspector-In-Charge (IIC) and the Training Providers (could be the Prime Contractor or Subcontractor) to schedule the counseling sessions with trainees. The advance notice will help to:

a. Ensure that the trainee started training as anticipated per the BEO stamp

date included on their EO-364.

b. Ensure that the trainee is scheduled to be on-site the day of the planned visit.

c. Alert the trainee of the scheduled monthly counseling.

If and/or when the Selected Bidder is experiencing difficulties meeting the monthly counseling requirement, they need to immediately address the issues/problems with the OJT Program Administrator and/or the Chief of BEO’s Contract Compliance Division. In an effort to avoid unnecessary travel, the OJT/SS Field Counselors should make every effort to verify that a trainee has reported to the work site on the date of a scheduled interview or if work for the day is canceled due to weather, an unexpected layoff, or for unforeseen medical reasons. This effort can be accomplished by the OJT/SS Field Counselors scheduling the interviews a minimum of a week in advance, exchanging telephone numbers and email addresses with the training providers and the trainees at the time of their Orientation interview, and alerting the trainees of the need to contact the OJT/SS Field Counselor if they are not going to be on-site at the time of a scheduled interview. If issues arise that make a specific in person counseling session impossible (for example weather, flooding, or other Acts of God), the OJT Program Administrator and/or the Chief of BEO’s Contract Compliance Division must be contacted prior to the OJT/SS Field Counselor conducting an alternative counseling session. Rescheduling of the counseling session is the preferred remedy. If an alternative counseling session is necessary, justification will be required and the situation must be documented on the electronic monthly counseling sheet described below. Special emphasis is to be placed on the retention, motivation and the skill development of the trainees. Counseling sessions are to be documented in the form of an electronic Monthly Interview Report that includes, in part:

1. The Project’s Engineering and Construction Management System (ECMS) ID

number. 2. State Route numbers. 3. The date of the interview. 4. The Name of the Trainee and the title of their training classification.

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5. The name of the IIC or their designee.

Whenever issues are identified as “Being In Need Of Immediate Attention”, such as but not limited to:

1. A discrimination issue. 2. The trainee indicates they are not being trained in accordance with their

approved training program. 3. The trainee indicates they are performing duties other than those described in

their job description or approved training program and they believe the hours spent on these other duties are being used to document their training hours on their Monthly Report forms [EO-365’s].

4. The trainee reports that they are not receiving copies of their completed Monthly Report forms [EO-365’s].

5. The trainee identifies issues or concerns that they want to be brought to the attention of their supervisor and/or a PennDOT Administrator.

The OJT Program Administrator and the Bidder’s Project Manager shall be contacted by the OJT/SS Field Counselor by telephone or email as soon as possible after the meeting to discuss the concerns or issues needing immediate attention; always document what occurred on the electronic Monthly Interview Report. If the OJT Program Administrator is unavailable, the OJT/SS Field Counselor should contact the Chief of BEO’s Contract Compliance Division and always leave a message for the OJT Program Administrator so that they are kept aware of the occurrence. If a mediation meeting becomes necessary the OJT/SS Field Counselor will be instructed on how to proceed. The OJT/SS Field Counselor will identify what took place to the OJT/SS Project Manager and document the occurrence and outcome on the electronic Monthly Interview Report of the Trainee involved. EXIT INTERVIEWS In an effort to assist PennDOT with improving its Statewide On-the-Job Training program, a Confidential Exit Interview/Survey has been created for trainees to complete upon the successful completion of their required hours of on-the-job training (see ATTACHMENT I for sample form). The purpose of the survey is to document what the trainees think of the training they received, to see if the monthly supportive services provided have been beneficial to the successful completion of their on-the-job training, and to allow for trainees to comment on ways to improve the program. Upon award the selected Bidder will meet with PennDOT’s OJT Program Administrator to update PennDOT’s Exit Interview/Survey form. If it is determined during a monthly counseling session that a trainee is nearing completion of their on-the-job training they should be given a copy of PennDOT’s Exit Interview/Survey form. They are to be instructed to complete and submit the survey form to the attention of PennDOT’s OJT Program Administrator upon the trainee’s actual completion of training. Exit Interview/Survey forms should be given

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to trainees in any of the following situations when within 200 hours of training completion:

1. As a result of their successful completion of the required hours of their training

program (PennDOT Approved -or- Apprenticeship) -or-; 2. If they are scheduled for a permanent lay off due to the work in their training

classification being completed ahead of schedule -or-; 3. If the trainee is scheduled for a permanent lay off due to the project being

completed ahead of schedule due to the project work being Fast Tracked. The trainee should be given a few options for the submittal of their Exit Interview/Survey form:

1. Trainee may email the OJT Program Administrator. 2. Trainee can be instructed to submit the completed Exit Interview/Survey form

to the PennDOT Inspector-in-Charge for submission to the OJT Program Administrator by way of PennDOT’s inner office mail.

The completed Exit Interview/Survey sheet IS NOT to be returned to the OJT/SS Field Counselor or to the selected Bidder. Since the Exit Interview/Survey form is to be provided during the final monthly counseling session for completion and submission at a later date, there will be no additional cost paid to the selected Bidder for providing the Exit Interview/Survey form during the final monthly counseling session. When an Exit Interview/Survey form is provided to a trainee it must be notated on the monthly program report in order to assist PennDOT OJT Program Administrator to track receipt of the completed forms.


A copy of the completed Monthly Interview Report as an electronic document that clearly identifies: 1. The Project’s Engineering and Construction Management System (ECMS) ID number. 2. State Route numbers. 3. The date of the interview. 4. The Name of the Trainee and the title of their training classification. 5. The name of the IIC or their designee. Separated and prioritized in order of issue or problem importance (critical to low/ highest to lowest) and by PennDOT Engineering District and ECMS number.

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TASK B: Deliverable Summary

Task Deliverables

B Plan and conduct Monthly Counseling Sessions. Monthly Counseling sessions must be documented on the electronic Monthly Interview Report. Copies of the completed Monthly Interview Report in electronic format must be submitted with the OS-501 and will serve as documentation that this task has been completed for each Monthly Counseling Session listed on the OS-501.

TASK C: FOLLOW-UP SERVICES GRADUATE TRAINEE SURVEY Survey ALL of the OJT Graduates and Satisfied Completion trainees (see page 17/18 for these trainee types defined) not less than six (6) months after training program completion to evaluate the number of trainees who remain actively employed in the heavy and highway construction industry. The survey is only to be given to Trainee’s who have completed their entire training program; note that a trainee may work on several projects with several contractors before they complete their entire training program. Therefore, before conducting a Graduate Trainee Survey, ensure that the Trainee is not currently enrolled (i.e., in an active, pending, or temporary layoff status) for another on-the-job training opportunity. (See ATTACHMENT J for sample Graduate Trainee Survey.) Submit electronic copies of the findings received along with the submission of the Monthly Program Report documentation. If no response is received or the selected Bidder is unable to contact the OJT Graduate and/or Satisfied Completion trainee, that too needs to be identified by the inclusion of a negative survey report for the trainee that did not respond. ADDITIONAL DOCUMENTATION TO BE SUBMITTED WITH OS-501 SUBMISSIONS: Submit electronic copies of the findings received with the submission of the Monthly Program Report documentation (see “Reports and Project Control”). If no response is received or the selected Bidder is unable to contact the Completed (graduated/satisfied) trainee, that too needs to be identified by the inclusion of a negative survey report for the trainee that did not respond.

TASK C: Deliverable Summary

Task Deliverables

C Completed Graduate Trainee Survey. Graduate Trainee Survey findings must be submitted electronically with the submission of the Monthly

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Program Report. The Monthly Program Report will include when Surveys are sent and when they are received back from Trainees. The Monthly Program Report showing that the Graduate Trainee Surveys have been sent must be submitted with the OS-501 and will serve as documentation that this task has been completed for each Graduate Trainee Survey listed on the OS-501.

TASK D OUTREACH EVENTS The majority of the outreach to be conducted by the awarded Bidder will be during the off season/down time (generally October through February). Participation at Outreach Events (Job and/or Career Fairs) should not hinder providing the OJT/SS. The successful Bidder will maintain relationships with the following entities at a minimum in order to stay abreast of outreach opportunities available statewide:

1. The various union representatives. 2. The PA CareerLink®. 3. Community Based Organizations. 4. Career and Vocational Technical Education Centers.

During the off season/down times, an emphasis is to be placed on making women and minorities, with an emphasis on minority women, aware of the job opportunities in the highway construction industry. This is to be accomplished by participating at Job and Career Fairs:

1. Job Fairs that are related to actual job opportunities in the heavy and highway construction industry.

2. Career Fairs when the event is being held in an effort to educate women and minorities, with an emphasis on minority women, about career/job opportunities available in the heavy and highway construction industry.

JOB & CAREER FAIR PARTCIPATION

The PA CareerLink® System – is the Commonwealth’s Workforce Development System. Job seekers interested in pursuing a career opportunity in the highway construction industry should be instructed to register with the PA CareerLink®

System. Prior to committing to participation at an Outreach event, the selected Bidder must contact the OJT Program Administrator and submit the details/intent of the event, such as:

• Job Fair versus Career Fair.

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• The name of the event sponsors and/or the identification of the employers anticipated to participate.

• The projected audience. Obtain concurrence from the OJT Program Administrator or the Chief of BEO’s Contract Compliance Division regarding participation prior to committing to participation. Prior to attending the selected event, the Bidder will discuss with the OJT Program Administrator or the Chief of BEO’s Contract Compliance Division the type of marketing materials most appropriate to use at the “planned” event. The OJT/SS Informational/Marketing Brochure (PUB 733) is the primary marketing brochure that contains the selected Bidder’s contact information; the specific PennDOT Engineering Districts covered by each of the Bidder’s staff members; and identifies the entities eligible to receive the services and how those entities would benefit from the services to be provided. Any additional marketing materials to be used at an event need to be tailored to the anticipated audience attending that event. All materials used must be pre-approved by the OJT Program Administrator or the Chief of BEO’s Contract Compliance Division prior to use. The advance meeting notice is an effort to ensure that:

1. The Bidder has a large enough supply of appropriate informational materials for use at the event.

2. The Bidder has sufficient time to order an appropriate supply of the OJT/SS

Informational/Marketing Brochures (PUB 733) from PennDOT when necessary.

3. The OJT Program Administrator has time to approve other materials for use at the event.

PennDOT’s OJT Program Administrator or the Chief of BEO’s Contract Compliance Division may suggest and/or provide additional marketing material to be used at the events. Upon completion of an event the selected Bidder must complete an Outreach Event Data Report. The Outreach Event Data report should demonstrate the outcomes and benefits of participation at the event. Document and report all outreach efforts and communications in an Outreach Event Data Report for each event attended (see section IV-5, H.). When the selected Bidder participates at an Outreach event such as a Job Fair or Career Fair, they should present a copy of the PennDOT Statewide OJT/SS informational/marketing brochure (Pub 733) to the individuals expressing an interest in becoming a trainee. The brochure will contain guidance on how interested job

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seekers can register with the PA CareerLink® System to make themselves available for recruitment to heavy and highway construction industry employers. All interested job seekers should be encouraged to register with the PA CareerLink ®, the Commonwealth’s Workforce Development System. No additional cost will be associated with these identifications/referrals; this is a supportive service effort to assist women, minorities and the economically disadvantaged to gain additional on-the-job training opportunities in their selected construction craft classification. The On-the-Job Training program’s Recruitment activity shall be handled exclusively by the Commonwealth’s Workforce Development System, the PA CareerLink®.


Submit electronic copies of the Outreach Event Data Report (see “Reports and Project Control”). The report should demonstrate the outcomes and benefits of participation at the event. Document and report all outreach efforts and communications.

TASK D: Deliverable Summary

Task Deliverables

D Outreach Event Participation. Outreach Events attended must be documented on the electronic Outreach Event Data Report. Copies of the completed Outreach Event Data Report in electronic format must be submitted with the OS-501 and will serve as documentation that this task has been completed for each Outreach Event attended and listed on the OS-501.

REPORTS AND PROJECT CONTROL: Upon PennDOT’s issuing a Notice to Proceed, the selected Bidder shall meet, as required, with PennDOT’s OJT Program Administrator to review the status of the tasks included above. PennDOT’s OJT Program Administrator shall schedule all meetings and shall select a location. It is anticipated that most meetings shall take place at the Commonwealth Keystone Building, 400 North Street, Harrisburg, PA. The selected Bidder must submit the following reports at the time and frequency as indicated per the discretion of PennDOT’s OJT Program Administrator (and/or Chief of BEO’s Contract Compliance Division) all reports are to be submitted in an electronic format to a designated address to be provided by PennDOT’s OJT Program Administrator.

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A. TASK PLAN (Deliverable) A work plan for each task that identifies the work elements of each task, the resources assigned to the task, and the time allotted to each element and the deliverable items to be produced. Where appropriate, a PERT or GANTT chart display should be used to show project, task, and time relationship. (This is a deliverable. 1 Task Plan is expected at beginning of this Project.)

B. PROBLEM IDENTIFICATION REPORT

An “as required” report, identifying problem areas. The report should describe the problem and its impact on the overall project and on each affected task. It should list possible courses of action with advantages and disadvantages of each, and include Bidder recommendations with supporting rationale.

C. MONTHLY PROGRAM REPORT (Deliverable) Bidder must generate reports monthly. Submit report to PennDOT’s OJT Program Administrator by the fifteenth (15th) day following the end of each month. Report must list the OJT activities occurring on the Federally-funded and State-funded projects SEPARATELY; in addition to a combined statewide totals. (The Monthly Program Report is a Deliverable. 1 Monthly Report is expected per month, resulting in 12 reports for 1 year.) Report information should include, but is not to be limited to:

The total number of Trainees enrolled during the previous Month that are now in an Active, Pending, Temporary, Seasonal, or Permanent Layoff Status:

1) Total number of Trainees enrolled (during the month). 2) Total number of Women. 3) Total number of Males.

4) Total number of Minorities. 5) Total number of Minority Women. 6) Total number of Minority Males.

7) Total number of Non-Minorities. 8) Total number of Non-Minority Women. 9) Total number of Non-Minority Males.

For each category above, list the total number as a percentage against the total number of Trainees enrolled during the previous Month.

Analysis Report should break out the Trainees whose status type changed to one of the following during the previous Month.

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Status Types:

1) Graduated (completed required training hours). 2) Satisfied Completion (In situations when the OJT Program Administrator

concurs with the District’s Conditional Determination that the “short fall in training hours” that occurred, was no fault of the training provider’s and the District OJT Designee has concurred to consider the training obligation Satisfied/Completed - A copy of the final determination will be shared with the selected Bidder by the OJT Program Administrator so they can annotate the status change in the database.)

3) Temporary Lay-Off (temporary layoff /seasonal with an Anticipated Recall date identified on the last EO-365 that was completed by the training provider.)

4) Permanently Laid-Off (project work completed ahead of schedule, but not the required minimum hours of training needed for a graduation/completion.)

5) Resigned/Quit: When a Resignation or Quit has been reported the Justification for the Resignation or Quit should be included in the database:

1. Unknown. 2. Alternative Employment. 3. Medical. 4. Violation of the Law. 5. Tardiness/Excessive Absenteeism. 6. Personal Problems. 7. Transportation Issues. 8. Project Work Completed. 9. Unsatisfactory Work. 10. Training Not Approved. 11. Unable to Perform Work.

6) Termination

When a Termination has been reported the Justification for the Termination/Dismissal should be included in the database:

1. Unknown. 2. Alternative Employment. 3. Medical. 4. Violation of the Law. 5. Tardiness/Excessive Absenteeism. 6. Personal Problems. 7. Transportation Issues. 8. Project Work Completed. 9. Unsatisfactory Work. 10. Training Not Approved. 11. Unable to Perform Work.

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Classification Reports should also break out the various “classifications” that the Trainees were enrolled to be trained to perform in order to capture the various construction craft classifications in which training was provided during the month (i.e. Laborer, Carpentry, Equipment Operator, Ironworker, etc.) For each construction craft training classification, list the total number as a percentage against the total number of Trainees enrolled during the previous Month in the same construction craft training classifications.

For each of the “status types” and “classifications” listed above generate a report using the following categories:

Total number of Trainees. Total number of Women Trainees. Total number of Male Trainees.

Total number of Minorities. Total number of Minority Women. Total number of Minority Male. Total number of Non-Minorities. Total number of Non-Minority Women. Total number of Non-Minority Males.

For each category above, list the total number as a percentage against the total number of Trainees enrolled during the previous Month. The monthly report will also indicate that an Exit Interview/Survey form was provided, per trainee, in an effort to help PennDOT’s OJT Program Administrator to track completions. The monthly report will also indicate when the OJT Graduate/Satisfied Completion trainees were sent a Graduate Trainee Survey.

D. QUARTERLY REPORTS (Deliverable)

Submit an electronic report to the PennDOT OJT Program Administrator by the fifteenth (15) day of the month following the end of each quarter of the State’s Fiscal Year (i.e., July, August and September is the first (1st) quarter of the State Fiscal year; October, November and December is the second (2nd) quarter of the State Fiscal year; January, February and March is the third (3rd) Quarter of the State Fiscal year and April, May and June is the fourth (4th) quarter of the State’s Fiscal year). Report must list the OJT activities occurring on the Federally-funded and State-funded projects SEPARATELY

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but it should also reference a combined total of ALL of the OJT activities that occurred Statewide. (The Quarterly Report is a deliverable. 1 Quarterly Report is expected per State Fiscal Year Quarter, resulting in 4 reports for 1 year.)

1. The total # of trainees enrolled during the previous Quarter, in an Active, Pending,

Temporary, Seasonal, or Permanent Layoff Status:

a. The Trainees should be broken down in the same manner as in the Monthly Program Report. Please reference C. above for this break out.

b. For each category, list the total number as a percentage against the total number of Trainees enrolled during the previous Quarter.

2. The Quarterly Report shall break out the Trainees whose status type changed to one

of the following during the previous Quarter:

a. See C. above for the list of Status Types, Resignation/Quit and Termination coding.

b. For each status type listed above generate a report using the categories from

C. above.

c. For each category above, list the total number as a percentage against the total number of Trainees enrolled during the previous Quarter.

3. The Quarterly Report shall break out the various “classifications” that the Trainees

were enrolled to be trained to perform in order to capture the various construction craft classifications in which training was provided during the quarter (i.e. Laborer, Carpentry, Equipment Operator, Ironworker, etc.)

a. For each classification type generate a report using the categories from C.

above. b. For each classification, list the total number as a percentage against the total

number of Trainees enrolled during the previous Quarter.

E. YEAR END REPORT (Deliverable)

Submit an electronic report to PennDOT OJT Project Manager by the fifteenth (15) day of the month following the end of each Fiscal Year (i.e., July through June is the reporting period for the State’s Fiscal year). Report must list the OJT activities occurring on the Federally-funded and State-funded projects SEPARATELY but it should also reference a combined total of ALL of the OJT activities that occurred Statewide. (The Year End Report is a Deliverable. 1 Year End Report is expected per year.)

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1. The total # of trainees enrolled during the previous year, in an Active, Pending, Temporary, Seasonal, or Permanent Layoff Status:

a. The Trainees should be broken down in the same manner as in the Monthly

Program Report. Please reference C. above for this break out.

b. For each category, list the total number as a percentage against the total number of Trainees enrolled during the previous four Quarters.

2. The Analysis Report shall break out the Trainees whose status type changed to one of

the following during the previous four Quarters:

a. See C. above for the list of Status Types, Resignation/Quit and Termination coding.

b. For each status type listed above generate a report using the categories from

C. above.

c. For each category above, list the total number as a percentage against the total number of Trainees enrolled during the previous four Quarters.

3. The Annual Report shall break out the various “classifications” that the Trainees were

enrolled to be trained to perform in order to capture the various construction craft classifications in which training was provided during the year (i.e. Laborer, Carpentry, Equipment Operator, Ironworker, etc.)

a. For each classification type generate a report using the categories from C.

above.

b. For each classification, list the total number as a percentage against the total number of Trainees enrolled during the previous four Quarters.

F. MONTHLY/QUARTERLY/ANNUAL REPORTS SUPPORTING

DOCUMENTATION:

An access tracking database will be provided for Bidder use. The database will contain (but not to be limited to) the following fields for the trainees that have been approved for enrollment for on-the-job training. This is the supporting documentation to the monthly, quarterly and annual reports:

1. The BEO Approved “Training Start Date.” 2. Training Completion Dates. 3. Status:

a. Active – BEO Approved Start date. b. Completions - Date training completed.

i. The hours of training required by the specific “approved” training program outline.

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c. Satisfied: i. Satisfied will be used when the training hours completed to date are less than 800

hours BUT the trainee is no longer actively training, and a PennDOT review has determined this occurred through no fault of the Training Provider.

d. Temporary Layoff: i. Seasonal layoffs – date they occurred and Anticipated Recall date.

e. Completion – the trainee completed the required hours of training needed for a completed training.

f. Quit. g. Termination. h. Apprentice or Non Union Trainee.

4. Trainee name. 5. Training Classification. 6. Gender. 7. Ethnicity. 8. District that the project is located in. 9. The PennDOT Engineering and Construction Management System (ECMS)

identification number, a. The project’s State Route and Section numbers.

10. The identification as to Funding: 100% State -or- Federally Funded Project. 11. Project’s Let Date. 12. Project’s Notice-To-Proceed Date (NTP).

Reason for Dismissal (Terminations) / Resignations (Quits):

(See C. above for the list of Status Types, Resignation/Quit and Termination coding.)

G. AD HOC SPECIAL REPORTS

From time to time, based on criteria identified by PennDOT’s OJT Program Administrator and/or the Chief of BEO’s Contract Compliance Division, reports in addition to those listed above may be requested from the database.

H. OUTREACH EVENT DATA REPORT

Bidder must generate Outreach Event Data Reports for each event attended. Submit report to PennDOT’s OJT Program Administrator by the fifteenth (15th) day following the end of each month. Report information should include, but is not to be limited to:

• The total number of woman and minorities that attended. • A listing of the total number as a percentage against the total number of attendees. • The total number of PennDOT Statewide OJT/SS Informational/Marketing

brochures that are handed out during the event.

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• A tally of the job seekers who requested more specific program information and the number of them referred to the PA CareerLink® System.

The Outreach Event Data Report will be submitted in electronic format along with the monthly program report.

I. FINAL REPORT A final report is required to be submitted at the end of each contract period. The report will include the following:

1. Summarize findings, conclusions and recommendations developed in each task

during the contract period. 2. Summarize issues encountered during the contract period along with

recommendations for resolution and/or resolutions already put into place and the outcomes.

3. Include all supporting documentation; e.g., flow-charts, forms, questionnaires, etc.

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OBJECTIVE: General. - emarketplace.state.pa.us persons by providing on-the-job training...

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