CTWS Integrated Plan FY2000-2004

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SERVICES TO JOB SEEKERS

FUNCTIONAL INTEGRATION QUESTIONS 20 - 47

Services to Job Seekers-Support Services

Guidelines Pages 64-66

47. Discuss how the Board oversees and monitors the provision of support services to jobseekers. Include in your discussion:
a. Standards the Board has established regarding the provision of support services.
b. How the Board ensures the quality of support services provided in the local area. Specifically, discuss the quality assurance process for child care services.

Contracted monitoring efforts and monitoring requirements which are identified in the Central Texas Workforce Monitoring policy, as described in Question #8, includes oversight and review of the provision of supportive services. Additionally, to ensure quality in the delivery of supportive service, the Central Texas Workforce Board has developed and adopted specific Central Texas Workforce System Supportive Services policies and procedures.
Selection of quality supportive service opportunities is supported by staff who have been informed about local reliable, available resources. Additionally, as the probable 2-1-1 State designee for local information and referral assistance, the Central Texas information and referral database, PALADIN, can be relied upon to facilitate local, quality resource identification.
Child care quality assurance efforts are documented in the program's plan as well as the child care quality initiatives plan. Child care provider monitoring to promote and ensure quality care is also addressed in the Child Care Program and Quality Initiatives Plans.

PROCUREMENT OF SERVICES

QUESTIONS 48 - 53

Procurement of Services

Guidelines Pages 67 - 69 48. Describe the awarding of contracts for WIA intensive services when Center(s) are unable to provide such services (WIA§117(d)(2)(D)).

For all contract awards, including those for Workforce Investment Act intensive services when Centers are unable to provide such services, the Central Texas Workforce Board staff adheres to formal, documented Central Texas Procurement Policies and Procedures. Central Texas Procurement and Contracting Policies and Procedures address and clearly define the Board's position and expectations in the following areas:
- Competition,
- Staff and contractor requests for procurement,
- Selection of service providers,
- Procurement authority,
- Code of conduct,
- Selection procedures,
- Procurement methods including small purchase procedures,
- Competitive sealed bids,
- Competitive negotiation,
- Non-competitive negotiation,
- Customized training services,
- OJT contracts (not used in Central Texas),
- Contract de-obligation/re-obligation procedure and policies,
- Development of procurement documents,
- Invitation to Bid and Request for Proposal contents,
- Receipt of proposals,
- Contract pricing,
- Contract provisions,
- Issuance of procurement requests,
- Selection of proposers and successful RFP and IFB bidders
- Appeals procedures,
- Contracting procedures,
- Maintenance of procurement records,
- Contract administration,
- Payment procedure and invoice formats,
- Review and approval of invoices,
- Special conditions for "high-risk" subcontractors,
- Contract closeout,
- Monitoring and audit review resolution, and
- Open Record requests and Freedom of Information Act inquires.

Procurement of Services

Guidelines Pages 67 - 69 49. Describe the WIA Training Provider Certification system for the local area. In doing so, cover the following items:
a. The Board's policy for submission and review of applications by initially eligible providers, including apprenticeship programs (WIA§122(b)(1) et seq.).
b. Any performance standards that are above the minimum specified by the State to measure performance of contracted Training Providers (WIA§122(c)(6)(B)).
c. The Board's policy and/or procedure for establishing a list of approved training providers that is consistent with the State's policy for developing the Training Provider Certification list (WIA§122 et seq.).
d. Any plans to expand the Training Provider Certification system to accommodate the needs of other programmatic services.

In order to provide training services funded through the Workforce Investment Act to Central Texas customers who have completed core and intensive services without attaining employment of self-sufficiency, all vendors must be certified eligible for programs submitted. Eligible vendors and programs will be only those listed on the statewide training vendors list. With the exceptions listed below, the Central Texas Workforce System will not sponsor any training facility or program not included on the state-certified list as eligible to receive WIA funds.
To ensure continuation of training services to Central Texas Workforce System customers, all training institutions providing services to Central Texas Workforce System customers at the date of Workforce Investment Act implementation, July 1, 1999, are authorized to continue to provide such services until the enrolled customers are no longer participating in the training for which they were enrolled.
Providers of on-the-job or customized training for employers are not subject to this policy or the training provider certification system. However, the Board or the Texas Workforce Commission may collect information about these providers as deemed necessary and appropriate. Providers considered acceptable, based on local and state criteria, are eligible providers for these services.
Providers of youth training activities are not subject to this policy or the training provider certification system (except for post secondary training of youth between the ages of 18-21). The Board identifies youth providers on a competitive procurement basis predicated on recommendations of the Central Texas Youth Council and criteria published in the State plan. Individual Training Accounts are not used to sponsor youth training. Youth vendors are subject to State standards for core indicators of performance for youth programs contained in the Workforce Investment Act. Potential vendors in the Central Texas Workforce Area, not subject to automatic initial eligibility certification (see below) are invited to apply for initial vendor eligibility. In addition to an open application process, an invitation to apply is published locally on a bi-annual basis. All interested vendors are placed on an applicant list and send an application package. All returned packets are reviewed and approved for initial eligibility by Central Texas Workforce Board staff. Eligible applicants are placed on the initially eligible list and their application will be forwarded to the Texas Workforce Commission for determination of statewide eligibility. The Commission has 30 days to review a training provider's application and approve or remove an applicant from the list.
Note: If the Texas Workforce Commission, in conjunction with the Central Texas Workforce Board, determines that a provider or an individual providing information on behalf of the provider intentionally supplies inaccurate information, the Texas Workforce Commission will terminate the eligibility of the provider to receive funds for training services for a period of not less than two years.
Automatic initial eligibility is extended to vendors meeting the following requirements. These vendors are not required to submit applications for initial eligibility.
- Post-secondary educational institutions which are:
- eligible to receive funds under Title IV of the Higher Education Act (HEA) and
- have programs leading to an associate or bachelor degree or a certificate.
- A vendor that carries out programs under the National Apprenticeship Act.
All other vendors must qualify under the eligibility standards outlined herein including all public and private providers of training services that do not meet requirements for automatic eligibility or which desire to apply for eligibility for programs not described in Section 122 of the Workforce Investment Act. Apprenticeship programs not registered through the Bureau of Apprenticeship Training are required to apply for eligibility. All certified vendors, whether exempt or non-exempt from initial eligibility, are subject to subsequent eligibility verification at specified periods following initial certification.
INITIAL ELIGIBILITY APPLICATION FOR VENDOR APPLICANTS NOT AUTOMATICALLY QUALIFIED FOR INITIAL ELIGIBILITY:
Training providers NOT automatically qualified for initial eligibility who wish to apply for vendor certification must do so to the Central Texas Workforce Board. Application packages will include the Texas Workforce Commission's Application for Training Provider Certification Form that are provided by Central Texas Workforce Board staff along with any other information identified as useful by the Central Texas Workforce Board. At a minimum, applicants will be provided with:
- a list of demand, targeted and emerging occupations reflecting potential sponsored training activities for the Central Texas area,
- current state levels of required performance, and
- Board-developed performance levels, if higher than state levels.
Information outlined in the Texas Workforce Commission's Application for Training Provider Certification is required for all applicants. All information in the first two pages of the state's application must be provided in exact format; however, additional information required can be provided in the format that best suits the applicant.
Note: Board and/or service provider contract staff will conduct an on-site visit at the location of each training program for all initial eligibility applicants unless the applicant has been previously used as a training provider and the provider performance outcomes are familiar to Board or Contractor staff.
Information required in addition to that requested on the State application may include:
- name, mailing address, and physical address of the training facility,
- a brief description (100 words or less) of the training facility or the provider,
- name(s) of the training program(s) being submitted for certification,
- a brief description of each training program being submitted for consideration,
- total number of contact hours of instruction for each program being submitted,
- total cost of each program submitted to include tuition, fees, books, required tools, supplies, and equipment for the full training program,
- documentation of the vendor's financial stability to include at a minimum a copy of most recent audit and financial statement,
- a description of the skill set acquired by each student completing each program, and
- a list of occupations by Occupational Employment Statistics (OES) Code in which the skills set(s) have primary application.
If any of the listed occupations are not on the demand occupations list provided to the applicant by the Board, evidence obtained from employers that demonstrates that the occupation is, in fact, in demand will be included in the application as follows:
- number of employers in the 7 county Central Texas Workforce Area which have hired more than one graduate from the program in the last 12 months. To be counted, the persons hired must have been placed into jobs directly related to the training received in the program,
- number of those hired who remain employed on the date of the vendor's application,
- based on employer contacts, the approximate number of persons with the same qualifications as those provided by the training expected to be hired by employers within the next 12 months,
- description of average class size and instructor/student ratio for each program,
- indication if students in the program of instruction are eligible for Title IV, Higher Education Act (HEA) funding such as Pell Grants or other federal grants,
- provide each program's full curriculum,
- minimum hiring qualifications for training instructors involved in each program,
- minimum entry requirements for a student entering each program such as reading or math, previous education, physical or health restrictions, or other program requirements,
- description of training equipment used in each program and the equipment/student ratio,
- description of specific employer support or involvement in each training program,
- description of any formal assessment (testing) given prior to entry into the training program and the required outcomes,
- number of persons enrolled who completed each program,
- percentage of all individuals completing the program who obtained employment,
- percentage of all individuals completing the program who obtained employment in an occupation directly related to training received in the program,
- wages received at time of hire for all those employed after leaving each program, and
- a written description of vendor methodology used to collect and verify performance information described above.
Note: To secure the information required above, the applicant may submit an electronic record of training participant names, social security numbers, and date completed (or left) training in a format required by the Texas Workforce Commission. Applicants should submit electronic records directly to the Commission requesting a match be performed against Unemployment Insurance Wage Records. The list of persons submitted must have completed training at least 5 months prior to the submission in order to be matched against wage records. The Commission may charge a fee for this service.
Application Submission and Processing: Applications for initial eligibility determination will be submitted in writing to the Board in the format contained in the Texas Workforce Commission's Application for Training Provider Certification. Applications are accepted for initial eligibility consideration at anytime during the year.
Notification (invitation) to potential vendors are published in local media bi-annually. It will include the necessity to request, by telephone or in writing, an application packet from the Board.
The Board will convene an eligibility committee to review applications monthly as necessary to ensure timely processing and response.
The Board will provide applicants written notice of approval or denial of certification within 45 days after receipt of the initial eligibility application. Unsuccessful applicants are advised of local appeal procedures and time limits.
Appeal: Written notification of approval or denial are made by certified mail. For denial notices, the letter will include reason(s) for denial and information about the appeal process. Applicants may reapply after addressing reason(s) for denial or appeal the denial. If the appeal is denied, applicants may resubmit a new application no earlier than one year from the date of receipt of the denial of appeal. Detailed information about the appeals are provided to all applicants.
Considering the limited funds available for training assistance and the numbers of training providers across the State that are electing not to apply for certification because of the unwieldy process, the Central Texas Workforce Board does not anticipate requiring training providers to adhere to the Training Provider Certification System to accommodate the needs of other programmatic services.

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Procurement of Services
Guidelines Pages 67 - 69	48. Describe the awarding of contracts for WIA intensive services when Center(s) are unable to provide such services (WIA§117(d)(2)(D)).
For all contract awards, including those for Workforce Investment Act intensive services when Centers are unable to provide such services, the Central Texas Workforce Board staff adheres to formal, documented Central Texas Procurement Policies and Procedures. Central Texas Procurement and Contracting Policies and Procedures address and clearly define the Board's position and expectations in the following areas: - Competition, - Staff and contractor requests for procurement, - Selection of service providers, - Procurement authority, - Code of conduct, - Selection procedures, - Procurement methods including small purchase procedures, - Competitive sealed bids, - Competitive negotiation, - Non-competitive negotiation, - Customized training services, - OJT contracts (not used in Central Texas), - Contract de-obligation/re-obligation procedure and policies, - Development of procurement documents, - Invitation to Bid and Request for Proposal contents, - Receipt of proposals, - Contract pricing, - Contract provisions, - Issuance of procurement requests, - Selection of proposers and successful RFP and IFB bidders - Appeals procedures, - Contracting procedures, - Maintenance of procurement records, - Contract administration, - Payment procedure and invoice formats, - Review and approval of invoices, - Special conditions for "high-risk" subcontractors, - Contract closeout, - Monitoring and audit review resolution, and - Open Record requests and Freedom of Information Act inquires.

Procurement of Services
Guidelines Pages 67 - 69	49. Describe the WIA Training Provider Certification system for the local area. In doing so, cover the following items: a. The Board's policy for submission and review of applications by initially eligible providers, including apprenticeship programs (WIA§122(b)(1) et seq.). b. Any performance standards that are above the minimum specified by the State to measure performance of contracted Training Providers (WIA§122(c)(6)(B)). c. The Board's policy and/or procedure for establishing a list of approved training providers that is consistent with the State's policy for developing the Training Provider Certification list (WIA§122 et seq.). d. Any plans to expand the Training Provider Certification system to accommodate the needs of other programmatic services.
In order to provide training services funded through the Workforce Investment Act to Central Texas customers who have completed core and intensive services without attaining employment of self-sufficiency, all vendors must be certified eligible for programs submitted. Eligible vendors and programs will be only those listed on the statewide training vendors list. With the exceptions listed below, the Central Texas Workforce System will not sponsor any training facility or program not included on the state-certified list as eligible to receive WIA funds. To ensure continuation of training services to Central Texas Workforce System customers, all training institutions providing services to Central Texas Workforce System customers at the date of Workforce Investment Act implementation, July 1, 1999, are authorized to continue to provide such services until the enrolled customers are no longer participating in the training for which they were enrolled. Providers of on-the-job or customized training for employers are not subject to this policy or the training provider certification system. However, the Board or the Texas Workforce Commission may collect information about these providers as deemed necessary and appropriate. Providers considered acceptable, based on local and state criteria, are eligible providers for these services. Providers of youth training activities are not subject to this policy or the training provider certification system (except for post secondary training of youth between the ages of 18-21). The Board identifies youth providers on a competitive procurement basis predicated on recommendations of the Central Texas Youth Council and criteria published in the State plan. Individual Training Accounts are not used to sponsor youth training. Youth vendors are subject to State standards for core indicators of performance for youth programs contained in the Workforce Investment Act. Potential vendors in the Central Texas Workforce Area, not subject to automatic initial eligibility certification (see below) are invited to apply for initial vendor eligibility. In addition to an open application process, an invitation to apply is published locally on a bi-annual basis. All interested vendors are placed on an applicant list and send an application package. All returned packets are reviewed and approved for initial eligibility by Central Texas Workforce Board staff. Eligible applicants are placed on the initially eligible list and their application will be forwarded to the Texas Workforce Commission for determination of statewide eligibility. The Commission has 30 days to review a training provider's application and approve or remove an applicant from the list. Note: If the Texas Workforce Commission, in conjunction with the Central Texas Workforce Board, determines that a provider or an individual providing information on behalf of the provider intentionally supplies inaccurate information, the Texas Workforce Commission will terminate the eligibility of the provider to receive funds for training services for a period of not less than two years. Automatic initial eligibility is extended to vendors meeting the following requirements. These vendors are not required to submit applications for initial eligibility. - Post-secondary educational institutions which are: - eligible to receive funds under Title IV of the Higher Education Act (HEA) and - have programs leading to an associate or bachelor degree or a certificate. - A vendor that carries out programs under the National Apprenticeship Act. All other vendors must qualify under the eligibility standards outlined herein including all public and private providers of training services that do not meet requirements for automatic eligibility or which desire to apply for eligibility for programs not described in Section 122 of the Workforce Investment Act. Apprenticeship programs not registered through the Bureau of Apprenticeship Training are required to apply for eligibility. All certified vendors, whether exempt or non-exempt from initial eligibility, are subject to subsequent eligibility verification at specified periods following initial certification. INITIAL ELIGIBILITY APPLICATION FOR VENDOR APPLICANTS NOT AUTOMATICALLY QUALIFIED FOR INITIAL ELIGIBILITY: Training providers NOT automatically qualified for initial eligibility who wish to apply for vendor certification must do so to the Central Texas Workforce Board. Application packages will include the Texas Workforce Commission's Application for Training Provider Certification Form that are provided by Central Texas Workforce Board staff along with any other information identified as useful by the Central Texas Workforce Board. At a minimum, applicants will be provided with: - a list of demand, targeted and emerging occupations reflecting potential sponsored training activities for the Central Texas area, - current state levels of required performance, and - Board-developed performance levels, if higher than state levels. Information outlined in the Texas Workforce Commission's Application for Training Provider Certification is required for all applicants. All information in the first two pages of the state's application must be provided in exact format; however, additional information required can be provided in the format that best suits the applicant. Note: Board and/or service provider contract staff will conduct an on-site visit at the location of each training program for all initial eligibility applicants unless the applicant has been previously used as a training provider and the provider performance outcomes are familiar to Board or Contractor staff. Information required in addition to that requested on the State application may include: - name, mailing address, and physical address of the training facility, - a brief description (100 words or less) of the training facility or the provider, - name(s) of the training program(s) being submitted for certification, - a brief description of each training program being submitted for consideration, - total number of contact hours of instruction for each program being submitted, - total cost of each program submitted to include tuition, fees, books, required tools, supplies, and equipment for the full training program, - documentation of the vendor's financial stability to include at a minimum a copy of most recent audit and financial statement, - a description of the skill set acquired by each student completing each program, and - a list of occupations by Occupational Employment Statistics (OES) Code in which the skills set(s) have primary application. If any of the listed occupations are not on the demand occupations list provided to the applicant by the Board, evidence obtained from employers that demonstrates that the occupation is, in fact, in demand will be included in the application as follows: - number of employers in the 7 county Central Texas Workforce Area which have hired more than one graduate from the program in the last 12 months. To be counted, the persons hired must have been placed into jobs directly related to the training received in the program, - number of those hired who remain employed on the date of the vendor's application, - based on employer contacts, the approximate number of persons with the same qualifications as those provided by the training expected to be hired by employers within the next 12 months, - description of average class size and instructor/student ratio for each program, - indication if students in the program of instruction are eligible for Title IV, Higher Education Act (HEA) funding such as Pell Grants or other federal grants, - provide each program's full curriculum, - minimum hiring qualifications for training instructors involved in each program, - minimum entry requirements for a student entering each program such as reading or math, previous education, physical or health restrictions, or other program requirements, - description of training equipment used in each program and the equipment/student ratio, - description of specific employer support or involvement in each training program, - description of any formal assessment (testing) given prior to entry into the training program and the required outcomes, - number of persons enrolled who completed each program, - percentage of all individuals completing the program who obtained employment, - percentage of all individuals completing the program who obtained employment in an occupation directly related to training received in the program, - wages received at time of hire for all those employed after leaving each program, and - a written description of vendor methodology used to collect and verify performance information described above. Note: To secure the information required above, the applicant may submit an electronic record of training participant names, social security numbers, and date completed (or left) training in a format required by the Texas Workforce Commission. Applicants should submit electronic records directly to the Commission requesting a match be performed against Unemployment Insurance Wage Records. The list of persons submitted must have completed training at least 5 months prior to the submission in order to be matched against wage records. The Commission may charge a fee for this service. Application Submission and Processing: Applications for initial eligibility determination will be submitted in writing to the Board in the format contained in the Texas Workforce Commission's Application for Training Provider Certification. Applications are accepted for initial eligibility consideration at anytime during the year. Notification (invitation) to potential vendors are published in local media bi-annually. It will include the necessity to request, by telephone or in writing, an application packet from the Board. The Board will convene an eligibility committee to review applications monthly as necessary to ensure timely processing and response. The Board will provide applicants written notice of approval or denial of certification within 45 days after receipt of the initial eligibility application. Unsuccessful applicants are advised of local appeal procedures and time limits. Appeal: Written notification of approval or denial are made by certified mail. For denial notices, the letter will include reason(s) for denial and information about the appeal process. Applicants may reapply after addressing reason(s) for denial or appeal the denial. If the appeal is denied, applicants may resubmit a new application no earlier than one year from the date of receipt of the denial of appeal. Detailed information about the appeals are provided to all applicants. Considering the limited funds available for training assistance and the numbers of training providers across the State that are electing not to apply for certification because of the unwieldy process, the Central Texas Workforce Board does not anticipate requiring training providers to adhere to the Training Provider Certification System to accommodate the needs of other programmatic services.