HomeMy WebLinkAboutResolutions - 1980.06.19 - 12017Dat 94 7,7
Date Drafted: 6-3-80 Drafted by; R. T. Florio
Miscellaneous Resolution
BY : PUBLIC SERVICES COMITIEE - Henry William Hoot, Chairman
IN RE : Contract Services for Assessment of FY-80 CETA Programs
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Board of Commissioners by Miscellaneous Resolutions
No. 6546 and 8883 applied for and was granted the designation as Prime Sponsor by
the U. S. Department of Labor to administer the provisions of the Comprehensive
Employment and Training Act Amendments of 1978; and
WHEREAS C.E.T.A. 44 Federal Register, pages 19990-20053, published April 3, 1979,
Section 676.75-2 provides for the establishment of a Monitoring Unit as part of the
Prime Sponsor internal management procedure; and
WHEREAS U. S. Department of Labor Directive, Field Memorandum No. 8-80 dated
October 10, 1979, further defines the organization, responsibilities, tasks, and
operational procedures of the Independent Monitoring Unit (IMU); and
WHEREAS the Prime Sponsor is committed by U. S. Department of Labor Directive
to initiate, implement and fulfill the FY-80 monitoring requirements of C.E.T.A,
programs and activites; and
WHEREAS the provision of monitoring 218 C.E.T.A. programs and activites for
compliance with C.E.T.A. requirements prior to SepteMber 30, 1980 is beyond the
present IMU staff capability (Attachment A - Schedule of Work),
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
approves the Employment and Training to bid for the services with a Certified
Public Accountant firm for the purpose of fulfilling the requirements of monitoring
FY-80 programs and activities (Attachment B - Bid Proposals),
BE IT FURTHER RESOLVED that a quarterly report of performance will be submitted
to the Public Services Committee and the Oakland County Board of Commissioners.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners be
and is hereby authorized to execute said contract.
Mr. Chairperson, on behalf of the Public Services Committee, I move the adoption
of the foregoing resolution.
PUBLIC SERVICES COMMITILE
Public Services Committee
June'10, 1980
Solicitation Presentation
The following report is presented for consideration for approval for Contract
Services of CPA firm, in order to fulfill FY-80 CETA Program monitoring require-
ment:
I. Purpose of Contract Services:
A. DOL requirements of Prime Sponsor:
1. Compliance with CETA rules and regulations.
2. Compliance with CETA Directive-ETA Letter 480-6, Field Memo-
randum #8-80 ATTACHMENT A
3, DOL formal assessment of Prime Sponsor:
a. Priorities for assessment -- I.M.U. -- staffing and
performance.
--EEO staffing and perfoimance.
--Eligibility/verification/tracking procedures.
II. Objectives:
A. Performance objectives of I.M.U. Program:
1. Monitoring requirement -to -assess 218 CETA Programs during FY-80
(9-30-80).
2. Programs scheduled for monitoring based on funding levels.
a. Over $50,000 scheduled for monitoring.
b. Below $50,00 on a sampling basis.
Monitoring Compliance Standard:
15 systems in Program Design scheduled for assessment - ATTACHMENT B
- ATTACHMENT C
Annualized breakdowiTof programs scheduled for monitoring for FY-80.
III. Program Management:
A. I.M.U. Staffing Capability:
1. Projected breakdown for completing FY-80 Annualized Plan -
(Based on present and projected staff of five persons)
Program No. Staff
PSE 55 1MU
C/T 32 IMU
Sup. Services 9 IMU
Youth 15 IMU
PIS 3 IMU
Intake Agency 12 IMU
126
OJT,STIP,PSTP 75 Subcontract
17 Subcontract
92
218
B. Subcontractor Work/Cost Projections:
1. Capability -- three contracts per person per week.
(To include Desk Review, On-site Visit, and written Reports).
2. Projected over ten-week period.
3. Projected thirty reports per monitor over a ten-week period.
4. Projected minimum -- three staff persons.
S. Cost projections at $40.00 per hour rate, plus travel and ad-
ministrative costs $50,000.00
IV. Projected Results of Contractor Services:
A. Professional contact and assessmen -r_2[22 ...I.LI-12pgh C.P.A.
Firm.
B. Identification of Strengths and Deficiencies of CETA Programs: .
1. To ensure fulfillment of contract goals and objectives.
2. To ensure compliance with DOL requirements.
3. Establish list of service deliverers, based on performance.
4. To ensure compliance with DOL requirement for FY-80 monitoring
of CETA Programs.
C. FY-80 -- I.M.U. Work Plan
WE
U. S. Department of Labor
Ernplcyrrt!lit: zrd TrairrTrt7 Adzirfistmtion
2:30 Ca3rbnm Stre-ak
Chir:zss, IS Nat14
fiTACIPLUNT A
te\i Octcher 22, 1979
ett:.
REGION V'ETA cErA LEITER NO...8°-6
Subject: Organization and Function cf tte Irrieparrdent tIonitortrg !Snit CD-7.1)
TO:. ALL CETA PRIME SPONSORS'
L. Purnose: To provide. :uidance regardinq the cr ganizatif roThiTi
tie's:, tasks and cperati:-- procef.,nes of the. Indepandailt ing Unit
(1M1)...
Directivts Affected:
a,.. References:. •
47-R7-piTas 19g9r3-2.0-r.153, published April 3, 7979 -,..Sac:tion
Region V .ETA CETA.Letter- No. 79-47, Part T., de,...ed.. Ma y 1977%-
_
Resc_isslorri7:: Nona
3— Sub;Tact rnce t General Policy _
Backqmound: The att ached Field Mamoranduz (FM 8-30), cont ,Ins.ticaT
offica pOl icy—and guidance re garding tha org anization, responsibTlities,
tasks • and 072.rat-tcnal procedures of t..-h--Inds-pendent. Thic-
inform:at:ton suppTeiren4-,..s. the: policy responses.--__ contalned in 1-1-tteti.7ent. T to.
CETA Letter 79*-47- Part-One-.
Action Per_Tuired: Prime Sponsors- area- to establish- and opera:77e 11.-ir,ir-
Independent monitoring,. units in accordan.ca-with- the- pOcics oc7tainn-d_
in-the attacFrad fielc r±.n P or Should rev
MaLr Plan to-ensure- that: tha- dascript-ion o th in pendant itarrr
unit- is in confor-mance the. provisions. of F.7.7,• If a mait-fic.:a-F-ionn
to the-Master Plan- is ne.n------,s.ary„. it shoult.-I be- tte.rJ to the roc-i -o.n.,,..1
office by Decor:insr-• 31, 1979",, al on,v4-it'i ot.hor- rer;uirati chan ges-.- ta the. ct
Those prime sponsors that intend to re ;uast approve:I far an orgmizatter.
structure of the I.MU not in one- unit (in accordance. with Pare,grap:n a..a2
FM 8-80) are reniueste2, to discuss their plan with the regional office as
soon as possible in order to facilitate the 'approval of the IL-star Plan_
modifications
MO, !PI
-
6. ibauries: ly question's sliould be dfreEtia to youi- fe-dral repréisit- tietvel
7. Expiration Date; Continuing
e 0-
C. ITIOMCI ROSS.
Acting Regional Administrator
Attachment: FM 8-80
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unit, acting at a level which permits it to be -
independent of programs and activities to be
monitored, undertakes a comprehensive monitoripg effort and
rakes recommendations to the CP,TA director with the
'goal of improving CETA administration and program
management.and preventing 'Program fraud and abuse-
• a. The .prime soonsor shall establish a uonitorin
unit which shall he indeoendent of and
to any unit being monitored.
(l) Section 676.75-2(a)(1) of the cannlregulatiäns:
states that the INU shall report to a level of
-management, such as ths CETA director or the chief--
"elected official, which is high enough to ensure
adequate monitoring coverage and appropriate actiort
on findings and recommendations.
17.
(2) The 'MU will consist of specific individuals
7 vhorcarrvout a'co7nrehensive organized monitoring
effort of designated CETA orograa administration
''and activities on a regularly scheduled- - basis. The general model or organizational structure
will have-the INU in one unit. There may be circamstances
- where the'RA, in considering the description
• of the IMU in -the prime sponsorls master plan,
may determine that there is sufficient reason
-for-thi---,-_,:-not to be-the case, such as the- fact
that a prime sponsor is 'particularly all.
In all cases, however the functional responsibility for
independent monitoring must be clearly delineated--
and assigned to -a particular individual
or individuals.
(3) The independence of the unit
the individuals in the monitoring unit shall not
monitor any progrP1 .1, activity or managerial _
/administrative function for which they have duties -
or responsibilities, and (b) the reports rendered from.
such monitoring are-provided directly to the CETA
Director or the authority to who the IMU reports- _
.• • • (4) Although administrators of the Governoers°
Special Grant are not required to have InUs,
there must be a full capacity in place
to monitor the Governors Special Grant programs- -
This may be accomplished by the administrator of the
Governor's Special Grant by (a) using administrative
funds to activate an independent monitoring
unit or (b) contributing to the monitoring efforts
(funds and/or personnel) undertaken by DOS prime
notaccountab
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• or t
it ----monitoring and r
M-TaITTITi
or the redulations. In addition, the IMU document
its monitoring and review activities, the findinos
?"77.-a-ETTIT:i therefrom and any recommendations mace
c. The IMU makes recomm-anaations to the?
rine s!onsor for corrective action whenever it -
fic.ntifies noncontoliance with the Ac-t, the CErFT identifies noncompliance with the Ac-t, the C'Er172.`
ocurnentu
made n a timely fashion
for corrective correctiye action.
• (1) The monitoring reports should identify
program problems or areas of non-compliance which
the prime sponsor is to address. In addition,
such reports might identify commendable or exemplary
activities or programs which the imu considers
worthy of public note.
•- (2) The- te66m.r..endations made should result-
from the INU's considered analysis of the situation
and consultation with appropriate resource persons or
CETA staff personnel to ensure that recommendations
are adequate -a.nd realistic. _ - -
. (3) Upon the discoveryof fraud or the indications
of fraud, the 1MU shll immediately notify the. - -
prima sponsor- The-prima sponsor shall
take appropriate action to contain, invest.igat ie-bort
alleged fraudulent activities.
The 1Drime snonsor shall review- all ronitort-nol7
renorts submitted to it bv the monitoring unit,
acknowledQ"e receipt and respond to the monitoring
unit with respect to the actions taken or recommendations
(I) The prima sponsor's response sl1 consist
of a written acknowledgement and an indication
of actions taken or planned as a result of the
report- _ _
• (2) The-prima sponsor should make a -s11ary
of the IMU's reports available to members of the
Prime Sponsor's Planning Council_on auarerly
basis_ - -
The rrine, sponsor shall further recmire
each subrecinient to estab is monitorrn procedtlres
and may recuire for those subreciPients which
have the administrative capability, that thev
ndePendent monitorin establish and maintain
unit to no
of data o
r their oroorams throuqh review
bservation of operations and examination
of records.
•II•
-Cs
law
•Or
• .3,
° r •
V- a
(1) When the prime sponsor requires a subrecipierd:
to establish an =Up the contractual agre'ement
between. the prima sponsor and the subreci -Pient-. shall specifically include language which specifies
the tasks and role of the subrecipientis
IMU. The existence of a suhreoipient's Imu does
tot abrogate-. the..prim-e- soonsozz 2 s responsibility'
to_ take appropriate corrective action and to
ensure suhrecipient_IUU's perform effectively -
This will require- the prlize sponsor to :review '
-on a sample basis such systeras on-site to ascertain
that the- unit is fulfilling its function.. It .
does not require that the prime sponsoz.-
euplicate the monitoring already under.taken by
the- subrecipient's tL .. • _ -
C2Y In those cases where the prime sponsors
choose to require suhrecipients to establish
independent -monitoring units, (ii) thE. administrative
costs to support the IHU will be negotiated. by
the-prime sponsor and subrecipients in the initial .
phases• of contracting procedures and (b) reoorts
originating from subrecipient's IMUs wil 1 he forwarded
to the suhreciT)ient and the prime soonsor -..
The Secretary shell annually assess the
effectiveness of the IEU with loarticulc-ar regard
to funding., staffinq and insuring- the ±rldependienr-e
and objectivity of itIonitoring-lpractices arid methods
The formai asses,.-me-nt of -the- Th1U-- will
not take place until the 1930 -assessment-., however
the implementation of the- IMU was par.t..of the
1979 assessment.
In addition to the annual assessment,
.. Feder al representatives- shall, periodically
monitor the operations of the inu_
Action Reallirefa_. RAs wilL dissel:tirLet.:e this
policy guidance to_aiI prime sponsors- Vaster
plans. should be reviewed to assure that prime
sponsors are confor=ing to the provisions ot - this
'Where necessary, plans are to be. 3TIodif led
- within one quarter to conform: to the provisions_
6.' Inuuiries. All questions concerning the., field
memorandum should be referred to Chris Bell_
8 -37 6.7-3 0 5 S , Hugh Davies on. 8-37E--700G,„or
Jersey Haracz on 3-376-7409.
•
OBJECTIVES
SYSTENS ASSESSENT and COMPLIANCE MONITOPANG
Administrative Staif and Personnel Standards (676.43)
2. Participant eligibility process, (676.75(d))
a. 1MU must ensure compliance with approved e14;ibility deter-
mination and verification procedures
b. IMU may conduct verification
3. Participant Assessment
a. General assessment of all participants at intake (675.6)
b.. Assessment of all Title II participants (677.2)
1) Development of EDP
2) Periodic review and revision of EDP
3) Implementation of EDP
c. 60 day review of work experience participant progress (676.25
(d) (2 )
d. Periodic assessment of each PSE participant (677.53(h) and
678.3(f)
4. Client tracking system (676.34(c) and 676.30)
, 5. Special preference to identified groups (676.30 a)
6. Financial Management (676.34)
a. St2pdards for Grantee rinancial '2!an:Ige -e-tt Syst -7-3 (67.3.!-)
b. Subrecipient fiscal controls and accountability (676.37(a)
(2))
C. Subrecipient record retention (676.35 and 676.37(a)(3))
d. Allowability of costs (676.40)
e. Internal financial management practices
f. Cost allocation (676.41)
7. Participant wages and benefits (676.26(a), 676.27 and 676.28))
8. Procurement Practices
a. Procedures for selecting services deliverers, including
special consideration to CB0 of deaonstratec: effectiv,?ness..
(676.23(a)-(e) and 676.38)
b. Procedures for prevention of conflict of interest and kicokbacks
(676.62 and 676.63)
c. Political patronage (676.68)(b)
d. Property Manageent (676.39)
9. Allowance payment system (676.26(b))
10. Prevention of Fraud and Abuse (676-61 - 676.74))
Prevention of fraud and abuse has been one if not the major thrust -
in the legislative development. There is a definite need to
.address each of the Items in Section 676.61 -676.74. However,
it may be impractical to monitor some of these areas, such as
political patronage, as separate monitoring activities. The
monitoring of "procurement practices" is one area likely to
uncover political patronage where it exists, and is therefore
one appropriate context for monitoring political patronage.
Monitors must be attuned to the fraud and abnse provisions i n
the r6gu1ations and on gu -rd for violations in any and all of
_their monitoring activities.
11. Maintenance of effort (676.73)
12. • EEO (676.51-676_54) through monitoring the acti:viti os o f the ET70
office unit
13, Complaint/Grievance Proce ,luros (676.83)
14. Consistency of program activities and services with work
statements and/or subagreements.
15. . Performance assessment (676.22(c))
a- IMU need not conduct performance assessment (plan vs- per-
formance)
b. IMU nust ensure compliance with approved program assessment
procedures
cry
.).Titract
torin
—.1979 —
Nevemhor
Planned Actual
December -
Planned Actual
1
9 5 10
,, 0 0 0 0
0 0
0
0
0
0 0
2 2
January
Planned Actual
6 12
February _ Planned Actual
12 12
M1
11" 16 SS
55
75
9
Actual
23
0
0
0
0
0
4
Planned Actual
55
75
9
12
15 .
17
3
218
:-Incd Actual
12
0
0
0
3
15
-
c.
••••
Li
0
••••• ..... • n•• • ,••••n •••• • • • ••,• -5—•••••• a ba.••11 s e •e.ee.....n aw
. kuPaNDPAT yalusauaLlwI (l_M,U,) ANE.UALIZED waa_LIANI
Monitoring Case Load October
Program/Activity Scheduled Sample TOTAT._ Planned—Kauai . , ____
?SE 39 16(78) 55 1 9
OJT/STIP/PSI? 0 75(375) 75 1 0 0
SS. 4 5 . 9 0 0
IA 12 0 12 0 0
Youth(YCCIP,YETP) 14 1 15 0 0
WE(Youth, Sen. C.) 11 6(28) . 17 0 0
SIP 3 0 31 0 0
C/T : 22 10(50) 32 1 1
0 0 I 0
o 0 0 0
-0 o 0 0 1 a
0 0 0 2 0
0 0 0 0 0
3 3 6 3
9 0
0
1 0
3
32 Totals: ! 105 113(531) 218 1 0 11 13 _15 _15
27
May
Planned Actual Planned
23 13 51
28 .0 58
5 , 0 4
5 0• 6
5 7
9
1
17
1980
June
Planned Actual
37 .
47
!
7
9
11
4
21
139
July
Planned
43
57
ii
13
2
25
165
Au f.,,ust September
Actual Planned Actual Planned,. Actual
49
66
8
10
13
15
3
23
92
April
0
7 0
0
14 3
1
#9477 June 19, 1980
Moved by Patterson supported by Pernick the resolution be adopted.
AYES: Page, Patterson, Pernick, Price, Roth, Wilcox, Aaron, Caddell,
DiGiovanni, Doyen, Dunaskiss, Fortino, Gabler, Hobart, Lewand, Moffitt, Montante, Moore,
Moxley. (19)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
1, Lynn D. Allen, Clerk of the County of Oakland and
having a seal, do hereby certify that I have compared the annexed copy of
Miscellaneous Resolution #9477 adopted by the Oakland County Board of
Commissioners at their meeting held on June 19, 1980
with the original record thereof now remaining in my
office, and that it is a true and correct transcript
therefrom, and of the whole thereof.
In Testimony Whereof, I have hereunto set my hand and
affixed the seal of said County at Pontiac, Michigan
this.......„ '''' '''day of June 19..80.
Lynn IL Allen .Clerk
By Deputy Clerk