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HomeMy WebLinkAboutIdaho Department of Labor for IYCCEP IDIAN'*� IDAHO Internal Memorandum TO: Tammy de Weerd, Mayor Members, City Council FROM: Tom Barry, Public Works Director DATE: May 12, 2008 CC: Bill Nary, City Attorney Mayor Tammy de Weerd City Council Members: Keith Bird Brad Hoaglun Charles Rountree David Zaremba RE: Memorandum of Agreement for Work Experience and Agreement for Labor Expense Reimbursement Between the City of Meridian and the Idaho Department of Labor for IYCC BACKGROUND: In an effort to continue to identify cost effective means by which to carry out the important work of the Public Works Department and to further present opportunities to expose youth to the rewards and benefits of a career in public service, I would like to propose that the Department enter into a joint partnership with the Idaho State Department of Labor, the Meridian Joint School District No. 2, and the Idaho Youth Conservation Corps. The partnership would involve the Department of Labor working to assemble a 6 -person Youth Corps crew comprised of economically disadvantaged youth which would be lead by a Crew Leader (a science teacher from the Meridian Academy school) whose work would be guided and coordinated by Public Works Department personnel. Over an eight-week period this summer, the tasks that this group would perform on behalf of the PW Department would include things like trash pick-up, stream monitoring and minor restoration, fire hydrant painting, GPS location of infrastructure, map making, etc. A more detailed project list has been included as an attachment to the Agreement. FINANCING: As a recipient of Stimulus Funds from the Federal Government, the Department of Labor has agreed to fully finance the cost of the youth crew and to additionally finance thirty-five percent of the cost of the Crew Leader position. This would leave the City of Meridian to finance the remaining sixty-five percent of the Crew Leader position salary (a cost not to exceed $5,000.00). Public Works Department . 33 E. Broadway Avenue, Suite 200, Meridian, ID 83642 Phone 208-898-5500 . Fax 208-898-9551 . www.meddiancity.org Page 2 The PW Department would gain significant labor hours (about 2,000 hours or roughly the equivalent of 1 FTE) at a significantly reduced cost. While we would be committing to providing some training as part of the program, we feel that this partnership makes good use of our rate payers' dollars and continues to showcase our dedication to finding .innovative ways to cost-effectively cover workload responsibilities. Funding for this request would come from our FY 2009 Contract Labor Account which has sufficient balance to cover this financial obligation. �� xK��1 I� 1���7\I Y [I7►`F There are two contracts included with this request and both are preliminary final drafts (Attachments A and B). I have not presented you with final copies as I wanted to give the City Attorney's Office time to verify that corrections were made to the original documents. Therefore, while I do not anticipate marked changes to these contracts, they are subject to minor modification. You will be presented with the final copies of these contracts on or before the May ffh Council Meeting. Once finalized, I respectfully request your favorable consideration and approval of the final documents. Please let me know if I can provide any further information or answer any questions you may have. Attachment A: Memorandum of Agreement for Work Experience Between the City of Meridian and the Idaho Department of Labor for IYCC Attachment B: Agreement For Labor Expense Reimbursement Between The City of Meridian and the Idaho Department of Labor for IYCC WIA-.8 DRAFT MEMORANDUM OF AGREEMENT Attachment A Rev. 12/02 FOR WORK EXPERIENCE The EMPLOYER, certified by the signature below, enters into an agreement with _, hereinafter referred to as the Service Provider, to provide Work Experience training positions for WIA participants. This agreement shall remain in effect for no more than one year from the date of signature, unless previously canceled by either party. The employer agrees to comply with the following conditions governing the work assignments of participants: THE EMPLOYER: 1. Willperform the functions set forth in this Work Experience agreement, and its attachments, and will comply with the provisions of the Work Experience Operational Guidelines which are hereby incorporated by reference; 2. Understands that the purpose of Work Experience is to provide WIA participants with an opportunity to develop good work habits and basic work skills. 3. Will comply with the maintenance of effort provisions of WIA, which assure that Work Experience programs: (i) result in an increase in employment and training opportunities over those which would otherwise be available; (ii) do not result in the dis lacement of currently employed workers or the reduction in hours ofnon-overtime work, w es, or employment benefits; (iu do not impair existing contracts for services or result in the substitution of federal funds for other funds in connection with work that would otherwise be performed, including services normally performed by part-time, temporary, or seasonal workers; and, (iv) result in the creation ofjobs that are in addition to those that would be funded in the absence of assistance under WIA; 4. Agrees to review weekly time reports of the hours worked by each Work Experience participant to the WIA Payroll Unit, before such reports are submitted by crew leader to Service Provider no later than Friday of each work week. 5. Will provide other information related to its role as an employer, as requested by the Service Provider; 6. Understands that allowances for state or national holidays may be paid to Work Experience participants provided other temporary employees within the organization receive holiday pay and the Service Provider has not expressly prohibited such payments. 7. Agrees to accept responsibility for hours worked in excess of those authorized, or for work performed prior to WIA enrollment of the Work Experience participant(s), or for work performed after WIA termination of the Work Experience participant(s); 8. Will comply with Title VI of the Civil Rights Act of 1964 as those provisions relate to Work Experience assignments; 9. Will comply with the Americans with Disabilities Act of 1990; 10. Will comply with the Workforce Investment Act, its regulations, and guidelines; 11. Agrees to provide the limited necessary supplies to Work Experience participants to perform the work; 12. Will provide safe and healthful working conditions for Work Experience participants, and will comply with Child Labor Laws of Idaho Code and the Fair Labor Standards Act; 13. Understands that the State of Idaho will provide Worker's Compensation coverage for all Work Experience participants; and 14. Will be responsible, to the extent provided in the Idaho State Tort Claims Act, Idaho Code sections 6-901 et seq. for any personal injury or property damage or claims or suits related to Employer's negligence, act or omission in the performance of this Agreement; and Service Provider will be responsible, to the extent provided in the Idaho State Tort Claims Act, Idaho Code sections 6-901 et seq., for any personal injury or property damage or claims or suits related to Employer's negligence, act or omission in the performance of this Agreement. Typed or Printed Name of Employer "Telephone Number Street Address of Employer City, State, Gip Code Signature of Employer Representative Uate or signature DISTRIBUTION: white: PTSU Canary: Service Provider Pink: Employer Attachment B DRAFT AGREEMENT FOR LABOR EXPENSE REIMBURSEMENT BETWEEN THE CITY OF MERIDIAN AND THE IDAHO DEPARTMENT OF LABOR FOR IDAHO YOUTH CONSERVATION CORPS PROGRAM UNDER THE WORKFORCE INVESTMENT ACT This agreement is entered into by the City of Meridian, 33 E. Broadway Avenue, Meridian, ID 83642, hereinafter referred to as "The City"; and the Idaho Department of Labor, 317 W. Main Street, Boise, Idaho 83735, hereinafter referred to as "Idaho Dept of Labor." WHEREAS, the U.S. Department of Labor through the Workforce Investment Act ("WIA") grants federal funds to Idaho Dept of Labor to administer the youth program that provides economically disadvantaged youth year-round employment training services; and Idaho Dept of Labor is also the recipient of economic stimulus funds from the American Recovery and Reinvestment Act of 2009, which provides additional funding for WIA activities; WHEREAS, the Governor of the State of Idaho has encouraged State agencies to better integrate and coordinate the delivery of employment and training services to the citizens of the State; WHEREAS, Idaho Code § 67-2326 authorizes public agencies to cooperate to their mutual advantage to make the most efficient use of services and facilities in performing their statutory functions; WHEREAS, Idaho Dept of Labor administers the Idaho Youth Conservation Corps program ("IYCC program") that offers summer youth employment opportunities to eligible youth and provides such employment by entering into cooperative agreements with federal, state and local agencies that will host work sites for the IYCC program; and WHEREAS, the City is a public agency of the State of Idaho and desires to assist the Idaho Dept of Labor by providing worksites for the IYCC program and paying certain program expenses associated with these projects. NOW, THEREFORE, The City and Idaho Dept of Labor mutually agree as follows: 1. This agreement is executed concurrently with the Memorandum of Agreement for Work Experience and Work Experience Operational Guidelines, which by this reference are hereby incorporated herein for all purposes. In the event of conflict between the terms of this agreement and the memorandum of agreement and operational guidelines, the stricter provision shall prevail. 2. The City agrees to provide potential projects for the IYCC program. Attached hereto as Exhibit A is a list of the potential projects. The parties contemplate that these projects will run for a period of approximately eight weeks. Page 1 of 3 3. The Idaho Dept of Labor will provide the crew leader to oversee work performed on the projects. The crew leader will help youth meet educational goals by providing services and resources funded by WIA. A criminal background check will be performed by the Idaho Dept of Labor on the crew leader. 4. The Idaho _Dept of Labor and the City agree to split the labor costs associated with the crew leader for the eight week project period. The City will reimburse the Idaho Dept of Labor approximately Four Thousand Nine Hundred and Fifty -Two and 48/100 Dollars ($4,952.48) or Sixty -Five Percent (65%) of the actual labor expense associated with the crew leader, which ever is the greater; provided that the City's reimbursement shall not exceed the sum of Five Thousand Dollars ($5,000.00). The labor costs of the crew leader is estimated according to the following financial details: Personal Service and Benefits Budget $7,184.00 Non -Personal Service Budget $ 435.20 Total Direct Budget $7,619.20 Indirect Budget $N/A Total Budget $7,619.20 The City's share of Total Budget $4,952.48 (65% of Total Budget) 5. The City shall remit the reimbursement directly to Idaho Dept of Labor and not to the crew leader. 6. The persons responsible for the administration of this agreement are: City of Meridian Tom Barry, Public Works 33 E. Broadway Avenue Meridian, ID 83642 (208) 898-5500 Idaho Department of Labor Brian Sporleder 205 E. Watertower Lane Meridian, ID 83642-6282 (208) 365-7785 ext 3284 7. Idaho Dept of Labor will provide a billing to the City upon completion of the eight-week project, and the City will remit full payment of the billing no later than 30 days after receipt to: Page 2 of 3 Idaho Department of Labor Attn: Accounting Bureau 317 W. Main Street Boise, ID 83735-0610 8. Idaho Dept of Labor is a governmental entity of the State of Idaho and this agreement for labor reimbursement shall in no way or manner be construed so as to bind or obligate the State of Idaho beyond the term of any particular appropriation of funds as may exist from time to time. Idaho Dept of Labor reserves the right to terminate this agreement if, in its judgment, either the legislature of the State of Idaho, the United States Congress, or the United States Department of Labor fail, neglect or refuse to appropriate sufficient funds as may be required by Idaho Dept of Labor to continue under this agreement. In the event this agreement is terminated by Idaho Dept of Labor for lack of sufficient funding, all future rights and liabilities of the parties to this agreement shall cease 10 days after written notice of insufficient funding is sent by Idaho Dept of Labor to The City. 9. In the event the crew leader quits or is terminated, Idaho Dept of Labor shall notify the City within 10 business days of the personnel action and present a final invoice for reimbursement. 10.The terms of this agreement shall begin on or around May 15, 2009, and shall remain in effect to September 30, 2009, unless terminated by either party upon 10 days written notice to the other party. CITY OF MERIDIAN r -1-B Tom Barry TITLE: Public Works IDAHO DEPARTMENT OF LABOR AN Roger Madsen TITLE: Director Page 3 of 3 DATE: EQ EXHIBIT A Idaho Youth Conservation Corps Potential projects Water / Sewer / Floodplain / Stormwater - 6-8 man crews * indicates work that requires more technical skill or ability to work with less supervision 1) Water and Sewer System Infrastructure Verification and Model Support (320 crew hours/wk) • Identify discrepancies between different sources of information (record vs. GPS). (160 man hours) • Perform field surveys to rectify discrepancies. Ensure that all fire hydrants have been GPS'd (160 crew hours/wk) • GPS all water meter locations. (*160 crew hours / wk) • Update GIS system. Draw in infrastructure based on GPS and field survey. (*120 man hours) 2) Floodplain Data Update (480 man hours) • Q3 Data Update: (a) Find areas where the Q3 Flood Data from FEMA doesn't agree with existing conditions. (80 man hours) (b) Perform surveys to insure that conservative area is captured by Overlay Districts. (160 man hours / wk) (c) Update Overlay Districts in GIS with new areas. (*160 man hours) • Project Updates: (a) Create new GIS layer for floodplain developments. (current staff) (b) Create shapes in new GIS layer for each project. (*40 man hours) (c) Update data associated with shape for new BFE, etc. (*40 man hours) 3) Stream Restoration, and cleanup / Stream Restoration Master Plan Development (unlimited crew hours) • Stream trash pickup and culvert cleaning (Unlimited crew hours) • Stream Restoration Site Cleanup / Maintenance (60 crew hours- 5/wk) • Historic records (a) Search historic documents to collect information. (i) BLM office land survey records. (*120 man hours) (ii) Idaho historical society photos / reports. (*80 man hours) (iii) Talk to (listen to) Lily (80 hours) (b) Assemble information in report which includes graphical representations of the creeks and what they looked like and any records of flooding. (*120 man hours) • Identify candidate sites based on map surveys and historical records. (40 man hours) • Perform field surveys to assess sites: (*160 crew hours) (a) Channel cross-section description (b) Water quality sampling (c) Description of plants • Public Outreach 4) Sewer Collection System Assessment and Maintenance (924 man hours) • assist -with -sewer N and cleaning -program. (a) Video Review (*480 man hours) (b) Assist crew in field (192 man hours- 16/wk) e Manhole assessment (a) Coordinate with inspection team (60 man hours- 5/wk) (b) Perform GPS surveys. (*192 man hours- 16/wk) 5) Water System Maintenance (Unlimited hours) • Hydrant and bollard painting, delineator /reflector maintenance. 6) Stormwater Facility Location and Inspection 160 man hours) • Field Survey, inspect and catalog facilities identified in the stormwater effort by Murray, Smith, and Associates. (100 man hours) • Update GIS. (*60 man hours) Construction Division — 7) Compose a history of bid item prices for pricing reference - Public Works & Parks (960 man hours) • This project should take two people 12 weeks, working 8 hours per day. 8) Assist in the manhole survey proiect using Top Con (480 man hours) • This project should take one person 12 weeks working 8 hours per day. 9) GPS existing subdivision infrastructure that has not been GPS'd (480) man hours) • This project should take one person 12 weeks working 8 hours per day. Development Services — 10) Retrieve and scan record drawings for Building Services (160 man hours) • Retrieve the record drawings from the Water & Wastewater Division offices and then scan and catalog their locations into the computer for archival purposes. This will take 2-3 youths approximately two weeks working 8 hours per day to complete. GIS Division — 11) GPS Manhole Features (960 man hours) • We could use a crew of two to GPS the manholes with an Inspector watching over them. Would take more than 12 weeks but any that they got done would a help with the overall workload the inspectors have now. They would learn good field survey techniques plus how to use the data back in the office. The timeline on this project is two years but the help could be used for the entire summer. 12) Creeks and Canals (960 man hours) • A Crew of Two or Three could GPS and map places where the canals now go underground vs. above ground to update the creeks and canals layer and coordinate the efforts with IDWR for use by the FIRE department. Use ortho-photo to head up & digitize current creeks and canals. This would probably fake about -2 months.- - - -- 13) Research Subdivisions available for reuse water (1,440 man hours) • A group of two or three could research subdivisions that could potentially be plumbed for reuse water if they do not have PI or potential PI plumbed subdivisions could be found that could be converted. • This project would probably take between two and three months depending upon the details of the research done. 14) GPS Pretreatment Features (960 man hours) • A group of two could GPS pretreatment features such as grease traps. They could ride along with the Pretreatment inspectors and GPS the features while the inspectors update their paperwork. This project would take the full 12 weeks. This project will likely not be completed over the course of the summer. 15) Asset Information Gathering (960 man hours) • Crews of Two or Three could collect attributes on features that we will need for the Asset Management System. They could field verify above ground assets, such as, hydrants with information like, manufacturer and condition. They may even be able to perform some maintenance tasks such as painting them. This would probably take at least the full 12 weeks 16) Map Making (480 man hours) • A technologically minded person could be taught how to create map documents and help with making maps for various departments. Between these times they could be researching plans to find discrepancies in the GIS. This project would be an ongoing effort that would take as much time as the person could offer. 17) Tree Inventory for Parks (1,920 man hours) • One or Two crews of two or three could help Parks GPS all their trees for their tree inventory. They could be taught how to identify trees and how to use the technology to GPS them, download their locations into GIS datasets and use that information for tree analysis. This one is really more for Parks than us but we are going to be guiding their GPS efforts. This would take approximately 2 months.