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AASHTO Civil Rights and Labor Management System

Executive Summary

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• Overview and Preliminary Requirements• AASHTO Joint Development Process• Issues Related to Joint Development• Meeting the Needs of Our Customers

Insert software productlogo (or name) on slide master Overview - Why an Civil Rights –

Labor Compliance Application?• Need for software to record, track and

report Civil Rights and Labor Compliance requirements on federally and state funded highway projects

• Several state transportation departments are looking to fill this need

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Labor Compliance Application?

• Current software available doesn’t meet the needs, is too expensive or has other issues

• Costly and time consuming for contractors, local, state and federal agency to track required information

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Meet all all the Needs

• BizTrak• DivTrack• Champ• OutReach Manager• TransBot• TRS – LCM• EBO• Others?

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module? • This could be developed to interface with

1) Trns•port modules or 2) agency-specific modules And / or enter data directly into the module.

• Share resources to develop• AASHTO owns it and licenses it to the

agencies• AASHTO will support and maintain

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Overview -Vendor-related Information

• Vendor Data • Addresses• Officers / Staff• Work Classes• Financial Data• DBE Certifications

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Information

• DBE Goal Setting on Contracts• Bidders Data• DBE Commitments• Subcontract and Supplier Quotes• Approved Subcontract Data• Prompt Payments• Completed Contract Data

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Overview - Reports / Analyses

• Semi-annual and Annual Reports on DBE Commitments and Subcontracting

• Program Goal Setting• Market Availability• Market Utilization• Form 1391• Form 1392

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Overview - Employee-related Data

• Payroll Data and Tracking• Wage Decision Information• On-the-Job Training Program(s)• Trainees

Insert software productlogo (or name) on slide master AASHTO Joint Development

Process

• Most states are not able or willing to commit needed resources to develop their own system

• Many requirements are federal that all states have to meet

• Cost share per individual participating state is less than the cost of a state creating their own system

• Additional funding sources may be available• AASHTO will solicit FHWA, DDOT, FAA and

FTA

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Process• Initial cost per state would be

($150,000 to $200,000 range) with a 10 to 15 state participation.

• Yearly licensing costs would be consistent with other TRNS•PORT modules ($40,000 to $50,000 range)

• State overhead costs for data collection and storage would be minimal.

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Process• Cost to the contractor would not be an

undue burden limiting their ability to compete.

• Information would come directly from the contractor: through a electronic transfer of payroll

information be entered manually through a electronic

interface by small contractors.

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Process

• The system would be built in a technology that is currently supported by TRNS•PORT

• The system would have to be independent of TRNS•PORT modules (a state would not be required to license other modules to use the system)

• Must be able to interface with TRNS•PORT modules, if a state has them

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Process• The system would substantially meet

Federal and common state requirements for Civil Rights and Labor Compliance

• State can add state specific reporting and requirements

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Development Process• AASHTO solicits states to participate in

the development of a system to track Civil Rights and Labor Compliance

• If AASHTO receives enough interest, AASHTO would prepare a Request for Proposal (RFP)

• Technical Review Team (TRT) would be formed to oversee development in conjunction with the Trns•port Task Force (TTF)

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Development Process• RFP would be advertised for bidding• Vendor would be selected to develop

the application • Vendor would build the product with

oversight from the Technical Review Team (TRT) and the Trns•port Task Force (TTF)

• Upon completion, product would be distributed to participating states

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Process –TTF

• 7 members Cross-section of users and IT support staff Cross-section of Trns•port usage

• Resumes solicited from all licensing agencies

• Recommended by current TTF• Approved by SCOJD of AASHTO

(Special Committee of Joint Development)

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Process - TTF• Determines when new products should be developed• Determines appropriate software platforms• Long Range Work Plan (LRWP)• Annual Maintenance Support and Enhancement

(MSE) contract with contractor

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Technical Review Teams (TRTs)

• Appointed by TTF Assist TTF in working with contractor in

development of new product/enhancement• 3 to 5 members

Users familiar with product/functions Agencies contributing funding

• Business normally conducted by e-mail or conference calls

• Chaired by TTF member

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Technical Review Teams (TRTs)

• Travel associated with TRT meetings are covered by AASHTO in the development costs

• Each individual on the TRT has to be committed and available to the project

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TRTs• Review software prototypes as software is

developed• Provides contractor guidance on user needs• Reviews and recommends acceptance of results of

the software testing

Insert software productlogo (or name) on slide master Issues Surrounding Joint

Development

• Keeping the Software Generic• Statisfying all the Agencies Needs

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Selection of a Software Vendor

• Distribute RFP to prospective vendors Selection based on qualifications and proposal

• Sole Source Selection based on special conditions that

make that vendor the best qualified

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Potential Software Vendors

• Vendors with existing civil rights software products Concern with using their “intellectual rights”

of their existing products in the product• Vendors without civil rights experience

Concern with learning curve of inexperienced vendor

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Meeting the needs of our Customers

• Civil rights staffs Responsible for the civil rights programs

• Contract letting staffs Responsible for getting requirements on the

contracts with our contractors• Contract administration staffs

Responsible for collecting construction data and data from contractors

• IT staffs Involved in automating processes

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Our efforts need to involve

• Subcommittee on Civil Rights• Subcommittee on Construction• FHWA• Contractor Associations???• Cities and Counties

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Questions?