AASHTO Civil Rights and Labor Management System

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AASHTO Civil Rights and Labor Management System

• Executive Summary

2

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

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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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Overview - Why an Civil Rights Labor Compliance
Application?

• Current software available doesnt 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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Overview - Current Products Do Not Meet all all
the Needs

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

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Overview - Trnsport Civil Rights module?

• This could be developed to interface with
• 1) Trnsport 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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Overview - Contract-related 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

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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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AASHTO Joint Development 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 TRNSPORT modules (40,000 to 50,000
  range)
• State overhead costs for data collection and
  storage would be minimal.

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AASHTO Joint Development 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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AASHTO Joint Development Process

• The system would be built in a technology that is
  currently supported by TRNSPORT
• The system would have to be independent of
  TRNSPORT modules (a state would not be required
  to license other modules to use the system)
• Must be able to interface with TRNSPORT modules,
  if a state has them

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AASHTO Joint Development 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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AASHTO Joint 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
  Trnsport Task Force (TTF)

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AASHTO Joint 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
  Trnsport Task Force (TTF)
• Upon completion, product would be distributed to
  participating states

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AASHTO Joint Development Process TTF

• 7 members
• Cross-section of users and IT support staff
• Cross-section of Trnsport 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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AASHTO Joint Development 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

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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?