FAA Reporting DBE and ACDBE Programs. FAA Civil Rights Connect. Reporting. Webinar

Transcription

1 FAA Reporting DBE and ACDBE Programs Reporting FAA Civil Rights Connect Webinar

2 Purpose Provide training on FAA Civil Rights Connect System Provide general information on the ACDBE program and the revised reporting for the ACDBE Uniform Form Report Deliver a refresher training on the DBE Program and the DBE Uniform Form Report 2

3 FAA DBE/ACDBE Compliance Specialists Team Lead - Gene Roth gene.e.roth@faa.gov Alaskan Region Sonia Cruz - Sonia.cruz@faa.gov Central Region Ofelia Medina - ofelia.medina@faa.gov Eastern Region Alexander Horton - alexander.horton@faa.gov Great Lakes Region Nancy Cibic - nancy.cibic@faa.gov New England Region Thomas Knox - Thomas.knox@faa.gov Northwest Mountain Region - Sonia Cruz Sonia.cruz@faa.gov Southern Region Keturah Pristell - keturah.pristell@faa.gov Southwest Region Dolores Leyva Dolores.leyva@faa.gov Western Pacific Region - temporary: American Samoa and Guam - Gene Roth gene.e.roth@faa.gov Arizona Alexander Horton - alexander.horton@faa.gov Southern California - Thomas Knox - Thomas.knox@faa.gov Northern California - Ofelia Medina - ofelia.medina@faa.gov Hawaii - Keturah Pristell - keturah.pristell@faa.gov Nevada - Sonia Cruz - Sonia.cruz@faa.gov

4 FAA Regions (States) and FAA Airports Regional & District/Development Offices (FAA AIP Grants Offices) uarters_offices/arp/regional_offices/ 4

5 DBE and ACDBE Programs - Regulations 49 CFR Part 26 DBE Program 49 CFR Part 23 ACDBE Program 5

6 FAA Grant Assurance No. 37 The sponsor shall take all necessary and reasonable steps under 49 CFR Parts 23 and 26 to ensure nondiscrimination in the award and administration of DOT-assisted contracts, and/or concession contracts. The sponsor s DBE and ACDBE programs, as required by 49 CFR Parts 26 and 23, and as approved by DOT, are incorporated by reference in this agreement. Implementation of these programs is a legal obligation and failure to carry out its terms shall be treated as a violation of this agreement. Upon notification to the sponsor of its failure to carry out its approved program, the Department may impose sanctions as provided for under Parts 26 and 23 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C and/or the Program Fraud Civil Remedies Act of 1936 (31 U.S.C. 3801). 6

7 FAA Connect System 7

8 Two FAA Systems FAA Civil Rights Connect (FAA Connect)(Reporting) Update your bookmarks - New URL: FAA Matchmaker System (DBE/ACDBE Directory, Bid Board, Information, Matchmaker) 8

9 FAA Connect Home Screen 9

10 FAA Connect User Accounts 10

11 FAA Connect User Accounts 11

12 FAA Connect User Accounts 12

13 FAA Connect Airport User Accounts Airport Assignment Requests Consultants must provide message from airport 13

14 Airport Concessions DBE ACDBE 14

15 Airport Concessions ACDBE 23.5 To whom does this part apply? If you are a recipient that has received a grant for airport development at any time after January 1988 that was authorized under Title 49 of the United States Code, this part applies to you Who must submit an ACDBE program to FAA, and when? (a).if you are a primary airport that has or was required to have a concessions DBE program prior to April 21, 2005, you must submit a revised ACDBE program meeting the requirements of this part to the appropriate FAA regional office for approval. 15

16 ACDBE Program If the recipient s program does not address the Nov final rule, then it should be updated. There is a Sample ACDBE Program in the FAA Connect AC/DBE Document Vault. We are working on an updated ACDBE Sample Program which will be posted in the AC/DBE Document Vault, when completed 16

17 23.41(b) Airport Concessions ACDBE Goals If your annual car rental concession revenues, averaged over the three-years preceding the date on which you are required to submit overall goals, do not exceed $200,000, you are not required to submit a car rental overall goal. If your annual revenues for concessions other than car rentals, averaged over the three years preceding the date on which you are required to submit overall goals, do not exceed $200,000, you are not required to submit a non-car rental overall goal. 17

18 FAA Connect ACDBE Uniform Form Revenue/Gross Receipts As a reminder, revenue means the total gross receipts generated by the firms the total sales generated by the car rental firms or non-car firms at your airport. Revenue/gross receipts is not the fees that the airport receives from the firms also known as the minimum annual guarantee or MAG 18

19 Airport Concessions ACDBE Goals provides information on ACDBE goal setting The FAA Connect AC/DBE document vault includes: An ACDBE goal setting training presentation from our annual conference and; Our ACDBE Sample Program includes Sample Goals (currently being updated) 19

20 What is a Concession? 49 CFR 23.3 A Concession is:.. a for-profit businesses located on an airport subject to this part, that is engaged in the sale of consumer goods or services to the traveling public under an agreement with the recipient, another concessionaire, or the owner or lessee of a terminal, if other than the recipient. 20

21 What is a Concession? 49 CFR 23.3 (2) A business conducting one or more of the following covered activities, even if it does not maintain an office, store, or other business location on an airport subject to this part, as long as the activities take place on the airport: Management contracts and subcontracts, a web-based or other electronic business in a terminal or which passengers can access at the terminal, an advertising business that provides advertising displays or messages to the public on the airport, or a business that provides goods and services to concessionaires. 21

22 What is a Concession? 23.3 Example to paragraph (2): A supplier of goods or a management contractor maintains its office or primary place of business off the airport. However, the supplier provides goods to a retail establishment in the airport; or the management contractor operates the parking facility on the airport. These businesses are considered concessions for purposes of Part

23 What is a Concession? 23.3.(3) a business is not considered to be located on the airport solely because it picks up and/or delivers customers under a permit, license, or other agreement. For example, providers of taxi, limousine, car rental, or hotel services are not considered to be located on the airport just because they send shuttles onto airport grounds to pick up passengers or drop them off. 23

24 What is a Concession? 23.3.(3) A business is considered to be located on the airport, however, if it has an on-airport facility. Such facilities include in the case of a taxi operator, a dispatcher; in the case of a limousine, a booth selling tickets to the public; in the case of a car rental company, a counter at which its services are sold to the public or a ready return facility; and in the case of a hotel operator, a hotel located anywhere on airport property. 24

25 What is a Concession? Some businesses are often overlooked as a concession such as: Vending Parking Airport advertising Kiosks or booths selling goods or services ATMs News and gift stands 25

26 What is a Concession? Goods and Services Suppliers Non-car rental concession suppliers: Restaurant goods and supplies, store goods, uniforms, insurance, janitorial services. 26

27 What is a Concession? Goods and Services Suppliers Car Rental Company suppliers: Key blanks, oil change services, insurance, office supplies, janitorial services, tires, auto repair services, auto part supplies, security services, payroll services, towing services, car wash services, landscaping services 27

28 What is Not a Concession? 23.3 (5) The conduct of an aeronautical activity is not considered a concession for purposes of this subpart. Aeronautical activities include scheduled and non-scheduled air carriers, air taxis, air charters, and air couriers, in their normal passenger or freight carrying capacities; fixed base operators (FBOs); flight schools; recreational service providers (e.g., sky-diving, parachute-jumping, flying guides); and air tour services. 28

29 What is Not a Concession? 23.3 (6) Other examples of entities that do not meet the definition of a concession include flight kitchens and inflight caterers servicing air carriers, government agencies, industrial plants, farm leases, individuals leasing hangar space, custodial and security contracts, telephone and electric service to the airport facility, holding companies, and skycap services under contract with an air carrier or airport. 29

30 FAA Connect - ACDBE Uniform Form Definitions Prime Concessions are concessions that have a direct relationship with the airport (e.g. a company who has a lease agreement directly with the airport to operate a concession) Subconcession is a firm that has a sublease or other agreement with a prime concessionaire, rather than with the airport itself, to operate a concession at the airport 30

31 FAA Connect - ACDBE Uniform Form Definitions Management Contract is an agreement with a recipient or another management contractor under which a firm directs or operates one or more business activities, the assets of which are owned, leased, or otherwise controlled by the recipient. The managing agent generally receives, as compensation, a flat fee or a percentage of the gross receipts or profit from the business activity. 31

32 FAA Connect - ACDBE Uniform Form Definitions Goods/services refers to those goods and services purchased by the airport itself or by concessionaires and management contractors 32

33 FAA Connect - ACDBE Uniform Form ACDBE Counting Car Rentals Other than Car Rental concessions Reminder: (k) Do not count costs incurred in connection with the renovation, repair, or construction of a concession facility (sometimes referred to as the build-out ). 33

34 Counting Good Faith Efforts As a matter of Good Faith, firms must be DBE/ACDBE Certified in the State where the contract is let Only firms certified as ACDBEs should be counted in the ACDBE program (and the same for the DBE program; must be certified as a DBE) Good faith efforts are efforts to obtain participation by certified DBEs (ACDBES) on the contract. Efforts to include firms not certified as DBEs (ACDBEs) in the state where the contract is being let are consequently not good faith efforts to meet a DBE (or ACDBE) contract goal. This is true even if a non-certified firm is owned by minorities or women or is certified in another state. We would point out, however, that it is appropriate for recipients to take potential DBEs into account when calculating overall goals. 34

35 FAA Connect - ACDBE Uniform Form ACDBE Advertising Contracts Guidance can be found at: _offices/acr/bus_ent_program/ 35

36 Uniform Report of ACDBE Participation (ACDBE Uniform Form Report) 36

37 Airport Concessions ACDBE Uniform Form you must submit an annual report on ACDBE participation using the form found in appendix A to this part. ALL Primary Airports are required to submit an annual ACDBE Uniform Form regardless of whether a goal was required (b) Due March 1 covering the previous fiscal year 37

38 FAA Connect - ACDBE Uniform Form Unlike a DBE Report, an ACDBE Report cannot be marked not required in FAA Connect 38

39 FAA Connect - ACDBE Uniform Form Submit -Access from Dashboard: 39

40 FAA Connect - ACDBE Uniform Form Access from Airport File 40

41 FAA Connect - ACDBE Uniform Form Access from Airport File 41

42 FAA Connect - ACDBE Uniform Form Click Edit Uniform Form to Complete 42

43 FAA Connect - ACDBE Uniform Form Sections 4, 5 and 6 is non-car rental participation Sections 7, 8 and 9 is car rental participation Section 10 breaks down the ACDBE participation by ethnicity and gender. Section 11 is the ACDBE firms information 43

44 Non-Car Rental Concessions 44

45 FAA Connect - ACDBE Uniform Form Enter goals, Select what the goal is based on instructions 45

46 FAA Connect - ACDBE Uniform Form Must enter gross receipts 46

47 FAA Connect - ACDBE Uniform Form General In Column B, enter the number of lease agreements, contracts, etc. in effect or taking place during the reporting period in each participation category for all concessionaires and purchases of goods and services (ACDBE and non-acdbe combined). See exceptions on following slides. In Column D, enter the number of lease agreements, contracts, etc., in effect or entered into during the reporting period in each participation category for all concessionaires and purchases of goods and services (ACDBEs only). See exceptions on following slides. 47

48 FAA Connect - ACDBE Uniform Form Exception Goods and Services Purchases Columns B and D Exception There may not be an actual contract but rather a purchase order or a simple pay form for a service for example, like a car tow or body work paid with a company credit card. In this case, count the number of suppliers that you purchased from. 48

49 FAA Connect - ACDBE Uniform Form Column D Exception - Joint Ventures For joint ventures that have one contract/agreement but have multiple ACDBE partners: For example, one contract/agreement has 5 ACDBE partners and the 5 business owners having different genders and ethnicities Count as 5 ACDBEs in Sections 5 or 8 to correctly recognize the gender and ethnicities in Section 10, for the five business owners. 49

50 FAA Connect - ACDBE Uniform Form General Columns C and G and the lines titled Total Cumulative Non Car Rental or Car Rental Participation by Gross Receipts, automatically calculate based on the main data entered In Section 10, Column G and the line titled Total Cumulative Race/Gender ACDBE Participation automatically calculate. 50

51 FAA Connect - ACDBE Uniform Form Cannot enter data in auto calculate boxes 51

52 FAA Connect - ACDBE Uniform Form Non Car Rental Section 5 Enter data in main data boxes Note 52

53 FAA Connect - DBE General Race-conscious Race-neutral Race conscious is a method that is focused specifically on assisting only ACDBEs a conscious action to achieve ACDBE participation, for example an ACDBE contract/concession goal Race-neutral is a method used to assist all small businesses: ACDBE wins a prime concession contract through customary competitive procurement procedures ACDBE is awarded a sub-concession contract on a prime concession contract that did not have an ACDBE contract goal ACDBE participation that is achieved in excess of the ACDBE raceconscious goal 53

54 FAA Connect - DBE General Race-conscious (RC) Race-neutral (RN) Please make sure to report the RC and RN correctly For example, if you have a 4% ACDBE race conscious goal and you achieve 5% in ACDBE participation, the 1% overage (dollars) should be reported as race-neutral 54

55 FAA Connect Submit ACDBE Uniform Form Management Contracts Because, by statute, non-acdbe management contracts do not count as part of the base for ACDBE goals, the cells for total management contract participation (5A & 5B) and the percentage of total management contracting dollars (5G) are not intended to be filled in. 55

56 FAA Connect - Submit ACDBE Uniform Form Section 5 - Management Contracts Enter the ACDBE participation only 56

57 FAA Connect - Submit ACDBE Uniform Form Gross Receipts Goal Overall Goal Achievement Percentage 57

58 FAA Connect - ACDBE Uniform Form Non Car Rental Section 6 Section 6 is for NEW Participation during the reporting period. The information requested in Section 6 is a subset of that requested in Section 5. Definition of NEW: Generally, if a new contract number is assigned to a contract, it is a new contract. However, do not report it as new if you are simply extending the end date on an existing contract. 58

59 FAA Connect - ACDBE Uniform Form Non Car Rental Section 6 59

60 Car Rental - Concessions 60

61 FAA Connect - ACDBE Uniform Form Car Rental Goals Most primary airports are setting a goods and services purchase goal for car rentals (rather than a gross receipts goal) consistent with 23.51(c)(5)(ii). 61

62 FAA Connect - ACDBE Uniform Form Car Rental Select Goal Type 62

63 FAA Connect - ACDBE Uniform Form Car Rental Goods and Services Purchase Goal If the goal is based on Goods and Services Purchases, FAA will look at that line s achievement (column G) on the uniform form to see if the goal was met FAA Connect will also compare the goal to that achievement A goal shortfall will only be indicated if the goods and services purchases goal was not met 63

64 FAA Connect - ACDBE Uniform Form Car Rental Section 8 Enter prime concessions gross receipts and goods and services purchases 64

65 FAA Connect - ACDBE Uniform Form Car Rental Section 9 New Participation 65

66 FAA Connect - ACDBE Uniform Form Car Rental - Goal and Achievement Exceeded goal 66

67 FAA Connect - ACDBE Uniform Form Section 10 Bring forward the cumulative ACDBE participation figures from Section 5 (non-car rental) and Section 8 (car rental), breaking down these figures by race and gender categories. Sections 5 and 8 ACDBE participation must equal Section 10, respectively. Report both numbers and dollars. 67

68 FAA Connect - ACDBE Uniform Form - Section 10 68

69 FAA Connect ACDBE Uniform Form Submit ACDBE Uniform Form Section 5 Section 8 n 10 69

70 FAA Connect - ACDBE Uniform Form When done entering all data, click on Fill in Blank Fields with Zeroes 70

71 FAA Connect - ACDBE Uniform Form When done entering all data, click on Fill in Blank Fields with Zeroes and Validate and Save Draft 71

72 FAA Connect - ACDBE Uniform Form Error messages appear at the top of the form Correct the data and click on Validate and Save Draft 72

73 FAA Connect - ACDBE Uniform Form Message at top indicates data is correct 73

74 FAA Connect - ACDBE Uniform Form To make additional changes, Click on Edit and Revalidate When done, click on Save Draft and Continue 74

75 FAA Connect - ACDBE Uniform Form Add ACDBE Firms 75

76 FAA Connect - ACDBE Uniform Form Section 11 ACDBE Firms Section 11 requires that you report the information for the ACDBE firms FAA Connect requires the ACDBE firm s information to be typed in. If you entered the firm s information the previous year, you can simply copy and edit the firm Improves the accuracy of the data Provides FAA with an availability list 76

77 FAA Connect - ACDBE Uniform Form ACDBE Firms 77

78 FAA Connect - ACDBE Uniform Form ACDBE Firms 78

79 FAA Connect - ACDBE Uniform Form ACDBE Firms 79

80 it FAA Connect - ACDBE Uniform Form ACDBE Firms Check the categories and dollar amounts Make sure they match the uniform form 80

81 FAA Connect - ACDBE Uniform Form ACDBE Firms 81

82 FAA Connect - ACDBE Uniform Form ACDBE Firms Form is Correct 82

83 FAA Connect - ACDBE Uniform Form Goal Shortfall Analysis - Core Airport (Does not have to be included in Report) 83

84 FAA Connect - ACDBE Uniform Form Goal Shortfall Analysis 84

85 FAA Connect - ACDBE Uniform Form Last step - Submit Report 85

86 FAA Connect - ACDBE Uniform Form Confirmation Screen 86

87 FAA Connect: Steps to Fully Submit a Uniform Form 1. Fill in Blank Fields with Zeroes 2. Validate and Save Draft 3. Save Draft and Continue 4. Goal Shortfall (CORE Airport) 5. Grant reconciliation (DBE) 6. Submit Report 87

88 FAA Connect Status Definitions Not Started means you have not done anything yet Under Review means you submitted and it is under review by FAA Pending Submission means you started entering but did not fully submit to the FAA Returned means it was returned to you for corrections Approved means you already submitted and FAA approved 88

89 FAA Connect - ACDBE Uniform Form Before FAA has approved, Withdraw for Corrections 89

90 FAA Connect - ACDBE Uniform Form Withdraw for Corrections 90

91 FAA Connect - ACDBE Uniform Form Withdraw for Corrections 91

92 FAA Connect - ACDBE Uniform Form Withdraw Report for Corrections 92

93 FAA Connect - ACDBE Uniform Form If FAA has already approved the report and you need to make corrections, contact the FAA Regional Compliance Specialist to undo the approval and return the report so you can edit it. 93

94 End of ACDBE - Questions? 94

95 DBE Program 95

96 DBE Program Who must have a DBE program? (a) If you are in one of these categories and let DOT assisted contracts, you must have a DBE program meeting the requirements of this part: (3) FAA recipients receiving grants for airport planning or development who will award prime contracts the cumulative total value of which exceeds $250,000 in FAA funds in a Federal fiscal year. 96

97 DBE Program If the recipient s program does not address the Nov final rule and the current prompt payment guidance, then it should be updated We have a new DBE Sample Program issued this week posted in the AC/DBE document vault 97

98 DBE Program General Recipients are not required to report dollars that do not result in a DOT-assisted contract award for example, land acquisition and force accounts Force accounts are work accomplished with the sponsors own work force (must be approved by the FAA Project Manager). Recipients are required to report surveying and appraisals (often associated with land acquisition) 98

99 DBE Program General Recipients are also required to report snow plow, Aircraft Rescue and Firefighting (ARFF) equipment and Engineered Materials Arresting System (EMAS), because there is an associated contract awarded. There may not be a DBE goal on the contract but the dollars still have to be reported. 99

100 DBE Program Provides information on DBE goal setting The Sample DBE Program Plan includes a Sample DBE Goal Methodology Access in FAA Connect, AC/DBE Document Vault 100

101 FAA Connect - DBE Uniform Form (a) You must transmit the Uniform Report of DBE Awards or Commitments and Payments, found in Appendix B to this part, at the intervals stated on the form. Due annually on December 1 Report covers the previous fiscal year All dollar amounts are to reflect only the Federal share of the contracts 101

102 FAA Connect - DBE Uniform Form Generally, if a DBE goal was required for the FY, a report may need to be submitted If the data is not yet available to submit by the due date, please inform your FAA Regional Compliance Specialist 102

103 FAA Connect DBE Uniform Form How to Mark a DBE Report Not Required A DBE report can be marked Not Required if: the recipient is not awarding or committing any FAA AIP grants for the year the recipient is not awarding in excess of $250,000 in prime contracts during the year the recipient is awarding the scheduled grants on the AIP grants list in another year the recipient did not have any payments on ongoing contracts, OR the recipient did not have completed contracts 103

104 FAA Connect DBE Uniform Form How to Mark a DBE Report Not Required Access the Report from the Dashboard - Click View 104

105 FAA Connect DBE Uniform Form How to Mark a DBE Report Not Required 105

106 FAA Connect DBE Uniform Form How to Mark a DBE Report Not Required 106

107 FAA Connect - DBE Uniform Form Reimbursed Contracts Contracts reimbursed with federal dollars should be reported on the uniform form in the year when the grant is received by the airport recipient. Example: An airport recipient is getting a grant in 2018 that is reimbursing the airport for a contract that they awarded with local funding in The airport recipient should report the grant in the 2018 DBE uniform form. 107

108 FAA Connect - DBE Uniform Form Reimbursed Contracts The contract that is being reimbursed must meet all federal contracting requirements. ract_provisions/ 108

109 FAA Connect - DBE Uniform Form Reimbursed Contracts If you have a locally funded contract and later find out that it can be reimbursed with federal dollars, it can only be reimbursed if the contract included all the federal contracting provisions including a DBE goal, if required. 109

110 FAA Connect DBE Uniform Form Counting DBE Participation How is DBE participation counted toward goals? se _155&rgn=div8 110

111 UNIFORM REPORT OF DBE COMMITMENTS/AWARDS & PAYMENTS (DBE Uniform Form Report) 111

112 FAA Connect - DBE Uniform Form 112

113 FAA Connect - DBE Uniform Form Access the report from your Dashboard or, Access the report from the Airport File 113

114 FAA Connect - DBE Uniform Form Click Edit Uniform Form to Complete Or, Click View Uniform Form and Edit and Revalidate on form screen 114

115 FAA Connect - DBE Uniform Form Instructions 115

116 FAA Connect DBE Uniform Form Lines 1, 3, 4, 5 and 6 will be auto filled. Line 3 can be edited. Line 7, goals, might already be filled in but can be edited. 116

117 FAA Connect - DBE Uniform Form Grant Numbers Line 2 FAA Connect requires at least 10 digits for a grant number Grant No.: Grant No.: SBG One full grant number must be entered for each year of grants you are reporting Additional grant numbers for that same year may be abbreviated The Grant numbers you enter in line 2 apply to all the data that you enter on the form. If you enter prior year grant numbers, you may also have data to enter in Section D, Completed Contracts. 117

118 FAA Connect - DBE Uniform Form Grant Numbers 118

119 FAA Connect - DBE Uniform Form Line 7 DBE Goals Enter the race conscious and race neutral goal The overall goal auto calculates Auto calculates 119

120 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Section B: Ethnicity and Gender Breakdown Section C: Ongoing Payments Section D: Completed Contracts 120

121 FAA Connect - DBE Uniform Form Section A Awards and Commitments This section includes prime and subcontracts awarded or committed with Federal funds during this reporting period. 121

122 FAA Connect - DBE Uniform Form Section A: Awards and Commitments 300, A = Total Federal funds awarded on prime contracts 8a is all the grants awarded at the airport for the year. FAA Connect will ask you to provide an explanation if the dollars are different than the FAA Grant Awards. FAA Connect includes examples. 8B = Total number of prime contracts awarded with Federal funds 122

123 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Box 8a does not equal grant awards 123

124 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Box 8A Grant Reconciliation Examples Explanation 124

125 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Line 8 DBE prime contracts race-neutral 8E = N/A blocked 8F = N/A blocked All DBE Prime Contracts = Race Neutral 125

126 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Box 8G & 8H DBE prime contracts race-neutral 35, G = Total Federal funds awarded on prime contracts to DBEs using Race Neutral measures 8H = Total number of prime contracts awarded to DBEs using Race Neutral measures with Federal funds 126

127 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Box 8C and 8D 35, C and 8D (Total dollars and number DBEs) calculates automatically in FAA Connect 127

128 FAA Connect - DBE Uniform Form Some boxes auto-calculate 128

129 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Box 8I 300, , , % 8I = Percentage of DBE prime contracts 8I = 8C 8A 8I Auto calculates 129

130 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Line 9 - Subcontracts 300, , , % 20, A = Total federal funds awarded or committed on subcontracts 9B = Total number of subcontracts awarded with federal funds Enter ALL subcontracts awarded, non-dbe and DBE 130

131 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Line 9 - Subcontracts 300, , , % 20, , , E = Total Federal funds awarded or committed on subcontracts to DBEs using Race Conscious measures 9F = Total number of subcontracts awarded to DBEs using Race Conscious measures with Federal funds 131

132 FAA Connect - DBE Uniform Form Section A: Awards and Commitments Line 9 - Subcontracts 300, , , % 20, , , , G = Total Federal funds awarded on subcontracts to DBEs using Race Neutral measures 9H = Total number of subcontracts awarded to DBEs using Race Neutral measures with Federal funds 132

133 FAA Connect - DBE General Race-conscious Race-neutral Race conscious is a method that is focused specifically on assisting only DBEs a conscious action to achieve DBE participation, for example a DBE contract goal Race-neutral is a method used to assist all small businesses: DBE wins a prime contract through customary competitive procurement procedures DBE is awarded a subcontract on a prime contract that did not have a DBE contract goal DBE participation achieved in excess of the DBE race-conscious goal 133

134 FAA Connect - DBE General Race-conscious (RC) Race-neutral (RN) Please make sure to report the RC and RN correctly For example, if you have a 4% DBE raceconscious goal and you achieve 5% in DBE participation, the 1% overage (dollars) should be reported as RN 134

135 FAA Connect - DBE Uniform Form Section A Line 9 300, , , % 20, , C and 9D (Total dollars and number DBEs) auto calculates 9C = Total Federal funds awarded on subcontracts to DBEs 9D = Total number of subcontracts awarded to DBEs with Federal funds 135

136 FAA Connect - DBE Uniform Form Section A Awards/Commitments Box 9I 300, , , % 20, , , , % 9I = 9C 9A 9I = Percentage of DBE subcontracts 9I Auto calculates 136

137 FAA Connect - DBE Uniform Form Section A Awards/Commitments - Totals 300, , , % 20, , , , % 50, , , % 10C = 8C + 9C 10E = 9E 10D= 8D + 9D 10F = 9F 10G = 8G + 9G 10H = 8H + 9H 10I (Overall Achievement) = 10C 8A 137

138 FAA Connect - DBE Uniform Form Section B: Ethnicity and Gender Breakdown Section B is the ethnicity and gender breakdown of all contracts awarded or committed with Federal funds during this reporting period. Same DBE data as in Section A only broken down by ethnicity and gender The DBE data for Sections A and B must equal 138

139 FAA Connect - DBE Uniform Form Section B: Ethnicity and Gender Breakdown Break-down the data in Section A by ethnicity and women and men Columns C and F auto calculate 10,000 15,000 25, ,000 9,000 11, , , , , ,000 24,000 50,

140 FAA Connect - DBE Uniform Form Section A and B DBE participation equals 300, , , % 20, , , , % 50, , , % 10,000 15,000 25, ,000 9,000 11, , , , , ,000 24,000 50,

141 FAA Connect - DBE Uniform Form Did the airport meet the DBE goal? 141

142 FAA Connect DBE Uniform Form Section C: Ongoing Payments Section C of the Uniform Report is designed to captures information on current actual payments made to DBEs for work performed on ongoing federally-assisted contracts. 142

143 FAA Connect - DBE Uniform Form Section C: Ongoing Payments Recipients must have a mechanism to track the ongoing payment information required in Section C US DOT issued Additional guidance on Uniform Form for Section C FAA Civil Rights website Additional Guidance on DBE Uniform Form (PDF) 143

144 FAA Connect - DBE Uniform Form Section C: Ongoing Payments Ongoing contracts = not complete All orders not yet received All services not yet completed All payments not yet made 144

145 FAA Connect - DBE Uniform Form Section C: Ongoing Payments 30 18A = Total number of Federally funded prime contracts, DBE and non-dbe, that remain active/ongoing during the reporting period 145

146 FAA Connect - DBE Uniform Form Section C: Ongoing Payments ,000 18B = Total Federal funds paid to prime contractors for work currently being performed during the reporting period Payments are made to the prime contractor, who is obligated to promptly pay its subcontractors 146

147 FAA Connect - DBE Uniform Form Section C: Ongoing Payments , C = Total number of Federally funded prime and subcontracts, that DBEs are currently performing work on during the reporting period If DBE prime contracts are included, indicate how many in the comment box on the second screen of the form 147

148 FAA Connect - DBE Uniform Form Section C: Ongoing Payments , ,000 18D = Total dollar amount paid to DBE firms currently performing work on contracts during the reporting period 148

149 FAA Connect - DBE Uniform Form Section C: Ongoing Payments , , E = Total number of DBE firms paid on active/ongoing contracts during the reporting period 18E is less than or equal to 18C 149

150 FAA Connect - DBE Uniform Form Section C: Ongoing Payments , , % Percent to DBEs = Total Payments to DBEs Total Payments to DBEs and non-dbes 18F = 18D 18B (Calculates automatically) 150

151 FAA Connect DBE Uniform Form Section D: Completed Contracts This section includes payments made to prime contracts completed with Federal funds during the reporting period. 151

152 FAA Connect DBE Uniform Form Section D: Completed Contracts All orders are received All services are completed All payments have been made May include contracts from more than one year 152

153 FAA Connect DBE Uniform Form Section D: Completed Contracts 19A = Total number of contractscompleted using Race Conscious measures (Number of prime contracts completed during the reporting period that had a DBE contract goal) 6 153

154 FAA Connect DBE Uniform Form Section D: Completed Contracts 19B = Total dollar value of prime contracts completed using Race Conscious measures 6 1,000,

155 FAA Connect DBE Uniform Form Section D: Completed Contracts 19C = Total dollar value that was needed to meet the contract goals on the prime contracts completed using Race Conscious measures REMEMBER: Do not fill in cell 19C unless a race conscious contract (contract with a DBE goal) has been completed 6 1,000, ,

156 FAA Connect DBE Uniform Form Section D: Completed Contracts 19D = Total dollar value of DBE participation using Race Conscious measures (contract goal) 6 1,000, , ,

157 FAA Connect DBE Uniform Form Section D: Completed Contracts Percent to DBEs = Total Dollar Value of DBE Participation Total Dollar Value of DBE and non-dbe contracts completed 19E = 19D 19B (auto calculates) E 6 1,000, , ,

158 FAA Connect DBE Uniform Form Section D: Completed Contracts Line 20, race neutral contracts. Applies to prime contracts that did not have a DBE contract goal. 20A = Total number of contracts completed using Race Neutral measures 6 1,000, , ,

159 FAA Connect DBE Uniform Form Section D: Completed Contracts 20B = Total dollar value of prime contracts completed using Race Neutral measures 6 1,000, , , ,500,

160 FAA Connect DBE Uniform Form Section D: Completed Contracts 20D = Total dollar value of completed contracts with DBE participation using Race Neutral measures 6 1,000, , , ,500, ,

161 FAA Connect DBE Uniform Form Section D: Completed Contracts Percent to DBEs = 20E = 20D 20B Total Dollar Value of DBE Participation Total Dollar Value of DBE and non-dbe contracts completed 20E = 20D 20B (Auto calculates) The 21E overall achievement is not compared to the line 7 goal E 6 1,000, , , ,500, ,

162 FAA Connect DBE Uniform Form Section D: Completed Contracts Totals line auto calculates 21A = 19A + 20A 21D = 19D + 20D 21B = 19B + 20B 21E = 21D 21B E E 6 1,000, , , ,500, , ,500, ,

163 FAA Connect - DBE Uniform Form Even if you don t have awards and/or commitments to report for the fiscal year, you might still have data to report in Section C, Ongoing Payments and/or Section D, Completed Contracts Note: A contract would not be reported as ongoing and completed If ongoing, report it in Section C, if completed, report it in Section D 163

164 FAA Connect - DBE Uniform Form All data is entered Next steps 164

165 FAA Connect - DBE Uniform Form Click on Fill in Blank Fields with Zeroes Next, Click on Validate and Save Draft 165

166 FAA Connect - DBE Uniform Form Missing or incorrect data If any data is missing or not correct, alerts will appear at the top of the form 166

167 FAA Connect - DBE Uniform Form Missing or incorrect data 167

168 FAA Connect - DBE Uniform Form Missing or incorrect data 168

169 FAA Connect - DBE Uniform Form Continue submittal - Action buttons 169

170 FAA Connect - DBE Uniform Form Add DBEs 170

171 FAA Connect - DBE Uniform Form Add DBEs 171

172 FAA Connect - DBE Uniform Form Add DBEs How to enter 172

173 FAA Connect - DBE Uniform Form Click Return to continue with report. 173

174 FAA Connect - Uniform Form Goal Shortfall Analysis - Core Airport (Does not have to be included in Report) 174

175 FAA Connect - Uniform Form Goal Shortfall Analysis - Core Airport 175

176 FAA Connect - Uniform Form Grant Reconciliation-Must enter explanation 176

177 FAA Connect - DBE Uniform Form Confirmation Screen 177

178 FAA Connect - DBE Uniform Form How should I report if the DBE goal was set on the entire dollars amount? If an Airport set the DBE goal on the entire amount including federal and local dollars, for example: Entire amount is $267,000,000. $10,000,000 is the federal share which is 3.7% of the $267,000,000 Enter $10,000,000 in box 8a (Federal share) Report only 3.7 percent of the total DBE participation 178

179 FAA Connect Additional information on the FAA Connect System is included at the end of this presentation How to Submit Programs and Goals How to do a Self Assessment How to use the AC/DBE Document Vault 179

180 FAA Office of Civil Rights Website Federal Aviation Administration-Office of Civil Rights Training site eeo_training/airport_civil_rights_training_conference/ 180

181 End of DBE Questions? Thank You! 181

182 FAA Connect Programs, Goals, Document Vault, Self Assessments Quick Refresher 182

183 FAA Civil Rights Connect (FAA Connect) FAA Connect includes airport reporting for: DBE and ACDBE Uniform Form Reports DBE and ACDBE Programs DBE and ACDBE Goal Methodologies Title VI Programs (new) 183

184 FAA Connect Includes: Airport Self Assessments assess your compliance Complaint Investigations and FAA Compliance Reviews (permission/access must be provided by FAA) FAA and Airport Document Sharing FAA Document Vault (all programs) 184

185 FAA Connect How to Submit a DBE or ACDBE Program Reminder: When submitting an updated program and goal, it must be entered/uploaded in both the program and goal sections of FAA Connect 185

186 FAA Connect How to Submit a DBE or ACDBE Program Access from Dashboard 186

187 FAA Connect How to Submit a DBE or ACDBE Program Access from the Airport File Click DBE/ACDBE Programs tab 187

188 FAA Connect How to Submit a DBE or ACDBE Program Access from the Airport File Click Submit 188

189 FAA Connect How to Submit a DBE or ACDBE Program Enter Brief Narrative 189

190 FAA Connect - DBE Uniform Form How to Submit a DBE/ACDBE Program Add the Program File - Cannot Submit without Program document 190

191 FAA Connect How to Submit a DBE or ACDBE Program Upload the Program File 191

192 FAA Connect How to Submit a DBE or ACDBE Program Save Draft (and return later) or Submit Program 192

193 FAA Connect How to Submit a DBE or ACDBE Program Withdraw to make corrections 193

194 FAA Connect How to Submit a DBE or ACDBE Goal If there is also a new Program, please also enter/upload the Program in that section Access the Goal from the Dashboard Or Access from the Airport File 194

195 FAA Connect How to Submit a DBE or ACDBE Goal If the year period for the goal is missing, please contact your FAA Compliance Specialist The FAA Compliance Specialist will add the goal period so you can access it 195

196 FAA Connect How to Submit a DBE or ACDBE Goal 196

197 FAA Connect How to Submit a DBE or ACDBE Goal Select what the goal is based on (or not required) Enter the RC/RN goals; Add the goal file 197

198 FAA Connect How to Submit a DBE or ACDBE Goal Click Save Draft (to return later) or Submit Goal Click OK on popup 198

199 FAA Connect How to Submit a DBE or ACDBE Goal Prior to FAA approval, you can Withdraw for Corrections Withdraw Goal 199

200 FAA Connect - Document Vault Document Vault (Doc Vault) The FAA may share documents in the Document Vault located at the left menus Depending on your airport assignments, there is a separate Document Vault for DBE/ACDBE, Title VI and ADA. 200

201 FAA Connect - Document Vault 201

202 FAA Connect - Document Vault Click View 202

203 FAA Connect - Document Vault Click Open at bottom 203

204 Airport Self-Assessment Tool 204

205 FAA Connect - Airport Self Assessment Tool FAA may initiate a self assessment review for your airport Airport users can initiate their own review Helps to keep the airport up to date with compliance Guidance is included in the FAA Connect User Guide 205

206 FAA Connect - Airport Self Assessment Tool FAA initiated Airport contact receives an message Appears on the Airport User s Dashboard 206

207 FAA Connect - Airport Self Assessment Tool Airport Initiated Go to Airport File, Click View 207

208 FAA Connect - Airport Self Assessment Tool Airport Initiated Click Self Assessment Tab 208

209 FAA Connect - Airport Self Assessment Tool Airport Initiated Click New Self Assessment 209

210 FAA Connect - Airport Self Assessment Tool Airport Initiated Select the Self Assessment Type; Select the Assigned Contact; Select Yes/No to Notify the Assigned Contact; Click Add Self Assessment 210

211 FAA Connect - Airport Self Assessment Tool See Instructions 211

212 FAA Connect - Airport Self Assessment Tool Complete all the questions 212

213 FAA Connect - Airport Self Assessment Tool Enter Comments; Add File, if needed Click Save Data and Return Later Or, Save and Submit Review 213

214 FAA Connect - Airport Self Assessment Tool Enter your name and the date Click Submit Review Click OK at popup 214

215 FAA Connect - Airport Self Assessment Tool FAA will review your self assessment FAA may follow-up with you regarding your responses You will receive an message when FAA has completed the review Your Dashboard will indicate Reviewed 215

216 Thank you! 216