MUNICIPALITY OF ANCHORAGE

EQUAL EMPLOYMENT OPPORTUNITY SPECIAL PROVISIONS

CONTRACT COMPLIANCE SPECIFICATIONS

Table of Contents

Page

EEO CONTRACT COMPLIANCE GUIDELINES AND INFORMATION	1-2

EEO Posting Requirements and Record Retention…………………………………… 3

Sworn Statement for Contract Compliance……………………………………………..4

Employment Information Report and Data	……………………………..….5

Profile of Employment Procedures and Practices….....................................................6-7

Employment Profile	….8

Estimated Sub-Contractors Data ………………………………………………………...9

MUNICIPALITY OF ANCHORAGE OFFICE OF EQUAL OPPORTUNITY

632 West 6th Avenue, Suite 170 P.O. Box 196650

Anchorage, Alaska 99519-6650

OEO@muni.org

Telephone: 907-343-4897

Fax: 907-343-4875

10-026 07/2015

EEO CONTRACTCOMPLIANCE GUIDELINES AND INFORMATION

The Equal Employment Opportunity (EEO) Contract Compliance annual requirements must be met prior to award of bids, or for contracts to be awarded without competitive bidding, prior to execution of the contract.

Subject to the qualifications and exceptions contained in this section, every municipal contractor and first tier subcontractor shall complete an information form. If the contractor or first-tier subcontractor has 50 or more employees and has a contract, subcontract or purchase order amounting to $50,000 or more, or has a contract or an aggregate of contracts which will total or can be expected to reach $50,000 or more, all 9 pages must be completed Subcontractors below the first tier which perform construction work at the site of construction shall be required to meet the annual contract compliance information filing requirements if they meet the requirements of this section. (Please provide documentation)

If your company has fewer than 50 employees and/or a contract or purchase order amounting to less than $50,000, please complete the Small Contractor Compliance Form 10-025.

If at any time throughout the year your company in total exceeds $50,000 you must contact our office and fill out the 10-026 for compliance.

Complete and return contract compliance forms and attach all required documentation and send to the Municipality of Anchorage, Office of Equal Opportunity, Contract Compliance Office, at 632 West 6th Avenue, Suite 170, Anchorage, Alaska 99501. [P. O. Box 196650, Anchorage, Alaska 99519-6650]. You may also email the forms to oeo@muni.org.

All documentation must be clear, legible, organized, and labeled according to section and question number. Please only select one way of submitting documents. (Mail, email, fax, walk-in)

The Annual Contract Compliance Information Forms Shall Include, But Not be Limited To:

Annual Sworn Statement for Compliance that the bidder, contractor or subcontractor is aware of and will comply with all applicable federal, state and municipal statutes, ordinances and regulations concerning equal opportunity employment and that, upon written request from the contract compliance offices, the bidder, contractor, or subcontractor has implemented or will implement an affirmative action plan that has been approved by the contract compliance officer and that is sufficient to satisfy requirements of federal, state and municipal law.

Annual Employment Data Report showing total employment by job categories; the number of minorities and females employed in each job category; and for minority employees, the ethnic groups which the employees represent.

Information Concerning the Bidder’s Contractor’s Policies and Procedures relating to recruiting, hiring, advertising for employees, nondiscrimination policies, affirmative action programs and other similar information together with such supporting data as may be requested by the contract compliance officer.

Annual Employment Profile of New Hires, Termination and Promotions for the immediately preceding year, according to job classification, sex and minority groups.

A municipal contractor or subcontractor who within the immediately preceding 12 months has filed completed annual contract compliance forms with the contract compliance office and has had those forms approved by the contract compliance office is exempt from filing new annual contract compliance information forms.

A contractor who uses or anticipates the use of subcontractors for any portion of a municipal contract shall notify the contract compliance officer, on a form provided by her or him, of the names, addresses, and telephones numbers of subcontractors; types of subcontractor work to be done, estimated start dates, estimated number of working days, and estimated subcontract amounts for all subcontractors who will be involved in the performance of the municipal contract. Such notice shall be provided no later than the commencement of performance or as soon as subcontractors are selected, whichever occurs first. Such notice shall also include a signed statement that all subcontractors have been advised of their reporting obligations under Section 7.50.090 – 7.50.110.

No bid shall be awarded nor shall any contract be executed by the municipality until the requirements of this section have been met.

Failure to file timely, complete and accurate reports as required above constitutes non-compliance with the contractor's or subcontractor's obligations under Municipal Ordinance AMC 7.50. It is grounds for the imposition of any authorized sanctions including declaration of non-responsiveness of bid and cancellation, termination, or suspension of the contract.

EEO POSTING REQUIREMENS

The contractor or first-tier subcontractors, if applicable, during the contract performance, must post in conspicuous places at the project site available to employees and applicants for employment EEO notices which shall be provided by the contract compliance office upon request. EEO policy must be posted in offices, updated annually and signed by company president and designated EEO Officer.

RECORD RETENTION

Any personnel or employment record made or kept by the contractor shall be preserved by the contractor for a period of not less than two years from the date of the making of the record or the personnel action involved, whichever occurs later. However, if the contractor has fewer than 150 employees or does not have a municipal contract of at least $150,000, the minimum record retention period shall be one year from the date of the making of the record or the personnel action involved, whichever occurs later. Where the contractor has received notice that a complaint of discrimination has been filed, that a compliance evaluation has been initiated, or that an enforcement action has been commenced, the contractor shall preserve all personnel records relevant to the complaint, compliance evaluation or enforcement action until final disposition of the complaint, compliance evaluation or enforcement action.

Affirmative action programs and supporting documents are to be retained for the immediately preceding Affirmative Action Program year.

Failure to preserve complete and accurate records as required constitutes noncompliance with the contractor's obligation under Municipal Ordinance AMC 7.50.

MUNICIPALITY OF ANCHORAGE OFFICE OF EQUAL OPPORTUNITY CONTRACT COMPLIANCE

This statement must be signed and returned to the Municipality of Anchorage, Office of Equal Opportunity, Contract Compliance Office, P.O. Box 196650, Anchorage, Alaska 99519-6650, prior to award of bids or, for contracts to be awarded without competitive bidding, prior to execution of the contract.

This statement fulfills the requirement of regulation 7.50.090.C, which calls for a sworn statement that the bidder, contractor or subcontractor is aware of and will comply with all applicable federal, state and municipal statutes, ordinances and regulations concerning equal employment opportunity and that the bidder, contractor, or subcontractor will upon request from the Contract Compliance Office implement an affirmative action plan.

NOTE: Only one (1) such form need be filed every twelve (12) months.

SWORN STATEMENT FOR COMPLIANCE

The undersigned, being duly sworn on oath, states on behalf of the Contractor/Subcontractor as follows:

A.	Contractor/Subcontractor has given or will give, prior to the commencement of work, notice to his supervisors and other employees and subcontractors of the terms of the Affirmative Action to be undertaken.

B.	Contractor/Subcontractor will cooperate fully with the Municipal Office of Equal Opportunity/Contract Compliance Office while making every good faith effort to comply with the affirmative action requirements set forth in this sworn statement. The Office of Equal Opportunity/Contract Compliance Office will be informed in writing of any refusals by unions or others to cooperate with the contractor's affirmative action goals.

C.	Contractor/Subcontractor will upon written request in good faith undertake affirmative action to remedy underutilization of minorities and women at all levels of the work force by taking the following affirmative actions as necessary to achieve a representative work force:

1.	Conduct recruitment efforts through the media or with employment or other organizations, schools, and/or training establishments concerned with securing employment for minorities and women. When the open position or anticipated vacancy is an underrepresented classification, contractor will emphasize that minorities and/or women are encouraged to apply.

2.	Make specific efforts to encourage present employees to recruit minorities and women to apply for present or anticipated vacancies.

3.	Give notice to supervisors and other employees of the affirmative actions to be undertaken, and ensure that all supervisors and employees are aware of their obligation to maintain a working atmosphere free from discriminatory conduct or attitudes.

D.	The Contractor/Subcontractor will have, or will implement upon request of the Contract Compliance Office, an affirmative action plan sufficient to satisfy requirements of federal, state and municipal law.

E.	Nothing in this sworn statement will interfere with the Contractor's/Subcontractor's right to select, promote or retain employees based upon merit or other factors which do not operate discriminatorily with regard to race, color, religion, national origin, or sex. Contractor/Subcontractor may seek the advice of the Contract Compliance Office to assist in meeting the affirmative action requirements of this sworn statement.

Contractor’s name: ______________________________ Signature: ___________________________________________

Date: _________________

Subscribed and sworn to me on this	day of ________2016

NOTARY PUBLIC IN AND FOR THE STATE OF

Commission Expires: ___________

EMPLOYMENT INFORMATION REPORT

FIRM NAME:	________ DATE PREPARED: ________

ADDRESS:	___________________________________	TELEPHONE:	________

FAX:	________________ EMAIL ADDRESS:	____________________________

This form must be filled out and returned to the Municipality of Anchorage, Office of Equal Opportunity, Contract Compliance Office, P. O. Box 196650, Anchorage, Alaska 99519-6650, prior to award of bid or, for contracts to be awarded without competitive bidding, prior to execution of the contract. This form fulfills the requirements of regulations 7.50.090.C, which requires employment information on contractor's/subcontractor's work force composition by race and sex for the past 12 months. Please note, all seasonal, interns, employees promoted or terminated must be calculated into this data.

NOTE: Only one (1) such form need be filed every twelve (12) months.

EMPLOYMENT DATA

American
Total	Total	Indian or	Pacific
Occupation	Employed	Minorities	Black	Asian	AK Native	Hispanic	Islander	2+ Races
M	F	M	F	M	F	M	F	M	F	M	F	M	F	M	F
Managerial/Owner
Superintendent/Foreman
Apprentice/On-The-Job Trainee
Clerical
Sales Workers
Equipment Operator
Truck Drivers
Ironworkers
Carpenters
Cement Masons
Electricians
Pipefitters/Plumbers
Painters
Laborers/Semiskilled
Technicians
Service
Professionals
TOTAL
Submitted by: (Name & Title)	Date

Is your company a certified Disadvantaged Business Enterprise? Yes ________ No ________

Is your company a subsidiary to another company?	Yes ________ No ________

MUNICIPALITY OF ANCHORAGE OFFICE OF EQUAL OPPORTUNITY

CONTRACT COMPLIANCE

PROFILE OF EMPLOYMENT PROCEDURES AND PRACTICES

This form must be filled out and returned to the Municipality of Anchorage, Office of Equal Opportunity, Contract Compliance Office, P.O. Box 196650, Anchorage, Alaska 99519-6650, prior to award of bid or, for contracts to be awarded without competitive bidding, prior to execution of the contract. This form fulfills the requirements of regulation 7.50.090.C.3, which requires information concerning the bidder's or contractor's/subcontractor's policies and practices relating to recruiting, hiring, advertising for employees, nondiscrimination policies, affirmative action programs and other similar information and supporting data.

NOTE: Only one (1) such form need be filed every twelve (12) months.

Please provide proper documentation to support the following questions. Failure to provide this information will result in the rejection of this form.

Union Affiliations if applicable: Please type your responses to the following questions (1-5) on a separate sheet of paper:

Name and number of labor unions or workers' organizations, if any. (Please provide copies of collective bargaining agreements with trade unions that include non-discrimination language and “An Equal Opportunity Employer”).

If the union(s) has been unable to refer qualified minorities and females for employment, have recruitment procedures been established and used to fill job vacancies consistent with the EEO obligations of this contract? (Please provide a copy of the procedures and documentation of these efforts.) Yes	___ No ______

Is there an Equal Employment Opportunity clause incorporated in the agreement(s) with the unions?	Yes	___No

Does the agreement(s) provide for exclusive hiring hall referrals?	_____Yes_____ No

If so, has the business sent written notices to unions in regards to this clause?	Yes	No

RECRUITMENT SOURCES

Please provide the proper documentation as requested for the questions below, failure to provide this information will result in rejection of this form.

Please provide your company’s responses to the following questions on a separate sheet of paper:

1.	When advertising or notifying all your employment hiring sources, such as employment agencies, newspapers, trade magazines, labor unions, etc., has the notation “An Equal Opportunity Employer” been included in those advertisements? _____Yes _____ No

2. What advertisement techniques are you taking to promote, locate and increase minorities, women, veterans, disabled veterans and people with disabilities for employment consideration? (Example: posting notices or fliers in common places such as grocery stores, community centers, post offices, gas stations, job postings online, invoices, etc.) (Please provide documentation.)

3.	What affirmative action’s recruiting techniques are you taking to promote, locate, and increase minorities, women, veterans, disabled veterans and people with disabilities work force participation? (Example: contacting minorities, women, veterans, disabled veterans and people with disabilities, reaching out to targeted minority groups) (Please provide documentation.)

4.	Do you have a written affirmative action plan? _____Yes _____ No

Contractor/Subcontractor will have, or will implement upon request of the Contract Compliance Office, an affirmative action plan sufficient to satisfy requirements of federal, state and municipal law. EEO Policy must be signed by the Chief Executive Officer (CEO).

Does your company currently have an EEO policy signed by the owner/president of the company? (Please provide a copy)

_____Yes _____ No

6.	Have you circulated this policy throughout your organization? _____Yes _____ No

7. How is this information being disseminated to employees?

8.	Please list the names and/or addresses of hiring organizations and agencies that may refer minorities, women, veterans, disabled veterans and people with disabilities for employment consideration.

9.	Please provide a copy of your employment application and any other documentation you use to collect ethnicity information from job seekers. For example, provide walk-in logs; hiring questionnaire, interview questions, a summarized list of employment applications that includes trade, craft, ethnicity, and gender; etc. Please only provide blank samples of these forms.

Signature/Title:	Date:

EMPLOYMENT PROFILE

This form must be filled out and returned to the Municipality of Anchorage, Office of Equal Opportunity, Contract Compliance Office, P. O. Box 196650, Anchorage, Alaska 99519-6650, prior to award of bid or, for contracts to be awarded without competitive bidding, prior to execution of the contract. This form fulfills the requirement of regulation 7.50.090.C.4, which requires a profile of new hires, terminations and promotions for the immediately preceding year according to job classification, sex and minority groups.

NOTE: Only one (1) such form need be filed every twelve (12) months.

Complete the following chart for new hires in past year.

Job Category	Total New Hires	White Male	Minority Male	White Female	Minority Female
Managerial
Professional
Skilled
Semi-Skilled
Apprenticeship
Technical
Clerical
Sales
Service
Labor

(2) Complete the following chart for all persons promoted.

Job Category	Total Promotions	White Male	Minority Male	White Female	Minority Female
Managerial
Professional
Skilled
Semi-Skilled
Apprenticeship
Technical
Clerical
Sales
Service
Labor

(3) Complete the following chart for all persons terminated in the past year.

Job Category	Total Terminations	White Male	Minority Male	White Female	Minority Female
Managerial
Professional
Skilled
Semi-Skilled
Apprenticeship
Technical
Clerical
Sales
Service
Labor

Signature/Title:	Date:

ESTIMATED SUB-CONTRACTOR'S DATA

If subcontractors are used, this form must be filled out and returned to the Municipality of Anchorage, Office of Equal Opportunity, Contract Compliance Office, P. O. Box 196650, Anchorage, Alaska 99519-6650, prior to commencement of performance or when subcontractors are selected, whichever is sooner.

If this form is not applicable to you, please indicate so.

This form must be filed on each contract under which the contractor proposes to use subcontractors.

This form fulfills the requirements of regulation 7.50.090.E, which calls for the names and addresses of all subcontractors who will be involved in the performance of the Municipal contract.

COMPANY NAME: Disadvantaged Business (DBE): ( ) Minority Business (MBE): ( ) Woman Owned Business (WBE): ( ) Address: City, State Zip Telephone: Estimated Contract Amount: Project Task: Estimated Start Date Estimated Working Days:
COMPANY NAME: Disadvantaged Business (DBE): ( ) Minority Business (MBE): ( ) Woman Owned Business (WBE): ( ) Address: City, State Zip Telephone: Estimated Contract Amount: Project Task: Estimated Start Date Estimated Working Days:
COMPANY NAME: Disadvantaged Business (DBE): ( ) Minority Business (MBE): ( ) Woman Owned Business (WBE): ( ) Address: City, State Zip Telephone: Estimated Contract Amount: Project Task: Estimated Start Date Estimated Working Days:

Duplicate this form as necessary to list all subcontractors.

Signature/Title:	Date:

Prime Contractor

Estimated Contract Amount: ______________________________________

Project Title:

The above information is mandatory if applicable