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DBE Certification On-site Visits Training Course

AASHTO Civil Rights Training Symposium

Alexandria, VA

June 6, 2016

Janet Hayes, Civil Rights SpecialistFHWA, Resource Center

Learning Outcomes

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Be Familiar with the DBE Certification On-site Visits Training Course

Explain How to Review and Analyze an Application for Scheduling an On-site Visit

Know the Significance of Writing On-site Visit Reports

DBE Certification On-site Visits

This course was designed to promote consistency among certifying agencies in:

Conducting on-site visits; Making informed certification decisions; andPreparing on-site review reports.

Course Objectives Explain the DBE Program Certification Objectives and

Requirements

Identify the DBE Certification Eligibility Standards for DBE Certification

Describe How to Review and Analyze an Application for Scheduling an On-site Visit

Explain How to Prepare for a DBE Certification On-site Visit

Demonstrate How to Conduct a DBE Certification On-site Visit

Identify Key Elements to Support DBE Certification Decisions

Course Overview

Module 1 - Explain the DBE Program Certification Objectives and Requirements

DBE Program OverviewObjectives

• To ensure nondiscrimination in the award and administration of DOT-assisted contracts.

• To create a level playing field on which DBEs can compete fairly for DOT-assisted contracts;

• To ensure that the Department’s DBE program is narrowly tailored in accordance with applicable law;

• To ensure that only firms that meet the eligibility standards are permitted to participate as DBEs;

• To remove barriers to the participation of DBEs in DOT-assisted contracts;

• To promote the use of DBEs in all types of federally-assisted contracts and procurement activities conducted by recipients;

• To assist the development of firms that can compete successfully in the marketplace outside the DBE program; and

• To provide flexibility to recipients of Federal financial assistance in establishing and providing opportunities for DBEs.

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Course Overview

Module 2

Certification Eligibility Standards

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DBE CERTIFICATION STANDARDS

Small Business

Social and Economic Disadvantaged

Ownership

Control

Module 3Reviewing and Analyzing the

Application to Schedule the VisitReview entire fileConsider eligibility standards Consider state/local requirements Consider and follow State UCP procedures

Determine if firm is READY to be scheduled for on-site review . . .

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Course Overview

ExerciseReview DBE Application Supporting

Documents

Question:

Is Right Welding Corporation READY for a DBE on-site certification visit?

Yes No

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Module 4 – Preparing for the On-site Visit

Know before you go:Owner or OwnersBecome familiar with business

documentsIf chaperone is needed Determine if project site visit will

take place and make plans with applicant, if necessary

Course Overview

ExerciseList Red Flags

AndQuestions for Clarification

Module 5 - DBE On-site Certification Visit Video-Right Welding Corporation

Course Overview

How to Conduct the On-Site Review

Interviewer SkillsAsk the Tough QuestionsKnow your Role as the InterviewerReview Recent Contracts

Statement of Facts & Findings

Identify the appropriate citation in the regulation;

Address certification standard;

Verified and validated information;

Based on facts not opinions;

Contain clear, concise and complete sentences; and

Identify documents which support your recommendation.

Writing the On-site Review Report

Why Write a Good Report?

Interstate Certification purposes

Relied on by UCP decision-maker

In case of an appeal (may be requested by USDOT, a court or other authorities)

Get it Right at CertificationA good job on the front end, prevents

problems on the back end!

Summary A major objective of the DBE program is to ensure that

only eligible firms participate.

UCPs must review all of the information as a whole and follow all procedures in making certification decisions.

UCPs must support their decisions with written documents contained in the applicant file.

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Thank You!If you have questions please contact

Janet Hayes, FHWA Resource Center, Civil Rights TSTjanet.hayes@dot.gov

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