WIOA AI Client Intake and Tracking Demonstration Project: BCDJFS “AISP01”   9.16.26

ONLY a Contractor pre-qualified in Category 2 – Application Development and Maintenance Transition Planning is eligible to make inquiries or submit a response to this Statement of Work (SOW) Solicitation.  BCDJFS will not respond to inquiries or accept Responses submitted by organizations not pre-qualified in this Technology Category.

AISP Vendor Call 9/28/26   began 10:06am

Overview

Rob Guenter, Project Manager with RFG Associates Inc., provided an overview of the project.  He explained the purpose of the project to create a tool to allow WIOA Adult and Dislocated Worker clients to be able to apply for services from a mobile device, remotely, without the need to drive to an Ohio Means Jobs Center.  Some of the locations are over an hour drive each way for clients.  The system should also determine eligibility based on WIOA criteria and be unloadable to the Ohio Workforce data base. The current Ohio system is ARIES, but the state is looking for a replacement system.  The successful vendor will need to do their best to develop a WIOA intake and eligibility program to integrate with the new Ohio state-wide system.  Any AI applications need to stay on “our side” of the system, as Ohio is reluctant to allow any third-party AI into any state system.

 

Q and A

Question 1: Does the proposer have a documented sequence of intake forms and procedures currently used?  Has the process been fully mapped?

No, the intake process has not been fully mapped.  At the initial in person vendor meeting, the Agency will provide a number of local experts who can efficiently document the current process and forms.

 

Question 2: Is this project intended to be a demonstration, or a full blow implementation effort?

This project is intended to be a short 3-month implementation on a limited basis, where further integration/improvements can be identified.  Based on the state selection of an ARIES replacement, it is hoped that this project will prove “proof of concept” and be integrated as a component of the new state-wide WIOA intake eligibility/determination process.

Rob ended the call providing a clear overview of the project timeline:

  • 9 months of planning in which time the system needs to go live for testing, trouble shooting, and staff training, and
  • 3 additional months for actual client intake and processing
  • From the approved start date to the end of 90 days client real time use, the project duration is 12 months.

 

Thank you very much.

 

PLEASE SEE  LINK FOR 9-23-26 QUESTIONS AND ANSWERS  >>https://omj16.com/wp-content/uploads/2026/10/SOW-Questions-Answers-as-of-9.23.26.xlsx

Q and A  AISP 10.14.26  Belmont Co DJFS

 

  1. Does ARIES currently expose a REST API for participant, eligibility and document submission? If so, will ODJFS provide the specification, data dictionary and test credentials by the Architecture milestone (about 10 weeks after start)? If not, is a validated batch file over SFTP an acceptable transport for this project?

Linking this project to ARIES is not required, as the state is working to replace ARIES.  If the state provides specific architecture regarding their ARIES replacement program, the Agency will expect the vendor to use it.  If not, the validated batch process will be acceptable.

  1. Will the Agency (or the State) own the cloud account, with the contractor operating under delegated roles? If so, does the Agency agree that the SOC 2 Type 2 requirement in Section 9.4 (Auditing, item A) applies to contractor-hosted services and not to custom development delivered into an Agency-owned FedRAMP-authorized environment? If the Agency reads the clause as applying, will it accept the contractor’s written information security program and the cloud provider’s FedRAMP and SOC attestations in lieu, or waive the requirement for this demonstration project?

Yes, the contractor will operate the cloud as a delegated role. At this time, we do not anticipate that this project to link or upload to a state data environment, in that ARIES will not be replaced during this project time frame. So, the Agency will accept the contractor’s written information security program and the cloud provider’s FedRAMP and SOC attestations

  1. Please confirm the go-live and support durations: the Section 2 calendar shows 9 months to work completion and 3 months of support; deliverable 15 says 7 months plus 2 months; deliverable 16 says implementation begins in month 8.

Project planning/development is 9 months, during which time the program needs to be live tested.   The last 3 months will be used for real client application.  Total project time, 12 months.

  1. May biweekly retrospectives and weekly status meetings be held on MS Teams, with onsite retrospectives at the four in-person practitioner meetings? Please confirm how many meetings, beyond the four required, the Agency expects to be in person.

The Agency is only requiring 4 in person meetings, primarily to meet with frontline WIOA case managers for their input as to what is critical to make this new system work for staff and clients.  If the vendor requests more in person meetings, we will fully cooperate.

  1. Are weekly status reports due the first workday of the week by 4:00 PM (6.1.1) or Friday close of business (6.1.5.2)?

The Agency can be flexible with this at the preference of the vendor.

  1. Is there existing digital data (spreadsheets, ARIES exports) for the active caseload that must be migrated at go-live, and roughly how many records?

A few of the participating areas have a digital spreadsheet.  One is attached as an example.   Each client may have 6-15 records.   Overall, this project may need to accommodate 60 new client case files/month.

  1. Is the Agency prepared to approve Amazon Bedrock (runtime) and AI-assisted development tools under IT-17 during the architecture phase, and is there a State review step for that approval?

If we are looking to do anything that will link to any state data base or system, state approval will be required.  Since Ohio decided to replace ARIES and has not provided any technical framework or a timeline for this ARIES replacement, we should be able to use AMAZON Bedrock.

  1. Does the Agency require a native mobile application, or is a Progressive Web App acceptable as 4.2.2 states?

We understand Native mobile applications may be much more expensive than alternatives.  As such, given the budget reality of this project, we will work with the vendor recommendation in this regard, provided that the proposed application(s) meet the Ohio DAS Cat 2 SOW security data privacy requirements.

  1. Which sprint/defect tracking and wiki tools does the Agency prefer, or may the contractor supply them?

The Agency will look for a recommendation from the vendor for this aspect of the project.

  1. Will the applicant-facing system be used by WDA 1, 15 and 17 during the demonstration, or only Area 16? (Affects user counts and training scope, not price.)

Areas 1, 15, 16 and 17 have been approved by ODJFS to be a part of this special demonstration project.  Each have agreed to provide technical WIOA assistance to the vendor for design/development.  They will each decide if they want to be a part of the actual 3-month demonstration.  We would anticipate their “go-no go” decision around the 6th month of the planning/development.

End of Q and A

Data Spreadsheet attachment

ARIES ID:

Review Form

 

First Name:

 

 

Last Name:

 

 

DOB:

 

 

Intake Date:

 

 

SSN:

 

 

County of Residence:

 

 

Current Credentials:

 

 

Desired Training:

 

 

TABE Scores

 

Name

Score

 

Level

Date

 

 

TABE – Language

 

 

 

 

 

TABE – Math

 

 

 

 

 

TABE – Reading

 

 

 

 

 

Disability that prevents from obtaining or maintaining employment

 

 

 

 

¨ Yes

¨ No

 

       – OOD Referral Form Completed

 

 

 

 

¨ Yes

¨ No

 

TAA Eligible

 

 

 

 

¨ Yes

¨ No

 

Veteran of the Armed Services/Eligible Spouse

 

 

 

 

¨ Yes

¨ No

 

PRC eligible

 

 

 

 

¨ Yes

¨ No

 

Number of Barriers

 

 

 

 

 

_______

 

Documented Reason for WIOA Eligibility

Adult

Dislocated Worker

¨ Public Assistance Recipient

¨ Low Income

¨ Basic Skills Deficient

——————————————

¨ Currently Employed

¨ Under Self-Sufficiency

¨ Terminated or laid off

¨ Self Employed  

¨ Displaced Homemaker  

¨ Plant Closure

¨ Military Spouse  

 

 

 

 

 

 

 

MIS Manager

Date

 

 

MIS Manager Recertification

Date

 

 

Coordination of Services (Completed at Screening Committee)

 

 

 

WIOA

¨ Adult                       ¨ Dislocated                   OOD

 

 

 

ODJFS

¨ TAA                                 ¨ Vet/Eligible Spouse CDJFS

 

¨ PRC

 

Date Screened                                                                                               Date Re-Screened                            

 

MCTA                                                                                                              OOD                                                    Other

 

ODJFS                                                                                                              CDJFS                                                  

 

Notes:_____________________________________________________________________________________________________

__________________________________________________________________________________________________________

__________________________________________________________________________________________________________

__________________________________________________________________________________________________________

__________________________________________________________________________________________________________

Mahoning and Columbiana Training Association 

WIOA Application

 

General Screen 

 

Intake Date

Staff Office   ¨ 17-1          ¨ 17-2

Street Address

 

SSN

City

State  

 

Zip

County

First Name

MI

Mailing Street Address (If Different)

 

Last Name

Mailing City

Mailing State 

 

Mailing Zip

Mailing County

Date of Birth

Age

Gender

¨ M    ¨ F

Primary Phone

Secondary Phone

Race 

 

¨ American Indian/Alaskan Native

¨ Asian

¨ Black/African American  

 

¨ Native Hawaiian/Other Pacific Islander

¨ White

¨ Other

¨ Did Not Declare

Ethnicity

¨ Hispanic

¨ Not Hispanic or Latino

¨ Did Not Declare  

Native or Primary Language 

 

Additional

 

UI Status at Intake 

¨ Eligible Claimant Referred by NPRS

¨ Eligible Claimant Not Referred by NPRS

¨ Not a Current Claimant and Not an Exhaustee  

 

Education Status

¨ In School—High School or less

¨ In School—Post High School

¨ In School—Alternative School

¨ Out of School—Graduate

¨ Out of School—Dropout

Veteran 

¨ Yes     ¨ No

Spouse of a Veteran  ¨ Yes         ¨ No

Homeless

¨ Yes         ¨ No

 

Education Level

 

Program Data

Citizenship

¨  Refugee

¨  US Citizen           ¨ Other Legal Alien

¨  Registered Alien ¨ Other

Family Size  

Family Six Month Income   

Individual Six Month Income  

Dislocated Worker Details

Public Assistance Details  

Employer:

SSI                                                                                            $

City:                                                       

State:

Refugee Assistance                                                                  $

¨  Terminated or laid off

¨  Self Employed  

¨  Displaced Homemaker     

¨  Plant Closure

¨  Military Spouse  

SSDI                                                                                          $

TANF                                                                                         $

Food Stamps                                                                            $

Selective Service

       ¨ Yes              ¨ No              ¨ Exempt

UI weekly amount: $

Dislocation Wage: $

Dislocation Date:         

Tenure:                      /months

Selective Service Number   

 

Documented Reason for Eligibility

 

Adult

Dislocated Worker

Out-of-School Youth

In-School Youth

¨  Under Self-Sufficiency

——————————————–—

¨  Public Assistance Recipient

¨  Low Income

¨  Basic Skills Deficient

——————————————–—

¨  Currently Employed

 

¨  Terminated or laid off

¨  Self Employed  

¨  Displaced Homemaker  

¨  Plant Closure  

¨  Military Spouse  

¨ Not Attending School; and

¨ Age 16 through 24; and

 

One of more of the following:

 

¨ School Dropout

¨ Low Income/Secondary Diploma; and

¨ Basic Skills Deficient; or

¨ English Language Learner   

¨ Offender

¨ Homeless/Foster Child

¨ Pregnant/Parenting

¨ Disabled

¨ Low Income and Youth Requires 

              Additional Assistance

¨  Attending School; and

¨  Age 14 through 21; and

¨  Low Income; and

 

One of more of the following:

 

¨  Basic Skills Deficient

¨  English Language Learner

¨  Offender

¨  Homeless

¨  Pregnant/Parenting

¨  Disabled

¨  Requires Additional Assistance

 

 

Barriers Data  

 

¨ Disabled _______________________

          •  Complete RSC Checklist

¨ Single Parent

¨ Runaway

¨ Limited English Proficiency

¨ Behind Grade Level

¨ Basic Skills Deficient  

¨ Substance Abuse

¨ Pell Grant Recipient

¨ Subject to the Justice System

¨ Homeless

¨ Offender

¨ Foster Child

¨ Pregnant/Parenting Youth

¨ Youth Requires Additional Assistance

¨ School Dropout

¨ Lacks Transportation   

 

 

 

Family Information

 

 

 

 

Name

Relationship

Age

Birthday

Income Source

Amount

 

 

SELF

 

 

 

$

 

 

 

 

 

 

$

 

 

 

 

 

 

$

 

 

 

 

 

 

$

 

 

 

 

 

 

$

 

 

 

 

 

 

$

 

 

 

 

 

 

$

 

 

 

 

 

 

$

 

 

 

 

 

 

$

Family Size:

 

 

 

Total Income:

$

 

Applicant Work History

 

 

 

 

Company Name

Job Title

Start Date

End Date

Reason for Leaving

Hours

Wage

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Emerge

ncy Contact Information

 

Name

Relationship

Phone

 

 

 

 

 

 

 

 

 

 

Mahoning and Columbiana Training Association

Determination of WIOA Dependent Status Checklist

Required Documentation

Yes

No

Documentation/Comments

Are you 25 or older?

¨

¨

 

Do you provide more then 50% of your own support*?

¨

¨

 

Are you married?

¨

¨

 

Do you have children that receive more then half of their support* from you?

¨

¨

 

Do you have dependents (other then your children or spouse) whom live with you and whom receive more than half of their support* from you?

¨

¨

 

Do you live in your own residence or in a residence without support* from  parents or guardians?

¨

¨

 

Are you currently serving on active duty in the U.S. armed forces for  purposes other than training?  (If you are a National Guard or Reserve enlistee, are you on active duty for other than state or training purposes?)

¨

¨

 

Are you a veteran for the U.S. armed forces?

¨

¨

 

*Support as it relates to dependent includes food, clothing, shelter, utilities, education, medical care, dental care, recreation,  transportation, cash public assistance and food assistance .

 

 

Mahoning and Columbiana Training Association

Are you a relative of or do you have a close personal relationship with any of the following people?  

 

DISCLOSURE  

NAME

RELATIONSHIP

 

 

 

 

¨

Local elected officials

 

 

¨

WDB members

 

 

¨

WDB subcommittee members

 

 

¨

WIOA executive staff and supervisors

 

 

¨

WIOA employees

 

 

¨

OhioMeansJobs center partner staff

 

 

¨

WIOA sub-recipients and/or contractors

 

 

¨

County employees

 

 

¨

N/A

 

 

 

 

Printed Name:_______________________________   Signature:______________________________    Date:____________

 

 

  

IF A RELATIONSHIP IS DISCLOSED

 

¨ There is a real or potential conflict of interest that has to be addressed with respect to who will review, 

score, and approve or deny the employer’s application.   

 

¨ There is not a real or potential conflict of interest that has to be addressed with respect to who will review,  score, and approve or deny the employer’s application.   

      

 

 

Signature:___________________________________________________________________                    Date:____________

 

 

RG 12/3/2025

 

Mahoning and Columbiana Training Association

Release of Information

       You are hereby requested and authorized to give the Mahoning and Columbiana Training Association any and all  information you may have in my files to assist with my application for employment/training, or my current employment/ training with the Mahoning and Columbiana Training Association.

 

      I also authorize the Mahoning and Columbiana Training Association to release to prospective employers, training institutions or social agencies any information pertaining to my application or participation in WIA activities.

 

 

 

Applicant Signature

Date

 

 

Parent or Guardian Signature

Date

Certification

I certify to the best of my knowledge that the information on these forms is accurate and true.  I understand that all  information is subject to verification and that falsification shall be grounds for termination and may subject the applicant to prosecution under the law.

 

 

Applicant Signature

Date

 

 

Parent or Guardian Signature

Date

Permission for Minor Child

I give my son/daughter permission to participate in the activities related to the youth programs at MCTA.  A separate  permission slip will be sent in case transportation is needed for a particular event.

 

 

Parent of Guardian Signature

Date

Recertification

I certify to the best of my knowledge that the information on these forms is accurate and true.  I understand that all  information is subject to verification and that falsification shall be grounds for termination and may subject the applicant to prosecution under the law.

 

 

Applicant Signature

Date

 

 

Parent or Guardian Signature

Date

 

Procurement

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