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94sc02a.htm




Date:     September 8, 1995

Case No.: 94-SCA-2

In the Matter of:

JOHN S JANITORIAL SERVICE, INC.,
( JJS ), JJS Services, Inc.,       
JOHN WOMACK and BRENDA CHOUINARD,  

     Respondents                   
                                   

APPEARANCES:

On behalf of the Secretary:

     Gail E. Glick, Esq.
     U.S. Department of Labor
     Office of the Solicitor
     One Congress Street
     Boston, Massachusetts 02114

On behalf of the Respondents:

     Denzil D. McKenzie, Esq.
     McKenzie & Edwards, P.C.
     U. S. Trust Building
     141 Portland Street
     Cambridge, Massachusetts, 02139

Before:

     Joel F. Gardiner
     Administrative Law Judge


                         DECISION AND ORDER


     This matter was referred to the Office of Administrative Law
Judges for determination under the provisions of the McNamara-

[PAGE 2] O Hara Service Contract Act of 1965, as amended, 41 U.S.C. § 351, et seq., (hereinafter the Act) and the regulations at 29 C.F.R. Parts 4 and 6. The Complaint was issued on October 6, 1993. A Pre-Hearing Order was issued by Judge Vittone on November 29, 1993. A Notice of Hearing was issued by Judge Rosenzweig on July 6, 1994, setting a hearing date of October 11, 1994. On August 30, 1994, Judge Rosenzweig issued a Notice of Re-Assignment and Pre-hearing Order. Pursuant to this Order the instant matter was re-assigned to the undersigned. On November 18, 1994, pursuant to the agreement of the parties, a Notice of Re-Scheduled Hearing was issued which postponed the Hearing until February 27, 1995. On February 15, 1995, again pursuant to the mutual agreement of the parties, an Amended Notice of Re-Scheduled Hearing was issued which postponed the Hearing until March 28, 1995. A hearing was held on March 28, 1995, in Boston, Massachusetts. At the hearing, Administrative Law Judge s exhibits 1 through 16 and Complainant s exhibit s 1 through 11 were admitted into evidence.[1] Subsequent to the hearing, on June 1, 1995, both parties filed briefs.[2] This decision is rendered after full consideration of the entire record herein. BACKGROUND Respondents first began providing cleaning and janitorial services and the company was incorporated in 1979 as Shaw s Janitorial Services. (TR 179) In 1987 the corporate name was changed to JJS Services. Respondents received their first government contract in 1980, and their first United States Air Force contract in 1987. (TR 180) Respondents have performed a number of different contracts for various government agencies. The instant matter concerns work performed at Hanscom Air Force Base and Fort Devens in Massachusetts. FACTS Since 1986, Respondents have been investigated by the Department of Labor on eight separate occasions.[3] These investigations were the result of employee complaints. (TR 56- 58,80) In the first investigation in 1986 no violations were found. (TR 68) The January, 1987 the investigation disclosed prevailing wage violations, fringe benefit violations, and some
[PAGE 3] overtime violations. (TR 68) These violations involved approximately 300 employees and required that the Respondents pay approximately $30,000.00. (TR 69) The Respondents gave assurances of future compliance. Debarment was not recommended, even though the violations were considered serious, in view of the fact that this was the first investigation to disclose any violations. An April, 1987 investigation found prevailing wage violations. Approximately 185 employees were involved and the Respondents agreed to pay approximately $19,000.00. Once again the Respondents assured future compliance. (TR 70) Debarment was not recommended as the investigation covered an interim period after the second violation. (TR 71) In January, 1988, an investigation found no violations. (TR 71-72) The next investigation took place in 1989 and disclosed fringe benefit violations. Approximately 7 employees were involved and the Respondents agreed to pay approximately ,000.00. Again the Respondents pledged future compliance. No debarment was recommended as the violations were of a somewhat different nature, and a relatively small number of employees were involved. (TR 72-73) In January, 1990, an investigation involved fringe benefits, and vacation and holiday pay violations. Approximately 10 employees were involved and Respondents agreed to pay approximately $4,400.00. (TR 73) Again, Respondents assured future compliance and again, in view of the relatively small violations, no debarment was recommended. (TR 74) In January, 1992, the next investigation found violations concerning prevailing wage rates and fringe benefits involving 150 employees. The investigation covered the period from October, 1990 to January, 1992. Respondents agreed to pay approximately $40,000.00. (TR 51,75) The investigation was not completed until February. Respondents agreed to conduct a self audit for the months of January and February. (TR 28) Respondents agreed to pay the $40,000.00 by June 1, 1992. (TR 29,77, CX 11) The payments were not made by June, 1992. The self audit disclosed that Respondents owed an additional $14,000.00 for violations which occurred in January and February, 1992. These violations involved approximately 102 employees. (TR 32-33,50,87, CX 8) Respondents agreed to pay this amount by the end of June, 1992. (TR 29,54) This amount was not paid by the deadline. (TR 31) As a result of Respondents failure to pay the agreed upon amounts by the date set, a re-investigation was conducted in December, 1992. (TR 30,55) In February, 1993 respondents agreed that all payments would be made by May 1, 1993. (TR 35) Not all of the payments were made on time and Respondents were given a final deadline of July 30, 1993. The final payment was received by this date. (TR 53) As a result of the seventh and eighth investigations the Department of Labor decided to seek to have Respondents debarred. (TR 39)
[PAGE 4] Colette Hanlon worked for the Respondents as the payroll and human services administrator from November, 1991 to March of 1992. (TR 92) Her responsibilities included maintaining employee records and processing the payroll. She was supervised by Brenda Chouinard. (TR 94) Ms. Hanlon testified that when she was being trained for her job she was told that the Respondents did not pay overtime and that overtime hours were to be entered onto the payroll and paid at straight time. She stated that she brought this matter to Brenda Chouinard s attention and Ms. Chouinard stated that it was Respondents policy not to pay overtime. (TR 98- 100) Ms. Hanlon also testified that in January, 1992, John Womack told her to make it difficult for the Department of Labor investigators to find anything. (TR 102) Ms. Hanlon stated that she was asked to perform an audit of the government contracts at Hanscom Air Force Base for 1990 and 1991. The results of her audit showed that the Respondents owed in excess of $70,000.00. The audit results were given to Brenda Chouinard. (TR 103-104) She also testified that in February 1992 she was provided with wage increases for Hanscom Air Force Base and Hanscom Commissary. She calculated what the wage increase would be for each employee and entered this information onto the payroll spreadsheet. Brenda Chouinard, in the presence of John Womack, reprimanded her for this and told her to reinstate the original rates. (TR 110-111) Finally, Ms. Hanlon testified that in 1992 the DOL investigator asked for employee W-2 forms. The forms were compiled, but Brenda Chouinard asked her not to send them out. The forms were left on a table for several weeks. (TR 114-115) On cross examination, Ms. Hanlon stated that she was owed back wages by the Respondents under the Fair Labor Standards Act. (TR 118) She stated that she was told that she was expected to work overtime, but would not be paid for it. (TR 119) She was also told that the Respondents were experiencing financial difficulties. (TR 141-142) Brenda Chouinard, Respondents vice president of administration, testified that Respondents lost the payroll records covering several of the periods when DOL conducted investigations. (TR 155-156) She stated that Respondents did not attempt to impede the DOL investigations and supplied the requested documents. (TR 156-157) With respect to Ms. Hanlon s testimony about employee W-2 forms, she did not specifically recall what had happened, but stated Respondents policy would be to allow the investigator to come and look at them. (TR 157) Ms. Chouinard testified that Respondents needed a wage determination letter before raising employee wage rates under a government contract. She testified
[PAGE 5] that these letters should come from the contracting officer, but that they were not received on time. Respondents first learned of the new rates from the DOL investigator. Once the rates were raised, Respondents had to apply to the appropriate agency to recover the deficiency. This process took between three and nine months. (TR 159-162) Respondents were in poor financial condition and had to use a line of credit to pay the wage increases until they were reimbursed. She testified that Respondents did pay overtime. Respondents only had a policy against working overtime without prior approval. (TR 174-175) Respondents never tried to avoid any laws or regulations. (TR 165-166) John Womack, Respondents president, testified that he did not tell anyone to frustrate the DOL investigation. He stated that Respondents did some things wrong but this was not intentional and that corrective action had been taken. (TR 183-184) Respondents did not have the wage determination letters at the right time, and that it took from three to nine months to get reimbursed. Respondents had to advance the money for these wage increases and pay interest until the reimbursement was received. (TR 185-186) He testified that the Hanscom Air Force contract was valued at ,600,000.00 and the violations found totaled ,049.00. The Fort Devens Commissary contract was for $600,000.00 and the violations were $520.00. (TR 187) The United States Air Force Academy contract was valued at $300,000.00 and the violations were $4,400.00. The 1992 Commissary contract was $300,000.00 and the violations were $25,000.00. (TR 187) Mr. Womack stated that Respondents had received very confusing information on wage rates but had agreed to pay whatever the government said was due. Respondents always placed the welfare of their employees first as shown by the fact that the annual employee turnover rate in the industry was 150% whereas the Respondents turnover rate was under 100%. Respondents had received many community awards and citations. (TR 189-190, 194-195) Some of Respondents managers had allowed employees to work overtime without paying time and one half. As a result Respondents had instituted a policy in 1990 which required prior approval for overtime. (TR 190-191) Respondents have a very low profit margin. Respondents are struggling financially and recently had their first layoff. (TR 192-193) Mr. Womack also pointed out that Respondents employees were totally unionized. (TR 194) POSITIONS OF THE PARTIES Secretary s Position
[PAGE 6] Respondents should be debarred. The most recent investigations disclosed violations of the Service Contract Act. The violations involved prevailing wage rates and fringe benefits. Respondents failed to pay the amounts involved until more than a year after the original deadline. Respondents have a history of violations under the Service Contract Act. The Wage and Hour Division has conducted eight investigations since 1986. These investigations disclosed six violations. At the conclusion of each investigation, the Respondents paid the back wages which were due and promised future compliance. Respondents have repeatedly been given the benefit of the doubt with respect to debarment but it has become clear that the Wage and Hour Division would have to be policing Respondents on a regular basis. Further, Respondents administrator of payroll and human services testified that she was told to make it difficult for Wage and Hour investigators. In such circumstances a violator can only avoid debarment by showing unusual circumstances . A to Z Maintenance Corp. v. Dole, 710 F.Supp. 853 (D.D.C. 1989); 29 C.F.R. §4.188(b)(3). Respondents have demonstrated no unusual circumstances. A history of repeated violations precludes a finding of unusual circumstances. Washington Moving & Storage Co., SCA 68 (August 16, 1973, March 12, 1974). The fact that Respondents paid the back wages does not weigh against the debarment sanction. A determination must be made as to Respondents good faith and cooperation in the resolution of the issues, its desire to comply with the requirements of the Act and the promptness with which employees were paid. In view of the Testimony of Ms. Hanlon there is little evidence of good faith and cooperation. Further it is determinative whether Respondents conduct in permitting the violations is willful, deliberate or aggravated. Washington Storage & Moving, supra. Respondents put forth several reasons why they should not be debarred, but each of these is without merit. Respondents argument that disbarment would lead to stringent consequences for the company is contradicted by the fact that the Respondents could only cite one contract involving 35 employees out of Respondents total of 300 employees. Financial difficulties will not merit relief from debarment, particularly where the have been recurrent violations. Custodial Guidance System, Inc., SCA 1235 (April 9, 1981). Respondents referred to problems getting timely notification of wage determination adjustments, but did not describe in detail any examples of this. Respondents will argue that the amount of each violation is a small percentage of each contract amount. It would be more appropriate to compare the
[PAGE 7] amount of back wages to each employee s rate of pay. Respondent s Position As Respondents have conceded that they violated the Act, the only remaining issue is whether unusual circumstances exist which warrant relief from debarment. In Matter of Bradt d/b/a Aaron Ambulance Service, No.82-SCA-35 (March 20, 1984), a number of factors were found to constitute unusual circumstances. Such factors include a bona fide legal issue, factors outside the employer s reasonable control, erroneous advice from the government, and whether the employer made a genuine effort to assure full and prompt payment to employees despite financial hardship. Further it has been held that an unusual circumstance exists where the total amount of the violation is de minimis when compared to the total contract price. Matter of Action Systems, Inc. et al, Nos. 82-SCA-81, 85-SCA-15, 86-SCA-37 (January 25,1991); Federal Food Service, Inc. v. Donovan, 658 F.2d 830, 834 (D.C. Cir. 1981). A violation of approximately 3% has been found to be de minimis. U. S. Dept. of Labor v. Dickerson, 28 WH Cases 1255 (September 2, 1987). In the instant case, the January, 1990 violation constitutes only 1.10 to 1.47% of the total annual Air Force contract award and thus is de minimis. No violations were found in the June 1986 and the January, 1988 investigations. In January 1987 and April 1988 the investigations disclosed violations of $30,000.00 owed to approximately 300 employees. The contracts involved were not placed in evidence and therefore it is unknown if these violations were de minimis. However there were unusual circumstances that lead to the violations in that the wage determination letters were not delivered in a timely fashion. Similarly, the April, 1987 violations were approximately $19,000.00 involving 155 employees. Once again the contracts are not in evidence so it is not known if these violations were de minimis. The January and April, 1987 violations should be disregarded because the record suggests unusual circumstances underlying the violations. The Court must consider the totality of the circumstances in determining whether unusual circumstances exist which warrant relief from debarment. In re Quality Maintenance Co., Inc., 21 WH 1094 (1975); Matter of Jerry C. Rankins, No. SCA-965 (December 21, 1978). There is no showing that Respondents actions were willful, deliberate or of an aggravated nature. Respondents have demonstrated a good compliance record and fully cooperated in the investigations. There in no evidence of falsification of records
[PAGE 8] and debarment would jeopardize Respondents ability to remain in business. These factors must be considered in determining whether debarment is appropriate. The October, 1989 violations are clearly de minimis. The January, 1990 violation is de minimis and was based on factors outside Respondents control or involved a bona fide legal issue. The January, 1992 investigation disclosed violations of approximately 2.1% of the value of the contracts. Further the Respondents did not receive wage determination letters until the time of the investigation. Respondents also received erroneous advice from the government in that Mr. Womack received wage determination letters that contained incorrect rates. The December, 1992 investigation was simply a follow-up to the January investigation. Payments were not made to employees because of Respondents financial situation. As to the overtime violations, Respondents had instituted a freeze , and upon learning that this had not been followed, corrective action was immediately taken. The Court should also consider Respondents precarious financial situation. As of November, 1994, Respondents had a negative income level of $100,000.00. During the year ending November 1993 government contracts accounted for 44% of Respondents total revenues. Almost 40 employees would be put out of work by debarment. Finally, the government entities involved have failed to pay the increased wage rates for three to nine months after the effective date of these raises. There is broad discretion is deciding on debarment which should be used to grant the Respondents relief in this case. Matter of Lance Security Patrol Agency, No. SCA-1069 (September 20, 1989); Matter of Space Age Engineering, Inc., No. SCA-1164 (January 23, 1980); Associated Security Specialists, No. SCA-1062 (October 5, 1979). FINDINGS OF FACT AND CONCLUSIONS OF LAW Section 5 of the Act provides that any person or firm found by the Secretary to have violated the Act shall be debarred in the absence of unusual circumstances , 29 C.F.R. §4.188. The 1972 amendments to the Act limited the area of discretion to relieve violators from being placed on the debarred list. In the instant case Respondents conceded that they violated the Act as alleged by the Secretary. The Respondents have thus agreed that they committed at least six violations over a period of approximately six years. (RX 1, pages 2-3, TR 8)
[PAGE 9] Pursuant to 29 C.F.R. §4.188 (b)(1) the burden of establishing unusual circumstances is on the violator. The criteria developed by the Department of Labor for determining when there are unusual circumstances are set forth in 29 C.F.R. §4.188 (b)(3)(i). This section provides that relief cannot be granted where a contractor has repeatedly violated the Act or prior violations are serious in nature. A good compliance history, cooperation in the investigation, repayment of moneys due and sufficient assurances of future compliance are prerequisites to relief from debarment. However, even when all of these conditions are present relief cannot not be granted when the respondent has a history of repeated violations. Thus Respondents, who admittedly committed six violations, are not entitled to relief from debarment even assuming they could establish a number of factors which, in the absence of repeated violations, might constitute unusual circumstances . A second prerequisite to the consideration of the issue of unusual circumstances is a finding that the respondent has not engaged in any willful, deliberate or aggravated violations. The Secretary called Colette Hanlon, Respondents payroll and human services administrator from November, 1991 to March, 1992, to establish that Respondents conduct in causing the violations was willful or deliberate and that Respondents attempted to evade compliance and thwart the investigation. Ms. Hanlon testified that Brenda Chouinard told her that the Respondents did not pay overtime and that this decision had been made by John Womack. She testified that in November, 1991, just prior to a DOL investigation, John Womack asked her to make it difficult for the investigators to find anything. Ms. Hanlon stated that in February 1992 she put new wage rates into the payroll computer for the Hanscom Air Force contracts. Shortly after this she was reprimanded by Brenda Chouinard in the presence of John Womack and told to reinstate the old pay rates. In connection with a DOL investigation, Ms. Hanlon, pursuant to the request of the investigator, compiled a number of employee W-2 forms. Rather than forwarding them to the investigator as requested, these forms, pursuant to Brenda Chouinard s instructions, were simply allowed to sit in the office for several weeks. Ms. Hanlon testified that she left the employ of Respondents because she was uncomfortable with their employment practices. Ms. Chouinard testified that she did not attempt to impede any DOL investigations and produced the documents which were requested. With respect to employee W-2 forms, Ms. Chouinard did not recall the incident testified to by Ms. Hanlon. She testified only to Respondents general practice and the large number of W-2 forms. As to overtime, she testified simply that Respondents policy since
[PAGE 10] 1990 was that each employee had to have prior approval from Respondents president. She stated that prior to the 1992 investigation, there were some violations of Respondents overtime policy that got by . John Womack testified that he never told Ms. Hanlon to interfere in any way with the DOL investigation. He also testified that overtime needed prior approval, but that employees who worked overtime, even in violation of this policy, would be paid at the appropriate rate. Ms. Hanlon testified in a very forthright, honest and open manner. Her testimony was very specific as to dates, persons, and subject matter. She no longer works for the Respondents and has only a small amount of overtime pay due her. In several instances, for example the incident involving the W-2 forms, her testimony was not specifically disputed by Respondents witnesses. Respondents witnesses have, of course, a clear financial interest in the outcome of this case. Under all these circumstances, including my observations of the demeanor of these witnesses while testifying, I credit the testimony of Colette Hanlon over that of Respondents witnesses. Accordingly, I conclude that at least with respect to overtime pay, Respondents did wilfully violate the Act. As to the failure to timely submit the W-2 forms and making it difficult for the investigators, I find that this negates Respondents assertions that they fully cooperated in all DOL investigations. Once again, in view of these findings, I conclude that I am unable to proceed to a finding of unusual circumstances as Respondents have not met the legal prerequisites for such a finding. Washington Moving & Storage Co., SCA 68 (August 16, 1973, March 12, 1974). Respondents, nevertheless, argue that they have demonstrated unusual circumstances . A number of these factors such as payment of the wage deficiencies, cooperation in the investigation, a good compliance history, and assurance of future compliance are prerequisites to relief from debarment, but are only considered in the absence of repeated violations. Factors such as the absence of evidence of falsification of records or a showing of willful or deliberate violations, do not detract from or counteract a history of repeated violations. Further, my findings supra on some of these points, contradict the position taken by Respondents. Similarly, arguments that Respondents are in a precarious financial situation, debarment will place in jeopardy the jobs of some of Respondents employees, and the fact that government agencies took from three to six months to repay the Respondents for wage deficiencies are not factors that are determinative or even to be considered in deciding whether debarment is appropriate under the
[PAGE 11] Act. Custodial Guidance System, Inc., SCA 1235 (April 9, 1981). Respondents argue that many of the violations, or at least portions of the violations, when considered as a percentage of the applicable contracts are de minimis violations. However, the case law is clear that a finding of de minimis will prevent debarment only where there is no history of prior violations. For example, Matter of Action Systems, Inc., et al, Nos. 82-SCA-81, 85-SCA-15, 86-SCA-37 (January 25, 1991), involved a single prior start up incident on Respondents first government contract. Respondents also assert that they did not receive the wage determination letters in a timely fashion and that this constitutes an unusual circumstance. Although Respondents made repeated references to this topic, the evidence introduced at the hearing fails to detail how this caused a series of violations. Moreover, after this had occurred on more than one occasion, Respondents would be on notice that they needed to make extra efforts to obtain this information. Respondents had made repeated promises of future compliance. It was incumbent upon them to take whatever steps were necessary to obtain wage determination letters promptly and implement the new wage rates. Respondents cannot repeatedly say they were not notified in a timely fashion, promise future compliance, take no action in this regard and then assert that this situation is an unusual circumstance which precludes debarment. Finally there is no precedent for considering this situation to be a special circumstance, and as noted supra in the face of repeated violations the legal analysis does not proceed beyond that point. Respondents contend that this is a case wherein a bona fide legal issue is being litigated and this is a special circumstance. It appears the legal issued referred to it the asserted late delivery of the wage determinations. As discussed supra, I do not find sufficient record evidence to justify a conclusion that Respondents actions were the result of any negligence or inactivity of a contracting officer. Once again, the concept of raising a genuine legal issue can only have merit in a case without a history of prior violations. As a final argument, Respondents state that there is broad discretion in determining if debarment is appropriate. As previously noted such discretion only exists in situations free from repeated violations. In view of all of the above, I find that the Respondents have engaged in repeated violations and therefore under the analysis set forth in 29 C.F.R. §4.188 (b)(3)(i) and (ii) my inquiry ends and I do not go on to consider whether unusual circumstances exist.
[PAGE 12] Accordingly, an order of debarment is appropriate. A to Z Maintenance Corp. v. Dole, 710 F.Supp. 853 (D.D.C. 1989); Federal Food Service Inc., v. Donovan, 658 F.2d 830 (D.C. Cir. 1981). ORDER John s Janitorial Service, Inc., JJS Services, Incorporated, John Womack, and Brenda Chouinard, including any firm in which the named individuals have a substantial interest, shall be debarred in accordance with the provisions of 29 C.F.R. §5.12(a)(1) for a period of three years and shall be ineligible to receive any contract or subcontract subject to any of the statutes listed in 29 C.F.R. §5.1. _____________________________ JOEL F. GARDINER Administrative Law Judge Boston, Massachusetts JFG:gcb SERVICE SHEET Case Name: John s Janitorial Service, Inc., et al Case No.: 94-SCA-2
[PAGE 13] Title of Document: DECISION AND ORDER This is to certify that a copy of the above-named document was mailed to the following interested parties on __________________. Administrator John Womack Wage and Hour Division John s Janitorial Service U.S. Department of Labor/ESA 197 Washington Street Room S-3502, FPB Peabody, MA 01960 200 Constitution Avenue, NW Washington, DC 20210 Brenda Chouinard John s Janitorial Service Douglas J. Davidson, Esq. 197 Washington Street Counsel for Trial Litigation Peabody, MA 01960 Division of Fair Labor Standards Office of the Solicitor Denzil D. McKenzie, Esq. U.S. Department of Labor McKenzie & Edwards, P.C. FPB; Room N-2716 U.S. Trust Building 200 Constitution Avenue, NW 141 Portland Street Washington, DC 20210 Suite 8200 Cambridge, MA 02139 Regional Solicitor Office of the Solicitor U.S. Department of Labor One Congress Street, 11th flr. P.O. Box 3896 Boston, MA 02114 ATT: Gail E. Glick, Esq. INTEROFFICE MAIL Library _______________________ GAYLE C. BONIA Legal Technician [ENDNOTES] [1] ALJX refers to the Administrative Law Judge s exhibits, CX refers to the Secretary s, the Complainant s exhibits, RX refers to Respondent s exhibits, and TR refers to the official transcript of this proceeding. [2] These briefs are hereby received as Complainant s exhibit 12 and Respondent s exhibit 1 respectively. [3] The facts disclosed by these investigations were not disputed by the Respondents. (TR 10-11, RX 1 p.3)



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