Grants Management 2009 Tribal ConferenceEPA Region 9 Grants Management Office
Purchasing and Accountability under EPA Grants • “Are We Getting What We Paid For?”
And Here we go . . . • Where do you find EPA procurement/contracting requirements? • Procurement Questions (Exercise) • How do you monitor/measure contractor’s performance? • Basic procurement requirements (Handout)
Where do you find EPA procurement/contracting requirements? • 40 CFR Part 31 • General • 40 CFR Part 31.36 & 38 • procurement regulations under Assistant Agreements
Procurement Question? > To complete task #2 of the EPA Workplan, a Tribe has sent out a Request for Proposals (RFP) for someone to provide Environmental Assessment consulting services. A consulting firm has been chosen and a a contract for approximately $35,000 is being negotiated. What items, provisions, and clauses do you think are required and/or are important to have in this contract?
Procurement Exercise Handout • Question • Answer • Tips on financial management of contracts under EPA grants/cooperative agreements
How do you monitor/measure contractor’s performance? • Have written contracts w/clear description • Of supplies, services and/or equipment • Identify required deliverables • Delivery dates and additional terms and conditions to complete award (i.e. progress reporting as necessary) • Require progress reports • With any backup information on a “set time” basis (i.e. quarterly)
How do you monitor/measure contractor’s performance? • Is contractor on schedule • With quoted deadlines • Any disputes or protests? • Did you receive material or services? • In a timely manner
How do you monitor/measure contractor’s performance? • Are contractors on the job site • For as many hours as they charge (Timesheets?) • Check invoices against receipt of goods or services • Backup info should explain what charges are for • Does it all make sense to pay?
What are basic requirements? • Procurement – Overview • HANDOUT
Basic . . . • Grantees expected to establish their own procurement procedures, however they must conform with federal requirements. • And . . .
Remember your tools available . . . • What are they?