Tribal Preparedness Contracts CONTRACTING WITH THE WASHINGTON STATE DEPARTMENT OF HEALTH – EMERGENCY PREPAREDNESS PROGRA

1. Tribal Preparedness ContractsCONTRACTING WITH THE WASHINGTON STATE DEPARTMENT OF HEALTH – EMERGENCY PREPAREDNESS PROGRAM

2. TOPICS • CONTACTING THE DEPARTMENT OF HEALTH • FEDERAL GRANT FUNDING PERIODS • CONTRACT TERMS AND CONDITIONS • STATEMENT OF WORK • MONITORING

3. CONTACT INFORMATION • Primary Contact: • Gina Yarbrough: 360-236-4071 • Email: Gina.Yarbrough@doh.wa.gov • Secondary Contact: • Maria Gardipee: 360-236-4021 • Email: Maria.Gardipee@doh.wa.gov

4. FEDERAL GRANT FUNDING PERIODS • New this year: two grant types • Assistant Secretary for Preparedness and Response (ASPR): July 1st through June 30th • Centers for Disease Control (CDC): August 10th through August 9th • Contract time periods: • First year: July 1, 2010 through August 9, 2011 • Second year and beyond: August 10th through August 9th • Contract extensions may be granted – contact Gina Yarbrough

5. CONTRACT TERMS AND CONDITIONS • All Terms and Conditions affect how the contract is performed – some are more prominent • They are the same for all tribes • Three places for signature: pages 5, 11 and 13 • Three primary sections • Standard State Terms and Conditions • Federal Certifications • Federal Assurances

6. Contract Terms and Conditions YOU ARE A SUBRECIPIENT • All federal requirements are passed to the tribe • DOH is responsible for compliance with those federal requirements • Work performed under the contract is for actual time and effort and/or other actual costs (travel, supplies, equipment, when approved) • Includes approved indirect rate • SOW budget is a maximum amount; the tribe can bill for up to that amount

7. CONTRACT TERMS AND CONDITIONSState Contract Terms • Period of Performance: covers time period to conduct work and charge for allowable costs • Payment: all reimbursements for work performed are done with an A-19-1A form • A-19 must be signed • A-19 should detail what work was performed • Final bill must be made within 60 days of the end of the contract • Record Maintenance: keep and maintain all records associated with performance under the contract

8. CONTRACT TERMS AND CONDITIONS Federal Certifications and Assurances • Compliance with federal requirements must be passed along to tribes (subrecipient) • Administrative Requirements: OMB Circular A-102 (the Common Rule) • Cost Principles: OMB Circular A-87 • Audit Requirements: OMB Circular A-133 • OMB Home Page: http://www.whitehouse.gov/omb/circulars_default

9. CONTRACT TERMS AND CONDITIONS Federal Certifications and AssurancesOMB Circular A-102 OMB Circular A-102 codified to 45 CFR 92 located at: http://www.hhs.gov/opa/grants/toolsdocs/45cfr92.html • Standards for financial management systems • Allowable costs (OMB Circular A-87) • Equipment purchases: pre-approval by DOH if more than $5,000 – used for the PHEPR program • Procurement – written standards used consistently • Financial Reporting

10. CONTRACT TERMS AND CONDITIONSFederal Certifications and AssurancesOMB Circular A-87 • General principles for determining allowable costs • Necessary and reasonable • Allocable to federal awards • Be authorized or not prohibited under state or local laws • Be consistent with policies, regulations and procedures • Consistent application of direct vs. indirect cost • Tribal cognizant agency: Department of the Interior • http://www.aqd.nbc.gov/services/tribal.aspx • Costs adequately documented • Web page: http://www.whitehouse.gov/omb/circulars_a087_2004/

11. Statement of Work • Guides tribal efforts towards emergency preparedness • Outlines allowable costs • Allows for tribal flexibility while focusing on specific efforts to achieve objectives • Objective 1A: Healthcare coalition activities • Maximize medical surge capacity • Mutual aid for re-distribution of resources during emergency • Objective 1B: Emergency Preparedness Exercises • Tabletop and other types of exercises • Internal and external exercises (county, region-wide , etc) • Provision for emergency messaging and purchase of supplies • Deliverables for 1A and 1B: Summary Report of activities • Due Date: 8/9/11 • Objective 2: Comprehensive Emergency Management Plan • Deliverable : DRAFT plan. Due date: 8/9/11

12. Statement of Work - Continued • Two separate sources of funds • Objective 1A and 1B: ASPR grant • Objective 2: CDC grant • Time and effort must be tracked separately for each Objective: 1 and 2 (by grant source) • Funding for Objectives cannot be moved between Objectives • Questions about SOW? Contact: Gina Yarbrough • 360-236-4071 • Gina.Yarbrough@doh.wa.gov

13. Monitoring • Program monitoring • Addresses program technical issues • Helps keep DOH and tribe on track and on time • Assists tribe to meet contractual timelines and deliverable due dates • Fiscal monitoring • Assures tribe is meeting federal and state requirements • Not an audit – helps prevent audit findings

14. Links and Contact Information • Links: • OMB Home Page: http://www.whitehouse.gov/omb/circulars_default • OMB Circular A-102: http://www.hhs.gov/opa/grants/toolsdocs/45cfr92.html • Department of the Interior: http://www.aqd.nbc.gov/services/tribal.aspx • OMB Circular A-87: http://www.whitehouse.gov/omb/circulars_a087_2004/ • Contact Information: • Gina Yarbrough: 360-236-4071 • Email: Gina.Yarbrough@doh.wa.gov • Maria Gardipee: 360-236-4021 • Email: Maria.Gardipee@doh.wa.gov