Grants Management Grants Management 2009 Tribal Conference2009 Tribal Conference

EPA Region 9EPA Region 9 Grants Management Office Grants Management Office

Purchasing and Purchasing and AccountabilityAccountability under EPA Grants under EPA Grants

““Are We Getting What WeAre We Getting What We

Paid For?”Paid For?”

And Here we go . . .And Here we go . . .

Where do you find EPA Where do you find EPA procurement/contracting requirements?procurement/contracting requirements?

Procurement Questions (Exercise) Procurement Questions (Exercise) How do you monitor/measure How do you monitor/measure

contractor’s performance?contractor’s performance? Basic procurement requirements Basic procurement requirements

(Handout)(Handout)

Where do you find EPAWhere do you find EPA procurement/contractingprocurement/contracting requirements? requirements?

40 CFR Part 31 40 CFR Part 31 GeneralGeneral

40 CFR Part 31.36 & 3840 CFR Part 31.36 & 38 procurement regulations under Assistant procurement regulations under Assistant

AgreementsAgreements

Procurement Question? Procurement Question? >>

To complete task #2 of the EPA Workplan, a To complete task #2 of the EPA Workplan, a Tribe has sent out a Request for Proposals Tribe has sent out a Request for Proposals (RFP) for someone to provide Environmental (RFP) for someone to provide Environmental Assessment consulting services. A consulting Assessment consulting services. A consulting firm has been chosen and a a contract for firm has been chosen and a a contract for approximately $35,000 is being negotiated. approximately $35,000 is being negotiated. What items, provisions, and clauses do you What items, provisions, and clauses do you think are required and/or are important to have think are required and/or are important to have in this contract?in this contract?

Procurement ExerciseProcurement Exercise Handout Handout

QuestionQuestion

AnswerAnswer

Tips on financial management of contracts Tips on financial management of contracts under EPA grants/cooperative agreementsunder EPA grants/cooperative agreements

How do you How do you monitor/measure monitor/measure contractor’s performance?contractor’s performance?

Have written contracts w/clear description Have written contracts w/clear description Of supplies, services and/or equipmentOf supplies, services and/or equipment

Identify required deliverablesIdentify required deliverables Delivery dates and additional terms and conditions Delivery dates and additional terms and conditions

to complete award (i.e. progress reporting as to complete award (i.e. progress reporting as necessary)necessary)

Require progress reportsRequire progress reports With any backup information on a “set time” basis With any backup information on a “set time” basis

(i.e. quarterly)(i.e. quarterly)

How do you How do you monitor/measure monitor/measure contractor’s performance?contractor’s performance?

Is contractor on scheduleIs contractor on schedule With quoted deadlinesWith quoted deadlines

Any disputes or protests?Any disputes or protests?

Did you receive material or services?Did you receive material or services? In a timely mannerIn a timely manner

How do you How do you monitor/measure monitor/measure contractor’s performance?contractor’s performance?

Are contractors on the job siteAre contractors on the job site For as many hours as they charge For as many hours as they charge

(Timesheets?)(Timesheets?)

Check invoices against receipt of goods Check invoices against receipt of goods or servicesor services Backup info should explain what charges are Backup info should explain what charges are

forfor Does it all make sense to pay?Does it all make sense to pay?

What are basic requirements?What are basic requirements?

Procurement – OverviewProcurement – Overview

HANDOUTHANDOUT

Basic . . .Basic . . .

Grantees expected to establish their own Grantees expected to establish their own procurement procedures, however they procurement procedures, however they must conform with federal requirements.must conform with federal requirements.

And . . .And . . .

Remember your tools Remember your tools available . . .available . . .

What are they? What are they?