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Purchasing and Accountability under EPA Grants

Grants Management 2009 Tribal Conference EPA Region 9 Grants Management Office. Purchasing and Accountability under EPA Grants. “Are We Getting What We Paid For?”. And Here we go.

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Purchasing and Accountability under EPA Grants

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  1. Grants Management 2009 Tribal ConferenceEPA Region 9 Grants Management Office

  2. Purchasing and Accountability under EPA Grants • “Are We Getting What We Paid For?”

  3. 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)

  4. Where do you find EPA procurement/contracting requirements? • 40 CFR Part 31 • General • 40 CFR Part 31.36 & 38 • procurement regulations under Assistant Agreements

  5. 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?

  6. Procurement Exercise Handout • Question • Answer • Tips on financial management of contracts under EPA grants/cooperative agreements

  7. 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)

  8. 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

  9. 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?

  10. What are basic requirements? • Procurement – Overview • HANDOUT

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

  12. Remember your tools available . . . • What are they?

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