Methods of Procurement - Weatherization Assistance Program ...

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10 Νοε 2013 (πριν από 3 χρόνια και 8 μήνες)

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REGULATORY REVIEW


National Association of State Community
Services Programs and the U.S.
Department of Energy


Weatherization
Assistance Programs

1

10 CODE OF FEDERAL REGISTRATIONS 600
MAJOR SUBPARTS


Subpart A
-

General


Subpart B
-

Grants to Other Than State and
Local Governments


Subpart C
-

Grants to State and Local
Governments


Subpart D
-

Cooperative Agreement


Subpart E
-

Audits


2

10 CFR 600 SECTIONS


SECTION


10 CFR 600


(Non
-
Profits)


10 CFR 600


(State/Local)

General Requirements

101
-
104

200
-
205

Pre
-
Award Requirements

110
-
117

210
-
212

Financial Admin./Management

120
-
128

220
-
226

Property Standards

130
-
137

230
-
235

Procurement Standards

140
-
148

236

Reports and Records

150
-
153

240
-
242

Termination & Enforcement

160
-
162

243
-
244

After
-
the
-
Award

170
-
173

250
-
252

3

GRANT APPLICATION REQUIREMENTS

This section prescribes the forms and
instructions to be used in applying for federal
assistance.


Applicants are not required to submit more than
the original and two copies of preapplications
and applications.


For amendments to a previously submitted
application only the affected pages need be
submitted.

4

Debarment and Suspension


Recipients shall comply with the debarment
and suspension common rule.

5

SPECIAL RESTRICTIVE CONDITIONS
REQUIREMENTS

Defines under what circumstances a grantee will
be considered high
-
risk: history of unsatisfactory
performance, financially unstable, management
system that does not meet standards,
nonconformance in prior awards, or not
otherwise responsible.


Awarding agency will provide written
explanation of conditions and corrective action.

6

FINANCIAL MANAGEMENT STANDARDS
REQUIREMENTS

Financial management systems must meet the
following minimum standards:



Provide for accurate, current, and complete
disclosure for all financial activities.



Maintain records that identify the source and use
of funds.

7

Accounting system that
Does not

segregate
funds

LIHEAP Grant


Weatherization Grant

ARRA Weatherization Grant

Grant 1

Grant 2

Grant 3

8

Accounting

system that
Does

segregate funds

LIHEAP Grant


Weatherization Grant


ARRA Weatherization Grant

9

FINANCIAL MANAGEMENT STANDARDS

REQUIREMENTS (cont.)


Financial management systems must meet the
following minimum standards:



Internal Control. Maintain effective control
and accountability for all grant cash, property,
and other assets.



Budget Control. Compare actual
expenditures with budgeted amounts on a
periodic basis.

10

FINANCIAL MANAGEMENT STANDARDS

REQUIREMENTS (cont.)


Budget Control


Serves to link programmatic and financial
activities.


Prevents cost overruns.


Helps staff responsible for specific activities
to maintain control over expenditures.


11

FINANCIAL MANAGEMENT STANDARDS

REQUIREMENTS (cont.)


Financial management systems must meet the
following minimum standards:



Allowable Cost. Determine allowable costs by
OMB cost principles, program regulations,
and grant agreement.


12

FINANCIAL MANAGEMENT STANDARDS

REQUIREMENTS (cont.)

Financial management systems must meet the
following minimum standards:



Source Documentation. Have records
supported by source documentation.



Case Management. Have procedures to
minimizing time elapsing between the
transfer of funds and disbursement of funds.


13

PAYMENT REQUIREMENTS

All methods and procedures for payment shall minimize the time
elapsing between the transfer of funds and disbursement by the
subgrantee.


The methods that can be used are:


Advances (for grantees if they meet standards)


Reimbursements (when requirements are not met or for
construction contracts.)


Working capital advances (if a subgrantee cannot meet the
criteria for advance payments.)


14

PAYMENT REQUIREMENTS (CONT.)


Recipients must also expend program income, rebates,
refunds, and audit recoveries before requesting additional
federal cash payments.


Payments cannot be withheld unless:


Recipient has failed to comply with grant award
conditions.


Recipient is indebted to the United States.


Recipients are encouraged to use minority owned banks.


15

ALLOWABLE COST REQUIREMENTS


The allowable costs referenced in 10 CFR 600 are detailed in
separate OMB Circulars


OMB Circular A
-
87
-
Cost Principles for State and Local
Governments.


OMB Circular A
-
122
-
Cost Principles for Non
-
Profit
Organizations.


16

PERIOD AVAILABILITY OF FUNDS
REQUIREMENTS


Where a funding period is specified, a grantee
may charge to the award only costs resulting
form obligations during the funding period.


17

COST SHARING REQUIREMENTS

All Contributions, including cash and in
-
kind, shall be accepted as
part of recipient’s cost sharing or matching if they:



are verifiable through records,


are not counted for other federal programs


are necessary for completion of the project,


are allowable under the cost principles,


are not paid by other federal funds (unless approved by
statute),


are provided for in the approved budget, and


conform to other provisions of the financial management
circulars.

18

PROGRAM INCOME REQUIREMENTS

Program income is gross income generated by a
grant supported activity, or earned only as a
result of the grant agreement during the grant
period.


The methods for treatment of program income
include:


Addition


Deduction


Cost Sharing

19

PROGRAM INCOME REQUIREMENTS (CONT.)

Unless authorized by Federal regulations or the
grant agreement, program income will be
treated as gross program income. Unless
authorized, program income shall be deducted
from the total allowable costs.


There are no Federal requirements governing
the disposition of program income earned after
the end of the award period unless the
regulations or agreement states differently.

20

NON
-
FEDERAL AUDIT REQUIREMENTS

State and local governments and non
-
profit
organizations will be subject to the audit
requirements in OMB A
-
133.


21

BUDGET AND PROJECT REVISIONS
REQUIREMENTS

Recipients are permitted to rebudget within the approved direct cost budget
to meet unanticipated requirements and make very limited program changes.


The applicable cost principles which require prior approval shall apply.


Prior approval is required based on specific clauses within the grant
agreement and in the following instances where



a revision would result in the need for additional funds;



Cumulative transfers would exceed 10% of the total budget if the grant is
over $100,000;


Funds allotted for training were transferred;


There is a revision in the scope of objectives;


Contracting out of any work;

22

BUDGET AND PROJECT REVISIONS
REQUIREMENTS


There is a need to extend the period of availability
of funds;


There is a change in key persons who are central to
the purpose of the project or


Absence of Project Director or Principal Investigator
for more than 3 months or 25% of time


Requests for prior approval will be in the same
format as used in the application. The approval
must be in writing.

23

REAL PROPERTY AND EQUIPMENT
REQUIREMENTS

Real property means land and structures.


Title to real property will vest with the grantee
or subgrantee.


The awarding agency will provide instructions
for disposition of real property when it is no
longer needed.

24

REAL PROPERTY AND EQUIPMENT REQUIREMENTS

(CONT.)

Equipment is defined as tangible, nonexpendable personal property having a
useful life of more than one year and an acquisition cost of $5,000 or more
per unit.


Title to equipment acquired under a grant or subgrant will vest with the
grantee or recipient unless specified.


Equipment shall be used for the program or project it was acquired. The
equipment may be used for other Federally supported projects if it does not
interfere with the project for which it was originally acquired.


Equipment shall not be used to provide services to non
-
federal outside
organizations for a fee less than private companies charge.

25

REAL

PROPERTY AND EQUIPMENT REQUIREMENTS

(CONT.)


If replacement equipment is needed the equipment to be replaced may be
used as a trade
-
in.


The property management requirements include the following:


Property records must include a description, serial number, source, title,
cost, acquisition date, percent of Federal participation, location, use,
condition, and ultimate disposition.


Physical inventory must be done at least every two years.


A control system to ensure safeguards against loss, damage, or theft.


Adequate maintenance procedures.


Proper sales procedures. Items with a fair market value (F.M.V.) of
$5,000 or less that are no longer needed can be disposed of with no
further obligations. Items over $5,000 F.M.V. require the awarding
agency to receive its fair share.

26

REAL
PROPERTY

AND EQUIPMENT REQUIREMENTS

(CONT.)

Federally owned equipment requires a recipient
to submit an annual inventory listing. When the
equipment is no longer needed a subgrantee
will request disposition instructions from the
Federal agency.

27

SUPPLIES REQUIREMENTS

Title to supplies acquired under an award will
vest with the recipient.


If there is a residual inventory of unused
supplies exceeding $5,000 in total fair market
value upon termination or completion of the
award and if the supplies are not needed for any
other federally sponsored programs the
recipient shall compensate the awarding agency
for its share.

28

FEDERAL PROCUREMENT REGULATIONS

STANDARDS:


Recipient is responsible for all procurement
contractual and administrative issues


Maintain Code of Conduct


All procurement transactions must provide for open
and free competition


29

Grantees and Subgrantees must have written
procurement procedures that include:



Procedures that avoid the purchase of unnecessary or duplicative
items.


Analysis of lease and purchase alternatives.


Preference for products and services that conserve natural
resources and protect the environment.


Grantees are encouraged to enter into State and local inter
-
governmental agreements for purchasing common goods and
services.


Grantees are encouraged to use Federal excess and surplus
property.


Procedures to ensure awards are only to responsible contractors.


Records that detail the significant history of a procurement.


Grantees will have protest procedures.


30


All procurement transactions will be conducted in
a manner providing full and open competition.
There must be written selection procedures. Also,
the solicitation must include a clear and accurate
description of the service or material being
procured.


31

Methods of Procurement



Small purchase procedures for services and
goods that will not cost more than $25,000 in the
aggregate.


Sealed bids (formal advertising).


Competitive proposals.


Non
-
competitive proposals may only be used
when the item is available from one source,
emergency situations, the awarding agency
authorizes, or competition is determined
inadequate. Pre
-
award review may be required.


32



Methods of Procurement

Sealed Bid Proposals:


Made early in the procurement cycle:


Allows vendors time to prepare their bids to meet the
specification of the solicitation


Solicitation information includes:


What is being purchased


Terms & conditions the vendors must meet


Where & when sealed bids will be opened

33

Methods of Procurement

Sealed Bid Proposals:


Awards are made to the lowest priced responsible
vendor:


Capable of compliance will all bid specification


Capability of performing the work


Has administrative capacity


Award becomes


a firm, fixed price contract

34

Methods of Procurement

Sealed Bid Proposals:


Vendor’s payments:


Lump sum
-

paid for successful performance


Unit price
-

paid for each deliverable unit is completed in the
contract


Must have at least 2 responsive suppliers
competing for contract

35

Methods of Procurement

Competitive Proposal Procurements:


Proposal types:


Request for Proposal


Request for Quotation


Request for Information

36

Methods of Procurement

Competitive Proposal Procurements:


Publicized method same as sealed competitive
process (invitation for bids)


All evaluation factor publicized & their importance


All vendor submittals received and evaluated


Proposals must be solicited from a number of
qualified sources


Organization must have a method for conducting
technical evaluation of all proposals & for selecting
awardees

37

Methods of Procurement

Competitive Proposal Procurements:


Award made to the most
responsive
firm whose proposal is most
advantageous to the program


Price
and

other factors considered to determine most
advantageous offer



Must have at least 2 responsive suppliers competing for contract

38

Methods of Procurement

Non Competitive Procurements:


Non competitive procurements must be
approved by funding agency before awarding


Organization must devise & document its own
analysis process to ensure fair prices are being
charged


Non competitive contracts become
negotiated
contracts


Organization determines what level of
organizational leadership is required to approve
this method

39

Methods of Procurement

Non Competitive Procurements:


May be used only when it is not feasible for:


Small purchase procedures


Sealed bid or competitive proposals

and
one of the following conditions applies:


Item only available from a single source


Emergency exist that will not permit a delay resulting
from completive biding

40

Methods of Procurement

Non Competitive Procurements:


Organization authorized noncompetitive proposals


After solicitation of a number of sources, competitive is
determined as inadequate

Cost analysis is required which verifies:


Proposed cost data


Projection of the data


Evaluation of costs and profits


41


Grantees are to encourage minority
firms, women’s business enterprises,
and labor surplus area firms.


42


There must be a cost price analysis in
connection with every procurement.


43


Grantees must make available proposed
procurement technical specifications upon
request by the awarding agency.

44


The bonding requirements of a recipient will
be accepted if the awarding agency’s interest
is adequately protected. If not, there are
specific requirements described in 10 CFR
600.

45

PERFORMANCE REPORT REQUIREMENTS

Performance reports shall not be required more frequently than
quarterly or, less frequently than annually.


Periodically report progress in meeting program objectives. This
must include comparison of accomplishments with planned
objectives.


Quarterly and semi
-
annual reports will be due 30 days after the
reporting period. Annual and final reports will be due 90 days
after expiration date.

46

RECORD RETENTION REQUIREMENTS

Grantee and subgrantees must retain records for
three years after submitting the final
expenditure report.

Records must be maintained until completion of
action on all litigation, claims, negotiation, or
audit. For property and equipment the retention
period starts upon disposition.

47

CLOSE
-
OUT REQUIREMENTS

The Federal agency will require the following final reports:



Standard Form 269
-

Financial Status Report


Standard Form 270
-

Request for Advance or Reimbursement,
if applicable


Final performance or progress report


The recipient will submit an invention disclosure, if applicable.


The recipient will submit a Federally
-
owned property report.


Cost and cash adjustments will be made as appropriate.

48

THE COST PRINCIPLES ADDRESS FOUR MAJOR AREAS:


Basic Guidelines for Costs


Cost Allocation Plan


Indirect Cost


Allowability for selected costs


49

BASIC GUIDELINES FOR COSTS


Costs are allowable if they are necessary and reasonable, not prohibited
under state or local laws, conform to laws and regulations, given consistent
treatment, comply with generally accepted accounting principles, and are
not included as a cost under other federal programs.


Allocable costs assigned must be in proportion to the benefits received,
cannot be shifted to overcome deficiencies in other programs, must be
supported by a cost allocation plan.


Applicable credits are to be used to reduce expenditures applicable to a
given grant.


The total cost of a grant program is comprised of the allowable direct and
allowable indirect costs less applicable credits.


50

ALLOCATION OF COSTS


Identify each of the shared costs that should
be allocated.


Identify each of the shared costs that will be
included as part of the indirect cost pool, if
applicable.


Determine the method in which costs will be
allocated so that each program is paying
proportionately for the benefits from the cost.


Prepare the cost allocation plan and submit
for internal approval.

51

STEPS IN PREPARING A COST ALLOCATION PLAN


Identify

the

service

and

costs

of

each

service

to

be

allocated
.


Determine

the

method

(unit)

for

allocating

the

costs

of

each

service

to

user

programs
.


Allocate costs mathematically to user
programs.

52

DIRECT COST ALLOCATION PLAN DOCUMENTATION

The following supporting information would be a part of a cost allocation plan.


List of grants, contracts and agreements.


Agency organization chart.


Job description
-

for each general and administrative staff person.


Work sheet for each individual showing personnel and non personnel costs,
chargeable hours and calculation of that employee's billing rate.


Summary of non
-
personnel general administrative costs and allocation to
each general and administrative position.


Copy of the previous audit report supporting the total general and
administrative costs use in these calculations.


Copy of the time sheet form which will be used by general and
administrative staff.


Copy of the monthly billings summary form that will be used to invoice each
program.


Space cost allocation for each property

53

INDIRECT COSTS


Indirect costs are shared costs, to be distributed by an indirect
cost rate, that must be grouped into one or more equitable
cost pools to determine appropriate rate(s).


A formal indirect cost proposal must be submitted and
approved. Once approval is granted, charges can then be
distributed by means of an indirect cost rate.


Application of indirect cost rates must be supported by formal
accounting records available for auditing.


Indirect costs (or administrative costs) are no different than
direct costs in that they have to be allowable under the
federal government cost principles.

54

TYPES OF INDIRECT COST RATES


Predetermined rate
-

negotiated, usually for
one year and not subject to adjustment.


Fixed rate with carry forward
-

adjusted in
future period.


Final rate
-

not subject to adjustment.


Provisional rate
-

temporarily subject to
adjustment.

55

COGNIZANT AGENCY


Receive the grantee's indirect cost proposal.


Review it in the detail it deems necessary to reach a
conclusion.


Try to reach an agreement with the proposing agency on a
rate
both

will find acceptable.


56

KEY POINTS TO REMEMBER


Costs included as indirect costs should not also be charged directly to
programs.


All costs could be charged to programs on a direct basis, if one wanted to
incur the time and expenses to do so.


Costs must be allowable under the cost principles.


Funds spent on administrative costs are unavailable for programmatic use.


Funds spent on administrative costs, which are not charged to the
program receiving the benefit, must be paid for by other funds of the
agency.


Many funding sources limit the amount of total administrative costs
(direct and indirect).


57

Cost
Category
A-87
State & Local
Governments
(Proposed
Revision)
A-122
Nonprofit
Organization
Allowable
Allowable
With
Approval
Not
Allowable
Accounting
X
X
Advertising - Specific
Purchases
X
X
X
Advisory Council
X
X
Alcoholic Beverages
X
X
X
Audit Services
X
X
Automatic data processing
X
X
Bad Debts
X
X
X
Bid and proposal costs
(reserved)
X
Bonding Costs
X
X
X
Budgeting
X
X
Building lease and
management
X
X
Communication costs
X
X
X
Compensation for personal
services
X
X
X
Contingency provisions
X
X
X
Contributions
X
X
X
Defense and Prosecution
Read
Allowability
X
X
Depreciation of use allowance
X
X
X
Disbursing services
X
X
Donations
X
X
Employee morale, health and
welfare costs and credits
X
X
X
Entertainment costs
X
X
X
58


Cost

Category




A
-
87

State & Local

Governments

(Proposed
Revision)


A
-
122

Nonprofit

Organization



Allowable


Allowable

With

Approval


Not

Allowable

Equipment and other capital
expenditures

X

X


X


Fines and penalties

X

X



X

Fringe benefits

X

X

X



General government expenses

X




X

Goods/services for personal
use


X



X

Housing and personal living
expenses


X



X

Lobbying

X

X



X

Idle facilities and idle capacity

X

X


X


Independent research and
development (reserved)


X




Insurance and indem
nification

X

X

X



Interest, fund
-
raising, and
investment management costs
-

read the regulations

X

X



X

Labor relations costs


X

X



Legal expenses

X

X

X



Losses on other awards

X

X



X

Maintenance and repair costs

X

X

X



Materials and supplies

X

X

X



Meetings, conferences

X

X

X



Memberships, subscriptions
and professional activity costs

X

X

X



Motor pools

X


X



Organization costs


X


X


Overtime, extra pay, shift and
multi
-
shift premiums

X

X

A
-
87

A
-
122



59


Cost

Category




A
-
87

State & Local

Governments

(Proposed
Revision)


A
-
122

Nonprofit

Organization



Allowable


Allowable

With

Approval


Not

Allowable

Page charges in professional
journals


X

X



Participant support costs


X


X


Patent costs


X

X



Pay
roll preparation

X


X



Pension plans

X

X

X



Personnel administration

X


X



Plant security costs


X

X



Pre
-
award costs

X

X


X


Professional costs

X

X

X



Profit and losses on disposition
of depreciable property or other
capital assets

X

X

X



Pro
posal costs

X



X


Publication and printing costs

X

X

A
-
87

A
-
122


Rearrangement and alteration
costs

X

X


X


Reconversion costs

X

X

X



Recruiting costs


X

X



Relocation costs
-
subject to
limitations


X

X



Rental costs

X

X

X



Royalties and other
costs for
use of patents and copyrights


X

X



Severance pay

X

X

X



Specialized service facilities


X

X



Taxes

X

X

X



Termination costs


X

X



Training and education costs

X

X

X



Transportation costs

X

X

X



Travel costs

X

X

X



Trustee Travel
and Subsistence


X

X



Under recovery

X




x


60

Monitoring Subgrantees

12 Steps To Financial Monitoring


Step One
: Review Financial Policies and
Procedures


Step Two
: Review the Procurement Policies


Step Three
: Review the Cost Allocation Plan


Step Four
: Review the Financial Audit
Report



Monitoring Subgrantees

12 Steps To Financial Monitoring (con’t)


Step Five
: Review the Planned Production
and the Actual Production


Step Six
: Review the Planned Expenditures
and the Actual Expenditures


Step Seven
: Validate that the Financial
Policies and Procedures are being Adhered to.


Step Eight
: Validate that the Procurement
Policies are being Followed


Monitoring Subgrantees

12 Steps To Financial Monitoring (con’t)


Step Nine
: Validate that the Cost Allocation
Plan is applied to all Programs


Step Ten
: Assess if Corrective Action has been
taken on all Audit Findings


Step Eleven
: Test Expenditures


Step Twelve
: Evaluate Cash on Hand



THANK YOU

64