Federal Grant Kickoff MeetingFederal Grant Kickoff
PRE -DISASTER MITIGATION PLANNING GRANT FY18
What will we cover today?
•Contract Package
•Procurement
•Scope of Work
•Reimbursements and Cost Share
•Quarterly Reporting
•Modifications
Parties (2 CFR §200.1-200.99)
•Federal awarding agency means the Federal agency that provides a Federal award
directly to a non-Federal entity.
•Recipient means a non-Federal entity that receives a Federal award directly from a
Federal awarding agency to carry out an activity under a Federal program. The
term recipient does not include subrecipients. See also §200.69 Non-Federal
entity.
•Subrecipient means a non-Federal entity that receives a subaward from a pass-
through entity to carry out part of a Federal program; but does not include an
individual that is a beneficiary of such program. A subrecipient may also be a
recipient of other Federal awards directly from a Federal awarding agency.
•Contractor means an entity that receives a contract as defined in §200.22
Contract.
FEMA
MEMA/State
Towns
Town’s vendor
More terms…
•PDM –Pre-disaster Mitigation Grant FFY 2018 this is the federal
grant that is funding this planning work.
•Grant or Award –MEMA received one federal award under PDM
18 to fund 13 local hazard mitigation plans. MEMA manages this
grant with FEMA and is responsible for all sub-grants.
•Sub-grants or sub-award –MEMA breaks up our grant into 13 sub-
grants. Each sub-grant is to a Sub-recipient.
•State Contract –the mechanism of legal agreement between the
state and the town to allow for this sub-grant to be implemented
by the town.
•Vendor Contract or Agreements –this is the towns agreement
with who ever they hire (such as an RPA, Engineering Firm,
Independent Planner, etc.) to complete the scope of work.
State Contract Package
•Cover letter outlines the instructions to complete
the contract package.
•Some forms will need to be completed, signed, and
returned.
•Contract includes: Terms and Conditions, Scope of
Work, Budget Information, work schedule, and
more.
•Designation of Project Manager –must be assigned;
notify us if this changes at any time.
State Contract Process
Municipality signs and
returns documents
State executes contract
State issues Notice to
Proceed
Start plan
FEDERAL PROCUREMENT
Facts:
You must follow the federal procurement
standards when seeking to use federal funds.
It is your responsibility to ensure that this
project was procured in accordance with local,
state, and federal (2 CFR 200.318-326)
regulations when you (as a sub-recipient)
accept a federal award.
More information is available:
https://www.fema.gov/procurement-disaster-assistance-team
FEMA Region 1 Review
Reviewed rules and regulations about agreements between
Municipalities and Regional Planning Agencies (RPA).
2 CFR pt. 200.330 set TWO permissible ways in
which a sub-recipient MAY obtain help in
performing the Scope of Work.
1. Procure the service of a contractor
2. Approve a sub-award to an eligible non-
federal entity
1. Contractor
Is a vendor providing goods or services to directly benefit the sub recipient through a contract.
Characteristics indicative of a procurement relationship between the non-Federal entity and a
contractor are when the contractor:
(1) Provides the goods and services within normal business operations;
(2) Provides similar goods or services to many different purchasers;
(3) Normally operates in a competitive environment;
(4) Provides goods or services that are ancillary to the operation of the Federal program; and
(5) Is not subject to compliance requirements of the Federal program as a result of the
agreement, though similar requirements may apply for other reasons.
2. Pass through to eligible sub-recipient
The town could pass this grant through to the RPA = Sub-recipient to a sub-sub-recipient
Then, all requirements of the sub-grant are passed through to the sub-sub-recipient.
Important considerations:
•Sub-grants are not allowed to have indirect charges paid to the sub-recipient (PDM has a 5%
cap).
•Sub-recipient is responsible for the scope of work getting completed, including local adoption of
the plan by the BOS or Council –or they cannot receive the full grant award.
•Must have a system in place to track and demonstrate the non-federal cost share.
•Could be subject to audit requirements, records retention, and all terms and conditions.
Micro Purchase Procedures (2 CFR 200.320 (a))
•Most PDM 18 HMP Planning Grants will not fall into the “Micro
Purchase Procedures” Category.
•Procurements of supplies and services at or below $10,000.
•Competitive solicitation is not required IF the federal awarding
agency considers the price to be reasonable.
•MUST still follow Local and State rules for Micro Purchase.
•Best Practice to conduct at least two solicitations.
Small Purchase Procedures (2 C.F.R.§200.320(b))
◦Most PDM 18 HMP Planning Grants fall into the “Small Purchase
Procedures” Category.
◦Relatively simple and informal procurement methods for securing
services, supplies, or other property that does not cost more than
the simplified acquisition threshold of $250,000 or less.
◦Price or rate quotations are to be obtained from an “adequate
number” of qualified sources (FEMA Region 1 recommends no
less than 3).
Things to remember
Ask at least 3 entities for a quotation by sending the Not to Exceed Cost and the scope
(document it).
Be sure to state that your town takes all necessary affirmative steps to assure that minority
businesses, women’s business enterprises, and labor surplus area firms are used when possible
(or say something similar).
Your contracts must be awarded to the responsible firm whose proposal is most advantageous
to the program, with price and other factors considered.
The non-Federal entity must maintain written standards of conduct covering conflict of interest
and governing the performance of its employees engaged in the selection, award and
administration of contracts.
The non-Federal entity must maintain records sufficient to detail the history of procurement.
Contract Requirements APPENDIX II TO PART 200—CONTRACT
PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS
Your contract with your vendor needs to include the text from this section, including, for
example:
Must address termination clause
Equal Employment Opportunity
Contract Work Hours and Safety Standards Act
Environmental compliance (not relevant in planning grants)
Anti-lobbying
Tasks in Scope of Work
Task 1. Grant Award and Contracting
Task 2. Select and Hire a vendor
Task 3. Convene a local Hazard Mitigation
Planning Committee
Task 4. Revisit the Hazard Profiles for each
Hazard that impacts the community
Task 5. Facility Inventory
Task 6: Vulnerability
Task 7. Mitigation Goals
Task 8. Actions
Task 9. Plan Review, Evaluation and
Implementation
Task 10. Maintenance
Task 11. Public Review of Draft
Task 12. Review and Approval
Reimbursement Checklist
Request for Funds
Invoice and Payment Summary
Back-up Documentation
Proof of Payment
Other Documents
Back Up Documents
Proof of Cost –What is Approved in the Scope of Work
and Contract:
•Invoice from vendor/supplier that contains the following:
o Contractor Task Summary
•Municipal Cost Share (if applicable)
o Staff and/or volunteer hours
o Sub-Recipient Cost Share Summary
Proof of Payment:
•Cancelled check for payment; or Municipal printout
showing check paid; or signed warrant:
•Proof of payment to employee (i.e. payroll reports).
Back Up Documentation
Proof of Cost
Proof of Payments
Cost Share
Sources of Cost Share
•Town Cash, Non-federal grants (state funding, MVP)
•In-kind services (Municipal employees assisting with the
project)
•Volunteer hours (non-paid volunteers assisting with the
project)
•All of above must be certified by Authorized Signatory.
Quarterly Reporting
•Due on: January 1, April 1, July 1, & October 1
•1st report will be due on April 1, 2020 as of March
30, 2020!
•Completed report must be submitted via email.
•Reminders are sent 15 days before due date.
•Each quarter, adjust dates to show accurate
progress for each task in the scope of work.
•Each quarter, update estimate of % complete for
each task AND for total project.
•Provide a brief description of work accomplished
during the quarter and identify delays.
Modifications
oBudget
oPeriod of Performance
oContract End Date: June 30,
2021
Planning resources for you…
Visit our HM Planning Website
https://www.mass.gov/service-details/local-hazard-mitigation-
planning
Planning Webinar to be held in early
January –more info to follow!
Contact Jeff Zukowski
508-820-1422 or jeffrey.zukowski@mass.gov