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Dolores M. Ayotte, Awarding Official, Level II, (907) 271-4086 E. Marlane Shanigan, Awarding Official Level 1, (907) 271-4171 Norma Jean Dunne, Awarding.

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Presentation on theme: "Dolores M. Ayotte, Awarding Official, Level II, (907) 271-4086 E. Marlane Shanigan, Awarding Official Level 1, (907) 271-4171 Norma Jean Dunne, Awarding."— Presentation transcript:

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2 Dolores M. Ayotte, Awarding Official, Level II, (907) E. Marlane Shanigan, Awarding Official Level 1, (907) Norma Jean Dunne, Awarding Official. Level 1, (907)

3 Road Construction Contracts (Standards) 638 Proposal/Responsibilities Management Systems Payments Direct vs. Indirect Costs Audits Reports Modifications Close-Outs

4 Standards Standards (a) 1 through 11 A construction contract proposal shall contain descriptions of the standards under which the tribe will operate the contract Statements Statements (b) 1 through 10 The tribe shall also include statements in its construction contract proposal. Assurances Assurances (c) 1 through 8 The tribe will provide assurances in its contract proposal.

5 1. provisions regarding the use of licensed and qualified architects 2. applicable health and safety standards 3. adherence to applicable Federal, State and local or tribal building codes and engineering standards 4. structural integrity 5. accountability of funds 6. adequate competition for subcontracting under tribal or other applicable law 7. the commencement, performance and completion of the contract 8. adherence to the project plans and specifications (including any applicable Federal construction guidelines and manuals) 9. the use of proper materials and workmanship 10. necessary inspection and testing 11. a process for changes, modifications, stop work and termination of the work warranted

6 1. For Design contracts, the construction documents will be produced in accordance with the SOW. 2. The facility will be built in accordance with the construction documents produced as a part of design activities. The project documents, including plans and specifications, are hereby incorporated into this contract through this reference. 3. Proposed methods to accommodate the responsibilities of the BIA from Proposed methods to accommodate the responsibilities of the Tribe from Contract Budget as described in Period of Performance 7. Payment Schedule as described in Statement indicating whether tribe has a CMS contract 9. Current authorizing resolutions 10. Any additional responsibilities of the BIA in addition to

7 1. Assurance for Real Property titles 2. Lead-Based Paint Poisoning Prevention Act 3. Title II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of Davis Bacon Act (except for work performed by tribal employees) 5. Flood Disaster Protection Act of Compliance with all applicable Federal environmental laws, regulations, and Executive Orders 7. Wild and Scenic Rivers Act of Section 106 of the National Historic Presentation Act of 1974

8 The Tribe is responsible for the successful completion of the project in accordance with the approved contract documents.

9 Subcontract with licensed and qualified consultants. Administer and dispense funds in accordance with , & Construct the project in accordance with project construction documents. Direct consultants and contractors, facilitate the flow of information, resolve disputes, monitor work of subcontractors. Make project documents available to the BIA. Provide a contract close out report.

10 Encourage full Tribal participation Promptly notify Tribe of concerns and issues Final Environmental Determinations Approve Changes to the Contract Perform Monthly Monitoring Require the Tribe to Suspend Work Perform Final Inspection Terminate the Project for Cause - for non compliant work Terminate the Project for Convenience - with Tribal agreement

11 Financial Trace all contract funds Submit financial reports Maintain records showing how $ was spent Account for Real, personal property & other assets Have Budget Controls Must be Allowable (OMB A-87) Procurement Insure Vendors/Subcontractors follow Tribes procurement policies Govern Performance of its employees Provide for full and open competition Define major procurement Transaction

12 Property Account for ALL property, requirements for use, care, maintenance, & disposition Be in accordance with tribal law & procedures Tract personal property $5,000 Sensitive personal property (firearms)

13 Accurately describe the property, serial number, source, title holder, acquisition date, cost, location, use and condition Inventory every 2 years

14 Real & Personal Property donated after 10/15/94 under PL shall automatically vest with the Tribe (11/09/2000 BIA Memorandum from Chief Financial Officer, Office of Management & Administration)

15 All awards are made under a Fixed-Price type contract You will be receive instructions on the new ASAP If not enrolled and you do receive grant funding through BIA, it is highly recommended that ASAP enrollment be completed as soon as possible.

16 FBMS is an integrated DOI program replacing FFS Contains financial, acquisition, real and personal property management BIA FBMS SharePoint Site

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18 Deborah Moberly, Indirect Cost Services Coordinator Acquisitions Services Directorate National Business Center, DOI

19 Costs that support all programs or activities (indirect), and Costs that directly benefit individual programs or activities (direct)

20 Accounting Audit Human Resources Executive Director & Receptionist Payroll Communications Rent Utilities Bank Charges Insurance Salaries Fringe Benefits Office Supplies Purchases Travel Depreciation Printing/Copying Equipment Lease/ Repair Minor Equipment

21 If a Tribe spends more than $500,000 in total federal financial assistance, it must send a Single Audit w/Form SF-SAC to the Federal Clearing House plus one additional copy for each funding agency that has a finding.

22 The Tribe must also send 2 copies of the audit to the Office of Audit & Evaluation, Office of the Asst. Secretary, Indian Affairs, DOI, Paker Building, 2051 Mercator Drive, Reston, VA

23 SF-269 Reports Totals amount paid out by the tribe previously and in the current period Contract Amount Unobligated Balance SF-425 Reports Cumulative total of what the tribe has drawn down Total amount paid out by the tribe Contract Amount Unobligated Balance

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25 SF269a

26 SF425

27 Narrative describing work accomplished. The percentage of the work completed. A report of funds expended for the period and for the entire project. Initial Schedule of Values and any updates. Initial Work schedules and any updates.

28 The BIA provides the Tribe with assistance in all technical matters including: The BIA provides the Tribe with assistance in all technical matters including: Proposal preparation Advance Payments Quarterly Reports Modifications Providing documentation, records reports, etc.

29 The Tribe may NOT issue a change order to a construction subcontractor that: will exceed the contract budget will exceed the contract budget will exceed the performance period will exceed the performance period is a significant departure from the scope or objective of the project is a significant departure from the scope or objective of the project

30 Tribe requests a modification in writing to BIA Roads. BIA Roads forwards to BIA Contracting. AFTERand both signed AFTER the BIA AO and the Tribe have both signed the modification, work on changes can be made.

31 Final Financial Status Reports Final Narrative Report (be sure to state what the deliverables were and if they were accomplished) Audit (if any) Release of Claims Equipment Report

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