Best Practices for Managing Intergovernmental Agreements for TIF & Capital Outlay Projects Sheri Bozic, Director Department of Planning & Development Pueblo of Jemez

Intergovernmental Agreement Process Notice of Award/Bond Questionnaire Review & Execute IGA Identify Project Team & Responsibilities Procurement Notice of Obligation Reporting Submit Requests for Payment Project Completion/Close-Out Complete/Return Bond Questionnaire in a timely manner – 1 to 2 weeks

Review & Execute IGA Contact the Agency (NM-IAD/NM-DFA) to notify them of the Project point- of-contact (POC) Be proactive about making sure the IGA is received by the POC Review the IGA thoroughly Are there Special Conditions? Due to Audit Findings Monthly Financial Statements/Reconciliation Reports sent to Agency Is there a 1% set-aside for the Art in Public Places (AIPP) Fund? http://www.nmarts.org/art-in-public-places/ With Tribes, the IGA is often sent to the Governor’s Office. Make sure you call to ensure proper delivery of the draft IGA. Special Conditions could include submittal of monthly financial statements/reconciliation reports to the agency. The Art in Public Places Act requires that 1% of the grant fund be placed in the Art in Public Places Fund. Project/Grant manager and Finance Dept. staff should review the IGA prior to execution.

Identify Project Team & Responsibilities Project/Grant Manager Monthly CPMS Reports Quarterly/Final Reports Budget Tracking Project Schedule Finance Dept. Staff Procurement Policy Request for Payment & Backup Documentation Usually there is a Grant Manager and a Finance dept. Staff member on the Project team. Project team should thoroughly review the IGA, assign responsibilities, utilized resources on the NM-IAD or NM-DFA websites.

Procurement Publish Request For Proposal (RFP)/Invitation for Bid (IFB) for Planning/Design/Construction Projects RFP/IFB should include the Project Schedule to ensure contractors understand the timeframe of the grant. If purchasing Equipment, follow procurement policy (usually more than 2-3 quotes for any item over a certain amount). Review proposals/bids/quotes & make selection based on Procurement Policies. Submit a Memo to agency to explain special circumstances: selection of middle or high bidder, sole source, nonresponsive bidders, etc. RFP should be advertised soon after the IGA is executed.

Notice of Obligation Submit Notice of Obligation (NOO) NOO and backup documents must be reviewed and approved by the Agency prior to awarding a contract or making a purchase Submit a copy of your Procurement Policy If Project requires Contract Work, submit the draft contract (must include contract term limit) If Project requires Equipment Purchase, include the Purchase Order and all quotes received

Reporting Complete Monthly Capital Projects Monitoring System (CPMS)Report Obtain User ID/Password from the Department of Finance & Administration CPMS report must be completed by the 30th of every month After completing monthly CPMS Report, print to PDF and save in Project files for submittal with Payment Request. Update the status of the Project Complete Quarterly Report

Submit Requests for Payment Submit regular Requests for Payment Utilize the Request for Payment Checklist Complete Request for Payment Form Must be notarized Include the following: Approved NOO Contractor Invoice Copy of front/back cancelled check Current quarterly report Current CPMS report

Project Completion/Close-Out Submit Final Request for Payment Utilize the Request for Payment Checklist Complete Final Request for Payment Form Must be notarized Include the following: Approved NOO Contractor Invoice Copy of front/back cancelled check Final report Current CPMS report If funds are remaining, prepare letter to request reversion

Biggest Challenges Completing the Project On-Time Design/Construction Projects - 36 months Planning Projects - 24 months Receiving & Processing Contractor Invoices State Fiscal Year ends on June 30 Request for Payment Must obligate at least 5% of the bond proceeds for the project within 6 months of the date of bond sale (bond sale date can be found in the CPMS. Must obligate at least 85% of the bond proceeds within 3 years of the date of bond sale. Reporting Capacity/Staff Turnover Design/Construction Projects must be completed within 36 months from the date of the execution of the IGA Planning Projects - must be completed within 24 months from the date of the execution of the IGA Communicate that invoices must be submitted by the end of May to allow for processing before the end of State FY Make sure contractors invoice on a timely basis and that their invoices are detailed – project name, SOW completed Submit regular Requests for Payment – don’t let the invoices pile up to the end of the FY. The bigger the Project Team, the better. If only one or two staff are involved, information can be lost or the Project can be stalled with Staff turnover.

Summary of Best Practices Be proactive about receiving/returning the IGA Become very familiar with the requirements of the IGA Utilize Agency Resources Local Entity CPMS Reporting Requirements & Process; Process for Capital Outlay Appropriations - NOO (http://nmdfa.state.nm.us/Capital_Outlay_Bureau.aspx) TIF Board Guidelines & Procedures (http://nmdfa.state.nm.us/Capital_Outlay_Bureau.aspx) Get your Project going soon after the IGA is executed NOO Tracking / Maintain Cuff Accounts Ensure that contractors submit their invoices in a timely manner and cash their checks shortly after receiving them. Communicate with Finance Dept. to ensure Request for Payments are sent on a regular basis. Set Calendar deadlines for monthly/quarterly reports Project Team should communicate regularly to ensure that information is not lost with staff turnover. Make sure your RFP is ready to Solicit Proposals/Bids

Keep Calm & Build Projects! Any Questions?