TOPICS CONTACTING THE DEPARTMENT OF HEALTH FEDERAL GRANT FUNDING PERIODS CONTRACT TERMS AND CONDITIONS STATEMENT OF WORK MONITORING

CONTACT INFORMATION Primary Contact: Gina Yarbrough: Secondary Contact: Maria Gardipee:

FEDERAL GRANT FUNDING PERIODS New this year: two grant types Assistant Secretary for Preparedness and Response (ASPR): July 1 st through June 30 th Centers for Disease Control (CDC): August 10 th through August 9 th Contract time periods: First year: July 1, 2010 through August 9, 2011 Second year and beyond: August 10 th through August 9 th Contract extensions may be granted – contact Gina Yarbrough

CONTRACT TERMS AND CONDITIONS All Terms and Conditions affect how the contract is performed – some are more prominent They are the same for all tribes Three places for signature: pages 5, 11 and 13 Three primary sections Standard State Terms and Conditions Federal Certifications Federal Assurances

Contract Terms and Conditions YOU ARE A SUBRECIPIENT All federal requirements are passed to the tribe DOH is responsible for compliance with those federal requirements Work performed under the contract is for actual time and effort and/or other actual costs (travel, supplies, equipment, when approved) Includes approved indirect rate SOW budget is a maximum amount; the tribe can bill for up to that amount

CONTRACT TERMS AND CONDITIONS State Contract Terms Period of Performance: covers time period to conduct work and charge for allowable costs Payment: all reimbursements for work performed are done with an A-19-1A form A-19 must be signed A-19 should detail what work was performed Final bill must be made within 60 days of the end of the contract Record Maintenance: keep and maintain all records associated with performance under the contract

CONTRACT TERMS AND CONDITIONS Federal Certifications and Assurances Compliance with federal requirements must be passed along to tribes (subrecipient) Administrative Requirements: OMB Circular A-102 (the Common Rule) Cost Principles: OMB Circular A-87 Audit Requirements: OMB Circular A-133 OMB Home Page:

CONTRACT TERMS AND CONDITIONS Federal Certifications and Assurances OMB Circular A-102 OMB Circular A-102 codified to 45 CFR 92 located at: Standards for financial management systems Allowable costs (OMB Circular A-87) Equipment purchases: pre-approval by DOH if more than $5,000 – used for the PHEPR program Procurement – written standards used consistently Financial Reporting

CONTRACT TERMS AND CONDITIONS Federal Certifications and Assurances OMB Circular A-87 General principles for determining allowable costs Necessary and reasonable Allocable to federal awards Be authorized or not prohibited under state or local laws Be consistent with policies, regulations and procedures Consistent application of direct vs. indirect cost Tribal cognizant agency: Department of the Interior Costs adequately documented Web page:

Statement of Work Guides tribal efforts towards emergency preparedness Outlines allowable costs Allows for tribal flexibility while focusing on specific efforts to achieve objectives Objective 1A: Healthcare coalition activities Maximize medical surge capacity Mutual aid for re-distribution of resources during emergency Objective 1B: Emergency Preparedness Exercises Tabletop and other types of exercises Internal and external exercises (county, region-wide, etc) Provision for emergency messaging and purchase of supplies Deliverables for 1A and 1B: Summary Report of activities Due Date: 8/9/11 Objective 2: Comprehensive Emergency Management Plan Deliverable : DRAFT plan. Due date: 8/9/11

Statement of Work - Continued Two separate sources of funds Objective 1A and 1B: ASPR grant Objective 2: CDC grant Time and effort must be tracked separately for each Objective: 1 and 2 (by grant source) Funding for Objectives cannot be moved between Objectives Questions about SOW? Contact: Gina Yarbrough

Monitoring Program monitoring Addresses program technical issues Helps keep DOH and tribe on track and on time Assists tribe to meet contractual timelines and deliverable due dates Fiscal monitoring Assures tribe is meeting federal and state requirements Not an audit – helps prevent audit findings

Links and Contact Information Links: OMB Home Page: OMB Circular A-102 : Department of the Interior: OMB Circular A-87 : Contact Information: Gina Yarbrough: Maria Gardipee: