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

2. 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

3. 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?
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.

4. 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.

5. 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.

6. 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

7. 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

8. 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

9. 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

10. 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.

11. 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 (
TIF Board Guidelines & Procedures (
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

12. Keep Calm & Build Projects!
Any Questions?