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Document
RFP -Compensation Study, 2023
Year Created: 2023
DOCUMENT
Procurement's Role in the Use of Non-Emergency Federal Funds
- YEAR CREATED: 2022
- ENTITY TYPE: National
- TYPE OF DOCUMENT: BPR - Best Practice
- Management
- Professional Services
The document discusses the role of procurement in the use of non-emergency federal funds. It provides guidance on the evaluation criteria and relative weight in the solicitation document. The document emphasizes the importance of considering the respondent's responsibility and conducting cost/price analysis for bids, proposals, and noncompetitive awards. It also highlights the requirements for compliance and reporting during the post-award phase, including contract administration, monitoring spend/performance, and preparing information for audit by the federal agency.
The document further explains the need for entities to determine their ability to use other funds in conjunction with federal funds and the reporting obligations to the granting agency. It mentions the Federal Funding Accountability and Transparency Act (FFATA) and the requirement to report contracts awarded at a certain threshold. The distinction between subcontractors and suppliers is also discussed, along with the reporting of demographic information about the suppliers used to expend the grant funds.
Additionally, the document covers the contract closeout phase, which involves filing required notices and reports, releasing bonds and retainage, documenting completion of work, and properly disposing of surplus property funded by the federal grant. It mentions that specific processes for the disposal of surplus property may be required, and the proceeds from the sale of surplus items may need to be returned to the federal agency if they exceed certain thresholds.
The document highlights that grantor/agency requirements may include special requirements, such as obtaining waivers and approvals, agency-specific requirements, compliance with the Buy American Act, special requirements for rolling stock purchases, and preferences for small business enterprises. It also mentions that federal agencies may have regional headquarters with additional or different requirements.
Furthermore, the document emphasizes the need to adhere to grant-specific requirements, which can vary based on the focus and specific requirements of each individual grant. Examples of grant-specific requirements from different federal agencies are provided.
Lastly, the document states that entities must establish written procurement policies that comply with federal grant requirements, including standards of conduct, conflicts of interest, and organizational conflicts of interest. It mentions the importance of having a written procurement policy that addresses compliance with federal requirements and adhering to local laws and policies.